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Office 365 (Outlook 2013) - Advanced Self-Study Training Materials

Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

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

  • Configure Outlook 2013/2010
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      This document explains how to connect to the Office 365 service.

      Note: If you are experiencing connectivity issues with your Outlook client, we recommend that you try using the Outlook Connectivity tool provided here.

      Important: Make sure Outlook is updated to the most current release/patch before proceeding.

      Configure Outlook 2013/2010 for Office 365

      Microsoft Outlook for Windows uses profiles to manage your accounts within Outlook.

      1. You have three options on configuring your Outlook profile:
        Option 1: First time user of Outlook (no existing profile).
        Launch Outlook to start the account creation wizard. Proceed to step 2.
        Option 2: Create a new profile.
        Make sure Outlook is not running.
        1. Go to Start | Control Panel | Mail.
        2. Click Show Profiles.
        3. Click Add.
        4. Enter "Office 365" within 'Profile Name' field and click OK to start the account creation wizard.
        5. Proceed to step 2.
        Option 3: Add your account to an existing profile.
        Make sure Outlook is not running.
        1. Go to Start | Control Panel | Mail.
        2. Click Show Profiles.
        3. Select the profile you want to add your account to and Click Properties.
        4. Click E-mail Accounts....
        5. On the "Account Settings" screen, make sure the 'E-mail' tab is selected and click New....
        6. Proceed to step 2.
      2. On the Auto Account Setup window, enter the following for each field:

        Note: If the "Add Account" screen appears and it already includes your name and email address, just click on the Next button and go to the next step. The reason your account information is auto-filled is because you are signed into your Active Directory (AD) profile on the computer. If you want to modify any of the values or want to configure a different account, click into the "Manual setup or additional server types" and then click back into the "E-mail Account". This will activate both fields for entry.

        • Your Name: Enter your name as you'd like it to appear
        • Email Address: - Enter the primary address of your Office 365 account which will take one of the following forms: netid@wisc.edu or first.lastname@wisc.edu or name@domain.wisc.edu
        • Password/Retype Password: Enter the password for your account
        Add account setup screen
      3. Click Next.
      4. Outlook will now attempt to connect, search for, log into your account.
      5. After a few moments it will be locate the appropriate configuration settings for your account. You will then be presented with the Windows Security or UW-Madison's Login screen:

        Windows security account configuration popup

        windows security account configuration popup

        The username field will automatically be populated with the email address you entered in step 2. This is not necessarily the address that should be used as the username. There are two types of accounts in Office 365 that determine the username that should be used.

        • Username
          • For NetID Account (e.g. bbadger@wisc.edu), enter:
            • netid@wisc.edu (bbadger@wisc.edu)
          • For Service Account (buckingham.badger@doit.wisc.edu) enter:
            • name_domain@wisc.edu (buckingham.badger_doit@wisc.edu)
              For multi-level domains, name@domain1.domain2.wisc.edu, use the following format: name_domain1.domain2@wisc.edu.
        • Password: Enter the password associated with the account you entered above.

          Note: Service Accounts require a password - If you do not know the password of the service account you are configuring, contact your domain administrator.


        • Place a check mark within "Remember my credentials" checkbox.
        • Click OK
        • If prompted a second time, enter the same credentials as the previous step and click OK.

        UW-Madison's Login screen

        Login window

        • NetID
          • For NetID Account (e.g. bbadger@wisc.edu), enter:
            • bbadger
          • For Service Account (buckingham.badger@doit.wisc.edu) enter:
            • buckingham.badger_doit
              For multi-level domains, name@domain1.domain2.wisc.edu, use the following format: name_domain1.domain2.
        • Password: Enter the password associated with the account you entered above.

          Note: Service Accounts require a password - If you do not know the password of the service account you are configuring, contact your domain administrator.


        • Click Login
      6. If all settings are correct, you will see the screen below. Your account is ready for use.
        configuration successful screen
      7. Click Finish.
      8. If you created a additional profile, make sure to set this new profile as the default startup profile when Outlook starts, otherwise skip to the next step:
        1. Go to Start | Control Panel | Mail.
        2. Click Show Profiles.
        3. Click "Always use this profile and select the new Office 365 profile you just created from within the select box under this setting and click OK.
      9. Start Outlook using the profile you just created/modified.
        Note: You may be prompted to enter your credentials again on initial start up. Make sure to enter your user name.

      Important: If your original WiscMail/WiscMail Plus account was configured on this device (which is not in Office 365), you will receive an error when Outlook is started, use the following instructions to remove this account: Outlook 2013 | 2010 - Removing an account from your profile.

      Important: Depending on the size and amount of emails you have in your account, Outlook may require some time to completely download all of your mail (and other data) the first time you load Outlook after configuring your account.

      Configure Access to the Campus Directory (Whitepages)

      Remember: the Global Address List (GAL) will only contain Office 365 accounts. Therefore, you may still need access to the Campus Directory (Whitepages) to find the person you are searching for.

      Use these instructions to configure the Campus Directory (Whitepages) within this client.

      See Also:



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  • Basic tasks in Outlook 2013
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Microsoft Outlook 2013 organizes your emails, calendars, contacts, tasks, and to-do lists, all in one place. It all starts with your email account. From there you can start working with emails, turning them into tasks or appointments, and storing the people you interact with in your contacts, so you never have to remember an email address or phone number. Let's take a quick walk-through of those basic steps.

      Set up an email account

      Before you can send and receive e-mail messages using Outlook 2013, you must add and configure an e-mail account.

      If you are new to Outlook or are installing Outlook 2013 on a new computer, use the following instructions to configure your account: Office 365 (Outlook 2013 | 2010 for Windows) - Configure Outlook 2013 or Outlook 2010.

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      Create a new email message

      In Mail, click New Email.

      New Email

      Keyboard shortcut    To create an email message, press Ctrl+Shift+M.

      When you're done, click Send.

      For more information, see Create an email message.

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      Forward or reply to an email message

      In the Reading Pane (Reading Pane: A window in Outlook where you can preview an item without opening it. To display the item in the Reading Pane, click the item.) or on the ribbon, click Reply, Reply All, or Forward.

      Reply

      To remove a name from the To and Cc lines, click the name, and then press Delete. To add a recipient, click in the To, Cc, or Bcc box and enter the recipient.

      For more information, see Reply to or forward an email message.

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      Add an attachment to an email message

      To share a file, you can attach it to your message. You can also attach other Outlook items, such as messages, contacts, or tasks.

      1. Create a message, or for an existing message, click Reply, Reply All, or Forward.
      2. In the message window, click Message > Attach File.

      Attach File

      For more information, see Attach a file, message, contact, or task to an email message.

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      Open or save an email message attachment

      You can open an attachment from the Reading Pane (Reading Pane: A window in Outlook where you can preview an item without opening it. To display the item in the Reading Pane, click the item.) or from an open message. After opening and viewing an attachment, you can save it. If a message has more than one attachment, you can save them as a group or one at a time.

      Open an attachment

      Double-click the attachment.

      For more information, see Open attachments.

      Save an attachment

      1. Click the attachment in the Reading Pane or the open message.
      2. On the Attachments tab, in the Actions group, click Save As. You can also right-click the attachment, and then click Save As.

      Save As Attachments

      For more information, see Save attachments.

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      Add an email signature to messages

      Create personalized signatures that appear at the bottom of your messages. Signatures can include text, images, your Electronic Business Card (Electronic Business Card: A view of specific information about a contact, in a format similar to a paper-based business card, that can be inserted into messages.), a logo, or even an image of your handwritten signature.

      Create a signature

      1. In a new message, click Signature >Signatures.

      Signature

      1. On the Email Signature tab, click New.

      Add a signature

      In a new message, click Signature, and then click the signature that you want.

      add signature

      For more information, see Create and add an email message signature.

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      Create a calendar appointment

      In Outlook, appointments aren't the same as meetings. Appointments are activities that you schedule in your calendar that don't involve inviting other people or reserving resources, such a conference room.

      Click Calendar

      In Calendar, click New Appointment. You can also right-click a time block in your calendar grid, and then click New Appointment.

      Calendar New Appointment

      Keyboard shortcut    To create an appointment, press Ctrl+Shift+A.

      For more information, see Schedule an appointment.

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      Schedule a meeting

      In Outlook, a meeting includes other people and can include resources, such as conference rooms. You'll get responses to your meeting requests in your Inbox.

      In Calendar, click New Meeting.

      Calendar New Meeting

      Keyboard shortcut    To create a new meeting request from any folder in Outlook, press Ctrl+Shift+Q.

      For more information, see Schedule a meeting with other people.

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      Set a reminder

      Reminders pop-up an alert window so you don't miss an important deadline. You can add or remove reminders for almost anything in Outlook, including email messages, appointments, and contacts.

      For appointments or meetings

      Open an Appointment or Meeting, and then in the Reminder drop-down list, select the amount of time before the appointment or meeting when you want the reminder to appear. To turn a reminder off, select None.

      For email messages, contacts, and tasks

      Click Follow Up > Add Reminder.

      Follow up

       Tip    You can quickly flag email messages as to-do items by using reminders. This makes the message appear on the Task peek and in Tasks, but doesn't automatically add a reminder. Right-click the flag in the message list to add a reminder. Or, if you have the message open, click Follow Up > Add Reminder.

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      Create a contact

      Contacts can be as simple as a name and email address, or can include info and details such as street addresses, multiple phone numbers, a picture, birthdays, etc. for the contact.

      People

      In People, click New Contact.

      New Contact

      Keyboard shortcut    To create a contact from any folder in Outlook, press Ctrl+Shift+C.

      For more information, see Create or add a contact.

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      Create a task

      Many people keep To Do lists --- on paper, in a spreadsheet, or with a combination of paper and electronic methods. In Outlook, you can combine various lists into one, get reminders, and track task progress.

      Click Tasks

      In Tasks, click New Task.

      New Task

      Keyboard shortcut    To create a new task, press Ctrl+Shift+K.

      For more information, see Create tasks and to-do items.

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      Print an email message, contact, calendar item, or task

      Under File > Print, you can print items such as email messages, contacts, or calendar items, or larger views, such as calendars, address books, or content lists for Mail folders.

      1. Click an item or folder in Outlook that you want to print.
      2. Click File > Print.

      print

      For more information, see Print items in Outlook.

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      See Also:



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  • Keyboard Shortcuts
  • Customize the Outlook window
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      You spend lots of time in Outlook. So, you want to set it up to support the way that you work. For example, to create more space to see your mail and calendar items, you can hide some elements. Within each view, you can also move, add, remove, or re-size columns so that information is presented in the way that you want to see it.


      View your inbox your way

      When you first open your inbox, a default view appears, but it doesn't have to look this way. To see Oulook's many customization options, click the View tab on the ribbon toolbar and choose Change View. There are multiple preset views you can choose, like one that displays the most recent emails only.

      Change View

      Also on the View tab, you can select Message Previews and choose Off to turn the preview off. Or, choose either 1, 2 or 3 to view that number of lines of the message text beneath its header. You can configure any of these options either for the current folder or for all mailboxes.

      Message preview

      Click View Settings for options for customizing a view, such as adding columns or rearranging their order. The Arrangement options let you sort emails by Date, Subject and so on. The Layout options let you customize the Folder Pane and Reading Pane.

      View Settings

      Once you have arranged the inbox to your liking, click Change View > Save Current View As a New View.  Then type a name for the view, and specify which folders it can be used on and by whom. In the future, return to this view by selecting Change View and selecting your saved view.

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      Change the font size used in the message list

      1. Outlook 2013 allows you to customize the font used to display the sender's name, subject, date received, and size of each message in your message list. Maybe you want to just change the size to make the font bigger or smaller, or change the font to one you like better.

      2. To change the font settings for your message list, open Outlook and click on the View tab.

      3. Click the View Settings button in the "Current View" section of the View tab.

      4. On the "Advanced View Settings" dialog box, click Conditional Formatting button.

      5. On the "Conditional Formatting" dialog box, click Add button to add a new rule.

        Changing font size

      6. Enter a name for the new rule -- such as "Message List Font Size" -- in the 'Name' edit box and then click Font button.

        Changing font size

      7. Change the Font, Font style, and Size, and select other settings such as Effects and Color, as desired. Click OK when you have made your changes.

      8. Because we are applying the same font to all parts of the message list (sender's name, subject, date received, and size of each message), we are not specifying a condition. A dialog box displays, warning you of that fact. Click Yes.

      9. The font for all parts of each message in the message list (except for the excerpt of the message text) is changed to the font and size (and other font settings) you selected.

      10. You can delete the rule you created to go back to the default settings, or you can deselect it in the list of Rules for this view on the Conditional Formatting dialog box.

        Changing font size

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      Enlarge font size in the Reading Pane

      Using a high resolution has the benefit of a sharper display which is more relaxed for your eyes. The downside of this is that your font might become really small and hard to read which is anything but relaxed for your eyes.

      There are several ways to enlarge the font in the Reading Pane in Outlook;

      Zoom in on the message

      You can use CTRL+Mouse Scroll in the Reading Pane to zoom in and out per message. Depending on your mouse/scroll sensitivity you might need to scroll quite a bit before the font size will change.

      In Outlook 2010 and Outlook 2013, you can also zoom via the zoom slider in the bottom right corner.

      ZoomSlider

      Note: The zooming factor set via this slider or by scrolling is not persistent. To set a default zooming level, you can use VBA to set this setting. Important: Using this feature is not supported by Office 365 support team.

