Outlook Webmail by DEECD_Vic

GUIDE

Get into Office 365

Outlook Webmail

365

Your classroom resources online, anywhere at any time. This guide will familiarise you with the Outlook Webmail offering inside Office 365. It will provide you with an overview of the layout and some basic usage directions.

Outlook Webmail Office 365 Outlook Webmail provides students with 25Gb of email storage. It uses a web browser to access the inbox from any computer that has an internet connection. As well as email, Outlook provides a platform to organize contacts, create tasks and manage your calendar. Staff continue to use eduMail directly in Outlook.

Contents Starting up

Creating a new message

Logging on

Adding recipients

Teacher access

Compose email in a separate window

Configure your profile and options

Composition options

Setting your status

Checking, reading and replying to email 10

The mail area explained

Recovering deleted emails and folders 13

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Welcome to Office 365 Starting up

Logging on

Open a web browser and go to the following address:

Students

Students who have returned their http://cloud.<school name>.vic.edu.au parent/guardian consent form will use their eduPass (IDAM) username Substitute <school name> with your and password. school’s domain name. Example username: jcsml123 Teachers Teachers and staff will continue to use their ‘eduMail’ username and password directly in Outlook. Example username: 01234567

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Teacher access While students have access to Office 365 Outlook on the web, staff will continue to use eduMail as normal.

Configure your profile and options Clicking your name in the top right corner of the school site as pictured will take you to your profile. This information is consistent throughout Office 365 – if you set a new profile picture on the site, it will also show in Outlook, Lync and all other areas.

Clicking “edit your profile” will take you to an area where you can include some information about yourself and update your display picture. Additional tabs are provided to include contact details, location and other personal information, along with privacy settings for each.

Setting your status

Your status is a green, yellow or red indicator shown alongside your name throughout Office 365, including on emails you send – it serves as a guide for people to establish if it’s a good time to contact you. When Outlook is selected from the tabs across the top, your status will be shown in a coloured square. While signing out would show this block as grey, rather than any of the status indicators pictured, many choose to just “appear away”, such that they can focus on what they are doing.

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The mail area explained

A. Create a new mail message Showing/hiding of the entire left panel is controlled using the << and >> icons in the left corner.

B. Folder list You can create your own folders anywhere in here. To expand and collapse folders, use the triangle icons. Right clicking will open a menu where you can create folders and subfolders.

C. Search box This is the fast way to locate email and contacts. Results can be refined with the options offered following the initial search (search all mail, search contacts), combined with the controls directly under the search field.

D. Message list Initially messages in the list are arranged according to their conversation thread. This can be adjusted using the pull-down list in the top right, “Conversations by date”. By ticking “no” alongside “Conversations”, the order will revert to a more traditional “items by date” view.

E. Reading pane This displays the message you’ve selected. Controls to respond are located above the message. Further functionality, including categorization, deletion, filtering and the ability to create rules based on a message are all nested within the ellipses alongside the response controls.

F. Tasks Class sites, tasks, calendar and email all work together – when a teacher assigns work to a student, the task will appear in the list available when clicking this view. By assigning yourself tasks, you will be reminded as the deadline approaches & can leverage all facets of Office 365 to assist in completing them. Another great way to review tasks is using the Calendar tab available above the mail area.

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Further configuration and options are available above the Outlook mail area tab, via the settings gear. While the majority of these settings are beyond the scope of this guide, it is worth knowing of the “Change theme” feature – clicking it will take you to a list of themes you can apply to change the look and feel.

Creating a new message Clicking the new mail icon in the top left will replace the reading pane with a blank message ready for you to complete:

Adding recipients Clicking the “To:” field or the “+” icon will take you to the email directory, where you can search for contacts to include in the email. Use a semicolon (;) to separate multiple recipients. When you type a name, Outlook will try to find it in the contacts list – by pressing enter, you can also have it show you the matches so far, then pick one of them.

Compose email in a separate window By clicking the icon in the top right corner, you can open your new email in a separate window.

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To CC: Subject

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Composition options Within the ellipses button at the top of the email composition window, there are a number of options pertaining to the current message:

By saving the message, it will be moved to your drafts folder – great if you are interrupted while composing a message and don’t want to have to type it again later. Note that the Outlook web application does save as you go, but this offers a way to be sure it was saved when you expected it to be. “Show bcc” allows you to add recipients to the email that aren’t viewable to all parties receiving the message. This is often useful when you want to copy in your colleagues, but not have the primary receiver aware you’ve done so. In the message options dialog you can request read receipts for messages, mark them as confidential, or of a sensitive nature. While setting the importance and other properties of an email doesn’t change how Outlook handles a message, it may help the recipients understand it’s nature.

Checking, reading and replying to email Email arrives automatically in your inbox. You can also refresh the screen at any time to check for new messages by pressing F5. It’s worth noting that refreshing isn’t required, even to see a message that’s just arrived, but may serve to assure you of your current email status.

Reading a message While clicking once on a message will show it in the reading pane as expected, you can also double click to open the message in a separate window.

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To CC: ect

Subj

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Categorization options While the standard response options are in the top right of each message, it’s worth taking a closer look at those within the ellipses button:

Categorizing allows the reader to assign a colour to an email in the message list. While the built in categories are just named according to their colours, you can add new categories and assign them meaningful names by selecting “add a new category” from within this menu Marking a message as “junk” will move it to the junk folder manually – this is additional to any existing mail filtration in place, which attempts to do this for you. Any future correspondence from that sender will automatically redirect to your junk folder. Creating rules based on a message can prove to be a very powerful feature. With the right rules, mail can be configured to automatically arrive in folders you have set up for different things. Clicking “create rule” will take you through a wizard where you can define handling according to different conditions.

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Recovering deleted emails and folders When you delete a message, it is moved to the deleted items folder. If the item you want to recover is no longer listed there, right clicking the deleted items folder will raise the following menu:

Selecting “recover deleted items” will open a new window containing messages that have been moved to a ‘permanently deleted’ area. To restore a specific message, just select it and press “recover”, down the bottom. Another use of this area is to purge confidential emails that were deleted, but that need to be removed with no traces left – even if they’re only visible to you. Take care not to store messages in deleted items, even though it offers to create folders.

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Support See your Specialist Technician

Self Help

Should your Specialist Technician be unable to resolve the issue they can escalate to the Department Service Desk.

http://community.office365.com/en-us/ default.aspx

Identity & Access http://servicedesk.education.vic.gov.au

Support for all other areas of Office 365 can be obtained via the Office 365 Self-help community.

Log a Service call > Schools Technical >

Non Technical Problems

With the text “Office 365 Identity” at the top of the call description.

Log a Service call > Schools Technical >

http://servicedesk.education.vic.gov.au Place the text “Office 365 Non-technical” at the top of the description.