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

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

      In this article


      Notifications, navigation, and settings

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

      Outlook on the web navigation bar

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

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      Open an item in a separate window

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

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

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

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      Working offline

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

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      Mail

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

      Mail in Outlook on the web

      This is where you'll find your messages.

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

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      Calendar

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

      Calendar week view

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

      Month View

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

      Calendar month view

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

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      People

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

      People view

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

      Tasks

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

      Tasks in Outlook on the web

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

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

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      See Also:



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

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

      See complete list of keyboard shortcuts:


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Email Basics

Documentation

  • Mail overview
    • When you open Outlook Web App, the first thing you'll see is your Inbox. This is where messages sent to you arrive, and this is where you'll probably spend the most time reading and responding to messages.

      An overview of Mail in Outlook on the web

      Note: All the instructions below assume you are within the "Mail" application.


      Open Mail application

      1. Log into 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 Mail from the list of available apps.

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      What you'll see in Mail

      Mail View

      This is where you'll find your messages.

      1. Create a new message by clicking the New icon.
      2. Search mail and people and folder list. The Search mail and people area allows you to search for specific messages. Use the folder list to traverse your folder structure. It may include other folders, such as Favorites and archive folders. You can collapse this pane by clicking the folder icon at the top. You can expand and collapse folders in this view by clicking the triangle icons next to the folder names.
      3. The message list is a list of the messages in the current folder or search result. Each entry in the list view has additional information, such as how many unread messages there are in a conversation, or if there's an attachment, flag, or category associated with any messages in the conversation. A conversation can have one or more messages. When a conversation is selected, you can delete it, add a flag, or add a category by clicking the icons. At the top of the list view are filters that you can click to quickly find messages that are unread, that include your name in the To or the Cc line, or that have been flagged. In addition to the filters, you'll see the name of the folder you're viewing and the view that you've selected.
      4. Reading pane is where you can view the content or respond to the selected message. For information about responding to messages you've received, see Responding to messages. For information about printing, see Printing messages.

      For information about changing how messages are displayed, see Display settings for mail.

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      Create a new message

      To create a new message:

      1. Click the New icon above the folder list. A new message form will appear in the reading pane.
      2. To add recipients, you can type the name of anyone who is in your contacts folder or organization's address list, or you can type the email address in the To or cc field. The first time you enter a particular person's name, Outlook on the web searches for that person's address. In the future, the name will be cached so it will resolve quickly.
      3. Add a subject.
      4. Type the message you want to send.
      5. To add an attachment, click Attach at the top of the new message screen and browse to the file you want to attach. For more information, see Working with attachments.
      6. When you're done and your message is ready to go, click Send.

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      Working with drafts

      If you can't finish writing a message right away, or want to wait a bit before you send it, you can click away from it and come back to it later to finish it. Outlook on the web automatically saves your message as you create it and adds it to your drafts folder. When you're ready to send your message:

      1. Find the Drafts folder in the folder list and click on it.

        Drafts folder

      2. Click on the message you were working on to see it in the reading pane.
      3. After you have made the desired changes, click Send.

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      Open a message in a separate window

      By default, you read and create messages in the reading pane, but that isn't always what you need. Sometimes you need to be able to view a message in a separate window.

      When you're composing a new message or replying to or forwarding a message that you've received, you can open it in a new window by clicking the pop out icon located in the upper corner of the message. Pop out Icon

      To open a message that you're reading in a separate window, double click on the message from your message list.

      Mail, one section at a time

      Folder list

      The folder list will show the default folders that are created for all mailboxes, plus any folder that you create. Depending on the setup in your organization, you may also see Favorites and Archive folders. You will be able to acess any of your previous folders/messages created from WiscMail by expanding your netID email, highlighted below. 

      Folder List

      You can close the folder list by clicking the left arrow icon at the top of the list. Click any folder in the list to view its contents.

      You can right-click any item in the folder list to see a menu of things you can do that will affect folders--such as create a new folder, delete an existing folder, or empty the Deleted Items folder.

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      Search and built-in filters

      You'll find a search window at the top of the folder list.

      • To search for specific items, enter the desired search string--a list of suggestions will appear underneath, and you can click on one of those to search for that item. Or you can finish entering your own search and then press Enter to start your search. To clear your search, click the "X" icon at the right of the search window.

        Search

      • The built-in filters, In folders, From, Options and Date are helpful to quickly narrow down your search results. 

        Filters

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      Message list

      The message list shows the messages in the current folder. The messages displayed can be managed by selecting a filter or using search. The message list has tools to let you take care of some tasks quickly.

      Message List

      • By selecting icons at the right of the message list, you can delete a message or conversation, mark it as unread, add a flag or pin it to keep it at the top of your message list. Other icons will show you which messages have attachments, importance of (high or low), and how many unread items there are in a conversation.
      • By right-clicking a message, you can see a menu of options, reply to the sender, delete the message, such as mark a message read or unread, move it to another folder, or create a rule based on that message.
      • By clicking the triangle to the left of a message, you can expand a conversation to see all messages in that conversation.
      • Use the drop-down arrow at the top of the message list to select the "Sort By", "Sort Order", or "Conversations" mode you want to view your messages in.

      Drop Down Menu

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      Reading pane

      The reading pane is where messages are displayed. Not only can you read messages in the reading pane, you can respond to them without opening a new window.

      Reading Pane

      • Select Reply, Reply All or Forward at the top of a message to respond to it. A blank message will appear in the reading pane at the top of the conversation.
      • Click the "thumbs up" if you like a message.
      • View a menu of more options by selecting the extended menu arrow on the right side of Reply All.
      • The reading pane appearance can be managed by going to Settings (gear icon) | Options | Mail | Layout | Reading pane.

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      What if I want to know more?



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  • Create and respond to messages
    • Creating a new message is as simple as clicking New and composing your message. You can respond to messages you've received by using the links at the top of each message in the reading pane in Outlook Web App. When you select Reply, Reply all or Forward, a new message will be appear in the reading pane.

      The following topics are covered:


      How do I create a new message

      To create a new message:

      1. Click the New icon New icon  next to the Search bar and a new message form will appear in the reading pane.
      2. To add recipients, type the name of anyone who is in your contacts folder or organization's address list, or type the email address in the To or cc field. The first time you enter a particular person's name, Outlook on the web searches for that person's address. In the future, the name will be cached so it will resolve quickly.
      3. Add a subject.
      4. Type the message you want to send.
      5. When you're done and your message is ready to go, click Send message Send. 

      How do I reply to a message?

      When you reply to a message, the subject is automatically copied and a prefix indicating that it's a reply is added at the beginning. The text of the original message is automatically copied into the new message.

      To reply only to the person who sent the message:

      1. Select the message in the reading pane.
      2. At the top of the message, click the arrow on Reply all, and select Reply  . A new message will appear addressed to the sender of the original message.

        Reply arrow

      3. Add your response.
      4. Click Send message Send at the top of the message.

      To reply to the sender of a message and all other recipients:

      1. Select the message in the reading pane.
      2. At the top of the message, click  Reply all. A new message will appear addressed to the sender and to all other recipients of the original message. Reply all

      3. Add your response.
      4. Click Send message Send at the top of the message.

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      How do I forward a message?

      When you forward a message, the subject is automatically copied and a prefix indicating that it's a forward is added at the beginning. The text of the original message is automatically copied into the new message.

      1. Select the message in the reading pane.
      2. At the top of the message click the arrow next to Reply all and select  Forward. A new message will appear.

        Forward message

      3. On the To line, enter the name or e-mail address of the person you want to forward the message to. You can also click To or Cc to jump to your address lists.
      4. Add any other information that you want in the message, such as a quick note explaining why you're forwarding it.
      5. Click Send message Send at the top of the message.

