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Office 365 Outlook Email Email in the Cloud

Hints and Tips

Table of Contents

Accessing your email ............................................................................................................. 3 Accessing email through MyPortal ..................................................................................................3

1. https://myportal.fhda.edu ................................................................................................................ 3 Accessing email through Web Browser (outside of MyPortal) ..........................................................3

2. Using a browser go to: outlook.office.com ....................................................................................... 3

Is Outlook in the Cloud/Office 365 encrypted? ....................................................................... 4

Will there still be the same spam filters in place for this new Outlook in the Cloud/Office 365? ............................................................................................................................................. 4

I’m getting this error when I try to access Email: Most likely your email Account is still in the process of Migrating to the Cloud .......................................................................................... 4

I tried logging into OWA and I get this message: Use the following link to open this mailbox with the best performance: ................................................................................................... 4

I don’t see my department email account in my Outlook email. Where did it go? .................. 5

Office 365 Outlook App: Sending Email: Setting Importance, Read Receipt, Delivery Receipt . 5

Office 365 Outlook App: Search ............................................................................................. 6

emailed my distribution list and I received bounced messages. ............................................ 6

Office 365 Outlook App: Where is Print and Create a New Mail Handing Rule and other options? ................................................................................................................................ 7

Office 365 Outlook App: Email is Missing – where did it go? ................................................... 7 Please be sure to read about the "Focused Inbox" setting ...............................................................7

By Default, Focused Inbox is ON. .......................................................................................................... 8

How do I access my calendar? ................................................................................................ 8 At the bottom left of your screen look for these icons .....................................................................8

Outstanding Calendar Issues post migration to the Cloud ....................................................... 8 For calendar events created prior to the migration to the cloud, there is a Microsoft software bug and Microsoft is aware of this problem and working towards a resolution. .....................................8

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I cancelled/deleted a meeting but it is still showing up on my calendar and/or my attendee’s calendars. .............................................................................................................................................. 8 I modified my calendar event changing the day and time and/or adding or deleting attendees but the changes did NOT take effect. .......................................................................................................... 8

Office 365 Outlook App: If you don't particularly like the look of the calendar, you can switch to an older look by turning off the new look: ......................................................................... 9

don’t see the meeting rooms for which I manage reservations ............................................. 9

Office 365 Outlook App: Delete versus Cancel a Meeting ........................................................ 9 This means the same as it did in OWA. ...........................................................................................9

Office 365 Outlook App: Adding .ics or .vcs Events to your Calendar ....................................... 9

Office 365 Outlook App: How to create “Banners” in your calendar ...................................... 11 Click on New Event in the upper left. ............................................................................................ 11

Office 365 Outlook App: Sharing Your Calendar .................................................................... 11 Previous share settings migrate over with your account. You can check those sharing settings and then update their access or completely remove it. ........................................................................ 11

Office 365 Outlook App: Creating an Event that spans more than one day without using the Repeating Meeting option ................................................................................................... 14

Office 365 Outlook App: Adding more information to the Chosen Room Location ................. 15

Where is the Directory in Office 365 Outlook? ...................................................................... 16 At the bottom left of your window click on the People Icon. ......................................................... 16

What is the √ check mark at the bottom left of my screen next to the people/contacts icon? 16 This is a Task List. ......................................................................................................................... 16

Office 365 Outlook App: How much storage is available in my cloud email account?............. 16

Mobile Device Setup ............................................................................................................ 17 If you have an older iPhone or iPad – Message from Apple: .......................................................... 17

Microsoft has removed all of its older versions of its apps from Apple’s iOS App Store. It is not much of a stretch to think that Microsoft has ended functionality for all of its older versions of their apps on older iDevices. ....................................................................................................................... 17

ETS does not support personally owned mobile device email applications ..................................... 17 Most likely you will need to create a new account and select Exchange. ........................................ 17 For the iOS native email app, choose the Exchange option: ........................................................... 17 For the Android naive app: ........................................................................................................... 18 You could try using the Outlook Mobile App: ................................................................................ 19

Outlook Desktop Application ............................................................................................... 20

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Accessing your email

Accessing email through MyPortal

1. https://myportal.fhda.edu

1. Log on to MyPortal and navigate to Staff applications 2. Click the Office Tile 3. Once Office 365 launched, Click on the Outlook Icon 4. For the First-time login into Microsoft Office 365 email, please select Language and

the correct time zone.

5. Please be patient, as it may take a minute or so to sync-up your emails

Accessing email through Web Browser (outside of MyPortal)

2. Using a browser go to: outlook.office.com

Log in to the Outlook Web App using your MyPortal ID and password.

