Using Office 365 & Outlook Web Access (OWA)

To access your Office 365 features using a web browser, do the following: 

1.     Launch a Web browser and go to https://outlook.office365.com/owa

2.     Enter your ULM email address and password and click Sign In.

 

 

3.     After signing in, you’ll see a welcome screen. This will display the licensed features you have available, including email, calendar, OneDrive, and other features of Office 365. You may also have access to Microsoft Office applications.

  

The “Install Now” button will install Office Professional to your device. You may install this on up to 5 devices concurrently.

 

Below the Office installation button are a series of “tiles”, which provide access to the Office 365 applications and online versions of Office (Word Online, Excel Online, PowerPoint Online, and OneNote). The tiles are explained below:

The Mail Tile will open Outlook Web Access, containing your university email account and content.

 

The Calendar Tile will open your calendar, allowing you view and schedule events, and email meeting requests to other people.

 

The People tile will open your Contacts. From here you can manage your contact information, including name, address, email, phone, pictures, etc…These contacts are directly accessible from within the mail, calendar, and Office applications.

 

The Newsfeed tile will display updates from people, documents, sites, and tags you are following within Office 365.

 

The OneDrive tile provides web access to 1TB of cloud storage. OneDrive is also already installed on most Windows operating systems from Windows 8 up. By signing into OneDrive with your ULM account, you’ll be able to save and share documents and pictures within Office 365. These can be attached to Office applications or accessed via the OneDrive web interface.

The Sites tile will connect you to document libraries configured by ULM. These may include general help information, as well as department-specific sites. 

The Tasks tile allows you to create tasks and set due dates. These tasks are then available within the Mail and Calendar tiles to keep you aware of pending deliverables. 

The Delve tile shows relevant information, documents, and people that you work with in order to provide visibility into data you may need to be aware of. Similar to the newsfeed, this service uses algorithms to predict data you may need so it’s available. 

The Video tile allows you to create video channels within Office 365. Videos can then be uploaded, shared (publicly or privately). 

The Office Online tiles provide online versions of the most commonly-used Office applications, including Word, Excel, PowerPoint, and OneNote. These applications provide a web-based method to create and share documents. Documents created online can be edited via the Windows versions of Microsoft Office and visa versa.

Swap is way to create and share interactive reports, presentations, newsletters, stores, and more. Because Sway runs on Office 365, content can be shared to others using web browsers, Windows PC, iPhone, or iPad without any conversion required. Sway will handle the conversion, allowing the end user to see the content immediately.

OWA (Outlook Web App) Help 

Calendar Overview 

Setting the correct time zone

Setting the correct time zone prevents/resolves potential issues with calendar appointments. To do this in Office 365, use the following steps: 

1.     Log into Office 365 at https://outlook.office365.com/owa

2.     Click the gear/cog wheel in the top right corner, and select Options.

  

3.     On the left side menu, expand General, then click Region and time zone.

4.     Set your preferred date format, time format, and time zone. Click Save when finished.

Office 365 provides several methods for users to manage junk mail. For a complete list of options and step-by-step instructions, please see below or visit Junk eMail Settings. 

Block or allow (junk email settings)

Use the Block or Allow settings to help control unwanted and unsolicited email messages by creating and managing lists of email addresses and domains that you trust and those that you don’t. To manage junk email settings, select Settings icon > Options, and then select Mail > Accounts > Block or allow.

Block or Allow

Don’t move email to my Junk Email folder

• Select this option if you want to turn off junk email filtering. If you select this, you won’t be able to use any of the other options on this page.
• Selecting this option doesn’t turn off the junk email filtering that’s been set by your administrator.

Automatically filter junk email

• Select this option if you want to use junk email filtering. This filter is in addition to the junk email filter that’s been set by your administrator.

Safe Senders and Recipients

Safe senders and recipients are domains and people you don’t want diverted to your Junk Email folder.

• Add senders you trust and recipients that you don't want to block to this list.

Trust email from my contacts

• If you select this check box, email from any address in your contacts folders will be treated as safe. 

Blocked Senders

Blocked senders are domains and people you don't want to receive email messages from.

• Messages received from any email address or domain in your blocked senders list are sent directly to your Junk Email folder.

Don’t trust email unless it comes from someone in my Safe Senders and Recipients list or local senders

• In addition to Safe Senders and Recipients and Blocked Senders, you can use this setting to treat all email as junk unless it comes from someone included in your Safe Senders and Recipients list or from senders in your organization’s address book.
   

Safe senders and recipients

Safe senders are domains and people you always want to receive email messages from. Safe recipients are recipients that you don't want to block, usually groups that you’re a member of. Messages received from any email address or domain in your safe senders and recipients list are never sent to your Junk Email folder. However, they may be blocked before they reach your mailbox by junk email filtering settings on the server that hosts your mailbox. 

How do I add a sender or a domain? 

1.     Sign in to Outlook Web App at outlook.office365.com. If the Outlook Web App does not launch automatically, select Outlook (or Mail) at the top of the page. Or, select the App launcher Office 365 app launcher icon , and then select Outlook.

2.     At the top of the page, select Outlook (or Mail). Or, select the App launcher icon  , and then select Outlook.

3.     At the top of the page, select Settings > Options, and then select one of the following: 

Block or Allow

OR

Mail > Accounts > Block or Allow 

4.     To add an entry to Safe senders and recipients, enter the email address or domain that you want to mark as safe in the Enter a sender or domain here text box, and then press Enter or select the plus icon  next to the text box. 

• For example, to mark all email from addresses that end in contoso.com as safe, enter contoso.com in the text box.
• To mark a particular person as safe, enter that person's full email address. For example, to mark all messages from tonysmith@contoso.com as safe, enter tonysmit@contoso.com in the text box. 

5.     Select Save to save your changes. 

How do I remove a sender or domain? 

1.     To remove an entry from Safe senders and recipients, select the entry to highlight it, and then select the minus icon .

2.     Select Save to save your changes.

How do I edit a sender or domain?

1.     To change an entry in Safe senders and recipients, select the entry to highlight it, and then select the edit icon .

2.     Make any changes you want. 

3.     Select Save to save your changes. 

Blocked senders

Blocked senders are domains and people you don't want to receive email messages from. Messages received from any email address or domain listed in your blocked senders list are sent directly to your Junk Email folder. 

How do I add a sender or a domain? 

1.     Sign in to Outlook Web App at outlook.office365.com. If the Outlook Web App does not launch automatically, select Outlook (or Mail) at the top of the page. Or, select the App launcher Office 365 app launcher icon, and then select Outlook. 

2.     At the top of the page, select Outlook (or Mail). Or, select the App launcher icon , and then select Outlook. 

3.     At the top of the page, select Settings > Options, and then select one of the following: 

Block or Allow

OR

Mail > Accounts > Block or Allow 

4.     To add an entry to Blocked Senders, enter the email address or domain that you want to mark as safe in the Enter a sender or domain here text box, and then press Enter or select the plus icon  next to the text box. 

• For example, to block all email from addresses that end in contoso.com, enter contoso.com in the text box.
  
  
• To block a particular person, enter that person's full email address. For example, to block all messages from tonysmith@contoso.com, enter tonysmith@contoso.com in the text box. 

5.     Select Save to save your changes. 

How do I remove a sender or domain? 

1.     To remove an entry from Blocked Senders, select the entry to highlight it, and then select the minus icon .

2.     Select Save to save your changes. 

How do I edit a sender or domain? 

1.     To change an entry in Safe senders and recipients, select the entry to highlight it, and then select the edit icon . 

2.     Make any changes you want.

3.     Select Save to save your changes. 

Shared Mailboxes

Best Practices for Shared Mailboxes – Individual vs. Resource 

There are two basic categories of Office 365 mailbox: 

1.     Individual mailbox (assigned to a specific person)

2.     Resource mailbox (assigned to a department or other group)Can represent a department (e.g. Engineering Faculty)

• Can represent a project or program (e.g. Facilities Planning)
  
  
• Can represent a resource (e.g. to allow people to reserve meeting rooms)

Individual mailboxes are typically created by ULM IT staff based on user accounts. Because user accounts are intended to represent actual people, this is not the preferred method for creating shared mailboxes. 

To create a shared accounts contact the Help Desk with the following information: 

• Display name and preferred email address of the account
  
  
• Names and user accounts of the users who will have access to the account
  
  
• Intended use of the mailbox (room reservations, shared calendar, shared mailbox, etc.)
  
  
• Any requests for special calendaring options (e.g. automatic acceptance of calendar invitations and allowance of conflicting meetings) 

Sharing and Delegation

Share your calendar

This is the recommended option for someone who needs only to view your calendar. Be aware that sharing your calendar will allow those you share with to view your appointment details. You can choose to grant access to individuals or a group of people to view your calendar.

This section applies if you use:

• Outlook Web App (OWA) – (Any operating system)
  
  
• Outlook 2010 or 2013 – (Windows)

Microsoft has made available a short video walkthrough that explains how to set up calendar sharing:

https://youtu.be/-pJBtg6-0zg 

Share individual mailbox folders

This is the recommended option if someone needs to access some of your mail (e.g. one or two folders containing information about an ongoing project).

Note: it is not recommended to share your entire mailbox. If you need to grant this level of access to someone, adding them as a delegate is the best option.

Grant a person access to your entire account by making them a delegate

This is the recommended option if you would like to allow someone to accept calendar appointments, move/view/delete mail, or send email from your account on your behalf.

Sharing your mailbox via Delegation

Delegation gives Office 365 user’s permission to access certain features of your mailbox, such as:

• Viewing and/or making appointments on your calendar.
  
  
• Looking at and updating tasks.
  
  
• Reading mail in your inbox and sending mail on your behalf.

If you use Outlook 2010/2013 (Windows):

http://office.microsoft.com/en-us/outlook-help/allow-someone-else-to-manage-your-mail-and-calendar-HA010355554.aspx#_Toc257793592

If you use Outlook 2011 (Mac):

http://office.microsoft.com/en-us/mac-outlook-help/add-and-manage-your-delegates-HA102928247.aspx?CTT=5&origin=HA102928235

 

Recipient Limits for Outbound Messages

Issue
Users are limited to a maximum of 1500 unique recipients per day for outbound messages. Users are also restricted to no more than 500 recipients per mail message.

Workaround
For those users who need to send to larger groups, a distribution group must be used. Please contact the Help Desk if you require a distribution group for large messages.