      Customize the font size for Plain Text messages

      For Plain Text you can modify the display font via

      • Outlook 2010 and Outlook 2013: File-> Options --> section Mail --> button Stationery and Fonts.
      • Stationery and Fonts

      Convert HTML messages to Plain Text

      Another way to go for HTML formatted emails would be to set the option to read all mail in Plain Text. Together with your modified Plain Text font settings, the larger font size will always apply. Via the Infobar, which will display on top of a converted message, you can easily change it back to HTML format when needed (like for some special layout or newsletters).

      To configure Outlook to display all the email in Plain Text by default;

      • Outlook 2010 and Outlook 2013
        File-> Options-> section Trust Center-> button Trust Center Settings --> E-mail Security --> Read all standard mail in plain text

        Trust Center Settings

        Email Security

      Changing the DPI settings in Windows

      If font sizes is a general issue throughout Outlook, Windows and other applications, you might want to consider customizing the DPI settings in Windows instead. To do this;

      Windows 7 and Windows 8

      1. Right click on an empty spot on your Desktop and choose Screen resolution.
      2. ScreenResolution

      3. Click on the blue text link: Make text and other items larger or smaller.
      4. Here you can directly set your DPI settings to 125%.
        To set a custom DPI value:
        • Windows 7
          Use the "Set custom text size (DPI)" link in the Task Pane on the left.
        • Windows 8 and Windows 8.1
          Use the "Custom sizing options" text link below the presets.
        • Windows 8.1 with multiple monitors
          Select the option "Let me choose one scaling level for all my displays".
      5. In the new dialog that pops up you can directly choose a predefined value to make the fonts bigger.You can also type any percentage you like.

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      Redefine what marks an email as already "read"

      read options

      Outlook colors unread emails differently from messages you've already read. However, it's all too easy for an email to be marked as read when you've barely given it a passing glance, which can make you overlook something important.

      To prevent this, select File > Options > Mail, and then click the Reading Pane button. Check the "Mark items as read when viewed in the Reading Pane" checkbox. Adjust the number of seconds you want the message to appear in the Reading Pane before Outlook marks it as read. The default is 5 seconds. Let's say you set it to 30 seconds.

      After that, while you preview messages in the Reading Pane, only the emails that appear there longer than 30 seconds will be marked automatically as read.

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      Write your own rules for how messages appear

      conditional formatting

      Outlook 2013 has a new way of indicating unread messages. There's a blue bar to the left of the message in your inbox, and the message header also appears blue.

      This blue is applied using conditional formatting. However, you can change both the color and font. Better still, you can write your own rules and format your emails using colors of your choice.

      You can assign a certain color to emails based upon who sent them, or upon which words appear in the subject line. To do this, choose View > View Settings > Conditional Formatting.  You will see the Unread Messages rule and the blue color. Here you can change the font or color as you wish.

      You can also click Add to add a new rule. Start by typing a name for the rule in the Name box. Then click Font and choose a font and font color to apply to the email header. Finally, click the Condition button. When the Filter dialog opens, select the options that describe which types of emails will be formatted with your new settings. Click OK three times to save your settings.

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      Reinstate the to-do bar

      to do bar width=

      Outlook 2013 disables the To-Do bar by default, but it's easy to bring back. Click the View tab, select To-Do Bar, and from the dropdown list select which items should appear on the To-Do bar. The options are to turn the To-Do Bar Off (the default) or for it to display a combination of Tasks, People and Calendar. The order in which you select these options determines the order they appear in the To-Do Bar. For example, Task, selected first, is at the top. The second item, People, appears below that and the third, Calendar, appears at the bottom of the bar.

      However, the To-Do bar no longer functions as it did in earlier versions of Outlook. Regardless of how wide the bar is, you only see a one calendar month. In addition, if you don't have appointments scheduled for today, then no appointments show even if you have some scheduled tomorrow.

      See Also:



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Microsoft Videos

Email Basics

Documentation

  • Create an email messages
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Creating a new message is as simple as clicking the New Email button within the 'New' group.

      1. Click Home.
      2. In the New group, click New Email.

        Keyboard shortcut    To create an email message, press Ctrl+Shift+M.

      3. If multiple email accounts are configured in Microsoft Outlook 2013, the From button appears and the account that will send the message is shown. To change the account, click From.
      4. In the Subject box, type the subject of the message.
      5. new email message - subject

      6. Enter the recipients' email addresses or names in the To, Cc, or Bcc box (To, Cc, and Bcc boxes: A message is sent to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names of the recipients in the Bcc box aren't visible to other recipients.). Separate multiple recipients with a semicolon.

        new email message - recipients

        To select recipients' names from a list in the Address Book, click To, Cc, or Bcc, and then click the names that you want.

        Don't see the Bcc box? Find out how to display this field.

        To display the Bcc box for this and all future messages, click Options, and then in the Show Fields group, click Bcc.

        BCC selection

      7. After you have composed the message, click Send.

      See Also:



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  • Reply to or forward an email message
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      When you receive a message, you can send a reply to just the sender, or if there were multiple recipients, you can include them as well. You also have the option to forward the message to additional people.

      1. In the Reading Pane (Reading Pane: A window in Outlook where you can preview an item without opening it. To display the item in the Reading Pane, click the item.), click Reply, Reply All, or Forward.

        Reply, Reply All, and Forward commands in the Reading Pan

        If the Reading Pane is off or if you've opened the message in its own window, on the Home or Message tab, click Reply, Reply All, or Forward.

        Respond group on the ribbon

      2. Write your message.

         Note    If you'd like to open your reply in a new window (so you can do things like change the font), click the Pop Out button.

        Reply Pop Out button in Reading Pane

      3. Recipients can be added or removed in the To, Cc, and Bcc boxes (To, Cc, and Bcc boxes: A message is sent to the recipients in the To box. Recipients in the Cc (carbon copy) and Bcc (blind carbon copy) boxes also get the message; however, the names of the recipients in the Bcc box aren't visible to other recipients.).
      • Add a recipient    Click To, Cc or Bcc, and then select a recipient. You can also type the recipient's name or email address in the box.
      • Remove a recipient    Click the name, and then press Delete.
      1. Click Send.
         

       Tip    If you want all replies to automatically open in a new window, from the File menu, click Options > Mail. Under Replies and forwards, check the Open replies and forwards in a new window box.

      When you reply to an email message, the person who sent you the message is automatically added in the To box. Similarly, when you use Reply All, the To box automatically includes the sender and all of the other people who received the original message.

      Before you click Reply All, consider whether everyone needs to see your reply, especially when the message was sent to a lot of people or distribution lists. It's often better to click Reply, and then add only the people you really want to include. Or, if you decide to click Reply All, remove people who don't need to see your message.

      When you forward a message, the To, Cc, and Bcc boxes are empty. Enter at least one recipient in the To box.

       Tip   If you want to forward two or more messages to the same recipients in one message, in the message list, press and hold Ctrl as you click each message. Then, click Home > Forward. Each message is forwarded as attachments in one new message.

      Attachments

      When you forward a message, the message includes any attachments that were included with the original message. Additional attachments can be added to the message.

      Attachments aren't included when you reply to a message. That's because you would be sending the same attachment the sender sent you.

      See Also:



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  • Working with attachments
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Files can be attached to an email message. Also, other Outlook items, such as messages, contacts, or tasks can be included with messages that you send.

      Note: Before you attach a file, please review Office 365 limits.

      Attach a file to a message

      1. Create a message, or for an existing message, click Reply, Reply All, or Forward.
      2. In the message window, click Message.
      3. In the Include group, click Attach File.

        Attach File command on the ribbon

      4. Browse to and then click the file that you want to attach, and then click Insert.

      Tip: When composing a message, you can also attach files by using the commands on the Insert tab in the Include group, or drag files from folders on your computer and drop them on the message window.

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      Attach an Outlook item to a message

      You can attach Outlook items(item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.), such as other email messages, tasks, contacts or calendar items, to a message. This is the easiest way to forward multiple items or messages.

      1. Create a message, or for an existing message, click Reply, Reply All, or Forward.
      2. In the message window, click Message.
      3. In the Include group, click Attach Item.

        Attach Item command on the ribbon

      4. Do one of the following:
        • Point to Business Card, and then click Other Business Cards. Click a contact, and then click OK. To select multiple contacts, press and hold Ctrl as you click each contact.
        • Click Calendar. Select the calendar, date range, and detail to include. For Advanced options, click Show. Click OK to add the calendar to your message.
        • Click Outlook Item. Browse through your folder list to find the folder that contains the item that you want to attach. Under Items, click the item, and then click OK.

        Attach Outlook Item command on the ribbon

      Tip: When composing a message, you can also attach files by using the commands on the Insert tab in the Include group, or drag files from folders on your computer and drop them on the message window.

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      See Also:



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  • Create and add an email message signature
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      You can create personalized signatures for your email messages that include text, images, your electronic business card (Electronic Business Card: A view of specific information about a contact, in a format similar to a paper-based business card, that can be inserted into messages.), a logo, or even an image of your handwritten signature. Your signature can automatically be added to outgoing messages, or you can manually add the signature to only the messages that you choose.

      Create a signature

      1. On the Home tab, click New Email.
      2. Click the Message tab.
      3. In the Include group, click Signature, and then click Signatures.
      4. On the Email Signature tab, click New.
      5. Type a name for the signature, and then click OK.
      6. In the Edit signature box, type the text that you want to include in the signature.
      7. To format the text, select the text, and then use the style and formatting buttons to select the options that you want.
      8. To add elements other than text, click where you want the element to appear, and then do any of the following:

        OPTIONS

        HOW TO

        To add an electric business card

        Click Business Card button, click a contact in the Filed As list, and then click OK.

        To add a hyperlink

        Click Hyperlink button, type the link address or browse to a hyperlink, click to select it, and then click OK.

        To add a picture

        Click Picture button, browse to a picture, click to select it, and then click OK. Common image file formats for pictures include .bmp, .gif, .jpg, and .png.

      9. To finish creating the signature, click OK.

       Note    The signature that you just created or changed won't appear in the open message; it must be added/inserted into the message.

      Add a signature to messages

      You can set it up so that signatures can be added automatically to all outgoing messages, or you can choose which messages include a signature.

      Setup a signature to appear automatically in every email you send

      1. On the Home tab, click New Email.
      2. Click the Message tab.
      3. In the Include group, click Signature, and then click Signatures.
      4. Under Choose default signature, in the Email account list, click an email account to associate with the signature.
      5. In the New messages list, select the signature that you want to include.
      6. If you want a signature to be included when you reply to or forward messages, in the Replies/forwards list, select the signature. Otherwise, click (none).

      Insert a signature manually

      1. In a new email message, click the Message tab.
      2. In the Include group, click Signature, and then click the signature that you want.

       Tip    To remove a signature from an open message, select the signature in the message body, and then press Delete.



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  • Digital Signature
    • What is a UW Digital ID?

      What is S/MIME?

      S/MIME stands for Secure/Multipurpose Internet Mail Extensions and is a standard for public key encryption and signing of MIME data (more details).


      Q. Does Office 365 using a desktop client (Outlook) support S/MIME email signing and encryption with UW System's Public Key Infrastructure (UW Digital ID)?

      A. Yes. Email signing and encryption with Office 365 has been evaluated by the UW Digital ID Team. S/MIME signing and encryption will continue to function in the same way it does currently for desktop clients such as Outlook and others. These clients will manage UW Digital ID (X.509 certificates) in the same manner they do today.

      What does this mean?

      • You can read, reply, or forward digitally signed email.
      • You can create digitally signed email.
      • You can read and create S/MIME encrypted email.

      Q. Does the Office 365 web interface (Outlook on the web) support S/MIME email signatures with UW System's Public Key Infrastructure (UW Digital ID)?

      A. No, Office 365 Outlook on the web does not support this capability.

      What does this mean?

      • You can read, reply, or forward digitally signed email (if you click the blue "click here" link or open (double-click) the message).
      • You cannot create digitally signed email.
      • You cannot read or create S/MIME encrypted email.
      • Note: If you need to use S/MIME email signing or encryption, we recommend you use a desktop email application such as Outlook.


      Note: View Microsoft documentation for further details.

      See Also:



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  • Automatically reply to email messages
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Automatic Replies in Microsoft Outlook 2013 respond to the first email message you receive from someone. Let people know you aren't in the office or your response might be delayed. Automatic Replies can include a referral to someone else who can respond in your absence.

       Note    An Office 365/Microsoft Exchange Server account is required. This feature doesn't work with POP3 (Post Office Protocol 3 (POP3): A common Internet protocol that is used to retrieve email messages from an Internet email server.) or IMAP (IMAP (Internet Message Access Protocol): Unlike Internet email protocols such as POP3, IMAP creates folders on a server to store/organize messages for retrieval by other computers. You can read message headers only and select which messages to download.) email accounts. If you are using an Outlook.com (formerly Hotmail), Google Gmail, POP3, or IMAP account, see Automatically reply to email messages without using an Exchange Server account

      Office 365 configured accounts

      1. Click File > Automatic Replies.

        automatic replies button

        If you don't see this command, you probably don't have an Office 365/Exchange Server configured account.

      2. Select Send automatic replies.
      3. If you want, select the Only send during this time range check box to schedule when your out of office replies are active. If you don't specify a start and end time, auto-replies are sent until you select the Do not send automatic replies check box.

        automatic replies configuration options

      4. On the Inside My Organization tab, type the response that you want to send to teammates or colleagues while you are out of the office.

        automatic replies configuration options

      5. On the Outside My Organization tab, select the Auto-reply to people outside my organization check box, and then type the response that you want to send while you are out of the office. Select whether you want replies sent to My contacts only or to Anyone outside my organization who sends you messages.

        automatic replies configuration options

       Notes 

      • Organization is usually defined as your company and includes people who have an Exchange Server account on your email system.
      • If you select My Contacts only, replies are sent only to contacts that exist in your Exchange Server Contacts folder. If the contact exists only in a folder that is a part of an Outlook Data File (.pst), then the auto-reply message isn't sent.

