Outlook User How To Guide

[OUTLOOK USER HOW TO GUIDE]
Last Updated:
Background
This Outlook user How to Guide provides instructions on some common tasks in Outlook.
Contents
Logging in to Outlook Web App (OWA)............................................................................................ 4
Launching Outlook (Full client) for the first time............................................................................. 4
Setup Windows (Outlook 2013).................................................................................................... 4
Setup Mac (Outlook 2016)........................................................................................................... 6
Sharing/Delegating Mail, Contacts and Calendars..........................................................................7
Delegation Permissions................................................................................................................ 7
Mailbox or Mailbox Folder Delegation.......................................................................................... 8
Mailbox Folder Delegation (Mac and PC)................................................................................... 8
Opening a delegated mailbox (Office 2013 PC)......................................................................11
Opening a delegated mailbox (Office 2016 Mac)....................................................................11
Calendar Delegation.................................................................................................................. 11
Calendar delegation permissions............................................................................................ 11
Calendar Delegation (OWA).................................................................................................... 11
Open Delegated Calendar (OWA)............................................................................................ 12
Open Delegated Calendar (Outlook 2013 for PC)...................................................................13
Open Delegated Mailbox, Contacts, or Calendars (Outlook 2016 for Mac).............................14
Contacts Sharing........................................................................................................................ 14
Sharing Contacts.................................................................................................................... 14
Open Shared Contacts............................................................................................................ 14
Outlook 2013 (PC) & Outlook 2016 (Mac)..................................................................................... 15
Accessing the global address list (Mac and PC).........................................................................15
Adding From or Bcc fields to new e-mail messages (Mac and PC).............................................15
Setting Views in Outlook (Mac and PC)...................................................................................... 16
Turn the reading pane on or of............................................................................................... 16
Change email preview mode to none, one line, two lines (Mac and PC).................................16
Changing size of window (Mac and PC)...................................................................................17
Change navigation icons for easier reading............................................................................17
Setup Signatures........................................................................................................................ 18
Setup an Email Signature in Outlook 2013.............................................................................18
Set up Signature (Outlook 2016 for Mac)................................................................................19

Managing Junk Mail (Mac and PC).............................................................................................. 19
Viewing your junk mail............................................................................................................ 19
Tagging mail as junk, or block emails from an address...........................................................20
Managing Outlook whitelist/blacklist...................................................................................... 20
Junk Email Preferences (Outlook 2016 for Mac)......................................................................21
Schedule or Delay sending of an email................................................................................... 21
Delay the delivery of all messages (PC Only).........................................................................22
Setup a Mailbox Rules in Outlook 2013...................................................................................... 23
Route e-mail from someone to a specific folder......................................................................23
Route e-mail for an alternate e-mail address to another folder..............................................24
Auto Route Meeting Acceptance to a Folder (Outlook)...........................................................28
Set up Mailbox Rules (Mac)........................................................................................................ 29
Auto Route Meeting Acceptance to a Folder (Outlook)...........................................................30
Outlook E-mail (Mac and PC)...................................................................................................... 31
Mark emails as Follow up items.............................................................................................. 31
Searching for mail................................................................................................................... 31
Send an e-mail to multiple recipients or groups (PC)..............................................................32
Send an e-mail to multiple recipients (Mac)........................................................................... 32
Autofill recipient names (Mac and PC).................................................................................... 33
Searching the Address Book by last name (PC)......................................................................34
Searching the Address Book by last name (Mac)....................................................................35
Outlook Calendar....................................................................................................................... 35
View Calendars Side by Side or in Overlay mode...................................................................35
Create an appointment/meeting, invite people, and add a meeting room (Mac and PC)........37
Outlook Contacts (People).......................................................................................................... 38
Sharing Contacts with specific people (Mac and PC)..............................................................38
Consolidating contacts to the Contacts folder (Mac and PC)...............................................39
Share Contacts with everyone (PC)........................................................................................ 41
Share Contacts with everyone (Mac)...................................................................................... 41
Revoke or change other people's access................................................................................ 41
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Open Shared Contacts (Currently unavailable for Mac)..........................................................42

Create a new Contact Group (Currently unavailable for Mac).................................................43
Outlook Web App (OWA)............................................................................................................... 43
Adding a professional photo to your profile............................................................................... 43
Access the Global Address List................................................................................................... 45
Setup Your OWA E-mail Signature.............................................................................................. 45
Setting views in Outlook Web Access......................................................................................... 46
OWA E-mail................................................................................................................................ 46
Managing Junk Email.............................................................................................................. 47
Mailbox Delegation................................................................................................................. 47
Opening a delegated mailbox................................................................................................. 50
Auto Route Meeting Acceptance to a Folder (OWA)................................................................52
Search for mail........................................................................................................................ 54
OWA Calendar............................................................................................................................ 54
View Calendars side by side................................................................................................... 54
Create meeting request, inviting others, and set meeting room............................................54
OWA Contacts (People).............................................................................................................. 55
Creating Distribution Lists....................................................................................................... 55
Mobile Devices.............................................................................................................................. 56
Mobile Device Security Policy Notice...................................................................................... 56
Android Mobile Setup.............................................................................................................. 56
iPhone Mobile Setup............................................................................................................... 57
Windows Mobile Setup............................................................................................................ 58
(Optional) Installing the Outlook App Windows, Android, and iOS phones...........................58
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Logging in to Outlook Web App (OWA)

1. Navigate to the WMed Webmail login page (https://webmail.med.wmich.edu)
2. You will see the following WMU School of Medicine Login Screen:
3. Enter your portal login ID

4. Enter your e-mail password. If you do not know your password or need help resetting it,
contact IT Support by going to https://support.med.wmich.edu/ then clicking Submit a
Ticket.
Launching Outlook (Full client) for the first time

Setup Windows (Outlook 2013)
1. Open up Outlook 2013 by going to your Available Applications folder on your
desktop then clicking the Outlook icon
The Welcome screen will appear, click Next.
2. NOTE: If prompted at any time to Choose Profile, do not select the Groupwise
profile but instead either select the profile for Outlook or create a new profile and
name it Outlook
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3. The Add an Email Account will open, click Next
4. The Add Account screen will open type in your name, WMU email address, and
Network password then click Next
5. It will take a little while to set up the account you will see the progress. Once Outlook
is done setting the account up, click on Finish, and your Email account will then be
loaded into Outlook.
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6. If you are prompted for a username and password you must use your full e-mail
address for the username, then your email/network password for the password.
Enter them and then click OK.
Setup Mac (Outlook 2016)

1. Launch the Outlook client by clicking on Go -> Applications then finding Microsoft
Outlook
2. It is recommended to add the Outlook icon to the launcher by dragging the icon to
the launcher tray
3. On the setup page, click Add Account.
4. Click the account type Exchange or Office 365
5. Enter your account information (your full email address and your email/network
password) click Add Account.
6. If Outlook doesnt present you with that screen, follow these steps:
7. Click on Outlook in the top left
8. Click on Preferences
9. Click on Accounts
10.Click Exchange or Office 365
11.In the User Name field, type in your full primary e-mail address
12.In the Password field, type in your network password
13.Ensure the Configure Automatically checkbox is checked
14.Click Add Account
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15.Click Yes
Sharing/Delegating Mail, Contacts and Calendars

Outlook supports sharing of Mail, Contacts and Calendars. Follow the instructions below to
complete the sharing/delegation processes.
Delegation Permissions
Below are the permissions that can be set for those you would like to share your calendar with.
The permissions you can set vary based on the method you use to share your calendar so please
review the list below carefully before assigning permissions to your calendar.
Note: All calendars are shared with Availability Only permissions for all users by default
When using Share Calendar option (Right click calendar, choose Share -> Share
Calendar)
Availability Only: Times are shown as "Free," "Busy," "Tentative," or "Out of Office"
Limited Details: Includes availability (above) and subject + location
Full Details: Includes availability and full calendar item details
Editor: Create, read, modify, delete items
Delegate: Create, read, modify, delete, accept invitations, and option to allow viewing of
private events (checkbox)
When using Permissions option (Right click calendar, choose Properties, select
Permissions tab)
Owner: Create, read, modify, and delete all items, and create subfolders. Can change the
permission levels that other people have for the folder
Publishing Editor: Create, read, modify, and delete all items and create subfolders
Editor: Create, read, modify, and delete all items
Publishing Author: Create and read items, create subfolders, and modify and delete
items and files that you create. (Does not apply to delegates.)
Author: Create and read items, and modify and delete items and files that you create
Non-Editing Author: Create and read items only
Reviewer: Read items only
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Contributor: Create items only. The contents of the calendar do not display
Free/Busy: Time, Subject, Location See free/busy time as well as the subject and location
of items. Cannot Create Files and can only read this basic information, not the full files
Free/Busy Time: See free/busy time only
None: No permission. You cannot open the calendar
When using Delegate option (File -> Account Settings -> Delegate Access)
None: No access to calendar
Reviewer: read items (full details)
Author: read and create items (full details)
Editor: Read, create, modify, and option to allow delegate to receive copies of meeting-
related messages (checkbox)
Mailbox or Mailbox Folder Delegation

Mailbox Folder Delegation (Mac and PC)
You can delegate access to your mailbox folders to other people by following these instructions.
This is done through the OWA webmail interface for both Mac and PC regardless of whether you
use the web client all the time. Follow the instructions below to share a single subfolder with
another person.
1. While logged in to OWA, right click on your mailbox

2. Click on Permissions
3. Now right click on the folder you would like to share with the other person (for the
sake of this demo, the inbox)

4. Enter the name of the person you would like to share with, then click Add
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5. Now select the Folder visible checkbox towards the bottom of the Permissions
window (shown above)
6. Click OK
7. Now that you have set view permissions for your top-level mailbox, right click the
folder that you want to share under your mailbox (in this case, Inbox)
8. Click on Permissions
9. Click the + icon which will open the Add permissions dialog
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10.To add someone, type their name or email address, and click Add
11.Now select the level of access you would like them to have by dropping down the
Permissions level box
12.Click OK
13.Repeat steps 7-12 to add permissions for additional folders
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Opening a delegated mailbox (Office 2013 PC)
1. Click File > Account

Settings > Account Settings.
2. On the Email tab, in the list, click

the Exchange account type, then
click Change and then click More
Settings.
3. On the Advanced tab, under Open

these additional mailboxes, click Add,
and then enter the mailbox name of the person whose mailbox that you want to add to
your user profile. If you do not know the mailbox name, ask the person who granted you
Delegate Access permissions.
Note: This method will only give access to specific folders that have been shared with
you. If you need access to someones entire mailbox with all folders, please contact an
administrator.
Opening a delegated mailbox (Office 2016 Mac)
1. In Outlook click Tools > Accounts
2. Click Advanced
3. Click the Delegates tab at the top
4. Under the People I am a delegate for: box click the +
5. Type in the first name of the person who has shared their mailbox folders with you
6. Click Add
7. Click OK, then close the Accounts window
8. You should now see that persons folder appear in your folders list, along with the
folders they have granted you access to
Calendar Delegation
Calendar delegation permissions (Mac and PC)
You can set the following permissions for your calendar within OWA
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Availability only: See free/busy time only

Limited details: See free/busy time, subject, location
Full details: Read items only, able to see all details
Editor: Create, read, modify, delete items
Delegate: Create, read, modify, delete, accept invitations, and option to allow viewing of
private events (checkbox)
Calendar Delegation (Mac and PC)

Calendar delegation can be setup to allow another person access to your calendar to view all
details of calendar events and have the ability to add
1. Log in to OWA, click on the App Launcher icon in

the upper left hand corner
2. Click on Calendar
3. In the calendar app: Right click the calendar you
want to share from the calendar list on the left
4. Click Share Calendar

5. Type in who youd like to share the calendar with
6. Now choose the level of access you would like the

calendar delegate to have to your calendar
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7. You can also type in a brief subject message to the

recipient(s)
8. Make sure the calendar you desire to share is
selected in the drop down menu
9. Click Send at the top left
Open Delegated Calendar (OWA Only)

