Microsoft Outlook Web App - SLU · PDF fileMicrosoft ® Outlook ® Web App ... Provides access to your account to change your presence status, ... and then press ENTER. 3. Type your

© 2016 Digital Content Factory Ltd. for Saint Louis University. Microsoft® and Outlook® are registered trademarks and Office 365™ is a trademark of Microsoft Corporation.

for Office 365™ – Quick ReferenceMicrosoft® Outlook® Web App

Exploring Outlook Web App for Office 365 and its Interface

Presence indicator – Provides instant awareness as to your current instant messaging status.

Help – Provides contextual help information specific to each view and option.

Account Picture – Provides access to your account to change your presence status, sign out or sign in (if required) to use instant messaging, change mailboxes, and sign out of Outlook Web App.

The Outlook Web App (OWA) allows you to access your Exchange Server, or your Exchange Online (part of Office 365) mailbox remotely using a Web browser. The main advantage of using OWA is that you can access your e-mail, appointments and meetings, contacts, and tasks (and potentially also documents) while you are away from your office computer, provided you have access to a computer or mobile device with an Internet connection. Supported browsers include Internet Explorer, Firefox, Safari, Chrome, and other Web browsers. The main OWA window contains various components as described below.

Message List – Displays all items that are delivered to the Inbox. This example shows both e-mail and meeting requests. The Message List may be resized by dragging its right-border left or right to the desired width. The mouse pointer appears as while positioned over the border. See “Reading Message List Items” on page 4 for more details.

Conversation view – Groups message threads with the same Subject, organizing them as a conversation. It is enabled by default. • In the Message List, you can expand or

collapse a conversation by clicking the or button.

• You can expand or collapse a conversation in the Reading Pane by clicking or at the top of the Reading Pane (not shown above).

Note: Conversation view may be turned off, to display messages individually.See “Turning the Conversation View Off/On” on page 2 for more details.

Collapsedconversation

Expanded conversation

New – Click to start creating a new message in the Reading Pane.

Folders List Allows you to organize and access your mailbox folders and subfolders, including default folders such as Deleted Items folders, as well as folders you create. Click to collapse the Folders List, or click to expand the Folders List. Click More to display additional folders.

Reminders – Notifications appear to remind you of appointments, meetings, task deadlines, and other events.

Settings – Provides access to various Outlook Web App settings and options, including general display and theme settings, e-mail settings, and Outlook Web App settings.

Reading Pane – Shows the contents of the message or conversation currently selected in the Message List. Icons on toolbars in the Reading Pane allow you to process the current message appropriately.

Message Window – Displays the contents of message as a pop-up window. You can double-click the message in the Message List to open it in a message window. The Reply all button and its associated drop-down button along the top of the window may be clicked to perform various reply tasks.

Navigation Bar – Contains buttons that allow you to navigate to other pages and views.See “Navigation Bar” below for more details.

Navigation Bar... cont’dThere are seven main views/apps that are activated using the Navigation Bar, including: • Mail app – Displays a view (shown above) used to send and

receive e-mail, and manage e-mail folders including default folders (such as Inbox, Sent Items, Junk Email, Deleted Items, Favorites, etc.), as well as folders you create.

• Calendar app – Displays a view used to select dates and various Calendar views; create and manage appointments and meetings; and create invitations and reminders to upcoming events.

• People app – Displays a view used to create and manage your address book contacts, and work with contact views.

• Tasks app – Displays a view used to create and manage tasks in your Tasks list, and work with task views and folders.

See “Using the Navigation Bar to Launch Apps” on page 2 for more information.

Featured Objectives

PAGE 1

Exploring Outlook Web App for Office 365 and its Interface• Learn about the Outlook Web App for Office 365 user

interface including its screen components and apps.

PAGE 2

Getting Started• Learn how to sign in and out of the Outlook Web App,

launch apps; use and manage user interface components including the Conversation view and message windows; and select and sort messages.

PAGE 3

Working with Outgoing Mail• Learn how to create and send e-mail messages

including attaching files, setting message options, formatting messages, and creating and inserting signatures.

PAGE 4

Working with Incoming Mail• Learn how to read and process incoming items

including flagging, replying to, fowarding, and deleting messages.

PAGE 5

Managing and Organizing Mail• Learn how to create folders; manage messages and folders;

as well as filter, search for, and print messages.