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      What else can I do with a message I'm writing?

      • To add an attachment, click attach button Attach at the top of the screen and browse to the file you want to attach.
      • To embed a picture in the message so that it appears without the recipient having to open it, click Insert pictures inline Insert pictures inline and browse to the picture you want to add to your message.
      • For still more options, you can click the extended menu.

        extended menu

      • From there, you can choose the following options:
        • Save draft Outlook on the web automatically saves your messages as you compose it, but you can force a save at any time.
        • Insert signature If you've created a signature in Mail settings, but didn't configure it to be automatically added to your messages, you can add it by clicking here.
        • Show from If you have permission to send from more than one address, you can use this field to change the from address of the message you're composing.
        • Set importance Use this to set message importance. This won't change how the message is handled, but will let recipients know if it's high or low importance.
        • Switch to plain text/Switch to HTML
        • Show message options. Message options is where you can set message sensitivity, or request receipts. The sensitivity settings are Normal, Personal, Private, and Confidential. They are informational only, they don't change how the message is handled.

          Messaging Options

          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.

        • If rights management settings are available for your account, you will also see an option to Set permissions. As an example, you can use permissions to prevent recipients from forwarding a message that you've sent, or from using reply all to respond to a message that you've sent.
      • Bcc Use this setting to either show the Bcc field.

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      What if I can't finish writing my response right now?

      Outlook on the web automatically saves the message you're working on so that you can safely click away from it to do something else without losing your changes. To return to a reply or forward that you're working on:

      • Look for the Drafts folder in the folder list. All drafts are kept there until they're either sent or deleted.
      • Look for your draft in the same folder as the original message. The word Draft will appear in the message list next to the name of the person who sent the original message.

        drafts folder

      • Once you've found the draft, click it in the message list to view it in the reading pane. You can click Discard message Discard to delete the draft, or continue working on it.

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      What else do I need to know?

      • When you're composing a message, you can pop it out into a new window by clicking the pop out icon Pop out option in the upper corner of the message.
      • You can add more recipients to any message that you send by typing their name or email address in the To or Cc field at any time before you send it.
      • You can add an attachment or embed a picture in a message. To add an attachment, go to the top of the message window and click attach a file Attach, and browse the attachment or picture you want to add and click Open to add it. Select Insert pictures inline to embed the image in the message.

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  • Working with attachments
    • Creating a new message is as simple as clicking New and composing your message. You can respond to messages you've received by using the links at the top of each message in the reading pane in Outlook Web App. When you select Reply, Reply all or Forward, a new message will be appear in the reading pane.

      The following topics are covered:


      How do I create a new message

      To create a new message:

      1. Click the New icon New icon  next to the Search bar and a new message form will appear in the reading pane.
      2. To add recipients, type the name of anyone who is in your contacts folder or organization's address list, or type the email address in the To or cc field. The first time you enter a particular person's name, Outlook on the web searches for that person's address. In the future, the name will be cached so it will resolve quickly.
      3. Add a subject.
      4. Type the message you want to send.
      5. When you're done and your message is ready to go, click Send message Send. 

      How do I reply to a message?

      When you reply to a message, the subject is automatically copied and a prefix indicating that it's a reply is added at the beginning. The text of the original message is automatically copied into the new message.

      To reply only to the person who sent the message:

      1. Select the message in the reading pane.
      2. At the top of the message, click the arrow on Reply all, and select Reply  . A new message will appear addressed to the sender of the original message.

        Reply arrow

      3. Add your response.
      4. Click Send message Send at the top of the message.

      To reply to the sender of a message and all other recipients:

      1. Select the message in the reading pane.
      2. At the top of the message, click  Reply all. A new message will appear addressed to the sender and to all other recipients of the original message. Reply all

      3. Add your response.
      4. Click Send message Send at the top of the message.

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      How do I forward a message?

      When you forward a message, the subject is automatically copied and a prefix indicating that it's a forward is added at the beginning. The text of the original message is automatically copied into the new message.

      1. Select the message in the reading pane.
      2. At the top of the message click the arrow next to Reply all and select  Forward. A new message will appear.

        Forward message

      3. On the To line, enter the name or e-mail address of the person you want to forward the message to. You can also click To or Cc to jump to your address lists.
      4. Add any other information that you want in the message, such as a quick note explaining why you're forwarding it.
      5. Click Send message Send at the top of the message.

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      What else can I do with a message I'm writing?

      • To add an attachment, click attach button Attach at the top of the screen and browse to the file you want to attach.
      • To embed a picture in the message so that it appears without the recipient having to open it, click Insert pictures inline Insert pictures inline and browse to the picture you want to add to your message.
      • For still more options, you can click the extended menu.

        extended menu

      • From there, you can choose the following options:
        • Save draft Outlook on the web automatically saves your messages as you compose it, but you can force a save at any time.
        • Insert signature If you've created a signature in Mail settings, but didn't configure it to be automatically added to your messages, you can add it by clicking here.
        • Show from If you have permission to send from more than one address, you can use this field to change the from address of the message you're composing.
        • Set importance Use this to set message importance. This won't change how the message is handled, but will let recipients know if it's high or low importance.
        • Switch to plain text/Switch to HTML
        • Show message options. Message options is where you can set message sensitivity, or request receipts. The sensitivity settings are Normal, Personal, Private, and Confidential. They are informational only, they don't change how the message is handled.

          Messaging Options

          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.

        • If rights management settings are available for your account, you will also see an option to Set permissions. As an example, you can use permissions to prevent recipients from forwarding a message that you've sent, or from using reply all to respond to a message that you've sent.
      • Bcc Use this setting to either show the Bcc field.

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      What if I can't finish writing my response right now?

      Outlook on the web automatically saves the message you're working on so that you can safely click away from it to do something else without losing your changes. To return to a reply or forward that you're working on:

      • Look for the Drafts folder in the folder list. All drafts are kept there until they're either sent or deleted.
      • Look for your draft in the same folder as the original message. The word Draft will appear in the message list next to the name of the person who sent the original message.

        drafts folder

      • Once you've found the draft, click it in the message list to view it in the reading pane. You can click Discard message Discard to delete the draft, or continue working on it.

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      What else do I need to know?

      • When you're composing a message, you can pop it out into a new window by clicking the pop out icon Pop out option in the upper corner of the message.
      • You can add more recipients to any message that you send by typing their name or email address in the To or Cc field at any time before you send it.
      • You can add an attachment or embed a picture in a message. To add an attachment, go to the top of the message window and click attach a file Attach, and browse the attachment or picture you want to add and click Open to add it. Select Insert pictures inline to embed the image in the message.

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  • Create and add an email message signature
    • An email signature is text that you can add to the end of outgoing messages. If you use both Outlook Web App and Outlook, you need to create a signature in each.

      Use the Mail tab to customize the settings for messages. You can do things like set up a signature to be added to the messages you send, or control message tracking.

      Configure your signature

      1. Log into Outlook on the web using your account credentials.
      2. Click on the Settings icon settings icon and under the 'Your app settings' heading, click Mail. This will open the Mail options. Alternatively, you can simply search "signature" from within the search box near the top of the Settings pane (If you do this, proceed to step 4).
      3. Expand the Mail | Layout menus located in the left-hand navigational pane.
      4. Click Email signature.
      5. Make the desired changes:

         SETTING  DESCRIPTION
         Automatically include my signature on new messages I compose   Select this check box to automatically include your signature on all outgoing items.
         Automatically include my signature on messages I forward or reply to  Select this check box to automatically include your signature on all replies and forwards.
         Text Box  Type the signature you want to use in the text box. Use the formatting bar to format the  font as you want it to appear.

