四色AV

Using Office 365 & Outlook Web Access (OWA)

To access your Office 365 features using a web browser, do the following:听

1.听听听听听Launch a Web browser and go to听

2.听听听听听Enter your 四色AV email address and password and click Sign In.

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3. 听 听 After signing in, you鈥檒l see a welcome screen. This will display the licensed features you have available, including email, calendar, OneDrive, and other features of Office 365. You may also have access to Microsoft Office applications.

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The 鈥淚nstall Now鈥� button will install Office Professional to your device. You may install this on up to 5 devices concurrently.

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Below the Office installation button are a series of 鈥渢iles鈥�, which provide access to the Office 365 applications and online versions of Office (Word Online, Excel Online, PowerPoint Online, and OneNote). The tiles are explained below:

The Mail Tile will open Outlook Web Access, containing your university email account and content.

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The Calendar Tile will open your calendar, allowing you view and schedule events, and email meeting requests to other people.

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The People tile will open your Contacts. From here you can manage your contact information, including name, address, email, phone, pictures, etc鈥�These contacts are directly accessible from within the mail, calendar, and Office applications.

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The Newsfeed tile will display updates from people, documents, sites, and tags you are following within Office 365.

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The OneDrive tile provides web access to 1TB of cloud storage. OneDrive is also already installed on most Windows operating systems from Windows 8 up. By signing into OneDrive with your 四色AV account, you鈥檒l be able to save and share documents and pictures within Office 365. These can be attached to Office applications or accessed via the OneDrive web interface.

The Sites tile will connect you to document libraries configured by 四色AV. These may include general help information, as well as department-specific sites.听

The Tasks tile allows you to create tasks and set due dates. These tasks are then available within the Mail and Calendar tiles to keep you aware of pending deliverables.听

The Delve tile shows relevant information, documents, and people that you work with in order to provide visibility into data you may need to be aware of. Similar to the newsfeed, this service uses algorithms to predict data you may need so it鈥檚 available.听

The Video tile allows you to create video channels within Office 365. Videos can then be uploaded, shared (publicly or privately).听

The Office Online tiles provide online versions of the most commonly-used Office applications, including Word, Excel, PowerPoint, and OneNote. These applications provide a web-based method to create and share documents. Documents created online can be edited via the Windows versions of Microsoft Office and visa versa.

Swap is way to create and share interactive reports, presentations, newsletters, stores, and more. Because Sway runs on Office 365, content can be shared to others using web browsers, Windows PC, iPhone, or iPad without any conversion required. Sway will handle the conversion, allowing the end user to see the content immediately.

OWA (Outlook Web App) Help听

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Setting the correct time zone

Setting the correct time zone prevents/resolves potential issues with calendar appointments. To do this in Office 365, use the following steps:听

1. 听 听 Log into Office 365 at听

2. 听 听 Click the gear/cog wheel in the top right corner, and select听Options.

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3. 听 听 On the left side menu, expand听General, then click听Region and time zone.

4. 听 听 Set your preferred date format, time format, and time zone. Click Save when finished.

Office 365 provides several methods for users to manage junk mail. For a complete list of options and step-by-step instructions, please see below or visit听.听

Block or allow (junk email settings)

Use the Block or Allow settings to help control unwanted and unsolicited email messages by creating and managing lists of email addresses and domains that you trust and those that you don鈥檛. To manage junk email settings, select Settings icon > Options, and then select听Mail > Accounts > Block or allow.

Block or Allow

Don鈥檛 move email to my Junk Email folder

• Select this option if you want to turn off junk email filtering. If you select this, you won鈥檛 be able to use any of the other options on this page.
• Selecting this option doesn鈥檛 turn off the junk email filtering that鈥檚 been set by your administrator.

Automatically filter junk email

• Select this option if you want to use junk email filtering. This filter is in addition to the junk email filter that鈥檚 been set by your administrator.

Safe Senders and Recipients

Safe senders and recipients are domains and people you don鈥檛 want diverted to your Junk Email folder.

• Add senders you trust and recipients that you don't want to block to this list.

Trust email from my contacts

• If you select this check box, email from any address in your contacts folders will be treated as safe.听

Blocked Senders

Blocked senders are domains and people you don't want to receive email messages from.

• Messages received from any email address or domain in your blocked senders list are sent directly to your Junk Email folder.

Don鈥檛 trust email unless it comes from someone in my Safe Senders and Recipients list or local senders

• In addition to Safe Senders and Recipients and Blocked Senders, you can use this setting to treat all email as junk unless it comes from someone included in your Safe Senders and Recipients list or from senders in your organization鈥檚 address book.
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Safe senders and recipients

Safe senders are domains and people you always want to receive email messages from. Safe recipients are recipients that you don't want to block, usually groups that you鈥檙e a member of. Messages received from any email address or domain in your safe senders and recipients list are never sent to your Junk Email folder. However, they may be blocked before they reach your mailbox by junk email filtering settings on the server that hosts your mailbox.听

How do I add a sender or a domain?听

1.听听听听听Sign in to Outlook Web App at听If the Outlook Web App does not launch automatically, select Outlook (or Mail) at the top of the page. Or, select the App launcher Office 365 app launcher icon , and then select Outlook.

2.听听听听听At the top of the page, select听Outlook听(or听Mail). Or, select the听App launcher听icon听听, and then select听Outlook.

