How to use Sophiamail OWA (Outlook Web App) · 9/30/2016 · How to use Outlook Web App 4 Sophia University ICT-Office 1. Changes from the Active!Mail 1-1 Non-Transferable Data from

How to use Outlook Web App

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Sophia University ICT-Office

How to use Sophiamail OWA (Outlook Web App)

Sophia University ICT Office

Ver 1.1

September 30, 2016


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Contents

1. Changes from the Active!Mail ........................................................................................................... 4

1-1 Non-Transferable Data from Active!Mail ...................................................................................... 4

1-2 Transfer Address Book .................................................................................................................. 4

1-3 E-mail Viewing via Smart Phone and Forwarding Settings ........................................................ 4

1-4 Calendar ........................................................................................................................................ 5

1-5 How to send an e-mail to multiple addressees at one time, ......................................................... 5

2. Note on using OWA (Outlook Web App) .......................................................................................... 6

2-1 Recommended Browsers ................................................................................................................ 6

2-2 Mailbox Storage Limits and Message Size Limits ........................................................................ 6

2-3 Limitations of the Mailbox ............................................................................................................ 7

2-4 Mailbox Storage Limits ................................................................................................................. 7

2-5 Invalid Extensions ......................................................................................................................... 7

2-6 “Show From” Option ...................................................................................................................... 7

2-7 Hierarchical Address Book (HAB) ................................................................................................. 7

3. How to Change Your E-mail and Moodle Password ........................................................................ 8

3-1 Passwords ...................................................................................................................................... 8

3-2 How to change your e-mail and Moodle password. ....................................................................... 8

4. Sign in to OWA .................................................................................................................................. 11

4-1 How to Sign in ............................................................................................................................. 11

4-2 How to Sign out ........................................................................................................................... 15

5. Screen Layout of OWA ..................................................................................................................... 16

5-1 Screen Layout .............................................................................................................................. 16

6. Receiving and Preview Messages .................................................................................................... 18

6-1 Receiving new messages .............................................................................................................. 18

6-2 Confirm Message ......................................................................................................................... 18

7. Downloading and Preview Attachments......................................................................................... 19

7-1 About Attachments ...................................................................................................................... 19

7-2 How to download the Attachments ............................................................................................. 19

8. How to compose a message .............................................................................................................. 21

8-1 compose New Message ................................................................................................................. 21

8-2 Attach File ................................................................................................................................... 22

8-3 Reply Message ............................................................................................................................. 24

8-4 Save Draft .................................................................................................................................... 26

8-5 Delete Message ............................................................................................................................ 28

8-6 Search Messages .......................................................................................................................... 29

8-7 Tips .............................................................................................................................................. 30


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View email messages by conversation ..................................................................................... 30

How to Change Reading Pane (Preview Window) .................................................................. 31

9. Contact settings ................................................................................................................................ 33

9-1 Add Contact ................................................................................................................................. 33

9-2 Add to Contact List ...................................................................................................................... 37

10. Search Contact Address ................................................................................................................... 40

10-1 How to Search Contact Address ............................................................................................... 40

11. .Calendar: Create and Send a Meeting Request ........................................................................... 43

11-1 Refer Schedule .......................................................................................................................... 44

11-2 Input Personal Schedule .......................................................................................................... 44

11-3 Refer Another User’s Schedule ................................................................................................ 47

11-4 Inviting to Meeting................................................................................................................... 49

11-5 Input Regular Meeting or Regular Event ................................................................................ 54

11-6 Accept or Decline Invited Meeting ........................................................................................... 54

12. Forwarding settings .......................................................................................................................... 56

12-1 Forwarding settings ................................................................................................................. 56

12-2 Forwarding Settings (Apply Forwarding Rules to Specific Sender) ....................................... 57


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1. Changes from the Active!Mail

1-1 Non-Transferable Data from Active!Mail

The data below was not able to be transferred from Active!Mail because of the technical reason. We

apologize your inconvenience and appreciate your cooperation.

