ministry of education€¦ · 7 | p a g e search mail and people: this feature enables a user to...
TRANSCRIPT
MINISTRY OF EDUCATION MICROSOFT OFFICE 365 USER MANUAL
EMAIL SERVICES
1 | P a g e
TABLE OF CONTENTS
1. Accessing the Office 365 Login Portal …………………………………..……2-4
1.1 Opening Your Web Browser ……………………………………………………………………….……2-2
1.2 Signing Into Office 365 …………………………………………………………………….….………….2-2
1.3 Updating Your Password ………………………………………………………………………………….3-4
2. Configuring Your Language and Time Zone …………….………………….4-5
3. Accessing and Creating Emails in Outlook ………………………………..6-12
3.1 How to Access Your Email ………………………………………………………………………………..6-7
3.2 How to Create an Email ……………………………………………..……………………………………7-8
3.3 How to Attach a File to an Email …………………………………………………………………..8-10
3.4 How to Save a Contact ………………………………………………………………………………..10-11
3.5 How to Create a Folder ………………………………………………………………………………..11-12
4. Updating Your Password From Within Outlook ...……………………12-13
2 | P a g e
1 Accessing the Office 365 Login Portal 1.1 Opening Your Web Browser
Open your Web Browser, i.e. Internet Explorer, Chrome, Firefox or Safari.
Enter the following URL in the Address Bar: https://login.microsoft.com/.
Figure 1 – Displays the address bar containing the Office 365 URL
1.2 Signing Into Office 365
Type your Email Address in the first field.
Type your generic Password (Education1) in the second field.
The Keep me signed in feature is an optional feature that enables a user to sign in without
reentering their password each time.
Click Sign In.
Figure 2 – Displays the Sign In dialog box
URL entered in address bar.
Email address entered in the first field
Keep me signed in feature
Sign in button
Generic password entered in the second field
3 | P a g e
1.3 Updating Your Password
Your Email Address will automatically be entered in the first field.
Type your Current Password in the second field.
A strong Password must contain:
1. At least eight (8) characters.
2. A combination of uppercase letters, lowercase letters and numbers.
Type your New Password in the third field.
Confirm/Retype your New Password in the fourth field.
Click Update password and sign in.
Figure 3 – Displays the dialog box to update your password
Email address
Enter your current password in this field
Confirm your new password in this field
Enter your new password in this field
Click Update password and sign in
4 | P a g e
Once you have successfully updated your Password, you will be directed to the Office 365
Home Page.
Figure 4 – Displays the Office 365 Home Page
2 Configuring Your Language and Time Zone Click on the Mail icon on your Office 365 Home Page.
Figure 5 – Displays the Mail icon
Mail Icon
5 | P a g e
You will be directed to choose your preferred display language and home time zone.
The Language will automatically be selected as English (Trinidad and Tobago).
Click the drop down menu for the Time Zone and select
(UTC-04.00) Georgetown, La Paz, Manaus, San Juan
Click Save.
Figure - 6 Displays the automatically selected language.
Your completed configuration should look like Figure 7.
Click the Save button on the bottom left of the dialog box.
Figure 7 – Displays the selected Language and Time Zone
English (Trinidad and Tobago).
Choose from the Time Zone drop down menu
Click Save
6 | P a g e
3 Accessing and Creating Emails in Outlook 3.1 How to Access Your Email
From your Home Page click on the Mail icon. (See Figure 5).
Figure 8 – Displays Outlook malbox
Please see the descriptions for the tabs on the left side of your Outlook mailbox.
Figure 9 – Displays the main features of your Outlook mailbox
Your emails will be
listed in the inbox.
Folder listing
Emails that are sent to you
Emails that you have sent
Emails that you have saved by have not sent
This folder includes Archives and Junk emails
Shared work space
Find and create groups
Create groups
7 | P a g e
Search Mail and People: This feature enables a user to search for past emails using:
1. The senders name
2. The senders email address
3. Keywords from the subject of past emails
Folder: The folder tab includes the folders that are created in your Outlook.
1. Inbox – Stores all the emails that you have received.
2. Sent Items - Stores any emails that have been successfully delivered.
3. Draft – Stores emails that you have saved to be completed and sent at a later time.
Clicking on More will give the user access to additional folders.
Deleted Items – Stores all the emails that you have deleted.
Junk Emails – This folder helps filter unwanted email messages from your Inbox. Junk
email, also known as spam, is moved by the filter away to the Junk email folder. Emails
might also go directly to the Junk Emails folder if Outlook does not recognize the sender’s
email address.
o To be safe, always save your important contact’s email addresses in your Contacts
Folder (Please see 3.4 How to Save a Contact) and always check your Junk Folder.
Archive Folder - Is an efficient method to reduce the size of your Outlook Data File or
mailbox. Archived items can be accessed at any time by opening your archived folders.
Groups – Is a feature that provides a shared workspace for collaboration and sharing.
Members of a group can share and edit documents, have conversations and add items to
the team site.
Discover - This feature is used to find or create groups from within Office 365.
Create – This feature is used to create groups.
3.2 How to Create an Email
Click on the arrow next to the New tab (located at the top of the page).
A drop down list will open.
Click on Email message.
Figure 10 – Displays the location to create an email
Drop down list Create an email
8 | P a g e
Type the email address of the person you are sending the email to in the To field.
If you choose to Carbon Copy a colleague, type their email address in the Cc field.
Type the Subject of your email in the Add a subject field.
Compose your email in the Add a message or drag a file here field.
Click on the Attach icon (paper clip) if you want to attach a file to the email.
Click Send at the bottom of the email.
Figure11 - Displays the dialog box to send an email
3.3 How to Attach a File to an Email
Click on Attach as seen in Figure 11.
Click on Computer to navigate to the file you want to attach.
Figure 12 – Displays the location to find the file to attach
Recipient email address
Cc persons here
The body of the email
Click Send
Attach a file
Type Subject here
Click on Computer
9 | P a g e
For this example we have chosen a file (Test) from the Desktop.
Click on the file (Test).
Click Open.
Figure 13 – Displays the file location
Check Remember my choice for files from my computer.(Optional)
Click on Upload and attach as a OneDrive file.
Choosing Upload and attach as a OneDrive file will save you space in your mailbox.
Figure 14 – Displays the choices to attach a file
Test file
Upload your file
Remember
your choice
Open file
10 | P a g e
Your file will be attached to your email.
Figure 15 – Displays a file that is attached to an email
3.4 How to Save a Contact
In the To or Cc fields click on your contact name or email address.
The menu on the right will open.
Click on More Actions (…)
Click Add to Contacts.
Figure 16 – Displays the location to add a contact
Contact name or email address
address
More actions
Add to contacts
Attached file
11 | P a g e
Add any further information you may have about the contact.
Click the Save button on the top left of the dialog box.
Figure 17 – Displays a person’s contact information
3.5 How to Create a Folder
From your Outlook mailbox (See Figure 10) hover your curser over the Folder tab until you
see an Addition (+) sign on right side of the word ‘Folder’.
Click on the Addition (+) sign.
A white box will open under the last folder.
Type the name of your New Folder.
Figure 18 – Displays of a new folder
Click Save
Create more folders
New folder created
12 | P a g e
Click Enter.
Figure 19 – Displays the new folder added to the list of folders
4 Updating Your Password From Within Outlook Click on the Settings icon located at the top right side of your email page.
Click on Office 365.
You can also type Change your password in the Search all Setting field.
Figure 20 – Displays the Settings area in Outlook
New Folder added to the list of folders
Settings icon
Office 365
Search all setting
13 | P a g e
Click on Change Your Password.
Figure 21 – Displays additional Settings area in Outlook
Type your Old/Current Password in the first field. Type your New Password in the second field. Confirm/retype your New Password in the third field.
Click Submit at the bottom left of the dialog box after you have changed your Password.
Figure 22 – Displays the dialog box to change your password
Change your password
Type your Old/Current Password in this field
Type your New Password
Confirm/retype your New Password
Submit
14 | P a g e
For support regarding your 365 account please contact
Ministry of Education, ICTD Helpdesk Direct Line: 612-4357 (HELP)
Extensions: 4357 (HELP)
Email: [email protected] or [email protected]