Office 365 (Outlook 2010) - Advanced Self-Study Training Materials

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 2010
    • Microsoft Outlook 2010 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.

      Here are some basic tasks that you can do in Microsoft Outlook 2010.

      What is Outlook?

      Microsoft Outlook 2010 offers premium business and personal e-mail management tools to more than 500 million Microsoft Office users worldwide. With the release of Outlook 2010, you get a richer set of experiences to meet your communication needs at work, home, and school.

      From a redesigned look to advanced e-mail organization, search, communication and social networking features, Outlook 2010 provides you with a world-class experience to stay productive and in touch with your personal and business networks.

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      Add an e-mail account

      Before you can send and receive e-mail messages using Outlook 2010, you must add and configure an e-mail account.

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

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      Create a new e-mail message

      Outlook 2010 enables you to communicate with one or more recipients with a rich set of features and customizations.

      • In Mail, on the Home tab, in the New group, click New E-mail.

      New E-mail command on the ribbon

      Keyboard shortcut    To create an e-mail message, press CTRL+SHIFT+M.

      For more information, see Create an e-mail message.

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      Forward or reply to an e-mail message

      • On the Home or Message tab, in the Respond group, click Reply, Reply All, or Forward.

      Respond group on the ribbon

       Note    The name of the tab depends on whether the message is selected in the message list or opened in its own window.

      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 e-mail message.

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      Add an attachment to an e-mail message

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

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

      Attach File command on the ribbon

      For more information, see Attach a file or other item to an e-mail message.

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      Open or save an e-mail 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 may choose to save it to a disk drive. If a message has more than one attachment, you can save multiple attachments as a group or one at a time.

      Open an attachment

      • Double-click the attachment.

      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 command on the ribbon

      For more information, see Open and save attachments.

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      Add an e-mail signature to messages

      You can create personalized signatures for your e-mail 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.

      Create a signature

      1. Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures.

      Signatures command on the ribbon

      1. On the E-mail Signature tab, click New.

      Add a signature

      • In a new message, on the Message tab, in the Include group, click Signature, and then click the signature that you want.

      Signatures command on the ribbon

      For more information, see Create and add an e-mail message signature.

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      Create a calendar appointment

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

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

      New Appointment command on the ribbon

      Keyboard shortcut    To create an appointment, press CTRL+SHIFT+A.

      For more information, see Schedule an appointment.

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      Schedule a meeting with other people

      A meeting is an appointment that includes other people and can include resources such as conference rooms. Responses to your meeting requests appear in your Inbox.

      • In Calendar, on the Home tab, in the New group, click New Meeting.

      New Meeting command on the ribbon

      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

      You can set or remove reminders for a variety of items, including e-mail messages, appointments, and contacts.

      For appointments or meetings

      In an open item, on the Appointment or Meeting tab, in the Options group, 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 e-mail messages, contacts, and tasks

      • On the Home tab, in the Tags group, click Follow Up, and then click Add Reminder.

      Add a reminder command on the ribbon

       Tip    You can quickly flag e-mail messages as to-do items by using reminders. Right-click the Flag Status column in the message list. Or if you have the message open, on the Message tab, in the Tracking group, click Follow Up, and then click Add Reminder.

      For more information, see Set or remove reminders.

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      Create a contact

      Contacts can be as simple as a name and e-mail address, or include additional detailed information such as street address, multiple phone numbers, a picture, birthdays, and any other information that relates to the contact.

      • In Contacts, on the Home tab, in the New group, click New Contact.

      New Contact command on the ribbon

      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 a list of things to do on paper, in a spreadsheet, or with a combination of paper and electronic methods. In Microsoft Outlook you can combine various lists into one, get reminders and track task progress.

      • In Tasks, on the Home tab, in the New group, click New Task.

      New Task command on the ribbon

      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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      Create a note

      Notes are the electronic equivalent of paper sticky notes. Use notes to jot down questions, ideas, reminders, and anything you would write on paper.

      • In Notes, in the New group, and click New Note.

      New Note command on the ribbon

      Keyboard shortcut    To create a note, press CTRL+SHIFT+N.

      For more information, see Create a note.

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      Print an e-mail message, contact, calendar item, or task

      You can print individual items, such as e-mail messages, contacts, or calendar items, or larger views, such as calendars, address books, or content lists of Mail folders.

      The procedure for printing is the same in Mail, Calendar, or any other folders in Microsoft Outlook --- all printing settings and functions are found in the Backstage view. Click the File tab to open the Backstage view.

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

      For more information, see Print items in Outlook.

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      See Also:



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

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

      See complete list of keyboard shortcuts:


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  • Customize the Outlook window
    • 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.

      If you want to change the view, do the following:
      1. On the View tab, in the Current View group, click the View Settings button:

        current view ribbon

      2. In the Advanced View Settings: Compact dialog box:

        advanced view settings

        Click one of the buttons to change related view settings (explained in more detail in the text). The text next to each button describes the purpose of each:

        • Columns... - Specify which columns (items of information) are included in the view. For example, in the mail view:

          show columns

        • Group By... - Define grouping for the displayed contacts based on one or more fields. For example, you could group contacts by company or subject.
        • Sort... - Define how items are sorted. You could sort by received time, for example:

          sort

        • Filter... - Display only those items that meet your defined criteria.
        • Other Settings... - Specify fonts, grid lines, and other details of contact view layout:

          other settings

        • Conditional Formatting... - Define special formatting that meet certain conditions such as an overdue task or have been flagged.
        • Format Columns... - Define formatting for columns in the view:

          format columns

        If necessary, click Reset Current View to return the view to its original default settings.

      See Also:



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Microsoft Videos

Email Basics

Documentation

  • Create an email messages
    • Creating a new message is as simple as clicking the New Email button within the 'New' group.

      1. On the Home tab, in the New group, click New E-Mail.

        Keyboard shortcut  To create an email message, press CTRL+SHIFT+M.

      2. In the Subject box, type the subject of the message.
      3. 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.

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

        - I don't see the Bcc box. How do I turn it on?