2. When logged into OWA, click on the App Launcher then on the Calendar app
3. Now right-click on My Calendar on the left and click Open Calendar
4. Now type in part of the name for whose calendar you would like to open then select
them to add them to the list, then click Open
5. The calendar should now show in your list so you can select it
Note: When you add a calendar to OWA it will also show up for you in the Outlook
full client if you also use that.
Open Delegated Calendar (Outlook 2013 for PC)
1. Within Outlook, click Calendar
2. In the Manage Calendars group, click Open Calendar
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3. Select Open Shared Calendar... from within the drop-down menu.
4. Type a name in the Name box, or click Name to select a name from the Global Address
Book. This does not search against your personal contact list.
5. Click OK
Important: If you receive the error "The folder you selected is not available", use the following
steps to open the calendar:
Right-click on "My Calendars" within the calendar folder listing
Select Add Calendar | Open Shared Calendar...
Type a name in the Name box, or click Name to select a name from the Global Address
Book.
Open Delegated Mailbox, Contacts, or Calendars (Outlook 2016 for Mac)

1. Click File
2. Click open
3. Open another user
4. Type in the name of the user
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5. Choose which Folder Type youd like, then click Open
Contacts Sharing
Sharing Contacts
Sharing contacts with others within the organization must be performed using Outlook full
desktop client at this time. Please refer to the Sharing Contacts instructions within the Outlook
2013 (PC) & Outlook 2016 (Mac) section of this guide
Open Shared Contacts

Opening shared contacts can only be performed using Outlook full desktop client at this time.
Please refer to the Open Shared Contacts instructions within the Outlook 2013 (PC) & Outlook
2016 (Mac) section of this guide
Outlook 2013 (PC) & Outlook 2016 (Mac)

Accessing the global address list (Mac and PC)
1. While in Outlook, click on Address Book, or press Ctrl + Shift + B (PC
only) at the same time to open up the address book. You can access the Address
Book from any major section of Outlook (Mail, Calendar, People, Tasks, etc)
2. Within the new window, there is a dropdown menu under Address Book.
3. Open the dropdown menu, and select Global Address Book, (or Wmich
Directory on Mac)
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Adding From or Bcc fields to new e-mail messages (Mac and PC)
You may want to add the From or Bcc fields to your New E-mail creation. This will allow you to
quickly add blind carbon-copied addresses to your e-mails, or if you are a delegate of someone
elses e-mail account you can select their account from the From drop-down box. To add either
or both of these fields follow the below instructions.
1. While in Outlook, start a new e-mail

2. Click on the OPTIONS tab
3. In the ribbon bar, Show Fields section, click on Bcc or From to add these fields to
your message
4. Now you can X out of this new mail and all subsequent new messages you create
will have these fields]
On a Mac:
1. While in Outlook, start a new e-mail
2. Click on Options at the top left of the draft window
3. Click on BCC. This is an on/of toggle button. If you click it, it will stay on and vice
versa
4. The From field will show up automatically if you have a secondary account added
Note: To be able to send From another persons account you must be granted delegate
access to their e-mail account.
Setting Views in Outlook (Mac and PC)

Turn the reading pane on or of
1. Click on View at the top of
Outlook
2. Click on Reading Pane on the
top right of the screen
3. Click Off
Note: For Mac: Click Hidden
Change email preview mode to none, one line, two lines (Mac and PC)
1. While still under the View tab, click on Message Preview
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2. You have multiple options to pick from The preview will show under the subject or
sender of each email in your inbox, and the more lines, the more text you can see
from the body of the email.
On a Mac: (You can only turn Message Preview on and off, not change
how many lines there are)
1. Click on Organize at the top left
2. Click Message Preview to toggle it on or of
Changing size of window (Mac and PC)

1. To resize portions of Outlook, hover your cursor over the
borders in between two windows
2. Whenever your cursor changes into the arrows, you can
click and hold to resize a panel
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Change navigation icons for easier reading

The Mail, People and Calendar icons in Outlook can sometimes be hard to see. You can change
the look of the icon bar to make it easier to see by following these instructions.
1. In the bottom left corner of the Outlook window, click on the dots as shown below,
then click on Navigation Options
2. Now either check or uncheck the Compact Navigation checkbox. Unchecking the
box will change the navigation icons to words actually displaying Mail | Contacts |
Calendar which should be easier to see and click on
1. shown below
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Compact Navigation:
Compact Navigation disabled:
On a Mac:
1. By default, Navigation items are in word format.
2. To switch between compact, and regular,
simply click on the arrow pointing left in
the bottom right, or click on the arrow
pointing right (as shown)
Setup Signatures
Setup an Email Signature in Outlook 2013
3. Open Outlook 2010/2013
4. Click File > Options >
Mail
5. Select Signatures
6. You can create a new
signature by clicking
New. Give your new
signature a name.
7. In the box below, you can
create your signature.
Make sure that you select
the name of the signature
in the drop down boxes
next to New messages:
and Replies/forwards:
(See Figure 16)
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8. Click Ok.
Figure 16
Set up Signature (Outlook 2016 for Mac)

1. Click Outlook on the top left
2. Click Preferences
3. Click Signatures
4. Change signature to desired text
5. Choose which signature you want for replies as well as new messages in the bottom
two drop down menus
6. Click the red circle on the top left of the window to exit
Managing Junk Mail (Mac and PC)

Viewing your junk mail
1. On the left side of outlook, in the navigation pane,
click on Junk Email
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Tagging mail as junk, or block emails from an address

1. To tag an email as junk mail, simply drag and
drop the email into the Junk Email folder
2. To block emails from a certain address, click
on the email received from that sender
3. Click on Junk on the top left of Outlook
2. Click on Block Sender
Managing Outlook whitelist/blacklist

1. To manage what senders are safe and which are blocked, click on Junk,
and then Junk E-mail Options

2. There are three tabs where you can add email addresses or domains
(med.wmich.edu)
3. Click on any of these three tabs and click Add
4. Type in the email address or domain, and click OK
5. Click OK once more
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Junk Email Preferences (Outlook 2016 for Mac)

Junk Mail preferences can be found at the top within the Home tab
Schedule or Delay sending of an email
1. In the message, on the Options tab, in the More Options group, click Delay
Delivery.
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2. Click Message Options.
3. Under Delivery options, select the Do not deliver before check box, and then
click the delivery date and time that you want.
After you click Send, the message remains in the Outbox folder until the delivery
time.
If you decide later that you want to send the message immediately, do the
following:
1. In Mail, in the Navigation Pane, click the Outbox folder.
2. Open the delayed message.
3. On the Options tab, in the More Options group, click Delay Delivery.
4. Under Delivery options, clear the Do not deliver before check box.
5. Click Close.
6. Click Send.
Delay the delivery of all messages (PC Only)

