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Up and Running with Office 365

Reading, creating, and sending an email


From:

Up and Running with Office 365

with David Rivers

Video: Reading, creating, and sending an email

All right! Let's spend a little bit of time working with email messages here in the Outlook web app. A lot of this will be familiar to you if you're already using the Outlook app in a Windows 8 environment. Some of it might look a little bit different. We will begin by going to our Inbox, and hopefully you have a message you can select from the list. With it selected, you're viewing it by default over here in the reading pane. And you are going to be able to see who it's from, when it came from that person. What I like is how you can hover over their picture or their name and see some options down below. For examples, I see that this person is away from their instant messaging. I can also tell from the yellow bar down the left side.

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Up and Running with Office 365
2h 11m Appropriate for all May 16, 2013

Viewers: in countries Watching now:

Get started using Office 365, the Microsoft hosted collaboration and productivity suite that allows businesses and teams to email, collaborate on documents, and share calendars. Author David Rivers tours the subscription service, showing how to administer user accounts; share and collaborate with a team site; and manage mail, contacts, and calendars with the Outlook web app. The course also explains how to connect with colleagues using the instant messaging and social media features.

Topics include:
  • What is Office 365?
  • Choosing the right plan
  • Defining and adding users
  • Uploading files to the cloud with SkyDrive
  • Viewing and editing your website
  • Sending and receiving email
  • Importing contacts into Outlook Web App (OWA)
  • Managing tasks
  • Creating documents on a team site
  • Adding web parts to a page
  • Sending instant messages
  • Setting up newsfeeds
Subjects:
Business Computer Skills (Mac) Computer Skills (Windows) Email Spreadsheets Word Processing
Software:
Office 365
Author:
David Rivers

Reading, creating, and sending an email

All right! Let's spend a little bit of time working with email messages here in the Outlook web app. A lot of this will be familiar to you if you're already using the Outlook app in a Windows 8 environment. Some of it might look a little bit different. We will begin by going to our Inbox, and hopefully you have a message you can select from the list. With it selected, you're viewing it by default over here in the reading pane. And you are going to be able to see who it's from, when it came from that person. What I like is how you can hover over their picture or their name and see some options down below. For examples, I see that this person is away from their instant messaging. I can also tell from the yellow bar down the left side.

I can send a message to this person. I can contact them via instant message if I want to reply instantly. And a last item is to schedule a meeting with this person. So, different ways to respond to the email I'm looking at. I am just going to click down below. Notice there is also something called action items. I like this. Give it a click and the Outlook web app's is going to look at your message, analyze it to see if there might be any action items for you inside, and in this case it's highlighted some text.

I need to provide a list of training development needs. That's an action item. And it has to be done by Friday. That's kind of the same action item, so I might want to follow up. It gives me an opportunity to click the flag here as something I need to follow up on. The flag also appears over here on the list. All right I don't need to see that. I can click action items again. Other things I can do with the message, the obvious, like reply, reply all and forward, but there are some other action items. There's reply by instant messaging. If I want to delete this message, I could do it from this menu as well.

Categorizing is a great way to color code messages that are related, for example, any messages from David Rivers I might want to color code in blue. And I can change it from blue category to David Rivers by going down to manage categories. I can mark this as junk mail. I can print it out from here. I can open it in a separate window, which is the same as going to the list and double-clicking the message. Notice it opens up in its own window, and I am going to see all of those options and some additional ones, like deleting from here.

There's Action Items there. And I can close this window when I'm done. So that's looking at a message, maybe even replying to a message, but creating new mail is as simple as going to the new mail link and clicking there. Notice it doesn't create a separate window; you actually have something showing up different over here on the reading pane, and your cursor is flashing, waiting for you to type in who you want to send this to. Now you could type in an email address, or if you're part of an Office 365 team, you could type in, say, a first name, like Karen.

Notice what shows up here: Karen Leslie. I am going to take that out and try David. Down below is a search contacts and directory link. I can click and there it is. David Rivers. the only David in the group. Now that's the Office 365 group. If there are people outside the group, again you'll need to add them to your contacts-- something we'll talk about later--or simply type in their email address here. You can CC people. Notice the plus sign off to the right. By clicking this you can go to your contacts and select people, but we haven't got there yet so we'll click Cancel. And then down below is the subject.

I am going to type in User Conference. All right down below that is the message area. We click down below and you will notice you do have some formatting options on a makeshift toolbar here. Let's type in User Conference 2013. We will hit Enter a couple of times and begin typing our message. But if we want to format things, it's just as simple as clicking and dragging over the content. You can change the font if you wanted to, change the font size, let's bump it up to 18, we could bold that, italics, underline. We can create bulleted and numbered lists from here, highlight, even change the text color.

I'm going to go for a dark blue. Now I could continue down below, typing the rest of my message. When I'm ready to send this off I hit the Send link that appears at the top of the message. If I don't like what I have, I want to start over, I can again discard this entire message or add an attachment if I needed to. What if I want to just save this for later as a draft? Click the ellipses to see other actions, including Save right at the very top. It now becomes a draft that appears in your Draft folder.

So you'll see a 1 next to drafts. You also see the status appear as Draft, saved to your Draft folder and when. So we could continue with this and again send it when you're ready. Clicking Send will send it off. It's removed from your Drafts folder and a copy is-- you guess it--in your Sent items. So off it goes. I've now sent a message. I've read a message. I've worked with a couple of messages so far. But when we could start to pile up the messages, we might want to stay organized with folders. We will talk about that next.

Find answers to the most frequently asked questions about Up and Running with Office 365.


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Q: Where did the Save button go? How do I update the files I’m editing?
A: All files are now automatically updated/saved on the fly while editing, so there’s no need to save manually. Hence the absence of the Save button.
Q: How do I rename my Excel workbook or PowerPoint presentation?
A: Click the name of the file in the title bar and edit it there.
Q: I can’t see my headers and footers.  How do I edit them in Word?
A: Go to the Insert tab, and click Header & Footer.  Any existing data will appear and can be edited.
Q: Where is Track Changes in the web apps?
A:  That functionality is not yet available.  You can open your file in the desktop app to use that feature and then continue to work on it in the web app without losing the Track Changes information.
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