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

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


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  • Reply to or forward an email message
    • When you reply to an email message, the sender of the original message is automatically added in the To box. Similarly, when you use Reply All, a message is created and addressed to the sender and any additional recipients of the original message. Whichever you choose, you can change the recipients 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.).

      When you forward a message, the To, Cc, and Bcc boxes are empty and you must enter at least one recipient.

      Reply to the sender or other recipients

      You can reply to only the sender of a message, or any combination of people who appear on the To and Cc lines. You can also add new recipients.

      1. On the Home or Message tab, in the Respond group, click Reply or Reply All.

        Respond group on the ribbon

         Note   The name of the tab depends on whether the message is selected in the message list or opened in its own window.

        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.

        - More information about the Cc and Bcc boxes

        Cc is shorthand for carbon copy. If you add a recipient to this box in an Outlook email message, a copy of the message is sent to that recipient, and the recipient's name is visible to other recipients of the message.

        Bcc is shorthand for blind carbon copy. If you add a recipient to this box in an email message, a copy of the message is sent to that recipient, and the recipient's name isn't visible to other recipients of the message. If the Bcc box isn't visible when you create a message, you can add it by clicking the Options tab, and then in the Show Fields group, click Bcc.


      2. Compose your message.
      3. Click Send.

         Tip   Use discretion when you click Reply All, especially when there are distribution lists or many recipients on your reply. It's often better to use Reply and then add only necessary recipients, or use Reply All, but remove unnecessary recipients and distribution lists.

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      Forward a message

      When you forward a message, the message includes any attachments that were included with the original message. To include additional attachments, see Attach a file or other item to an email message.

      1. On the Home or Message tab, in the Respond group, click Forward.

         Note   The name of the tab depends on whether the message is selected in the message list or opened in its own window.

      2. Enter recipients in the To, Cc, or Bcc boxes.

        - More information about the Cc and Bcc boxes

        Cc is shorthand for carbon copy. If you add a recipient to this box in an Outlook email message, a copy of the message is sent to that recipient, and the recipient's name is visible to other recipients of the message.

        Bcc is shorthand for blind carbon copy. If you add a recipient to this box in an email message, a copy of the message is sent to that recipient, and the recipient's name isn't visible to other recipients of the message. If the Bcc box isn't visible when you create a message, you can add it by clicking the Options tab, and then in the Show Fields group, click Bcc.


      3. Compose your message.
      4. Click Send.

       Tip   If you want to forward two or more messages to the same recipients as one message, in Mail, click one of the messages, press CTRL, and then click each additional message. On the Home tab, in the Respond group, click Forward. Each message is forwarded as attachments in a new message.

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      See Also:



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  • Attach a file, message, contact, or task to an email message
    • 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, on the Message tab, in the Include group, click Attach File.

        Attach File command on the ribbon

      3. Browse to and 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, on the Message tab, in the Include group, click Attach Item.

        Attach Item command on the ribbon

      3. 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
    • You can create personalized signatures for your email messages that include text, images, your electronic business card, 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. Open a new message. On the Message tab, in the Include group, click Signature, and then click Signatures.

      Signatures command on the ribbon

      1. On the E-mail Signature tab, click New.
      2. Type a name for the signature, and then click OK.
      3. In the Edit signature box, type the text that you want to include in the signature.
      4. To format the text, select the text, and then use the style and formatting buttons to select the options that you want.
      5. To add elements besides 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.

      6. To finish creating the signature, click OK.

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

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      Add a signature to messages

      Signatures can be added automatically to all outgoing messages, or you can choose which messages include a signature.

       Note    Each message can contain only one signature.

      Insert a signature automatically

      1. On the Message tab, in the Include group, click Signature, and then click Signatures.
      2. Under Choose default signature, in the E-mail account list, click an email account with which you want to associate the signature.
      3. In the New messages list, select the signature that you want to include.
      4. 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

      • In a new message, on the Message tab, 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
    • You can set up Microsoft Outlook 2010 to automatically respond to people who send you send an email message. This helps inform people that you aren't in the office or that your response might be delayed. Automatic Replies can include details, such as alternate contact information.

       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.

       Important    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.

      - How can I tell if I have a Microsoft Exchange Server account?

      Click the File tab. Click Account Settings, and then click Account Settings. On the E-mail tab, the list of accounts indicates the type of each account.

      Example of an Exchange Account in the Account Settings dialog box


      Turn Automatic Replies on or off

      Office 365/Microsoft Exchange configured account

      1. Click the File tab.
      2. Click Automatic Replies.

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

      3. Select Send automatic replies.
      4. 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.
      5. 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.
      6. 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.

       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 are 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 the File tab.
      2. Click Automatic Replies.
      3. Click Rules, and then click Add Rule.
      4. 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.
      5. If you want to specify that this rule must be applied last, select the Do not process subsequent rules check box.
      6. Under Perform these actions, select the actions that you want. You can select more than one action.
      7. Click OK three times.


       Notes 

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

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

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      See Also:



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  • Find a message or item with Instant Search
    • Instant Search helps you quickly find items in Microsoft Outlook. The Instant Search pane is always available in all of your Outlook folders, such as Mail, Calendar, Tasks, and Contacts.

      What do you want to do?


      Find an Outlook item

      1. In the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes buttons for the Mail, Calendar, and Tasks views and the folders within each view. Click a folder to show the items in the folder.), click the folder that you want to search.
      2. In the Instant Search box, type your search text.

        Instant Search box

        • Items that contain the text that you typed appear with the search text highlighted.
        • To narrow your search, type more characters.
      3. To widen your search to include all folders, at the end of the search results, click Try searching again.

       Notes 

      • To return the insertion point to the Instant Search box, press CTRL+E.
      • When you are finished with the search, you can clear the search by clicking Close Search Close Search button next to the Instant Search box.
      • Attachments are searched, but search results from attachments are not highlighted.

      Add more search criteria

      You can narrow your search by adding criteria. When you click or type in the Instant Search box, the Search Tools tab is created. In the Refine group, a number of criteria options help to make the search more specific.