1. Click the File tab.
2. Click Manage Rules and Alerts.
3. Click New Rule.
4. In the Step 1: Select a template box, under Start from a Blank

Rule, click Apply rule on messages I send, and then click Next.
5. In the Step 1: Select condition(s) list, select the check boxes for any options that
you want, and then click Next.
If you do not select any check boxes, a confirmation dialog box appears. If you
click Yes, the rule that you are creating is applied to all messages that you send.
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6. In the Step 1: Select action(s) list, select the defer delivery by a number of
minutes check box.
7. In the Step 2: Edit the rule description (click an underlined value) box, click
the underlined phrase a number of and enter the number of minutes for which you
want the messages to be held before sending.
Delivery can be delayed up to 120 minutes.
8. Click OK, and then click Next.
9. Select the check boxes for any exceptions that you want.
10.Click Next.
11.In the Step 1: Specify a name for this rule box, type a name for the rule.
12.Select the Turn on this rule check box.
13.Click Finish.
After you click Send, each message remains in the Outbox folder for the time that you
specified.
Note: Delayed Delivery is not available in Outlook 2016 for Mac at this time
Setup a Mailbox Rules in Outlook 2013

Route e-mail from someone to a specific folder
There are many diferent types of rules. For this example, we will create a rule to move all emails
from a certain sender into a subfolder.
1. Open Outlook 2013

2. Select an email from the sender that you would like to create a rule for.
3. Select Rules from the Home menu and click Create Rule
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4. Place a check in the box next to From as well as next to Move the item to folder
5. You will be prompted to select a folder or create a new one. Click Ok.
6. You will get a message saying that your rule has been created. If you would like to apply
this rule to messages that are already in your inbox, select the appropriate box. Click Ok.
Route e-mail for an alternate e-mail address to another folder

This particular rule can be used for those who have a second e-mail address. For example, if you
have an e-mail address wmed.test@med.wmich.edu and you have an e-mail address
wmed.alternate@med.wmich.edu we can watch for mail that comes directly to the second e-mail
address and send that mail to an alternate folder.
1. Before starting this process you must have a specific folder created which you would like
to send the e-mails to. If you do not already have a folder created, do this first then
continue these instructions
2. Click File
3. Click Manage Rules & Alerts
4. Select New Rule
5. Under Start from a blank rule, select Apply rule on messages I receive then click
Next
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6. In the Step 1 box, check the box for with specific words in the recipients address
7. In the Step 2 box, click the specific words link to enter the sender address you want the
rule to watch for
8. In the Search Text dialog, enter the alternate recipient e-mail address you want the rule
to watch for then click Add
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9. Click OK
10.Now click Next on the Rules Wizard
11.In the Step 1 box, check the box for move it to the specified folder
12.In the Step 2 box, click the specified link to select the folder which you would like to
move the mail to
13.Now select the folder you would like the mail to be moved to when this rule applies, then
click OK. For the sake of these instructions we created a folder called Wmed.Tester2 E-
mail so we have selected that folder
14.Click Finish on the Rules Wizard

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15.You may receive the following alert when you save your changes. Click OK. This
particular rule will only run when Outlook is open, so if you only access your e-mail via
OWA you must create this rule using OWA, see the instructions to do that in the OWA
section of this guide.
Auto Route Meeting Acceptance to a Folder (Outlook)
1. Follow steps 1-3 from the previous section to create a rule.

2. Click on Advanced Options
3. Scroll down, and click on the check box for uses the form name form
4. Click on form name on the bottom of the window
5. Click on the dropdown menu on the top left, and select Application Forms
6. From the box on the left, click on Accept Meeting Response, and then click Add ->
7. Repeat step 6 for Decline Meeting Response, and Tentative Meeting Response
8. Click Close
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9. Click Next
10.Click on the checkbox next to move it to the specified
11.Click on the word specified under the Step 2 box
12.Click on the folder of your choice, and click OK
13.Click Next twice
14.You will want to ensure Turn on this rule is checked, and change the name if youd
like
15.Click Finish. Any responses will be forwarded to that folder
Set up Mailbox Rules (Mac)

1. In Outlook, click on an email that resembles future emails you would like to
have routed
2. At the top, click Rules, and then click either Create Rule, or Edit Rules
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3. I you clicked Edit Rules, youll need to click the + to create a rule
4. If you had clicked on an email, some basic conditions which be pre-populated
for you. For this rule, I want all email from Mike Schipper to be routed to a folder
called Mike Schipper
5. The From condition Is Mike Schipper
6. The Sent To condition Is Wmed Test (or your email address/name)
7. Under Do the following: Ensure the action is Move to folder, and click the
dropdown next to it to select the folder you wish to route email to.
8. Ensure the bottom two checkboxes remain checked, and click OK. Then click
Save when prompted.

1. Follow the same steps above, but change the Sent To condition to a
diferent email address or name
2. You will also want to change the name of the rule, as well as which
folder in which emails should be routed to
Auto Route Meeting Acceptance to a Folder (Outlook)

1. In Outlook click on Rules, and then Create Rule
2. Give the Rule a name such as Meeting Responses
3. Set one condition to Kind Is Meeting Response.
4. Delete any other conditions
5. Under Do the following: Set one rule to Move to Folder, and
select which folder you would like Meeting Response emails routed to
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Outlook E-mail (Mac and PC)

Mark emails as Follow up items
1. Hover your cursor over the email you
want to mark
2. Once hovered, this Flag will show up,
and once the cursor is hovered over
the flag it will turn red and this tool tip will show up.
3. Click it to make the email a to-do item (Quick Click)
4. Right click it for other options you can set it to just about
anything youd like, set a reminder with it, and once done, mark it
complete.
5. You can also set what the Quick Click default is
6. Once the email has been marked, one click on the colored flag will
also mark it complete
7. You can also use these buttons at the top to
change items
Searching for Mail

