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Up and Running with Office 365

Touring the Outlook user interface


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Up and Running with Office 365

with David Rivers

Video: Touring the Outlook user interface

It's time now to shift our focus over to the Outlook Web app, which is part of Office 365, and we are going to start with a tour of the user interface. Now I am logged in as a regular user of Office 365, not an administrator. You'll see the name up here, and notice there is no admin tab. So things look a little different on the Getting started pane and down below. What's not different though is what appears at the top, and that is a link to Outlook. Now, clicking this, if it's your very first time, you will be prompted to supply your preferred language, as well as your time zone.

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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

Touring the Outlook user interface

It's time now to shift our focus over to the Outlook Web app, which is part of Office 365, and we are going to start with a tour of the user interface. Now I am logged in as a regular user of Office 365, not an administrator. You'll see the name up here, and notice there is no admin tab. So things look a little different on the Getting started pane and down below. What's not different though is what appears at the top, and that is a link to Outlook. Now, clicking this, if it's your very first time, you will be prompted to supply your preferred language, as well as your time zone.

Once you choose those from a dropdown list and click Save, you will be taken to this screen, which is the homepage here in the Outlook Web app. So let's begin with a tour of the user interface, because Outlook has evolved over time. If you've been using Windows 8 and Outlook in that environment, this looks pretty familiar. If not, it could look quite strange. So let's begin in the top-left corner, where we see Office 365. This is an actual link to office.com, so you can go back to that webpage, you can sign out from there, sign back in, et cetera.

Moving across is where we now see Outlook with the arrow under it, indicating that's the app we are using. And notice that the Calendar app is separated out of Outlook. It used to be included as part of the navigation pane. You could flip to your calendar, you tasks, contacts, et cetera. Now we see Calendar up here as a separate item, along with our contacts under People, and then the other items as part of Office 365 the Newsfeed, Skydrive, and your Sites. The other thing that looks a little bit different is this color-coded square next to your name, and that's because if you click the dropdown you'll notice you are actually logged into instant messaging automatically, and you're available.

You can change your status by clicking any of these statuses or even sign right out of instant messaging if you don't want to be included. Down at the very bottom is where you would sign out of Office 365. We won't do that; we will just click in an empty space to close up that menu. All right, now let's go back to the left side, where you will find a link for creating new mail. Now clicking this is going to allow you to create a new mail message like you always have. Down below is the Navigation pane, where you'll see a Favorite section, and by default your Inbox, Sent Items, and Drafts folders are included. And you can change this at any time, and as we move through the movies in this chapter, we will talk about customizing Outlook.

A little further down under your name is where you'll see all of your folders included the ones that appear under Favorites. You will also see things like Deleted Items, Junk E-mail, and Notes here. And down at the very bottom you'll notice is a link to your Tasks or To-Do List. So clicking this will actually change the view. Notice we are looking now at our task. We haven't created any new tasks, but we have a navigation pane. We can see snippets of our tasks and a reading pane over here on the right. To get back to our mail we just go back to Outlook and give it a click.

So tasks still appears down at the bottom of our Navigation pane, but the Calendar and Contacts, they now have their own links up here, and we will talk about those later. Let's continue with our tour of the user interface to the next pane where we see snippets of our email messages. First of all, we have a search field at the top and we can search for contents of mail messages, people's names, et cetera. Whatever you type in here, you'll see a filtered list appear down below based on the search results. And we can also filter down underneath the search field. Notice All is selected, so we are looking at all of our email messages in the selected folder, our Inbox.

But we can look at only the unread messages if we wanted to, by clicking unread. That's a great way to get to the ones you haven't read yet. Let's go back to All. We can also look at just the ones sent to us, or any of that we might have flagged. You can flag messages if you need to get back to them for example. As we go down to the message snippet down below, you'll notice we can sort these as well by clicking the dropdown. You can Sort by Date. Notice the Order can be changed, Newest on top or Oldest on top. And we can use something called Conversations which is on by default. You can turn it off.

If emails are going back and forth between people, a conversation is created, and they are kind of grouped together, even if they don't all arrive at the same time. So we'll leave that as is, but just so you know it's there, you can click it at any time and make your selection. Now, from the snippet itself, with this message selected, you'll notice we are previewing it over here in the reading pane. But we also have some options inside the snippet view, like this little red X to delete the message if we no longer need it. And there's the flag if we want to flag it. Clicking it turns the flag on, and you can see a flag for follow up.

And we can click the flag again to indicate we have followed up. All right, let's go down to another message. If you have a message, go ahead and click it. And you'll notice as soon as we move from a message, it becomes a read message. Any new messages are unread, so my number change from a two to a one. If I want to go back to this and have it appear as though I have not read it yet, I can go over to the reading pane here where I am looking at the contents, and along with the regular buttons for replying, replying to everyone that the message was sent to, or forwarding it, I can also mark this as Unread.

Clicking this makes this appears as though I haven't read it yet, and I now have a new message appearing here. I did move from the other message, so it now appears as though it's been read. There are some other options as well, other actions, and if you click the three dots, you'll notice a number of other actions that can be performed with the selected message. We can delete it from here, we can categorize it, so we can color code it for example. We can also Manage our categories from here. We can send it to the Junk folder and mark it as junk, open it in a separate window, print it from here.

We can create rules for messages from this address as well and view the message details from this dropdown. So, all of those appear under More Actions. And we can also manipulate our user interface. If we want to see more of the message, we can collapse the navigation pane; just go to the top and click the double arrows pointing left. And when you want that back, give it a click to get it back, toggles it on and off. Same thing over here in the top righ- hand corner for our reading pane; we can collapse it and expand it as well.

So if you have a message you no longer need, go ahead and click the little Delete button inside the snippet and it's gone. Of course, it will go to your Deleted items folder. This is a message that I want to remember, so I am going to mark it as unread, and I'm ready to move on. So that's a quick tour of the Outlook web app user interface. If you are feeling comfortable in this new environment, we are ready to move on to using the Outlook web app.

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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