      Search Tools tab on the ribbon

       Note    Search fields that you add are specific to where you are within Outlook, such as Mail, Calendar, Contacts, Tasks, Notes, Folder List, or Journal. The search fields are also specific to the Outlook e-mail profile (Outlook profile: A profile contains configuration information for email accounts, data files, and information about where your email items are saved.) that you are currently using. The search fields persist after you exit and restart Outlook. The search query does not persist.

      Reuse a recent search

      Your 10 most recent searches are saved and can be reused.

      • Click in the Instant Search box, and on the Search Tools tab, in the Options group, click Recent Searches, and then click the search word or phrase that you want to use again.

        Recent Searches command on the ribbon

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  • Sorting Messages
    • Outlook 2010 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 an option from the View menu bar, or by right-clicking Arrange By: column header, as shown below:

      arrange by
      arrange by

      To customize your message arrangement:

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

        view settings
      2. This will open the Advanced View Settings window.

        advanced view settings
        • 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.

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

          You can select up to four criteria to sort messages.

          advanced sort


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  • Filter email messages
    • To find a message based on criteria, such as messages that have attachments, the Filter E-mail command provides fast access to the most frequently used Instant Searches.

       Tip    For information about the Outlook Junk Email Filter, see Overview of the Junk Email Filter.

      For more information about Instant Search, see Find a message or item with Instant Search.

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

      • On the Home tab, in the Find group, click Filter E-mail.

      To clear the search results and view all items in the selected mail folder, do one of the following:

      • Next to the Instant Search box, click close search buttin.
      • On the Search tab, in the Close group, click Close Search.


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  • Print items in Outlook
    • You can print individual items, such as email messages, contacts, or calendar items, or larger views, such as calendars, address books, or content lists of mail folders.

      The procedure for printing is the same in Mail, Calendar, or any other folders in Microsoft Outlook — all printing settings and functions are found in the Backstage view. Click the File tab to open the Backstage view.

      A print preview view is automatically provided to help you choose the settings and options that you want.

      1. Click an item or folder in Outlook that you want to print.
      2. Click the File tab.
      3. Click Print.
      4. Do one of the following:
        • Click Print.
        • Select the styles and options that you want.
          • Under Settings, click the style that you want. A preview is shown in the Preview Pane, unless you are printing multiple items. In this case, you are prompted to click Preview in the Preview Pane. When you are ready to print, click Print.
          • To change the font, heading or other settings of the style that you want, under Printer, click Print Options, and then on the Print dialog box, under Print style, click Define Styles. In the Define Print Styles dialog box, click Edit or double click a style. In the Page Setup dialog box, you can update the font, heading or other settings. On the Print dialog box, click Print.
          • If you want to specify individual pages or sets of pages to be printed, under Printer, click Print Options, and then on the Print dialog box, under Print range, click the options that you want. Click Print.

      Important: To print a list of messages, contacts, or tasks, review the following Microsoft document.

       Note    Because of the many printers available, Microsoft can’t help you troubleshoot issues with your specific printer. For troubleshooting information for your printer, see the manufacturer's manual or website.



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Organizing Email

Documentation

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

      • In the message list, right-click on the message and click Delete.
      • In the message list, select the message (it will be highlighted), then click Delete button within Home tab | Delete group.
      • If a message is open in its own window, click Message > Delete.

        Delete command on the ribbon

      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:

      Turning on or off automatic emptying of the Deleted Items folder


      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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      Turning on or off automatic emptying of the Deleted Items folder

      Outlook on the web

      1. Log into Outlook on the web.
      2. Choose Options at the top right, and then under Mail you should see Message options.
        Options - Settings selection

      3. Within Messageing options Clear (or unclear) the Empty the Deleted Items folder when I sign out check box.
        Automate Empty
      4. Click Save.

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      Outlook

      1. On the Tools menu, click Options, and then click the Other tab.
      2. Select or clear the Empty the Deleted Items folder upon exiting check box.
      3. Note: To be notified before you empty the Deleted Items folder
      4. Click the Tools menu
      5. Click Options
      6. Click the Other tab
      7. Click Advanced Options
      8. Select or clear the Warn before permanently deleting items check box

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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
    • Microsoft Outlook includes several options for saving an email message. For instance, a message that you received can be saved 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?


      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 2010 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.

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      Save a received message as a Microsoft Word document

      Outlook 2010 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. Press CTRL+V to paste the contents from the Windows clipboard into the document.
      6. Click the File tab.
      7. 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.
      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. Press CTRL+V to paste the contents from the Windows clipboard into the document.
      6. Click the File tab.
      7. Click Save.
      8. 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 2010. 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.

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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 upon a template.

      1. On the Home tab, in the New group, click New E-Mail.

        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. 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
        • Windows XP     C:\Documents and Settings\Username\Application Data\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.
      • 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 Navigation Pane, 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 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.

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      See Also:



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

      Folders in Outlook on the web


      Default folders

      Your account starts with these default folders:

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

      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 subfolder in the folder you right-clicked.
      • Rename Rename the folder. You can't rename the default folders, such as the Inbox folder.
      • Delete Delete the entire folder. Delete will move the folder to the Deleted Items folder.
      • Empty Deletes everything in the folder, including any subfolders.
      • 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....

        folder new

      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 Create new folder.

        Create Folder In Move Window

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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. 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 Selected Items 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

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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. For example, you can create sub-folders within 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/purged the Deleted Items folder or delete the folder from the Deleted Items folder.

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  • Categorize an item
    • You can organize your messages, events, contacts, and other items (items: Units of information in Outlook, such as e-mail messages, calendar events, contacts, tasks, and notes.) by assigning them to categories. Because categories are color-coded, when you view the item list, it's easy to see which items belong to which category. You can assign an item to a standard category, such as Family or Travel, or to a category that you create.

      There are three main types of categories that we recommend creating:

      • Project (can include people)
      • Topic
      • Location or activity

      Categories aren't a required aspect of this system, but they will make your life easier if you are diligent about using them. For example, they can help you more easily identify what you can do now and help you group similar tasks so that you can do them all at once.

      To create categories, do the following:

      • In any view, on the Home tab, in the Tags group, click Categorize, and then click All Categories.