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      Use rules with Automatic Replies

      If you aren't going to check email messages while you're out of the office, use Automatic Replies with rules to automatically manage incoming messages by specifying what action Outlook should take with them. For example, you can create rules to automatically move or copy messages to other folders, to delete messages, to send custom replies, and so on.

      1. Click File > Automatic Replies.

        automatic replies button

      2. Click Rules in the bottom left > Add Rule.

        Automatic replies rules screen - add rule button

      3. Under When a message arrives that meets the following conditions, specify the conditions that the message must meet for the rule to be applied. If you want to specify more conditions, click Advanced, enter or select the options that you want, and then click OK.
      4. If you want to specify that this rule must be applied last, select the Do not process subsequent rules check box.

        automatic reply specifications

      5. Under Perform these actions, select the actions that you want. You can select more than one action.

        automatic reply actions

      Follow the previous steps to edit Automatic Replies rules that you already have.

      • To turn Automatic Replies rules on or off, in the Automatic Reply Rules dialog box, check or uncheck each rule that you want to turn on or off.

        automatic reply rules screen

      How can I tell if I have an Office 365/Exchange configured account?

      • Click File > Account Settings > Account Settings.

        Account Settings in the Backstage view

        On the Email tab, the list of accounts indicates the type of each account.

        Microsoft Exchange account as appears in the Account Settings dialog box

      See Also:



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  • Find a message with Instant Search
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Need to find an important message in your crowded inbox or folder? Maybe you remember who sent it, or a word or phrase it contains. But who wants to scroll through pages of mail, looking for that message? Use Instant Search to find it quickly.

      Want to specify multiple conditions, such as who sent the message, words in its body or subject line, or a date range when you received it? See the section Use Advanced Find.

      For tips on getting even better search results with Instant Search, see the article Learn to narrow your search criteria.

       Important   

      Instant Search shows the first 30 matches. You can get up to 250 results by clicking More, below the results. If you want more than 250 results, you can change an Outlook option. See the section Remove the limit on the number of search results.

      1. In the navigation bar, near the bottom of the screen, click Mail.

        Navigation bar with views as text

        If you don't see this, "Compact Navigation" might be turned on, so you'll see icons instead, like this:

        Navigation bar with views as icons

        Or, in addition to "Compact Navigation" being on, the folder pane might be minimized, so the icons are arranged vertically. You can expand the folder pane by clicking the Minimize/Expand button, as shown here:

        Views as icons in minimized folder pane

      2. Find the search box. It's at the top of your messages, as shown here:

        Instant search box above messages

      3. To find a word that you know is in a message, or a message from a particular person, type the word or person's name (you can use first, last, and partial names) in the search box. Messages that contain the word or name you specified appear with the search text highlighted in the results.

        Search results matching a single word

      4. You can narrow your results even further by changing your search. Here are some common examples:
        • Type "expense reports" (including the quotes) to find messages containing the exact phrase "expense reports."
        • Type expense AND report ("AND" needs to be in all caps) to find messages containing both the word expense and the word report, but not necessarily in that order. You can also use "OR."
        • Type expense NOT report ("NOT" needs to be in all caps) to find messages containing the word expense but not the word report.
      5. There are some buttons on the Search tab you can use to quickly refine your search:

        Quick search buttons on the Search tab

        As shown below, choosing This Week finds the messages received during the current week:

        Results of This Week quick search

      6. When you're finished, you can clear the search by clicking the X in the search box.

      Use Advanced Find

      Getting too many results? Or are you just not finding what you want?

      1. Click in the search box.
      2. On the Search tab, click Search Tools > Advanced Find.

        Advanced Find under Search Tools

        The Advanced Find dialog box opens. In this box, you can specify much more complex criteria and even search in your calendar, contacts list, notes, and tasks.

      3. Click the Advanced tab.
      4. Under Define more criteria, click the Field button and then click All Mail Fields. You'll see a menu of fields you can search on, such as From, To, Received, Subject, and dozens more.

        Menu of advanced search fields

      5. Start by choosing a field, then choose a condition and a value to test.

        From/contains/Katie will search for messages from someone whose name includes "Katie." Notice we're using contains as the condition instead of is (exactly) so that we don't have to find an exact match. So if Katie's email name is "Katie Jordan," From/is (exactly)/Katie won't work because we'd need to specify Katie's full name, Katie Jordan, to get an exact match. That's where contains comes in handy as a condition.

      6. Add as many additional conditions as you need or want to test. We'll add three more:

        Received/between/5/01/13 and 5/31/13

        Message/contains/budget

        To/contains/Rob

        Building a list of search conditions

        Now, Outlook searches for messages from someone with "Katie" in her name that arrived in the inbox in May, 2013, with "budget" in the message body, and (in addition to you) were also sent to someone with "Rob" in his name. Here's a zoomed look at the list of the four criteria we added.

        Fields, conditions, and values

      7. Finally, click Find Now to run the search.

        Advanced Search results

      Remove the limit on the number of search results

      If the thought of more than 250 results doesn't scare you off, you can bypass that limit:

      1. Click File > Options > Search.
      2. Under Results, uncheck the Improve search speed by limiting the number of results shown box.
      3. Click OK.
      4. Restart Outlook.


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  • Sorting Messages
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Outlook 2013 displays messages in your various mailboxes according to a combination of grouping and sorting. In order to best organize your inbox for your needs, you are given the option of using a pre-defined "arrangement," many of which use both methods. If these arrangements do not provide the view you desire, you may also customize the grouping and sorting criteria.

      Grouping allows you to lump together sets of emails based on the criteria you opt to use. By default, messages are grouped by when they are received, i.e. Today, Yesterday, Last Week, Last Month, and Older. Other common criteria include grouping by conversation, importance, and flags.

      Sorting dictates the order that emails appear in the specified folder. The default sort order is based on date received, though there are a number of other sorting options available. In addition, you can switch between an ascending and descending sort order.

      You can easily change the arrangement by selecting Arrange By: from the View menu bar...

      ...Or by right-clicking the inbox sorting column header, as shown below:

      To customize your message arrangement:

      1. Click on View Settings (located under the View tab in the Current View area).

      2. This will open the Advanced View Settings window.

        • To change message grouping, click on the Group By... button.

          Uncheck the Automatically group according to arrangement checkbox, then proceed with selecting up to four criteria to control message grouping.

        • To customize message sorting, click on the Sort... button.

          You can select up to four criteria to sort messages.



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  • Filter email messages
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      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.

      When searching for a particular message, you might remember that it contained an attachment, was marked important, or was received last week. To find a message based on certain criteria, the Filter Email command provides fast access to the most frequently used Instant Searches.
      • Click Home, and then in the Find group, click Filter Email.

        filter email

      When you use a filter, the same Search Tools tab appears on the ribbon as when you click in the Instant Search box.

      To clear the search results and view all items in the selected mail folder, click Close Search button in the Instant Search box, or on the Search tab, in the Close group, click Close Search.

      Close Search button

      In the Instant Search box, click Close Search button to clear the search results

       Tip    The Outlook Junk Email Filter is a different feature. For more information, see Overview of the Junk Email Filter.



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Microsoft Videos

Organizing Email

Documentation

  • Delete a message
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Delete messages you no longer need or want to see in your Inbox or mail folders.

      • In the message list, when you point to or select a message, the Delete icon icon appears. To delete the message, press Delete icon

      • If a message is open in its own window, click Message > Delete.

        Delete icon in message window

      When a message is deleted, it's moved to the Deleted Items folder.

      If you want to bypass the Deleted Items folder and permanently delete a message, press Shift + Delete or Shift + Delete icon. You won't have an opportunity to change your mind later and recover the message.

      Wait! I changed my mind.

      If the message you want to keep is still in the Deleted Items folder, drag the message from the Deleted Items folder to another folder. When the Deleted Items folder is emptied for POP3 (Post Office Protocol 3 (POP3): A common Internet protocol that is used to retrieve email messages from an Internet email server.), IMAP (IMAP (Internet Message Access Protocol): Unlike Internet email protocols such as POP3, IMAP creates folders on a server to store/organize messages for retrieval by other computers. You can read message headers only and select which messages to download.), and Outlook.com or other Exchange ActiveSync accounts, the message is permanently gone.

      There's an exception for some Office 365/Microsoft Exchange Server accounts. Please see recovering deleted message document for further details.

      See Also:



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  • Recover deleted items
    • The follow document explains how to recover messages that have been emptied from your Deleted Items folder.

      When you delete an item (email, calendar event, task, etc.), it is moved to your Deleted Items folder. Depending on your settings, these messages may be periodically emptied from your Deleted Items folder. Once this folder has been empty, some Microsoft clients, including Outlook Web App and some desktop versions of Outlook, allow you to recover deleted items that are no longer visible in your Deleted Items folder.

      Important

      • Office 365 accounts/domains are not backed up, even with Bucky Backup.
      • Items can only be recovered within 14 days of when they were emptied from within the "Deleted Items" folder. After this time elapses, items cannot be restored. If items are purged from the "Recover Deleted Items" folder, they can no longer be recovered.
      • The UW-Madison Office 365 team has no additional way to recover deleted items. If the steps below don't work, the deleted item(s) cannot be retrieved
      • The UW-Madison Office 365 team does not have any way to tell what caused the deletion of the messages.
      • Often a "missing message" was not deleted at all but was accidentally moved to another folder. Make sure to check all of your folders for missing messages, including your "top-level account folder" (accountname@wisc.edu/accountname@domain.wisc.edu) by following the instructions in Office 365 (Outlook on the web | Outlook 2016/2013 for Windows) - How to find messages that have been moved to your top-level folder.
      • If a mail folder is deleted, the recover process (if possible) will only restore the message within the folder (the folder structure cannot be restored). The messages will be restored to your inbox regardless of which folder they were deleted from.
      • If a calendar is deleted, it can only be recovered using Outlook desktop client - you cannot use Outlook on the web. Look below for steps to recover a deleted calendar.
      • Items within the recover utility will only show the message headers. The full message will be available after the message has been recovered.
      • In some cases, it may not be possible to recover items that were deleted via a client that is configured via IMAP.
      • It is not possible to recover deleted items with clients configured for POP3.
      • Microsoft does NOT have the ability to restore message(s) that you were unable to restore using the processes below.

      Recover Deleted Items

      Select your client below for instructions:

      Recover deleted items

      Outlook on the web

      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.

      1. Log into Outlook on the web.
      2. Right-click Deleted Items folder within folder list (not under Favorites).
      3. Click Recover deleted items.

        Recover deleted items sub-menu selection

      4. You will be brought to a screen which allows you to choose all mail you would like to recover, you can search items or scroll down by the date the message was sent or recieved. Once you have selected all items you want to recover 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.

        Recover selection

      Note: 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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      Outlook 2016 for Windows

      1. Click "Mail".
      2. Click Folder > Recover Deleted Items.

        Recover Deleted Items

        If you don't see Recover Deleted Items, you're probably not using an Exchange account or you don't have a folder selected in that account.

      3. Click the message you want to recover, and then click OK.

        Tip    To select multiple items, press Ctrl as you click each item, and then click OK.

        Recovered items are restored to the folder you're working in.

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      Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Outlook 2013

      1. Click "Mail".
      2. Click Folder > Recover Deleted Items.

        Recover Deleted Items command on the ribbon

        If you don't see Recover Deleted Items, you're probably not using an Exchange account or you don't have a folder selected in that account.

      3. Click the message you want to recover, and then click Recover Selected Items Recover Selected Items button in the Recover Deleted Items dialog box.

         Tip    To select multiple items, press Ctrl as you click each item, and then click Recover Selected Items Recover Selected Items button in the Recover Deleted Items dialog box.

        Recovered items are restored to the folder you're working in.

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      Outlook 2010

      1. In the folder from which the item was deleted, or in the Deleted Items folder, on the Folder tab, in the Clean Up group, click Recover Deleted Items.

        - The Recover Deleted Items command is missing

        An Office 365/Exchange account is required for this command to appear. If you are using an Office 365/Exchange account and don't see the command, contact your Exchange administrator.

      2. Click an item, and then click Recover Selected Items Recover Selected Items button in the Recover Deleted Items dialog box.

         Tip    To select multiple items, press CTRL as you click each item, and then click Recover Selected Items.

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      Deleted Calendar via Outlook for Windows

      1. Start Outlook.
      2. Click Folders from within navigational area located at the bottom left of Outlook.
      3. Expand the "Deleted Items" folder.
      4. The calendar you deleted should be listed/visible.

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      Other clients

      The Recover Deleted Items feature is only available for the following desktop clients: Outlook 2016 for Windows, Outlook 2013 for Windows, and Outlook 2010 for Windows.

      If you are not using one of the clients listed above, you will need to use Outlook on the web to recover your deleted items.

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      Note to O365 team: SteveK looking into modifying tenant level default - he has confirmed that this change can only occur via a MS call be opened. DaveK has already confirmed modification can be controlled at account level. --- Chris will need to decide if we should be changing the default value from 14 days for recovery period.

      Findings:

      Thunderbird
      • When a message is deleted via TB, Outlook and OWA still show the original message in the folder it was originally in, in addition to showing it in the "Deleted Items" folder. This tells us that Exchange protocol does not understand the IMAP deleted item flag assigned to a message. This will confuse people into thinking that the deleted message was really not deleted.
      • The only way to resolve the above issue is to quit out of TB. Then the original message is removed from the original folder it was in.

