Office 365 (Outlook on the web) - Standard Self-Study Training Materials

The standard self-study curriculum is intended for users who use basic email and calendar functionality. The curriculum consists of reviewing a number of KnowledgeBase documents and videos. You may wish to bookmark this page for later reference. If viewing the self-study materials as part of the Learn@UW course, make sure you return to the course and mark yourself as complete via the training sign-off.

Getting Started

Documentation

  • Getting started with Outlook on the web
    • This article will walk you through the basics for your mail, calendar, and contacts in Office 365. When you use your web browser to view your mail, calendar, and contacts, you're using Outlook Web App.

      You may have used Outlook on the web to access your mailbox in the past, or this may be the first time you've seen Outlook on the web. Outlook on the web has been updated with a new look, but it still has the features and functionality that you rely on plus several new features. This article will introduce you to Outlook on the web.

      In this article


      Notifications, navigation, and settings

      At the top of Office 365, you'll find a set of links that will take you to different parts of your Office 365 account. This article focuses on the features that are supported by Outlook on the web: notifications, links to each type of information stored in your mailbox, and links to your personal information and options.

      Outlook on the web navigation bar

      1. These icons will appear when you have a new message, or a calendar or task reminder. You can click the envelope to see a preview of the latest new message, or the calendar to view and manage calendar and task reminders. The icons appear only when there is a new message or an active reminder.
      2. Click here to switch to other areas of Outlook on the web.
      3. Chat status, personal information, options, and help. Use this area to sign in to chat and to manage your chat status, change your personal information, go to options, or sign out of your account.

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      Open an item in a separate window

      By default, you read and create items in Outlook on the web either in the reading pane, or in a window that overlays the main window. But that isn't always what you need. Sometimes you need to be able to view or edit an item in a separate window.

      For most items, to open them in a separate window, look for the pop out icon Open in new window in the upper corner of the item you're working on. Click it to open that item in a separate window.

      To open a message that you're reading in a separate window, click the extended menu icon extended menu and select open in separate window.

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      Working offline

      Offline access lets you use Outlook on the web on your laptop or desktop computer when you're not connected to the Internet. For information about setting up offline access, see Using Outlook on the web offline.

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      Mail

      After you've signed in to Office 365, click Outlook to go to your Inbox in Outlook on the web. For more information about messages in Outlook on the web, go to Mail Overview.

      Mail in Outlook on the web

      This is where you'll find your messages.

      1. Create a new message by clicking icon newnew mail.
      2. Folders. The folder list includes the folders in your mailbox and Favorites. It may include other folders, such as archive folders. You can collapse this pane by clicking the folder icon at the top. You can expand and collapse folders in this view by clicking the triangle icons next to the folder names.
      3. Search window. Type what you want to search for here, such as the name of a person you want to find messages from, or text that you want to search for to find a particular message.
      4. List of messages in the current folder. Each entry in the list view has additional information, such as how many messages there are in a conversation and how many are unread, or if there is an attachment, flag, or category associated with any messages in the conversation. A conversation can have one or more messages. When a conversation is selected, you can delete it, add a flag, or add a category by clicking the icons. At the top of the list view are filters that you can click to quickly find messages that are unread, that include your name in the To or the Cc line, or that have been flagged. In addition to the filters, you'll see the name of the folder you're viewing and the view that you've selected.
      5. The reading pane, where the conversation that you've selected is displayed. You can respond to any message in the conversation by clicking the links at the top of the message.

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      Calendar

      After your Inbox, the calendar is probably where you'll spend the most time when using Outlook on the web. For more information about calendars in Outlook on the web, go to Calendar Overview.

      Calendar week view

      1. Create a new event by clicking newnew event. An event can be an appointment, a meeting, or an all-day event.
      2. Use the calendars to navigate from one date to another. Shading will show you what week you're currently viewing, and darker shading marks the current date. You can use the calendar icon at the top to collapse or expand this side of the calendar view.
      3. You can view more than one calendar at a time. This section lets you add other people's calendars and select which to display.
      4. This is another area that you can use to navigate from one day to another. Click any of the dates to jump to that date. Or click the arrows on either end to see the dates before or after what's displayed.
      5. The main window, where calendars will be displayed.
      6. Select the view you want, and share or print your calendar.

      Month View

      The month view can be very crowded. To make it more usable, there's now an agenda displayed for the selected day:

      Calendar month view

      1. Shading shows the current date.
      2. Slightly lighter shading shows the selected month.
      3. Shading shows the selected day and the number tells how many non-displayed items there are on each day. Double-click an item to open it. You can create a new event on any date by double-clicking the white space on that date.
      4. Shaded item is an all-day event.
      5. The agenda for the selected day. You can create a new item on the current date by double-clicking the white space in the agenda.

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      People

      This is where your contacts are stored. From here, you can find, create, and edit your contacts. Also, you can search for contacts in your organization's directory. For more information about contacts in Outlook on the web, go to People Overview.

      People view

      1. Create a new contact by clicking newnew contact.
      2. All the places you can find contact information.
      3. Search. Type a person's name here to search for them in your contacts and in your organization's directory.
      4. List of all contacts in the current folder.
      5. The contact card for the selected person.
      6. Actions you can take directly from the contact card. Click the icons to send a message, start a chat session, or create a meeting request.