      6. Click SAVE button to save your changes.

      What else do I need to know?

      • If you don't select the check box to automatically include your signature on messages you send, you can add your signature to a message by clicking the extended menu at the top of the message and selecting insert signature.
      • You can't include an image file (such as a .gif or .tif) in your signature in Outlook on the web.

      See Also:



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  • 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.

        Other Filters
      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.

      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.

      Use has:attachment to find items that have one or more attachments.

      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.

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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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      See Also:



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Organizing Email

Documentation

  • Working with messages
    • Some people just read their email. Messages come in, they read them or reply to them and otherwise don't make any changes. Outlook Web App offers you several options for working with messages that you've received. Among other things, you can move messages, organize them into folders, and flag them for follow up.



      Working in the message list

      The message list is designed to help you work through messages quickly. You can use controls next to every message to find messages that were sent with high or low importance, or that have an attachment. You can also use a single click to delete a message, or to flag it for follow-up. By right-clicking a message, you can access a list of other actions you can take, such as creating an Inbox rule or adding a category.

      Search/Sort

      You have the ability to search for a message or to sort the message listing.

      search and sort

      • To search for a message or people/contact, enter the desired search string, or use the preset search filters: In folders | From | Options | Date
      • Once you search your desired string select the filters to find a specific message. 

      Click to select, delete, or flag

      When you hover over a message, you will see icons to select it, delete it, or flag it.

      message hover

      • To select a message, either click it or hover over it and click the check box next to the message.
      • To delete a message, click the delete icon.
      • To mark a message, select the mark icon next to the delete icon.
      • To flag a message, click the flag icon. For more flag options, right-click the flag icon.
      • To pin a message, select the pin icon. This keeps this message at the top of your folder.

      Right-click actions

      Right-click a message in the list view to see a menu of other actions you can take. These actions include:

      Recevied message options

      • Reply/Reply All/Forward to respond directly you can select the message or right click to get these options
      • Delete/Archive select if you want to delete a message
      • Mark as read/unread Marks an unread message as read, or a read message as unread.
      • Move Lets you move a message to another folder. If you want to create a folder to move the message to, you can right-click a folder in the move window to create a new subfolder. You can also move a message by clicking it and dragging it to a different folder.
      • Ignore Moves all items in the conversation to your Deleted Items folder and creates a rule to move all future items in this conversation to your Deleted Items folder.
      • Categorize You can use categories to help you organize items in your Inbox.
      • Create rule Use this to quickly create a rule based on the selected message.
      • You may also see an option to Assign policy. This will be available only if your administrator has turned on retention policies for your mailbox.

      Multi-select

      You can select more than one message in the list view either by using the check boxes or by clicking individual messages. To select multiple adjacent items, click the first and last items while you hold down the SHIFT key. To select items that aren't adjacent, hold down the CTRL key as you click each item you want to select.

      After you've made your selection, you can either right-click to see a menu of actions, or use the options in the reading pane to delete, flag, or move the items. Click Cancel to clear the selected items.

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      Flags and reminders

      When you flag a message, today is automatically assigned as the follow-up date. You can set a different follow-up date by right-clicking the flag. To mark a flagged item as complete, click the flag and it will change to a check mark. To mark a completed item as not complete, click the check mark and it will revert to a flag. To remove the flag, right-click the flag icon and select Clear flag.

      flag options

      You can find all of your flagged items by going to Tasks, or by clicking the view menu at the top of the message list and selecting Sort by > Flagged.

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      Categories

      • In addition you can apply a category by clicking Categories.
      • You can remove categories individually by clicking Categories and clearing the check mark next to the categories you want to remove. You can also use Clear categories to remove all categories from the selected message.
      • If you want something other than the default categories, choose Manage categories from the Categorize menu. Use Add new category to create a new category and assign it a color.

        manage categories

      • You can't rename existing categories, but you can change their color. To change the color of a category, in the Manage categories window, click the triangle next to the category you want to change to show the color palette. Choose the color you want, and then click OK to save your change or Cancel to discard it.

        change category color

      • To find messages that are tagged with a category, go to the search box at the top of the list view and enter category:<category name>. For example, if you want to find everything in your Inbox with an assigned category of blue, you would search for category:blue.

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      Arranging the list view

      The default setting for the list view is to group messages by conversation, and sort them by the date received with the newest messages on top. You can change this by clicking the sort control at the top of the list view. If you turn off conversations, messages will be displayed in the reading pane individually instead of as part of a conversation.

      Click on the down arrow located at the top right of the message list filter action down arrow. This will bring up the sort message menu.

      sort message menu

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      Filtering the list view

      By default, all messages in the current folder will be displayed in the list view. You can use the filters at the top of the list view to show only messages that are unread, messages that have your name in the To or Cc line, or messages that are flagged.

      If you choose Unread, only messages that haven't been marked as read will be displayed in the list view. While in the unread view, messages won't be automatically marked as read. You can mark individual messages as read by clicking Mark as read in the reading pane. To mark a conversation as read, right-click in the list view and choose Mark as read. After you mark a message as read while using the Unread filter, the message will disappear from the view.

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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. Review the doc for further details: Office 365 - Client performance during and after account migration.
      • 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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      See Also:



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  • Inbox rules
    • This topic shows you how to use Inbox and sweep Rules to automatically perform specific actions on messages as they arrive, based on criteria you select. For example, you can create a rule to automatically move all mail sent to a group you're a member of to a specific folder. When you setup a rule in Outlook Web App, the rule will be applied regardless of the client you are using.

      In addition to Inbox Rules, please review additional information on junk email and phishing options.

      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.

      To manage rules, click Settings icon settings icon > Options > Mail in the left-hand column > Automatic Processing> Inbox and sweep Rules.

      Note: The Outlook on the web client recently received an update to their options menu which is refelected in the document below. The old options menu encounters an error attempting to create a rule in Chrome when using the 'it was sent to' or 'it was received from' conditions in the rule.

      How do I manage Inbox rules?



      How to view existing inbox rules

      To view your existing Inbox and sweep rules, please follow these steps:

      1. Click the gear icon located in the top right corner of your screen.
      2. At the bottom of the "Settings" panel that is presented, click Mail under "My App Settings."
      3. Under the "Mail" category, click Inbox and sweep rules.
      4. You are now viewing your current inbox and sweep rules.

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      What you'll see on the Inbox and sweep Rules tab

      The Inbox and sweep rules tab shows you an overview of all your Inbox rules. From here, you can review what a rule does, turn rules off or on, create new rules, edit existing rules, or delete rules that you no longer need.

      Item

      Description

      add rulenew

      Use this to create a new Inbox rule.

      edit edit

      Highlight a rule, and then click here to view or edit the details of a rule.

      discard delete

      Highlight a rule, and then click Delete to delete it.

      move up move up

      Use this to move the selected rule up in the list. Rules are processed from top to bottom.

      Move down move down

      Use this to move the selected rule down in the list.

      refresh refresh

      Use this to refresh the list of rules.

      On

      Use the check box next to a rule to turn it on (box checked) or off (box not checked).

      Rule

      The name of the rule

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      How do I create a new rule?

      Note: Please note that rules are NOT case sensitive. For example, if you create a rule that sends an email containing the string of characters 'to' to junk, this will send any email with the string 'TO,' 'To,' 'tO,' and 'to' to the junk folder.

      Note: Please note that when you create a new inbox rule, it will not automatically be applied to your preexisting folders and items, but will instead be applied to future emails meeting the criteria of the rule you created.

      To create a new blank rule using the Inbox Rules tab, choose Add rule add new rule.