      Figure out why there is more than one retention policy within OWA | Settings | Organize Email | Retention Policies and compare this information vs Outlook

      See Also:



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  • Save an email message
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Microsoft Outlook includes several options for saving an email message. For instance, a message that you received can be saved to a folder, as a file on your computer, or a message that you are composing can be saved as a draft and finished later.

      What do you want to do?


      Move/Copy to a folder

      To move a message to a folder, you can drag and drop it in place. You can also use this method:

      1. Click the title of the message you want to move.
      2. Click the "Home" tab.
      3. Click the Move button.
      4. Select the name of the folder where you want to place the message. If the folder you want to use isn’t listed in the "Move" menu, click the Other Folder option and use the "Move Items" dialog box to choose your desired folder.

      Note: If you want to copy the message to another folder, use the Copy to Folder... menu selection from within the "Move" sub-menu.

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      Save a received message as a file

      1. Click the File tab.
      2. Click Save As.
      3. In the Save in list, click the location where you want to save the file.
      4. In the File name box, type a name for the file.
      5. In the Save as type list, click the file type that you want.

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      Change the default file format for saving messages

      Outlook 2013 supports Unicode, a character encoding standard that enables most of the written languages in the world to be represented by using a single character set. If you work in a multinational organization or share messages and items with people who use Outlook on computers that run in other languages, you can take advantage of Unicode support in Outlook.

      If you want to save your messages in a Unicode encoding by default, do the following:

      1. Click the File tab.
      2. Click Options.
      3. Click Mail.
      4. Under Save messages, select the Use Unicode format check box.

        mail default settings/options

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      Save a received message as a Microsoft Word document

      Outlook 2013 can't save a message directly as a Microsoft Word document file. However, you can copy the contents of a message to a Word document.

      You can copy only the message body or also include the header information. The header information includes the From, To, Cc, and Subject line information.

      Copy the message body

      1. Open the message or click the message body in the Reading Pane.
      2. Press Ctrl+A to select the whole body of the message.
      3. Press Ctrl+C to copy the contents to the Windows clipboard.
      4. Open a Word document.
      5. Word

      6. Press Ctrl+V to paste the contents from the Windows clipboard into the document.
      7. Click the File tab.
      8. Click Save.

      Save the header and body

      1. Do one of the following:

         Note    This step places the header information into the message body so that you can copy both in later steps. You won't actually forward the message.

        • If you haven't opened the message into its own window, on the Home tab, in the Respond group, click Forward.
        • If you have already opened the message into its own window, in the Message tab, in the Respond group, click Forward.
        • Respond group - forward button

      1. Press Ctrl+A to select the whole body of the message.
      2. Press Ctrl+C to copy the contents to the Windows clipboard.
      3. Open a Word document.
      4. Press Ctrl+V to paste the contents from the Windows clipboard into the document.
      5. Click the File tab.
      6. Click Save.
      7. You can close the Outlook window that contains the message content that you copied.

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      Save a received message as a PDF or XPS file

      You can't directly save a message as a PDF file in Outlook 2013. However, you can use the information in the Save a received message as a Microsoft Word document section to save your message in Word, and then save the new document as a PDF file.

      Saving as a pdf

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      Save a message as a template

      Use email templates to send messages that include information that doesn't change from message to message. You can compose and save a message as a template, and then use that template. Add any new information before your send the template as a message.

       Tip    For more information about how to use templates, see Send an email message based on a template.

      1. On the Home tab, in the New group, click New Email.

        Keyboard shortcut    To create a message, press Ctrl+Shift+M.

      2. In the message body, enter the content that you want.
      3. In the message window, click the File tab, and then click Save As.
      4. In the Save As dialog box, in the Save as type list, click Outlook Template.
      5. Saving as a Template

      6. In the File name box, type a name for your template, and then click Save.

      By default templates are saved in the following folders:

      • Windows 7 and Vista     C:\Users\Username\Appdata\Roaming\Microsoft\Templates

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      Save a draft of a message that you want to finish later

      By default, any message that you create, but don't send, are saved automatically to the Drafts folder. You can return to Outlook later and find the unsent message.

      To manually save a draft of a message, do one of the following:

      • Click Save on the Quick Access Toolbar.
      • Save a draft for later

      • Click the File tab, and then click Save.

      To return to a saved draft so that you can continue composing the message, do the following:

      • In Mail, in the Folder Pane (Folder Pane: The column on the left side of the Outlook window that contains folders for each view, such as Mail or Calendar. Click a folder to show the items in the folder. Formerly the Navigation Pane in earlier releases.), click Drafts, and then double-click the message.

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      Change the time interval or location for saving drafts

      By default, unfinished messages are saved to your Drafts folder every three minutes. You can change this time interval or location.

      1. Click the File tab.
      2. Click Options.
      3. Click Mail.
      4. Under Save messages, do one or more of the following:
        • Change where drafts are saved    
          • In the Save to this folder list, click Drafts, Inbox, Sent Mail, or Outbox.

          change time interval or location

        • Change how frequently drafts are saved    
          • In the Automatically save items that have not been sent after this many minutes box, type a number from 1 to 99.
          • change time interval or location

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      See Also:



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  • Working with mail folders
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      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 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:

      • New Folder Use this to create a new sub-folder in the folder you right-clicked.
      • Rename Folder Rename the folder. You can't rename the default folders, such as the Inbox folder.
      • Delete Folder Delete the entire folder. Delete will move the folder to the Deleted Items folder.
      • Empty Folder Deletes everything in the folder, including any sub-folders.
      • Show in 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.
      • Properties Allows you to manage your autoarchive, permissions, and other settings related to your account.

        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 within your account:

      1. Right-click your account.
      2. Click New folder.

        new folder

      3. Type the name you want to use for this folder.
      4. Press Enter or click away.

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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. 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 window

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

        new folder

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      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 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. Go to FOLDER tab.
      2. Click Recover deleted items from within "Clean Up" group..
      3. Recover deleted content

      4. Click the item you want and then click Recover Selected Items button. 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 Show in Favorites.
      • You can re-order folders in Favorites by clicking and dragging, or by right-clicking and then clicking Move up or Move down.
      • 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.

        favorites menu

      • To Hide/Show the Favorites section -- by default, the Favorites section is visible. If you want to hide or unhide:
        1. Click VIEW tab.
        2. Within the "Layout" section on the ribbon, click Folder Pane.
        3. Click Favorites. If a checkmark is next to this selection, then your Favorites will appear.

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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. Due to possible mail delivery and syncing issues, do not create folders under your Inbox.
      • If you want to create a personal information folder as a sub-folder 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 Folder 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/purge the Deleted Items folder or delete the folder from the Deleted Items folder.

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  • Manage email messages by using rules
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      A rule is an action that Microsoft Outlook 2013 2010 runs automatically on incoming or outgoing messages, based on conditions that you have specified.

      In this article


      How rules help you manage email messages

      Rules help reduce manually filing or taking the same action when a similar message arrives. Unlike Quick Steps, rules typically are always on and run automatically. For example, when a message is received from a specified person, it's automatically moved to the folder that you designate.

      The Rules Wizard helps you design rules to manage messages. Rules fall into one of two categories --- organization and notification.

      The Rules Wizard includes templates for the most frequently used rules, which include the following:

      • Stay Organized    These rules help you file and follow up on messages. For example, you can create a rule for messages from a specific sender, such as Anne Weiler, with the word "sales" in the Subject line, to be flagged for follow-up, categorized as Sales, and moved to a folder named Anne's Sales.
      • Stay Up to Date    These rules notify you in some way when you receive a particular message. For example, you can create a rule that automatically sends a message to a mobile device when you receive a message from a family member.
      • Start from a blank rule    These are rules that you create without the aid of a rule template and that you can completely customize.

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      Create a rule

      Outlook includes rule templates for common scenarios. Use these rule templates, or create design your own custom rules.

      Use Outlook rule templates

      1. Click the File tab.
      2. Click Manage Rules & Alerts.

        Manage Rules & Alerts button

      3. In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.

        New rule button

      4. Under Step 1: Select a template, select the template that you want from the Stay Organized or Stay Up to Date collection of templates.
      5. Under Step 2: Edit the rule description, click an underlined value. For example, if you click the people or public group link, the Address Book opens.

        Rules wizard - select a template screen

      6. Click Next.
      7. Under Step 1: Select condition(s), select the conditions that you want the messages to meet for the rule to apply.
      8. Under Step 2: Edit the rule description, click an underlined value for any condition that you added, and then specify the value.

        Rules wizard - select condition screen

      9. Click Next.
      10. Under Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met.
      11. Under Step 2: Edit the rule description, click an underlined value for any action that you added, and then specify the value.

        Rules wizard - select action screen

      12. Click Next.
      13. Under Step 1: Select exception(s), select any exceptions to the rule, and then click Next.
      14. Under Step 2: Edit the rule description, click an underlined value for any exception that you added, and then specify the value.

        Rules wizard - select exception screen

      15. Click Next.
      16. Under Step 1: Specify a name for this rule, enter a name.
      17. Under Step 2: Setup rule options, select the check boxes for the options that you want.
        • If you want to run this rule on messages that already are in the Inbox, select the Run this rule now on messages already in "Inbox" check box.
        • By default, the new rule is turned on. To turn off the rule, clear the Turn on this rule check box.
        • To apply this rule to all email accounts set up in Outlook, select the Create this rule on all accounts check box.

        Rules wizard - finalize rule screen

      18. Click Finish.

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      Design a custom rule

      1. Click the File tab.
      2. Click Manage Rules & Alerts.
      3. In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.
      4. Under Start from a blank rule, click either Check messages when they arrive or Check messages after sending.

        Start a rule screen

      5. Click Next.
      6. Under Step 1: Select condition(s), select the conditions that you want the messages to meet for the rule to apply.
      7. Under Step 2: Edit the rule description, click an underlined value for any condition that you added, and then specify the value.

        Rules wizard - select condition screen

      8. Click Next.
      9. Under Step 1: Select action(s), select the action that you want the rule to take when the specified conditions are met.
      10. Under Step 2: Edit the rule description, click an underlined value for any action that you added, and then specify the value.

        Rules wizard - select action screen

      11. Click Next.
      12. Under Step 1: Select exception(s), select any exceptions to the rule, and then click Next.
      13. Under Step 2: Edit the rule description, click an underlined value for any exception that you added, and then specify the value.

        Rules wizard - select exception screen

      14. Click Next.
      15. Under Step 1: Specify a name for this rule, enter a name.
      16. Under Step 2: Setup rule options, select the check boxes for the options that you want.
        • If you want to run this rule on messages that already are in the Inbox, select the Run this rule now on messages already in "Inbox" check box.
        • By default, the new rule is turned on. To turn off the rule, clear the Turn on this rule check box.
        • To apply this rule to all email accounts set up in Outlook, select the Create this rule on all accounts check box.

        Rules wizard - finalize rule screen

      17. Click Finish.

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      Create a rule based on senders or recipients of a message

      A rule can be quickly created from any message. The advantage of this method is that rules are suggested based on the message sender or recipients. For example, when you start with a message, one rule that is suggested moves all messages from that sender to a folder that you choose.

      1. Click the message for which you want to create a rule, and then on the Home tab, in the Move group, click Rules.

        Suggested rules appear based on the message sender and recipients.

        Rules button

      2. Do one of the following:
        • Click one of the suggested rules, click a destination folder, and then click OK.
        • For more rules options that are based on the sender, recipients, or subject of the message, click Create Rule.

      If you chose Create Rule in step 2, the Create Rule dialog box appears. Continue with the following steps.

      1. Under When I get e-mail with all of the selected conditions, select the check boxes for the conditions that you want.
      2. Under Do the following, select the check boxes for the action that you want the rule to take when the specified conditions are met.
      3. Select the Move the item to folder check box.
      4. Click an existing folder or click New to create a folder to store the messages.

        Create rule - action screen

        To add more conditions, actions, or exceptions to the rule, click Advanced Options, and then follow the rest of the instructions in the Rules Wizard. This is the same wizard that appears when you click Manage Rules & Alerts in the Backstage view (by clicking the File tab). See Design a custom rule for more information.

      5. Click OK.

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      Run rules manually

      If you want to manually run one or more rules, do the following:

      1. Click the File tab.
      2. Click Manage Rules & Alerts.
      3. Click Run Rules Now.
      4. In the Run Rules Now dialog box, under Select rules to run, select the check box next to each rule that you want to run.

        Run rules now screen

      5. In the Run in Folder box, if you want to select a different folder, click Browse, click the folder, and then click OK.

        Select the Include subfolders check box to include all folders under the folder that was specified in step 5.

      6. In the Apply rules to list, the default is all messages. You can change this to read or unread messages.

        Apply rules to - run now button

      7. Click Run Now.

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      Server-based rules versus client-only rules

      There are two types of rules in Outlook --- server-based and client-only.

      • Server-based rules    When you are using a Office 365 account, some rules are server-based rules. These rules run on your mailbox on the Exchange mail server, even when Outlook isn't running. Server-based rules must apply to messages when they are first delivered to your Inbox, and the rules must be able to run until they are completed on the server. For example, a rule that specifies that a message be printed can't run until it is completed on the server. If a rule can't be applied on the server, it is applied when you start Outlook and then becomes a client-only rule.
      • Client-only rules    A rule that can't be applied on the server has the words "client-only" or "On this machine only" added to the end of the rule's name. Client-only rules are applied after all other rules. If your list of rules contains rules that can be run on the server as well as those that can't, the server-based rules are applied first, followed by the client-only rules. Client-only rules are rules that run only on your computer. These are rules that run in Outlook instead of on the Exchange server. Client-only rules can only run when Outlook is running.

      If your list of rules contains both kinds of rules, the server-based rules are applied first, followed by the client-only rules.

      How/Why rules become server or client side rules

      Whether or not a rule will be a server-side or client-side rule depends on the actions, conditions and exceptions that are selected in the message.

      When the rule contains an action or condition/exception that can only be performed by Outlook, then the rule turns into a client-side rule. If this action/condition/exception is also dependent on a specific configuration of Outlook then the rule will get the "on this machine only" condition as well.

      See complete details on server-side vs client-only rules.

      Important: If you always want to create a server-side rule, then use Outlook on the web.

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      Applying rules to other Outlook items

      Delivery receipts, voting responses, and Automatic Replies

      When rules are applied, delivery receipts, read receipts, voting responses, and Automatic Replies (Out of Office notifications) are processed as if they are messages. For example, a rule that moves items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) with the word "meeting" in the subject to a specific folder, also moves all delivery receipts, voting responses, or an Automatic Reply that contains the word "meeting" in the subject.

       Note    When a rule moves voting responses from the Inbox to another folder, vote tracking is affected. When a sent message that included a voting button is opened, the tracking information won't include a tally for responses that a rule moved. Manually moving or deleting a response doesn't affect the tracking.

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      Meeting requests, task requests, and documents

      When applying rules, meeting requests, task requests, and documents are considered messages. For example, a rule that moves items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) with the word "meeting" in the Subject box to a specific folder also moves any task request or meeting request that meets that condition. However, be aware the following limitations when you create rules that affect these kinds of items:

      • An item moved to a folder other than a mail folder might not work as expected after it is moved. For example, if a message is moved to the Calendar folder, a new appointment isn't created.
      • If a meeting or task response is moved to the Deleted Items folder by using a rule, the response isn't tracked by the original item.
      • If a meeting request is automatically moved to the Deleted Items folder, the meeting isn't added to the Calendar.
      • Rules that affect messages that you send aren't applied to task requests and meeting requests.

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      Contact Groups

      A rule that includes a Contact Group can behave differently depending on how the rule is created.

      • Move messages sent to a public group to a folder     This rule is available only if you are using an Exchange Server account. Only messages that are sent to the Contact Group are moved to the specified folder. Messages from people who are members of the Contact Group aren't moved to the specified folder.

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      See Also:



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Microsoft Videos

Contacts

Documentation

  • Create or add a contact
    • You can capture and organize information about people by creating contacts. Contacts are like electronic cards that store a person's information. A contact can be as basic as a name and email address, or include more information like a street address, multiple phone numbers, and a photo.

      Once you've saved someone as a contact, you can type the first few letters of their name into an email, and Outlook will fill in their email address for you. Or with a few clicks, you can call that person without ever having to look up their phone number.

      1. Click People at the bottom of the screen.

        Click People

      2. In the New group, click New Contact or press Ctrl+N.

        New Contact button on the Contact tab

        Tip    To create a contact from anywhere in Outlook, press Ctrl+Shift+C.

      3. Enter a name and any other information that you want to include for the contact.
      4. If you want to create another contact, click Save & New. When you are done entering new contacts, click Save & Close

         Tip    Want to add another contact from the same company? Just click the little down arrow next to Save & New, and then click Contact from the Same Company.
        Create a new contact from the same company

      Save more than one email address or phone number

      You can save more than one phone number, email address, or mailing address for someone. For example:

      1. On the new Contact Card, type your contact’s first email address in the E-mail box.
      2. Click the down arrow next to E-mail, and then click E-mail 2. The first e-mail address will be saved and you can type a second one in the field.

        Add an extra email address for a contact

      Add a photo of your contact

      If you have a picture of the person saved on your computer (or in some other location), you can use it in their contact information.

      1. Click the image icon in the new contact box.

        Click the image icon to add a photo

      2. Locate the picture you want to use in the Add Contact Picture box, and then click OK.

      Other ways to create contacts

      Add a contact from an email message

      Create and share contacts as Electronic Business Cards

      Import contacts

      Import contacts from an Excel spreadsheet

      See Also:



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  • Edit a contact
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      You can add information about your contacts --- such as their birthdays and anniversaries, or the names of their spouses and children. Information that you add appears only on your computer.

      1. On the Navigation Bar, click People.

        navigation menu, people

      2. In the ribbon, in Current View, click Business Contact.

        BusinessContact

      3. Within the contact listing, double-click on the contact you want to update. The edit contact window will be displayed.
      4. Make the desired modifications and click Save & Close from within "Actions" group.

        Save and Close button for a contact

      Note: if the contact is within a group, use these instructions to modify the contact.

      See Also:



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  • Delete a contact
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Important: When connected to your Office 365 account via Exchange protocol, any contact you delete that is contained within your Office 365 contacts, will be deleted from your Office 365 account. If you delete a contact from your personal folder's location, it will only be deleted from the computer you are on.

      1. On the Navigation Bar (Navigation Bar: Commands at the bottom of the Outlook window that enable you to quickly navigate to Mail, Calendar, People, and Tasks.), click People.

        navigation menu, people

      2. In the ribbon, in Current View, click People.

        Select People in Current View

      3. Select the contact you want to delete.
      4. Click Delete.

        Deleting a contact

      5.  Note    If a dialog box appears, it means this contact is linked to other contacts that have information about this person from different sources, such as Facebook and LinkedIn (See Facebook or LinkedIn information in the People pane). If you want to delete all the information about someone from your computer, remember to delete the linked contacts for that person too.

        See Also:



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  • Create and edit a contact group
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Important: You have multiple choices when it comes to using this feature. Before proceeding, please review the following document to see if another option exists to better suit your needs: Office 365 - What are the differences between an Office 365 Group, an Office 365 Security Group, a Contact list, a Google Group, and WiscLists?.

      Use a contact group (formerly called a "distribution list") to send an email to multiple people -- a project team, a committee, or even just a group of friends -- without having to add each name each time you want to write them. You can include Contact Groups in messages, task requests, meeting requests, and in other Contact Groups.

      What do you want to do?


      Create a contact group

      1. On the Navigation bar, click People.

        navigation bar

      2. Under My Contacts, pick where you want to add the contact group. For this example, click Contacts.
      3. Click Home > New Contact Group.
      4. On the Contact Group tab, in the Name box, type a name for the group.
      5. Click Add Members, and then add people from your address book or contacts list.

        contacts, add members

        Note   To add someone who is not in your address book or contacts, use the "New E-mail Contact" selection.
      6. Click Save and Close.

      Edit a contact group

      1. On the Navigation bar, click People.

        navigation bar

      2. Find the group you want to edit and double-click the group to open it.
        • To Add Members

          contacts, add members

          Click Add Members, and then add people from your address book or contacts list.

          Note To add someone who is not in your address book or contacts, use the "New E-mail Contact" selection.
        • To Remove Members

          Select the member to remove from the list and click Remove Member, and then add people from your address book or contacts list.

      3. Click Save and Close.

      Delete a contact group

      Important: Since personal groups are only stored locally on the computer you are on, once the group is deleted, it cannot be restored.

      1. On the Navigation bar, click People.

        navigation bar

      2. Find the group you want to delete and double-click the group to open it.
      3. Click Delete Group.
      4. Click Yes to confirm the delete action.

      Modify a contact in a group

      Note: There are times when you want to modify the name or email address of a contact that you have included in a group.

      Contact exists within your personal Outlook contacts

      1. Use the edit a contact instructions to modify the desired contact.
      2. Find the group which contains the contact you just modified and double-click the group to open it.
      3. Within the "Members" area, click Update Now.

        contact group, update now button

        The modified contact will be updated within the group.
      4. Click Save and Close to save your changes.

      Contact does not exist within your personal Outlook contacts

      1. Find the group which contains the contact want to modify and double-click the group to open it.
      2. Select the member and click Remove Member.
      3. Within the "Members" area, click Add Members

        contacts, add members

      4. Click Add Members, and select 'New E-mail Contact'.
      5. Enter the necessary information for this contact (which includes the new values you needed to make) and click OK. Note: It is recommended that you add this person to your personal contacts for ease of modification in the future.
      6. Click Save and Close to save your changes to the contact group.


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Calendar Basics

Documentation

  • Create an Event/Appointment
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources.

      By designating each appointment as busy, free, tentative, or out of office, other Outlook users know your availability.

      What do you want to do?


      Create an appointment

      play video clip

      1. In Calendar, click the Home tab.
      2. In the New group, click New Appointment. Alternately, you can right-click a time block in your calendar grid and click New Appointment.

        New appointment command on the ribbon

        Keyboard shortcut    To create an appointment, press Ctrl+Shift+A.

      3. In the Subject box, type a description.
      4. In the Location box, type the location.
      5. Enter the start and end times.

         Tip    You can type specific words and phrases in the Start time and End time boxes instead of dates. For example, you can type Today, Tomorrow, New Year's Day, Two Weeks from Tomorrow, Three days before New Year's Day, and most holiday names.

      6. To show others your availability during this time, on the Appointment tab, in the Options group, click the Show As box and then click Free, Working Elsewhere, Tentative, Busy or Out of Office.

        new appointment - show as options

      7. To make the appointment recurring, on the Appointment tab, in the Options group, click Recurrence Button image. Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency. Click OK.

        recurrence options

         Note    Adding a recurrence to an appointment changes the Appointment tab to say Appointment Series.

      8. By default, a reminder appears 15 minutes before the appointment start time. To change when the reminder appears, on the Appointment tab, in the Options group, click the Reminder box arrow and then click the new reminder time. To turn the reminder off, click None.

        reminder options

      9. On the Appointment tab, in the Actions group, click Save & Close.

        save and close button

         Tip    Double-click any blank area on the calendar grid to create a new appointment.

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      Change an appointment

      1. Open the appointment that you want to change.
      2. Do one of the following:
        • Change options for an appointment that is not part of a series    
          • Change the options, such as subject, location, and time, that you want to change.
        • Change options for all appointments in a series    
          1. Click The entire series, and then change any options that you want to change

            opening recurring event

          2. To change recurrence options, on the Recurring Appointment tab, in the Options group, click Recurrence, change the options and then click OK.

            recurrence options

        • Change options for one appointment that is part of a series    
          1. Click Just this one.

            opening recurring event

          2. On the Recurring Appointment tab, change the options that you want.
      3. On the Appointment or Recurring Appointment tab, in the Actions group, click Save & Close.

         Tip    In Calendar, you can drag the appointment to a different date. You also can edit the subject by clicking the description text, pressing F2, and then typing your changes.

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      Make an existing appointment recurring

      1. Open the appointment that you want to set to recur.
      2. On the Appointment tab, in the Options group, click Recurrence recurrence image.
      3. Click the frequency Daily, Weekly, Monthly, Yearly with which you want the appointment to recur, and then select the options for the frequency.
      4. On the Recurring Appointment tab, in the Actions group, click Save & Close.

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  • Modify an appointment, meeting, or event
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      You can change an appointment, meeting, or event to update your Outlook calendar and to let other people know about schedule changes.

      In this document:


      Modify a non-recurring appointment/meeting

      1. Open (double-click) the appointment/meeting.
      2. Modify the desired settings/options and then click Save & Close, or for a meeting, click Send Update.

       Tip    Drag the appointment or meeting to a different date on the calendar. You can also change the subject by clicking the text, and then typing your changes.

      Modify a recurring appointment/meeting

      Modify a single appointment/meeting within a recurring series

      Important: There are times when you want to modify a single instance of a recurring appointment/meeting. Due to the complexity/coding of recurrence rules across many of the calendaring clients/devices, it is recommended that you delete the single instance within the recurrence and create a new appointment/meeting in its behalf.

      1. Open (double-click) the appointment/meeting.
      2. On the Open Recurring Item dialog box, click Just this one, and then click OK.

        opening recurring event

      3. Move this window to the side so that you can view your calendar.
      4. Create a new appointment/meeting which will replace the single occurrence you opened earlier. Use that event to make sure all the necessary information is populated within this new event.
      5. Click Save & Close, or for a meeting, click Send.
      6. Go to the recurring event you opened earlier and from within the Appointment/Meeting Recurrence tab, click Delete option from within "Actions" group.
      Modify all instances of a recurring appointment/meeting series
      1. Open (double-click) the appointment/meeting.
      2. On the Open Recurring Item dialog box, click The entire series, and then click OK.

        opening recurring event

      3. On the Appointment/Meeting Recurrence tab, modify the desired settings. To change recurrence rule, click Recurrence from within "Options" group.
      4. Make the desired change and click Save & Close, or for a meeting, click Send Update.

      Modify an event

      Events differ from appointments or meetings as they are all-day items that appear as free time on your calendar. A conference or a vacation is an example of an event.

      You can change an event into an appointment, by opening the event, and then unchecking the All day event box. Now, as an appointment, the time is marked as busy on your calendar. If you add attendees, your appointment becomes a meeting.

      After you finish making changes, click Save & Close.

      If you want to keep the event as an all-day event, but show the time as something other than free on your calendar, change Show As.

      1. Open the event on your calendar.
      2. Click Event.
      3. Change Show As to Busy, Working Elsewhere, Tentative, or Out of Office.

        Show as options

      4. Click Save & Close.

      See Also:



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  • Schedule a meeting with other people
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Send a meeting request to set up a time to meet with others and to track who accepts the request.

      play video clip play video

      1. In Calendar, click New Meeting.

        New Meeting command on the ribbon

        Keyboard shortcut    To create a meeting request regardless of where you are in Outlook, press Ctrl+Shift+Q.

      2. In the Subject box, tell your recipients what the meeting is about.
      3. In the Location box, tell your recipients where this meeting will be held. If you use a Microsoft Exchange account, click Rooms to check availability and reserve rooms.
      4. In the Start time and End time lists, click the meeting start and end times. If you check the All day event box, the event shows as a full 24-hour event, lasting from midnight to midnight.
      5. In the meeting request, type any information you want to share with the recipients. You can also attach files.

        Meeting request screen

      6. Click Scheduling Assistant. The Scheduling Assistant for Exchange accounts helps you find the best time for your meeting by analyzing when recipients and meeting resources, such as rooms, are available.

        scheduling assistant button

        If you are not using an Exchange account, click Scheduling.

      7. Click Add Attendees, and then type the recipients names, email addresses, or resource names (separated by semicolons) in the Required, Optional, or Resources boxes.

        add attendees button

        If you are not using an Exchange account, click Add Others > Add from Address Book.

        You can search for attendees by typing in the Search box, and then clicking Go. Click the name from the results list, and then click Required, Optional, or Resources.

        A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting. You can click and drag the lines to a new start and end time. For Exchange accounts, the free/busy grid shows the availability of attendees.

      8. For Exchange accounts, the Room Finder pane contains suggested best times for your meeting (when most attendees are available). To select a meeting time, click a time suggestion in the Room Finder pane in the Suggested times section, or pick a time on the free/busy grid.

        Room Finder button

      9. After your attendees are added, to switch back to the meeting request, on the ribbon, click Appointment.

        Appointment button

      10. Unless you want to make this a recurring meeting, click Send.

      Make it a recurring meeting

      1. Click Meeting > Recurrence.

        Recurrence command on the ribbon

        Keyboard shortcut    To schedule the meeting to repeat regularly, click Ctrl+G.

      2. Choose the options for the recurrence pattern you want, and then click OK.

        When you add a recurrence pattern to a meeting request, the Meeting tab changes to Recurring Meeting.

      3. To send the meeting request, click Send.

      See Also:



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  • Invite a Resource Calendar
    • These instructions assume you have been granted invite permissions to an Office 365 resource. If you have problems inviting 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.

      Note: WiscCal resources cannot receive event invitations from an external system (e.g. Office 365). Any invitations for WiscCal resources must come from a WiscCal account.

      1. Start Outlook.

      2. Go to "Calendar".

      3. Create a new event or modify an existing event or use these instructions.

      4. If the To... button is not visible, click the Invite Attendees button located within the ribbon bar.

      5. If you know the email address of the resource, place the cursor within the "To..." field and enter the email address of the resource and click the tab key. The email address will be replaced by the resource name. Plus, if the resource is a room, the name of the resource will also be populated within the "Location" field. Continue to step 11.

        enter attendees within To field

      6. Otherwise, within event edit screen, click To... button.

        1. Within the 'Select Attendees and Resources: Global Address List' screen, place the cursor within the search field start typing the name of the resource. Note: The search feature only searches from the beginning of the resource name. If you enter a word/term which is not from the start of the name, the resource will not be returned.

          search screen

        2. Click Enter key or click on the Go button. You will be shown a list of all the resources which matched the search term you entered.

        3. Double-click on the resource from within the returned list. It will be added to the Required field. Repeat this process for any other user/resource you want to invite.

          search screen action

        4. Click OK button. You will be returned to the event edit screen.

      7. Enter the desired information within the rest of the event details and click Send button to initiate the event request. Note: You may want to use the Scheduling Assistant to verify if all the attendees, included the resource(s) you included are free during the time you are setting this event for before sending out the invitation.

        scheduling assistant or send buttons

      Depending on how the resource was configured, your invitation will either have to be accepted by the owner of the resource or it will be automatically accepted.

      See Also:



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  • Respond to a Meeting Request
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Even if you don't organize meetings and send invitations in Outlook 2013, 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 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. Outlook gives you two ways to propose a new time: Choose Decline and then click Propose New Time if the original time is simply impossible; choose Tentative and then click Propose New Time if you're not sure whether the suggested time will work and you'd like to suggest an alternative.

      • Respond: Since the meeting invitation arrives as an e-mail, you can click Respond to reply with an e-mail message without committing one way or another to the scheduled meeting.

      • Calendar: Outlook shows your complete calendar in a separate window so that you can get a bigger picture of what your schedule looks like.

      You can choose Edit the Response Before Sending if you want to include an explanation to the message, or just select Send the Response Now to deliver your message.

      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.

      When you get a meeting invitation, the message has a preview of your calendar for the date and time of the meeting -- giving you a quick snapshot of your availability. This preview is only a small slice of your schedule, displaying about an hour or so before the meeting starts and about an hour or so after the meeting's start time.

      If the meeting is scheduled for longer than two hours, you can scroll down to see more of your schedule -- and if the meeting is scheduled to last longer than two hours, you might also want to pack a lunch.

      invitation

      See Also:



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  • Check Availability using the Scheduling Assistant
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Microsoft Outlook's Scheduling Assistant is a tool which allows you to invite groups of people to meetings or events without having to email them individually. You may complete a new meeting request which Outlook emails to the desired recipients in the form of an invitation. When the invitation is sent, a tentative appointment will appear on the invitees' calendars. Potential attendees can then accept or reject the invitation. If an individual accepts, Outlook will automatically mark the time as busy on his or her Calendar. This document covers the process involved in using Outlook's Scheduling Assistant.

      Outlook 2013's Scheduling Assistant is capable of taking a great number of variables into account when helping you to schedule a meeting. This section will explain how to create a new Meeting Request and schedule that request using the Scheduling Assistant.

      play video clip

      Creating a New Meeting Request

      1. In Outlook, at the bottom left of the screen, click Calendar.

      2. From the Home tab, at the top left of the screen, click New Meeting and select New Meeting from the dropdown menu.

        New Meeting

      3. A new window appears. From the Meeting tab, select Scheduling Assistant.

        Scheduling Assistant

        The Scheduling Assistant view appears, which looks something like a spreadsheet. You will see your name and schedule in the top row.

        Your Schedule

        Note: On the right-hand side, you will see the Suggested Times list. As you had attendees to your meeting, this list will adjust to provide possible meeting times when all required attendees and/or locations are available. The times correspond to the date and meeting duration you have currently selected (more information on this can be found below).

      4. There are multiple ways to add attendees to your meeting requests:

        If you know the name of the person (or people) you wish to add, click in the space under your name that says Click here to add a name, and type in the person's name or username.

        Example: Smith, John

        Example: smithja

        Add Name

        OR

        If you wish to look up a person's name instead, click Address Book in the Meeting tab at the top of the screen and use the search box. Click OK to add the person to the scheduling view.
        Address Book

        OR

        Click Add Attendees near the bottom left of the screen and use the search box to find names. Click OK to add the person to the scheduling view.

        Note: By, default, the Name only option is selected. When in this view, it is easiest to search by a person's last name. If you wish to search by username, select More columns.

        Select Attendees

      5. You may add as many peoples' names as you wish. Note that every time you add a person's name, you will be able to see when they are free and when they are busy. You may see the following color indicators:


        Blue: The time is marked as busy.


        Blue and White Striped: This time is scheduled with tentative appointments.


        Purple: This time is marked as out of office.


        Black and White Striped: Outlook has no information for this time (the user may not be an Outlook/Exchange user, a UW-Madison user, or does not have an Outlook Calendar set up).


      6. Optional: To classify attendees, click the arrow to the right of the icon Required Attendee next to the attendee's name, and select the desired classification. Attendee classifications are taken into account by the Suggested Times.

        Meeting OrganizerOrganizer: This is the creator of the meeting; it will by default appear to the left of your name (and will not be an option for other attendees). This position is regarded as necessary by the Suggested Times list.

        Required Attendee Required Attendee: Invitees to be regarded as necessary by the Suggested Times list. Invitees are by default listed as required.

        Optional AttendeeOptional Attendee: Invitees for whom attendance is optional; separated from Required Attendees in the Suggested Times list.

        ResourceResource: This label marks rooms or equipment added to the meeting, and is regarded as necessary by the Suggested Times list


      7. Optional: Some rooms on campus are available for reservation, and therefore have their own calendars. To reserve one of these rooms, click Add Rooms near the bottom left of the screen and choose the desired room. A meeting request will be sent to the calendar of this room.

      8. At the bottom of the screen, you can set the start and end dates and times. To change the date you are viewing on the screen (and the date for which times will be suggested in the Suggested Times list), click the calendar icon and select the appropriate date. To change the time, use the dropdown menus.

        Note: When you change the time, you are changing the duration of the meeting in the Suggested Times list: it will only suggest openings that fit that duration.

      9. From the Suggested Times list, choose the desired time. Conflict-free times appear at the top of the list.

      10. If you are having a difficult time finding an available time for all required attendees, click Options | AutoPick, then click Required People. The meeting date/time will automatically be adjusted to the next available slot.

      11. Click Appointment in the Meeting tab at the top of the screen. This will return you to the Appointment screen. You will see the details for the date and time you selected. Add a subject and location in the appropriate text boxes. If desired, enter text to appear in the body of the message.

      12. Click Send.

        Send



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  • Assign Full 'Read' Permissions to your calendar
    • You can use Outlook to assign full read permissions to your calendar. When you grant permissions to your calendar with someone inside your organization (UW-Madison), they will be able to add it directly to their calendar view in Outlook or Outlook Web App. People outside your organization will be sent a URL that they can use to view your calendar.

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

      Important: This document covers read permission levels only. If you are looking to grant someone read/write/modify permissions, use the following doc: Outlook - assign write/modify permissions to your calendar.

      Important: This document is assigning permissions at the individual level. If you want to change the default permissions for everyone, use the following instructions instead: Document 43405 is unavailable at this time..

      The following topics are covered:


      Permission Levels

      Availability Only
      Provides assignee with free/busy information.
      Limited Details
      Same as Availability Only, provides assignee with free/busy information.
      Full Details
      Provides assignee full event details including: Title, Location, Attendees, and Description.

      Important Notes:

      • The "Availability Only" and "Limited Details" permission levels are the automatic default permission levels for all accounts.
      • Users will not be able to assign "None" as a permission level within the Outlook on the web. "None" can only be set as a permission level within Outlook client versions and must be set at the default level(global). The "None" permission level cannot be applied to individuals within Office 365.

      Assign full details

      1. Start Outlook.
      2. Go to Calendar.
      3. On the "Home" tab, Click Share Calendar from within 'Share' group.

        outlook share calendar

      4. Enter the name or email address of the person you want to grant full permissions to within the To... box. This box works just like the To box in an email message. You can add more than one person to share your calendar with.
      5. After you've added who you want to share your calendar with, select Full details from the drop-down select box.
      6. You can edit the Subject of the if you want.
      7. By default, your primary calendar will be shared. If you have created other calendars, you can select one of them to share instead.
      8. After you've finished filling in and selecting the necessary information, click Send.

      Each person will receive an email message telling them that you've shared your calendar with them. People inside your organization will have two links on the invitation - one to add your calendar to their calendar view, and another to share their calendar with you. People outside of your organization will receive a URL that they can use to view your calendar.

      Note: Calendar items marked Private are always protected. Anyone you share your calendar with will see only the time of items marked Private, and not the subject, location, or other details. Users have an option to allow those with 'Delegate' (read/write/modify) access to see the details of private events.

      See Also:



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  • Assign 'write/modify' permissions to your calendar
    • You can use Outlook to assign 'read/write/modify' permissions to your calendar. When you grant permissions to your calendar with someone inside your organization (UW-Madison), they will be able to add it directly to their calendar view in Outlook or Outlook on the web. People outside your organization will be sent a URL that they can use to view your calendar.

      Important: This document covers 'read/write/modify' permission levels only. If you are looking to grant someone 'read' permissions only, use the following doc: Outlook - assign 'read' permissions to your calendar.

      The following topics are covered:

      Permission Levels

      Important: Office 365 team recommends using the delegate access feature to set permission levels above "read".

      Reviewer
      Provides Assignee 'Full' detail read access.
      Author
      Provides Assignee with 'limited details' access.
      Editor
      Provides Assignee with 'Delegate' access. In addition a 'Editor' (delegate) can also be selected to receive calendar notifications/requests/invitations. By default, 'Editor' cannot view/modify events set to Private. You do have the option to grant the 'Editor' the ability to view (full details) Private events.

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

      Important Notes:

      • Assigning permission levels between Outlook and the Outlook on the web are not consistent. The terms and levels one can choose from to assign to others are not consistent between Outlook on the web and Outlook. If you are working in a multi-client environment, it is recommended to assign all permissions using Outlook on the web.
      • The "Availability Only" and "Limited Details" permission levels are the automatic default permission levels for all accounts.
      • Users will not be able to assign "None" as a permission level within the Outlook on the web. "None" can only be set as a permission level within Outlook client versions and must be set at the default level (global). The "None" permission level cannot be applied to individuals within Office 365.

      Assign Permissions

      By default, the delegate can read only the meeting requests and responses sent to the manager. The delegate does not have access to read any other messages in your Inbox.

      1. Click the File tab.
      2. Click Account Settings, and then click Delegate Access.
      3. Click Add.

        - I don't see the Add button

        • The Add button might not be visible because of one or more of the following:
        • An active connection does not exist between Outlook and Office 365. The Outlook status bar should display Connected to Microsoft Exchange or Online.
        • Your messages are not being delivered to your Office 365 mailbox. Your e-mail must be delivered to your mailbox, not to an Outlook Data File (.pst) on your computer hard disk.
      4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.

         Note    The delegate must be a person in the Office 365 Global Address List (Global Address List: The address book that contains all user, group, and distribution list e-mail addresses in your organization. The administrator creates and maintains this address book. It may also contain public folder e-mail addresses.).

      5. Click Add, and then click OK.
      6. In the Delegate Permissions dialog box, you can accept the default permission settings or select custom access levels for Office 365 folders.