      It's considered best practice to have a category for:

      • Each of your direct reports and your manager for items that you want to review the next time you meet (for example, a category named 1:1 Manager).
      • Each of the major locations or types of activities that you do, so that you can perform bulk actions (a useful part of managing your tasks), for example:
        • @Commute for tasks that you can do on the way home from work.
        • @Email for tasks that involve email messages, meetings, or any other aspect of Outlook 2010.
        • @Home for tasks that you can do only at home.
        • @Meeting for items that you need in order to prepare for a meeting.
        • @Offline for tasks that take you away from the computer, such as making a copy of a document.
        • @Online for tasks that you can accomplish only online or through a Web browser.
        • @Phone for calls you have to make or receive.
        • @Read for tasks that involve just reading --- not responding. This category is useful for long messages or attachments that you need to read but can't get to right away.
        • @Waiting for messages or tasks for which you are awaiting a response, but there is no explicit next action for you.

        Color Categories dialog box

       Note    Using the @ symbol makes the categories stand out in your category list. Marking @ before certain categories helps to keep these categories at the top of your category list and reminds you of where you should be when you are performing this task (for example, @Phone is "at the phone").

      • Each important topic or project so that you can easily find messages on a given topic --- especially if there is no word in the body or subject of the message that would make it appear in a search.
      • Important items that must be done today and can't roll over to another day.

       Note    You can apply multiple categories to a single item --- as opposed to filing, where items can live in only one folder at a time. For example, an important message that you want to discuss with your manager before you respond might be categorized with both the @Email category and the 1:1 Manager category.

      Task with multiple categories

      Your Quick Click category should be the category that you apply most often.

      To set your Quick Click category, do the following:

      • In any view, on the Home tab, in the Tags group, click Categorize, and then click Set Quick Click.

      As you will see, categories help messages and tasks stand out in your To-Do Bar, make searching more efficient, and help you get ready for meetings.

       Note    Be very careful about categorizing your outgoing messages --- your recipients might be able to see your categories. If your recipients aren't using Outlook 2010 or Exchange Server 2010, they will be able to see the categories you set.

      See Also:



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  • Manage email messages by using rules
    • A rule is an action that Microsoft Outlook performs automatically upon incoming or outgoing messages, based on conditions that you have specified. You can create a rule from a template, from a message, or using your own conditions.

      In this article


      How rules help you manage email messages

      A rule is an action that Microsoft Outlook takes automatically on an arriving or sent message that meets the conditions that you specify in the rule. You can choose many conditions and actions by using the Rules Wizard.

      Rules fall into one of two categories --- organization and notification. Rules don't operate on messages that have been read, only on those that are unread.

      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 Bobby Moore, with the word "sales" in the Subject line, to be flagged for follow-up, categorized as Sales, and moved to a folder named Bobby'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 an alert to your 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.
      3. In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.
      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.
      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.
      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.
      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.
      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.
      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.
      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.
      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.
      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.
      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.
      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 creating a rule in this manner 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.

      1. 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.

      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.

      1. 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.
      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.

      1. In the Apply rules to list, the default is all messages. You can change this to read or unread messages.
      2. 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    If you are using a Office 365 account, some rules that you create are server-based rules. These rules run on your mailbox on the Exchange mail server, even when Outlook isn't running on your computer. 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 becomes a client-only rule.
      • Client-only rules    Client-only rules are rules that run only on your computer. These are rules that can't run until they are completed on the server, such as specifying to print certain messages. 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.

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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, your vote tracking is affected. When you open a sent message that included voting button, 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 treated as messages. For example, when you create 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, any task request or meeting request that meets that condition is moved also. 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 Contact Group 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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Contacts

Documentation

  • Create or add a contact
    • The Contacts folder in Outlook is where you can organize and save information about the people and organizations that you communicate with. Contacts can be as basic as a name and email address, or include additional detailed information such as street address, multiple phone numbers, a picture, birthdays, and any other information that relates to the contact.

      What do you want to do?


      Create a contact

      1. In Contacts, on the Home tab, in the New group, click New Contact.

        New Contact command on the ribbon

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

      2. Enter a name and any other information that you want to include for the contact.
      3. Do one of the following:
        • To finish entering contacts     On the Contact tab, in the Actions group, click Save & Close.
        • To save this contact and start another     Click Save & New.
        • To save and enter another contact from the same company or address     Click the down arrow next to Save & New, and then click Contact from the Same Company.

       Notes 

      • To enter multiple entries for a field, such as more than one phone number or email address, click the down arrow next to the field.
      • To add a photo of your contact, click the photo icon, or on the Contact tab, in the Options group, click Picture, and then click Add Picture.

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      Create a contact based on an existing contact

      When you want to create multiple contacts that share common information, such a company name and address, you can copy an existing contact, and then change the contact copy to include the unique information for the additional contact.

      1. In Contacts, right-click the contact that you want to duplicate, and then click Copy.

        Keyboard shortcut    To duplicate a contact, press CTRL+C to copy, and then press CTRL+V to create the duplicate contact.

      2. Double-click the new contact to open it, and then edit the information.

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      Create a contact based on the sender of an email message that you receive

      You can quickly create a Outlook contact for someone who has sent you an email message.

      1. Open or preview the email message that contains the name that you want to add to your contact list.

      Right-click the name of the person that you want, then click Add to Contacts.

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      Create a contact from an Electronic Business Card

      Other Outlook users might include an Electronic Business Card in an email message. When you save an Electronic Business Card, the information that is contained in the card is used to create a Outlook contact.

      1. In an open message, right-click the Electronic Business Card or the attached .vcf file in the message header, and then click Add to Contacts.
      2. Edit the information as needed.
      3. On the Contact tab, in the Actions group, click Save & Close.

      If you already have a contact who has the same name, do one of the following:

      • Click Add the new contact. This results in two contacts for the same name.

      Click Update the information. In the list of duplicate contacts, double-click the contact that you want to update with the Electronic Business Card information.

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      Create a contact in a public folder

      This feature requires a Microsoft Exchange Server account and that your Exchange Server administrator has set up public folders.

      1. Open the public folder in which you want to create a contact.

        How do I find public folders?