PAGE 6

Working with the Calendar• Learn how to navigate the Calendar, create and manage

appointments and meetings, and create and share Calendars.

PAGE 8

Working with Contacts and Tasks• Learn how to create and manage contacts and tasks including

marking tasks complete, and creating and using folders.

Microsoft® Outlook® Web App for Office 365™ – Quick Reference

Getting Started Getting Started... cont’d

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Signing In and Out of the Outlook Web App for Office 3651. Launch your Web browser.2. Type your specific Outlook Web App URL, and then press ENTER.3. Type your specific Outlook Web App sign-in name (which may include a

reference to your organization’s domain), and then press TAB. 4. Type your password, and then click the button.

Note: The first time you sign in, you should see the Home page from where you can launch different apps.

• To sign out of the Outlook Web App, click your account picture to the right of the Navigation Bar (after launching an app), and then select Sign out.

Using the Navigation Bar to Launch Apps• Click the button on the Navigation Bar,

and then click the desired app icon (shown to the right).

Selecting Folders and Collapsing/Expanding the Folders List PaneThree “Favorites” folders appear by default.• To expand the Folders List pane, click the

icon.• To display additional folders, click More.• To select a “Favorites” folder, click

the desired folder in the Folders List.• To collapse the Folders List pane,

click the icon beside theFolders List.

Turning the Conversation View Off/On• To disable the Conversation view so

that messages are listed individually, click the button, and then enable Messages under View as.

• To enable Conversation view so that message threads are grouped together, click the button, and then enable Conversations (the default setting). Note: A conversation includes the entire thread of messages both

received and sent. The Conversation view may not be appropriate in all situations, and you may find it helpful to turn the Conversation view off while performing certain actions (e.g., printing messages).

Sorting Message List Items• To change how Message List items are

sorted, select the desired sort field from the drop-down list under the Sort by heading, and if desired also change the order. Sorting by Date with Newest on top is the default.

Selecting Messages in the Message List• Click on a message in the Message

List to select it.• To select more than one message,

enable the selection check box (shown at the top of the next column) to the left of the sender’s name in each message you want to include in the multiple selection.

• When a single message is selected, its contents appear in the Reading Pane.

• If more than one message is selected, the Reading Pane changes to list actions that would apply to the selected messages.

• After you have finished working with a multiple selection, click Cancel in the Reading Pane to deselect all but the last message selected.

• To deselect individual messages from a multiple selection, press and hold CTRL and click them, or disable their selection check boxes.Note: You can also select multiple messages using the mouse in

conjunction with the keyboard. Select the first message normally, press and hold CTRL, and then click on other messages to add them to a non-contiguous selection. Or press and hold SHIFT, and then click on a second message to include all the messages between the first and second in a contiguous selection. You can also make a contiguous selection using only the keyboard by pressing UP ARROW or DOWN ARROW to go to the first message, then pressing and holding SHIFT, and then using the UP ARROW or DOWN ARROW key to go to the last message of the contiguous selection.

Opening and Closing Message Windows• To open a message window, double-click the message in the

Message List.• To close a message window, click the window Close button, or

press CTRL+F4 for each open window (there can be more than one).• While creating a new message, click the Edit in a separate window

icon in the Reading Pane.

Composing Messages in New Windows by Default1. Click the Settings button, and then select Mail.2. Select Reading pane under the Layout heading, and then select the Type in a

new window option under the Choose whether to write email messages in the reading pane or a new window section.Note: This option applies to new messages as well as to messages

created when replying or forwarding.3. Click the Save button.4. Click the Options button.

Processing Messages in the Message List• Click an icon in a message (e.g., Delete , Flag , or Mark as unread )

to apply to that message. • Right-click a selected message(s) (but not on an icon), and then select

an action to apply to all currently selected messages.• If more than one message is selected, click an icon in the Reading Pane

to perform an action that would apply to the selected messages.

Mail app icon

People app icon

Tasks app icon

Calendar app icon

Click here to navigate back to the original Folders list view.

Click here to expand or collapse the group of folders.

Selection check box

2 © 2016 Digital Content Factory Ltd. for Saint Louis University. Microsoft and Outlook are registered trademarks and Office 365 is a trademark of Microsoft Corporation.


