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

The advanced self-study curriculum is intended for advanced users who manage email, calendar or resources on behalf of another. 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
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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
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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:

          • To open another user's calendar, you must have a minimum of "Folder visible" permissions.
          • To view events other than those you have created yourself, you must have a minimum of "Full details" permissions.
          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
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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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Managing Another's Email and Calendar

Documentation

  • Message Delivery Options
    • Outlook Web App offers two delivery options; "request a delivery receipt" and "request a read receipt".

      Delivery Receipts
      A delivery receipt confirms delivery of your email to the recipient's mailbox, however unlike the read receipt, the delivery receipt can't confirm that the recipient has seen it or opened it.
      Read Receipt
      A read receipt confirms if your email was opened by the recipient. Important: Some clients allow the recipient to overwrite the required receipt. Do not rely on this feature.


      These options can be easily accessed/set via the message composition window.

      1. While composing a message, click the extended menu Message extended menu.

        Message extended menu listing

      2. Next, click show message options.

        Show Message Options

      3. Place a check mark next to the request a read receipt option and click OK.

      You can request a delivery receipt to let you know when a message that you've sent has reached the recipients. A read receipt will tell you when a message that you sent has been marked as read. Some email programs allow recipients to choose if they will respond to read receipts.



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  • Assign 'write/modify' 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 Multiple Calendars
    • Page Not Found

      Sorry, page number 29845 is unavailable to you at this site.



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  • Assign permissions to an email folder
    • There are times when you need to provide permissions to an email folder to a colleague. If you are looking to grant permissions to your whole account, use these instructions instead: Office 365 - Manage Full Mailbox, Send As, and Send on Behalf of Permissions. For a complete list of email permissions in Office 365, please see Office 365 - Mail and Calendar folder permission levels.

      Note: Managing permissions on a mobile device cannot be performed. Use the "Outlook on the web" instructions below to manage your permissions.


      When assigning permissions, you have the option to grant many different levels (read/create/modify/owner/delete). Expand the section below for further details:

      •  Permission Levels
        • The following image displays the different types of permissions available:

          Mail Permissions

          Note: The image used above is from Outlook on the web but the same permissions exists for Outlook.

          Review Office 365 - Mail and Calendar folder permission levels for definition of each permission level.

      To add/modify/remove permissions using Outlook on the web, expand the section below:

      •  Manage permissions using Outlook on the web
        • In the example below, Bucky is managing permissions to his "Air_Gun" folder.

          Add/modify permissions

          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 Outlook from the list of available apps.

            app_launcher_outlook

          4. Right-click on your top level mailbox folder (Bucky Badger) [denoted by a "1" in the image]:

            numberedfolderstructure.png

          5. Select Permissions... from the drop-down menu.
          6. Click the + icon in the top left of the permissions menu.
          7. Enter the email address of the person you want to give permissions to and click Add.
          8. Select their name from the list, and place a check mark within the 'Folder visible' box and click OK.
          9. Since "Air_Gun" folder is a sub-folder of "Bucky_Bash" folder, 'Folder visible' permissions must be granted to "Bucky_Bash" folder. Repeat steps 3-7 for "Bucky_Bash" folder [denoted by a "2" in the image].
          10. Lastly, assign the required permissions to the "Air_Gun" folder [denoted by a "3" in the image]. Right-click on the "Air_Gun" folder and select Permissions... from the drop-down menu.
          11. Click the + icon in the top left of the permissions menu.
          12. Enter the email address of the person you want to give permissions to and click Add.
          13. Select their name from the list, and choose the desired permission level from the "Permission level" select box. Note: When you select a permission level, the appropriate permissions are assigned (checked) below this selection.
          14. Click OK.
          15. Notify the person you granted permissions to that they now have access to the specific folder(s)

          Remove permissions

          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 Outlook from the list of available apps.

            app_launcher_outlook

          4. To remove the permissions from the "Air_Gun" folder [denoted by a "3" in the image], right-click on the "Air_Gun" folder and select Permissions... from the drop-down menu.
          5. Select their name from the list and click the TRASH icon located in the top left of the menu.
          6. Click OK.