2. At the top of all your mail, you can see a search bar (Located in top right for
Mac)
3. You can type keywords or names of people
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4. Once you type something in, this drop down will appear so you can narrow down
your search
5. Then you can Refine with this dropdown menu
6. If the search doesnt turn anything up, you can click on

Find more on the server
This will load more mail for your search if there is anything that didnt load initially
Send an e-mail to multiple recipients or groups (PC)

1. In the People screen, click on the contacts folder that contain the people you would
like to send an e-mail to. This could also be a shared contacts folder from another
employee
2. Now select the contact you would like to e-mail then drag and drop them to the
icon in the lower left hand corner of your screen.
3. If you would like to select more than one contact from this list, hold down the CTRL
key on your keyboard and select each contact one by one, then drag all contacts to
the icon.
Send an e-mail to multiple recipients (Mac)

1. In the People screen, click on the contacts folder that contain the people you would
like to send an e-mail to. This could also be a shared contacts folder from another
employee
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2. Select the contact you would like to email and click the Letter icon
3. If you wish to send an email to multiple people, hold down the Command key and
click on any additional contacts. You can also use shift to select people in a straight
line down, or press Command + A to select everybody.
4. Once you have your selections, Click Email at the top
Autofill recipient names (Mac and PC)

When addressing an e-mail sometimes the names of the recipients you type in the To box dont
auto fill which delays the process of sending the e-mail. Follow the instructions below to use the
Check Names function to shorten this process.
1. When composing a new mail and a name is not autofilling (as below)
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2. Now click the Check Names button and the name will either auto-fill, or it will show
you a list of names that match what you have typed in the To box
3. You can also use CTRL+K on your keyboard instead of clicking the Check Names
button
4. If you are prompted to select the names of who you intent to send to, select then
and click OK
5. You can also separate multiple partial names with semicolons, then click Check
Names and it will check each name in succession
Note: Once you have sent an e-mail to a particular recipient the system will cache the
names and will ofer auto-fill options for each name making it quicker to add recipients
Searching the Address Book by last name (PC)

The Address Book can be used to search the organizational directory in order to add them to a
new e-mail, calendar invite, or other communication. When searching for recipients in the
address book by last name it does not produce results. Follow the below process to be able to
search by last name or by partial name.
34
1. After opening the Address Book, ensure Global Address List is selected in the
Address Book drop-down box
2. Now click on the More Columns radio button at the top
3. Now type the last name (or other contents) of the person you are searching for then
click Go
4. The Address Book will match any name that contains the string you entered
5. You can then select the name you intend to address
6. You can see that the system also matches your string even if it is in the middle of a
name or contact
Searching the Address Book by last name (Mac)

1. Anywhere in Outlook, click Address Book towards the mid-center of the
application
2. By default, Search All Fields is selected, and you can begin typing by last
name, first name, email address
3. You may need to change the In field to All Folders to aid in your search
35
Contact Nicknames (While sending an email)

What are they?
Microsoft Outlook maintains a nickname list that is used by both the automatic name checking
feature and the automatic completion feature. The nickname list is generated automatically as
you use Outlook. If the nickname cache is corrupted, Outlook may be unable to identify
recipients, may ofer incorrect recipients when automatically completing the email address, or
may send the message to the wrong person.
How to remove nickname cache entries, one at a time

1. Open a new email message.
2. Type the first few characters of the nickname cache entry that you want to remove
from the cache.
3. When the entry appears in the list of suggested names, move your mouse pointer
over the name until it becomes highlighted, but do not click the name.
4. When the X icon appears next to the highlighted name, click X to remove the
name from the list.
How to clear the whole nickname cache
1. Open Outlook
2. On the File tab, click Options
3. Click the Mail tab
4. Under Send Messages, click Empty Auto-Complete List
Email Message Undeliverable

If you send an email, and immediately get a response saying Delivery has failed to these
recipients or groups: There are a couple diferent things to look at for figuring out why your
message didnt send.
1. The majority of the time, the problem is an issue with one or more of
the recipients email addresses.
i. Ensure the email you typed is correct and in the right format:
person@microsoft.com or person@med.wmich.edu
ii. Ensure the Contacts email is correct on the contact card (Within
the People section)
36
2. Check to make sure Outlook says CONNECTED TO: MICROSOFT EXCHANGE at

the bottom right corner. If disconnected, try checking your internet connection, or
restart your computer
3. The next step would be to contact the IT department, where they can determine if
there are any Office 365 service degradations.
Outlook Calendar
View Calendars Side by Side or in Overlay mode

a. There are two ways to view diferent calendars
b. Side By Side Mode:
c. Overlay Mode:
37
d. To switch between these modes, click on the left/right arrows as shown:
You can also click the Overlay button under the View tab.
Note: Outlook 2016 for Mac works exactly the same, except the Side by Side view does
NOT work with the Month view.
Create an appointment/meeting, invite people, and add a meeting room (Mac and PC)
1. Click on either New Appointment or New Meeting (Meetings allow for rooms
to be chosen, Appointments do not)
38
2. A template will come up where you can customize the meeting

3. Click on To to start adding people to the meeting. A list of people shows up
and you can click on peoples names, and then click either Required -> or
Optional ->. Once you have everyone invited, click OK.
4. The Subject is where you can type in the name of the meeting
5. For Location, you can type in a custom location, an address, or click the
Rooms box to pick a room. After clicking on rooms, there will be a list of rooms.
Double click on the desired room, and click OK.
6. For the Start and End times click on the calendar icon to pick a
date. Or you can type the date in manually. Then choose how long youd like
the meeting to last.
7. You can then type in a message in the bottom field that will be sent to
invitees as an email
8. Click Send when you are done.
Note: This process is the same on a Mac
39
Outlook Contacts (People)

Sharing Contacts with specific people (Mac and PC)
1. Within the People section of Outlook, select the contacts or contacts group you would like
to share
2. Then in the Share section on the ribbon bar, click Share Contacts (For Mac users: Click
Forward at the top)
3. A window for a new e-mail will show up. Type in the persons name you wish to share with,
or Click To to select someone
4. Click Send
Consolidating contacts to the Contacts folder (Mac and PC)

It is recommended for best contacts integration with mobile devices, OWA and Outlook to
consolidate all of your contacts to a single contacts folder. Often during a migration process
multiple contacts folders can be created inadvertently and they need to be consolidated. Follow
the instructions below to do this.
1. In Outlook, open People

2. Check for extra contacts folders under My Contacts. If you have more contacts
folders other than Contacts which you have not explicitly created then it is likely you
need to consolidate your contacts
40
3. The example below shows two extra contacts folders that we should consolidate
and delete
4. Now click on the first extra contact folder to view the contacts in the folder
5. If there are no contacts shown in the folder you can simply delete it by right-clicking
then selecting Delete Folder
6. If there are contacts within the folder you can drag and drop them into the
Contacts folder.
7. When there are multiple contacts, select the first contact then hit CTRL + A (or
Command + A on Mac)
8. Then click and drag the contacts to the Contacts folder
9. When you drop the contacts over to the Contacts folder you may get a dialog like
below which will ask you if you want to update information on matching contacts or
if you would like to Add new contact. We recommend you click Update, or if
there are multiple contacts that are duplicates, click Update All
41
10. Repeat steps 4-9 for each extra folder

11. When done, delete all of the extra contacts folders to clean up. You can do this by
following step 5 for each extra folder
Share Contacts with everyone (PC)

1. In People, in the Folder Pane, click Contacts or any other contacts folder you
would like to share
Note: If you are sharing with a Mac user, you must share both your main contacts
folder then any contacts sub-folders in order for them to access it. On a Mac they
must add the top-level contacts folder to gain access to any contacts sub-folders
2. Click Folder. Then, in the Properties group, click Folder Permissions
3. In the Name box, click Default
4. Under Permissions, in the Permission Level list, click Publishing Editor or any
of the other options.
Share Contacts with everyone (Mac)

2. In People, click on any group of Contacts
3. Click Organize at the top left
4. Click Folder Permissions
5. You can then click Add User to pick someone to share with, and
choose the permission level
6. Click OK when done
Revoke or change other people's access

To change or revoke someone's access permissions to your contacts folders, do the following:
1. In People, in the Folder Pane, click the contacts folder for which you want to
change permissions
2. Click Folder. Then, in the Properties group, click Folder Permissions
3. On the Permissions tab, do one of the following:
Revoke or change access permissions for everyone:

42
o In the Name box, click Default
o Under Permissions, in the Permission Level list, click None to revoke

permissions or any of the other options to change permissions
Revoke or change access permissions for one person
o In the Name box, click the name of the person whose access permissions you
want to change
o Under Permissions, in the Permission Level list, click None to revoke

permissions or any of the other options to change permissions
4. Click OK
Open Shared Contacts (PC)

1. In the People screen, click on Open Shared Contacts
2. Type in the name of the person you would like to add the contacts of, and click OK.
43
3. If you do not have permissions to add that persons contacts, Outlook will ask you if
you would like to ask that person to share his or her contacts. Click Yes and then
click Send
4. You will see any new contacts folders on the left navigation bar
Open Shared Contacts (Mac)

IMPORTANT To open another person's contacts, the account owner must grant you permission.
1. On the File menu, point to Open, and then click Other User's Folder.
2. Click Find User button.
3. Type the name of the person who granted you access, click Find, click the person's
name, and then click OK.
4. If you have multiple Microsoft Exchange accounts, on the Account pop-up menu, click
the account that you want to use to open the other user's folder.
5. On the Type pop-up menu, click Address Book, and then click OK.
6. The shared folder appears in the navigation pane under the Shared heading.
NOTES:
- If you have a shared folder selected in the navigation pane, new items that you create are
saved in that shared folder.
- To remove another user's shared folder from your navigation pane, hold down CONTROL,
click the folder, and then click Remove from View.
Create a new Contact Group (Currently unavailable for Mac)

1. In the People screen, click the contact folder you would like to add a group to
2. Name your group

3. Then click Add Members and select one of the following:
44
1. From Outlook Contacts Select someone that you have stored in your local
contacts
2. From Address Book Select someone from the organizational address book
3. New E-mail Contact Enter an e-mail address for someone who may not be in
your contacts yet
4. Select the contact(s) you would like to add
5. Save & Close the group
Outlook Web App (OWA)

Adding a professional photo to your profile
You can add a professional photo to your profile to personalize your contact with other people
within the organization. When you add a photo to your profile it will synch between OWA,
Outlook and other Office 365 applications that will be rolled out in the future. To add a photo to
your profile follow the below instructions.
Note: It is recommended that you use a professional photo for this profile photo.
1. First, locate a professional photo that you would like to upload as your profile photo,
store it in an easy to find location on your computer
2. Log into OWA webmail
3. Click on the Profile icon in the upper right-hand corner of the screen then click
About me
4. Now locate and click on the Edit Profile link which is located just under your banner
picture
45
5. Now locate the Picture section and click on the Upload picture button
6. Click Browse to find the desired image you have saved on your computer
7. Browse to the location that you stored the photo, select the photo then click Open
8. Now click Upload

9. Now click Save all and close
Note: You may see a message such as Your changes have been saved, but they
may take some time to take efect. Dont worry if you dont see them right away.
46
This is indicating that your photo update may take a bit to propagate to the other
parts of Office 365 such as Sharepoint or Skype for Business.
Access the Global Address List

1. Click on the App launcher in the top
left, or click on Office 365 in that same corner
2. Click on the People app
3. Click Directory on the left side
You will then see the middle section populate with all contacts in the Global Address
List
Setup Your OWA E-mail Signature

Signatures also do not migrate automatically from Groupwise. Below are instructions for
setting up your signature for the OWA mail. Please remember that you will also need to setup
your signature in Outlook once we have completed the migration, when you arrive on Monday
July 13th.
1. While logged in to OWA, click on the Settings Gear in the top right, and then click
Options
2. Find the Layout section, click on Email signature
3. Click the checkbox for Automatically include my signature on messages I
send
4. Type in your custom signature and click Save
5. You may be able to copy and paste your signature from Groupwise but formatting
may not carry over well
6. You can customize the formatting using the tools in the OWA Email Signature
settings page
Setting views in Outlook Web Access