        If you don't see public folders in the Navigation Pane, do one of the following:

        • In the Navigation Pane, click Folder List The Folder List button in the Navigation Pane and find the Public Folders' username folder.
        • Click in the Search Contacts box, and then on the Search tab, in the Options group, click Search Tools, and then click Find Public Folder.
      1. On the Home tab, in the New group, click New Items, and then click Contact.
      2. Enter the information that you want to include for the contact.

         Notes 

        • To enter multiple entries for a field, such as more than one type of phone number or address, click the down arrow next to the field.

          If you have more than one mailing address for a contact, select the This is the mailing address check box to establish which address should be used during a mail merge.

      3. On the Contact tab, in the Actions group, click Save and Close.

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  • Edit/Delete a contact
    • You can add information about your contacts --- such as their birthdays and anniversaries, or the names of their spouses and children.

      What do you want to do?


      Edit a contact

      1. On the Navigation Bar, click Contacts.
      2. Double-click the contact you want to edit. Information for that contact appears in a separate window.
      3. Add or update information for the contact.
      4. In the Actions group, click Save & Close.

      Delete a contact

      1. On the Navigation Bar, click Contacts.
      2. Double-click the contact you want to delete
      3. In the Actions group, click Delete.

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  • Create and edit a Contact Group
    • A Contact Group, known in previous Outlook versions as a distribution list, is a grouping of email addresses collected under one name. A message sent to a Contact Group goes to all recipients that are listed in the group. You can include Contact Groups in messages, task requests, meeting requests, and in other Contact Groups.

      Contact Group dialog box

      There is no maximum number of names that you can include in a Contact Group.

      What do you want to do?


      Create a Contact Group

      • Create a Contact Group with new names or names in the Address Book    
        1. In Contacts, on the Home tab, in the New group, click New Contact Group.

          New Contact Group command on the ribbon

        2. In the Name box, type a name for the Contact Group.
        3. On the Contact Group tab, in the Members group, click Add Members, and then click From Outlook Contacts, From Address Book or New Email Contact.
        4. If you are adding a new email contact, enter the information for the person in the Add New Member dialog box.

          If you are adding a member from Outlook Contacts or an Address Book, do the following:

          1. In the Address Book drop-down list, click the address book that contains the email addresses that you want to include in your Contact Group.
          2. In the list of names, click the names that you want, and then click Members. You can add names from different address books to the same Contact Group.

        5. Do this for each person whom you want to add to the Contact Group, and then click OK.

        The Contact Group is saved in your Contacts folder under the name that you give it.

      • Create a Contact Group by copying names from an email message    
        1. In the message that you want to copy the names from, click the names in the To or Cc 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.).
        2. Right-click your selection, and then click Copy.
        3. In Mail, on the Home tab, in the New group, click New Items, then click More Items, and then click Contact Group.
        4. In the Name box, type a name for the Contact Group.
        5. On the Contact Group tab, in the Members group, click Add Members, and then click either From Outlook Contacts or From Address Book.
        6. At the bottom of the Select Members dialog box, in the Members box, right-click, and then click Paste.

         Note    A member doesn’t have to be in your Address Book to be added to the Contact Group. The member's name and email address are included when you copy and paste from the original email message.

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      Add a Contact Group received from someone

      When you receive a message that includes a Contact Group that you want to use, you can save it to your Contacts.

      1. Open the message that contains the Contact Group.
      2. In the To or Cc box, right-click the Contact Group, and then click Add to Outlook Contacts.

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      Add or delete a name in a Contact Group

      HideShow me the names in a Contact Group

      Do one of the following:

      • View the names in the Address Book
        1. In a new message, click To.
        2. In the Address Book drop-down list, click the address book that contains the Contact Group that you want information about.
        3. Browse for the name of the Contact Group, or type it in the Search box.
        4. In the Name list, right-click the Contact Group that you want, and then click Properties.
      • View the names in the header of a message or meeting request
        • In the To box, click the plus sign (+) next to the name of the Contact Group.

         Note    After the list is expanded, you can’t collapse the list again in that message.


      1. In Contacts, open the Contact Group.

         Note    In list views, Contact Groups are marked with the Contact Group Button image icon.

      2. Do one or more of the following:
        • Add an address from an address book or a contacts folder
          1. On the Contact Group tab, in the Members group, click Add Members, and then click From Outlook Contacts or From Address Book.
          2. In the Address Book drop-down list, click the address book that contains the email addresses that you want in your Contact Group.
          3. Browse for the name that you want, or type it in the Search box.
          4. In the Name list, click the name, and then click Members. Do this for each person whom you want to add to the Contact Group, and then click OK.
        • Add an address that is not in a contacts folder or an address book
          1. On the Contact Group tab, in the Members group, click Add Members, and then click New E-mail Contact.
          2. Type the information for the email address, and then click OK.
        • Remove a name
          • In the list of names, click the name that you want to remove, and then on the Contact Group tab, in the Members group, click Remove Member.

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Calendar Basics

Documentation

  • Schedule an appointment
    • 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

      1. In Calendar, on the Home tab, 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.

      2. In the Subject box, type a description.
      3. In the Location box, type the location.
      4. 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.

      5. 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, Tentative, Busy or Out of Office.
      6. To make the appointment recurring, on the Appointment tab, in the Options group, click Recurrence recurrence button. Click the frequency (Daily, Weekly, Monthly, Yearly) with which the appointment recurs, and then select options for the frequency. Click OK.

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

      7. 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.
      8. On the Appointment tab, in the Actions group, click Save & Close.

       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 Open the series, and then change any options that you want to change.
          2. To change recurrence options, on the Recurring Appointment tab, in the Options group, click Recurrence, change the options and then click OK.
        • Change options for one appointment that is part of a series
          1. Click Open this occurrence.
          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 button.
      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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  • Schedule a meeting with other people
    • A meeting is an appointment that includes other people and can include resources such as conference rooms. Responses to your meeting requests appear in your Inbox.

      1. In Calendar, on the Home tab, in the New group, click New Meeting.

        New Meeting command on the ribbon

            To create a new meeting request, press CTRL+SHIFT+Q.