Selecting Private computer option will allow the user a more extended period of inactivity

before signing you out.

Please note if you have bookmarked email.fhda.edu, please remember to bookmark

outlook.office.com

Shortcut: Just type 1@fhda.edu and it will take you to the secure login screen.

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Is Outlook in the Cloud/Office 365 encrypted?

The connection is encrypted.

Will there still be the same spam filters in place for this new Outlook in the Cloud/Office 365?

Proofpoint is still active.

I’m getting this error when I try to access Email: Most likely your email Account is still in the process of Migrating to the Cloud Examples:

I tried logging into OWA and I get this message: Use the following link to open this mailbox with the best performance: It means your email account has been migrated to the Office 365 email cloud server and the browser interface using OWA no longer works for your account.

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Go to outlook.office.com instead and bookmark this new location for email in the cloud. You can also get to Outlook app in Office 365 the OWA replacement by logging into MyPortal, then click on the app:

When your email account has been migrated to the Cloud system you will see the Outlook app:

The original email app in MyPortal takes you to the old on premise email system. Not all email accounts have been migrated to the cloud. Department accounts and some non-active accounts still remain to be migrated as of 9/3/19.

I don’t see my department email account in my Outlook email. Where did it go? Departmental email accounts have yet to be migrated. You can access your department email

account through the OWA interface. If you forgot the password, contact the ETS Call Center at

ext 8324 or submit an ETS Request for Help: Using a browser go to etshelp.fhda.edu. Log in

using your MyPortal ID. Click on New.

Office 365 Outlook App: Sending Email: Setting Importance, Read Receipt, Delivery Receipt Click on the three dots at the top of the new message:

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Move your mouse on top of Set importance and make your choice:

Click on Show message options… Make your selections then click OK.

Office 365 Outlook App: Search There is a search bar at the top of the Outlook browser app and use it along with Filter.

emailed my distribution list and I received bounced messages.

All district distribution lists have been migrated. There might be challenges with campus

managed distribution lists. Contact your college marketing and communications department.

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Office 365 Outlook App: Where is Print and Create a New Mail Handing Rule and other options? Click on the three dots at the top right. Additionally, within the message you are reading, there are three dots with more options.

Office 365 Outlook App: Email is Missing – where did it go? Please be sure to read about the "Focused Inbox" setting Click on View all Outlook settings at the bottom.

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By Default, Focused Inbox is ON.

How do I access my calendar? At the bottom left of your screen look for these icons

Click on the icon that looks like a calendar. Your calendar will open up in a New Browser Tab/Window. This makes it easy to go back and forth between email and your calendar especially when needing to refer to an email for setting up a new event.

Outstanding Calendar Issues post migration to the Cloud For calendar events created prior to the migration to the cloud, there is a Microsoft software bug and Microsoft is aware of this problem and working towards a resolution.

I cancelled/deleted a meeting but it is still showing up on my calendar and/or my attendee’s calendars.

I modified my calendar event changing the day and time and/or adding or deleting attendees but the changes did NOT take effect.

The work around is to email the attendees if you have cancelled an event.

If you need to modify an event, email the attendees about the change, explain the Microsoft bug and to expect a new event invite:

1. You need to create a new invite for changes to the time, day or attendees. 2. If you are just Adding more attendees in order to minimize confusion for all create a new

event and invite only the additional attendees.

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Office 365 Outlook App: If you don't particularly like the look of the calendar, you can switch to an older look by turning off the new look:

don’t see the meeting rooms for which I manage reservations All meeting room accounts were migrated to the cloud. You may need to add them back to

within your account. Follow the instructions for calendar sharing.

Office 365 Outlook App: Delete versus Cancel a Meeting

This means the same as it did in OWA. When you right click, and delete a meeting it will ONLY delete the meeting on your calendar. You must Cancel a meeting to send a notice about cancelling the meeting to invitees.

Office 365 Outlook App: Adding .ics or .vcs Events to your Calendar

1. Save your .ics or .vcs file to your local hard drive or one drive. 2. Go to your calendar and on the left, select Import calendar:

a. 3. In the window that appears, on the left, click on From file:

a. 4. In the next window in the upper right click on Browse:

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a. 5. Locate the file you saved, click Open (on Apple/Mac). You should see the name of your

calendar invite in the window. Then click on Import.

a. 6. Your event should appear in your calendar. Click on the X in the upper right to close the

window:

a.