      Tasks

      Tasks stores tasks that you create or that are sent to you, and also messages that you've flagged. To view your tasks, click Tasks below the folder list. When you view your tasks, the default view is Flagged Items and Tasks. You can change that by selecting Tasks in the folder list. For more information about tasks in Outlook on the web, go to Tasks Overview.

      Tasks in Outlook on the web

      1. Create a new task by clicking newnew task.
      2. Use this column to view flagged items and tasks, or just tasks.
      3. Filters. Select the filter depending on what items you want to see. Tasks and flagged items that don't have a date associated with them and that aren't completed will appear only when you select all.
      4. List of items that meet the current filter criteria. Click any item to view it in the reading pane. You can use the controls in the list view to make changes to an item's status. For example, you can mark a task as complete, or remove a flag from a message.
      5. The reading pane, where the content of the items you've selected is displayed. You can use the controls in the upper corner to make changes to the item if it's a task. If it's a message, the controls will be the same as you would see while reading your mail.

       Note    Tasks may not be available to you depending on your organization's settings.

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      See Also:



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  • Keyboard Shortcuts
    • The keyboard shortcuts described in this article refer to the U.S. keyboard layout. The layout of the keys on other keyboards may not correspond exactly to the keys on a U.S. keyboard.

      You can press the Esc key to close any open form or dialog box. However, if you do this, any information you add to the form or dialog box may not be saved.

      See complete list of keyboard shortcuts:


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Email Basics

Documentation

  • Mail overview
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  • Create and respond to messages
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  • Working with attachments
    • You can use attachments to include one or more files on any email or calendar item you create.

      In this article


      Attach a file

      1. To attach a file to a message, select Attach Icon  Attach located next to the send icon. To attach a file to a calendar item, double click on the day you would like to attach a file to and select Attach Icon  Attach, next to the Discard icon.

      2. Browse to find the file you want to attach from your computer or a shared folder.

        choose file to attach

      3. Select the file you want to attach, and then select Open to add it to your message or calendar item.

         Tip You can select multiple files from the same folder. To select multiple files that don't appear next to each other, hold down the Ctrl key while you select the files that you want. To select files that are next to each other, hold down the Shift key, select the first file and last file that you want, then release the Shift key.

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      Add a picture

      You can embed a picture in your email or calendar item:

      1. To embed a picture to an email message or calendar item, so that it appears without the recipient having to open it, click Insert pictures inline Insert picture inline.
      2. Browse to find the picture you want to attach.
      3. Select the picture you want to attach, and then select Open to embed it in your message.
      4. After you've added pictures, you can resize them by selecting them and choosing the size that you want.

        add a picture

         Tip You can select multiple files from the same folder. To select multiple files that don't appear next to each other, hold down the Ctrl key while you select the files that you want. To select files that are next to each other, hold down the Shift key, select the first file and last file that you want, then release the Shift key.

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      Attach a message to a message

      Use a drag-and-drop operation to attach a message:

      1. Open a new message, or reply to or forward an existing one.
      2. Open the message in a new window by selecting the pop out icon Pop out icon
      3. Arrange the windows so you can see the message list and your new message.
      4. Select and drag the message you want to attach from the message list to your new message.

        Attatch a message

      Copy and paste to attach a message:

      1. In the list view, select the message you want to attach and press Ctrl+C to copy it.
      2. Open a new message, or reply or forward an existing one.
      3. With the new message open in the reading pane, press Ctrl+V to attach the message you copied.

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      Remove an attachment

      If you've already added an attachment and decide you don't want it, select discard next to the attachment name to remove it.

      Remove attachment

      To remove an embedded picture, select the picture and then press Delete.

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      View an attachment

      While viewing the message in the reading pane, or in a separate window, hover your mouse over the attachment.

      • Tap or click the icon for the attachment to open it. You might see a message to right-click and select Download to save a copy to your device. If you have to save the attachment to your device, note where you saved it and open it from there.
      • Each attachment will have a link under it to either download or view the attachment, depending on the file type. If you tap or click the link, you may see a message that tells you to right-click and select Save as to save a copy to your device. Note where you downloaded the attachment and open it from there.

      If you're using a touch device, tapping the icon will give you an option to open, preview, or save the file to your device. The options you see will depend on the type of device you're using, and what type of file you're opening.

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      Edit an attachment

      To edit an attachment, you first have to save it to your computer.

      1. Right-click the attachment, or if you're using a touch device, touch and hold the attachment, and select Download on the menu. Note where you save the file.
      2. Find and open the saved copy of the attachment on your computer, and then make the changes you want.
      3. Save your changes and close the document.

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      What else do I need to know?

      • An attachment can be a file that's created in any program, such as a Word document, an Excel spreadsheet, a .wav file, or a bitmap file.
      • Some attachments may be removed or blocked by antivirus software used by your organization or by the organization of the recipients of your email. If you have a question about support for attachments, contact your helpdesk.
      • If you reply to a message that has an attachment, the attachment won't be included in the reply.
      • Don't open an attachment sent in an email message unless you trust the content and the person who sent it to you. Attachments are a common method for spreading computer viruses. We recommend that you use the View option if it's available.
      • Long file names of attachments may be shortened in Outlook on the web. This won't affect the contents of the file.
      • Depending on the service that's hosting your mailbox, the default size limit in Outlook on the web for an entire message, including all attachments, is 25 MB or 35 MB. Attachment and message size limits for your mailbox are set by your organization and may be different from the default limits.