      The new rule window has three sections:

      Section

      Description

      When the message arrives, and it matches all of these conditions

      Use this box to select criteria for your rule. Use the down arrow to view and select the criteria you want to use.

      If the criteria have additional options, enter them in the window that appears.

      Do the following:

      Use this box to select the action you want taken when a message arrives that meets the criteria you selected.

      Except if it matches any of these conditions

      Use this box to add any exceptions to the conditions above. 

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      How do I edit a rule?

      You can edit any rule by selecting it and choosing edit edit to open the rule so that you can change the conditions or actions of the rule.

      How do I delete a rule?

      If you have a rule that you no longer want, you can select it and then click discard delete to remove it. If you just want to turn the rule off for a while, remove the check mark next to the rule.

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      How do I create a rule from a message?

      Note: Please note, that when you create a rule from an email message, it will not be applied to that current email, but will be applied to future emails meeting the same criteria you have selected.

      If you receive a email message and want to create a rule for it, perform the following steps:

      1. Right-click the message in the message list pane, then click create rule....
      2. Or while you view the message in the reading pane, select the extended menu extended menu and then choose create rule... from the menu.

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      What else do I need to know?

      • When you create a new rule in Outlook on the web, you may receive a warning that some rules that were created in Outlook and are currently disabled will be deleted. Before you delete those rules, you may want to sign in to your account using Outlook and check the rules to see if you want to keep them. Enable any rules you want to keep.
      • Rules are run from top to bottom in the order in which they appear in the Rules window. To change the order of rules, click the rule you want to move, and then click the move up up or Move down down arrow to move the rule to the position you want in the list.
      • Some types of messages won't trigger Inbox rules, including:
        • Delivery status notifications, which include non-delivery reports and system messages.
        • Read receipts and delivery receipts that are generated by an e-mail client.
        • Some automatic-reply (Out of Office) messages.
      • Each rule you create will take up space in a hidden section of your mailbox. This section is limited to 64 KB. The actual amount of space a rule uses depends on several factors, such as how long the name is and how many conditions you've applied. When you reach the 64 KB limit, you'll be warned that you can't create any more rules. If that happens, you'll have to delete or simplify some of your existing rules before you can create more. Some ways you can reduce the space used by rules are:
        • Delete rules you no longer need.
        • Shorten the names of your rules.
        • Combine one or more rules that do the same thing.
        • Remove criteria from rules.
      • When you create a forwarding rule, you can add more than one address to forward to. The number of addresses you can forward to is limited to 10 addresses. If you add more addresses than are allowed, your forwarding rule won't work. If you create a forwarding rule with more than one address, test it to be sure it works. A workaround for users who need to forward to more than 10 addresses is to create and use a list - WiscList or Google Group.

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Contacts

Documentation

  • People overview
    • People/Contact is where your personal contacts are stored and where you can view any address books that have been set up for your organization.

      The following topics are covered:

      Note: All the instructions below assume you are within the "People" application.


      Open People application

      1. Log into 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 People from the list of available apps.

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      What you'll see in People

      People View

      1. Search People. Type a person's name here to search for them in your contacts and in your organization's address book.
      2. List of all contacts in the current folder. This area will also provide your search results.
      3. Create a new contact by selecting New --> Contact.
      4. This is the contact card for the selected person.
      5. Actions you can take directly from the contact card. Select the icons to send a message or schedule a meeting request. For more information, see Actions you can take from a contact.

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      A miniature contact card

      You can hover over or select any name in the sender, To, or Cc fields of a message to see a brief summary of their contact information. This same information appears in the reading pane at the top of every entry in People.

      It includes their IM status (if available), name, job title, and icons that you can select to send them a message, start an IM session with them, or create a meeting invitation addressed to them.

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      Create a new contact

      To create a contact, select the button New and click Contact.

      New Button

      This will open a blank contact form. Fill in any details that you like to add about your new contact.

      Add Contact

      Click the + sign located next to each attribute to open more options. For example, if the person you're adding to your contacts has multiple phone numbers, select the + sign next to Phone to add additional phone numbers.

      When you're done, click Save button to save your changes or click Cancel to cancel creation of the contact.

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      Create a contact group

      You can create two types of contact groups in Outlook on the web. The first is a personal contact group, which is a group that is stored in your Contacts folder under Groups and can contain entries from your personal Contacts and from your organization's address book.

      To create a personal contact group, select the plus from the tab Groups.

      Add a new group

      This will open a blank group form. Enter the group name that you want and any notes. Once finished click Create.

      Fill in the appropriate information

      To add members, type the name of the person you want to add in Add Members. Outlook on the web will search for a match in your Contacts and in your organization's address book. If a match isn't found, you can search for that person. You can also type an email address directly in Members. Press Enter to add your selection to the group.

      Note: Users you add to a group must be affiliated with the University, otherwise you will not be able to add them.

      Add Member to your group

      If you select Not now, you will be able to add more members once you open up your group.
      Your new group will be shown under the Groups tab.

      Your group shows up under the group tab

      If you open your group you will see something similar to what is displayed below. In the top right corner you will be able to view how many members are in your group. 

      What you will see in your new group

      To edit the group click on the extended menu and select Edit group. Here you will be able to add more members, change the group name and view activity of the group.

      Edit Group

      When you're done, select Save to save your changes or Discard to cancel.

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      Create a contact from a message

      You can add any contact that you see in a message to your Contacts. To add a contact from a message:

      1. Select the name to see the miniature contact card.
      2. Click Add - add new contact card screen will appear.
      3. Add any additional information you want.
      4. Click Save to add the card to your Contacts, or Cancel to cancel.

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      Edit a contact

      Find and select the contact that you want to edit. You can only edit contacts in the folders under My Contacts. When you select a contact, you'll see their details in the reading pane. To edit their information, select Edit. Make any changes that you want, and then click Save to save your changes or Discard to cancel.

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      Linking and unlinking contacts

      Outlook on the web detects contacts that have the same or very similar display names and will link them into a single view. To see which contacts have been linked, choose a contact card, and then if that contact has links, Links will show up on the action tool bar. (Not all contacts will have links.)

      Links shown for contact

      You can unlink a specific contact by clicking on the X. 

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Calendar Basics

Documentation

  • Calendar overview
    • Your calendar lets you create and track appointments and meetings. You can create multiple calendars, link to other people's calendars, and even share your calendar with other people in your organization.

      The following topics are covered:


      What you'll see in Calendar

      After your Inbox, the calendar is probably where you'll spend the most time when using Outlook on the web. You can view your calendar four different ways: Day, Work week, Week, and Month.

      Quickly view event details

      You can click any event in your calendar to see a quick view of that event.

      An event that you create will show you as the creator and have a link to edit or delete the event.

      meeting you created

      A meeting that you've been invited to will show the organizer and include links to respond to the invitation. If the organizer has included an online meeting invitation, you'll see a link to join the meeting.

      meeting invitation

      Week view

      Week view is the default view when you first visit your calendar in Outlook on the web. You can change that to Day, Work week, or Month by using the options in the upper corner.

      Calendar week view

      1. Create a new event by clicking New. An event can be an appointment, a meeting, or an all-day event.
      2. Use the calendars to navigate from one date to another. Shading indicates the week you're currently viewing, and darker shading marks the current date. You can use the calendar icon at the top to collapse or expand this side of the calendar view.
      3. You can view more than one calendar at a time. This section lets you create other calendars, such as a calendar just for a specific project or to track personal appointments. You can also add other people's calendars and select which to display. If you select multiple calendars to display, they'll be merged into a single view with each calendar given a different color.
      4. This is another area that you can use to navigate from one day to another. Click on the arrow and you will be able to select a month. Or click the arrows on either end to see the dates before or after those displayed.
      5. The main window, where calendars will be displayed. Double-click any white space in this window to create a new calendar item. Or, click and drag to create a new item in the time you've selected.
      6. Select the view you want, and share or print your calendar.