        If a delegate needs permission to work only with meeting requests and responses, the default permission settings, including Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox.

         Note    By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.

      7. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.
      8. If you want, select the Delegate can see my private items check box.

         Important    This is a global setting that affects all of your Office 365 folders, including all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot allow access to private items in only one folder.

      9. Click OK.

      Notes

      • Calendar items marked Private are always protected. Anyone you share your calendar with will see only the time of items marked Private, and not the subject, location, or other details. Users have an option to allow those with 'Delegate' access to see the details of private events. This option is set in the "Permissions" page and will only appear for those who have been assigned delegate access.

      Modify permissions

      1. Click the File tab.
      2. Click Account Settings, and then click Delegate Access.
      3. Click the name of the delegate for whom you want to change permissions, and then click Permissions.

        Modify Permissions

         Note    If you want to remove all Delegate Access permissions, do not click Permissions but instead click Remove and skip the remainder of these steps.

      4. Change the permissions for any Outlook folder that the delegate has access to.
      5. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.

        send message regarding permission modifications

       Note    If you want copies of meeting requests and responses that you receive to be sent to a delegate, make sure the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select the Delegate receives copies of meeting-related messages sent to me check box.

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      Change delegate access to private items

      If you have assigned permissions to a delegate so that he or she can access your Outlook folders, you can hide personal information in appointments, meetings, tasks, and contacts. Open each personal item, and on the Calendar Tools tab, in the Tags group, click Private.

      If you want to give a delegate access to see your private items, do the following:

      1. Click the File tab.
      2. Click Account Settings, and then click Delegate Access.
      3. Click the name of the delegate for whom you want to change access to your private appointments, and then click Permissions.

        Modify Permissions

      4. Select the Delegate can see my private items check box.

       Important    You should not rely on the Private feature to prevent other people from accessing the details of your appointments, contacts, or tasks. To make sure that other people cannot read the items that you marked as private, do not grant them Reviewer (can read items) permission to your Calendar, Contacts, or Tasks folder.

      See Also:



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  • Viewing Another Person's Calendar

    • Topics Map > Features and Functionality > Client Capabilities > Desktop

      Office 365 (Outlook 2010) - Open another person's Calendar

      This document will go through the process of opening another person's calendar.

      When another individual shares their calendar with you, you will receive an email. When using Outlook 2013 or Outlook 2010, you can view the message and click the Open this Calendar within 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 provided below to open the calendar manually.

      Open another person's Calendar in Outlook 2013 or Outlook 2010

      1. Within Outlook, click Calendar.
      2. Next, click Home tab.
      3. In the Manage Calendars group, click Open Calendar.

        Manage Calendars group

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

        Manage Calendars - open shared calendar

      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:

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

      Additional Notes

      The shared Calendar appears next to any calendar that is already in the view.

      After you access a shared Calendar for the first time, the Calendar is added to the Folder Pane (Folder Pane: The column on the left side of the Outlook window that contains folders for each view, such as Mail or Calendar. Click a folder to show the items in the folder. Formerly the Navigation Pane in earlier releases.). The next time that you want to view the shared Calendar, you can click it in the Folder Pane.

      If the other person whose Calendar you want to open hasn't granted you permission to view it, Outlook prompts you to ask the person for permission. If you click Yes, a sharing request email message opens automatically. The message requests the person to share his or her Calendar with you and also provides the option to share your default Calendar with him or her.

      Tip: You can quickly schedule a meeting with people whose calendars you can view. Select multiple calendars, and then click Home. In the New group, click New Meeting, and then click New Meeting with All.

       Notes 

      • If the other person creates additional sub-calenders, they must share those calenders with you in order for you to view them. Otherwise, you can only view the person's default Calendar.
      • To remove a calendar from the Other Calendars list, right-click the calendar, and then click Delete Calendar.
      • The owner of the calendar items controls who can see the items and change them.

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      See Also:




      Keywords:microsoft o365 events sharing share delegates delegation permissions access rights subscribe subscribing   Doc ID:31771
      Owner:Ara M.Group:Office 365
      Created:2013-07-24 05:29 CSTUpdated:2016-06-21 10:06 CST
      Sites:DoIT Help Desk, DoIT Tech Store, Office 365
      Feedback:  3   6      


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  • Recreating your calendar
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      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 one email account (bbadger@wisc.edu) which he is consolidating into one Office 365 account. Both contain calendar data. The following image is what his calendar screen will look like after the transition to Office 365 when viewed via Outlook 2013.

      Calendar List

      As you can see, there are two 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.

      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).

        Appointment

      • Events that contain attendees (meetings).

        event 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 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. Open Outlook 2013.
      2. Go to "Calendar".
      3. Click on your secondary calendar. All the events within this calendar will be shown in your view.
      4. Click and drag an event you want to move to the primary calendar named Calendar.
      5. Click on your primary calendar. The event you moved should appear on the same day and time that you moved it from the secondary calendar.
      6. Double click the event from your primary calendar to open it.
      7. 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 by clicking the 'Invite Attendees' button near the top of the window:
        Invite Attendees
        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.
        If you were not the organizer, then skip adding attendees.
      8. If the event is part of a recurring set, then use the 'Recurrence' button:
        Recurrence
        to recreate the recurrence pattern.
      9. Make sure the 'Show As:' and 'Reminder:' values are set to the desired options.
      10. Make any other changes/updates and click Save&Close button:
        save andclose

      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.

      Move multiple events

      You can use list view to move multiple items at one time.

      1. Click on your secondary calendar.
      2. Click on view from the Outlook menu bar at the top of the main Outlook window then click on the Change Viewbutton:
        Change View
      3. Next, select List:
        List view
        This will show all of your calendar items (in whatever view, Month/week/day, you have currently selected.
      4. Select several items and drag them to your primary calendar. Note: use the Shift or Command keys to select multiple events/items.

      Tips:

      • When moving multiple items make sure to not move recurring items that you will be recreating the recurrence of. This will help you avoid duplicate calendar entries
      • Snapshot will include events that were cancelled so previously hidden events could be visible In outlook you can go to list view and filter for cancelled and delete items as needed.


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  • Best practices when using the Outlook Calendar
    • The Outlook Calendar fully integrates with email, contacts, and other features. This integration makes the Calendar component one of the most popular features of Outlook. In this article, we will guide you through the use of the Calendars various functions. In addition, we'll introduce you to calendar improvements that are specifically targeted to make your experience more consistent.

      Forwarding meeting requests

      Do not forward meeting requests. If there is a user who needs to be included/notified of a meeting, ask the organizer to add this user to the original meeting.

      Process all meeting requests and cancellations

      Although you can delete a meeting request directly from your Inbox, you should properly process the meeting request by either accepting or declining it. Always use the Remove from Calendar command to process meeting cancellations. Avoid processing meetings directly from the Calendar module.

      Working with recurring meetings

      • Set an end date.

      • Limit the recurring series to a small number of occurrences. It is simpler for clients to handle a smaller number of occurrences in a series.

      • If you need to make a change to a specific instance within a recurring series, it is recommended that you delete the specific instance and create a new individual event on its behalf.

      End a recurring meeting before the original end date

      Although you can cancel a recurring meeting, a better option is to change the end date for the series. This allows you and the attendees to keep a record of the meetings that occurred in the past. If you cancel the recurring meeting altogether, that history is lost. The best option is to set a new end date and then send the update to all attendees. This ends the meeting series early, while keeping a record of previous meetings.

      Note: If you end the meeting series early, exceptions associated with the recurring meeting are lost.

      Change the organizer

      Outlook does not provide a way to change a meeting organizer. To change the meeting organizer of a recurring meeting, end the recurring meeting. To do this, set an earlier end date and send the update to all attendees. After you complete this step, the new organizer should create a new recurring meeting.

      Avoid using a recurring meeting to share attachments

      Attachments add to the complexity of recurring meeting exceptions. Each exception contains its own copy of the attachments. As exceptions are added to recurring meetings, new copies of the attachments are created. If you make changes to one set of attachments, these changes do not propagate to the other exceptions. If you require that all attendees have the most recent copy of changes for any given meeting, share the documents via a sharing service, such as OneDrive.

      Prevent inconsistencies in meeting notes

      If you make a change to the meeting time, date, location or attendee list, and then attempt to save the meeting, Outlook only offers you two choices. Send the meeting update to all attendees or cancel the changes. This design ensures that the copy of the meeting is consistent for all attendees. However, the Notes field is not considered a critical field. Therefore, you can save changes to the Notes field without sending the update to all attendees.

      Important: If you intended to use these as personal notes, any subsequent change that requires sending the meeting update will include the Notes content. To prevent accidental disclosure, store your notes elsewhere.

      The same goes for meeting attendees. As a meeting attendee, you can also store your own notes in your copy of the meeting. However, if you accept a subsequent full meeting update from the organizer, your notes may be overwritten.

      Avoid copying meetings

      By design, Outlook removes any links between a copied meeting and the original meeting. This greatly contributes to preventing inconsistencies. Newer versions of Outlook add the text string "Copy:" to the subject. This makes it easy to identify meeting copies.

      Actions related to copied meetings yield unexpected results, therefore avoid copying meetings. This applies to both meetings copied from another user's calendar, as well as those copied from another calendar folder that you own.

      While it is possible to copy or move all events from one user's calendar into another user's calendar, this is not recommended. Results are inconsistent and the process does not work as expected, specifically in relation to attendees and organizers of the events.

      Maintain devices that connect to your calendar

      Make sure that any device that connects to your Calendar has all of the latest updates installed.

      For specific mobile device best practices, view Office 365 - Best Practices for Calendaring via Mobile Devices.

      Permissions

      • Use the same client to assign permission. It is recommended that you use Outlook on the web.

      • Limit the number of delegates (editor permissions). The more delegates you have, the more difficult it becomes to verify who modifed an event on your behalf.

      See Also:



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Microsoft Videos

Managing Another's Email and Calendar

Documentation

  • Message Delivery Options
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      Outlook 2013 offers a number of delivery options, including receipts for message tracking, delayed delivery, and reply-to settings.

      These options can be easily accessed from the message composition window.

      1. While composing a message, click on the Options tab to view basic delivery options.

      2. Selecting the open window icon in the lower right-hand corner of the Tracking and More Options areas will open a separate window with additional delivery options.

      See Also:



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  • Assign permissions to an email folder
    • You may wish to grant a colleague access to your Office 365 mailbox including your Inbox, Sent Items, Deleted Items, or any other mail folders.

      The following topics are covered:



      Permission Levels

      When assigning permissions, you have the option to grant many different levels (read/create/modify/owner/delete). The following image displays the different types of permissions available:

      outlook permissions

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

      Assign 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.
      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. 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.
      12. Click 'Permissions' tab.
      13. Click the Add button.
      14. Make sure you are searching against the "Global Address List", enter the name or fully qualified email address of the individual and click Go.
      15. Select their name from the list and click the Add button.
      16. Click OK.
      17. 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

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

      Important: When granting an individual any permissions on your root mailbox, any folder you create after this will be granted the same permissions to that individual. Example: After granting an individual "Folder Visible" permissions to the root mailbox, that individual will automatically be granted "folder visible" permissions to all new folders as well.

      Remove permissions

      Important: If the individual you are going to remove currently has more than one folder which they have permissions to, and you only intend to remove them from one of these folders, then you should skip steps 3-6.

      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.
      5. Make sure you are on the 'Permissions' tab.
      6. Select their name from the list and click the Remove button.
      7. Click OK.
      8. Right-click on the specific folder you wish to remove the individual's permissions from, and select Properties... from the drop-down menu.
      9. Click 'Permissions' tab.
      10. Select their name from the list and click the Remove button.

        Remove button

      11. Click OK.


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  • Opening another person's email folder
    • Once you have been granted permissions to another person's email folder, use the following steps to view and interact with the items in that folder.

      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.
      5. Go to the 'General' tab.
      6. Click the Advanced button.
      7. Go to the 'Advanced' tab.
      8. Click the Add button.

        advanced tab - add button

      9. Enter the fully qualified email address of the person who granted you permissions to their folder(s).
      10. Click OK.
      11. Outlook will attempt to load the person's folder within your mail folder list. If you receive the following error, "Cannot expand the folder", restart Outlook.

      See Also:



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

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

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


      Outlook on the Web

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

            And select Show From from the drop-down menu.

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

      Outlook 2016/2013 for Windows

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

            Click New Email

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

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

              Click Options, then From

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

            Click From

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

            Select More Columns and Global Address List

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

            Type email address

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

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

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

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

            Click OK

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

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

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

      Outlook 2016 for Mac

      •  Send as or send on-behalf of another account using Outlook for Mac
        • Important: You must first be subscribed to the account before you can send a message from the account. In addition, the account must be searchable in the Global Address List. Use the following document to subscribe to the account: Office 365 (Outlook 2016 | 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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  • Assign 'write/modify' permissions to your calendar
    • You can use Outlook to assign 'read/write/modify' permissions to your calendar. When you grant permissions to your calendar with someone inside your organization (UW-Madison), they will be able to add it directly to their calendar view in Outlook or Outlook on the web. People outside your organization will be sent a URL that they can use to view your calendar.

      Important: This document covers 'read/write/modify' permission levels only. If you are looking to grant someone 'read' permissions only, use the following doc: Outlook - assign 'read' permissions to your calendar.

      The following topics are covered:

      Permission Levels

      Important: Office 365 team recommends using the delegate access feature to set permission levels above "read".

      Reviewer
      Provides Assignee 'Full' detail read access.
      Author
      Provides Assignee with 'limited details' access.
      Editor
      Provides Assignee with 'Delegate' access. In addition a 'Editor' (delegate) can also be selected to receive calendar notifications/requests/invitations. By default, 'Editor' cannot view/modify events set to Private. You do have the option to grant the 'Editor' the ability to view (full details) Private events.

