Presented by: Tahsha Harmon Outlook on the Web Presented by: Tahsha Harmon Session: How to manage Inbox, Calendar and Contacts: A beginner’s course Created : March 2017

Learning Objectives After completing this course, you will be able to: Inbox How to access How to change the layout, organize How to send and reply Calendar What you’ll see in calendar How to create a calendar item How to modify or delete a calendar event How to share your calendar How to use Outlook Web App on a mobile device Contacts “People” How to pin your favorite view How to create a contact from scratch or from an email message How to search for a contact or contact list

Inbox Tasks: How to logon Detailed steps: Open an Internet browser.   Detailed steps: Open an Internet browser. Type in office.otterbein.edu. Alternatively, select Office 365 from the Resources link off Otterbein’s home page. Log on as username@otterbein.edu with your Ozone password. Select the ‘Mail’ tile from the list of apps

Inbox Tasks: How to change layout and organize Detailed steps: Click on the cogwheel in the upper right corner Select Display settings Toggle between right or bottom orientation of reading pane or turn off Select ‘cancel’ or ‘ok’ when complete Click on the drop down arrow next to Filter in the inbox pane Select right arrow next to Show as > Select Messages or Conversations to organize how email is displayed

Inbox Tasks: 3. How to create a signature Detailed steps: Left-click on the cog wheel in the upper right corner to open Settings. Scroll down in the menu to find and select the Mail link under “Your app settings” Within the left window pane that just opened, expand Mail by left-clicking on the drop down arrow Then scroll down and expand “Layout” by left-clicking on the drop down arrow Left-click on the Email Signature link. Copy and paste your signature copied from Google if you wish to use the same. Gmail on the web’s signature is located in Settings, General folder.

Inbox Tasks: How to create and send an email Detailed steps: Select [+New] at the top of the inbox messages Start typing in the [To] field to pull up a name Alternatively, select the [To] button and start typing in a person’s name in the search box Once name pops up, select [Save] After selecting a recipient, and composing the message, select [Send]

Inbox Tasks: 5. How to reply to an email Detailed steps: (With reading pane on) Select email message by single clicking on it in the inbox Then select the Reply button from the reading pane view OR, right-click on the message in the inbox and select Reply Alternatively, you can double-click the message in the inbox and use the reply button to the right or the reply button from the menu at the top of the email. (With reading pane off) steps are the same with exception that double-clicking does not present a menu at the top of the email NOTE: Using drop down arrow next to the Reply button (on the right side only) gives you option to change default setting to always be “Reply” or “Reply All”

Inbox Tasks: 6. How to create or delete folders Detailed steps: Hover over Folders in the left pane of your inbox Select + sign that appears (This creates folder in your favorites) Type in name of folder you want to create Hit return Left-Click and hold folder with mouse to drag it to desired location in the folder list Alternatively you can select More at the bottom of the favorite folder list then select the + sign to create the new folder in your regular folder list Right-clicking on the folder gives you option to delete, rename, empty contents, and more…

Calendar Tasks: Access Calendar and change view Detailed steps: Once logged into Outlook on the web, select Calendar from the apps menu in the upper left corner. In the apps menu, hover over the Calendar tile until the dot, dot, dot “more” icon (…) appears If desired, select More, then Pin to nav (navigation) bar. This gives you another method to access an app. Alternatively, you can access Calendar by selecting the calendar icon in the lower left corner of the screen. Once Calendar is open, you may toggle between views using the upper right corner of the screen. Select Day, Work Week, Week, etc…

Calendar Tasks: How to create a Calendar item Detailed steps: Select the + sign or double-click on an open time slot on the day you want to schedule the event. Then, type in title and location of event. Use the down arrows next to each field to select a start time and duration. Adjust the reminder time as needed. Select a status in the Show as field. Select the Calendar you want the item to appear on. Choose if you want the calendar item to repeat. Lastly, use the option to mark the calendar item as private if desired. Save your entries to complete the task.

Calendar Calendar Tasks: How to request a meeting. Detailed steps: Follow same steps as in previous exercise to create an event. Under the People heading, select the plus arrow to add members to the meeting. Or, use the scheduling assistant to find an available time without schedule conflicts before inviting attendees. Select Scheduling assistant and add attendees by selecting the + sign. Look for the icon that is displayed meaning, “Best time for everyone.” Using your mouse you can select/checkmark any “Best time for everyone” hour to mark the time. Using the menu bar at the top, you can add details to make the meeting a Skype meeting. Select Save to create the meeting.

Calendar Calendar Tasks: How to modify or delete a Calendar item Detailed steps: Single left-click on item you want to change. Then, select edit or delete (also means cancel). Alternatively, you can right-click for more options besides edit or delete. Lastly, you can double-click to open the event to make changes. When choosing cancel, also select whether to edit the event or just send the event before canceling. To Modify the event, double-click and make changes, then save To modify, you may also left click event, select the pencil edit icon. Make changes, then select Save.

Calendar Calendar Tasks: How to share your Calendar Detailed steps: Open your calendar and select Share from the top menu bar. Type in the name(s) you wish to share your calendar. Use the adjacent field’s drop down arrow to assign permissions for sharing. Send a sharing invitation via email by selecting that link. Select the “Share” button or delete button (if you change your mind) to complete the task. Note: The organization’s default setting to view your calendar is “Can view when I am busy.” This is the recommended setting so others can schedule with using scheduling assistant. If you change the setting to “Not Shared” it will hinder others trying to schedule with you.

Calendar Calendar Tasks: How to remove or change settings for a calendar you no longer want to share. Detailed steps: Open your calendar app Select the calendar from the menu list in the left pane. Select “Share” from the top menu bar. Find the name(s) you wish to un-share your calendar. Use the adjacent field’s drop down arrow to edit assigned permissions for sharing. Or, select the trash can icon to the right of the name to remove sharing with that named individual or group. Select Done to complete the task.

Contacts “People” Tasks: How to navigate and view People Detailed steps: Open “People” app from the Office 365 apps launcher menu or People icon in lower left corner. Click on any listed item in the left window pane. Then, select “Pin this view” You may “Unpin this view” by selecting the listed item with a pushpin icon to the right of the view name. Then, select “Unpin this view” from the top menu bar. This view can be changed anytime. Left-click on a contact name to get a more detailed view in the right window pane. At the bottom of that pane, see all the activity between you and the contact. All your contacts reside in “Contacts” folder. Right click on “Your Contacts” heading, select “New folder. ” Type in a name to create your own custom folder(s) Select “Your Contacts” or “Contacts” folder by left-clicking In the middle pane, select the drop down arrow in the upper right corner next to “By First Name.” default for the Filter menu. Change the Sort and Display options if you do not want the default.

Contacts “People” Contacts “People” Tasks: Creating a contact manually Detailed steps: Select a folder in the left menu list where you want the new contact to reside. Note: If you are on the “Your Contacts” header, the contact will be created in “Contacts” folder. If you do not place the contact in the correct folder, you must delete and create new. Moving a contact is not possible. Select the + sign from the top menu bar, then new contact Add details to the new contact form. Use the + signs to navigate through each detail option. Select Save.

Contacts “People” Contacts “People” Tasks: Create a contact from an email Detailed steps: Open your mail app from the apps launcher or mail icon in the lower left corner From your inbox or from your sent items folder, select the email item containing the individual or group you want to make a contact. Click on the name in the email, to launch a details window of the individual or group In the launched window, select the (…) more icon Select Add to contacts. Note: Contacts created this way will only be housed in your Contacts folder and cannot be moved. Manual creation is the way to put a contact in a designated folder

Contacts “People” Contacts “People” Tasks: 4. Create a contact list Detailed steps: Open your People app Select a folder from the list on the left where you want the list to reside. Note: if no folder is chosen, the default will be your “Contacts” folder. You cannot move the list once it is in a folder. It must be re-created. c. Select +New on the top menu bar, then Contact List d. Create a name for list in the form provided Add Members by typing name in the field and then left- clicking on name to add. f. Select Save when done.

Contacts “People” Contacts “People” Tasks: How to edit or delete a contact or contact list Detailed steps: In the People app, select by single-clicking a contact or list in the middle pane. More options will appear in the top menu bar. Select either edit or delete from the top menu bar. On the “Edit” form, remove individual members by selecting the “x” next to their name. Change the title or notes or add another member. Select Save when done. To Delete, highlight the list you want to delete by left-clicking it Select Delete from the top menu bar. Select confirm delete to complete the task.

Contacts “People” Contacts “People” Tasks: How to link or unlink Detailed steps: If you have two contacts that are somehow related, you can link them to be one contact. Note: Outlook on the web does this automatically. Select the folder in the left menu pane to expand a list. In the middle pane put a checkmark in the box to the left of the name of the contacts that are related. Then, select Link from the top menu bar. To unlink. Select the drop down arrow next to Link in the top menu bar. Select the x next to one of the linked contacts to unlink it from the other.

Learning Objectives Recap How to access Email, Calendar and People and change views How to create new items or delete unwanted items in these apps How to create folders in your inbox How to share a Calendar How to link and unlink contacts

Here is a tutorial link for installing your mail after cutover on Mac OS X:  https://support.office.com/en-us/article/Set-up-email-in-Mac-OS-X-Mail-de372dc4-9648-4044-a76c-e8a60e178d54 Here is a tutorial link for installing your mail after cutover on Mac OS X:  https://support.office.com/en-us/article/Set-up-email-in-Mac-OS-X-Mail-de372dc4-9648-4044-a76c-e8a60e178d54 https://support.office.com/en-us/article/Set-up-email-in-Mac-OS-X-Mail-de372dc4-9648-4044-a76c-e8a60e178d54 Additional Resources Use the ? In the upper right corner of the top menu bar of your apps for additional help resources. Open Settings (cog wheel). Peruse the settings and options or type in a key word in the search field for directed help. See the ITS email web page, www.otterbein.edu/its/email Get mobile on your phone, https://www.microsoft.com/en-us/outlook- com/mobile/ Below is a tutorial link for installing your mail on Mac OS X: https://support.office.com/en-us/article/Set-up-email-in-Mac-OS-X- Mail-de372dc4-9648-4044-a76c-e8a60e178d54 and http://bit.ly/2pbqTX2

Thank you for attending a Cardinal Skills Builder Session! Please feel welcome to come again For further assistance on this session please feel free to contact your presenter at CardinalSkillsBuilder@Otterbein.edu