Getting Started... cont’d Working with Outgoing Mail... cont’d

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Using the Reading Pane and Message Window Toolbars• Other actions can be performed on a current message using the toolbars

in the Reading Pane and message windows.

Changing the Outlook Web App Theme1. Click the Settings button, and then select the swatch for the

desired theme.Note: The theme affects only the appearance of the Outlook Web App

application as you work. It does not affect the appearance of messages you send or print.

Creating and Sending Messages1. Click above the Folders List.2. Type the e-mail addresses of the message recipients in the To, Cc, and

Bcc fields as required, with a semicolon (;) between multiple addresses. Or enter addresses from your address book (which include semicolons automatically). See “Entering Recipients’ Addresses Using the People List” on page 3.Note: To add a Bcc field to a message, click the

More commands button at the top of the message, and select Show Bcc. You can also change the default e-mail format. See “Changing the Default E-mail Format” on page 4.

3. Enter the subject and body of the message.4. If desired, format body text, attach files, and

select message options. • See “Attaching Files and Embedding Pictures”

on page 3. • See “Changing Message Options” on page 4. • See “Formatting Messages” on page 4. • See “Creating Signatures” on page 4.

5. Click Send. Entering Recipients’ Addresses Using the People List

1. While composing an e-mail message, click the To, Cc, or Bcc button.• If required, click the icon to expand the Contact List pane if you will

need to access other contact lists or directories besides your own.2. Select a recipient’s name in the People List (the middle pane).3. Click the icon associated with

the person to whom you wish to send the e-mail, to insert it in the current field.

4. Repeat steps 1–3 to add recipients to the other fields as required.

5. Click Save when finished adding all recipients.

Adding a Mention to a MessageYou can now easily bring a message to someone’s attention while composing the message.

1. Start composing a message. In the body of the message, type an @ symbol.

2. Select the desired name to mention from the menu that appears. If the mentioned person is not already a recipient of the message, their address is added to the Cc field.

Working with Message Drafts• To have the Outlook Web App auto-save a message draft for you, start a

new message and enter at least some text or a recipient, or ensure that the message at least has had a signature added. Then select any folder or other message without sending or discarding the message, and the message will automatically be saved in the Drafts folder.

• To save a message draft yourself, start a new message, and then, at any time click the More commands button; then select Save draft. The message will be saved in the Drafts folder even if no text or other information has been entered in it. If the message has no subject, “(No subject)” will appear for the message in the Message List.A status notice and date will appear at the top of the message in the Reading Pane.

• To reopen and continue working on a draft message, click on the Drafts folder in the Folders List, and then select the message you want to edit in the Message List.

Attaching Files and Embedding Pictures• To attach a file, click Attach in the Reading Pane or message window

while composing a message, locate the file in OneDrive or Computer, select the required file, then click the Upload and attach as a OneDrive file or Attach as a copy button.

• To embed a picture file, position the insertion point where the image is to be inserted, click the Insert pictures inline button, select the required picture file, and then click the Open button.

Note: Specific procedures and settings may depend on your browser. Verify that the file is not currently open.

Working with Outgoing Mail

Edit Mode Toolbar

Non-Edit Mode Toolbar

File attached

Picture embeddedImage can be resized

by selecting it.

Insert pictures inline button

© 2016 Digital Content Factory Ltd. for Saint Louis University. Microsoft and Outlook are registered trademarks and Office 365 is a trademark of Microsoft Corporation. 3


Working with Outgoing Mail... cont’d Working with Outgoing Mail... cont’d

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Changing Message Options1. Click the More commands button in the Reading Pane or message

window.2. Select the appropriate message option(s):

• Point to Set importance, and then select High, Normal, or Low.• Click Show message options, change the Sensitivity and/or the Request

setting(s), and then click OK.3. Repeat the preceding steps to apply other options as required.

Changing the Default E-mail Format1. Click the Settings button, select Mail, and then select

Message format under the Layout heading.2. Select HTML or Plain text as desired from the Compose messages in this

format drop-down list.3. Click the Save button.4. Click the Options button.

Note: To change the e-mail format for the current message only, click the button, and then select Switch to plain text or Switch to HTML.

Formatting Messages1. Verify that the e-mail format is set to HTML.2. If formatting characters, select the body text to be formatted.