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Office 365 Outlook App: How to create “Banners” in your calendar Click on New Event in the upper left.

1. Make it an All Day event.

2.

Office 365 Outlook App: Sharing Your Calendar

Previous share settings migrate over with your account. You can check those sharing settings and then update their access or completely remove it.

1. Go to Settings:

2. 3. Click on View all Outlook settings (at the bottom):

4. Click on Calendar (top left):

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5. 6. Click on Shared calendars:

7. 8. Select a calendar - choose Calendar:

9. Sharing and permissions window appears. You may see names of individuals with

whom you have previously shared your calendar. You will need to review the sharing privileges and update. Click on the arrow to select different viewing access privileges to YOUR calendar.

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10. To share your calendar with a co-worker not in the list, start typing their name in the search box. Once they appear, select their name and it should look like this. Then select the access privileges for the individual. If you make a mistake or want to remove someone from the list, click on the trashcan icon.

11. Make sure you select the View for ALL employees:

12.

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Office 365 Outlook App: Creating an Event that spans more than one day without using the Repeating Meeting option

Click on the down arrow and select Custom under the end time field:

Next click on the second date and time to change.

Before:

After:

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Office 365 Outlook App: Adding more information to the Chosen Room Location

In OWA you were be able to easily add any text to the reserved room. You can do the same in

the cloud Outlook application. Type what you want and it will remember for the next time.

Examples:

Before:

After:

Before:

After:

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Where is the Directory in Office 365 Outlook?

At the bottom left of your window click on the People Icon.

The Directory will open up in a New Browser Tab/Window. There is a search bar at the top and just below the search bar are other features for managing your contacts:

What is the √ check mark at the bottom left of my screen next to the people/contacts icon?

This is a Task List.

The Task List will open up in a New Browser Tab/Window.

Office 365 Outlook App: How much storage is available in my cloud email account? You had 100gig of storage available with the on-premise system. Your new cloud email account has 50gig and once you have used 49gig of storage you may not be able to send email. If you need advice archiving email, please submit an ETS request for Help. Using a browser go to etshelp.fhda.edu. Log in using your MyPortal credentials. Click on New and choose the ETS Request for Help form. To save on space, upload documents to your Office 365 OneDrive. Obtain a link to the document and insert the link into the email. For campus and district wide messages it may be better to post the information to a web page and include the link in the email rather than attach an announcement to the email which will use disk space in everyone’s email account.

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Mobile Device Setup

If you have an older iPhone or iPad – Message from Apple:

Microsoft has removed all of its older versions of its apps from Apple’s iOS App Store. It is not much of a stretch to think that Microsoft has ended functionality for all of its older versions of their apps on older iDevices.

ETS does not support personally owned mobile device email applications

Most likely you will need to create a new account and select Exchange.

For the iOS native email app, choose the Exchange option:

https://support.office.com/en-us/article/set-up-email-using-the-ios-mail-app-7e5b180f-bc8f-

45cc-8da1-5cefc1e633d1

Example Creating a New Account native iOS email app:

1. Click on Exchange

2. Type email address in the form of CWID@fhda.edu Enter Description of your choosing.

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3. Click on Sign In

4. Enter your MyPortal Login ID(CWID) and password then click on Submit.

For the Android naive app:

https://support.office.com/en-us/article/set-up-email-in-android-email-app-71147974-7aca-491b-

978a-ab15e360434c

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You could try using the Outlook Mobile App:

If you choose this mobile app, be sure to read about the Focused Inbox setting.

1. Set up email in the Outlook for Android app 2. Set up email in Outlook for iOS mobile app

Recommended download sites for Mobile Email application:

For Android: Google Play Store.

For iOS: Apple App Store.

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Outlook Desktop Application Please note: ETS does not fully support this application. Most if not all of the features provided in the Outlook Desktop Application are now available in the new Office 365 Outlook application. Compared to OWA, this cloud Outlook application is much better. It will take a little time getting used to the change, but you will find the features are nicer and response time is faster compared to OWA. If you receive a message when you launch Outlook such as “Outlook was redirected to the server…” You may want to choose Allow to auto discover your account now in the cloud. Example:

If this doesn’t work, you will need to manually change the server in the Accounts settings: If you do choose to continue to use the Outlook Desktop Application, go to Accounts and select your email account on the left. For the Authentication method, see the example below. Use your CWID and password: (Should be NO change here).

Click on Advanced at the bottom right:

In the next window for the Server use:

https://outlook.office365.com/E0WS/Exchange.asmx

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Then click OK.