      Day view

      The day view is most useful if you have a very busy schedule, or if you want to view multiple schedules side by side. The controls remain the same, only the view has changed.

      Month view

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

      Calendar Month View

      1. Shading shows the current date.
      2. Slightly lighter shading shows the selected month.
      3. The agenda for the selected day. You can create a new item on the current date by double-clicking the white space in the agenda.
      4. Shaded item is an all-day event.

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      Open an event in a separate window

      By default, you read and create events on an overlay on the main calendar page, but that isn't always what you need. Sometimes you need to be able to view an event in a separate window. You can pop any event out into a new window by clicking the pop-out icon in the upper corner of the message.

      Creating calendar items

      To open a new calendar item in any view, you can click New event icon or double-click any white space within your calendar view. In the day, work week, and week view, you can click or drag to select a block of time. Or you can type the subject directly on the calendar. Double-click the new item to open it and add other details.

      Create an appointment

      Click New event button or double-click the calendar to open a new calendar item form.
      new calendar even

      1. Title/Subject - Enter a short description of the event.
      2. Location - Add a location if you want.
      3. Select the start/end date.
      4. Select the start/end time.
      5. All day - Select All day for an all-day event. All-day events appear at the top of the calendar. If you select the All day checkbox to create an all day appointment, the appointment will turn into an all day event and it changes the Show as default from "Busy" to "Free." This means when others view your calendar, it will show you as free for the days that you have an all day event. If you want specific times set to show as busy, make sure to create appointments that have a start/end time.
      6. Private - A calendar event you mark as Private displays as "Private Appointment" when your calendar is viewed by other people. No other details will be available.
      7. Repeat - Set a repeating pattern if you want this event to repeat, you can also select if you would like a reminder.
      8. Save to calendar - If you have write access/permissions to more than one calendar, choose which calendar to save it to.
      9. Reminder - Set a reminder if you want.
      10. Show as - The default setting is Busy, except when the All day checkbox is selected (see Step 5 above). The "Show as" field allows you to set how this block of time will display on your calendar when viewed by other people. Choices include: Free, Working elsewhere, Tentative, Busy, Away.
      11. Notes area - Use the Notes area to add any other information/details you want.
      12. Save or Discard - Click Save icon to save your changes or Discard icon to cancel.

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      Create a meeting

      A meeting is a calendar event that you send to other people. You create a meeting the same way you do an appointment, but you invite attendees and may add a resource such as a conference room/equipment.

      After you've selected New event icon, you follow most of the same steps. To turn a calendar item into an invitation, start by entering the names of people you want to invite in the Attendees field. Enter the email address of external user (example: bucky@gmail.com, badger@yahoo.com)

      add attendees

      1. You can type names directly in the Add People field to add them.
        If more than one result is returned, select either NetID@wisc.edu or first.lastname@wisc.edu. This will ensure that the right person receives the invitation. If you cannot select the correct user, use the campus directory search to find the appropriate email address to select from.
        Note: If you use the + (Add Attendees) button, the results of your search will be presented in a different format.
      2. Enter a location, or select Add a room to see a list of available conference rooms from your organization's address book. Select Scheduling Assistant to show the calendars of attendees. You can also add or remove attendees and automatically schedule resources such as conference rooms. Important: Only the first 100 rooms (alphabetically) will be returned - this is a known issue.
      3. To see the availability of attendees and conference rooms, select Scheduling Assistant. When you're done, click OK icon to save your changes or Discard icon to cancel. Either will take you back to the event form where you can make any other changes you want before sending. For more information, see Using the Scheduling Assistant.
      4. Click Send icon to save your changes and send the invitation to the attendees or Discard icon to cancel.

      Review the following information if you included external user(s) as an attendee:

      • This person will automatically be notified about the event invitation via email. Event request emails will have the subject Event Request Notification: [Event Name], and there will be an attached .ics file with details.
      • This person, depending on the client they are using, may have the ability to save this event within their calendar application.
      • If the application they are using is able to process the ics file, you may receive a response from them (via email) which would include the action they took on the invitation (such as accepted or declined)
      • The event in your calendar will not get updated with this attendees response. It will always show as undecided.

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      What if I want to know more?



      Back to top
  • Assign 'Read' Permissions to your calendar
    • When using Office 365, there may be times when you want to share your calendar with other UW-Madison Office 365 users, or users outside of UW-Madison's Office 365 implementation. This document will provide you basic instructions on how to do this.

      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 calendar 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.

      What does it mean to share your calendar internally (with other UW-Madison Office 365 users)?

      When sharing your calendar internally, you have the ability to share at the default and/or the individual level. You can use Outlook on the web, or a supported Outlook client to assign different individual users different permission levels to your calendar.

      Note: By default, all users have "Free/Busy" lookup between each other. This setting can be managed by modifying the permissions set on the Default user. This can only be modified using an Outlook desktop client. Use the instructions within the 'Outlook 2016 and 2013 for Windows default calendar sharing modification' or 'Outlook 2016 for Mac default calendar sharing modification' section below.

      What does it mean to share your calendar externally (with users not in UW-Madison Office 365)?

      When sharing your calendar externally, this will allow you to provide any user with a unique URL (.html or .ics) that they can use to view your calendar. This URL will only allow them to view your calendar data.

      Note: At this time, Microsoft currently has a six month limit on the amount of data retrieved from the current date. If you need data shown beyond this limit, we suggest you use ShareURL.


      Sharing your calendar internally

      •  Outlook on the web calendar sharing with individuals:
          1. Login to Outlook on the web.
          2. Open the App Launcher, which is located in the top left-hand corner of Outlook on the web.
          3. Select "Calendar" from the list of available apps.
          4. On the top ribbon of the calendar view, click Share, and you will be presented with a drop-down menu of your calendars. Your default or primary calendar is labeled "Calendar".
          5. After selecting the calendar that you want to share, you will be presented with a new window where you can choose whom the calendar is going to be shared with, and the level of permissions you want to give them.
          6. In the Share with: box, type the name or email address of whom you want to share your calendar with. You can add more than one person or address to share your calendar with.
          7. After you've selected the people who you want to share your calendar with, select the level of permissions from the drop-down menu located to the right of their name.
          8. The Subject field defaults to a generic message, but it is recommended to change it to something more descriptive, to let the person know what level of access you are granting them.
          9. Once you've finished adding people to share with, setting their permission levels, and choosing which calendar to share with them, select Send.

      •  Outlook 2016/2013 for Windows calendar sharing with individuals:
          1. Start Outlook.
          2. Navigate to your calendar by clicking on the Calendar tab or icon in the lower left-hand corner of the Outlook 2016 or 2013 for Windows client.
          3. On the calendar screen, select your default calendar, which is labeled "Calendar". You can find your list of calendars on the left-hand side of the client.
          4. Right or alternate click "Calendar", and select Properties... from the drop-down menu.
          5. The Calendar Properties window will appear, click the Permissions tab near the top of the window.
          6. Click Add..., which will open a new window for you to search for the person who you want to give access to your calendar. Once you've found the person, select their name and click Add ->. You can add more than one person at a time.
          7. Automatically, the new person(s) you have given access to your calendar will have the permission level of "Free/Busy time". You can change their level of permissions via the Permission Level: drop-down menu.
          8. Click Apply, then OK to save your changes and return to your calendar screen.

      •  Outlook 2016 for Mac calendar sharing with individuals:
          1. Start Outlook 2016 for Mac.
          2. Navigate to your calendar by clicking on the Calendar tab or icon in the lower left-hand corner of the Outlook 2016 for Mac client.
          3. On the calendar screen, select your default calendar, which is labeled "Calendar". You can find your list of calendars on the left-hand side of the client.
          4. Right or alternate click "Calendar", and select Sharing Permissions... from the drop-down menu.
          5. The Calendar Properties window will appear, click Add User... and search the name or email address of the person who you want to give access to your calendar. Once you've found the person, select their name and click Add.
          6. Automatically, the new person you have added to your calendar will have the permission level of "None". You can change their level of permissions via the Permission Level: drop-down menu.
          7. Click OK to save your changes and return to your calendar screen.

      •  Outlook 2016/2013 for Windows default calendar sharing modification:
          1. Start Outlook.
          2. Navigate to your calendar by clicking on the Calendar tab or icon in the lower left-hand corner of the Outlook 2016 or 2013 for Windows client.
          3. On the calendar screen, select your default calendar, which is labeled "Calendar". You can find your list of calendars on the left-hand side of the client.
          4. Right or alternate click on the calendar, and then click Properties from the drop-down menu.
          5. Select the Permissions tab at the top of the Calendar Properties window that opens.

            By default, all users have "Free/Busy" lookup between each other. This setting can be managed by modifying the permissions set on the Default user.

          6. 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.

            To fully restrict others from seeing your calendar, set the Read permission level to "None". This setting will only restrict others from viewing your availability, but they will still be able to invite you to a meeting. If you wish others to have greater access to your calendar, use "Free/Busy time, subject, location" or "Full Details".

            Please note that 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.

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

      •  Outlook 2016 for Mac default calendar sharing modification:
          1. Start Outlook 2016 for Mac.
          2. Navigate to your calendar by clicking on the Calendar tab or icon in the lower-left hand corner of the Outlook 2016 for Mac client.
          3. On the calendar screen, select your default calendar, which is labeled "Calendar". You can find your list of calendars on the left-hand side of the client.
          4. On the top ribbon, select the Home tab.
          5. Click on Calendar Permissions, this will open the Calendar Properties window.

            By default, all users have "Free/Busy" lookup between each other. This setting can be managed by modifying the permissions set on the Default user.

          6. Make sure the Default user is selected, and use the options within the Read box to change the desired default read permissions for your calendar.

            To fully restrict others from seeing your calendar, set the Read permission level to "None". This setting will only restrict others from viewing your availability, but they will still be able to invite you to a meeting. If you wish others to have greater access to your calendar, use "Free/Busy time, subject, location" or "Full Details".

            Please note that 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.

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


      Sharing your calendar externally

      Note: For all clients, starting/stopping publishing your calendar must be done via Outlook on the web.

      •  Start publishing:
          1. Login to Outlook on the web.
          2. Open the App Launcher in the top left-hand corner of the Outlook on the web window.
          3. Select Calendar from the list of available apps.
          4. From your list of calendars on the left-hand side of the window, find "My calendars", underneath this will be your default calendar, labeled "Calendar".
          5. Right or alternate click on the calendar, and click Permissions... from the drop-down menu.
          6. Underneath the Outside my organization section, look for Public calendar, and select the level of access in the drop-down menu to be, "Full details".
          7. Click Save, which will save your settings and return you to the calendar screen.
          8. To find the URLs you can use to view or subscribe to your calendar, go back to the calendar list on the left-hand side of the window, right or alternate click on "Calendar" again, and select Permissions... from the drop-down menu.

            The "View calendar" URL (.html) is for users who will be viewing your calendar via a web browser.

            The "Subscribe to calendar" URL (.ics) is for users who will be subscribing to your calendar via web or local clients, such as Outlook 2016 for Windows.

            Note: Remember, subscribing to a calendar in this method does not allow for any modifications to be made as it only provides 'read' access to calendar items.


      •  Stop publishing:
          1. Login to Outlook on the web.
          2. Open the App Launcher in the top left-hand corner of the Outlook on the web window.
          3. Select Calendar from the list of available apps.
          4. From your list of calendars on the left-hand side of the window, find "My calendars", underneath this will be your default calendar, labeled "Calendar".
          5. Right or alternate click on the calendar, and click Permissions... from the drop-down menu.
          6. Underneath the Outside my organization section, look for Public calendar, and select the level of access in the drop-down menu to be, "Not shared".
          7. Click Save, which will save your settings and return you to the calendar screen.

      See Also:



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

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


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

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

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

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

            app_launcher_icon

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



      •  Remove a calendar via Outlook on the web

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

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

            app_launcher_icon

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


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

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

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

          1. Within Outlook, click Calendar.
          2. Next, click the Home tab.
          3. In the Manage Calendars group, click Open Calendar.
          4. Select Open Shared Calendar... from within the drop-down menu.
          5. Type a name in the Name box, or click Name to select a name from the Global Address Book. This does not search against your personal contact list.

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

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


      •  Remove a calendar via Outlook 2016/2013 for Windows

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

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


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

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

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


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

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

      See Also:



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  • Using the scheduling assistant
    • You can usually set up a meeting invitation using the default new event page, but sometimes you'll want extra help to coordinate multiple schedules or search for resources.

      For further details regarding changing the default calendar permissions, you can refer to the following document Document 43405 is unavailable at this time..

      The following topics are covered:


      Open the Scheduling Assistant

      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.

        Select Calendar

      3. Select New and then Calendar event.

        New Event

         Tip    You can start entering meeting information here, or wait until you've finished with the Scheduling Assistant.

      4. Select Scheduling assistant.

        Scheduling Assistant

      The date, time, duration of your meeting, and any attendees that you added before you opened the Scheduling Assistant will be carried over and you can change them as needed.

      Select attendees

      Type the names of people you want to invite in the Attendees box. This box works just like the To line in a new message. Outlook on the web will search for matches as you type. If no match is found, or the matches returned aren't correct, you can search for attendees.

      Each person you add will automatically be added as Required. To change that status, right-click the name or, if you're using a touch device, touch and hold the name, and then select Attendance optional. As you add people you'll see a count of the total number of people invited and how many conflicts there are.

      To remove an attendee, select the remove icon Remove Icon next to their name.

      Choose a location

      You can select Add a room at the bottom of the Scheduling Assistant to see conference rooms from your organization's address list. The Scheduling Assistant automatically shows only rooms that are available at the time you've currently set, but you can see other rooms if you want to.

      After you've selected a room, it will be added to the calendar grid. You can change the conference room by selecting Change room. To remove the conference room, click the remove button Remove Icon next to the room.

      Add Room

      View calendars

      As you add attendees and a location, their calendar information will appear in the calendar grid. You can select day or week view at the top of the calendar. If you select week view, the calendar grid will show a merged view of the attendees' calendars.

       Tip    In week view, you can hover over a block of time to see more information about conflicts at that time.

      Week View

      Finish

      When you've finished, click Check Mark OK to save your changes or Remove Icon Discard to cancel.

      You'll be returned to the new event window, where you can finish adding details to your meeting. When you've finished, click Send Send to send the invitation, or Remove Icon Discard to cancel all your changes.

      What if I want to know more?

      Office 365 (Outlook on the web) - Calendar Overview

      Document is unavailable at this time.


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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 print Print 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 print Print at the top of the page to continue, or select discard Cancel to leave the print window and return to your calendar.
      2. To close the print window, click or tap away from it, or select discard Cancel.

      What if I want to know more?

      Office 365 (Outlook on the web) - Calendar Overview



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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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      See Also:



      Back to top

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.

      See Also:



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  • Assign 'write/modify' permissions to your calendar
    • When using Office 365, there may be times when you want to share your calendar with other UW-Madison Office 365 users, or users outside of UW-Madison's Office 365 implementation. This document will provide you basic instructions on how to do this.

      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 calendar 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.

      What does it mean to share your calendar internally (with other UW-Madison Office 365 users)?

      When sharing your calendar internally, you have the ability to share at the default and/or the individual level. You can use Outlook on the web, or a supported Outlook client to assign different individual users different permission levels to your calendar.

      Note: By default, all users have "Free/Busy" lookup between each other. This setting can be managed by modifying the permissions set on the Default user. This can only be modified using an Outlook desktop client. Use the instructions within the 'Outlook 2016 and 2013 for Windows default calendar sharing modification' or 'Outlook 2016 for Mac default calendar sharing modification' section below.

      What does it mean to share your calendar externally (with users not in UW-Madison Office 365)?

      When sharing your calendar externally, this will allow you to provide any user with a unique URL (.html or .ics) that they can use to view your calendar. This URL will only allow them to view your calendar data.

      Note: At this time, Microsoft currently has a six month limit on the amount of data retrieved from the current date. If you need data shown beyond this limit, we suggest you use ShareURL.


      Sharing your calendar internally

      •  Outlook on the web calendar sharing with individuals:
          1. Login to Outlook on the web.
          2. Open the App Launcher, which is located in the top left-hand corner of Outlook on the web.
          3. Select "Calendar" from the list of available apps.
          4. On the top ribbon of the calendar view, click Share, and you will be presented with a drop-down menu of your calendars. Your default or primary calendar is labeled "Calendar".
          5. After selecting the calendar that you want to share, you will be presented with a new window where you can choose whom the calendar is going to be shared with, and the level of permissions you want to give them.
          6. In the Share with: box, type the name or email address of whom you want to share your calendar with. You can add more than one person or address to share your calendar with.
          7. After you've selected the people who you want to share your calendar with, select the level of permissions from the drop-down menu located to the right of their name.
          8. The Subject field defaults to a generic message, but it is recommended to change it to something more descriptive, to let the person know what level of access you are granting them.
          9. Once you've finished adding people to share with, setting their permission levels, and choosing which calendar to share with them, select Send.

      •  Outlook 2016/2013 for Windows calendar sharing with individuals:
          1. Start Outlook.
          2. Navigate to your calendar by clicking on the Calendar tab or icon in the lower left-hand corner of the Outlook 2016 or 2013 for Windows client.
          3. On the calendar screen, select your default calendar, which is labeled "Calendar". You can find your list of calendars on the left-hand side of the client.
          4. Right or alternate click "Calendar", and select Properties... from the drop-down menu.
          5. The Calendar Properties window will appear, click the Permissions tab near the top of the window.
          6. Click Add..., which will open a new window for you to search for the person who you want to give access to your calendar. Once you've found the person, select their name and click Add ->. You can add more than one person at a time.
          7. Automatically, the new person(s) you have given access to your calendar will have the permission level of "Free/Busy time". You can change their level of permissions via the Permission Level: drop-down menu.
          8. Click Apply, then OK to save your changes and return to your calendar screen.

      •  Outlook 2016 for Mac calendar sharing with individuals:
          1. Start Outlook 2016 for Mac.
          2. Navigate to your calendar by clicking on the Calendar tab or icon in the lower left-hand corner of the Outlook 2016 for Mac client.
          3. On the calendar screen, select your default calendar, which is labeled "Calendar". You can find your list of calendars on the left-hand side of the client.
          4. Right or alternate click "Calendar", and select Sharing Permissions... from the drop-down menu.
          5. The Calendar Properties window will appear, click Add User... and search the name or email address of the person who you want to give access to your calendar. Once you've found the person, select their name and click Add.
          6. Automatically, the new person you have added to your calendar will have the permission level of "None". You can change their level of permissions via the Permission Level: drop-down menu.
          7. Click OK to save your changes and return to your calendar screen.

      •  Outlook 2016/2013 for Windows default calendar sharing modification:
          1. Start Outlook.
          2. Navigate to your calendar by clicking on the Calendar tab or icon in the lower left-hand corner of the Outlook 2016 or 2013 for Windows client.
          3. On the calendar screen, select your default calendar, which is labeled "Calendar". You can find your list of calendars on the left-hand side of the client.
          4. Right or alternate click on the calendar, and then click Properties from the drop-down menu.
          5. Select the Permissions tab at the top of the Calendar Properties window that opens.

            By default, all users have "Free/Busy" lookup between each other. This setting can be managed by modifying the permissions set on the Default user.

          6. 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.

            To fully restrict others from seeing your calendar, set the Read permission level to "None". This setting will only restrict others from viewing your availability, but they will still be able to invite you to a meeting. If you wish others to have greater access to your calendar, use "Free/Busy time, subject, location" or "Full Details".

            Please note that 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.

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

      •  Outlook 2016 for Mac default calendar sharing modification:
          1. Start Outlook 2016 for Mac.
          2. Navigate to your calendar by clicking on the Calendar tab or icon in the lower-left hand corner of the Outlook 2016 for Mac client.
          3. On the calendar screen, select your default calendar, which is labeled "Calendar". You can find your list of calendars on the left-hand side of the client.
          4. On the top ribbon, select the Home tab.
          5. Click on Calendar Permissions, this will open the Calendar Properties window.

            By default, all users have "Free/Busy" lookup between each other. This setting can be managed by modifying the permissions set on the Default user.

          6. Make sure the Default user is selected, and use the options within the Read box to change the desired default read permissions for your calendar.

            To fully restrict others from seeing your calendar, set the Read permission level to "None". This setting will only restrict others from viewing your availability, but they will still be able to invite you to a meeting. If you wish others to have greater access to your calendar, use "Free/Busy time, subject, location" or "Full Details".

            Please note that 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.

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


      Sharing your calendar externally

      Note: For all clients, starting/stopping publishing your calendar must be done via Outlook on the web.

      •  Start publishing:
          1. Login to Outlook on the web.
          2. Open the App Launcher in the top left-hand corner of the Outlook on the web window.
          3. Select Calendar from the list of available apps.
          4. From your list of calendars on the left-hand side of the window, find "My calendars", underneath this will be your default calendar, labeled "Calendar".
          5. Right or alternate click on the calendar, and click Permissions... from the drop-down menu.
          6. Underneath the Outside my organization section, look for Public calendar, and select the level of access in the drop-down menu to be, "Full details".
          7. Click Save, which will save your settings and return you to the calendar screen.
          8. To find the URLs you can use to view or subscribe to your calendar, go back to the calendar list on the left-hand side of the window, right or alternate click on "Calendar" again, and select Permissions... from the drop-down menu.

            The "View calendar" URL (.html) is for users who will be viewing your calendar via a web browser.

            The "Subscribe to calendar" URL (.ics) is for users who will be subscribing to your calendar via web or local clients, such as Outlook 2016 for Windows.

            Note: Remember, subscribing to a calendar in this method does not allow for any modifications to be made as it only provides 'read' access to calendar items.


      •  Stop publishing:
          1. Login to Outlook on the web.
          2. Open the App Launcher in the top left-hand corner of the Outlook on the web window.
          3. Select Calendar from the list of available apps.
          4. From your list of calendars on the left-hand side of the window, find "My calendars", underneath this will be your default calendar, labeled "Calendar".
          5. Right or alternate click on the calendar, and click Permissions... from the drop-down menu.
          6. Underneath the Outside my organization section, look for Public calendar, and select the level of access in the drop-down menu to be, "Not shared".
          7. Click Save, which will save your settings and return you to the calendar screen.

      See Also:



      Back to top
  • Working with Multiple Calendars
    • Outlook Web App lets you view more than one calendar at a time. The calendars might all be part of your account, or they might be a combination of your own calendars and calendars from people inside and outside of your organization. For information about calendar sharing and adding calendars that belong to other people to your calendar view, see Sharing your calendar.

      The following topics are covered:


      How do I create a new calendar?

      You can use the context menu to create additional calendars for your account as needed. For example, you might want to create a separate calendar for project deadlines, or for a sports team schedule. To create a new calendar:

      1. In the calendar navigation pane, right-click the calendar group that you want to create a new calendar in. Or, if you're using a touch device, touch and hold the calendar group. My calendars is a good place to create a calendar unless you're going to be creating a lot of calendars. If you expect to create a lot of calendars, you might want to create calendar groups to organize them. See What are calendar groups?
      2. Select New calendar.

        Create New Calendar menu

      3. Enter a name for your new calendar.
      4. Press Enter.

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      Managing multiple calendars

      • To add a calendar to or remove it from your calendar view, select it to turn the check mark on or off. You can also select the x next to the name at the top of the calendar window to close that calendar but not remove it from your calendar list.

        Managing Multiple Calendars

        Managing Multiple Calendars - delete from view

      • You can use the context menu to rename, delete, share, update permissions, or change the color of calendars that you own. To open the context menu, right-click if you're using a mouse, or touch and hold if you're using a touch device.

        Calendar Context Menu

      • If you've added a calendar that belongs to someone else to your calendar view, the context menu will let you rename, remove, or change the color of that calendar.

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      What are calendar groups?

      By default, you'll see two groups in the calendar navigation pane, My calendars and Other calendars. You can use the context menu to create additional groups.

      1. In the calendar navigation pane, right-click if you're using a mouse or touch and hold on a touch device, and select New calendar group.

        New Calendar Group, sub-section selection

      2. Enter a name for your new group and press Enter.

      Use the context menu of an existing group to create or open a new calendar in it, or to rename or delete the group.

       Note    You can't move a calendar between groups.

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      Viewing more than one calendar at a time

      • You can add as many calendars as you want to your account, and can view up to five at a time. If you're using the Week, Work week, or Month view and have turned on more than one calendar, they will be merged into a single view. The color of each calendar lets you know which items belong to which calendar. The background color of non-work hours will also change to match the active calendar.

        1-MoreThanOneCalendar

      • If you're using the Day view, you can view multiple calendars merged, or you can split them so that they appear side-by-side in the calendar window.

        More Than One Calendar view options

        More Than One Calendar view options

      • When you're viewing multiple calendars, you can change which one is active by selecting it at the top of the calendar window.

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      Creating items in different calendars

      • When you create a new calendar item by selecting New event or by selecting a time on the calendar, and the active calendar is one of yours, the new item will be created on the active calendar. You can change the calendar by selecting an available calendar from the Calendar list on the new item form. By selecting different colors for each calendar, you can tell which calendar is active, and which calendar an item has been saved in.
      • To move an item to a different calendar, edit it and select the calendar you want to move it to from the Calendar list.

        Creating Items in Different Calendars

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      What if I want to know more?



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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:



      Back to top
  • 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 | 2011 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

  • Tasks overview
    • Use your Tasks folder to keep track of things that you need to do but don't necessarily want to put on your calendar.

      The following topics are covered:


      Open Tasks application

      1. Log into 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 Tasks from the list of available apps.

        task icon

      What you'll see in Tasks

      In addition to tasks that you create, any message that you flag will appear in the Tasks folder.

      tasks application main screen

      1. Shows all tasks from different folders. Use this column to Flagged items and Tasks, filter/search by certain criteria, or just Tasks.
      2. The reading pane, where the content of the items you've selected is displayed. You can use the controls in the upper corner to make changes to the item if it's a task. If it's a message, the controls will be the same as you would see while reading your mail.
      3. When a new task is created, this screen will appear and you can fill out the information accordingly. 

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

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      Open a task in a separate window

      By default, you read and create tasks in the reading pane, but that isn't always what you need. Sometimes you need to be able to view or edit a task in a separate window.

      When you're making a new task, you can use the pop-out feature, it creates the task in a new window by clicking the multi-window icon located at the top right of the reading pane.

      To open a task that you're viewing in a separate window, click the extended menu icon at the top right corner, "..." and select open in separate window.

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      The tasks list

      Tasks includes tasks that you've created and messages that have been flagged.

      • You can switch between viewing Flagged Items and Tasks and just Tasks by using the folder list.
      • You can further choose which items to view by using the filters at the top of the task list: all, active, overdue, and completed.
      • You can also sort your tasks by using the drop-down menu next above the filters section. By default, tasks are filters by DUE DATE.
      • You can use icons in the task list to complete some quick tasks. Click the red 'X' to delete a task. Click the check mark image to mark a task as completed. To remove the flag click the flag icon.
      • To assign a task to a category, right-click on the task and select "Categories" from the sub-menu.

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      Creating tasks

      1. To create a new task, click New task icon located at the top left area of the Task screen.

        new task icon

      2. On the new task pane, enter the desired information.

        new task screen

      3. When you're done, click Save to save your changes or Discard to cancel.

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      Editing tasks

      To edit a task, select it in the list view, and then click Edit in the reading pane. When you're done, click Save to save your changes or Discard to cancel.

      Flagged messages will appear just as they would if you were viewing within Outlook application. You can respond to them from within Tasks.

      See Also:



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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.


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  • Configure Resource Scheduling Options/Settings/Permissions
    • A resource account is a non-person related account. Examples: meeting/conference rooms, audio-visual equipment, project, or vacation calendars. Users must be granted permissions to interact with a resource account.

      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.

      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).

      A room or equipment resource has its own calendar, which can be viewed and modified just like a person's calendar. When a request for a room or piece of equipment is accepted in Office 365, an event is added to the resource's calendar.


      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.


      Opening a resource calendar and accessing the settings

      Important: By default, when a resource is created, ANYONE can schedule/invite the resource. The event will show up within the resource calendar, but will require approval. You must be the primary owner of the resource to manage these settings. The primary owner can only be assigned by a domain administrator. Contact your domain administrator to find out who the primary owner of a resource.

      1. Log into Office 365 account via Outlook on the web.
      2. Click your name in the top right corner and select Open another mailbox from the dropdown list.
      3. Enter the resource name and either select it from the automatic look up list or click Search Contacts & Directory link to find the room in the open another mailbox field. Note: If the resource is not found, enter in the fully qualified email address of the resource and search again.
      4. Click Open. The resource account will open in a new browser tab.

      Once logged in, depending on the access provided, you may:

      • Accept meeting invitations if necessary
      • Send email messages
      • Create, modify meeting requests sent from the resource

      Accessing the resource scheduling settings

      1. Make sure you are currently located in the newly opened resource tab. If not, use the instructions above to open the resource.
      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.
      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 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 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

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

            scheduling button

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

            scheduling assistant

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

            Outlook 2010 Office 365 check

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

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


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Mobile Use

Documentation

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

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

      What can I do?

      • Use/configure supported client.
      • View personal or subscribed calendar data.
      • Only create/modify events that you own and which do not contain any attendees. If you need to make an event which includes attendees, use Outlook on the web or Outlook (configured via Exchange) to take this action.
      • If you need to view other person's calendar data, have them grant you read access to their calendar (which you can subscribe to) or have them provide you with their ShareURL which you can subscribe to via Outlook on the web. Once subscribed, this calendar can be synced to your device.

      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.

      See Also:



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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:2016-09-13 22:25 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, Office-ionado
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