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

      Important Notes:

      • Assigning permission levels between Outlook and the Outlook on the web are not consistent. The terms and levels one can choose from to assign to others are not consistent between Outlook on the web and Outlook. If you are working in a multi-client environment, it is recommended to assign all permissions using Outlook on the web.
      • The "Availability Only" and "Limited Details" permission levels are the automatic default permission levels for all accounts.
      • Users will not be able to assign "None" as a permission level within the Outlook on the web. "None" can only be set as a permission level within Outlook client versions and must be set at the default level (global). The "None" permission level cannot be applied to individuals within Office 365.

      Assign Permissions

      By default, the delegate can read only the meeting requests and responses sent to the manager. The delegate does not have access to read any other messages in your Inbox.

      1. Click the File tab.
      2. Click Account Settings, and then click Delegate Access.
      3. Click Add.

        - I don't see the Add button

        • The Add button might not be visible because of one or more of the following:
        • An active connection does not exist between Outlook and Office 365. The Outlook status bar should display Connected to Microsoft Exchange or Online.
        • Your messages are not being delivered to your Office 365 mailbox. Your e-mail must be delivered to your mailbox, not to an Outlook Data File (.pst) on your computer hard disk.
      4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.

         Note    The delegate must be a person in the Office 365 Global Address List (Global Address List: The address book that contains all user, group, and distribution list e-mail addresses in your organization. The administrator creates and maintains this address book. It may also contain public folder e-mail addresses.).

      5. Click Add, and then click OK.
      6. In the Delegate Permissions dialog box, you can accept the default permission settings or select custom access levels for Office 365 folders.

        If a delegate needs permission to work only with meeting requests and responses, the default permission settings, including Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox.

         Note    By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.

      7. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.
      8. If you want, select the Delegate can see my private items check box.

         Important    This is a global setting that affects all of your Office 365 folders, including all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot allow access to private items in only one folder.

      9. Click OK.

      Notes

      • Calendar items marked Private are always protected. Anyone you share your calendar with will see only the time of items marked Private, and not the subject, location, or other details. Users have an option to allow those with 'Delegate' access to see the details of private events. This option is set in the "Permissions" page and will only appear for those who have been assigned delegate access.

      Modify permissions

      1. Click the File tab.
      2. Click Account Settings, and then click Delegate Access.
      3. Click the name of the delegate for whom you want to change permissions, and then click Permissions.

        Modify Permissions

         Note    If you want to remove all Delegate Access permissions, do not click Permissions but instead click Remove and skip the remainder of these steps.

      4. Change the permissions for any Outlook folder that the delegate has access to.
      5. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.

        send message regarding permission modifications

       Note    If you want copies of meeting requests and responses that you receive to be sent to a delegate, make sure the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select the Delegate receives copies of meeting-related messages sent to me check box.

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      Change delegate access to private items

      If you have assigned permissions to a delegate so that he or she can access your Outlook folders, you can hide personal information in appointments, meetings, tasks, and contacts. Open each personal item, and on the Calendar Tools tab, in the Tags group, click Private.

      If you want to give a delegate access to see your private items, do the following:

      1. Click the File tab.
      2. Click Account Settings, and then click Delegate Access.
      3. Click the name of the delegate for whom you want to change access to your private appointments, and then click Permissions.

        Modify Permissions

      4. Select the Delegate can see my private items check box.

       Important    You should not rely on the Private feature to prevent other people from accessing the details of your appointments, contacts, or tasks. To make sure that other people cannot read the items that you marked as private, do not grant them Reviewer (can read items) permission to your Calendar, Contacts, or Tasks folder.

      See Also:



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  • Open another person's Calendar
    • This document will go through the process of opening another person's calendar.

      When another individual shares their calendar with you, you will receive an email. When using Outlook 2013 or Outlook 2010, you can view the message and click the Open this Calendar within 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 provided below to open the calendar manually.

      Open another person's Calendar in Outlook 2013 or Outlook 2010

      1. Within Outlook, click Calendar.
      2. Next, click Home tab.
      3. In the Manage Calendars group, click Open Calendar.

        Manage Calendars group

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

        Manage Calendars - open shared calendar

      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:

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

      Additional Notes

      The shared Calendar appears next to any calendar that is already in the view.

      After you access a shared Calendar for the first time, the Calendar is added to the Folder Pane (Folder Pane: The column on the left side of the Outlook window that contains folders for each view, such as Mail or Calendar. Click a folder to show the items in the folder. Formerly the Navigation Pane in earlier releases.). The next time that you want to view the shared Calendar, you can click it in the Folder Pane.

      If the other person whose Calendar you want to open hasn't granted you permission to view it, Outlook prompts you to ask the person for permission. If you click Yes, a sharing request email message opens automatically. The message requests the person to share his or her Calendar with you and also provides the option to share your default Calendar with him or her.

      Tip: You can quickly schedule a meeting with people whose calendars you can view. Select multiple calendars, and then click Home. In the New group, click New Meeting, and then click New Meeting with All.

       Notes 

      • If the other person creates additional sub-calenders, they must share those calenders with you in order for you to view them. Otherwise, you can only view the person's default Calendar.
      • To remove a calendar from the Other Calendars list, right-click the calendar, and then click Delete Calendar.
      • The owner of the calendar items controls who can see the items and change them.

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      See Also:



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  • View multiple calendars at the same time
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      You can see multiple calendars at the same time side-by-side or combined into a stacked overlay view to help you see availability across calendars.

      play video clip play video

      1. On the Navigation Bar (Commands at the bottom of the Outlook window that enable you to quickly navigate to Mail, Calendar, People, and Tasks), click Calendar.
      2. In the Folder Pane (The column on the left side of the Outlook window that contains folders for each view, such as Mail or Calendar. Click a folder to show the items in the folder. Formerly the Navigation Pane in earlier releases.), check the box for each calendar you want to view.

        Calendars with check boxes listed in the Folder Pane

      Each calendar you check opens next to calendars that were already showing. This is the side-by-side view.

      Example of three calendars side-by-side

       Tip    You can drag calendar items from one calendar to another to make a copy, as long as you have the required permission.

      You can combine all of the open calendars into a single calendar view.

      • After you've added a calendar to the side-by-side view, on the calendar's tab, click View in Overlay mode button.

        View in Overlay Mode command on a calendar tab

        Each calendar is transparently stacked on top of one another. In this combined calendar view -- overlay view -- it's easy to identify free/busy times among multiple calendars. When you see an empty time slot, you know there's nothing scheduled on any of the calendars in the overlay view.

        Example of calendars in Side-By-Side and Overlay modes

        That calendar is overlaid with the one you opened first -- usually your default calendar. Repeat for each calendar you want to add.

        To remove a calendar from the overlay stack, on the tab of the calendar you want to remove from the overlay stack, click View in Side-by-Side Mode View in Side-By-Side Mode button. The calendar moves to the right.

        When you no longer want to view a calendar, uncheck it in the Folder Pane, or on the calendar tab, click Close Calendar Remove the peek button.

      See Also:



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  • Manage another person's mail and calendar items

Tasks

Documentation

  • Create or edit a task
    • Important: By February 2017, Microsoft will no longer push any updates to Office 2013 suite of applications. Please see the following document for further details: Office 365 - Microsoft Office 2013 path to retirement.

      You probably keep a list of things to do on paper, in a spreadsheet, or maybe both. In Outlook, you can create tasks, get reminders, and track your progress—all in one place.

      What do you want to do?



      ClickTasks

      Create a task

      1. Click Tasks > New Task or press Ctrl+Shift+K.

        New Task command on the ribbon

      2. In the Subject box, type a name for the task. If you’ve got a lot to enter, keep the subject short, and then add the details in the task body.

        SubjectBox

      3. If there’s a fixed start or end date, set the Start date or Due date.

        StartDueDates

      4. Set the task’s priority by using Priority.

        Priority

      5. If you want a pop-up reminder, check Reminder, and set the date and time.

        Reminder

      6. Click Task > Save & Close.

        SaveClose

      Create a task from a message

      There’s a fast way to create a task based on an email message you received. For more information, see Create a task from a message.

      Edit a task

      1. Click Tasks.
      2. Find the task you want to edit and double-click the task to open it.
      3. Make the desired changes and click Task > Save & Close.

        SaveClose

      Delete a task

      1. Click Tasks > Delete.

        Delete

      2. Click Yes to confirm the delete action.


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Resources and Service Accounts

Documentation

  • Work on Behalf Of a Resource Calendar
    • This article explains how to use the delegation features of Outlook 2013/2010 to manage the calendar and mail for a resource calendar.

      Note: If you are the owner of the account, please follow these directions to open it in Outlook: Office 365 (Outlook 2010) - Subscribe to an account. By default, resource owners are given full mailbox permissions to the resource. This means that the resource needs to be opened in a specific way to get full owner benefits.

      These instructions assume you have been granted appropriate permissions to the resource you are attempting to interact with. If you have problems interacting with the resource, contact the owner of the resource. If you do not know the resource owner, contact the DoIT Help Desk.


      Opening the Resource Calendar

      Important: 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 2013 and select the Calendar tab.

        Calendar tab

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

        Type Resource Name Then Click OK

      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

      Note: If you receive an error when attempting to add the resource calendar, try using the Adding a Resource Mailbox steps listed below. This seems to fix the issue and you can even remove the resource mailbox and it will continue to work.

      Creating a New Meeting for the Resource

      Note: At a minimum, you will need "Editor" permissions to act on behalf of a resource calendar.

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

        New Meeting Button

      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.

      Adding a Resource Mailbox

      Note: At a minimum, you will need to be the owner of the resource or be granted "full mailbox" permissions to the resource calendar.

      1. Click Outlook's File tab.

        Click the File tab.

      2. Click the Account Settings button, then select Account Settings... from the list.

        Click Account Settings and then click Account Settings... from the top of the drop-down menu.

      3. In the Account Settings dialog box, make sure the account you wish to configure is selected and then click Change.

        Select the account you wish to edit, then click Change...

      4. Click More Settings.

        More Settings is located in the lower right-hand corner of the Change Account dialog box.

      5. Click the Advanced tab, then click Add.

        Click the Advanced tab and then click Add.

      6. Type the mailbox name of the resource whose mailbox you want to add to your user profile. If you do not know the mailbox name, ask the person who granted you viewing permissions. If you don't get the name exactly, the Exchange server will try to find the mailbox you're looking for.  Once you've found the mailbox, click OK.

        Type in the name of the mailbox you wish to add, then click OK.

      7. Click OK to close the Microsoft Exchange dialog box.
      8. If you are presented with a 'Windows Security Authentication' window, which contains your account credentials, click Cancel.
      9. Back on the Change E-mail Account dialog box, click Next, then click Finish.
      10. Click Close to exit the Account Settings dialog box.
      11. You must restart Outlook (close and reopen) for the changes to take effect.

      Sending an Email on Behalf of the Resource

      Note: You will need "Send on behalf of" permissions to the resource. When a delegate is added to a resource mailbox through the Select delegates who can accept or decline booking requests option, the delegate is granted "Send on Behalf" permissions. This behavior is by design in Office 365.

      1. Create a new message by clicking the New Email icon in the Home tab.

        Click on New Email.

      2. On the message editor window, if you cannot see the From button, go to the Options tab and click on the From icon to show it.

        Click the Options tab and then click the From icon.

      3. Click From.  From the drop-down menu, click Other E-mail Address...

        Click From, and then click Other E-Mail Address from the drop-down menu.

      4. In the Send From Other E-mail Address dialog box, type the sender's email address in the blank field and then click OK.  If you are unsure of the address, see the next step.  Otherwise, skip to step 6.

        Type in the address and then click OK.  You can also click From... and search for the address.

      5. If you are unsure of the address, you can search for it by clicking the From... button.  Search for the address.  Once you've found it, select and then click OK.

        Click the From... button to bring up the directory.  Search for and select the address you want, then click OK.

      6. It will return to the previous dialog. Click the OK button.
      7. Now you can see the email address is changed. Compose your message and, when finished, click Send.


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

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

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

      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.


      Accessing the resource scheduling settings

      Important - By default, when a resource is created:

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

        Resource Settings Screen

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

      Scheduling Options

      Automatically process event invitations and cancellations Enables or disables all options below as well as the options under Scheduling Permissions. If checked, all options below are enabled.
      If not checked
      owner of resource - must manage every request manually by accessing the resource directly.
      delegate of resource - manage the request on behalf of the resource.
      Turn off reminders Enables or disables reminders for events in this calendar. This applies only for the resource; the organizer and attendees will still receive reminders if they have elected to do so.
      Maximum number of days in advance resources can be booked Limits how far in advance an event can be scheduled. The default is 180 days.
      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
    • This document describes the different ways a service account can be accessed both in Outlook on the web and within an Outlook desktop client.

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


      •  Access the Service Account via linking - browser

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

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

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



      •  Access the Service Account via linking - desktop client

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

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



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

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

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

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

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



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

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

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

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

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

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

            open mailbox search results

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

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

            select open

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



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


      See Also:



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Working Between Systems During the Transition

Documentation

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

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

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


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

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

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

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

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

            check availability

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

            check availability

        •  If you are using Outlook 2016 For Mac/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 o365 2013 windows   Doc ID:37352
Owner:Ara M.Group:Office 365
Created:2014-02-06 15:48 CSTUpdated:2016-11-14 15:10 CST
Sites:DoIT Help Desk, DoIT Tech Store, Office 365, Office-ionado
Feedback:  1   2