      2. In the Subject box, type a description.
      3. In the Location box, type a description or location. If you use a Microsoft Exchange account, click Rooms to choose from available rooms.
      4. In the Start time and End time lists, click the start and end time for the meeting. If you select the All day event check box, the event shows as a full 24-hour event, lasting from midnight to midnight.

         Note    If you want to schedule meetings based on an alternate time zone, on the Meeting tab, in the Options group, click Time Zones.

      5. In the meeting request body, type any information that you want to share with the recipients. You can also attach files.
      6. On the Meeting tab, in the Show group, click Scheduling Assistant.

        The Scheduling Assistant helps you find the best time for your meeting.

      7. Click Add Others, and then click Add from Address Book.
      8. In the Select Attendees and Resources dialog box, in the Search box, enter the name of a person or resource to include at the meeting. If you are searching with the More Columns option, click Go.
      9. Click the name from the results list, then click Required, Optional, or Resources, and then click OK.

        Required and Optional attendees appear in the To box on the Meeting tab, and Resources appear in the Location box.

        The free/busy grid shows the availability of attendees. A green vertical line represents the start of the meeting. A red vertical line represents the end of the meeting.

        Outlook Free/Busy grid

        The Room Finder pane contains suggested times for the best time 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.

        Suggested times for a meeting request

         Note    If the Room Finder pane doesn’t appear, on the Meeting tab, in the Options group, click Room Finder.

        Room Finder command on the ribbon

      10. To set up a recurring meeting, on the Meeting tab, in the Options group, click Recurrence. 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.

       Notes 

      • To change the advance time of the meeting reminder, on the Meeting tab, in the Options group, click Reminder, and then click the time you want. Click None to turn off the reminder.
      • The organizer can also set the reminder time for recipients by changing the reminder time on the meeting invitation. If the organizer does not change the default reminder time on the invitation, the recipients will each use their own default reminders.

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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.

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  • Respond to a meeting request or notification
    • A meeting is an appointment that includes other people and can include resources such as conference rooms. Responses to your meeting requests appear in your Inbox.

      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.

      1. Open the meeting request or notification.

        To view your calendar, click Calendar.

         Note   A new meeting request will appear as a tentative on your calendar.

      1. Do one of the following:

        Accept, tentatively accept, or decline

        1. Click Accept, Tentative, or Decline.
        2. Do one of the following:

          Send your response with no comments

          • Select Send the response now, and then click OK.

          Include comments with your response

          1. Select Edit the response before sending.
          2. Type your comments, and then click Send.

          Don't send a response

          • Select Don't send a reponse, and then click OK.

           Note   The meeting is added to your calendar, but the organizer will not know the choice you made. If the meeting organizer did not send you the meeting request directly and you received it as a forwarded request from someone else, then you will not receive any updates to the meeting unless you respond. This is because the meeting organizer does not know that you have been invited. Also, the meeting organizer will not have an accurate count of the number of people attending the meeting.

          Propose a new time

          1. Click Propose New Time.
          2. Click a time when all invitees are available. You can use AutoPick Next to find the next available free time for all invitees.
          3. Click Propose Time.
          4. Click Send.

          Whenever you make a counter proposal, it is sent with a default message saying that you want to propose a new time, but that you have tentatively accepted the meeting. You can change this default message to say that you want to propose a new time, and that you are declining the meeting by doing the following:

          1. On the Tools menu, click Options, and then click Calendar Options.
          2. In the Use this response when you propose new meeting times list, click the setting you want.

           Note   You can also change this setting for individual meetings. In the open meeting request, on the Action menu, click either Decline and Propose a New Time or Tentative and Propose a New Time.

       Note   To change your acceptance later, open the item in Calendar, and select Accept, Tentative, Decline, or Propose New Time. For a request that you declined, check your Deleted Items folder, or ask the organizer to send you a new request.

      See Also:



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  • Using the Scheduling Assistant
    • A meeting is an appointment that includes other people and can include resources such as conference rooms. Responses to your meeting requests appear in your Inbox.

      Using the Scheduling Assistant

      The Scheduling Assistant will help you determine when all participants are available for a meeting.

      1. In the Meeting dialog window, click on the Scheduling Assistant button (found in the Meeting tab in the Show section).
      2. This will show the invited attendees, as well as when they are busy, out of the office or available.  Click a row under the All Attendees column to add additional participants.
      3. Click on a block of time when all participants are free.  You can adjust the green and red start/end times by clicking and dragging them left or right.

        icon idea
        Tip: You can also click on one of the Suggested Times on the right panel.

        Appointment color indicators are as follows:
        1. Blue: The time is marked as busy.
        2. Blue and White Striped: The marked time is scheduled with tentative appointments.
        3. Purple: The time is marked as out of office.
        4. Black and White Striped: Outlook has no information for the time period marked.  This most likely means that the attendee is not an Outlook/Exchange user within the UW-Madison Office 365 system/implementation.
      4. Click on the Appointment button on the Ribbon to return to your appointment window (found in the Meeting tab in the Show section).
      5. Click Send to send your invitation.

        Scheduling Assistant-asst



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  • Assign Full 'Read' Permisions 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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  • Look up someone's schedule
    • There are times when you need to know where someone is or if they are available to meet (out of the office). These instructions assume that you and the other person are using Office 365.

      This procedure instructs you to set up a meeting invitation. However, you can then delete/cancel the invitation without sending it.

      1. On the Home tab, click New, and then click Meeting.

        Home tab, group 1

      2. In the To box, type the name or address of the person whose schedule you want to look up.
      3. If you have more than one account in Outlook, on the From menu, select the Exchange account for the organization that you want.
      4. In the Starts field of the meeting, enter the day for which you want to check the schedule.
      5. Click the Scheduling Assistant tab, which is located under the date and time text boxes.

      A calendar appears that indicates the free/busy times for the person in the To box.

      1. To show all the hours in the day â€” not just the hours of your work day — clear the Show work hours only check box.
      2. To delete the event without sending it, close the meeting window.