      To add/modify/remove permissions using Outlook 2016/2013 for Windows, expand the section below:

      •  Manage permissions using Outlook 2016/2013 for Windows
        • Add/modify permissions

          1. Start Outlook.
          2. Go to "Mail".
          3. Right-click on your top level mailbox folder (your name):

            outlook mailbox

          4. Select Folder Permissions from the drop-down menu.

            Folder Permissions

          5. Make sure you are on the 'Permissions' tab.
          6. Click the Add button.

            Add button

          7. Make sure you are searching against the "Global Address List", enter the name or fully qualified email address of the individual and click Go.
          8. Select their name from the list and click the Add button.
          9. Click OK.
          10. On the properties screen, make sure their name is selected, then place a check mark within the "Folder visible" box and click OK.

            Assign Permissions

          11. If the folder you are granting permissions to is a sub-folder of another folder, you must grant "Folder visible" permissions to each folder for this user - do this by repeating the steps 3-10 for each sub-folder.
          12. Next, right-click on the desired folder you wish to provide permissions for from the folder list and select Properties... from the drop-down menu.
          13. Click 'Permissions' tab.
          14. Click the Add button.
          15. Make sure you are searching against the "Global Address List", enter the name or fully qualified email address of the individual and click Go.
          16. Select their name from the list and click the Add button.
          17. Click OK.
          18. Select their name from the list, and choose the desired permission level from the "Permission level" select box. Note: When you select a permission level, the appropriate permissions are assigned (checked) below this selection.

            Assign Permissions

          19. Click OK.
          20. Notify the person you granted permissions to that they now have access to the specific folder(s)

          Remove permissions

          1. Start Outlook.
          2. Go to "Mail".
          3. Right-click on the specific folder you wish to remove the individual's permissions from, and select Properties... from the drop-down menu.
          4. Click 'Permissions' tab.
          5. Select their name from the list and click the Remove button.
          6. Click OK.

      To add/modify/remove permissions using Outlook 2016 for Mac, expand the section below:

      •  Manage permissions using Outlook 2016 for Mac
        • Add/modify permissions

          1. Start Outlook.
          2. Go to "Mail".
          3. Right-Click the mailbox folder you wish to share.
          4. outlook mailbox - right-click on account/address
          5. Select Sharing Permissions... from the drop-down menu.
          6. Ensure you are on the permissions tab.
          7. Click the Add User...
          8. In the search bar type the users' email address and select their name once it appears.
          9. Click the Add button.
          10. From within the "Folder Properties" screen, make sure the user is selected and assign folder visible permissions.
          11. Click OK when finished.
          12. If the folder you are granting permissions to is a sub-folder of another folder, you must grant "Folder visible" permissions to each folder for this user - do this by repeating the steps 3-10 for each sub-folder.
          13. Right-Click the desired folder or sub-folder you wish to be shared and choose Sharing Permissions... from the sub-menu.
          14. In the Folder Properties > Permissions window:
          15. Click Add User...
          16. In the search bar type the users' email address and select their name once it appears.
          17. From within the "Folder Properties" screen, make sure the user is selected and assign the desired permissions.
          18. Click OK when finished.
          19. Notify the person you granted permissions so that they now have access to the specific folder.

          Remove permissions

          1. Start Outlook.
          2. Go to "Mail".
          3. Right-click on the specific folder you wish to remove the individual's permissions from, and select Properties... from the drop-down menu.
          4. Click 'Permissions' tab.
          5. Select their name from the list and click the Remove button.
          6. Click OK.


      See Also:



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  • Opening another person's email folder
    • There are times when you need to access another account's email folder(s). This document assumes that you have been granted permissions to access email folders in another account. If you do not have Full Mailbox permissions or permissions to access individual folders within another account, please refer to the Office 365 (Outlook on the web | Outlook 2016 | Outlook 2013) - Manage permissions to an email folder document.

      Expand the desired section below to access the account you have been granted permissions to.


      Outlook on the web

      •  Access mailbox in a separate tab/window (requires Full Mailbox Permissions)
          1. Log into Office 365 account via Outlook on the web.
          2. Click on your name in the top right corner of Outlook on the web and select "Open another mailbox..." from the drop-down menu.
          3. Within the "Open another mailbox" window, enter the email address of the account you have full mailbox permissions over:

            open another mailbox screen

          4. Click open. A new tab/window will be opened showing you the mailbox of the account you entered.



      •  Access mail folders in the same tab/window (works with Full Mailbox Permissions or permissions to access individual folders)
          1. Log into Office 365 account via Outlook on the web.
          2. Go to "Outlook".
          3. Right-click on your top level mailbox folder (your name):

            Right Click on your Folder

            Important: if you do not see your top level mailbox folder, you may need to follow the instructions here.