No. Data Name Details

1 Mail Items

Mail items information, Read/Unread information

2 Flag information

3 Addresses

Personal Addresses

4 Group Addresses

5 Scheduler Scheduler

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Tools

Tools, General settings

7 Mail settings

8 Mobile settings

9 Smartphone settings

10 Profile

11 Signature

12 Filtering（Sorting）

13 Forwarding

14 Spam Filters

15 Fixed Phrase

16 Mail Template

1-2 Transfer Address Book

It is impossible to transfer Group data from Active!Mail to Office365. If you do not mind that, please

refer instructions that is written on the Excel macro for convert address book, and manually transfer

your addresses.

1-3 E-mail Viewing via Smart Phone and Forwarding Settings

You can view and send E-mail on your Smart Phone. That means maybe you do not need forwarding

settings anymore.


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1-4 Calendar

You can use calendar, and you can synchronize with your Smart Phone if you set.

Faculty and staff members can view each other’s calendar1. So please be careful not to create private

schedule or not to forget to check “Secret”.

1-5 How to send an e-mail to multiple addressees at one time,

Input semicolon “;” between the addresses.

1 Sophia mail system is for work purpose.


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2. Note on using OWA (Outlook Web App)

Please remember followings when you use OWA (Outlook Web App)

2-1 Recommended Browsers

Recommended browsers are as below.

Internet Explorer 9 or later version.

Firefox 17 or later version.

Chrome 24 or later version.

Safari 6 or later version.

※Microsoft may change the recommended browsers without notice.

2-2 Mailbox Storage Limits and Message Size Limits

You cannot send over 500 messages at one time.

（as of Dec, 2015）

Items Limitation

mailbox storage limit 50GB

sending message size limit

(text + attachments)

25MB（※You may not send a

message because limitation of the

addressee.）

receiving message size limit

(text + attachments)

25MB

address book limit 500

file attachments limit 250

recipient rate limit

(sending messages limit / 1 day)

10,000 / 1 day

message rate limit

(sending messages limit / 1 minute)

30 / 1 minute


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2-3 Limitations of the Mailbox

A warning message will be sent to you from administrator when your used space close to the

limitation. If you receive the message, please delete your emails and increase free space.

2-4 Mailbox Storage Limits

The amount of the mailbox storage is 50GB that is included whole Inbox, Outbox, Sent folder,

Drafts folder, Trash folder and Junk Email folder.

If your mailbox reached the limitation, you cannot send / receive and transfer messages any more.

2-5 Invalid Extensions

The extensions as below will be blocked.

If you received the message that attached the files, which contain the extensions, you receive a text

file. That text file is mentioned original attachment files have been discarded.

List of the Invalid Extensions

.exe,.ade,.adp,.bas,.bat,.chm,.cmd,.com,.crt,.hlp,.hta,.ins,.isp,.ise,.lnk,.

mde,.mda,.mdt,.mdw,.mdz,.msc,.msh,.msi,.msp,.mst,.pcd,.pif,.reg,.scr

,.sct,.shb,.shs,.url,.vbe,.vbs,.wsc,.wsf,.wsh,.app,.cpl,.csh,.fxp,.inf,.ksh,.

mdb,.ops,.prf,.prg,.scf,.xsl,.ht,.zi,.vb,.js,.cer,.der,.pwl

※Microsoft has not opened the information above. Accordingly, the information may change

without notice.

2-6 “Show From” Option

We have been informed that when users enable the option “Show From” on the screen of “New

Email”, the sending message function be unstable.

If you cannot send a message because “Show From” option is enabled, disable “Show From” option,

and then try to send the message again.

2-7 Hierarchical Address Book (HAB)

This function is not provided on OWA.


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3. How to Change Your E-mail and Moodle Password

3-1 Passwords

There are three passwords for using ICT system on the university.

The settings are depend different between the passwords.

Password How to Change Your Password If You Forget Your Password

E-mail、Moodle、

PC Room (Yotsuya)

PC Room (Ichigaya)

Access to Sophia Integrated Database

System from the “Change Password /

e-mail address” button on the top of

the Media Center Website.

Ask to Media Center when it

is opened. (3F, Bldg.2)

Loyola Login to Loyola system and change

the password.

