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How to set up Office 365 Outlook

By:Christine Fettinger

A How-To manual for getting your Office 365 Outlook up and running

As I was going through the latest Microsoft Office 365 demo, one thing that really stuck out to me was how many intriguing and useful there are to set up Office 365 Outlook.

This post explains some of the basic of how to set up Office 365 Outlook. Additionally, this post will walk you through connecting documents in SharePoint to your Office 365 Outlook account.

Note: Included in this blog are pictures of the step-by-step process outlined in a Microsoft Office 365 demo environment. I have marked the tabs and sections I am referring to in red boxes. Please remember that depending on the package your company purchased, your Office 365 account might look slightly different.

Before we begin, if you are interested in learning more about Office 365, contact a CyberStreams Representative today. We can get you set up with free trials, answer questions, and use demo environments to evaluate how Office 365 can benefit your business.

Office 365 Outlook Setup

When you log on to Office 365, you will start out at a “Get Started with Office 365” home page. This page has tutorials on many basic functions in Office 365, including a section on Outlook. If you run into problems with Outlook, or have more questions, you can always return to this page.

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Depending on the package that your company purchased, you might have the latest version of Office available to download. Select the “PC&Mac” icon. This will bring you to a page where you can install the latest version of Outlook. Make sure you have downloaded the latest version of Outlook.

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Go to the “Outlook” Tab at the top right of the page. This will take you to your Outlook application.

Most of this will look very familiar, especially if you have used the Outlook 2013 Desktop application. One interesting thing is about Office 365 is that in Office 365 Outlook you can see if your email contacts are available, busy, or away from their computer. If you want to change your availability, select your username in the top right corner. A dropdown list will appear where you can select from IM availability options. Since all of the Office 365 applications are connected, this status will also show up in other communication channels like Lync!

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Next to your username, there is a tools tab represented by a gear symbol. Selecting options in this tab will help you with how to set up Office 365 Outlook. “Display settings” and “Change Themes” let you personalize Outlook by altering the display and theme.

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If you select “Options”, “Set Automatic Replies”, or “Manage Apps”, you will be taken to a page where you can manage your email account, as well as set up Office 365 Outlook. On the left hand side of the screen there are a series of options for setting up your email including: Account, Organize Email, Groups, Site Mailboxes, Settings, Phone, Block or Allow, and Apps.

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  • Account:This section lets you manage your email account and any connected accounts. You can edit your personal information, as well as the settings for POP or IMAP access.

  • Organize Email:This section helps you set up where your email goes in your inbox. You can set up inbox rules, automatic replies, delivery reports, and retention policies.

  • Groups:For easier, quicker communication with groups or teams you can set up distribution groups in this section.

  • Site Mailboxes: The site mailbox section is particularly useful for group and teamwork. It gives you and your team another option for storing information in a shared location.

  • Settings:Under the settings option, you can edit email signature, message formats, change your calendar set up, and change your regional settings. This makes it easy to personalize your Outlook account.

  • Phone: This section allows you to manage mobile devices that are synchronized with Outlook, and change settings for text notifications, making it easy for you to stay connected.

  • Block or Allow:The “Block and Allow” functions helps you easily filter out junk mail. Additionally, if you have been having problems with important emails getting set to junk mail automatically, you can enter their domain as a “safe sender”, overriding the forward to junk.

  • Apps:The apps function allows you to manage apps connected to Outlook. By default Bing Maps, Suggested Meetings, Unsubscribe, and Action Items are installed, but there are many more Apps that you can use to enhance the functionality of your Outlook Web App experience.

Connect SharePoint Documents to Outlook

My favorite aspect of Office 365 is how easy it is to share and manage information. This is really epitomized in the ability to connect documents in SharePoint
to your Office 365
Outlook account.

To do this, go to your SharePoint pages by selecting the “Sites” tab in the upper right hand corner of the screen. Navigate to your personal SharePoint site, and select your “Documents” tab.

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On your “Documents” page you can select the “Liberary” tab on the upper left hand corner. This will open an editing ribbon. The button that we are interested in is “Connect to Outlook”.

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If you select this option, you will be prompted to enter your email adress, and password. You may also receive a caution propmpt from windows letting you know that you are letting a program connect with your computer – you can ignore this because you know exactly
where the program is coming from – your SharePoint!

A folder will be created in your Outlook containing the document you selected. This makes it easy to work and share information at your desk, at home, or on the go!

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Note: You must have a document or folder selected for this function to work (a checkmark appears by selected documents).

You may notice that if you try and share certain documents, the “Connect to Outlook” button is greyed out and unavalible. This has to do with permission settings. Office 365 makes it easy to share information, but it also has security measures that make sure people are not shareing things that they should not be shareing. If you notice that you do not have permission to share something that you need, contact your system administrator.

There are many more ways to use Office 365 Outlook at work, so play around with the options, and check back with our blog for more Office 365 topics, How-To’s, and ideas coming soon!

If you are interested in learning more about how Office 365 can benefit your business, visit CyberStream’s Office 365 Branch, or contact an CyberStreams Representative today!