          4. Select Add shared folder... from the drop-down menu.
          5. Enter the email address of the account that has provided you with permissions and click Add.

            Add email address to shared folder

          6. Their name should now appear in the left-hand column below your mailbox. Left-click their name to expand the mailbox folder.
          7. You can now view the other person's email folders that you have permissions to see, and depending on the permission level assigned to you, interact with the email folders.

            Note: If you receive the error "Can't complete your request," please contact the other account holder requesting that they grant permissions for you to access the desired email folders.

      Outlook 2016/2013 for Windows

      •  Access mail folders
        • Important: If your NetID has Full Mailbox permissions (such as being linked) to another account, Outlook for Windows will automatically add the account to your profile (Automapping). There is no need for you to do anything else.

          If you do not have Full Mailbox permissions, but have permissions to access individual email folders:

          1. Start Outlook.
          2. From the File menu select Account Settings, and select Account Settings from the sub-menu.
          3. Within the E-mail tab, double-click on the default Office 365 account.
          4. In the "Change Account" window click the More Settings... button
          5. In the "Microsoft Exchange" window, select the Advanced tab and click the Add button.
          6. In the "Add Mailbox" window, enter the name of the account you want to add and click OK.

            Note: You cannot add an e-mail address - you need to enter in the name of the person or account you are attempting to add.

            If you do not see the account you're looking for appear or you get an error, it may not be a searchable address in the Global Address List. For instructions, please refer to our documentation here.

          7. It should take you back to the "Microsoft Exchange" window and you should see the account appear in the mailboxes box. Click Apply.

            Note: Outlook may become unresponsive for several minutes. Please be patient and let Outlook return to its normal mode.

          8. Click the OK button.
          9. Click Next in the "Change Account" window and then click Finish.
          10. Click Close in the "Account Settings" window.

            Within a few minutes, the account should appear in your mail/calendar folder pane. Note: If the account does not appear, please restart Outlook.

      Outlook 2016 for Mac

      •  Access mail folders
          1. Start Outlook.
          2. Select the Tools menu and then select Accounts... from the sub-menu.
          3. From the "Accounts" window make sure your Office 365 account is selected in the left-hand pane and click the Advanced... button.
          4. Within the next window select the delegates tab.
          5. In the bottom box titled People I am a delegate for click on the + icon.
          6. On the "Select User" window enter the email address or the name of the account you are searching for and click Find.

            If you do not see the account you're looking for in this list, it may not be a searchable address in the Global Address List. For instructions, please refer to our documentation here.

          7. Select the account in the search results and then click OK.
          8. This will take you back to the delegate account listing page. You should see the account listed in the "People I am a delegate for" box. Click OK.
          9. Close the 'Accounts' window.

          Within a few minutes, the account should appear in your mail/calendar folder pane. Note: If the account does not appear please restart Outlook.

      See Also:



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  • Using Send As or Send on Behalf Permissions
    • There are times when you need to send a message either as a another account or on-behalf of another account. Before you proceed, make sure you understand what send as permissions or send on behalf permissions are.

      This document assumes you have been granted send as or send on behalf permissions to another account. If these have not been granted yet, please refer to the Office 365 - Manage Full Mailbox, Send As, and Send on Behalf of Permissions document.

      Note: If you are linked to a service account, you are automatically provided "full mailbox" and "send as" permissions to the account. This means you can open up the mailbox and 'send as' that account.


      Outlook on the Web

      •  Send as or send on-behalf of another account using Outlook on the web
          1. Log into Office 365 via Outlook on the web. Make sure you select the account that has been assigned Send As or Send .
          2. Click the new mail button, new mail button, above the folder list. A new message form will appear in the reading pane.
          3. Click on the "..." above the "To" field:

            And select Show From from the drop-down menu.

          4. Right-click on your address within the 'From' field and select Remove from the drop-down menu.
          5. Enter the address you have permissions to 'send as' or 'send on behalf' of.
          6. Enter the desired values within all the other fields and send the email.