       Tip   When you look up someone else's schedule, the information that you see reflects how they have set their free/busy (free/busy: A feature that allows users within an organization to see each others' availability when organizing events. When creating an event, after adding contacts to the Invite box, you can click the Scheduling button to see each person's availability. When creating events or editing events on your Microsoft Exchange calendar, you can click Status on the event's toolbar to set availability status during that event to be "Free," "Busy," "Tentative," or "Out of Office.") status for each event. If someone has marked a meeting status as "Free," you will not see that meeting on their calendar.

      See Also:



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

      Important: In the example below, Bucky Badger has 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 2010.

      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 2010.
      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 and Close

      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 menu.
      3. Click on the Change View button from within the menu bar:
        Change View Button
      4. Next, click List:
        List View Button.
        This will show all of your calendar items (in whatever view, Month/week/day, you have currently selected.
      5. 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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Managing Another's Email and Calendar

Documentation

  • Message Delivery Options
    • Outlook 2010 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.

        message delivery
      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.

        message delivery


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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
    • When another Office 365 user grants you permission to his or her calendar, you can open it in Outlook. If you don't have permission, you can send the user a request to share their calendar with you.

      1. In Calendar, click Home tab.
      2. In the Manage Calendars group, click Open Calendar, and then click Open Shared Calendar.
      3. Type a name (or the email address of the account) in the Name box, or click Name... button to select a name from the Address Book.

      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.

      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 

      • Even if the other person has created an additional calendar, you can open only 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 calendars side-by-side or overlaid
    • In Microsoft Outlook, you can view multiple calendars at the same time, either side-by-side or overlaid into one merged calendar. This can include your calendars, shared calendars from other people, SharePoint calendars, Internet calendars, or Internet calendar subscriptions.

      What do you want to do?


      Open a calendar in a new window

      1. In Calendar, in the Navigation Pane, right-click the name of the calendar that you want to view.
      2. Click Open in New Window.

      Open a calendar in side-by-side view

      • In Calendar, in the Navigation Pane, select the check box of another calendar that you want to view.

      The calendar that you selected opens next to the calendar that already appears.

      Overlay the calendars

      1. In Calendar, in the Navigation Pane, select the check box of another calendar that you want to view.

      The calendar that you selected opens next to calendar that is already displayed. Each successive calendar opens next to the one most recently opened.

      1. On the Calendar tab, click View in Overlay Mode Button image.

      That calendar is now in overlay mode with the one you opened first — usually your default calendar.

      1. To add another calendar to the overlay, repeat step 2.

      Remove a calendar from the overlay stack

      1. In Calendar, on the tab of the calendar that you want to remove from the overlay stack, click View in Side-by-Side Mode Button image.

      The tab moves back to the right. The calendar that you selected no longer appears in overlay mode.

      1. To remove a calendar from view, clear its check box in the Navigation Pane or click Close on the calendar tab.

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      See Also:



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  • Manage another person's mail and calendar items
    • There are two ways to work with another person's Microsoft Outlook folders --- folder sharing and Delegate Access.

      Folder sharing enables another person to access one of your folders, perhaps while you are on vacation. However, it does not include permissions for one to act on behalf of the other. For example, a person who can access your folders cannot reply to email messages or respond to meeting requests for you.

      Delegate Access is an Outlook feature that allows one person to act on behalf of another Outlook user. The most common scenario in which this feature is used is a manager and his or her assistant. The assistant might be responsible for maintaining the manager's schedule, including creating and responding to meeting requests. Some assistants might also monitor a manager's Inbox.

      This article assumes that the manager has already given Delegate Access to the delegate.

      In this article


      Add another person's mailbox to your profile

      If you frequently work with someone else's Office 365 folders, you probably will want to add the other person's Office 365 mailbox to your Outlook profile. Doing so will automatically open the other person's mailbox every time that you open Outlook. The other mailbox appears in the Navigation Pane underneath your mailbox folders.

       Note    The person who is sharing a mailbox must grant you Folder Visible permission on the root folder of the Office 365 mailbox. The shared mailbox usually appears as Mailbox - user name.

      HideInstructions for granting Folder Visible permission

      As the manager, do the following in Outlook:

      1. Right-click the root folder of the mailbox, and then click Folder Permissions.

      The shared mailbox usually appears as Mailbox - user name.

      1. Click the name of the delegate.
      2. Under Permissions, under Other, select the Folder Visible check box.
      3. Click OK.

      As the delegate, do the following in Outlook:

      1. Click the File tab.
      2. Click Account Settings, and then click Account Settings.

        Account Settings in the Backstage view

      3. On the E-mail tab, in the list, click the Office 365 account type, then click Change and then click More Settings.
      4. On the Advanced tab, under Open these additional mailboxes, click Add, and then enter the mailbox name of the person whose mailbox you want to add to your user profile. If you do not know the mailbox name, ask the person who granted you Delegate Access permissions.

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      Open another person's folders

      1. Click the File tab.
      2. Click Open.
      3. Click Other User's Folder.

         Tip    To avoid this step in the future, see the instructions on how to add another person's mailbox to the Navigation Pane in the Add another person's mailbox to your profile section of this article.

      4. In the Name box, enter the name of the person who granted you Sharing or Delegate Access permissions, or click Name to select from a list.
      5. In the Folder type list, click the folder that you want to open.

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      Send or respond to meeting requests for another person

      To give the delegate sufficient permissions to accept meeting requests for the manager, the manager must do the following:

      1. Click the File tab.
      2. Click Account Settings, and then click Delegate Access.
      3. Enter the delegate's information and click Add.
      4. Do one of the following:
        • In the Delegate Permissions dialog box, give the delegate Editor (can read, create, and change items) permissions in the manager's Calendar or Tasks folder and at least Reviewer (can read items) permissions in the manager's Inbox.
        • Click OK to close the Delegate Permissions dialog box, then select the check box at either My delegates only, but send a copy of meeting requests and responses to me or My delegates only.
      5. Click any other tab to return to your file.

      To respond to meeting requests

      1. Open the other person's Inbox if his or her meeting requests are not sent to you directly.
      2. Open the meeting request.
      3. Click Accept, Tentative, or Decline.

      To send a meeting request

      1. Open the other person's calendar.
      2. On the Home tab, in the New group, click New Meeting.
      3. Enter the attendees, subject, location, and start and end times as you ordinarily do.