– OR –If formatting a paragraph, position the insertion point in the paragraph. For contiguous paragraphs, drag to include at least a portion of the first and last paragraph in a selection.

3. Click the desired button(s) in the Formatting toolbar.Note: If required, click the More button to display any buttons that are

not visible.

Creating Signatures1. Click the Settings button, select Mail, and then select Email signature

under the Layout heading.2. Type and format the signature text as desired in the Email signature area.

An example is shown below.

3. Click the Save button.4. Click the Options button.

Inserting Signatures Automatically1. Click the Settings button, select Mail, and then select

Email signature under the Layout heading.2. Enable the Automatically include my signature on new messages I compose check

box in the Email signature area.3. Click the Save button.4. Click the Options button.

Inserting Signatures Manually1. Verify that you have created a signature to use. See “Creating

Signatures”.2. Position the insertion point where the signature is to be inserted.3. Click in the Reading Pane, and then select Insert signature.

Understanding Message Icons in the Message ListThe following are some of the icons you may see associated with messages in the Message List:

Note: An unread message is indicated by a vertical blue bar down the left side of the message rather than by an icon.

Reading Message List Items• Click the button in the Message List to expand a conversation. Then,

if required, select a message in the desired thread to display its contents in the Reading Pane; or double-click it to open it in its own message window.

• Click the button in the Message List to collapse a conversation. – OR –

If the Conversation view is turned off:• Click a message in the Message List to display it in the Reading Pane.• Double-click a message in the Message List item to open it in its own

message window.

Insert hyperlink, Remove hyperlink

Formatting toolbar

More

FontFont size

Bold, Italics, and Underline

Insert table

Bullets, NumberingHighlight

Left-to-Right, Right-to-Left

Strikethrough

Align left, Center, Align right

Decrease indent, Increase indent

Remove formatting/eraser

Undo, Redo

Superscript, Subscript

Font color

Working with Incoming Mail

Replied message Event notification

Forwarded message Accepted: meeting request

File attached Tentative: meeting request

Unflagged message Declined: meeting request

Flagged message (red icon)

Event canceled (organizer)

Delete message



Working with Incoming Mail... cont’d Managing and Organizing Mail... cont’d

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Flagging Message List Items• Click the Flag icon of the message(s) in the Message List that you

want to flag for follow-up, to apply the default follow-up deadline of Today. – OR –

Right-click the Flag icon, and then select a follow-up deadline such as Today, Tomorrow, etc.

Replying to Messages1. Select the message to which you want to reply, or have it open.2. To reply to all, click the Reply all button above the Reading Pane.

– OR –To reply to the sender only, click the More commands button above the Reading Pane, and then select Reply.

3. Type the reply text in the message area, and then click Send. Forwarding Messages

1. Select the message you want to forward, or have it open, and then click the More commands button above the Reading Pane, and then select Forward.

2. Address the message with the required recipient(s).3. If desired, type text in the message area to accompany the original

message, and then click Send. Deleting and Retrieving Messages

• To delete a message, select it and then click its Delete button, or press DELETE.

• To delete multiple messages, select them and then click the Delete button for the group (in the Reading Pane), or press DELETE.Note: Deleted messages are moved to the Deleted Items folder, from

which they can be permanently deleted, or retrieved if required.To permanently delete all the messages in the Deleted Items folder, right-click the folder, select Empty folder, and then click OK. To delete individual messages in the folder, select them and click the appropriate Delete button, or press DELETE.

• To retrieve deleted messages, right-click them, select Move, and then select the desired destination folder.

Ignoring and Retrieving Conversations• To ignore an e-mail conversation, right-click it, select Ignore, and then

click OK. You can ignore multiple conversations by first selecting them all, and then right-clicking any of the selected conversations.Note: Ignoring a conversation will move all the messages in its thread to

the Deleted Items folder, as well as future messages you receive that belong to that conversation.

• To retrieve an ignored e-mail conversation from the Deleted Items folder, right-click it, select Stop ignoring, and then click OK.

Creating Folders1. To create a “favorites” folder, click the

Create new folder button next to Folders. – OR –

To create a folder at the highest level of your mailbox, click More in your favorites list, right-click your name, and then select Create new folder.

2. Type a name for the new folder, and then press ENTER.

Renaming and Deleting Folders• To rename a folder, right-click it, select

Rename, edit the folder name, and then press ENTER. • To delete a folder, right-click it, select Delete, and then click OK.

Note: Default folders such as Inbox, etc., cannot be renamed or deleted.

Moving a Folder in Your Mailbox1. Select the folder to be moved (it must be

a folder you have created yourself, not one of the default folders).

2. Right-click the folder, and then select Move.

3. Select the destination folder into which you want the selected folder to be moved, and then click the Move button.Note: Folders can also be moved using

drag-and-drop.

Adding a Folder to Favorites• Right-click the folder to be added to

Favorites, and then select Add to Favorites. (Adding folders to Favorites does not remove them from your mailbox.)Note: Only one folder can be added to Favorites at a time; any subfolders

and their messages will not be included. Favorites cannot include nested folders or their contents.

Rearranging Favorites Folders• Right-click any folder in Favorites you want to move, and then select

Move up in list or Move down in list.

Moving Individual Messages or Conversations1. Right-click a message or conversation in the Message List, and then

select Move.2. Select from the list of folders, or select Move to a different folder, select the

destination folder, and then click the Move button.

Moving Multiple Messages or Conversations1. Select the items you want to move.2. Click the Move button in the Reading Pane.3. Select the destination folder, and then click the Move button.

Filtering Message List Items1. If desired, turn off the Conversation view.2. Click the desired default filter: All, Unread, To me, Mentions.

• To display only messages that have not been read, click Unread.An unread message can be identified by a blue vertical bar down the left of the message.

• To display only messages addressed to you, click To me. These are messages with your e-mail address in the To field of the message (not in Cc or Bcc).

• To display only flagged messages, click Flagged. These are messages that are currently flagged (not those in which the flag has been cleared, completed, or was never applied).

• To display messages that have been drawn to your attention by including an @ symbol before your name, click Mentions.

• To display all messages/conversations, click All.

Searching for Message List Items and People1. With the Mail app selected, choose a folder in which to search. 2. Click in the Search Mail and People text box, and then type the desired

search text to display a list of options.

Managing and Organizing Mail

Search text



Managing and Organizing Mail... cont’d Working with the Calendar

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3. Select the desired search item(s) that appears in the Mail Search or People Search section of the drop-down menu.The first alternative simply reiterates your search text and shows previous similar searches, and will search anywhere in your messages; while the From alternative will search through sender fields only. Upon selecting the desired item, the Outlook Web App will list messages in which there are occurrences of that result (within the messages or contacts that meet the specified criteria).

4. When finished, click the Exit Search button at the top of the search results to cancel the search.Note: If you switch to the People app, you can search your contacts and

directory. Performing Advanced Keyword Searches

You are not limited to simple name matching. You can also manually type other query keyword:value pairs to fine-tune search results; and they can be used in combination as well. For example:

In the example below, mark subject:“participant” was typed to search for message(s) from Mark containing the subject “participant.”

Printing Messages1. If desired, disable the Conversation view to make it easier to isolate

individual messages in the Message List, as only individual messages can be printed.

2. In the Message List, select the message you want to print, or open it in a message window.

3. Click the button, and then select Print.Note: A preview of the selected message will appear in a pop-up window,

and the Print dialog box appears.

4. Specify print settings as required, and then click the Print button.5. When finished, click the pop-up window Close button, or press CTRL+F4 to

close the window and return to the Outlook Web App.

Navigating in the Calendar and Selecting Views1. Launch the Calendar app.

• Click Today to the right of the dates/months displayed above the Calendar to select today’s date.

• Click the Day, Work week, Week, or Month button to select the desired view.

• Click the triangles in the Date Navigator to display the desired month, and then click on the desired day.

Creating Appointments1. Select the date in the Calendar when the appointment is to be created.2. Click , or right-click the date, and then select New.3. Enter the appointment details in the event form.

• Type a description of the appointment in the Add a title for the event field.

• Type where the appointment is to occur in the Add a location field.• If required, select a different appointment date and time from the Start

drop-down lists.• Select the appointment end date and time from the End drop-down

lists. Or enable the All day check box.• If the appointment is recurring, select a preset pattern from the Repeat

drop-down list.• If desired, to generate a reminder of the appointment at a specified

amount of time prior to its start, select a period of time from the Reminder drop-down list.

• To indicate your status for the duration of the appointment (e.g., Busy or Working elsewhere), select an option from the Show as drop-down list.

• Type and format additional appointment details in the text box at the bottom of the form.

4. Click the Save button. Creating and Sending Meeting Requests

A meeting in the Outlook Web App is treated as an appointment with invited or requested guests. So to create a meeting you would follow the same basic steps for creating an appointment, but include other people in the event form as attendees.

1. Select the date in the Calendar on which the meeting is to be scheduled.2. Click , or right-click the date, and then select New.3. Enter the meeting details in the form.

category:blue received:yesterday mark received:thismonth

received:2/7/16 received:thisweek mark subject:“budget”

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Working with the Calendar... cont’d Working with the Calendar... cont’d

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tal. • Type a description of the meeting in the Add a title for the event field.

• Type where the meeting is to occur in the Add a location field.• Click in the Add people field, and then type the e-mail addresses of the

people to whom the meeting request is to be sent (in the same way you would add recipients to e-mail messages).Note: The default request status is Required; however, after e-mail

addresses are entered you can open the Scheduling Assistant, right-click an address, and select Attendance optional for anyone not required to attend. Then click the OK button.

• If required, select a different meeting date and time from the Startdrop-down lists.

• Select the meeting end date and time from the End drop-down lists. Or enable the All day check box.

• If the appointment is recurring, select a preset pattern from the Repeat drop-down list.

• If desired, to generate a reminder of the appointment at a specified amount of time prior to its start, select a period of time from the Reminder drop-down list.

• To indicate your status for the duration of the appointment (e.g., Busy or Working elsewhere), select an option from the Show as drop-down list.

• Type and format additional appointment details in the text box at the bottom of the form.

4. Click the Send button. Adding a Room for a Meeting

The Scheduling Assistant gives you an alternative way to make changes to some meeting details. It also allows you to specify managed resources, such as conference rooms and audio/visual equipment that have been set up by your organization’s Exchange administrator.

1. Click the Scheduling Assistant button at the top of the event form and click the Add room button at the bottom of the form. Then select the desired resource from the list.

2. Make the meeting changes as required based on any time conflicts.3. Click OK to close the Scheduling Assistant and return to the event form. Responding to Meeting Requests

1. Select a meeting request message, or open it in a message window.2. Click Accept, Tentative, or Decline, and

then select your response from the drop-down menu.• Select Edit the response before

sending to provide a response indicating your intention, as well as include a message to the meeting organizer. The meeting is entered in your Calendar.

• Select Send the response now to provide a response indicating your intention. The meeting is entered in your Calendar.

• Select Don’t send the response to not provide a response indicating your intention. The meeting is not entered in your Calendar, and the request is moved to your Deleted Items folder.Note: Buttons to accept, decline, and tentatively accept a meeting

request by clicking the meeting request in the Calendar.Note: Your response will be

received in the meeting organizer’s Inbox, indicating the chosen response. In addition, a tally of responses can been seen by the organizer when the meeting is clicked in the Calendar, unless you have selected Don’t send the response.

The first example that is shown below indicates that one attendee has accepted the meeting request, and that there are two “no” responses. The second example indicates that an attendee has declined the meeting request.

Rescheduling Meetings1. In the Calendar, click on the meeting to be rescheduled, and then click

Edit in the pop-up window (shown in the previous image).2. Make the necessary changes to the meeting details in the event form.3. Click Send.

Canceling Meetings1. In the Calendar, click on the meeting to be canceled, and then click

Cancel (shown in the previous image).2. If desired, select Edit the cancellation before sending to type explanatory text

regarding the cancellation, and then click Send. – OR –

Select Send the cancellation now.Note: The meeting will be removed from the Calendar.

Creating Additional Calendars1. In the Calendar, right-click My calendars, and then select New calendar.2. Type the name of the new Calendar, and then press ENTER.• To display or hide its events, click the Calendar name as required.• To delete a Calendar, right-click it, select Delete, and then click the Yes

button to confirm the deletion.

Sharing Your Calendar with Another User1. In the Calendar, click the Share button.

– OR –In the Calendar, right-click the Calendar you want to share, and then select Share calendar.

2. In the Share with text box, type the e-mail address(es) of the user(s) with whom you want to share a Calendar.

3. In the user’s card that appears, select the level of detail you want to share from your Calendar with that user.

4. If required, select the Calendar you want to share with the specified user in the Calendar drop-down list.Note: Calendar is your default Calendar, while others are the Calendars you

would have created.5. Click Send.



Working with the Calendar... cont’d Working with Contacts and Tasks... cont’d

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The ITS Service Desk contact information is as follows:

• [email protected]

• (314) 977-4000

Rev. 1.0 (E3)

Adding a Shared Calendar• You receive an e-mail when someone shares their Calendar with you.

Click Accept to add it to the Other Calendars area in yourCalendar app.

Note: Adding a Calendar opens it for display in the Calendar app, which is indicated by highlighting it.

Opening Other Users’ Calendars1. Right-click a Calendar group (other than

My calendars) in which you want to open a shared Calendar, and then select Open calendar.

2. Type the user’s name or e-mail address in the From directory text box, and then select the desired user from the drop-down list.Note: If the user does not appear in the list, select Search Directory at the

bottom of the list, and then select the user from the updated list. If you are not successful in locating a user’s name, you may need to check with an administrator.

3. Click the Open button.Note: The user’s Calendar will appear with conditions such as the level of

detail specified in its permission settings.

Adding Contacts1. Launch the People app.

2. Select the folder under My Contacts in which you want to create a new contact.Note: You can select the default Contacts folder, or any folder you have

created in the Contacts folder (including folders you have created in its Other contacts subfolder, if present). See “Adding Folders to My Contacts”.

3. Click , and then type the contact details in the appropriate fields of the contact card that appears on the right side.

4. Click the category’s icon to expand a category to display its fields and add it to the contact card.

5. Click the Save button. Viewing and Editing Contacts

1. Select the folder containing the contact you want to view or edit, and then select the contact in the list.

2. Click Edit in the contact card (shown in the previously column), edit the contact details as required, and then click the Save button.

Sending an E-mail or Meeting Request to Contacts1. Select the desired contact.2. To send an e-mail message, click the Send email link in the contact card,

compose the e-mail, and then click Send. – OR –

To create an event, click the Schedule a meeting link in the contact card, enter the meeting details, and then click Send.

Adding Folders to My Contacts1. Right-click My Contacts, and then select New folder.2. Type a name for the folder, and then press ENTER.

Note: You can continue to add folders to My Contacts. The Contacts folder under My Contacts is a default folder and cannot be moved; but folders you add can be renamed or deleted. They can also be moved to a folder that the Outlook Web App will create for you namedOther contacts, for you to use as a convenient place for your own contact folders.

Managing Contact Folders• To move a My Contacts subfolder to Other contacts, right-click the folder to

be moved, and then select Move to “Other contacts”.Note: The Other contacts folder will be created if it is not visible.

• To move an Other contacts subfolder to My Contacts, right-click the folder to be moved, and then select Move to “My contacts”.

• To rename or delete contact folders, right-click the desired folder, select the appropriate command, and then click Yes to confirm, if necessary.

Creating Tasks1. Launch the Tasks app.2. Select the folder under My Tasks in which you want to create a new task,

and then click .3. If more details than the task subject and due date are required, click the

Show more details button.4. Enter a subject, due date, and any other relevant details in the task form. 5. If required, to turn the task into a recurring task, click the Repetition

drop-down button and select a preset repeat pattern; or click Other, specify a custom pattern, and then click Save.

6. Type and format additional task details in the text box at the bottom of the form.

7. Click the Save button.

Editing Tasks1. Select the task to be edited.2. Click the Edit button in the Reading Pane, modify the task information as

required, and then click the Save button. Deleting Tasks

1. Select the task to be deleted.2. Click the task’s Delete icon in the Task list. Marking Tasks as Complete

• Click the Mark complete icon for the task to be marked as complete.• If multiple tasks are selected in the Task view, click the Complete button in

the pane to the right.• To restore a completed task, click the Active filter button above the Task

list, and then click the Flag icon next to the Completed icon.

Working with Contacts and Tasks


Documents

Microsoft Outlook Web App - SLU · PDF fileMicrosoft ® Outlook ® Web App ... Provides access to your account to change your presence status, ... and then press ENTER. 3. Type your