      Outlook 2016/2013 for Windows

      •  Send as or send on-behalf of another account using Outlook for Windows
          1. On the Home tab, select New Email.

            Click New Email

          2. Click the from box and select Other E-mail Address... from the dropdown.

            • Note: The From field is hidden by default. If the From field is hidden, select Options from within the message you are composing, then select From.

              Click Options, then From

          3. Within the Send From Other E-Mail Addresses window, click From.

            Click From

          4. Make sure More columns and Global Address List are selected.

            Select More Columns and Global Address List

          5. Type the email address of the person you want to send as or send on behalf of and click Go.

            Type email address

            Then, select the name of the person you want to send as or send on behalf of, and click OK.

            • Note: In order to send as or send on behalf of an account, that account must be displayed in the Global Address List (GAL). If the account you want to send as or send on behalf of is not returned in your search results, use the following instructions to show the account in the Global Address List: Office 365 - Show or Hide Service Account within Global Address List

              Office 365 service accounts are hidden from the Global Address List by default, but netid@wisc.edu accounts can also be hidden from the Global Address List.

          6. Back on the Send From Other E-mail Address window, click OK.

            Click OK

          7. Compose a message as usual and send when ready. Depending on access, the recipient will see one of the following:

            • Send as permissions: Your message will appear to have come from the user that granted you this permission.
            • Send on behalf of permissions: The "From" address in any message sent by you will indicate that the message was sent by you on behalf of the user that granted you this permission.

          If you do not have permission to send from this account, you will receive an email saying Your message did not reach some or all of the intended recipients, followed by the subject, date and time the message was sent and a list of recipients. If you believe you should have permissions to someone's mailbox, you should contact them for verification or ask them to grant you permissions.

      Outlook 2016 for Mac

      •  Send as or send on-behalf of another account using Outlook for Mac
        • Important: You must first be subscribed to the account before you can send a message from the account. In addition, the account must be searchable in the Global Address List. Use the following document to subscribe to the account: Office 365 (Outlook 2016 for Mac) - Subscribe to an account.

          1. Start Outlook.

          2. Create a new message or reply to an existing message.

          3. From within the "From:" select box, select the account you want to send from.

            Note: If the account does not show up in the list, you must first subscribe to the account.

          4. After you compose the message, send it.

            If you have "send as" permissions, the recipient(s) will see the message from the account you are sending as.

            If you have "send on behalf of" permissions, the recipient(s) will see the message from "your_account on behalf of from_account".

          Note: We recommend you send a test message to yourself to make sure you have the appropriate permissions. If you don't, the message will stay in your "Drafts" folder. If this occurs, verify that you have the appropriate permissions to the account you are attempting to send from.

      See Also:



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Tasks

Documentation

Resources and Service Accounts

Documentation

  • Work on Behalf Of a Resource Calendar
    • This document will provide you with the basic information you will need to work on behalf of a resource calendar. These instructions assume that you have been granted the appropriate permissions to an Office 365 resource. If you have problems working on behalf of the resource, or are not sure what permissions you have been granted, contact the owner of the resource. If you do not know the resource owner, contact the DoIT Help Desk.


      Select your client below:

      •  Work on behalf of a resource in Outlook on the web:

          •  Opening/Subscribing to the resource calendar
            • Note: If you have already opened or subscribed to the resource calendar, it will appear in your calendar view, and you can start working on behalf of the resource without completing the below steps.

              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 action

              4. Right-click in the navigation pane where you see Other calendars.

                other calendars - context menu

              5. Select Open calendar.
              6. To add a resource calendar, enter the name in "From directory" field. This box works just like the 'To' box on a new email message.

                To add/import an external calendar (such as campus events, holiday, or sporting events), enter the URL in the "Internet calendar" box. Example: if you have received a ShareURL link from another person, you can enter it within the "Internet calendar" box.

                open calendar screen

              7. After you've entered the desired calendar or URL, select Open to add the calendar.


          •  Managing events on behalf of the resource calendar

              1. Next, click the New event button or use these instructions to start the event creation process.
              2. Within event edit screen, make sure "Calendar" select box shows the resource calendar you are creating this event on behalf of. If not, click on the arrow for this field and select the resource calendar from the drop down list.
              3. After you have filled in the rest of the desired fields, click Send button to create the event



      •  Work on behalf of a resource in Outlook 2016 or 2013 for Windows:

          •  Opening/Subscribing to the resource calendar
            • Note: If you have already opened or subscribed to the resource calendar, it will appear in your calendar view, and you can start working on behalf of the resource without completing the below steps.