Turn the reading pane on/of
1. Click on the Settings Gear on the top right
2. Click on Display Settings
3. Click on Reading Pane
4. Here you can select where you want the reading
pane, or you can select Hide reading pane to turn it of
5. Click OK
Turn on/of preview text

1. Under the Display settings, Click on
Message List if not already selected
2. Under Preview Text: click on either Show or
Hide preview text
3. Click OK
Change the sizing of windows

1. On the landing page of Mail or other
apps, hover the cursor over the dividing lines until the cursor changes
47
2. Click and hold to drag the dividers to

your preferred size
OWA E-mail
Managing Junk Email

Viewing junk mail
1. In the navigation pane on the left, expand your
name (root folder)
2. A few folders down, click on Junk Email
Tagging mail as junk

1. Right click on the email that you
want to mark as junk
2. At the bottom of the list, click Mark as junk
Managing whitelist/blacklist
1. Click on the Settings gear in the top right
2. Click on Options
3. Expand Accounts if not already expanded
4. Click on Block or Allow
5. On this page you can add or delete email addresses or
domains from the Safe Senders and Recipients and Blocked Senders groups
48
6. Click where it says Enter a sender or domain here

7. Type the email address or email domain, and then click
the + icon
8. Once youve made changes, click Save
Mailbox Delegation
If you have others that you would like to grant access to your e-mail inbox or a folder within
your mailbox you can set permissions by following the process below. Please note that in
order to grant access to a subfolder within your inbox you must first grant rights to your
inbox, then the subfolder. We will explain that process below:
To share a single subfolder with another person:
14.While logged in to OWA, right click on your mailbox

15.Click on Permissions
16.Now right click on the folder you would like to share with the other person (for the
sake of this demo, the inbox)

17.Enter the name of the person you would like to share with, then click Add
49
18.Now select the Folder visible checkbox towards the bottom of the Permissions
window (shown above)
19.Click OK
20.Now that you have set view permissions for your top-level mailbox, right click the
folder that you want to share under your mailbox (in this case, Inbox)
21.Click on Permissions
22.Click the + icon which will open the Add permissions dialog
50
23.To add someone, type their name or email address, and click Add
24.Now select the level of access you would like them to have by dropping down the
Permissions level box
25.Click OK
51
Opening a delegated mailbox

When another person has shared their mailbox, contacts or calendar with you in order to see
that shared folder you must add it to your OWA folder list. Follow the instructions below to do
this. Please note that permissions may take 10-15 minutes to propagate so if you have just
been granted access you may receive an error when trying to access the folder until the
permissions fully propagate.
1. While logged in to OWA, click on More > under the

Folders section on the left hand site
2. Right click on your root Email folder (this will also be your
name)
3. Click on Add shared folder
4. Type in the e-mail address of the person you wish to add

folders from and click OK
The delegated mailbox or folder will now show up on the bottom left of the folder
navigation on the left side and you can expand it to see the folders that were shared
with you
52

1. Click on the Settings Gear in the top right, and then click
Options
2. Click on Inbox rules on the left, and then click the +
3. Name the inbox rule
4. For this example, we will create a rule that will watch for e-mail
received from certain people, then will move it to a specified
folder
5. Click the When the message arrives, and drop down
6. Select It was sent or received
7. Select Received from
8. Click on All Users under the directory to display all
organizational users
9. You can search for specific people by clicking the Search
magnifying glass at the top of the users list
10.Click the + symbol next to the person(s) you want this rule to
apply to
11.Click OK in the upper left corner of the rule window
12. Under Do the following: click Move, copy, or delete,
and then Move the message to folder
13. Choose which folder youd like to route the mail to, and then click OK
14.Click OK on the top to save the rule
15.Note: You may see for following message when creating rules within OWA, you can
safely click OK to this to continue rule creation
16.Perform this rule setup process for each mail routing rule you would like to maintain
from the Groupwise system
53
Auto Route Meeting Acceptance to a Folder (OWA)

1. Click on the Settings Gear in the top right when
inside the Mail app
2. Click on Options
3. On the left side, click Inbox rules, and then click
the + icon to add a new rule
4.
Give the rule a name

5. For the first dropdown, mouse over Its, then click
of the type
6. Under the next drop down, click Event Response and then click OK
7. Under Do the following click on Move, copy, or delete, and then Move
message to folder
8. Choose the folder youd like by clicking on it
9. Click OK in the top left of the window to save the rule
This particular rule can be used for those who have a second e-mail address. For example, if you
have an e-mail address wmed.test@med.wmich.edu and you have an e-mail address
wmed.alternate@med.wmich.edu we can watch for mail that comes directly to the second e-mail
address and send that mail to an alternate folder.
1. Click on the Settings Gear in the top right, and then click Options
54
2. Click on Inbox rules on the left, and then click the +

3. Name the inbox rule, for this example I will name our rule
Wmed.Tester2 E-mail
4. For this example, we will create a rule that will watch for e-
mail received from certain people, then will move it to a
specified folder
5. Click the When the message arrives, and drop
down
6. Select It includes these words > in the recipients
address
7. In the Specify words or phrases dialog, enter your alternate alias e-mail
address then click the + and click OK
17. Under Do the following: click Move, copy, or delete, and then Move the
message to folder
55
18. Choose which folder youd like to route the mail to, and then click OK
19.Click OK on the top to save the rule
Search for mail

2. On the main Mail screen, on the top left, click
inside the Search Mail and People box
3. Type in a name or keyword
OWA Calendar
View Calendars side by side
1. For side by side viewing, you must be
in the Day view.
2. You can select Day on the top right of
the window
3. Just below Day, you can click on Split
or Merge to change the view
Create meeting request, inviting others, and set meeting room

1. Click on the New button on the top left
2. For Event, type in a name for the Meeting
56
3. The Location can be an address or a meeting room. Click Add room to choose
which room youd like it to be in
4. Either start typing in Attendees by name or click the + button towards the right
5. Choose a date and time, as well as a reminder time, and which calendar youd
like this to show up on
6. You can also type a message that will go to invitees if desired
7. Click Save when done
OWA Contacts (People)

Creating Distribution Lists
You can create a distribution list that you can use to send e-mail to multiple recipients easily
without typing all of their addresses.
1. In OWA People application, click + New
2. Click Create contact list
3. Name the list, search for members, add Notes, Save
57
Mobile Devices
Background
Configuring your mobile device to sync your Outlook email, contacts & calendar is a fairly simple
process. However you will want to consult this document to confirm you are entering the correct
information in the appropriate fields. Procedures for the most popular mobile operating systems
are below.
Mobile Device Security Policy Notice

Please note that in order to access the system your mobile device is subject to the following
security policies. You must accept these policies in order to complete mobile device setup.
Note: You may be prompted to accept a security policy and enable certain settings when setting
up your mobile device
Must enable simple PIN to lock device

Must accept the following additional security policies
Erase all data
Set password rules
Monitor screen-unlock attempts
Lock the screen
Set lock-screen password expiration
Set storage encryption
Disable cameras
Device function limitation
Android Mobile Setup

TIP The appearance of your Android may vary so use these steps as a guide or consult the
documentation for your particular device.
1. Tap Settings > Accounts > Add account > Email. This application might be
named Mail on some versions of Android.
2. Type your full email address, for example last.first@med.wmich.edu

3. Type your password, and then tap Next
4. Select Exchange
58
5. If prompted, accept the defaults on the Exchange server settings page, and
tap Next. If your device can't connect, add the following account information, and
then select Next
6. Email - Make sure your full primary email address is in this box, for example,
last.first@med.wmich.edu
7. Domain\Username - Type your full primary email address in this box, for example,
last.first@med.wmich.edu
8. If Domain and Username are separate text boxes in your version of Android, leave
the Domain box empty, and type your full email address in the Username box.
9. Password - Use the password that you use to access your account.
10.Exchange Server If required, the server for Outlook is outlook.office365.com.
11.Use secure connections (SSL) - Make sure this box is checked.
12.Depending how the Outlook administrator in your organization set up your account,
you might receive a message about additional security features. Select OK to
continue.
13.Once the device verifies the server settings, theAccount Options page opens. Select
the options for how you want to receive your mail, and then tapNext. (You may need
to scroll down to see Next.)
14.You may see an Activate device administrator?page, select Activate.
15.Change the account name if you want, and then tapDone.
59
iPhone Mobile Setup

1. Tap Settings > Mail, Contacts, Calendars > Accounts > Add account > Email.
2. In the Add Account page, tap Exchange.
3. Enter your full email address, for example last.first@med.wmich.edu, and your
password, and then tap Next.
4. If the device can't find your settings, you need to add them.
Enter outlook.office365.com, and then add your Username and Password. This is the
same username and password you use for work or school.
5. By default, Mail, Contacts, and Calendar information are synchronized. Tap Save.
6. If you're prompted to create a passcode, tap Continue and type a numeric
passcode. If you're prompted and don't set up a passcode, you can't view this
account on your device. You can also set up a passcode later in your settings.
NOTE: If you get a time-out message, your password or other information might be
incorrect. Retype the information, and then try again.
NOTE: You might need to need to wait ten to fifteen minutes after you set up your
account before you can send or receive email.
Windows Mobile Setup

1. In the App list, tap Settings, and then tap Email + accounts.
2. Do one of the following:
3. If you have Windows Phone 8 or 8.1, tap Add an account > Exchange.
4. If you have Windows Phone 7 or 7.5, tap Add an account > Outlook.
5. Enter your full email address, for example last.first@med.wmich.edu, and your
password, and then tap Sign in. If the phone finds your account settings, your email,
calendar, and contacts will be synched to your phone.
(Optional) Installing the Outlook App Windows, Android, and iOS phones
1. Download the Outlook app on your phone from the app store
2. Tap Add Account
3. Tap Office 365
4. Type in your email address
5. Type in your password
6. Tap Login
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[OUTLOOK USER HOW TO GUIDE]

Set up Signature (Outlook 2016 for Mac)................................................................................19

Open Shared Contacts (Currently unavailable for Mac)..........................................................42

Logging in to Outlook Web App (OWA)

3. Enter your portal login ID

Launching Outlook (Full client) for the first time

The Welcome screen will appear, click Next.

3. The Add an Email Account will open, click Next

Setup Mac (Outlook 2016)

Sharing/Delegating Mail, Contacts and Calendars

Mailbox or Mailbox Folder Delegation

1. While logged in to OWA, right click on your mailbox

sake of this demo, the inbox)

Opening a delegated mailbox (Office 2013 PC)

1. Click File > Account

2. On the Email tab, in the list, click

3. On the Advanced tab, under Open

Opening a delegated mailbox (Office 2016 Mac)

1. In Outlook click Tools > Accounts

3. Click the Delegates tab at the top

4. Under the People I am a delegate for: box click the +

7. Click OK, then close the Accounts window

Availability only: See free/busy time only

Calendar Delegation (Mac and PC)

1. Log in to OWA, click on the App Launcher icon in

4. Click Share Calendar

6. Now choose the level of access you would like the

7. You can also type in a brief subject message to the

Open Delegated Calendar (OWA Only)

Open Delegated Calendar (Outlook 2013 for PC)

1. Within Outlook, click Calendar

2. In the Manage Calendars group, click Open Calendar

3. Select Open Shared Calendar... from within the drop-down menu.

Right-click on "My Calendars" within the calendar folder listing

Select Add Calendar | Open Shared Calendar...

Open Delegated Mailbox, Contacts, or Calendars (Outlook 2016 for Mac)

5. Choose which Folder Type youd like, then click Open

Open Shared Contacts

Outlook 2013 (PC) & Outlook 2016 (Mac)

1. While in Outlook, start a new e-mail

Setting Views in Outlook (Mac and PC)

Changing size of window (Mac and PC)

Change navigation icons for easier reading

Compact Navigation disabled:

Set up Signature (Outlook 2016 for Mac)

Managing Junk Mail (Mac and PC)

Tagging mail as junk, or block emails from an address

2. Click on Block Sender

Managing Outlook whitelist/blacklist

and then Junk E-mail Options

Junk Email Preferences (Outlook 2016 for Mac)

Schedule or Delay sending of an email

2. Click Message Options.

1. In Mail, in the Navigation Pane, click the Outbox folder.

2. Open the delayed message.

Delay the delivery of all messages (PC Only)

2. Click Manage Rules and Alerts.

3. Click New Rule.