Office 365 How To

Accessing web mail, calendar and other Office 365 apps?
Set up a phone or tablet with the OWA client app?
Set up a client?
Shared mailboxes
Mailbox and folder delegation (Replaces Zimbra folder sharing)
Sharing Calendars
Vacation / Out of Office Auto Reply
Setting up signatures
Forwarding Email to an External Account
Reserving conference room resources
Setting up rules (Replaces Zimbra Filters)
Using categories (Replaces Zimbra Mail Tags)
OneDrive for Business (Replaces Zimbra Briefcase)
How do I clear old calendar reminders?
Clutter (Replaces Zimbra Activity Stream)
Folder Message View - Conversation View Vs. List View

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 How do I access web mail, calendar and other Office 365 apps?

The Microsoft “Outlook Web Access” (OWA) client may be accessed via the portal at inside.alma.edu or directly at mail.alma.edu 

To access your calendar or other apps, open and sign in to OWA.  Then, choose either the grid or the “Office 365” label in the upper left corner:

Choosing the grid will open the “Office 365” app launcher.

Choosing the “Office 365” title will open your Office 365 home page.  You can not only access your apps just like from the app launcher, you can also download and install the MS Office suite to your personal computer.

You are authorized to install MS Office on up to five (5) computers and five (5) tablets/smartphone.  That’s 10 total installations.  To use on your tablet/smartphone, you must download and install MS Office from your app store.

Installing MS Office on a computer that already has MS Office installed will not affect the previous installation.  If you have MS Office 2013 Professional installed, this version will install as an add-on to that installation using your login credentials.  Click here for more information from Microsoft.

Note: DO NOT install MS Office from the Office 365 home page on Alma College owned computers.  MS Office installations on college owned computers is covered under our Microsoft volume licensing agreement.

To manage your installations of MS Office

1. Open OWA
2. Choose the “Office 365” title  to go to the Office 365 Home Page
3. Choose
4. Choose
5. You can manage your installations from this page

If you run out of installable licenses, choose “Deactivate” to make one of your installs available to install on another machine.  This will not uninstall the software from your computer, you will have to do that manually.

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 How do I set up OWA and/or MS Office apps on my smartphone or tablet?

 How do I set up a client?

Windows - MS Outlook 2013

1. Open Outlook
2. Click 
3. Click 
4. Enter your name, Alma College full email address and password
5. Outlook will automatically retrieve server settings from Office 365 system and display
6. Click “OK” to acknowledge the need to restart Outlook
7. Close and restart Outlook
8. Outlook will take several minutes to synchronize with your online account.  This will not affect you online access to OWA through a web browser or smartphone.

OS X - Mac Mail and Calendar

1. Open System Preferences
   
2. Open Internet Accounts
   

   

3. If your old Zimbra account exists, delete the account using the minus (-)
4. Click plus (+) to add an account
5. Choose Exchange
   

   

6. Enter your name, email address and password
   

   

7. Choose continue
8. Choose the apps you would like to use.  Ensure you select mail and calendar.
   

   

9. Close System Preferences
10. Open Mac Mail and Calendar.  Both apps will take several minutes to synchronize with your online account.  This will not affect you online access to OWA through a web browser or smartphone.

If you want to use a different app, contact the help desk at (989) 463-7303 for assistance.

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 Shared mailboxes
Organizational and utility mailboxes are handled differently in Office 365.  These are called “Shared Mailboxes” and this is different from sharing your main account inbox or other folders with other users.  Sharing your inbox and folders with another user is called “Delegation” in Office 365 and will be discussed in the next section.

To add a shared mailbox:

1. Open and sign in to Office Web App (OWA)
2. Right click on your name  and choose
3. Enter the name and choose the name from autocomplete suggestions.  Note:  In some cases, you will need to enter the entire email address.  This is for mailboxes that are hidden in the address book and are not used for usual email purposes.
4. Choose “Add”
5. The shared folders will appear at the bottom of your folder tree on the left side

Alternate Method:  To get more functionality, such as “Send As” and set folder permissions

1. Open and sign in to Office Web App (OWA)
2. Click the photo placeholder (or your photo, if you’ve updated it)
3. Choose
4. Enter the mailbox and choose “Open”
5. This shared mailbox will open in a new tab

Unfortunately, you will have to do this every time you want to open a shared mailbox using this method

 

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 Mailbox and folder delegation (Replaces Zimbra folder sharing)

Please note:  You can only delegate permissions to users within the mail.alma.edu mail system

To add delegated permissions:

1. Open and sign in to Office Web App (OWA)
2. Right-click the folder you want to delegate permissions and choose “Permissions…”
3. Choose
4. Enter the delegate’s name, auto-complete should give you options from the global address list
5. Choose
6. Set permission level to “Reviewer” to allow read-only access.  Some users may want to assign “Owner” access to allow delegate act and send emails on your behalf.