Getting Started Using Email 365

MICROSOFT 365 EMAIL
Getting Started Guide
Purpose
This document is designed to assist you in navigating through your new Microsoft 365
email and some of what it has to offer.
Kalin Wilburn
[email protected]
Office 365 Email Beginner User Guide
1
Table of Contents
*All of the titles below are hyperlinked directly to the content so you can simply Left Click on
any topic to get to it quickly.*
Pinning something to your Navigation Bar for Quick Access ................2
Turning off Conversation View ...........................................................3
Pinning Messages for Quick Access .....................................................4
Creating a New Folder, New Group, or New Message .........................5
Printing your Email Messages .............................................................6
Accessing Your Folders .......................................................................7
Accessing Your Email Options, Signature, and Changing Your Theme ..8
Changing from Reply All as Default Message Option ...........................9
Adding or Modifying the Reading Pane............................................. 10
Adding Contacts to Email and Searching Directory ............................ 11
Adding Contacts to Email and Searching Directory ............................ 12
Accessing Your Calendar and Updating the Weather ........................ 13
Accessing Your Calendar and Updating Your Weather Cont’d ........... 14
Accessing Your Calendar and Updating Your Weather Cont’d ........... 15
Setting up Automatic Replies ........................................................... 16
Accessing Office Documents within an Email .................................... 17
Accessing Office Documents within an Email Cont’d ......................... 18
Turning off Notifications .................................................................. 19
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
2
Pinning something to your Navigation Bar for Quick Access
1. Click on the Square in the upper
right hand corner of your email this
will always take you to all of your
application options and return you
to your mail.
2. Hover over whatever you want to
‘Pin’ to the navigation bar and then
left click on the three dots that
appear.
*NOTE: You are limited to 3 icons.*
3. Left click on “Pin to nav
bar”
4. You will now see a quick
access icon in your
navigation bar.
5. If you want to remove it just
right click on the icon and
select “unpin from nav bar”
NOTE: If you are using a theme: In some themes the pin process for
the navigation bar does not ‘stick’ upon logging out. If you
experience this issue please change your theme first before
contacting your tech coordinator.
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
3
Turning off Conversation View
**The email will default to a conversation view. **
1. Left click on the down arrow next to ALL at the top of your email messages.
2. Left click on MESSAGES and this will turn off the conversation view
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
4
Pinning Messages for Quick Access
**You can pin messages to the top of your email so that you have quick access and a nice reminder of
any follow-ups you need to make or as a reference to emails you need access to later or regularly.**
Thus far this is my FAVORITE FEATURE!
1. Hover over the message that you want to ‘pin’ and you will see multiple icons appear.
One of these is a tiny thumb tack.
2. Left click on this thumb tack
3. The message will then pop up to the top of your email and highlight itself. The thumb
tack will turn red.
4. If you want to remove the email just left click on the RED THUMB TACK and it will disappear
from the top.
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
5
Creating a New Folder, New Group, or New Message
1. If you want to create a NEW FOLDER just hover near the word “folder” and then left
click on the plus sign that appears.
2. If you want to create a NEW MESSAGE just left click on the down arrow next to the
word “NEW” at the top of the email messages. Here you can create a new message or
new calendar event.
3. If you want to create a NEW GROUP; Either hover near the word “group” and left click
on the plus sign that appears OR left click on the plus sign next to the word “Create”.
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
6
Printing your Email Messages
1.
2.
3.
4.
5.
When you are inside of an email
Left click on the THREE DOTS in the toolbar above the message
Left click on PRINT
A new window will appear
Modify your printer options, if needed, then left click PRINT (*Your printer options will appear
differently than what you see below in my options because it is based on the printer hooked
up to your content.*)
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
7
Accessing Your Folders
When you first get into your email it will only show a few
folders by default. If you want to access all of your folders
just click on the MORE at the bottom of the folders listed.
Now you will see all of the
folders that you previously
had created.
You can click on the THUMB TACK icon to show all folders or
just the favorite’s folders.
At any time when you are navigating between folders you can
click on the arrow, to the left, and it will take you back to
where you last were.
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
8
Accessing Your Email Options, Signature, and Changing Your Theme
1. Left click on the GEAR ICON and click on CHANGE THEME if you want to add some
pizzazz to your email.
2. Left click on OPTIONS to access your email signature,
link preview, reading pane settings, and other features.
**NOTE: Certain themes will interrupt your functionality in utilizing all of the features available.**
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
9
Changing from Reply All as Default Message Option
The email automatically defaults to REPLY ALL as your first option and we all know how we feel
about people replying to all SO you can actually change this.
1. From within an email click on the DOWN ARROW next to REPLY ALL (mine is already
changed to REPLY)
2. HOVER over CHANGE DEFAULT
3. Left click on REPLY and you are now set.
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
10
Adding or Modifying the Reading Pane
1. Left click on the GEAR Icon
on the navigation bar and
choose DISPLAY SETTINGS
2. You have the option to
modify the READING PANE,
MESSAGE LIST, or
CONVERSATIONS by simply
clicking on the words for
which one you want to
change.