Ask to Academic Affair when

it is opened. (1F, Bldg2)

PC Room（Mejiro）

ALC（Junior College

Division）

Ask to the help desk when it is

opened. (414 PC Room)

Ask to the help disk when it is

opened. (414 PC Room)

3-2 How to change your e-mail and Moodle password.

You can change your password via Sophia Integrated Database System.

If you lost “The permit for using ICT facilities” or forget your password, you cannot use the

computers on your class. Please change your password as soon as possible when you receive the

permit.

If your password is known to malicious user and the user use it improperly. You have to take the

responsibility even you do not do that. Please mange your password carefully, and change it

regularly.


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(1) Open Sophia University Media Center website and click “Change Password / e-mail address”

button.

(2) Sophia University Integrated Database System will appear and Enter your User ID and

Password in the form.

User ID： faculty number or student number

Password: If you have not changed your password, the password written on the permit is

available.


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(3) After logging. Click “Profile” and select “Password Change”.

(4) Input followings and click “save” button.

Password ： current password

New Password ： the password you want to use

Confirm New Password： the password you want to use (Confirmation)


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4. Sign in to OWA

4-1 How to Sign in

(1) Open Sophia University Media Center website.

http://ccweb.cc.sophia.ac.jp/

(2) Click [Sophia Mail] button.

http://ccweb.cc.sophia.ac.jp/


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(3) On the next page, click the button below and open OWA sign-in screen.

○ Faculty Members／Emeritus Professors（Who have “～@sophia.ac.jp” as e-mail address.）

（https://outlook.office365.com/owa/sophiamail.sophia.ac.jp）

○ Students／Alumni／Retired People（Who have “～@eagle.sophia.ac.jp” as e-mail address.）

（https://outlook.office365.com/owa/eagle.sophia.ac.jp）

https://outlook.office365.com/owa/sophiamail.sophia.ac.jp

https://outlook.office365.com/owa/eagle.sophia.ac.jp


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(4) Enter your User ID and Password into the form on the sign-in screen and click [Sign in] button.

・User ID：faculty number or student number

※ The User ID and your E-mail address is different.

E-mail address for Faculty Members and Emeritus Professors is “***@sophia.ac.jp”.

E-mail address for Students, Alumni and Retired People is “***@eagle.sophia.ac.jp”.

・Password：If you have not changed your password, the password written on the permit is available.

Sign in screen for Faculty Members, Emeritus Professors（Who have “～@sophia.ac.jp” as e-mail address.）

The password written on the permit

.

Faculty number


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Sign in screen for Students, Alumni, Retired People（Who have “～@eagle.sophia.ac.jp” as e-mail address.）

※ When you sign in the screen, following screen will appear. Change the Language and Time zone

setting (Figure 1), as you want and click “save” button (Figure２)

(Figure 1)

(Figure 2)

Change settings as you want.

The password written on the permit

.

Student Number / Faculty Number


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4-2 How to Sign out

(1) Click the icon on top-right corner of the screen. (Figure 1)

(2) Choose Sign out from the menu. (Figure 1)

(Figure 1)

(Figure 1)


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5. Screen Layout of OWA

5-1 Screen Layout

OWA’s pane are arranged as below.

Names Functions

New Button By clicking [New] button, you can create new items.

That mean Message, Schedule, Contact, Task and so on.

You can create those kind of items on the OWA.

Navigation Pane On the Navigation Pane, you can access directories in

your mailbox. (ex. Inbox, Contacts and so on) You can

also access whole directories, which are created on the

pane. Those folders are showed as tree structure.

Search Mail and People

Box

You can search messages or users from this box. If you

input keyword, message list that include the keyword

will appear.

Tool Bar This button is used, When you need to operate your

message.

Message View Pane When you select an directory on the Navigation Pane,

the insides are shown on Message View pane.

↑ Navigation Pane

↑ Message View Pane

Search Mail and People Box

Navigation Bar

←New Button (Tool Bar)

↑ Reading Pane


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Reading Pane The contents like message and contacts are shown on

this pane.

Navigation Bar You can select another Office 365 services from title

button on the top-left corner of the screen. You can

confirm service status or alert from [Notifications]

button. When you click [Settings] button or [Help]

button, the screen will move to different page that you

have selected. By clicking [Settings], you can

change advanced OWA settings. By clicking [Help] the

Product help will appear.


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6. Receiving and Preview Messages

6-1 Receiving new messages

If you receive a message during sign in, new message icon will appear on the top-right of the screen and

disappear automatically.

Blue ribbon is arranged on the left of the unread mails. The subject and date is shown as blue character.

6-2 Confirm Message

When you select a message. Body of the message will be shown on the Reading Pane.


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7. Downloading and Preview Attachments

7-1 About Attachments

When you receive the message with attachments, clip icon will appear next to the message.

7-2 How to download the Attachments

＜Method 1＞

（1） From Reading Pane, click [Download] button below the name of the attachment.

（2） "Show content" pop-up message will appear. Click ▼ icon next to the [Save] button and

choose [Save As].


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（3） Select saving folder and enter file name and click [Save] button.

＜Method 2＞

（1） Click [] button next to the attachment name and choose [download].

In case of Word file or Excel file, you can preview the file by clicking file name.

If you click “save” button on the "Show content" pop-up message, the file is saved in

“download folder” automatically.


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8. How to compose a message

8-1 compose New Message

(1) Click [New] button. (Figure 1)

(2) Enter Address, Subject and Body (Figure 2) and click [send] button. Message will be sent.

You can set multiple addresses and send a message at one time.

(Figure 1)

(Figure 2)


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8-2 Attach File

(1) Click [Attach] button on the new message window.

(2) New screen will appear. Select [Computer] button.


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(3) Select attachment file and click [Open] button.

※ You can attach files that have following extensions.

List of the Valid Extensions

.rpmsg, .xls, .xlsx, .xlsm, .xlsb, .pptx, .pptm, .ppsx, .ppsm, .doc, .

docx, .docm, .wmv, .wma, .wav, .vsd, .txt, .tif, .rtf, .pub, .ppt, .pn

g, .pdf, .one, .mp3, .jpeg, .gif, .doc, .bmp, .avi, .jpg, .tiff, .zip

※The list above may change without notice.

(4) Confirm file is attached on the message.


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8-3 Reply Message

(1) From Message View Pane, select the message that you want to reply. (Figure 1)

(2) Click [] (Figure 2) button next to the [Reply all] on the tool bar and select [reply] (Figure 3)

(Figure 1)

(Figure 2)

(Figure 3)


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(3) Compose message and click [Send] button.

If you choose [Reply all], you can reply message whole addressees except you at one time.


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8-4 Save Draft

(1) During creating message, click ･･･ [other commands] (Figure 1). Menu will appear, and select

[Save Draft] (Figure 2) from the menu.

(2) “[Draft] Saved to your Drafts folder” message will appear a moment. Confirm the message and

close the window.

(Figure 1)

(Figure 2)


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(3) The message will be saved in the Drafts directory.

When you want to edit it again, select message (Figure 1) in the Drafts (Figure 2) and edit it on

the Preview Window (Figure 3).

The message move from “Draft” to “Sent Items” when you finish editing and sending.

(Figure1)

(Figure 2)

(Figure3)


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8-5 Delete Message

Choose message that you want to delete and click [Delete] button. Deleted message will

move to “Deleted Items”

You can choose multiple messages by clicking check box next to the left of the list.

If you cannot find “Deleted Items”, click “More”. “Deleted Items” will appear.

Within 30 days, you can restore deleted message from “Deleted Items”.

By clicking “Empty folder”, you can completely delete whole messages in “Deleted Items”.

You can delete sent message by same method.


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8-6 Search Messages

(1) Enter search keywords into “Search box”

(1) Search result will appear. (Keywords are highlighted in yellow.)


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8-7 Tips

View email messages by conversation

Messages list is shown as Conversation on Office Webb App.

Conversations are identified in the message list by an icon showing multiple items. The messages

within each Conversation are sorted with the newest message on top. You can quickly review and

act on messages or complete Conversations. If you want to read message by previous method,

you can select how to read the messages.

（1） Click [All] button top-right of the Message View Pane.

（2） Select “Message” from View as.


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How to Change Reading Pane (Preview Window)

When you select a message. Reading Pane will appear right side of the screen. You can confirm

the message body on the pane. You can also change display settings of the pane.

（1） Click gear icon on the Navigation bar (Figure 1). Next, click “Display settings”. (Figure 2)

（2） Display settings window will appear.

(Figure 2)

(Figure 1)


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（3） Same as previous e-mail software, you can arrange preview window bottom of the screen.

Select [Show reading pane at bottom] (Figure 1) and click “OK” button. (Figure 2)

You can also choose [Hide reading pane]

option. That is useful for security. For

example to prevent opening spam mail or

APT (Advanced Persistent Threat) e-mail.

（4） Display settings window close and preview

window will appear bottom of the screen.

(Figure 1)

(Figure 2)


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9. Contact settings

9-1 Add Contact

You can add people whom send message frequently to Contacts. Once adding the people to the

Contacts, you can select the address from Contact Screen when you compose a message. You can

also sort or group the Contacts by specific information.

＜How to add new contact＞

(1) Click [Menu Button] on the Navigation bar (Figure 1) and select [People]. (Figure 2)

(2) Click [New] button.

(Figure1)

(Figure2)


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(3) Enter user information to the form. You can confirm detailed information and option by clicking

icon.

※ You can register followings as contact information.

Input Items How to input

Name

First name input directly

Last Name input directly

○+Name

Middle name input directly

Title input directly

Suffix input directly

Yomi name input directly

Email

Email input directly

Display as input directly

○+Email

Email2 input directly

Email3 input directly

Phone

Business input directly

○+Phone

Home input directly

Mobile input directly

Other input directly

○+IM


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IM

○+Work

Job title input directly

Department input directly

Company input directly

Office input directly

Manager input directly

Assistant input directly

Yomi company input directly

○+Address

Business input directly

Home input directly

Other input directly

○+Other

Nickname input directly

Personal web page input directly

Significant other input directly

School input directly

Hobbies input directly

Location input directly

Web page input directly

Birthday choose from list

Anniversary choose from list

○+Notes

Notes input directly

(4) Click [Save] button after the input.


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(5) Please confirm you can add the contact properly.

＜Register address from receiving e-mail＞

(1) Click sender name or e-mail address on the Reading Pane. Contact window will appear.


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(2) Click [Add] button on the right side of the contact window.

9-2 Add to Contact List

By using Contact list, you can group contacts and broadcast same message at one time. If you have

contacts whom send messages frequently this function is useful.

(1) Click [] icon (Figure 1) next to New button on the Tool bar and select [Contact list]. (Figure 2)

(Figure 1)

(Figure 2)


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(2) “Contact list” window will open. Input list name to the [List name] box.（Figure 1）

(3) Input a name who you want to add to Contact list in the [Add members] box. (Figure 1) When

you input a part of the name, “Search Directory” dialog will appear. Select the member who you

want to add and click [Save] button (Figure 2).

(Figure 1)

(Figure1)

(Figure 2)


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(4) Confirm your contact list is added in the “My Contacts”.

You can also select [New contact list] from [Lists] button.


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10. Search Contact Address

10-1 How to Search Contact Address

“My Contacts” is an address book that is registered and managed privately by user. You can choose

contact address from the address book when you send a message.

(1) Click [To] button on the message compose form.

(2) “My Contacts” will appear. Input search keyword and press enter key or click . Partial

match search is available.


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(3) Search result will appear.

(4) Select user who you want to add to “TO:”.（Figure 1）

Click [+] button (Figure 2) and add to “TO:”

※ If you want to add extra addresses, the following instruction is same as the method that is

mentioned at (2).

(Figure 2)

(Figure 1)


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(5) If you want to input address in “CC” click CC button on the message compose form.

(6) If you want to input address in “BCC” click ･･･ [More Commands] (Figure 1) and choose

“Show BCC” (Figure 2).

(7) Click Bcc button and add address.

(Figure 2)

(Figure 1)


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11. Calendar: Create and Send a Meeting Request

On Outlook Web App, you can manage personal schedule and invite meeting by using [Schedule]

function.

Among faculty & staff members, title, time, place and members (in case of meeting) in the

personal schedule are open (shared), except Secret one. Details of the schedule are not open.

Among students, all items are hide, except granting authentication each other.

Among faculty & staff members and students, it is impossible to share calendar items.

If you use division account such as for office, please do NOT create calendar items, although via

those accounts it is possible to view teachers’ schedule.

If you want to refer schedule, click [menu button] (Figure 1) and choose [Schedule]

(Figure 2).

(Figure 1)

(Figure 2)


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11-1 Refer Schedule

You can switch view of the schedule. [Day], [Work week], [Week], [Month] are selectable.

［Day］view ［Work week］view

［Week］view ［Month］View

11-2 Input Personal Schedule

(1) Show ［Schedule］ and select date which you want to create schedule. Select and click the time

line which you want to create schedule (Figure 1). Next input details (title, location, time) and

click Save button (Figure 2) and close window.

※You cannot input schedule as another user. If you want to input conference or meeting

schedule, please refer “Inviting to Conference” written on later.


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(2) Event will appear on the Schedule.

(Figure 1) (Figure 2)


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(3) You can edit or delete schedule by clicking the event.

(4) You can change detailed settings by clicking “Edit” button. After editing click “Save” button.

If you check [All day], you cannot set time.

If you check [Private], the event will be concealed. Other users recognize there is an event on

the time; however, they cannot see title of the event.

If you set [Reminder], alert will be shown before the event.

Text in this area is not open.


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11-3 Refer Another User’s Schedule

You can refer your schedule from Calendar beneath [My Calendars]. You can also show other users’

schedule together. Faculty & staff members can list other members, and students can other

students.

(1) Click [Search Calendar] left top of the schedule.

(2) Input a name that you want to refer. (Figure 1) Partial match search is available.

Searching result will appear, please click the name. (Figure 2)

Faculty & staff member can search other faculty & staff member, but students can only search

whom only in contact list.

(Figure 1)

(Figure 2)


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(3) Another user’s schedule will appear with your schedule.

※If the event title is too long to show. Please switch view to [Day view]. When you click your

event, popup will appear and you can confirm details.

On the default settings [Work week] view show Monday to Friday and 9:00 to 17:00. You

can change those settings.

（1） Click the gear mark [Office 365 settings] on the Navigation bar. (Figure 1) and

select [Options]. (Figure 2)

(Figure 1)

(Figure 2)


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（2） Click [Calendar appearance] (Figure 1) in [Calendar] that is on the left side of the screen.

Change “Show work week as:” or “Set your working hours.” options (Figure 2) and click

[Save] button. (Figure 3)

11-4 Inviting to Meeting

You can invite other users when you create the event. Inviting mail will be sent to the users

automatically and temporary event will be assigned in the users’ schedule.

(1) Click [New] button on the tool bar.

(Figure 3)

(Figure 1)

(Figure 2)


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(2) Input title and date of the meeting.

(3) When you want to select meeting room, click [Add room] button. If the room is registered, you

can select the room (Room Registration has not been done as of Jan 2016, so the reservation

system of meeting room is not available).


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(4) If you want to add members, click [Add people +].

(5) You can select “Required attendees” from “My contacts”. When you want to add members to

[Required attendees:] (Figure 1) click + icon or double click user name. After the selection, click

[Save] button (Figure 2) and close the window.

(Figure 2)

(Figure １)


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(6) By using [Scheduling assistant] you can set event with confirming vacant schedule of the

attendees. Click [Scheduling assistant].

(7) You can arrange schedule with confirming attendees’ schedule. By using [Scheduling assistant]

you can make a meeting schedule without conflict. Click [OK] (Figure 1) button and complete

scheduling.

Setting data is

synchronized.

Attendee 1 Attendee 2 Organizer

(Figure 1)


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(8) Please confirm “Request responses” is checked. If you want to receive a reply from attendees,

enable “Request responses” (Figure 1). After the settings, please click [Send] button (Figure 2).

E-mail will be sent to the attendees and temporary event will be assigned their schedule.

(Figure 1)

(Figure 2)


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11-5 Input Regular Meeting or Regular Event

In case of conference that hold regularly, like weekly or monthly, you can set repeat settings.

11-6 Accept or Decline Invited Meeting

When user is invited meeting, temporary event is assigned on their schedule (cf.10-4). The

temporary event is dsiplayed with striped line.


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(1) Click event and choose from [Accept] [Tentative] [Decline] [Propose new time].

・✓（Accept）：The event will be fixed and stripe will erased from the event.

・？（Tentative）：The event will remain as temporary status.

・×（Decline）：The event will be removed from your schedule.

・（Propose new time）：Propose different meeting time.

(2) When you accept / decline invitation. You can send a reply to the organizer.

・Edit the response before sending： Window for message composing will open. You can send an

e-mail to the organizer.

・Send the response now： The result whether you have accepted / declined is sent to the organizer.

・Don’t send the response： The result whether you have accepted/ declined is not sent to the organizer.


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12. Forwarding settings

12-1 Forwarding settings

You can transfer message to different e-mail addresses.

(1) Click [Options] (Figure 1) on the top right of the screen. Next, click Options. (Figure 2)

(2) On the Navigation Pane, click [Mail] → [Accounts] → [Forwarding] (Figure 1). Select [Start

forwarding] on the window that displayed. Input e-mail address (Figure 2) and click [Save]

button.

※ If you don’t check [Keep a copy of forwarded message] option, received e-mail

will be deleted after the e-mail is transferred.

(Figure 1)

(Figure 2)

(Figure 2)

(Figure 1)


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12-2 Forwarding Settings (Apply Forwarding Rules to Specific Sender)

Set rules and transfer automatically the messages that addressed to you to another e-mail address.

For instance, we will explain how to transfer e-mails that are sent from specific sender, and

after the transfer how to delete the e-mails.

(1) Click [Settings] on the top-right of the window and click [Options].

(2) Click [Mail] → [Automatic processing] → [Inbox and sweep rules] on the Navigation pane

(Figure 1). Next, click + icon [Add] (Figure 2).

(2) Input the name of the rule into the [Name] form on the [New Inbox rule] window (Figure 1).

Next, click [When the message arrives, and it matches all of these conditions] (Figure 2)

(Figure 1)

(Figure 2)

(Figure 1)

(Figure 2)


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(3) Select [It was sent or received] (Figure 1) and [Received from...] (Figure 2).

(4) Select senders from the My contacts by double clicking. Confirm if the users are added to [It

was received from...] (Figure 1) and click [Save] button (Figure 2).

(Figure 1) (Figure 2)

(Figure 1)

(Figure 2)


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(5) The screen will go back to “New inbox rule”. Confirm if the users are added to the condition

(Figure 1) and click [Do all of the following] (Figure 2).

(6) Select [Forward, redirect, or send] from actions. Next select [Forward the message to...].

If you select [Forward the message to...], “Fw:” will be added on the top of the message

subject.

If you select [Redirect the message to ...], received messages will transfer as it is.

(Figure 1)

(Figure 2)

(Figure 1)

(Figure 2)


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(7) Enter the e-mail address you want to forward in the [Forward the message to...] (Figure 1), or

choose it from your list of contacts and click [✔Save] button (Figure 2).

※ If you want to separate multiple addressees, input semicolon “;” between the addresses.

(8) Click [OK] button after confirming transfer addresses are shown.

(Figure 1)

(Figure 2)

“Received from...” addresses are shown.

“Forward the message to...” addresses are shown.


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(9) Confirm new rule is added on the [Inbox rules].

！Attention！

When the mail storage box is reached the limitation. You cannot receive or transfer e-mails

anymore.


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How to use Sophiamail OWA (Outlook Web App)

Date Created: Jan 18, 2016

Date Revised: Sep 30, 2016

Edit / Publication： Sophia University ICT Office（Media Center）

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Website： http://ccweb.cc.sophia.ac.jp

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