Office of the Chief Information Officer

Revised 8/2/2017 Page 1 of 28

Features of Outlook Web Access vs Outlook Client for the PC

Features that synchronize The following document provides a general overview on how to access certain features found in the Outlook

Web Access and the Outlook Client for the PC. Some features will synchronize across both instances of

Outlook, while others will not. As a result, settings for these features will need to be recreated in each

instance of Outlook. For features that will synchronize between the Outlook Web Access and the Outlook

Client for the PC, a recommended client will be noted for convenience.

Creating Calendar Shares

Outlook Web Access (Recommended)

1. From the navigation bar, click the Calendar icon.

Figure 1 - Calendar View

2. Click Share.

Figure 2 - Share

Note: If you have more than one personal calendar, you will be asked to select which one you wish to share.

3. Under Send a sharing invitation in email, enter the email address of the recipient of the share.

Figure 3 - Send a Sharing Invitation in Email

4. Select the level of viewing access (See Figure 4).

5. Click Share (See Figure 4).

6. Click Done (See Figure 4).

Figure 4 - Share Calendar

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Creating_Calendar_Shares_in_Outlook_2016_Web.pdf

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Outlook Client for the PC

1. From the navigation bar, click the Calendar icon.

Figure 5 - Calendar View

2. Select the calendar you wish to share.

Figure 6 - Calendar

3. On the Ribbon, click Share Calendar.

Figure 7 - Share

4. In the To: field, enter the email address of the recipient of the share (See Figure 5).

5. Under Details, select the level of viewing access (See Figure 5).

6. Click Send (See Figure 5).

Figure 8 - Calendar Share Invite

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Creating_Calendar_Shares_in_Outlook_2016_PC.pdf

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Creating Folder Shares

Outlook Web Access (Recommended)

1. Right-click the folder you want to share (See Figure 9).

2. In the drop-down menu, click Permissions (See Figure 9).

Figure 9 – Folder Permissions

3. Click the plus button.

4. On the Add Permissions screen, enter the email address of the share recipient (See Figure 10).

5. Click Add (See Figure 10).

Figure 10 - Add Permissions

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6. For the Permission Level, select a level of viewing access (See Figure 11).

7. You can also customize your selection by selecting individual options (See Figure 11).

8. Click OK (See Figure 11).

Figure 11 – Set Permissions

Note: Sharing folders in Microsoft Outlook requires the setting of user permissions for the folder selected to

share. The settings apply only to the folder you share and DOES NOT include any sub-folders. Permissions

must be granted at the account level (email account folder) and to each folder that you want to share with

another user. No email is generated by the system to inform users about the share, so you will need to inform

the recipient that a folder has been shared with them.

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Creating_Folder_Shares_Microsoft_Outlook_2016_Web_App.pdf

Outlook Client for the PC

1. Left-click the folder you want to share.

2. In the Ribbon, click the Folder tab (See Figure 12).

3. In the Properties group, click Folder Permissions. (See Figure 12).

Figure 12 - Folder Permissions

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4. Click Add.

5. Enter the name of the share recipient in the search bar (See Figure 13).

6. The search results will display. Double-click the name(s) you wish to add to the share (See Figure 13).

7. Click OK (See Figure 13).

Figure 13 - Add Users

8. For the Permission Level, select a level of viewing access (See Figure 14).

9. You can also customize your selection by selecting individual options (See Figure 14).

10. Click OK (See Figure 14).

Figure 14 - Set Permissions

Note: Sharing folders in Microsoft Outlook requires the setting of user permissions for the folder selected to

share. The settings apply only to the folder you share and DOES NOT include any sub-folders. Permissions

must be granted at the account level (email account folder) and to each folder that you want to share with

another user. No email is generated by the system to inform users about the share, so you will need to inform

the recipient that a folder has been shared with them.

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Creating_Folder_Shares_Microsoft_Outlook_2016_PC.pdf

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Adding a Folder Share

Outlook Web Access (Recommended)

1. From the Mail interface in the Folder List, right-click your name (See Figure 15).

2. From the menu, click Add shared folder… (See Figure 15).

Figure 15 - Click Add Shared Folder

3. In the Add shared folder pop-up, type a name, NetID, or Email Address (See Figure 16).

4. Click to select a user (See Figure 16).

Figure 16 - Search and Select User

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5. Click Add.

Figure 17 - Click Add

6. If the permissions were setup correctly, you can now see the folder share and folders.

Figure 18 - Folder Shares

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Adding_Folder_Shares_Outlook_Web.pdf

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Outlook Client for the PC

1. On the Ribbon, click the File tab.

Figure 19 - Click File

2. In the Backstage View, click Info (See Figure 20).

3. Click Account Settings (See Figure 20).

4. From the Account Settings drop-down, click Account Settings… (See Figure 20).

Figure 20 - Click Account Settings

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5. In the Accounts Settings window, from the Email tab, click to select your account (See Figure 21).

6. Click Change… (See Figure 21).

Figure 21 - Click Change

7. In the Change Account window, click More Settings….

Figure 22 - Click More Settings

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8. In the Microsoft Exchange window, click the Advanced tab (See Figure 23).

9. Click Add… (See Figure 23).

Figure 23 - Click Add

10. In the Add Mailbox window, type a NetID or Email Address (See Figure 24).

11. Click OK (See Figure 24).

Figure 24 - Click OK

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12. In the Microsoft Exchange window, click OK.

Figure 25 - Click OK

13. In the Change Account window, click Next.

Figure 26 - Click Next

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14. Click Finish.

Figure 27 - Click Finish

15. In the Account Settings window, click Close.

Figure 28 - Click Close

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16. If the permissions were setup correctly, you can now see the folder share and folders.

Figure 29 - Folder Shares

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Adding_Folder_Shares_Outlook_2016_PC.pdf

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Creating Contacts

Outlook Web Access 1. From the navigation bar, click the People icon.

Figure 30 - People

2. Click the arrow next to New (See Figure 31). 3. Click Contact from the drop-down (See Figure 31). Note: At this time, the Groups feature in the Outlook Web Access is disabled.

Figure 31 - New Contact

4. Complete contact information by filling out the desired fields (See Figure 32).

5. Click Save (See Figure 32).

Figure 32 - Add Contact Information

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Creating_a_Contact_and_Contact_List_Outlook_Web.pdf

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Outlook Client for the PC(Recommended) 1. From the navigation bar, click the People icon.

Figure 33 - People

2. Under the Home tab, click New Contact.

Figure 34 - New Contact

3. Complete contact information by filling out the desired fields (See Figure 35). 4. Click Save & Close (See Figure 35).

Figure 35 - Contact Information

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Creating_a_Contact_and_Contact_Group_Outlook_2016_PC.pdf

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Creating Contact Lists/Groups

Outlook Web Access 1. From the navigation bar, click the People icon.

Figure 36 - People

2. Click the arrow next to New (See Figure 37). 3. Click Contact List from the drop-down (See Figure 37). Note: At this time, the Groups feature in the Outlook Web Access is disabled.

Figure 37 - New Contact

4. Enter a name for the contact list (See Figure 38).

5. Type the name or email address of contact you would like to add to the contact list and press enter to

add them (See Figure 38).

6. Click Save (See Figure 38).

Figure 38 - Add Contact Information

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Creating_a_Contact_and_Contact_List_Outlook_Web.pdf

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Outlook Client for the PC (Recommended) 1. From the navigation bar, click the People icon.

Figure 39 - People

2. Under the Home tab, click New Contact Group. Note: Contact lists are called contact groups in the Outlook Client for the PC.

Figure 40 - New Contact

3. Complete contact information by filling out the desired fields (See Figure 41). 4. Click Save & Close (See Figure 41).

Figure 41 - Contact Information

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Creating_a_Contact_and_Contact_Group_Outlook_2016_PC.pdf

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Automatic Replies (Out of Office)

Outlook Web Access 1. From the top right of the screen, click the Settings icon (See Figure 42). 2. Click Automatic replies (See Figure 42).

Figure 42 - Automatic Replies

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Setting_Automatic_Replies_Outlook_Web.pdf

Outlook Client for the PC (Recommended) 1. From the Ribbon, click File.

Figure 43 - File

2. Click Automatic Replies.

Figure 44 - Automatic Replies

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Setting_Automatic_Replies_Outlook_PC.pdf

Tasks

Outlook Web Access 1. From the navigation bar, click the Tasks icon.

Figure 45 - Tasks

2. Click New.

Figure 46 - New

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Outlook Client for the PC (Recommended) 1. From the navigation bar, click the Task icon.

Figure 47 - Tasks

2. Under the Home tab, click New Task.

Figure 48 - New Task

Viewing Flagged Items

Outlook Web Access 1. From the navigation bar, click the Task icon.

Figure 49 - Tasks

2. Click Flagged items and tasks.

Figure 50 - Flagged items and tasks

Outlook Client for the PC (Recommended) 1. From the navigation bar, click the Task icon.

Figure 51 - Tasks

2. Click To-Do List.

Figure 52 - To-Do List

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Categories

Outlook Web Access 1. Select an email to apply a category to. 2. From the command bar, click Categories (See Figure 53). 3. A list of preset categories will be displayed. Click a category to apply (See Figure 53). 4. To manage categories, click All Categories (See Figure 53).

Figure 53 - Categories

Outlook Client for the PC (Recommended) 1. Select an email to apply a category to. 2. From the ribbon, click the Home tab.

Figure 54 - Home

3. Click Categorize (See Figure 55). 4. A list of preset categories will be displayed. Click a category to apply (See Figure 55). 5. To manage categories, click All Categories (See Figure 55).

Figure 55 - Categorize

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Rules (Server-Side Rules)

Note: There are two types of rules, server-based rules and client-only rules.

Server-based rules apply to your messages even if Outlook isn’t running.

Client-only rules apply to your messages only when Outlook is running on an individual’s computer. Client-

only rules can only be created and edited in the Outlook Client for the PC.

Certain conditions, actions, or exceptions that are applied to a rule will change it to a client-only rule (e.g.

Action: Play sound). If you remove the item that makes it a client-only rule, then it will be changed back to a

server-based rule.

Outlook Web Access 1. From the top right of the screen, click the Settings icon. 2. Click Mail.

Figure 56 - Mail

3. Under Mail > Automatic processing, click Inbox and sweep rules.

Figure 57 - Inbox and Sweep Rules

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Creating_and_Managing_Mail_Rules_Outlook_Web.pdf

Outlook Client for the PC (Recommended) 1. From the ribbon, click the Home tab.

Figure 58 – Home

2. Click Rules (See Figure 59). 3. Click Manage Rules and Alerts (See Figure 59).

Figure 59 - Rules

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Creating_and_Managing_Mail_Rules_Outlook_2016_PC.pdf

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Features that do not synchronize The following features will not synchronize between the web and client version of Outlook. You will need to

recreate them in the Outlook Web Access and in the Outlook client for the PC.

Signatures

Note: Outlook for the PC allows for multiple signatures, while the Outlook Web Access only allows for one.

Outlook Web Access 1. From the top right of the screen, click the Settings icon. 2. Click Mail.

Figure 60 - Mail

3. Under Mail > Layout, click Email signature.

Figure 61 - Email Signature

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Creating_Signatures_for_Microsoft_Outlook_2016_PC.pdf

Outlook Client for the PC 1. From the ribbon, click the File tab.

Figure 62 - File

2. Click Options.

Figure 63 - Options

3. Click Mail (See Figure 64). 4. Click Signatures (See Figure 64).

Figure 64 - Signatures

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Creating_Signatures_in_the_Outlook_Web_App.pdf

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Read Receipt Settings

Outlook Web Access 1. From the top right of the screen, click the Settings icon. 2. Click Mail.

Figure 65 - Mail

3. Under Mail > Automatic Processing, click Read Receipts (See Figure 66). 4. Under Read Receipts, select a response option (See Figure 66). 5. Click Save (See Figure 66).

Figure 66 - Read Receipts

Outlook Client for the PC 1. From the ribbon, click the File tab.

Figure 67 - File

2. Click Options.

Figure 68 - Options

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3. Click Mail (See Figure 69). 4. Scroll down to the Tracking options. Under For any message received that includes a read receipt

request: select an option (See Figure 69).

Figure 69 - Read Receipts

Reading Pane Views

Outlook Web Access 1. From the top right of the screen, click the Settings icon. 2. Click Display Settings.

Figure 70 - Display Settings

3. Under Reading Pane, select a setting.

Figure 71 - Reading Pane

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Modifying_Preferences_Microsoft_Web_App.pdf

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Outlook Client for the PC 1. From the ribbon, click the view tab.

Figure 72 - View

2. Click Reading Pane (See Figure 73). 3. From the drop-down, select a setting (See Figure 73).

Figure 73 - Reading Pane

Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Modifying_Preferences_Microsoft_Outlook_2016_PC.pdf

Conversation Views

Outlook Web Access 1. From the Inbox, click Filter (See Figure 74). 2. Click Show As (See Figure 74). 3. Click Conversations (See Figure 74).

Figure 74 - Conversation View

Outlook Client for the PC 1. From the ribbon, click the view tab.

Figure 75 - View

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2. Click the checkbox next to Show as Conversations.

Figure 76 - Show as Conversations

3. Choose whether to add the setting to All mailboxes or just This folder.

Figure 77 - Message Settings

Note: Emails are set to display in Conversation view by default across all folders in the Outlook Web Access. If

you wish to switch emails to display in Message view, the setting will need to be applied to each folder in the

Outlook Web Access.

Setting Default Email Message Preferences

Outlook Web Access

1. From the top right of the screen, click the Settings icon.

2. Click Mail.

Figure 78 - Mail

3. Under Mail > Layout, click Message Format.

Figure 79 - Message Format

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4. Under Message Font, set options for how you would like your message text to appear (See Figure 80).

5. Click Save (See Figure 80).

Figure 80 - Message Font

Outlook Client for the PC

1. From the ribbon, click the File tab.

Figure 81 - File

2. Click Options.

Figure 82 - Options

3. Click Mail (See Figure 83).

4. Click Stationery and Fonts (See Figure 83).

Figure 83 - Stationery and Fonts

For additional support, please contact the KSU Service Desk Page 28 of 28

KSU Service Desk for Faculty & Staff •Phone: 470-578-6999 •Email: service@kennesaw.edu •Website: http://uits.kennesaw.edu/

Copyright © 2017 - University Information Technology Services (UITS) - Kennesaw State University

5. The Signatures and Stationery window will open. Under New mail messages, click Font.

Figure 84 - Signatures and Stationery

6. Set options for how you would like your message text to appear (See Figure 85).

7. Click OK to confirm (See Figure 85).

Figure 85 - Font Options