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  • Create and add an email message signature
  • Automatic replies (formerly Out of office assistant)
    • This topic shows you how to use the Automatic Replies tab. Use automatic replies whenever you want to let people who send you email know that you won't be responding to their messages right away. After automatic replies are turned on, they'll be sent once to each sender.

      Note for administrators: Some administrative functions in Office 365 require administrators to access a user's account via Outlook on the web, which requires the user to grant the administrator full mailbox permissions. Once the administrator has full mailbox permissions, they can follow these instructions to access the user's account.

      Set up an automatic reply

      To turn on or modify automatic replies, do the following:

      1. Open Outlook on the web and login to your account.

      2. At the top of the page, select Outlook (or Mail). Or, select the App launcher Office 365 app launcher icon, and then select Outlook.

        Office 365 navigation options
      3. At the top of the page, select Settings Settings icon > Automatic replies.

        Note   The setting is also located in the Outlook on the web options. At the top of the page, select Settings Settings icon > Options. Expand Mail | Automatic replies.

      4. Make the desired changes and click Save.

      Use the following information to help you set up your automatic reply:

      Setting

      Description

      Don’t send automatic replies

      Select this option to turn off automatic replies.

      Send automatic replies

      Select this option to turn on automatic replies.

      Send replies only during this time period

      Select this check box, and then enter a start time and end time to control when automatic replies are sent. If you don't set a time period, your automatic reply will remain on until you turn it off, and you’ll be reminded you have automatic replies turned on each time you sign in to your mailbox.

      Send a reply once to each sender inside my organization with the following message:

      Use this box to create a message that will be sent only to senders who are inside your organization. This option may not be available.

      Send automatic reply messages to senders outside my organization

      Select this check box if you want automatic replies to be sent to senders outside your organization.

      Send replies only to senders in my Contacts list

      Select this to limit automatic replies to senders who are in your Contacts folder. Senders who aren't in your Contacts folder won't receive the automatic reply.

      Send replies to all external senders

      Select this to send your reply to all senders outside your organization.

      Send a reply once to each sender outside my organization with the following message:

      If you've selected Send replies to all external senders, enter the reply you want sent in this box.



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  • Searching in Mail
    • You can search for messages and people in Outlook Web App by using the search window at the top of the item list in Mail and in People.

      In this article


      Searching in Mail

      When you're in Mail, you can search for messages or people.

      Important Search shows the first 30-50 matches. You can get up to 250 results by clicking Get more results, below the results.

      To search in Mail:

      1. Select Outlook at the top of Outlook on the web.
      2. Refine your search by selecting one of the filters below the All box: AllUnreadTo me, or Flagged. The default filter is All.
        Filters

      3. Enter what you want to search for in the search box.

        Search Bar

      4. Select Enter or select the search icon search for support.
      5. Further refine your search by selecting the scope in the navigation pane. The default scope settings are In folders, From, Options and Date.

        OWA search

      6. To clear your search results, select the discard icon discard next to the search box.

      As soon as you start typing, Outlook on the web will show possible options to search for. Your previous searches will affect what appears in the suggestions box. Enter your search and then select Enter to begin. To use the suggestions, select a suggestion or use the arrow keys, and then select Enter to choose which search to use.

      When you begin typing in the search box, the navigation window will change to show search options. By default, Include messages from is set to the current folder and Show these messages is set to All. You can change the scope of your search by selecting other options.

      Select the Search contacts & directory link at the bottom of the suggestions to limit your search to your contacts and your organization's directory. When you select that link, Outlook on the web will switch to People.

      You can also use Advanced Query Search, or AQS, to refine your searches. To use AQS, type a keyword followed by a colon, and then what to search for in the search box. For example, to find any message with a subject that contains "tomorrow", enter subject:tomorrow in the search box. More search options/terms.

      AQS keyword

      Description

      From

      Searches the From field.

      To

      Searches the To field.

      Cc

      Searches the Cc field.

      Bcc

      Searches the Bcc field.

      Participants

      Searches the To, Cc, and Bcc fields.

      Subject

      Searches the subject.

      Body or Content

      Searches the message body.

      Sent

      Searches the date sent. You can search for a specific date or a range of dates separated by two dots (..). You can also search for relative dates: Today, tomorrow, yesterday, this week, next month, last week, past month. You can search for the day of the week or month of the year.

      Important   Date searches must be entered in month/day/year format: MM/DD/YYYY.

      Received

      Searches for the date received. You can use the same search terms as for Sent.

      Category

      Searches the Category field.

      Attachment

      Searches for the specified attachment by title. For example, attachment:letter.doc will find any message with an attachment named letter.doc.

      Has

      Use has:flag to find items that are flagged.

      When you use AQS, you can search on multiple search terms. When you enter multiple search terms, you can search on any, all, or an exact phrase.

      • Subject: product plan will find any message with "product" or "plan" in the subject.
      • Subject: (product plan) will find any message with both "product" and "plan" in the subject.
      • Subject: "product plan" will find any message with the phrase "product plan" in the subject.
      • Received<=2016-04-20 AND From:”Bucky Badger” will find any message prior to or equal to 4/10/2016 and from "Bucky Badger".

      More search options/terms.

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      Searching in People

      Any search in Mail will automatically give you the option to also search for People. Enter the name of the person, group, or resource you want to search for in the search box. and you will be brought an option to search in your Directory.

      To search in People:

      1. Begin to enter the name of the person in the search area.
        Search Bar
      2. Refine your search by selecting one Search Directory
      3. To clear your search results, select the discard icon discard next to the search box.

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Organizing Email

Documentation

  • Working with messages
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  • Working with mail folders
    • By default, messages that are sent to you are stored in your Inbox. But you can organize your messages into a hierarchical folder system and adjust it as your needs change.

      Folders in Outlook on the web


      Default folders

      Your account starts with these default folders:

      • Inbox Incoming messages arrive in your Inbox unless you've created an Inbox rule to redirect them to another folder, or they're identified as junk email.
      • Drafts If you create or respond to a message, but can't finish it right away, it will automatically be saved to your Drafts folder. You can come back to the message later to continue editing it, and then send it.
      • Sent Items By default, a copy of every message you send is put in your Sent Items folder.
      • Deleted Items When you delete a message, it's moved to the Deleted Items folder.
      • Junk Email Messages that have junk email characteristics but that aren't blocked by a spam filter before they reach your mailbox will automatically be moved to this folder. Learn about junk email and phishing has more information about your Junk Email folder.
      • Notes This is a read-only folder. You must use Outlook to create or edit items in this folder.
      • Clutter Clutter helps you move low priority messages out of your Inbox so that you can easily scan for important messages. Learn more.

      You may see other folders that have been created by your administrator.

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      Right-click menu for folders

      Most of what you can do with a folder will be found in the right-click menu. Actions you can take include:

      • Create new folder Use this to create a new subfolder in the folder you right-clicked.
      • Rename Rename the folder. You can't rename the default folders, such as the Inbox folder.
      • Delete Delete the entire folder. Delete will move the folder to the Deleted Items folder.
      • Empty Deletes everything in the folder, including any subfolders.
      • Add to Favorites Adds the current folder to your Favorites.
      • Move Opens a window where you can select a folder to move this folder to. You can also move a folder by clicking it and dragging it to where you want it.
      • Mark all as read Marks every item in the folder as read.
      • Assign policy This feature may not be available to you. If it is, you can use it to assign a retention or archive policy to messages in the folder.

        folder right click menu

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      Creating folders

      You can create additional folders to organize your messages any way you want. For example, you can create a folder for a specific project, or for all messages sent by a particular person, or all messages sent to a distribution group that you're a member of.

      To create a new folder, right-click the parent folder you want to create the new folder in. If you want a top-level folder (a folder at the same level as your Inbox), you would use your mailbox as the parent folder.

      To create a folder:

      1. Right-click on your account.
      2. Click create new folder.
      3. Type the name you want to use for this folder.
      4. Press Enter or click away.

        create folder

      Important Note: It is recommended you not create sub-folders under your Inbox.

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      Moving folders

      There are two ways to move a folder.

      • Click the folder you want to move and drag it to where you want it.
      • Right-click the folder you want to move and click Move.

        Right-click menu

        A window will pop up that you can use to choose what folder to move the folder into. Click the folder you want to move to and click Move. Or click Cancel to close the move folder window without moving the folder.

        Move folder menu

      • You can even create a new folder to move the subfolder into by right-clicking the parent folder you want and clicking Create new subfolder.

        Create new subfolder

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      Important considerations when managing folders/emails

      • A folder (including all emails) can only be moved to another location. It cannot be copied.
      • When moving/copying folders/emails to another location, be patient. There may be times when you will need to wait a certain amount of time before the move/copy completes. Important: Do not quit out of the application until you have verified the move/copy command has completed.
      • If you want to move/copy a sub-set of emails to another location, you can use the CTRL or Shift-click actions to select the desired email messages. Note: During our testing, we have noticed inconsistencies when attempting to use CTRL or Shift-click actions to select the desired email messages. If the range of messages you are attempting to select is large, you may not be able to select them. You will need to select a smaller range of messages.
      • When scrolling through a folder with a large number of messages, the web client may require some time to show you the messages within the folder listing. Please be patient.

      The Deleted Items folder

      When you delete a message, it's first moved to the Deleted Items folder. You can either let messages stay there, or you can set Outlook on the web to automatically empty your Deleted Items folder when you sign out. Your administrator may have set up a policy to empty items from your Deleted Items folder after they've been there for a preset number of days. For example, there may be a policy that removes anything that's been in your Deleted Items folder for 30 days.

      Recover deleted items

      If your administrator has enabled the recover deleted items feature, you can use it to recover items that have been deleted from your Deleted Items folder. How long items will be recoverable depends on settings that are controlled by your administrator.

      1. Right-click Deleted Items.
      2. Click Recover deleted items.
      3. Select all item you want and then click Recover. The item will be moved to its default location. Messages will go to your Inbox, calendar items will go to your Calendar, contacts to your Contacts folder, and tasks to your Tasks folder.

      You can also select Purge to permanently delete an item. If you purge an item, you won't be able to use Recover deleted items to get it back. Purging a message won't remove it from any backups that were made before you purged it.

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      Favorites

      It's not unusual to end up with so many folders that it can be hard to keep track of the folders that are most important to you. To make it easier to keep track of those folders, you can add them to your Favorites. Favorites don't appear in your folder list until you've added at least one folder to Favorites. Adding a folder to Favorites doesn't move the folder, but creates a link to it.

      • To add a folder to Favorites, right-click it and click Add to Favorites.
      • You can re-order folders in Favorites by clicking and dragging, or by right-clicking and then clicking Move up in list or Move down in list.
      • To remove a folder from Favorites, right-click it in Favorites and click Remove from Favorites. This only removes the link to the folder from Favorites; it won't delete the folder from your mailbox.

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      What else do I need to know?

      • The folders you create can be at the same level as your default folders, for example, the Inbox or Sent Items folders. Or, you can create sub-folders within any existing email folder. It is recommended you not create sub-folders under your Inbox.
      • You may need to refresh your browser to view a folder that you just created in the folder list.
      • If you want to create a personal information folder as a subfolder to a mail folder, you can create the folder and then move it to the location you want. Some folders, for example, the Inbox, can't be moved to another location.
      • Some folders, for example, the Inbox, can't be renamed. If the folder can't be renamed, the Rename option in the menu will appear dimmed.
      • After you delete a folder, it's moved to the Deleted Items folder. The folder isn't permanently removed until you empty the Deleted Items folder or delete the folder from the Deleted Items folder.

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  • Inbox rules

Contacts

Documentation


Calendar Basics

Documentation

  • Calendar overview
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  • Assign 'Read' Permissions to your calendar
    • This document will provide instructions on how to share a calendar within Outlook on the web, Outlook 2016 for Windows, and Outlook 2016 for MacOS.

      For a complete list of calendar permissions in Office 365, please see: Office 365 - Mail and Calendar folder permission levels.

      If you want to grant permissions to your entire mailbox, please see: Office 365 - Manage Full Mailbox, Send As, and Send on Behalf of Permissions


      Notes:

      • You might also see an entry for "My Organization" in the list of people with whom you've shared the calendar. This is the default level of detail that other users within UW-Madison's Office 365 environment can see when viewing your calendar in Scheduling Assistant or when subscribed to your calendar. By default, all users have "Free/Busy" lookup permissions between each other.
      • Calendar items marked private are protected. Most people with whom you share your calendar see only the time of items marked private, not the title, location, or other details. The only exception to this is that you can give a Delegate permission to view private events.
      • When sharing a calendar other than your primary calendar, such as a project calendar that you created, you cannot select Delegate.
      • Managing permissions on a mobile device cannot be performed. Instead, use the Outlook on the web instructions below.

      Sharing internally with other UW-Madison Office 365 users

      Sharing a calendar internally within UW-Madison:

      1. Select the Calendar icon from the app launcher near the top-left corner of the screen.

        Calendar icon

      2. Open the calendar you want to share, and click Share from the top menu bar.

        Share button

      3. This will open a side panel. If you already have shared your calendar with others, those people will be listed here. To share your calendar with a new person, type their email address or name into the search box. The search box will auto-populate with suggestions from within UW-Madison, if you don't know their exact email address. If you want to modify the permission level of a person you have already shared your calendar with, find them in the permissions listing.
      4. When you have found the person you want to share your calendar with, click their entry and select the level of access you want them to have.

        Note: If you have many users who you will be assigning the same set of permissions across multiple accounts, review Office 365 - Use of Security Groups to Manage Permissions document before continuing.

        Calendar access level

      5. After you've selected what level of access you would like this person to have, click Share. This will send an email notifying the person that you have shared your calendar with them, and what level of access you have specified.

      Sharing a calendar internally within UW-Madison:

      1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

        Calendar icon

      2. Open the calendar you want to share. On the top ribbon, click Home. Then click Calendar Permissions.

        Calendar permissions

      3. A new window will appear. If you want to add a new user, click Add... to search for the person you want to share your calendar with. If you want to modify the permission level of a person you have already shared your calendar with, find them in the permissions listing.

        Add user

      4. Another window will appear prompting you to search for the user you want to share your calendar with. You can search by name, or more columns such as email address.

        Search users

      5. When you have found the person that you want to share you calendar with, click Add->.

        Note: If you have many users who you will be assigning the same set of permissions across multiple accounts, review Office 365 - Use of Security Groups to Manage Permissions document before continuing.

        Add user

      6. Click OK then click Apply to save the changes.

      Sharing a calendar internally within UW-Madison:

      1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

        Calendar icon

      2. Open the calendar you want to share. On the top ribbon, click Home. Then click Calendar Permissions.

        Calendar permissions

      3. This will open a new window. If you want to add a new user, click Add User... to search for the person you want to share your calendar with. If you want to modify the permission level of a person you have already shared your calendar with, find them in the permissions listing.

        Note: If you have many users who you will be assigning the same set of permissions across multiple accounts, review Office 365 - Use of Security Groups to Manage Permissions document before continuing.

        Add user

      4. Enter the email address or name of the person you want to share with. Highlight their name and click Add.

        Add user
      5. This will add the user with a default permission level of None. Select the level of permissions you want them to have by using the 'Permission Level' drop-down menu.

        Set permission level

      6. When you are ready, click OK to save the changes.

      Changing your global default permission level for users within UW-Madison

      By default, all users have "Free/Busy" lookup between each other. This setting can be managed by modifying the permissions set for the 'Default' (Outlook desktop client) or 'My Organization' (Outlook on the web).

      Changing your default calendar sharing level:

      1. Select the Calendar icon from the app launcher near the top-left corner of the screen.

        Calendar icon

      2. Open the calendar you want to share, and click Share from the top menu bar.

        Share button

      3. This will open a side panel. Next to "My Organization", select the desired permission you want to grant all other UW-Madison Office 365 users.

        Select permissions for My Oraganization

      4. After making the change, select Done to return to your calendar view.

        Important: Making this change does not affect the permissions you have granted individual users.

      Changing your default calendar sharing level:

      1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

        Calendar icon

      2. Open the calendar you want to share. On the top ribbon, click Home. Then click Calendar Permissions.

        Calendar permissions

      3. A new window will appear. Make sure the "Default" name is selected, and use the options within the 'Read' box to change the desired default read permissions for your calendar.

        Change default sharing permission

        Note: The "Anonymous" name is for campus users who have not yet migrated to Office 365, or users who are entirely outside of the UW-Madison system. If you wish to change permissions for these groups of people, you will need to change them here. Do not delete this user.

      4. When you are done setting your permissions, click Apply and then OK to exit the 'Calendar Properties' window.

        Important: Making this change does not affect the permissions you have granted individual users.

      Changing your default calendar sharing level:

      1. Select the Calendar icon from the navigation bar near the bottom-left corner of the screen.

        Calendar icon

      2. Open the calendar you want to share. On the top ribbon, click Home. Then click Calendar Permissions.

        Calendar permissions

      3. A new window will appear. Make sure the "Default" name is selected, and use the options within the 'Read' box to change the desired default read permissions for your calendar.

        Change default sharing permission

      4. When you are done setting your permissions, click OK to exit the 'Calendar Properties' window.

        Important: Making this change does not affect the permissions you have granted individual users.


      See Also:



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  • Working with other calendars
    • Within Office 365, you have the ability to interact with other calendars. Depending on the permission levels you have been granted, you will be able to act on these permissions (Free/busy, Read, Write, etc...). For a complete list of calendar permissions in Office 365, please see Office 365 - Mail and Calendar folder permission levels.

      For step-by-step instructions on how to access another user's calendar, click on the email/calendar client you use, below:


      To access another user's calendar via Outlook on the web, expand the section below:

      •  Access a calendar via Outlook on the web
        • If you've received an invitation to share someone else's calendar, you can select the link in the invitation to add their calendar to your calendar view.

        • You can also go your Calendar to add other people's calendars to your view, by following the steps below:

          1. Open the app launcher tool in the top left of your Outlook on the web window as shown below.

            app_launcher_icon

          2. Select Calendar from the list of available apps.
          3. Within the Navigation Pane, right-click Other calendars. Or, touch and hold if you're using a touchscreen device.
          4. Select Open calendar.
          5. To add a calendar that belongs to someone in your organization (or a resource calendar), enter their name in From Directory. This box works just like the To box on a new email message. After you've entered the name, select Open to search for and add the calendar.>
          6. To add a calendar that has been published on the internet, such as a ShareURL, enter the URL in the Internet calendar box, and then select Open. The Internet calendar must be shared publicly and the URL should end with .ics.
          7. After you've added the calendar, you can left-click on that calendar and interact with the events per the permissions you have been granted.
        • Important: If you receive a URL from an Office 365 user and want to open up the URL via a web-browser, you must change 'HTTP' to 'HTTPS' for the URL to work properly.



      •  Remove a calendar via Outlook on the web

          Important: Performing this action only removes the calendar from your view, it does not delete any data.

          1. Open the app launcher tool in the top left of your Outlook on the web window as shown below.

            app_launcher_icon

          2. Select Calendar from the list of available apps.
          3. Within the Navigation Pane, right-click the calendar shared with you that you want to remove and and click Remove.


      To access another user's calendar via Outlook 2016/2013 for Windows, expand the section below:

      •  Access a calendar via Outlook 2016/2013 for Windows
        • When another individual shares their calendar with you, you will receive an email. You can view the message and click Open this Calendar in the top-left corner of the email message.

        • If you are having trouble viewing this email or opening the calendar from the email, you can follow the steps below to open the calendar manually.

          1. Within Outlook, click Calendar.
          2. Next, click the Home tab.
          3. In the Manage Calendars group, click Open Calendar.
          4. Select Open Shared Calendar... from within the drop-down menu.
          5. 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.

          Important: If you receive the error "The folder you selected is not available", use the following steps to open the calendar:

          1. Right-click on "My Calendars" within the calendar folder listing.
          2. Select Add Calendar | Open Shared Calendar...
          3. Type a name in the Name box, or click Name to select a name from the Global Address Book.


      •  Remove a calendar via Outlook 2016/2013 for Windows

          Important: Performing this action only removes the calendar from your view, it does not delete any data.

          1. Within Outlook, click Calendar.
          2. Next, click the Home tab.
          3. From the navigation panel, locate the calendar you want to remove/delete and right-click it.
          4. From the sub-menu that appears, click Delete Calendar.


      To access another user's calendar via Outlook 2016 for Mac, expand the section below:

      •  Access a calendar via Outlook 2016 for Mac
        • Important: When opening another account's calendar, you must have a minimum of "Full details" permissions to view any events.

          1. With Outlook for Mac running, open the File menu, point to Open, and then click Other User's Folder.
          2. Click in the search bar and type the name of the person who granted you access. Then click the name so it is highlighted.
          3. Select the Folder Type drop down and choose which folder you wish to open. Calendar, Address Book, or Inbox. Then click Open. The Shared folder appears in the navigation pane under the Shared heading. You may need to select the calendar to which you just subscribed in order to view the events within this calendar.
          4. If you are prompted to allow this server to configure your settings, place a checkmark within the "Always use my response for this server" and click Allow.


      •  Remove a calendar via Outlook 2016 for Mac
        • Important: Performing this action only removes the calendar from your view, it does not delete any data.

          1. With Outlook for Mac running, go to Calendar.
          2. Within the navigation panel right-click on the calendar you want to remove/delete from your view.
          3. From the sub-menu that appears, click Remove From View.

      See Also:



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  • Using the scheduling assistant
    • Page Not Found

      Sorry, page number 29861 is unavailable to you at this site.



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  • Respond to a meeting request
    • Even if you don't organize meetings and send invitations in Office 365, you may get invited to meetings now and then, so it's a good idea to know how to respond to a meeting request if you get one.

      When you've been invited to a meeting, you get a special e-mail message that offers these buttons:

      • Accept: Outlook on the web automatically adds the meeting to your schedule and creates a new e-mail message to the person who organized the meeting, telling that person your decision.

      • Tentative: The meeting's automatically added to your schedule. A new e-mail message goes to the person who organized the meeting.

      • Decline: Just can't make it? If you click Decline, Outlook sends a message to the meeting organizer to convey the bad news. It's good form to add a business reason to explain why you're missing a meeting -- "Sorry, I have a deadline," rather than "I have to wash my aardvark" or "Sorry, I plan to be sane that day."

      • Propose New Time: If the meeting organizer chose an inconvenient time, you can suggest another by clicking Propose New Time.

      To respond to the invitation

      Important: If you do not send your response back to the organizer, they will not be able to track your response. In other words, it will appear as though you have not responded even though you had accepted or declined the meeting request.Meeting organizers: The only way to know when (date/time) an attendee responded to your invitation, is to save the email message that includes the response they provided.

      1. Log into Outlook on the web.
      2. Open the e-mail or calendar invitation.

        Choose Event ResponseO

      3. Click on the desired response. Make sure to send a response to the organizer so they can track your response.

      Note: If you cannot remember if you have responded to a meeting request, open the meeting from within your calendar and your response will be listed just below the title of the event.

      See Also:



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  • Printing a calendar
    • This document provides steps for printing your calendar.

      Selecting what to print

      1. In the Calendar view, go to the date you want to start printing from.
      2. Select printPrint at the top of the calendar window.
      3. By default, the current calendar date will be selected, the view will be the current view, and the print range will be the defined work day.
      4. Select the arrows at the side of each box to change the default settings.

      If you select Print detailed agenda and calendar, you can use the links at the bottom of the page to switch between calendar view and agenda view. Both views will be printed. Attendee information will be included in the agenda view.

      Notes

      • You might have to expand the window vertically to see the links to switch between views.
      • You cannot print overlaid calendars. You can only select one calendar to print.

      Printing your selection   

      1. After you've made the selections you want, select printPrint at the top of the page to continue, or select discardCancel to leave the print window and return to your calendar.
      2. To close the print window, click or tap away from it, or select discardCancel.

      What if I want to know more?

      Document 29844 is unavailable at this time.



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  • Recreating your calendar
    • When an account is migrated/transitioned to Office 365, a unique calendar snapshot (named as the same as the email address of the transitioned account) is created in the Office 365 account which will contain a snapshot of all the events between January 1, 2006 and January 1, 2020. View the specific doc to better understand what data will appear in your snapshot and how it will be formatted: Document 41392 is unavailable at this time.

      Important: In the example below, Bucky Badger has two email accounts (bbadger@wisc.edu and bucky@athletics.wisc.edu) which he is consolidating into one Office 365 account. Both contain calendar data. Bucky also has a calendar snapshot of the resource calendar he was the primary contact for. The following image is what his calendar screen will look like after the transition to Office 365 when viewed via Outlook on the web.

      calendar screen with snapshots

      As you can see, there are four calendars in his Office 365 account:

      Calendar
      This is the primary calendar within the account. It will be empty.
      bbadger@wisc.edu - calendar
      This is the calendar associated with bbadger@wisc.edu account and will contain calendar events that were in this account.
      bucky@athletics.wisc.edu - calendar
      This is the calendar associated with bucky@athletics.wisc.edu account and will contain calendar events that were in this account.
      bucky_club@resources.wisc.edu - calendar
      This is a resource calendar that Bucky was the primary owner of.

      Important: Until events are placed within your primary calendar, Calendar, other Office 365, ShareURL, and Scheduling Assistant users will see you as free.

      There are two types of events:

      • Events that do not have any attendees (appointments).

        event snapshot without attendees

      • Events that contain attendees (meetings).

        event snapshot with attendees

      Note: As you can see, the major difference between these two events is the inclusion of attendees (and organizer) within the body of the event.

      How to place an event from your secondary calendar (snapshot) into your primary calendar - Calendar

      Note: It is recommended that you only recreate events that are occurring in the future. You can leave the events in the past as they are now for historical information.
      1. Log into Office 365 account via Outlook on the web.
      2. Open the app launcher tool in the top left of your Outlook on the web window as shown below.

        app_launcher_icon

      3. Select calendar from the list of available apps.

        app_launcher_select_calendar

      4. Click on your secondary calendar (snapshot). All the events within this calendar will be shown in your view.
      5. Double-click on an event you want to move to your primary calendar.
      6. Click on the Edit button. See a description of all the fields you can modify.
      7. To move the event from your secondary “snapshot” calendar (e.g. bucky@athletics.wisc.edu), click the drop-down arrow and choose "Calendar", as shown in the screenshot below:

        select calendar option

      8. If the event was a meeting and you were the organizer (this information would be located in body of the event), then add all the attendees to the "Attendee" field. If you were not the organizer, then leave the attendee field blank. Important: If an attendee is a resource calendar (such as a conference room), confirm that the resource has been created and you have the necessary permissions to invite it before attempting to add to the meeting invitation.
      9. If the event is part of a recurring set, then use the 'Repeat' box to recreate the recurrence pattern.
      10. Make sure the 'Show as' and 'Reminder' values are set to the desired options.
      11. Make any other changes/updates and click SAVE button.