3.听听听听听At the top of the page, select听Settings听>听Options, and then select one of the following:听

Block or Allow

OR

Mail > Accounts > Block or Allow听

4.听听听听听To add an entry to听Safe senders and recipients, enter the email address or domain that you want to mark as safe in the听Enter a sender or domain here听text box, and then press听Enter听or select the plus icon听听next to the text box.听

• For example, to mark all email from addresses that end in contoso.com as safe, enter contoso.com in the text box.
• To mark a particular person as safe, enter that person's full email address. For example, to mark all messages from tonysmith@contoso.com as safe, enter tonysmit@contoso.com in the text box.听

5.听听听听听Select听Save听to save your changes.听

How do I remove a sender or domain?听

1.听听听听听To remove an entry from听Safe senders and recipients, select the entry to highlight it, and then select the minus icon听.

2.听听听听听Select听Save听to save your changes.

How do I edit a sender or domain?

1.听听听听听To change an entry in听Safe senders and recipients, select the entry to highlight it, and then select the edit icon听.

2.听听听听听Make any changes you want.听

3.听听听听听Select听Save听to save your changes.听

Blocked senders

Blocked senders are domains and people you don't want to receive email messages from. Messages received from any email address or domain listed in your blocked senders list are sent directly to your Junk Email folder.听

How do I add a sender or a domain?听

1.听听听听听Sign in to Outlook Web App at听If the Outlook Web App does not launch automatically, select Outlook (or Mail) at the top of the page. Or, select the App launcher Office 365 app launcher icon, and then select Outlook.听

2.听听听听听At the top of the page, select听Outlook听(or听Mail). Or, select the听App launcher听icon , and then select听Outlook.听

3.听听听听听At the top of the page, select听Settings听>听Options, and then select one of the following:听

Block or Allow

OR

Mail > Accounts > Block or Allow听

4.听听听听听To add an entry to听Blocked Senders, enter the email address or domain that you want to mark as safe in the听Enter a sender or domain here听text box, and then press听Enter听or select the plus icon听听next to the text box.听

• For example, to block all email from addresses that end in contoso.com, enter contoso.com in the text box.
  
  
• To block a particular person, enter that person's full email address. For example, to block all messages from tonysmith@contoso.com, enter tonysmith@contoso.com in the text box.听

5.听听听听听Select听Save听to save your changes.听

How do I remove a sender or domain?听

1.听听听听听To remove an entry from听Blocked Senders, select the entry to highlight it, and then select the minus icon听.

2.听听听听听Select听Save听to save your changes.听

How do I edit a sender or domain?听

1.听听听听听To change an entry in听Safe senders and recipients, select the entry to highlight it, and then select the edit icon听.听

2.听听听听听Make any changes you want.

3. 听 听 Select听Save听to save your changes.听

Shared Mailboxes

Best Practices for Shared Mailboxes 鈥� Individual vs. Resource听

There are two basic categories of Office 365 mailbox:听

1. 听 听 Individual mailbox (assigned to a specific person)

2. 听 听 Resource mailbox (assigned to a department or other group)Can represent a department (e.g. Engineering Faculty)

• Can represent a project or program (e.g. Facilities Planning)
  
  
• Can represent a resource (e.g. to allow people to reserve meeting rooms)

Individual mailboxes are typically created by 四色AV IT staff based on user accounts. Because user accounts are intended to represent actual people, this is not the preferred method for creating shared mailboxes.听

To create a shared accounts contact the Help Desk with the following information:听

• Display name and preferred email address of the account
  
  
• Names and user accounts of the users who will have access to the account
  
  
• Intended use of the mailbox (room reservations, shared calendar, shared mailbox, etc.)
  
  
• Any requests for special calendaring options (e.g. automatic acceptance of calendar invitations and allowance of conflicting meetings)听

Sharing and Delegation

Share your calendar

This is the recommended option for someone who needs only to view your calendar. Be aware that sharing your calendar will allow those you share with to view your appointment details. You can choose to grant access to individuals or a group of people to view your calendar.

This section applies if you use:

• Outlook Web App (OWA) 鈥� (Any operating system)
  
  
• Outlook 2010 or 2013 鈥� (Windows)

Microsoft has made available a short video walkthrough that explains how to set up calendar sharing:

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Share individual mailbox folders

This is the recommended option if someone needs to access some of your mail (e.g. one or two folders containing information about an ongoing project).

Note: it is not recommended to share your entire mailbox. If you need to grant this level of access to someone, adding them as a delegate is the best option.

Grant a person access to your entire account by making them a delegate

This is the recommended option if you would like to allow someone to accept calendar appointments, move/view/delete mail, or send email from your account on your behalf.

Sharing your mailbox via Delegation

Delegation gives Office 365 user鈥檚 permission to access certain features of your mailbox, such as:

• Viewing and/or making appointments on your calendar.
  
  
• Looking at and updating tasks.
  
  
• Reading mail in your inbox and sending mail on your behalf.

If you use Outlook 2010/2013 (Windows):

If you use Outlook 2011 (Mac):

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Recipient Limits for Outbound Messages

Issue
Users are limited to a maximum of 1500 unique recipients per day for outbound messages. Users are also restricted to no more than 500 recipients per mail message.

Workaround
For those users who need to send to larger groups, a distribution group must be used. Please contact the Help Desk if you require a distribution group for large messages.