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      Create or reply to an email message on behalf of another person

      To create an email message

      1. In Mail, on the Home tab, in the New group, click New E-mail.

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

      2. In the From box, type the name of the person on whose behalf you are sending the message.

        To select the name from a list in the Address Book, click From.

        If you do not see the From button and box, on the Options tab of the message, in the Show Fields group, click From.

      3. Add recipients, a subject, and the contents of the message as you typically do.

      To reply to an email message

      1. In the other person's mailbox, select the message that you want to reply to on behalf of your manager.
      2. On the Home tab (If you have opened the message, on the Message tab), in the Respond group, click Reply, Reply All or Forward.

        Respond group on the ribbon

        Keyboard shortcut    To reply to an email message, press Ctrl+R.

      3. In the From box, type your manager's name. To select the name from a list in the Address Book, click From. If you do not see the From button and box, on the Options tab, in the Show Fields group, click From.
      4. Add recipients, a subject, and the contents of the message as you typically do.

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      Save sent items in another person's Sent Items folder

      When email messages and meeting requests are sent by a delegate on behalf of a manager, a copy of each item is saved in the delegate's Sent Items folder. This behavior is by design.

      As an alternative, the manager can grant permissions to his or her Sent Items folder to the delegate. The delegate can then move or copy the items from his or her own Sent Items folder to the manager's Sent Items folder.

       Note    To see another person's folders in the Navigation Pane, see Add another person's mailbox to your profile.

      The manager should do the following:

      1. In the Navigation Pane, right-click the Sent items folder.
      2. Click Change Sharing Permissions.
      3. On the Permissions tab, click the name of the delegate.
      4. Under Permissions, in the Permission level list, click Editor (can read, create, and change items).
      5. Click OK.

        The manager's Sent Items folder appears in the delegate's Navigation Pane under Mailbox - manager.

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  • Tasks

    Documentation

    • Create tasks and to-do items
      • Many people keep a list of things to do -- on paper, in a spreadsheet, or with a combination of paper and electronic methods. In Microsoft Outlook you can combine various lists into one, get reminders and track task progress.

        What do you want to do?


        Create a task

        1. In Tasks, on the Home tab, in the New group, click New Task.

          New Task command on the ribbon

          Keyboard shortcut    To create a new task, press CTRL+SHIFT+K.

        2. In the Subject box, type a name for the task. You can add more detail in the task body.
        3. On the Task tab, in the Actions group, click Save & Close.

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        Create a task from an Outlook item

        You can create a task out of any Outlook item, such as e-mail message, contact, calendar item, or note.

        Do one of the following:

        • Drag an e-mail message to the To-Do Bar

          The To-Do Bar must be arranged by Start Date or Due date to use these procedures.

        1. Drag the item to the task list section of the To-Do Bar.
        2. When you see a red line with arrows at each end positioned where you want to put the task, release the mouse button.

          To-Do Bar appointment section screenshot

        • Drag an item to Tasks

          When you drag an item to Tasks in the Navigation Pane, you can use all the features of a task item. The contents of the item, except attachments, are copied to the body of the task. Even if the original item is later deleted, the task is still available, including the copied contents of the item

        • Drag the item to the Tasks tab on the Navigation Pane.

         Tip    To add the item as an attachment to the task instead of pasting the text into the task body, right-click the item and drag it to the task list, and then click Copy Here as Task with Attachment.

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        Create a task in the To-Do Bar

        The To-Do Bar appears in all Outlook views by default.

        To create a task, do one of the following:

        • In the To-Do Bar, click the Type a new task box, and then enter the task description. Press ENTER to finish. The task appears in your To-Do list with today's date.
        • In the To-Do Bar, double-click the Type a new task box to open a task in a new window. You can enter more detail about the task.

         Tip    To turn on or off the To-Do Bar, on the View tab, in the Layout group, click To-Do Bar and click Normal, Minimized, or Off. This changes the To-Do Bar only in the current view, not in all views.

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        Create a task in the Daily Task List in Calendar

        The Daily Task List appears only in the Outlook Calendar day and week views.

        Daily Task List in calendar week view

        1. Rest your pointer in the Daily Task List under the day that you want.
        2. Click Click to add task.
        3. Type a subject for the task, and then press ENTER.

        By default, the start and due dates are set for the day under which you inserted the task. To change the start date or due date of the task, drag the task to the day that you want. To manually change the start or due date, right-click the task and then click Open.

         Note    To turn on or off the Daily Task List, in Calendar, on the View tab, in the Layout group, click Daily Task List, and then select Normal, Minimized, or Off.

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        Edit a task

        1. On the Navigation bar, click Tasks.
        2. Find the task/to-do you want to edit and double-click the task to open it.
        3. Make the desired changes and click Save and Close.

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        Delete a task

        1. On the Navigation bar, click Tasks.
        2. Find the task/to-do you want to delete and double-click the task to open it.
        3. Click Delete.
        4. 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 account is a non-person related account. Examples: meeting/conference rooms, audio-visual equipment, project, or vacation calendars. Users must be granted permissions to interact with a resource account.

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

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

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

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

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

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

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


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


        Opening a resource calendar and accessing the settings

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

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

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

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

        Accessing the resource scheduling settings

        1. Make sure you are currently located in the newly opened resource tab. If not, use the instructions above to open the resource.
        2. Click on the Settings Icon Settings Gear Icon in the top right corner next to the resource name and select Calendar from the side panel list.
        3. Expand the Calendar section in the left navigation pane.
        4. Click Resource scheduling from with the listing. You will see the following screen.

          Resource Settings Screen

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

        Scheduling Options

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

        Scheduling Permissions

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

        Response Message

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

        Message Response section

        See Also:



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    • How to access a service account

    Working Between Systems During the Transition

    Documentation

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

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

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


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

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

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

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

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

              check availability

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

              check availability

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

              scheduling button

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

              scheduling assistant

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

              Outlook 2010 Office 365 check

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

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


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    Mobile Use

    Documentation

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

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

        What can I do?

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

        What shouldn't I do?

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

        See Also:



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    See Also: