Office 365 for Education utilizes Outlook on the Web to give you access to your university email account. The Mail app operates similarly to your desktop Outlook application, but it also offers unique features.
Navigating your inbox
When you open your mailbox, the Office 365 navigation bar is at the top of the screen. This bar provides many of the options you need to navigate the Mail app.
Starting at the top left of the navigation bar:
- The Office 365 Waffle Menu: click this menu for access to other Office 365 apps and features
- Office 365 button: click this link to return to the Office 365 Portal
- Skype for Business icon: access Skype for Business instant messaging
- Notification bell: receive notifications about new emails and calendar reminders
- Settings wheel: click to access your Mail settings
- Question mark: access help and training documentation about Office 365
- Profile picture: Click to change your Skype status/Office 365 presence or open another mailbox
- Search box: use this box to search for specific emails, Skype IMs, and contacts
- New button: Click the plus sign to compose a new email; click the drop-down arrow to compose a new email, create a new calendar event, or create a new Office 365 Group.
The options in the Settings menu change to reflect the app you are using in Office 365. When you’re using the Mail app, the settings options displayed in the menu are for some of the more common features: Automatic replies, Display settings, and Offline settings.
For information about Automatic replies, you can view the page on How to Set Your Out of Office Reply in Office 365. Display settings lets you choose the layout and display style of your inbox. Offline settings allows you to access your email when you are not connected to the Internet. You should only turn on Offline Access on your personal device and not one that is shared with others, as the offline settings store part of your inbox on your computer’s hard drive.
The Manage integrations option lets you browse through various tools and features made available by third parties, such as Starbucks and Yelp. The My Templates integration (discussed below) has already been added for you.
Full Mail Settings Menu
If you’re looking for settings that aren’t listed in the Settings pane, you can find the rest of your Mail settings at the bottom of the Settings menu under the Your app settings heading. These settings include your email signature, which is not carried over from your Outlook account, so you’ll need to add your signature to Office 365 Mail.
Your inbox is set up by default to list your folders and Groups on the left sidebar, the inbox list is in the center pane, and the right pane displays the selected email. You can change these display options in your Mail settings.
One of the features of your Office 365 inbox is the agenda preview at the top of the center Inbox pane. This preview shows you the next event on your calendar.
You might notice a new folder in your mailbox called Conversation History. This folder is where all of your Skype for Business instant messages and call history are saved.
Because your Groups are listed in the left sidebar, your email folders might be condensed to only show the top four or five folders. To access your other folders and add a shared folder, click the More button.
After clicking the New button to compose a new email message, the composing window will either open in the right pane or a new window (depending on your settings). Everything you need to compose your email is located in the bottom toolbar, including formatting and hyperlink options. The drop-down arrow on the far right has even more formatting options, such as the table tool.
Beneath this toolbar are the standard email options: Send and Discard. Next to these buttons are the paperclip icon for attaching files to your email, the photo icon for embedding media files in your message, the smiley face icon for inserting emojis into your message, and the formatting options button – you might need to select this icon if you don’t see the formatting toolbar discussed above.
The drop-down arrow at the end of this toolbar contains other options for your message, such as saving a draft, inserting your signature or setting the importance level of your message.
To the far right of the above drop-down menu is a blue document icon with a lightning bolt. Click this icon to access the My Templates integration.
My Templates allows you to insert pre-composed messages into your emails and calendar events. You can also use the templates as a way to save multiple signatures to your Office 365 mailbox. Simply create a template for each signature you use. When you’re ready to use one of your templates, click the icon shown above and the My Templates menu will open on the right side of your screen. Click the template you want to use and it will be copied into the message for you. To create a new template, select the blue plus sign next to Template at the bottom of the pane.
A new feature in Office 365 Mail is @Mentions. Similar to social media services that use the @ symbol to tag other users, you can use the @ symbol to tag other Missouri State users in your emails. Tagging someone in an email automatically adds that user to the recipient list and adds a special notification for the user to draw their attention to the email.
Sending Encrypted Emails
If you are sending emails that contain sensitive information or attached documents, you should encrypt the message for an extra layer of protection. Any time you send an email that contains data that can be classified as Private or Restricted information, include the word “secure” in closed brackets in your subject line: [secure]. You can also use [encrypt] and it will have the same effect; the email will require the user to validate their identity before opening it. Of course, if you are sharing private or restricted information with an off-campus or third-party user, you will need to follow the information security policies and submit a SUDERS request first.
When someone receives an encrypted email they will have three options to access the message: login with their Office 365 account, login with a Microsoft account, or receive a one-time passcode after validating their identity. This ensures that no one but the intended recipient can view the email or its contents.