              1. Open Outlook and select the Calendar tab.

                calendar icon on navigation bar

              2. If you need to add the resource calendar to your listing, within the "HOME" tab, click Open Calendar and select Open Shared Calendar.

                Home tab, open calendar

              3. You will then be given a prompt to add the specific resource you are trying to access. Type in the resource's name and select OK to have it search the directory for the calendar.

                Open a shared folder

              4. The resource will be listed within your "Shared Calendars" section and will continue to appear in your calendar view until you remove the calendar:

                calendar resource view



          •  Managing events on behalf of the resource calendar

              1. From within the Calendar interface, click the New Appointment or New Meeting button to start the event creation process.

                New appointment or meeting

              2. Within the event edit screen, verify that the Resource name is listed in the bottom left corner.

                Check In The Bottom Left Corner For The Resource Name

              3. After you have filled in the rest of the desired fields (members you are inviting if it is a meeting, a subject if it is an appointment, the location, time, etc.), click the Send button (if it is a new meeting) or Save & Close (if it is a new appointment) to create the event.



      •  Work on behalf of a resource in Outlook 2016 for Mac:

          •  Opening/Subscribing to the resource calendar
            • Note: If you have already opened or subscribed to the resource calendar, it will appear in your calendar view, and you can start working on behalf of the resource without completing the below steps.

              Note: At a minimum, you will need "Full details" permissions to open a calendar. Any permission below this level will cause an error and the calendar will not be opened.

              1. Open Outlook 2016 for Mac and select the Calendar tab.
              2. Within the "HOME" tab/ribbon, click Open Shared Calendar button.
              3. You will be presented with a window to search for the account. Search using the account's name or email address and then select it from the list of results.
              4. The account's calendar will be listed within your "Shared Calendars" section and will continue to appear in your calendar view until you remove the calendar:

                calendar resource view



          •  Managing events on behalf of the resource calendar
            • Important: At a minimum, you will need "Editor" permissions to act on behalf of a calendar.

              1. Events are created on the calendar which is highlighted. Please left-click the calendar you want to create an event on to highlight it.
              2. Select Appointment or Meeting from the top-left series of buttons.
              3. Enter in the event information in the desired fields (members you are inviting if it is a meeting, a subject if it is an appointment, the location, time, etc.), click the Send button (if it is a new meeting) or Save & Close (if it is a new appointment) to create the event.

      See Also:



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  • Configure Resource Scheduling Options/Settings/Permissions
    • A resource is an Office 365 account typically used for non-person related calendars, e.g. meeting/conference rooms, audio-visual equipment, project, or vacation calendars. Resources contain special options for scheduling and permissions that are not available in user/service accounts. Users must be granted permissions to interact with a resource account. This document provides instructions on how to manage invitation permissions for a resource account. If you are wanting to manage read/write/editor permissions to the resource calendar, go to Office 365 (Outlook on the web | Outlook 2016 | Outlook 2013) - Manage Permissions to a Resource Calendar.

      We wanted to remind you that we can help determine the best solution for setting up a resource calendar based on your departmental needs and workflows. If you are unhappy with the way your resource calendars are currently working, we may be able to help you adjust your settings in a way that will address your concerns. Please contact the DoIT Help Desk for support. Any questions or concerns that can't be addressed by the Help Desk will be escalated to the UW-Madison Office 365 team.

      As an owner of a resource, one of your first responsibilities is to set the required options/settings/permissions for the resource. Outlook clients will only allow you to set read/write permissions for a resource calendar. Many of the other options/settings (eg. available hours, length of events, who can schedule, etc.) must be set via Outlook on the web. For consistency and troubleshooting reasons, it is therefore recommended that you only use Outlook on the web to manage options/settings/permissions for a resource calendar. Because of this, the instructions in this document will be relative for the Outlook on the web.

      Note: As a domain administrator, you also have the ability to manage scheduling options/settings.