3. Make sure when you are
done you click the OK
option.
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
11
Adding Contacts to Email and Searching Directory
There are a couple different ways to add contacts to an email that you wish to send out.
#1 Searching by name:
1. Open a new email
2. Left click in the TO box (a short list of “Suggested contacts”
will appear – this is based on those individuals you email
often)
3. Start typing in the name of the person you want to send the
email to.
4. A list of possible names will appear (top 5 results)
5. Select from the list by left clicking on a name.
6. If you take too long to decide it will close out the drop
down list and add whatever you initially typed in the TO
box.
#2 Searching the Directory
1. Open a new email
2. Left click in the TO box
3. Start typing the
name of the person you
want to send the email
to.
4. Left click on SEARCH
DIRECTORY
5. It will run a search of
possibilities and provide
you with the results.
6. Left click the name
you want to email
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
12
Adding Contacts to Email and Searching Directory
#3 Searching and Adding within the Directory
1. Open a new email
2. Left click on the WORD TO
3. A new window will pop-up
a. You can then add
someone using the
PLUS SIGN next to their
name and left clicking
on one of the drop
down items that
appear.
b. Use the SEARCH BOX to
find someone
c. SORT how the contacts
appear in the list
d. Left click the “X” to clear out contacts from the email
e. Left click SAVE when you are finished adding contacts to the email.
#4 Using Check Names
1. Open a new email
2. Start typing name of the contact
you want to email
3. Left click on the THREE DOTS in
the message toolbar
4. Left click on CHECK NAMES
5. It will give you the same list of results as if
you did a search through the directory.
6. Left click on the name you want to email.
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
13
Accessing Your Calendar and Updating the Weather


At any time you can access all of your applications, including
your mail and calendar, from left clicking on the square in the
upper left hand corner of the screen.
Left click on the CALENDAR icon
1. You can add an EVENT by clicking the
down arrow next to NEW or
2. Double clicking within any date box
3. Under MY CALENDARS is where you can
access your personal calendar and add
additional calendars, Left click on the
PLUS SIGN, based upon your needs.
4. You can search for events, meetings, etc.
using this SEARCH BOX.
5. By left clicking on any of these options you
can modify the view between just today’s events or the week’s/month’s events.
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
14
Accessing Your Calendar and Updating Your Weather Cont’d
6. PRINT – you can change the view to month, day, or week and choose which calendar to
print plus whether to include a detailed agenda by checking the box.
7. When you view your calendar you will now see
that weather icons appear next to the date. You
can modify your settings so that the weather will
pertain to your specific location(s).
a. Left click on the GEAR ICON (on navigation bar
top left of screen)
b. Left click on OPTIONS
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
15
Accessing Your Calendar and Updating Your Weather Cont’d
c. Left click on the
arrow next to
CALENDAR
d. Left click on
WEATHER
e. Before you can
remove
“Redmond, WA”
by clicking the “X”
you must left click
on ADD ANOTHER
LOCATION
f. You can add
multiple locations
if desired.
g. Just left click the
“X” to remove any
of them.
h. Left click SAVE
when you are
finished.
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
16
Setting up Automatic Replies
If you are going to be out of the office you can setup automatic replies to let others know how
long you will be gone and who to contact in your place.
1.
2.
3.
4.
Left click on the GEAR ICON in the navigation bar.
Left click on the AUTOMATIC REPLIES option
Add your dates and what you want your message to say.
Left click on OK when you are done.
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
17
Accessing Office Documents within an Email
Within the NEW Microsoft 365 you are able to access Office documents directly in the email
without having to open them in a separate window.
1. Left click on the document within the email.
2. It will then open in a new screen with the email on the right hand side and the
document on the left hand side.
3. Left click on the EDIT AND COPY option at the top of the document to begin editing.
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
18
Accessing Office Documents within an Email Cont’d
4. It will make a copy of the document and open as if you are editing right in the Office
Application itself with all the tools you are used to having access to.
5. You can pop the email out into a new window by left clicking on the double window icon in the
upper right hand corner of the screen.
6. Every change that you make within the
document will be auto saved and you will
see the “SAVING” in the bar at the top of
the document.
7. When you are done making edits just click
SEND in the email and off it goes!
Kalin Wilburn, NCOCC
Office 365 Email Beginner User Guide
19
Turning off Notifications
You can choose what types of notifications you want to receive or if you just want to turn them
off completely.
1.
2.
3.
4.
Left click on the GEAR ICON
Left click on OFFICE 365 SETTINGS
Left click on NOTIFICATIONS
Check the boxes next to the
notifications you wish to receive
5. Left click on SAVE when done.
From this same place you can also change the START PAGE or
LANDING PAGE when you first login to your email account.
6. Left click on START PAGE
7. Left click on the down arrow next to SET YOUR START
PAGE and choose from the drop down list of options.
8. Left click on SAVE
Kalin Wilburn, NCOCC