MINISTRY OF EDUCATION

[Pages:15]MINISTRY OF EDUCATION

MICROSOFT OFFICE 365 USER MANUAL

EMAIL SERVICES

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

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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: .

URL entered in address bar.

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

Email address entered in the first field Generic password entered in the second field Keep me signed in feature

Sign in button

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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.

Email address Enter your current password in this field Enter your new password in this field Confirm your new password in this field

Figure 3 ? Displays the dialog box to update your password

Click Update password and sign in

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 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. Mail Icon

Figure 5 ? Displays the Mail icon

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 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.

English (Trinidad and Tobago). Choose from the Time Zone drop down menu

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.

Click Save

Figure 7 ? Displays the selected Language and Time Zone

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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).

Your emails will be listed in the inbox.

Figure 8 ? Displays Outlook malbox

Please see the descriptions for the tabs on the left side of your Outlook mailbox.

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 Figure 9 ? Displays the main features of your Outlook mailbox

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 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.

Create an email

Drop down list

Figure 10 ? Displays the location to create an email

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