      Resources can be set up to handle reservation requests in one of two ways:

      • Moderated: Requests to reserve the resource must be approved or denied by a person (delegate) manually. This provides oversight to the resource and allows more control over who has access to the resource and at what times. A moderated resource must have at least one delegate who is responsible for accepting or declining reservation requests, and it can have many delegates associated with it if desired. A delegate can accept or decline requests to reserve the resource, just like a person accepts or declines meeting requests for his or her own calendar. This option can be set by leaving Automatically process meeting requests and cancellations unchecked under Scheduling Options. See the tables below for more details.

      • Auto-Accept: Requests to reserve the resource are automatically accepted, based on availability. A room or piece of equipment which is configured to auto-accept reservation requests handles its own calendar automatically. No one is responsible for accepting or declining reservation requests on behalf of the resource. This option can be set by checking the box to Automatically process meting requests and cancellations under Scheduling Options. See the tables below for more details, as well as for more customization options for when events can be automatically accepted or declined.

      Important: A resource owner (assigned during creation of the resource) only has permissions to access the resource mailbox. If the owner needs to have permissions to interact with calendar events, because they have access to the resource, they will be able to assign these permissions to themselves (and others).


      The instructions below assume that you have the necessary permissions to manage these options/settings. If you are unable to access the resource calendar, please contact your administrator.


      Accessing the resource scheduling settings

      Important - By default, when a resource is created:

      • NO ONE can work on behalf of the resource (create events on behalf of the calendar), including the primary owner.
      • ANYONE can schedule/invite this resource. The event will show up within the resource calendar, but will require approval.
      1. Make sure you are currently located in the newly opened resource tab within your browser. If not, follow the instructions in Getting Started with Resource Accounts document.
      2. Click on the Settings Icon Settings Gear Icon in the top right corner next to the resource name and select Calendar from the side panel list.
      3. Expand the Calendar section in the left navigation pane.
      4. Click Resource scheduling from with the listing. You will see the following screen.

        Resource Settings Screen

      5. Configure the Scheduling Options and Scheduling Permissions using the following tables to assist with option selections.
      6. Click SAVE once you have finished making your changes.

      Scheduling Options

      Automatically process event invitations and cancellations Enables or disables all options below as well as the options under Scheduling Permissions. If checked, all options below are enabled.
      If not checked
      owner of resource - must manage every request manually by accessing the resource directly.
      delegate of resource - manage the request on behalf of the resource.
      Turn off reminders Enables or disables reminders for events in this calendar. This applies only for the resource; the organizer and attendees will still receive reminders if they have elected to do so.
      Maximum number of days in advance resources can be booked Limits how far in advance an event can be scheduled. The default is 180 days. 1080 is the maximum.
      Always decline if the end date is beyond this limit Requests beyond the maximum number of days specified will be automatically declined. Valid values are between 0 (today) and 1080 (about 3 years).
      Limit event duration and maximum allowed minutes Limits the amount of time for which a room can be scheduled within a single day. Unchecking the box will mean a meeting has no limit. Checking the box allows for a limit between 0 to 1440.
      Allow scheduling only during working hours If checked, an event can only be scheduled during the hours specified under Calendar Work Week in the Calendar tab. Events outside of working hours will be automatically declined.
      Allow repeating meetings Allows booking of the resource room at a regular interval; the event can be set to repeat over a specified duration of time (also called recurring).
      Allow conflicts Allow or prevent conflicting meeting requests (Double Booking). If 'Repeating meetings' and 'Allow conflicts' are both enabled, this will only allow conflicts on repeating meetings. Additionally, in order for the resource to allow conflicts, when the resource is invited it will need to be entered into the Attendees field as opposed to being chosen with the Add Rooms button.
      Allow up to this number of individual conflicts This setting specifies the maximum number of conflicts that are allowed for new repeating meeting requests. When set to 0, a recurring event will fail to schedule if one or more conflicting appointments already appear. If the number is greater than 0, a recurring event is allowed that many conflicts before being denied.
      Allow up to this percentage of individual conflicts This setting specifies the maximum percentage of meeting conflicts that are allowed for new repeating meeting requests. The same idea as with the individual conflicts field applies, but in this instance a percentage of conflicts allowed is specified.

      Scheduling Permissions

      These people can schedule automatically if the resource is available By default, Everyone can schedule this resource without manual approval by the resource. If Select users and groups is selected, only the users and groups specified can schedule automatically. All other users or groups will receive a decline message. If Select users and groups is selected but no users or groups identified, this option will be ignored.
      These users can submit a request for owner approval if the resource is available If Everyone is selected, then all requests must receive manual approval by the resource. If Select users and groups is selected, only the specified users and groups require manual approval by the resource. Select users and groups is selected and left blank by default so that all requests are approved automatically.
      These people can schedule automatically if the resource is available and can submit a request for owner approval if the resource is unavailable When Everyone is selected (default) any request during an open time frame will be automatically approved. If the room is booked at the requested time, a form is submitted to the resource for manual approval. If Select users and groups is selected, only those specified will have the option to have the request manually approved; all others will have a conflicting request denied without the option of manual approval by the resource.

      Response Message

      Add an additional message to be included in responses to meeting requests. This message will display for both accepted and declined messages, though it is not possible to set differing messages. When an event is declined, depending on the circumstances, a note as to why it was declined will be automatically included in the message.

      Message Response section

      See Also:



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  • How to access a service account
    • This document describes the different ways a service account can be accessed both in Outlook on the web and within an Outlook desktop client.

      Important: All service accounts, when created, are hidden from the Global Address List (GAL). This means that they will not be searchable from any client using the GAL.


      •  Access the Service Account via linking - browser

        • Important: If the service account was just created or updated by your administrator, it may take up to 60 minutes before you can access the account. If you receive the following error, please wait about an hour and try again.

          This method can be used by individuals to access a service account's mailbox in the Outlook on the web client. This process requires that the NetID account you login to Office 365 with is linked to the service account that you wish to access.

          1. Open a browser and navigate to Outlook on the web by logging into your NetID@wisc.edu account using your NetID and password.
          2. On the linked account login screen, select your service account from your list of linked accounts.



      •  Access the Service Account via linking - desktop client

        • Important: If the service account was just created or updated by your administrator, it may take up to 60 minutes before you can access the account.

          • Outlook for Windows: the Service account will automatically be mapped into your profile. Learn more.
          • Outlook for Mac: the Service account will need to be manually configured/opened. Learn more.



      •  Log in to the Service Account using the Service Account credentials (browser)

        • Once you have set a password for the service account:

          1. Open a browser session that is not currently logged into the campus NetID login service.
          2. Go to Outlook on the web login screen.
          3. Enter the log in credentials for the Service Account: name_domain.

            E.g. Service Account: help@doit.wisc.edu - Service Account NetID: help_doit.

          Note: If you do not know the Service Account credentials, contact your domain administrator.



      •  Access the service account via 'Open Mailbox' feature in Outlook on the web (browser)

        • To access a service account via the 'Open Another Mailbox' feature in Outlook on the web, the account you are logging in with must have full mailbox permissions to the service account and the service account must be searchable in the GAL.

          1. Login to Outlook on the web with the account which has full mailbox permissions to the service account.
          2. After logging in, select your profile picture in the top right, pictured below, to get the dropdown menu and choose open another mailbox:

            Clicking on profile picture will provide drop-down menu with 'open another mailbox' feature.

          3. This will give you a window to search for the account mailbox you are trying to open. Please type in the display name for the service account to find it in the GAL. Left click the account you wish to open

            Note: Because there will be many service accounts in the Office 365 system, please type in the display name as accurately as possible to ensure you can easily find the correct service account.

            open mailbox search results

          4. After left-clicking the account, it should be selected and give you an option to open the account as pictured below. Please choose the open option.

            Note: if you experience an error at this step, please review our Office 365 (Outlook on the web) - Account Access Error document

            select open

          5. A new window/tab for Outlook on the web should appear in your browser for the service account.



      •  Access Service Account in a desktop client via its credentials
        • By default, when a Service Account is created, it can only be accessed via the NetID@wisc.edu account that was linked to it. This is the recommended way to access a service account. However, if you want to configure the service account directly within a desktop/mobile client, then you need to set a password on the service account. Once the service account has a password, use the Office 365 - Configuring your client documentation to configure it.


      See Also:



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Working Between Systems During the Transition

Documentation

  • How to find out which system a user exists in (e.g. Office 365/WiscCal)
    • 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
          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

      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:37193
Owner:Ara M.Group:Office 365
Created:2014-01-30 13:51 CDTUpdated:2017-06-08 13:23 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
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