      To verify the event has been moved to your primary calendar, Calendar, only have Calendar selected (a check mark next to it) from the list of calendars in your view.

      Repeat this process for the next event in you secondary calendar. Important: future events that were part of a recurring series do not need to be recreated, since you already recreated the series from a previous instance. The only thing you may need to verify, is if the event was a meeting and you were the organizer of the event, make sure the attendee list is up-to-date for that specific event within the recurring series.

      Important: If you have recreated (or moved) all the desired events from your snapshot calendar and placed them in you primary calendar (Calendar), you can delete the snapshot calendar by right-clicking on the snapshot calendar name and selecting Delete from the sub-menu. Remember, once deleted, the snapshot calendar cannot be restored.

      See Also:



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  • Calendar settings
    • The calendar is fully integrated with email, contacts, and other features of Outlook Web App. Use the Calendar tab in Settings to control the default appearance and settings for your calendar.

      To get to the Calendar settings/options, go to Settings settings icon | Options | Calendar. When you’re done making changes, click OK.

      I’d like to change the settings for:


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Tasks

Documentation

Working Between Systems During the Transition

Documentation

  • How to find out which system a user exists in (e.g. Office 365)
    • The following document explains how an individual using Office 365 can find out whether an email address:

      1. is on Office 365
      2. is using another calendar system outside of Office 365 (e.g., Exchange Server, Google Calendar, GroupWise, etc.)

      If the individual has multiple email addresses, keep in mind that it is possible that different email addresses may be on different calendaring systems. If you aren't sure which email address to schedule with, you may want to contact the person to ask.


      Is the person I am trying to schedule with using Office 365 or another external system?

      To find out which calendar system another person is using, you will need to follow the steps below:

      1. First, check whether the person is using Office 365

        The best way to verify whether a person is using Office 365 is to check their availability. If their availability appears greyed out, they are not using Office 365. You can check availability via Outlook on the web or desktop Outlook. Select your preferred client below for instructions:

        •  If you are using Outlook on the web
          1. Use Office 365's Scheduling Assistant feature in Outlook on the web to check the availability of an event attendee.
          2. While checking availability, a user who's availability returns as a checkered grey box (as exampled below) is a part of an external calendaring system (non-Office 365) such as Google Calendar.

            check availability

        •  If you are using Outlook 2016/2013 for Windows
          1. Use the Outlook 2016 for Windows | Outlook 2013 for Windows Scheduling Assistant feature to check the availability of an event attendee.
          2. While checking availability, a user who's availability returns as a checkered grey box (as exampled below) is a part of an external calendaring system (non-Office 365) such as Google Calendar.

            check availability

        •  If you are using Outlook 2016 For Mac/Outlook for Mac 2011
          1. Open up Outlook and navigate to your calendar.
          2. Create a new event put the person's address in the attendees field.
          3. To verify if the person is in Office 365, we'll check their availability by clicking the Scheduling button.

            scheduling button

          4. While checking availability, a user who's availability returns as a checkered grey box (as exampled below) is a part of an external calendaring system (non-Office 365) such as Google Calendar.

            scheduling assistant

        •  If you are using Outlook 2010
          1. Open Outlook and navigate to your calendar.
          2. Create a new event and put that person's address in the attendees field.
          3. To check if the person is using Office 365, click the Scheduling Assistant button.
          4. While checking availability, a user who's availability returns as a checkered grey box (as exampled below) is a part of an external calendaring system (non-Office 365) such as Google Calendar.

            Outlook 2010 Office 365 check

      2. If the individual is not using Office 365, you only have two options

        • Before you send the calendar invitation, contact them and verify if they are available for the requested time.
        • Send the invitation and hope that they are available for the requested time.


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Mobile Use

Documentation

  • Best Practices for Calendaring via Mobile Devices
    • With Office 365, you will be able to configure mobile devices to interact with your account via Exchange/Active Sync protocol. This doc will provide you with guidelines on how you should and should not interact with your Office 365 calendar.

      Important: The information below is based on Microsoft's recommended use of mobile devices when it comes to interacting with calendars. For best results, Microsoft recommends that people who schedule events with one another use the same calendar client. The majority of calendaring issues involve events with attendees, which may not get updated correctly if the organizer or any of the attendees take action on the meeting via a mobile device.

      What can I do?

      What shouldn't I do?

      • Do not make changes to events you are the owner of which have attendees. Use Outlook on the web or Outlook (configured via Exchange) to take this action.
      • Do not take action on events which you are an attendee of. Use Outlook on the web or Outlook (configured via Exchange) to take this action.
      • Do not attempt to manage another person's calendar. Use Outlook on the web or Outlook (configured via Exchange) to take this action.

      Additional resources



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See Also:




Keywords:microsoft office365 o365 training self-guided online videos getting started quick start guide overview email calendar contacts tasks owa o365   Doc ID:37183
Owner:Ara M.Group:Office 365
Created:2014-01-29 15:55 CDTUpdated:2016-09-13 22:24 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
Feedback:  3   0