Office 365 (Outlook 2011) - 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 2011
    • This document explains how to connect to the Office 365 service.

      Important: In addition to configuring your NetID account, this document also contains instructions on how to configure a Service Account. The recommended configuration for Service Accounts within Outlook is to have the Service Account linked to your NetID account and then to use the delegation feature to interact with the Service Account.

      Warning: Before proceeding, make sure you have updated Outlook to the latest version (patch) currently available. If you do not update Outlook before proceeding, the potential exists that you will be unable to configure your account to Office 365 (you will receive an error during the configuration process).

      Configure Outlook 2011 for Office 365

      1. Launch Outlook 2011.
      2. Open the Outlook menu and select Preferences.
      3. Click the Accounts icon from the Outlook Preferences window.
        Outlook Preferences menu - accounts selection
      4. Click the Exchange Account option.
        Exchange account selection
      5. On the Auto Account Setup window, enter the following for each field:
        • Email Address: -
          • NetID Account: Enter the primary address of your NetID account which will take one of the following forms: netid@wisc.edu or first.lastname@wisc.edu or name@domain.wisc.edu
          • Service Account: Enter the primary address of your Service account which will take one of the following forms: name@domain.wisc.edu
        • Method: User Name and Password
        • Username
          • For NetID Account, enter:
            • netid@wisc.edu
          • For Service Account enter:
            • name_domain@wisc.edu
              For multi-level domains, name@domain1.domain2.wisc.edu, use the following format: name_domain1.domain2@wisc.edu.
        • Password: Enter the password of the account you are configuring.

          Note: If you are configuring a service account, a password is required. If you do not know the password of the service account you are configuring, contact your domain administrator.

        • Ensure Configure Automatically is checked.

        account configuration screen

        Important: The 'User name' field may be pre-populated with your email address you entered the previous step. You must make sure this address is changed to the format required in this step.

        Note: for further server/account details, see - Office 365 - Server and Account Configuration Settings.
      6. Click Add Account.
        Please note: If you receive an error message that your account is unable to be auto-configured, please make sure that your Outlook client is fully updated to the newest version (patch) currently available.
      7. If you receive a warning similar to the following, place a check mark within "Always use my response for this server" box and click Allow to continue.
        auto-discover redirect warning message
      8. A summary will be displayed upon successfully account configuration.
        Account summary screen
      9. Modify the account description field to something more descriptive; such as your name.
      10. Close the Accounts window to start using Outlook.

      Note: If your original WiscMail/WiscMail Plus account was configured on this device, use the following instructions to remove the account: Office 365 (Outlook 2016 | Outlook 2011 for Mac) - Removing an account

      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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  • Keyboard Shortcuts
    • You can quickly perform tasks by using keyboard shortcuts -- one or more keys that you press on the keyboard to complete a task. For example, when you press command key + P the Print dialog box opens.

      • Keyboard shortcut descriptions refer to the U.S. keyboard layout. Keys on other keyboard layouts might not correspond to the keys on a U.S. keyboard. Keyboard shortcuts for laptop computers might also differ.
      • The settings in some versions of the Macintosh operating system and some utility applications might conflict with keyboard shortcuts and function key operations in Office. For information about changing the key assignment of a keyboard shortcut, see Mac Help for your version of the Macintosh operating system or see your utility application.
      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.

      This illustration shows the main elements of the Outlook window.

      outlook window

      Callout 1 - Toolbar Toolbar

      Callout 2 - Ribbon Ribbon

      Callout 3 - Navigation pan Navigation pane

      Callout 4 - View switcher View switcher

      Callout 5 - Item list Item list

      Callout 6 - Reading pane Reading pane

      - Customize the toolbar and ribbon

      Customize the toolbar

      The toolbar can be customized to show icons and text, icons only, or text only.

      1. On the View menu, click Customize Toolbar.
      2. On the Show pop-up menu, click the option that you want.

         Note   To hide the toolbar, on the View menu, click Hide Toolbar.

      Minimize or expand the ribbon

      You can minimize the ribbon so that only tabs appear.

      • On the right side of the ribbon, click minimize the ribbon button.

         Tip   You can also minimize the ribbon by clicking the active tab.

      - Customize the navigation pane and view switcher

      Hide the navigation pane

      • On the View menu, click Navigation Pane.

         Tip   If you hide the navigation pane, the view switcher is also hidden. To change views while the view switcher is hidden, on the View menu, point to Go To, and then click a view.

      Minimize the view switcher

      You can minimize the view switcher to make more room in the navigation pane.

      • Rest the pointer on the top of the view switcher, and then drag the edge down.

      Turn off the unified inbox

      By default, the Outlook folder list (folder list: The list of your mail folders visible in the navigation pane, which is the pane on the left side of the main Outlook window. The folder list is only visible in Mail view.) groups similar folders, such as inboxes, from all your mail and Microsoft Exchange accounts. This feature can make it easier to read all your messages at one time, without having to move around between mail folders. If you want, you can turn off this feature so that each account and all its folders are separated in the folder list.

      1. On the Outlook menu, click Preferences.
      2. Under Personal Settings, click General General Preferences button.
      3. Under Folder list, clear the Group similar folders, such as Inboxes, from different accounts check box.

      - Customize the item list

      In the main Outlook window, the item list is the list of messages, contacts, tasks, or notes. By default, the item list is displayed vertically between the navigation pane and the reading pane.

       Note   The item list is not available for Calendar view.

      Change the text size for the item list

      1. On the Outlook menu, click Preferences.
      2. Under Personal Settings, click Fonts Fonts Preferences button.
      3. Under Item lists, on the Font size pop-up menu, click an option.

      Change the sort order in the item list

      • On the Organize tab, click Arrange By, and then click an option.

        Organize tab, group 2

      Choose columns for the item list

      If the reading pane is hidden or positioned below the item list, you can choose the columns you want for the item list. The available columns vary, depending on the type of items in the list.

      1. On the Organize tab, click Reading Pane, and then make sure that Below or Hidden is selected.

        Organize tab, group 2

      2. On the View menu, point to Columns, and then click a column name. Columns in the current view are identified with a check mark.

         Tip   

        • In the item list, you can click on a column heading to sort by that column.
        • To rearrange the columns, click a column heading, and then drag it to a new position.
        • To resize a column, rest the pointer on the right edge of the column header until the pointer changes, and then drag the edge.

      - Customize the reading pane

      The reading pane, sometimes called the preview pane, lets you read items (items: Units of information in Outlook, such as e-mail messages, calendar events, contacts, tasks, and notes.) without opening them. You can customize the reading pane according to your preferences.

      Reposition or hide the reading pane

      The reading pane can be positioned on the right of the Outlook window, below the item list, or hidden.

      • On the Organize tab, click Reading Pane, and then click an option.

        Organize tab, group 2

         Notes 

        • To change the size of the reading pane, rest the pointer on the border between the reading pane and the item list, and then drag the border.
        • The reading pane is not available for Calendar view.

      Change the size of text for messages in the reading pane.

      1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Mail mail view button.
      2. Click a message, and then on the Format menu, click Increase Font Size or Decrease Font Size.

      See Also:



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Microsoft Videos

Email Basics

Documentation

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

      1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Mail Mail view button.
      2. On the Home tab, click E-mail.

        Home tab, group 1

         Tip   The keyboard shortcut to create a new e-mail message is command + N .

      3. To send the message from an account other than your default account, click the account on the From pop-up menu.
      4. In the To, Cc, or Bcc boxes, type the names or addresses of the recipients who you are sending the message to.

        As you type, Outlook displays a list of your contacts and other recently used addresses.

        - How to display the Bcc box

        Recipients entered in the Bcc field will receive the message, but their names aren't visible to other recipients.

        • On the Options tab, click Bcc.
          Options tab, Bcc
      5. In the Subject box, type the subject of the message.
      6. Compose your message, and then on the Message tab, click Send.

        send group

         Tip   

        • The keyboard shortcut to send an e-mail message is command + ENTER .
        • To search for additional contacts to send the message to, on the right side of the To box, click open contacts search.
        • To save a message as a draft, close the message, and then click Save as Draft.
        • While you work offline, you can create new messages that Outlook can automatically send later. After you click Send, the message is stored in the Outbox and is sent the next time that you connect to the network or Internet.

      What else can I do?

      Insert a signature into a message

      Add a picture or background to a message

      Create or remove a hyperlink in a message

      Attach a file or a folder to a message

      Insert a symbol



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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, click Reply or Reply All.

        reply or forward buttons on 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.

        reply or forward buttons on ribbon

         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, then click Bcc button.

      3. Compose your message.
      4. Click Send.

       Tip   If you want to forward two or more messages to the same recipients as one message, click one of the messages, press COMMAND, and then click each additional message. On the Home tab, 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 or a folder to a message
    • You can send files and folders by attaching them to an e-mail message. When you attach a folder, Outlook compresses the contents of the folder into a single .zip file.

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

      1. In your message, on the Message tab, click Attach.

         Message tab, Attach

      2. Locate the item or folder that you want to attach, select it, and then click Choose.

        Attach a file - choose

        If you are attaching a folder, on the confirmation dialog box, click Compress.

        Attach a file - compress confirmation

         Notes 

        • A list of the attachments to the message appears below the Subject box.
        • To remove an attachment from a message, hold down CONTROL and click the attachment, and then click Remove.
        • You can also add attachments by dragging a file or folder from the desktop or Finder into the body of the message.

      Important: If you cannot send a message because the message size is too large, try the following:

      • Compress the attachment(s) prior to attaching them to the message: To compress a file or folder, Control-click it or tap it using two fingers, then choose Compress from the shortcut menu.

        If you compress a single item, the compressed file has the name of the original item with the .zip extension. If you compress multiple items at once, the compressed file is called Archive.zip.

      • Upload the attachment(s) to a shared location and provide a link to them within the message.

      What else can I do?

      Insert a signature into a message

      See Also:



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  • Create and add an email message signature
    • The following steps will show you how to create and add a signature to your emails in Outlook 2011 for Mac.

      If you use Outlook Web App, you will also need to create and add your signature there as well: Office 365 (Outlook on the web) - Create and add an email message signature.

      1. Open Outlook.
      2. Click Outlook on the menu and select Preferences.

        Click Preferences in the Outlook menu.

      3. Open Signatures.

        Open Signatures

      4. Click on the plus sign [+] on the bottom left corner.

        Click Plus on Bottom Left Corner

      5. Double-click Untitled to rename it, for example, to Bucky Badger.

        Double Click Untitled to Rename

      6. Click to check the box next to the name you specified (in this case, "Bucky Badger").

        Click Check Box Next to Renamed Name

      7. On the right hand side, type your signature. You can format your signature by clicking on the Format menu and then altering the signature to your liking.

        Type your signature - use format option in menu to format

      8. Once you are done, click the Default Signatures button to make the signature you just created to be your default signature.

        Default Signatures is located in the lower left-hand corner.

      9. In the window, select your email account.

      10. In the Default Signature click on the drop down arrow and select "My Signature" or the name of the signature you have created in step 5.

        Click drop down in Default Signature and select your signature

      11. Click OK.
      12. Close the Signature window.

      Adding a picture to your signature:

      1. Open Word and type your signature.  You can also format your signature any way you'd like.
      2. Insert your picture by clicking on Picture, which is located under Insert on the Home tab.

        Insert Picture by Clicking Picture then Picture from File

      3. Select Picture from File.

        select picture from file

      4. Navigate to the picture you want to add to your signature on your computer.  In this case, it's on the desktop.  When you find it, select it and then click Insert.

        Navigate to Picture Location and Select

      5. Your picture should now display in your Word document.  Resize the picture to your liking.

        Picture should display - resize as needed

      6. Press Command A to highlight your signature and then press Command C to copy it.
      7. Open Outlook.
      8. Click Outlook then Preferences.
      9. Open Signatures.
      10. Select your signature name.
      11. On the left hand side, press Command V to paste your signature.
      12. Press Command A to highlight your signature and then press Command C to copy it.
      13. Open Outlook.
      14. Click Outlook then Preferences.
      15. Open Signature.
      16. Select your signature name.
      17. On the right-hand side, press Command V to paste your signature.

        Select your signature name and paste with Command V



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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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  • Turn on or off Out of Office replies
    • You can send an out of office e-mail message to people while you are out of the office. If your mail account is a Office 365/Microsoft Exchange account (Microsoft Exchange account: An account managed by Microsoft Exchange Server. Microsoft Exchange accounts are used by organizations with many users. They make it possible to synchronize e-mail, calendars, and contacts between multiple computers.), you can use the Out of Office Assistant. For POP (POP: A common type of Internet-based mail account. Examples are Windows Live Hotmail and Yahoo! Mail. After you add a POP account to Outlook, messages from the account appear in the folder list under On My Computer.) or IMAP (IMAP: A common type of Internet-based mail account such as Gmail, AOL Mail, and many others. Messages from these accounts appear in folders in the Outlook folder list, under the name of the account.) accounts, you can set up a mail rule to automatically reply to new e-mail messages.

      Do any of the following:

      - Turn on the Out of Office Assistant for an Exchange account

      The Out of Office Assistant works with the server that is running Microsoft Exchange Server to automatically reply to e-mail messages while you are out of the office. Because the Exchange server sends the messages (not Outlook), Outlook does not need to be open for the reply messages to be sent.

      1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Mail Mail view button.

         Note   If you have multiple Exchange accounts, you must turn the Out of Office Assistant on or off for each account separately. To choose an account for which you want to turn on the Out of Office Assistant, select a folder in the account in the folder list (folder list: The list of your mail folders visible in the navigation pane, which is the pane on the left side of the main Outlook window. The folder list is only visible in Mail view.) before you continue to the next step.

      2. On the Tools tab, click Out of Office.

        Tools tab, group 2

      3. Click Send Out of Office messages.
      4. In the Reply to message with box, type the text that you want to include in your automatic reply.
      5. Do any of the following:

        To

        Do this

        Set start and end dates for an Out of Office message

        Select the I am out of the office between check box, and then set your Start date and End date.

        Set options for replying outside your organization (if enabled by your Microsoft Exchange administrator)

        Select the Send replies outside my company to check box, and then complete the information.

         Note   Your delegate (delegate: A person who has permission to access another person's Microsoft Exchange calendar, tasks, notes, address book, or mail folder. If granted the appropriate level of permission, a delegate can also send and reply to invitations and messages for the other person.) cannot turn on or turn off the Out of Office Assistant for you.

      - Turn off the Out of Office Assistant for an Exchange account

      1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Mail Mail view button.

         Note   If you have multiple Exchange accounts, you must turn the Out of Office Assistant on or off for each account separately. To choose an account for which you want to turn off the Out of Office Assistant, select a folder in the account in the folder list (folder list: The list of your mail folders visible in the navigation pane, which is the pane on the left side of the main Outlook window. The folder list is only visible in Mail view.) before you continue to the next step.

      2. On the Tools tab, click Out of Office.

        Tools tab, group 2

      3. Click Do not send Out of Office messages.

         Tip   If you set a start and end date for your Out of Office message, it will turn off automatically when it reaches the end date. If you want to turn off the Out of Office message before the end date, click Do not send Out of Office messages.

      - Create a mail rule to automatically reply to incoming mail messages

      You can set up a mail rule in Outlook to automatically reply to new e-mail messages. Mail rules can be set up for all account types in Outlook, including POP (POP: A common type of Internet-based mail account. Examples are Windows Live Hotmail and Yahoo! Mail. After you add a POP account to Outlook, messages from the account appear in the folder list under On My Computer.) and IMAP (IMAP: A common type of Internet-based mail account such as Gmail, AOL Mail, and many others. Messages from these accounts appear in folders in the Outlook folder list, under the name of the account.) accounts.

       Important   Because mail rules are run by Outlook and not the mail server, your computer must be on and Outlook must be open for automatic reply messages to be sent.

      1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Mail Mail view button.
      2. On the Organize tab, click Rules, and then click Edit Rules.

        Organize tab, group 3

      3. In the left pane of the Rules dialog box, click the account type for which you want to create the rule.

        - If you don't know what type of account you have

        1. In the Rules dialog box, click Show All, and then under Personal Settings, click Accounts.
        2. In the left pane of the Accounts dialog box, click the account.The account type appears under the account description. Your Office 365 account will be listed under "Exchange Server". Make sure this account is selected before continuing.

        3. To return to the Rules dialog box, click Show All, and then under E-mail, click Rules.
      4. Click Add Add.
      5. In the Rule name box, type a name for the rule, such as Vacation response.
      6. Under the Add Action button, on the Change status pop-up menu, click Reply.
      7. Click Reply Text, type the automated reply that you want Outlook to send, and then click OK.
      8. Make sure that the Enabled check box is selected, and then click OK.
      9. To turn off the automatic reply messages, double-click the rule to open it, and then clear the Enabled check box.

         Tip   You can also turn off a rule by clearing the check box next to the name of the rule in the Rules dialog box.

      - Turn off a mail rule

      1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Mail Mail view button.
      2. On the Organize tab, click Rules, and then click Edit Rules.

        Organize tab, group 3

      3. In the left pane of the Rules dialog box, click the account type for which you want to create the rule.

        - If you don't know what type of account you have

        1. In the Rules dialog box, click Show All, and then under Personal Settings, click Accounts.
        2. In the left pane of the Accounts dialog box, click the account.The account type appears under the account description. Your Office 365 account will be listed under "Exchange Server". Make sure this account is selected before continuing.

        3. To return to the Rules dialog box, click Show All, and then under E-mail, click Rules.
      4. Double-click the rule to open it, and then clear the Enabled check box.

         Tip   You can also turn off a rule by clearing the check box next to the name of the rule in the Rules dialog box.

      See Also:



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  • Find an e-mail message
    • You know you have an e-mail message somewhere, but you just can't locate it in Outlook. Don't worry -- with the many search options in Outlook for Mac, you can use a combination of different search criteria to find the information you're looking for.

      1. In the Navigation pane, click Mail.
      2. On the Edit menu, point to Find, and then click Outlook Items.

      The Search tab appears.

      1. Define the scope of the search by clicking a scope button on the Search tab, such as Subfolders or All Mail.

        Mail Search tab, group 1

         Note    Other search criteria can be used. Some search criteria will require you to enter additional information.

      2. To modify your search by adding or removing criteria, use the "+" or "-" buttons manage your search.
      3. When you are done looking at the search results, on the Search tab, click Close.

        Search tab, Close

         Notes 

        • The available search criteria are specific to where you are within Outlook, such as Mail, Calendar, Contacts, Tasks, and Notes.
        • If you don't click Close, the Search tab remains active. The item list (item list: In the main Outlook window, the list of messages, contacts, tasks, or other items. By default, the item list is displayed vertically between the navigation pane and the reading pane.) continues to show the search results, even if you click another tab, such as the Home tab.
        • An Outlook search includes the file names of attachments but not the text inside attachments.
        • The keyboard shortcut for starting an advanced search is SHIFT + command + F.
        • To save a search as a Smart Folder, on the Search tab, click Save, and then enter a name for the Smart Folder.
        • To view the location (or path) of the message, go to this link.


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  • Filter messages or tasks
    • In mail view and tasks view, you can use filters to hide some items (items: Units of information in Outlook, such as e-mail messages, calendar events, contacts, tasks, and notes.), helping you focus on the items that are important to you. For example, to see only messages that are both unread and high priority, you could turn on both the Unread and High Priority filters.

      Do any of the following:

      - Filter items in mail view

      1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Mail Mail view button.
      2. In the folder list (folder list: The list of your mail folders visible in the navigation pane, which is the pane on the left side of the main Outlook window. The folder list is only visible in Mail view.), click the folder containing the messages that you want to filter.
      3. On the Home tab, click the arrow next to Filters, and then click a filter.

        Home tab, Filters

       Notes 

      • You can turn on multiple filters at the same time.
      • To turn off filters, on the Home tab, click Filters. You can also turn off filters by clicking another folder in the folder list, or by changing to a different view.

      - Filter items in tasks view

      1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Tasks tasks view button.
      2. On the Home tab, click the arrow next to Filters, and then click a filter.

        Home tab, Filters

       Notes 

      • You can turn on multiple filters at the same time.
      • To turn off filters, on the Home tab, click Filters. You can also turn off filters by clicking another folder in the folder list, or by changing to a different view.
      • By default, tasks view displays both tasks and items that are flagged for follow up. To show only tasks, on the Home tab, clear the Flagged Items check box.

        Tasks Home tab, group 8

      See also

      Filter items by category

      Find items in Outlook by doing a basic search

      Save a search by using a Smart Folder

      Arrange and group items



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  • Print a message
    • When you print an e-mail message, you can choose several options, such as whether to print pictures, message backgrounds, or the e-mail addresses of the sender and recipients. Messages always print with their Subject, Date, From, To, and Cc fields.

      1. In the message list, click the message that you want to print.

        To select multiple items, hold down Command key as you click the items.

         Note   If you select a conversation, all the messages from that conversation are printed.

      2. On the toolbar, click Print button.
      3. Under Message options and Page options, select the options that you want.

        Print Options

      4. Click Print.

      See also

      Print a note, task, or task list

      Print a calendar

      Print a contact or set of contacts



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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.

        Right Click - Delete menu selection

      • In the message list, select the message (it will be highlighted), then click Delete button within Home tab.
      • 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. 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
    • This document will provide you with information on how to save an email message in Outlook 2011.

      What do you want to do?


      Save a received message as a file

      1. Drag the message to your desktop or copy/paste the text to a different application and save.

      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 the following:

      1. Close the message.
      2. In the dialog box click Save as Draft.

        Save a draft

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

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

      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 sub-folder in the folder you right-clicked.
      • Rename Folder Rename the folder. You can't rename the default folders, such as the Inbox folder.
      • Delete Delete the entire folder. Delete will move the folder to the Deleted Items folder.
      • Delete All Deletes everything in the folder, including any sub-folders.
      • Move Folder 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.
      • Permissions Allows you to manage who has access to your access.
      • Folder Properties Allows you to review your storage, 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 and press Enter key.

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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 Folder. A window will pop up that will allow you to search for the destination folder. 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

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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.

      To recover items that have been deleted from your Deleted Items folder, you must use Outlook on the web. After you have logged into your account, follow instructions for recovering the delete messages.

      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.

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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 option in the menu will appear dimmed.
      • After you delete a folder, it's moved to the Deleted Items folder. The folder isn't permanently removed until you empty the Deleted Items folder or delete the folder from the Deleted Items folder.

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  • 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.

      If an item is assigned to multiple categories, the last category that is assigned is considered to be the primary category. The primary category determines the font color of the item in the item list. Also, when you sort items by category, an item is grouped with its primary category.

      1. Select an item in the item list (item list: In the main Outlook window, the list of messages, contacts, tasks, or other items. By default, the item list is displayed vertically between the navigation pane and the reading pane.).

        To select multiple items, hold down command key as you click the items.

      2. On the Home tab, click Categorize, and then click a category.

        Home tab, group 5

      To create a new category, on the Home tab, click Categorize, click Add New, and then type a category name.

       Notes 

      • By default, when you assign a contact to a category, all messages that you receive from that contact are automatically assigned to the same category. To turn off this preference, on the Outlook menu, click Preferences, click Categories, and then clear the Assign categories to messages from categorized contacts check box.
      • If you select a category in the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.) and then create a new item, the new item is automatically assigned to the selected category.
      • When Junk E-mail Protection is enabled, Outlook assigns possible junk messages to the Junk category and moves the messages to the Junk E-mail folder.
      • To delete all categories from an item, select the item, click Categorize, and then click Clear All.

        Home tab, group 5

      See also

      Create or edit a category

      Display all items in a category

      Filter items by category

      About organizing in Outlook



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  • Create a rule
    • A rule is an action that is performed automatically on incoming or outgoing messages, based on conditions that you specify. You can create rules to help you stay organized. For example, you can create rules to automatically file messages into folders or assign messages to categories.

      Do any of the following:

      - Quickly create a rule based upon a message's sender or recipient

      A common type of rule directs Outlook to move messages to a folder based on the sender or recipient. For example, you can create a rule that moves all messages from "Toni Poe" to a folder called "Mail from Toni". Outlook has a shortcut to create these types of rules from an existing message.

       Tip   If you receive messages from a contact group (also known as a distribution list), you can create a rule that automatically moves messages that are sent to the group into a folder.

      1. In the message list, click a message with the sender or recipient that you want to create a rule for.
      2. On the Home tab, click Rules, and then click Move Messages from (sender's name) or Move Messages to (recipient's name).
      3. In the folder search box, start typing the name of the folder that you want to move messages to.
      4. When the folder you want appears, click the folder name, click Choose, and then click OK.

         Note   

        • If you create multiple rules, Outlook runs the rules in the order in which they are listed in the Rules window. For information about changing the order, see Edit a rule.
        • Before it runs rules on messages, Outlook first applies the Mailing List Manager rules and then the junk e-mail protection rules. Regular rules are applied last. However, they are applied to messages even if they are in the Junk category. For more information about Mailing List Manager rules, see Organize mailing list messages.

      - Create a rule based on an existing message

      When you create a rule from an existing message, the sender, recipient, and subject are automatically pre-populated in the rules instructions.

      1. In the message list, click the message from which you want to create a rule.
      2. On the Home tab, click Rules, and then click Create Rule.
      3. Under When a new message arrives, edit the criteria to suit your needs. To remove one of the criteria, click the "-" button. To add additional criteria, click "+" button.
      4. Under Do the following, specify the actions that you want to be performed.

         Note   

        • If you create multiple rules, Outlook runs the rules in the order in which they are listed in the Rules window. For information about changing the order, see Edit a rule.
        • Before it runs rules on messages, Outlook first applies the Mailing List Manager rules and then the junk e-mail protection rules. Regular rules are applied last. However, they are applied to messages even if they are in the Junk category. For more information about Mailing List Manager rules, see Organize mailing list messages.
      5. Click OK.

      - Create a custom rule

      Instead of creating a rule from an existing message, you create a custom rule based on any criteria you want. Creating a custom rule is necessary if you have an account managed by Microsoft Exchange Server 2010 or later and you want to save the rule on your computer. (If you create the rule based on an existing message, rules for an account managed by Microsoft Exchange Server 2010 or later are saved on the Exchange server, not on your computer.)

      1. On the Tools menu, click Rules.
      2. In the left pane of the Rules dialog box, make sure your account is selected under "Exchange Server" or your name.
      3. Click Add "+" button.
      4. In the Rule name field, type a name for the rule.
      5. Under When a new message arrives, on the leftmost pop-up menu, click the type of information that you want to identify.

        For most criteria, you move from left to right to use more pop-up menus or text boxes. For example, to identify all messages sent from coworkers, the criterion could be "From" "Contains" "@alpineskihouse.com".

        - If you want to have multiple criteria separated by "or"

        For rules saved on the Exchange server, follow this procedure:

        1. In the leftmost pop-up menu of the criteria, select a field that contains text, such as From, Recipients, or Subject.
        2. Moving to the right, in the second pop-up menu, select Contains.
        3. Click Add search terms, and then in the search list, click Add "+" button for each term that you want to add.

         Note   For rules saved on your computer, you can use the pop-up menu above the criteria to select If Any Criteria Are Met or other options.

      6. To remove one of the criteria, click "-" button. To add additional criteria, click "+" button.
      7. Under Do the following, specify the actions that you want to be performed.
      8. Click OK.


         Notes 

        • It is highly recommended that you manage your rules using Outlook on the web. For more information, see Server-based rules versus On My Computer rules.
        • If you create multiple rules, Outlook runs the rules in the order in which they are listed in the Rules window. For information about changing the order, see Edit a rule.
        • Before it runs rules on messages, Outlook first applies the Mailing List Manager rules and then the junk e-mail protection rules. Regular rules are applied last. However, they are applied to messages even if they are in the Junk category. For more information about Mailing List Manager rules, see Organize mailing list messages.

      Additional resources

      Create additional folders in the navigation pane

      The rule I created does not work

      Server-based rules versus On My Computer rules

      See Also:



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  • Contacts

    Documentation

    • Create a contact
      • You can store e-mail addresses, home and work addresses, phone and fax numbers, and other information for your Outlook contacts. Each contact (contact: In the Address Book, a collection of information about a person that may include e-mail addresses, phone numbers, street addresses, and more.) can include information that is important to you, including birthdays, children's names, notes, and more.

        1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Contacts Contacts view button.
        2. On the Home tab, click Contact.

          Contact Home tab, group 1

        3. Enter the person's name and any other information that you want, such as job title, office, department, and company.
        4. To edit information in the categories on the General tab (Phone, Internet, Address, and Personal), do any of the following:

          To

          Do this

          Change the label for a field (for example, to change the label Mobile to Home in the Phone category)

          Under the category name, click the field label, and then click the label that you want.

          Add a field in a category

          Click the (+) button next to the category name, and then click a field type.

          Delete a field

          Click the field, and then to the left of the field, click the (-) button.

        5. On the Home tab, click Save & Close.

          Contact tab, Save & Close button

         Notes 

        • To add a photo for the contact, drag a photo from anywhere on your computer onto the photo icon next to the contact's name.
        • Your Outlook contacts are shared with other Office for Mac 2011 applications, such as Word. If you make changes to a contact while you are working in another Office application, your changes also appear in Outlook.
        • If you have a Microsoft Exchange account, you can share or delegate your contacts folder with other users on the same Exchange server.

        Additional resources

        Import information into Outlook

        Add the sender of a message to your Outlook contacts

        Add a vCard to your contacts

        Create a contact group (also called a distribution list)

        Save or update a contact from a directory

        See Also:



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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.

          contacts icon

        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. Click Save & Close.

          Save Contact

        Delete a contact

        1. On the Navigation Bar, click Contacts.

          contacts icon

        2. Double-click the contact you want to delete
        3. Click Delete.

          Delete Contact

        See Also:



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    • Create a contact group
      • A contact group, also known as a distribution list, is a grouping of e-mail addresses collected under one name. A message sent to a contact group goes to all recipients listed in the group. You can include contact groups in messages, meeting requests, and in other contact groups.

         Important   Contact groups created via Outlook 2011 are not saved to your account within Office 365. Any groups that you create are saved on your computer and are available only in Outlook for Mac on that specific computer.

        1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Contacts Contacts view button.
        2. On the Home tab, click Contact Group.

          Contact Home tab, group 1

          If Contact Group is not available

          To create a contact group, you must set your preferences to show the On My Computer folders.

          1. On the Outlook menu, click Preferences.
          2. Under Personal Settings, click General General Preferences button.
          3. Under Folder list, clear the Hide On My Computer folders check box.

        3. Enter a name for the contact group.
        4. Do any of the following:

          To

          Do this

          Add a person from your contacts, or add a person with whom you've recently exchanged email

          Click Add  Add to Group button, type the first few letters of the person or group's name, and then click the appropriate entry on the pop-up menu.

          Add a person who is not in your contacts or with whom you haven't recently exchanged email

          Click Add  Add to Group button, and then type the person's email address.

          Prevent message recipients from seeing the addresses of other group members

          Select the Use Bcc to hide member information check box.

          Remove a member

          Click the member, and then click Remove  Remove button.

        5. Click Save & Close.

          Group tab, Save & Close button

          The group appears in your Outlook contacts, and you can send messages to the group exactly as you would to one person.

         Notes 

        • To delete a contact group, open the group, and then on the Group tab, click Delete. Deleting a group does not delete contacts that you already have saved in Outlook or contacts from your organization's directory.
        • You can view the contact names in the header of a message or meeting request. In the To box, click the arrow next to the name of the Contact Group. After the list is expanded, you can't collapse the list again in that message.

        Tip: You can import and export contacts from other applications such as Outlook for Windows, Apple Mail, and Entourage. For more information, see Import information into Outlook

        See Also:



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    Calendar Basics

    Documentation

    • Create a meeting or appointment
      • In Outlook, a meeting is an event that includes other people and can include resources such as conference rooms. To schedule a meeting in Outlook, you create a meeting invitation that you send to the invitees. Responses to your meeting invitations appear in your Inbox.

        Appointments in Outlook are events that do not involve inviting other people or reserving resources.

        What do you want to do?


        Create a meeting

        1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Calendar Calendar view button.
        2. On the Home tab, click Meeting.

           Tip   You can also double-click a time period in the day, week, or month view. The date and time of your selection are automatically entered in a new appointment window. Then, to convert the appointment to a meeting, on the Appointment tab, click Invite.

        3. To send the invitation from an account that isn't your default account, click an account on the From pop-up menu.
        4. In the To box, enter the names of people or resources to include for the meeting.

          To search for additional contacts, on the right side of the To box, click Open Contacts Search.

        5. In the Location box, type a description or location.

           Tip   

          • To choose from a list of recently used rooms, click Recently used rooms on the right side of the Location box.
          • If you have a Microsoft Exchange account (Microsoft Exchange account: An account managed by Microsoft Exchange Server. Microsoft Exchange accounts are used by organizations with many users. They make it possible to synchronize e-mail, calendars, and contacts between multiple computers.), to search for rooms in your organization's directory, on the right side of the Location box, click Open Contacts Search.
        6. Enter the details about the event, and then do any of the following:

          TO DO THIS
          Display the Time zone for the event On the Meeting tab, click Time Zone.
          Add attachments to the meeting On the Meeting menu, click Attachments, and then click Add.
          Make the meeting a recurring event On the Meeting tab, click Recurrence, and then select a recurrence pattern.
          See whether your invitees are available On the Meeting tab, click Scheduling.

          The Scheduling button displays the Scheduling Assistant pane at the bottom of the invitation. If you don't see free/busy information in the Scheduling Assistant pane, make sure that your account is selected on the From pop-up menu at the top of the invitation.

          .

        7. When you complete your invitation, on the Meeting tab, click Send.

           Notes 

          • By default, new meetings have the Request Responses feature turned on. If you have a Microsoft Exchange account, responses from the attendees are tallied when you open the meeting from the calendar and view the Scheduling Assistant information.
          • If you have a Microsoft Exchange account, the status you select for an event affects how the event appears to other people when they view your calendar. If you don't change the status, Outlook shows you as "Busy" during the event. To select a status such as "Free" or "Out of the office," on the Meeting tab, click the Status pop-up menu.

        Create an appointment

        1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Calendar Calendar view button.
        2. On the Home tab, click Appointment.

           Tip   You can also create an appointment in the calendar by double-clicking a time period in the day, week, or month view. The date and time of your selection are automatically entered in a new event window.

        3. Enter the details about the event, and then do any of the following:

          TO DO THIS
          Display the Time zone menu for the event On the Appointment tab, click Time Zone.
          Make the appointment recurring On the Appointment tab, click Recurrence, and then select a recurrence pattern.
          Change the appointment into a meeting by inviting other people On the Appointment tab, click Invite.

        4. On the Appointment tab, click Save and Close.

        Set Recurrence

        1. Open the appointment/meeting that you want to set to recur.
        2. On the Appointment/Meeting tab, in the Options group, click Recurrence.
        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.

        Top of Page

        See also

        Update or cancel a meeting

        About time zones

        Mark a contact or an event as "private"



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    • Respond to a Meeting Request
      • Even if you don't organize meetings and send invitations in Outlook 2011, you may get invited to meetings now and then, so it's a good idea to know how to respond to a meeting request if you get one.

        When invited to a meeting through Outlook 2011, there are three actions that you can take: Accept, Decline, and Tentative. Until you act on the meeting invite, Outlook automatically sets your reply to Tentative. The date and time of the meeting will also be marked as Tentative in your calendar.

        1. When you open a meeting request, you will see a window very similar to an email message with additional buttons: Accept, Tentative, and Decline. You will also see a copy of your calendar on the right-side pane to let you know if you have any schedule conflicts.

          You don't have to act on a meeting request right away; however, if you delete a meeting request, it will decline the meeting automatically.

          respond meeting action

        2. You have three response options to a meeting request: you can Accept, mark it as Tentative, or Decline the request. Each of these options has additional options:

          respond meeting responses

          • Respond With Comments: a new window will open for you to type in your comments in the message body (see image, below). Click Send to send your response to the meeting organizer.
          • Respond Without Comments: you will notify the meeting organizer that you are attending. The meeting request window will close immediately.
          • Do Not Send a Response: if you select this, the meeting organizer won't know if you are attending or not. The meeting request window will close immediately.

          response to meeting

        3. After you respond to a meeting request, it will be moved from your Inbox to your Deleted Items folder.


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

        This procedure instructs you to set up a meeting invitation. However, you can then delete 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. In the Starts field of the meeting, enter the day for which you want to check the schedule.
        4. Click the Scheduling Assistant tab, which is located under the date and time text boxes.

          show work hours only box

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

        5. To show all the hours in the day -- not just the hours of your work day -- clear the Show work hours only check box.
        6. 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 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.



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    • Assign read/write/modify permissions to my calendar
      • You can give a delegate access to your calendar, address book, and inbox, and you can set permissions that define the activities that delegates can carry out for you.

        The following topics are covered:


        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

         Important   To use delegation, you and your delegate must have a Office 365 account.

        1. Start Outlook.
        2. On the Tools menu, click Accounts.
        3. Click the account that you want to add a delegate to, click Advanced, and then click the Delegates tab.
        4. Under Delegates who can act on my behalf, click Add add.
        5. Type the email address or name of the person that you want to add as a delegate, and then click Find.
        6. Click the delegate's name in the result's list, and then click OK.
        7. The permissions screen is presented:

          outlook_2011 permissions delegates screen

          For each item type, use the pop-up menu to select the permission level that you want to set for the delegate.

          Send permissions summary: It is recommended that you place a check mark within this box so that your delegate receives an email notifying them of the permissions you have granted them.

          Delegate can see my private items: Only grant access to those delegates that need to see your events that have been tagged as 'private'.

        8. Click OK to save your changes.

        For more information about the permission levels for delegates, see About sharing and delegation.

         Note   Before a delegate can access your items, he or she must add you to the People I am a delegate for list in his or her Microsoft Exchange account. For information about how to become a delegate for someone else, see Become a delegate or stop being a delegate.

        Modify permissions

        Manage delegate permissions for multiple item types

        1. On the Tools menu, click Accounts.
        2. Click the account that you want to change permissions for, click Advanced, and then click the Delegates tab.
        3. Under Delegates who can act on my behalf, click the delegate.
        4. Click the Action Action pop-up menu button, click Set Permissions, and then make the changes that you want.

         Note   If you set the permission level to None, the delegate remains on the list, which allows you to quickly reinstate permissions later. For information about the permission levels, see About sharing and delegation.

        Manage delegate permissions for a calendar/folder

        1. In the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click the calendar/folder that you want to change.
        2. On the Organize tab, click Permissions.

          Organize tab, Permissions, Properties

        3. Click the name of the person that you want to change the permissions for.
        4. On the Permission Level pop-up menu, click the access level that you want.

          To customize the permission levels, select the check boxes for the items that you want, and then under Edit Items and Delete Items, click the permission level that you want.

           Note   If you set the permission level to None, the delegate remains on the list, which allows you to quickly reinstate permissions later. For information about the permission levels, see About sharing and delegation.

        Remove a delegate

        1. On the Tools menu, click Accounts.
        2. Click the account that you want to change permissions for, click Advanced, and then click the Delegates tab.
        3. Under Delegates who can act on my behalf, click the delegate.
        4. Click Delete delete.

        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.
        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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    • Printing a calendar
      • You can print a monthly, weekly, or daily calendar, and you can also print your events in a list. For each option, you can select which categories to print and whether to include related tasks and flagged items.

        1. At the bottom of the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), click Calendar Calendar view button.
        2. Based on how you want the printed calendar to appear, do any of the following:

          print options

        3.  Note   If you have multiple calendars, you can either print all events from a single calendar, or print events from selected categories on multiple calendars. But you can't print events filtered by category from a single calendar.

        4. On the toolbar, click Print  Print button, and then set the options that you want, such as the style, start date, and end date to be printed.

         Note   

        • To print a single calendar event, open the event, and then on the File menu, click Print.
        • When you print a calendar in list view, you will not have the option to print tasks and flagged items.

        See also

        Change the calendar view

        Print a contact or set of contacts

        Print a note, task, or task list

        Print a message



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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 2011.

        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 2011.
        2. Go to "Calendar".
        3. Click on your secondary calendar (bbadger@wisc.edu - 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 button near the top of the window.
          Invite
          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 to recreate the recurrence pattern.
          Recurrence
        9. Make sure the 'Status' and 'Reminder' values are set to the desired options.
        10. Make any other changes/updates and click Save & Close button.
          SaveClose

        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 events/items at one time.

        1. Click on your secondary calendar.
        2. Click on Organize tab.

          organize tab

        3. Click List button under the tabs menu.

          list button

          This will show all of your calendar items (in list view, Month/week/day, you have currently selected.
        4. Select several items and drag them to your primary calendar. Note: use the Shift or Command keys to select multiple events/items

        Tips:

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


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    Managing Another's Email and Calendar

    Documentation

    • Modify Message Settings
      • This document describes how to access additional settings for messages in Outlook 2011.

        1. In Outlook, go to Outlook | Preference menu and select Composing from within 'E-mail' section.

          message options
        2. Make your desired changes, then close the window to save changes.



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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

        Assign permissions

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

          outlook mailbox

        4. Select Sharing Permissions... from the drop-down menu.
        5. Make sure you are on the 'Permissions' tab.
        6. Click the Add User....
        7. In the Select User window, type the user's email address and click Find.
        8. Select the user from the results area and click OK.
        9. From within the "Folder Properties" screen, make sure the user is selected and assign the desired permissions (at least Contributor).
        10. Click OK.
        11. Right-click on the desired folder or sub-folder that needs to be shared and choose Sharing Permissions... from the sub-menu.
        12. In the Folder Properties > Permissions window:
        13. Click Add User....
        14. In the Select User window, type the user's email address and click Find.
        15. Select the user from the results area and click OK.
        16. From within the "Folder Properties" screen, make sure the user is selected and assign the desired permissions. You can choose the level of permissions in the Permission Level box, or select specific permissions using the options under Permission Level.
          folder properties, permissions
        17. Click OK.
        18. Notify the person you granted permissions to that they now have access to the specific folder.

        Important note(s)

        • 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.
        11. Click OK.


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    • Open a shared calendar, address book, or Inbox folder
      • If you have an Office 365 account, you can share and delegate Outlook e-mail messages, events, contacts, tasks, and notes with people who are on the same system.

        Important: To open another person's address book, calendar, or Inbox folder, both you and the other person must have Office 365/Microsoft Exchange account (Microsoft Exchange account: An account managed by Microsoft Exchange Server. Microsoft Exchange accounts are used by organizations with many users. They make it possible to synchronize e-mail, calendars, and contacts between multiple computers.) and the account owner must grant you permission.

        1. On the File menu, point to Open, and then click Other User's Folder.

          Open Other Users Folder

        2. Click Find User find user button
        3. Type the name of the person who granted you access, click Find, click the person's name, and then click OK.

          If you have multiple Microsoft Exchange accounts, on the Account pop-up menu, click the account that you want to use to open the other user's folder.

        4. On the Type pop-up menu, click Calendar, Address Book, or Inbox, and then click OK.

          The shared folder appears in the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.) under the Shared heading.

        Important: If you receive the error "Outlook cannot open the folder" when attempting to open a calendar, this means that the user has not granted you any permissions above the default (Free/Busy or Limited Detail) -- "Reviewer / Full Details" or higher. Request that they grant you with additional permissions and then repeat the process. Otherwise, you can view the user's Free/Busy information by creating a new meeting request and adding that user in the Scheduling Assistant or you can subscribe to their calendar using Outlook on the web.

         Notes 

        • If you have a shared folder selected in the navigation pane, new items that you create are saved in that shared folder.
        • To remove another user's shared folder from your navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.), hold down CONTROL , click the folder, and then click Remove from View.

        See Also:



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    • Using Send As or Send on Behalf Permissions
      • This document assumes you have been granted send as permissions 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. The following steps show you how to send an email as this account.

        To set delegate access within Outlook 2011:

        1. Start Outlook 2011.
        2. Click Outlook from the menu bar, then select Preferences from the dropdown.

          Choose Outlook then Preferences

        3. Select Accounts.

          Select Accounts

        4. Click Advanced.
        5. Under People I am a delegate for, click the + symbol.

          Add New Delegate

        6. Type a name or email address in the search field, and click Find. This field will search the Global Active Directory (GAL) for a match.

          Important: The account must be searchable in the Global Address List in order to find it in this step.

          Find and Select User

        7. Choose the name from the list of returned search results and click OK.
        8. On the Accounts screen, click OK.

        To send as or on behalf of:

        1. Click New from the Outlook ribbon and choose E-Mail Message from the dropdown.

          Select  New Email Message

        2. In the From: field, select the address you are delegate of by clicking From and choosing the address from the dropdown list.
          • Note: This field will only be available if the steps described above have been performed or if another account is configured in Outlook.
        3. 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.

        Important: Make sure you understand what send as permissions or send on behalf permissions are.



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    • See and share multiple calendars
      • One can see multiple calendars at the same time, in a stacked overlay view to help see availability across calendars.

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

          Navigation Menu

        2. In the Folder Pane (The column on the left side of the Outlook window that contains folders for each view, such as Mail or Calendar. Click a folder to show the items in the folder. Formerly the Navigation Pane in earlier releases.), check the box for each calendar you want to view.

          Calendars with check boxes listed in the Folder Panel

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

        Example of overlay of Calendars

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

        When you no longer want to view a calendar, uncheck it in the Folder Pane.

        To add a calendar from another user, select Open Calendar.

        open calendar button

        And Type the other User's email in, if you have permission you will be able to view their calendar. If not you may need to ask the User for permission.

        enter user name within other users folder screen

        See Also:



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    • About sharing and delegation
      • If you have a Office 365 account, you can share and delegate Outlook e-mail messages, events, contacts, tasks, and notes with people who are on the same system.

        Sharing is most often used by peers who are working on the same project. The shared folder appears under a separate account in the other user's navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.). Depending on the sharing permissions, the person may be able to read, create, edit, or delete items (items: Units of information in Outlook, such as e-mail messages, calendar events, contacts, tasks, and notes.) in the shared folder.

        Delegation involves granting permission to another person, known as a delegate, to receive and respond to e-mail messages and meeting requests on your behalf. You can also grant additional permissions that allow your delegate to read, create, or edit items (items: Units of information in Outlook, such as e-mail messages, calendar events, contacts, tasks, and notes.) in your Exchange account.

         Note   When you delegate or share an address book, calendar, or mail folder, delegates or users who share those folders could view your private contacts, events, or e-mail messages by using other software applications. To help protect your privacy, put private items in a separate, non-shared address book, calendar, or mail folder.

        Options for sharing a folder

        When you share a folder, you can set permissions that define what each user who accesses the folder can do:

        When you share a folder, you can set permissions that define what each user who accesses the folder can do:

        Permission level

        Activities that a sharing user can perform

        Owner

        Create, read, modify, and delete all items in the shared folder. As an owner, a user can change the permission levels that others have for the folder.

        Publishing Editor

        Create, read, modify, and delete all items, and create subfolders.

        Editor

        Create, read, modify, and delete all items.

        Publishing Author

        Create and read items, create subfolders, and modify and delete items that you create.

        Author

        Create and read items, and modify and delete items that you create.

        Nonediting Author

        Create and read items, and delete items that you create.

        Reviewer

        Read items only.

        Contributor

        Create items only.

        Custom

        Perform activities defined by the folder owner.

        Free/Busy time, subject, location

        For calendar sharing only, read the free/busy information, subject, and location of calendar events

        Free/Busy time

        For calendar sharing only, read the free/busy information of calendar events

        None

        Not perform any activity. The user remains on the permissions list but has no permission and cannot open the folder.

        Options for delegating a folder

        When you add a delegate, you can give the delegate separate permission levels for your calendar, inbox, address book, tasks, and notes folders:

        Permission level

        Activities that a delegate can perform

        Editor

        Read, create, and modify items, including modifying and deleting items that the account owner created. For example, a delegate with Editor permissions can create meeting requests directly in the account owner's calendar and respond to meeting requests on the account owner's behalf.

        Author

        Read and create items, and modify and delete items that he or she creates.

        Reviewer

        Read items only. For example, the delegate can read messages in the account owner's inbox.

        See Also:



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    • Become a delegate or stop being a delegate
      • You can give a delegate access to your calendar, address book, and inbox, and you can set permissions that define the activities that delegates can carry out for you.

        Before you can become a delegate, another person must grant you delegate access to your account. You may receive an e-mail notifying you that you have delegate access. Then, to access the items that you are a delegate for, you must add the person who granted you access to your People I am a delegate for list. When you want to stop being a delegate for someone, you need to remove the person from the list.

        Do any of the following:

        HideBecome a delegate for someone else

        1. On the Tools menu, click Accounts.
        2. Click the Exchange account that you will use to access the delegated items, click Advanced, and then click the Delegates tab.
        3. Under People I am a delegate for, click Add add.
        4. Type the name of the person who has added you as a delegate, and then click Find.
        5. Click the delegate's name, and then click OK.

        HideStop being a delegate

        1. On the Tools menu, click Accounts.
        2. Click the Exchange account that you want to change, click Advanced, and then click the Delegates tab.
        3. Under People I am a delegate for, click the person that you want to stop being a delegate for, and then click Delete delete.

        See Also:



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    Tasks

    Documentation

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

        What do you want to do?



        Create a task

        1. Click Tasks from the bottom left menu > Select Task.

          Bottom left menu, select Tasks Task

        2. In the Subject box, type a name for the task. If you’ve got a lot to enter, keep the subject short, and then add the details in the task body. If there’s a fixed start or end date, set the Start date or Due date. Set the task’s priority by using Priority, on the right of the Follow Up flag. The ! is High Priority and blue arrow is Low Priority. If you want a pop-up reminder, check Reminder, and set the date and time.

          Task Menu

        3. When finished Click Save & Close.
          Save & Close

        Create a task from a message

        There’s a fast way to create a task based on an email message you received. Simply select an email and click the Follow Up flag. This email has now been added to you task list.

        Edit a task

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

          Save & Close

        Delete a task

        1. Click Tasks > Follow Up. And clear flag if you wish to keep remove the task from the task list.

          Follow Up

        2. To permanently delet a task Click Delete.
          Delete

          And Delete again to confirm the delete action.

          Delete Permanently


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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 2011 for Mac to manage the calendar and mail for a resource.

        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 a Resource Calendar

        Note: At a minimum, you will need "free/busy" permissions to open a resource calendar.

        1. With Outlook 2011 open, click on File and then Other User's Folder...

          Click on File, then click on Other User's Folder.

        2. In the User field, enter the name or email of the resource and then click OK.  If unsure of the name or email address, see the next step.  If you've found the resource, skip to step 5.

        3. Click on Search Directory.

          Search Directory is located just to the right of the User: text box.

        4. Type in the name you are looking for and then click Find.  Once you've found the resource, click on it to highlight it and then click OK.

          Search for the resource.  Once it's found, click on it to highlight it and then click OK.

        5. In the Type list, click the drop-down menu and select Calendar.

          Select Calendar from the drop-down menu.

        6. Click OK.

        7. If the following window appears, click Allow.

          Click "Allow."

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

        outlook_2011_calendar_resource_view

        Creating a 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 Meeting button to start the event creation process.

          The Meeting icon is located in the upper left-hand corner of the Outlook window.

        2. If the resource name isn't already selected, click in the From: field to display what addresses you can send from.  Select the resource.

          Click anywhere in the From: field do display a list of addresses you can send from.

        3. Edit the To:, Subject:, Location:, Start: and End: times and the message how you please.  Once finished, click Send.

          Click Send to complete the creation of the meeting.

          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 on Tools and then Accounts...

            Click on Tools, and then Accounts.

          2. On the Accounts screen, click on Advanced...

            Click Advanced.

          3. Click on the Delegates tab.

            Click the Delegates tab.

          4. Under People I am a delegate for:, click on the plus (+) sign.

            Click the Plus sign under the section labeled "People I am a delegate for:."

          5. Search for the account you wish to add.  When you find it, select it to highlight it and then click OK.
          6. Click OK and then close the accounts window.

          Sending an Email on Behalf of the Resource

          Note: You will need "Send on behalf of" permissions to the resource.

          1. Click on the E-mail icon.

            E-Mail is located in the upper left-hand corner of the Outlook window.

          2. Click the From: field to display a drop-down list of addresses you can send from.  Select the resource address.

            Click anywhere in the From: field do display a list of addresses you can send from.

          3. Edit the message and add recipients.  Click Send when finished.

            Once finished editing the meeting details, 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: