Add an Office 365 Email Account to a Mobile Device

Outlook App for iOS
Outlook App for Android
Android Built-in Email App
iOS Built-in Email App

 

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Access another person's mailbox

 

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General Email
Global Address Book (GAL)
Outlook
Outlook 2013/2016
Outlook Online / Outlook Web App - OWA

Outlook Online for iPhone

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General Email

Will my email address change?

As part of Minnesota State's strategy to reduce administrative costs and direct more money to instruction, a decision was made to eliminate the cost of hosting email servers/data and free-up needed technical staff to focus important campus and system initiatives. The move to Outlook for Office 365 also provides much more space for your email and larger file attachments. Campuses migrating to Office 365 will decide whether to change or not. Regardless, your current email address will "map" to your new Office 365 email. 

Remember that your Office 365 sign in username will look similar to an email address, but is not! The format for all single tenant Office 365 usernames is StarID@minnstate.edu

How will I access my Office 365 email?

Access your Office 365 Exchange mailbox with Outlook 2013, 2016, or Outlook Online (Outlook Web App - OWA). Outlook Online looks different than the desktop version, but offers most of the same functionality.

 

Will I lose any of my current email, appointments or contacts in the migration to Office 365?

No. The service is configured to migrate all content in your current mailbox. Also, the content currently stored on the "archive" server will be migrated and merged with your Office 265 mailbox and available from that single location.

 

I have somewhat sensitive data in my mailbox. Will it be safe in Office 365?

All communication with Office 365 servers is encrypted. Microsoft is compliant with all world-class industry standards including ISO, 27001, EU Model clauses, HIPAA BAA and FISMA, and this is verified by third-party vendors. Minnesota State content is always housed on servers located in the United States.

Will Microsoft be looking at my email? Will there be advertisements when I use Outlook Online / OWA?

No. Your mailbox belongs to Minnesota State. Microsoft does not scan email or documents, save cookies or display advertisements.  

Are there limitations on my Office 365 Outlook email account?

Individual message size - 25 MB

Maximum number of recipients - 500

Employee mailbox size - 50 GB

Student mailbox size - 50 GB

Shared mailbox size - 10 GB

Deleted items retention - 30 days

Recover deleted items from server - 14 days

Spam items retention - 30 days

Reference: https://technet.microsoft.com/en-us/library/exchange-online-limits.aspx#StorageLimits

 

Will older email automatically be archived?

With email storage in the Cloud, there will be no need to archive mail to free-up space on a server. All email will remain in your Inbox until you delete it.

 

Global Address Book (GAL)

Will all Minnesota State staff be included in the Address Book?

Employees at a college or university that is not a participant of the Minnesota State Office365 single tenant* will not appear in the address book.

If the college/university is using their own deployment of Office 365, a federation can be set up between the Minnesota State tenant and the college/university tenant which will allow users in these tenants to connect via Skype for Business (Lync).

*Think of tenant as an apartment building, where a renter has their own space but shares hallways, elevators, stairs, lobby, etc., with other renters.

 

How does a privacy flag affect a student showing up in the GAL?

The  privacy indicator may be found on the following two tables:

-          Person_ST_Public > Field Priv_Code

-          Person_ST_Private > Priv_Code

Campus administrators can only see the privacy indicators for their own campus.  If a student has a privacy flag for another campus they will be hidden  from all address books. 


Outlook

Can I do anything to make Outlook quicker?

One of the main causes of performance problems in Outlook is not having cache mode enabled and not having the correct configuration settings. Complete the following steps and if these settings aren't already in place you should see an improvement in response time.

To check cache settings:

Note: You will need to have Outlook running.

1. With Outlook open, click on the File button in the upper-left corner.

Outlook File Options Page

2. Click on Account Settings and select Account Settings from the drop down menu.

Outlook File Account Settings

3. In the Account Settings window, You should see your email address listed in the middle of the window.  Make sure your email address is highlighted and then click the Change button.

Outlook Account Settings

4. Make sure the Use Cached Exchange Mode option is checked.  Once that is checked, you can adjust the amount of email that outlook will keep on your system.  The default of 12 Months is a good place to start.

Outlook Change Account


5. Next, click on the More Settings button.

Outlook Change Account More

Note:  If you made any changes to cached mode on the Change Account window, you will see the warning message shown below.  Please click OK at this point.  We will address the warning in a moment. 

Outlook Account Settings Warning

6. Clicking the More Settings button will open a new window titled Microsoft Exchange.  In this window, click on the Advanced tab.  In the middle of this window you should see Cached Exchange Mode Settings.  You will want to make sure that your check boxes match the picture below. (Note: If you don't see the Download Public Folder Favorites option, that is OK.)

Outlook Account Microsoft Exchange Setting

7. Click OK to save the settings.  If you made any changes to the settings, you will see the message shown below.  Click OK and you will be brought back to the Change Account window.

Outlook Account Microsoft Exchange Setting Alert

8. Back on the Change Account window, click Next.

 Again, if you have made any changes to settings, you will get a reminder to restart Outlook.  Click OK.

9. After clicking OK, you should see the following window.  Click the Finish button.  This will close the Change Account window and return you to the Account Settings window.

Outlook Finish Changing Account

10. When back on the Account Settings window, click Close.

This will bring you back to the main Outlook window.  Now that we have all of the cached mode settings updated, you will need to restart Outlook for the changes to take effect.

Once Outlook restarts, it will build your new local cache.  This could take several minutes or even a few hours depending on the size of your mailbox.  During this time, you may notice that using Outlook can be a bit slow.  Response will be quicker once your new cache has been built.

You can tell when the cache is built by looking at the bottom of the Outlook window.  You will see All Folders are Up to Date.

Outlook All Folders Up To Date

 

Someone told me that Outlook is slow because I have too many connections. How do I check for the number of mailbox/calendar connections I have in Outlook?

Outlook users that have more than 18 simultaneous mailbox/calendar connections experience significant response time lag. 

To check your number of connections:

1. On the Taskbar, usually found in the lower right, click "Show hidden icons" PC Taskbar Show Hidden Icons

2. The hidden icons (apps that are running but do not display on the Taskbar) window opens

PC Taskbar Hidden Icons Window



3. Hold down the keyboard Ctrl (Control) key and right-click the Outlook "O" icon - a menu opens

 Taskbar Open Menu

4. Left-click on "Connection Status..."

5. The Outlook Connection Status window opens - count the number of Established connections:

Taskbar Outlook Connections
The example above shows a user that has ten active connections.

If you look at numerous calendars/mailboxes during your workday, the threshold for affecting response time is 18. 

If you have 18 or more connections, go to your Outlook Calendar and deselect a few:
Outlook Calendars Selected

Questions or problems? Submit a Desktop Support Services ticket.

Why don't I see all of my email in my Inbox? I always have to click "Click here to view more on Microsoft Exchange."

Scenario: Your email folders (Inbox, etc.) may show a number of items that is less than expected. Older items may appear to be missing. You're seeing a message at the bottom of the list of items, you see the following message/link: 

There are more items in this folder on the server. Click here to view more on Microsoft Exchange.

Additionally, if you search for email items in your mailbox, the search results may display the following text at the bottom of the results:

Showing recent results... More [link].

Likely problem:

Your Exchange email account is configured to use Cached Exchange Mode, and the sync setting is configured to a value other than ALL.

Check your setting: Start Outlook > Click the File tab > Click Account Settings > Click Account Settings again > Click the Email tab > Double-click your account. 

If your Offline Settings are "Use Cached Exchange Mode," what is the timeframe settings? 12 months is a typical setting.

Outlook Offline Settings



How do I check the size of my Outlook mailbox?

All of your mail is stored in a single file. To see the size of the file, right-click on the mailbox (your username) in the left menu/pane and select Data File Properties from the context menu.

Outlook Context Data File Properties

In the Outlook Today Properties window, on the General tab, click Folder Size:

Outlook Properties Folder Size

The Folder Size window has a breakdown of all the folders in your mailbox, as well as the total size.

Outlook Properties Folder Size

Note: Size is provided in kilobytes. Divide the number of kilobytes by 1024 to get the megabytes. In the example above, 1376,688 KB = 1344.4218 MB = 1.312 GB. 

Why doesn't my Outlook (desktop) email and/or calendar match what I see in Outlook Online (OWA)? Shouldn't they be the same?

Your Exchange Active Sync (EAS) account should sync Outlook items (for example, email and meetings) almost instantly.* When synchronization issues occur in Outlook desktop or Outlook Online, you may experience any of the following symptions:

  • You see differences or missing items between Outlook desktop and Outlook Online (messages, appointments, contacts, tasks, etc.)
  • You have an issue with Outlook, but the issue doesn't occur when cached mode is disabled.
  • Occasionally you receive error messages when you manually sync (clicking Send & Receive on the Ribbon - Send / Receive tab).

Before calling for help:

  1. Exit Outlook and restart. This may help by reestablishing/refreshing the link to the server.
  2. Verify that the desktop installation is the correct version, and there is only one version installed (uninstall remnants of earlier versions of Office).
  3. Outlook does not automatically re-establish the connection with the server when a computer goes into sleep or hibernation and then wakes up. If you click Send & Receive on the Ribbon the connection should refresh and sync.
  4. Actions to items while the mailbox is syncing, like deleting new items as they load, may not actually be sent as commands to the server when it has free time or finishes with the initial sync.

Read more - Service Desk Knowledge Article Ref# 20140.

When I open the Address Book in Outlook, it shows the "Offline Global Address List." Can I change this to search my college/system office address book only?

A feature of the Minnesota State Office 365 Tenant is a "Global" address book - email addresses for everyone in the tenant.

The default Address Book is the "Offline Global Address List"

The offline address book reduces response time delays that would be created with a live connection to the Global Address List.

To eliminate the need to filter out the addresses not associated with your college/system office, change your default address book.

1. Open Outlook on your desktop.

2. Open the Address Book.

3. In the Address Book dialog window, choose Tools > Options.

4. In the Addressing window, click the selection list for "When opening the address book..." and select the "Employees" option for your college. This will be your default address book. Examples:

Central Lakes College - ALL (Employees haven't been added to the tenant)
Hibbing CC - Employees
Rainy River CC - Employees
Saint Paul C - Employees (or ALL, as Students haven't been added to the tenant)
Southwest Minnesota SU - Employees
St. Cloud T & CC - Employees
Vermilion CC - Employees

5. Click OK to save your new selection.

6. Recommended: Close Outlook completely. Open Outlook and the Address Book to verify your selection is now the default.

 

Can I read my Outlook email without being connected to the internet? I'd like to catch up on my reading when/where an internet connection isn't available.

Yes - if your account is configured to "Use Cached Exchange Mode," you can read email in the timeframe established by the configuration (typically 12 months). Note: If the email content is provided via a link to an external site (like an online magazine) you will need an internet connection to view that site.

In a situation where you do not have connectivity with the Minnesota State Office 365 Exchange server, the following text is displayed when there are older items on the server that were not synchronized with your local PC .OST (Offline Storage File) file: 

"There are more items in this folder on the server
Connect to the server to view them"

If performing a search while offline, you'd see a message like:

"Server unavailable. <x> months results shown."

 

 

What is a Shared Mailbox in Outlook?

Shared mailboxes ​make it easy for a specific group of people to monitor and send email from a public email alias.

Watch a short video and/or read more.

 

 

What is a Shared Mailbox vs. using Delegate Access?

A Shared Mailbox makes it easy for a group of people to monitor and send email from a common email address. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared mailbox, and not an individual user.

A Shared Mailbox doesn't have it's own username and password. Users can't log into a shared mailbox directly using Outlook or Outlook Web App (OWA). 

To access a Shared Mailbox, the Minnesota State Shared Services team must create the mailbox and give you access (or add you to an existing shared mailbox).

Using Delegate Access allows you to give another user permission to act on your behalf. For example, you may have an assistant or coworker that you want to want to create and respond to meeting requests for you. Some may even monitor your Inbox and send email on your behalf.

To allow someone else to manage your mail and calendar, you must grant access.

 

Can I share a folder in my Outlook Inbox with a coworker?

When you want to share your Outlook items with others, the other person must also be on Office 365 for Business and this person must also be part of the same Exchange Organization (read: a license within the same subscription account or ‘tenant’).
To share a folder, you must 1. Grant Folder visible permissiom at the "top" level of the mailbox; that is, the account name, and then 2. Specific permission to the folder/subfolder(s) that you want to share.

1. Grant Folder visible permission at the top, or "root" level before assigning access to folders.

    • Right click the root folder of the Exchange mailbox - this is the top-level folder with the name of the account. Then click Folder Permissions. (If Folder Permissions is not available, click Data File Properties.)
    • In the Permissions tab, click the name of the delegate. You may need to Add the delegate first.
    • Under Permissions > other, select the Folder visible check box. All other permissions (Read, Delete, Items) can remain as None.
    • Click OK.


Outlook Permissions

IMPORTANT: The steps you just completed grants users access to the top level of the account, but NOT to anything within the account. To be able to see anything within the account, access needs to be granted to folders/subfolders. The next section provides steps to share content in the account.

2. Granting Inbox/folder permissions.

    • In Outlook, right click on the folder you wish to share. From the shortcut menu, select Properties.
    • In the permissions tab, click Add to add the new user to your Permissions list.
    • Use the Permissions level pull-down to select an appropriate permissions level. The list of levels descends from highest (Owner) to lowest (None) access.
    • After you choose a permissions level, you can further adjust the settings by selecting buttons or checking and unchecking boxes in the rest of the Permissions section. You can set different permission levels for each coworker or group that you add.

Outlook Permissions for Users

How do I grant access to another user to manage my calendar and/or mailbox?

If you have an assistant or coworker that helps you manage your calendar or mail, you can grant that person, or "delegate," access to receive and respond to email messages and meeting requests on your behalf. 

You can also grant the delegate additional permissions to read, create, or change items in your mailbox. 

Delegate access goes beyond sharing access to your folders/calendar. Delegates are granted additional permissions, such as creating email messages or responding to meeting requests on your behalf. 

By default, when you add a delegate, the delegate has full access to your Calendar and Tasks folders. The delegate can respond to meeting requests on your behalf. As the person granting permission, you determine any additional level of access that the delegate has to your Outlook account.

There are three permission levels for delegates:

Reviewer - the delegate can read items in your folders.
Author - the delegate can read and create items, and change and delete items that the delegate creates.
Editor - the delegate has Author permissions (see above), and additionally can change and delete items that you created.

To make someone your delegate:

1. Open Outlook 2013.
2. Click the File tab > Account Settings > Delegate Access > Add

Outlook Add Delegate


NOTE: If Add... isn't an available option in the Delegates window, check your connection to the Exchange server. The Outlook status bar displays the connection status.

3. Type the name of the person whom you want to designate as a delegate, or search for and then click the name in the search results. Add. OK.

Outlook Search for Delegate
NOTE: The person must be in the Minnesota State Office 365 Exchange Global Address List (GAL).

4. In the Delegate Permissions box, accept the default permissions or select custom access levels. If the delegate needs permission to work only with meeting requests and responses, the default permission settings are sufficient. (Meeting requests go directly to the delegates Inbox.)

If the delegate will also work with your email, select the appropriate settings.

To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.

NOTE: Selecting Delegate can see my private items box will affect all folders, including Mail, Contacts, Tasks, Notes and Journal folders. There is no way to grant "private item" access to specific folders.

Outlook Delegate Settings
NOTE: Messages sent with "Send on Behalf" permissions include both the delegate's and your names as the From.
When a message is sent with "Send As" permissions, only your name appears.

 

How do I set permissions on my Outlook calendar so others can see or not see my appointments?

By default, all users of Minnesota State Office 365 cloud will be able to check calendars for free/busy times. No specific meeting information will be shared unless you create customized permissions.

To view your current calendar permissions:

A. Open the Outlook Calendar.

B. On the Ribbon > Home tab > Share section, click Calendar Permissions.

Outlook Calendar Share Ribbon

C. In the Calendar Properties window > Permissions tab, you'll see the Default setting. 

NOTE: If you change the default setting from Free/Busy time to either Free/Busy time, subject, location OR Full Details, those permissions will be applicable to ALL Office 365 cloud users. That is, when a campus joins the Minnesota State Office 365 cloud, they will have these permissions to your calendar! 

Instead, we recommend leaving the Default permission as Free/Busy time, and adding specific individuals/groups as instructed below.

Outlook Calendar Default Permissions

To add permissions for specific individuals or groups:

1. Click Add in the Calendar Properties window > Permissions tab (see image above).

2. Select user(s) from the Address Book OR select a distribution group. Click OK.

Outlook Calendar Address Book

5. Select the user(s) or group and the Read, Write and Delete settings. Click Apply > OK.

Questions about adding permissions? Submit a Desktop Support Services ticket.



What applications are included in my Office 365 license/account?

The Microsoft Office 365 suite is a Cloud-based, online version of the traditional installed version of Microsoft Office software. This online service is subscription-based and includes Office, Exchange Online, SharePoint Online, Skype for Business (Lync) Online and Microsoft Office Web Apps.

The Minnesota State Unified license for Office 365 may be called Office 365 for Education.

Web applications include:

    • Outlook Web App (OWA - includes Mail, Calendar, People and Tasks)
    • Office Online (includes Word Online, PowerPoint Online, Excel Online and OneNote Online)
    • SharePoint (Minnesota State Connect will migrate into the unified Office 365 environment)
    • OneDrive for Business
    • Skype for Business
    • Yammer
    • Sway
    • Delve
    • Video
    • Class Notebook
    • Power BI (account add-on)

Office 2013 Desktop applications may also be referred to as Office Professional Plus 2013 (ProPlus), and includes:

For PC:

    • Word
    • PowerPoint
    • Excel
    • Access
    • OneDrive for Business
    • OneNote
    • Outlook
    • Skype for Business (Lync)
    • InfoPath
    • SharePoint Designer
    • Project
    • Publisher
    • Visio

For Mac:

    • Office for Mac 2011 (Word, Excel, PowerPoint, Outlook)
    • Office 2016 for Mac (Word, Excel, PowerPoint, Outlook, OneNote)
    • Lync for Mac 2011

Add-in for PowerPoint



What is Clutter in Outlook 2013 / Outlook Online (OWA)?

Clutter is a new feature in Office 365 that Microsoft has recently released.  Clutter learns from your actions to determine the messages that you likely ignore.  As messages arrive it determines if a message is less important and places it in your Clutter folder.  Clutter gets smarter over time, learning from your prior actions with similar messages.  Clutter experience is personalized to each individual and reflects an email experience without needing to change the way you handle your email.  The information Clutter learns from each user's actions are only applied to that user and not shared with anyone else.

By default Clutter is enabled for your inbox.  Each person gets to decide if they want to use Clutter or not.  Clutter is designed for users that tend to let emails pile up in their inboxes.  Clutter also follows any existing email rules that you have created for your email, which means you don't need to adjust your email settings.

The less important messages are moved to the Clutter folder.  So in the beginning and periodically you may want to check this folder for incorrectly tagged emails.  You can proactively train Clutter by marking items as Clutter or simply moving items to the Clutter folder.  You can do the same for messages that shouldn't be in the Clutter folder by moving items from Clutter to your inbox.  Usually within a few days Clutter should adapt to your new patterns.

Can I check people's availability using free/busy?

Yes. All the familiar Outlook desktop functionality is still available, including adding delegates, rules, subfolders colors, categories, searching and more.

New to users of the united environment will be the ability to check for free/busy times with colleagues across the system that are also members of the single tenant.

How do I export my Outlook Calendar information to Excel?

You may need to see Outlook Calendar data in a spreadsheet for analysis or other task:

1. Open Outlook Calendar from the desktop.

2. Click the File tab > Click Options.

Outlook File Menu

3. In the Options window, click Advanced > Export.

Outlook Options
4. In the Import/Export window, choose Export to a file > click Next.

Outlook Import Export
5. In the Export a file window, choose Comma Separated Values > click Next.
Outlook Export File 1


6. Under Select folder..., choose Calendar > click Next.
Outlook Export File 2

 

7. Under Save exported file as > click Browse and select a location for the saved file.
Outlook Export File 3

8. In the Browse window, select a location and name the file. Click OK.

Outlook Export File 4
9. Returning to the Export to a File window, click Next.

Outlook Export File 5

10. In the next Export to a File window > Click Finish.

Outlook Export File Finish
11. In the Set Date Range window, enter the date range for the calendar items to be exported. Click Next.

Outlook Export Set Date Range

The file is saved to the location selected in step 8.

Outlook Saving File

The file is now ready to be opened with Excel.

 

Outlook Online - Outlook Web App (OWA)

Is Outlook Online / OWA the same as Outlook 2013/2016 desktop version?

Outlook Online / OWA is a "lite" version of the full Outlook desktop client. Use Outlook 2013/2016 for full functionality.

A one-page overview of the Outlook Online user interface is available.

 

How do I turn off "conversation view" in Outlook Online / OWA?

The Outlook Web App (OWA) or Office 365 Outlook Online default setting keeps your relevant email conversations together in an easy to use format, this is especially helpful if you have a lot of emails scattered through your Inbox and are related to the same subject. However, you may prefer to see each email sorted by date or another column.

To turn off Conversation View in OWA:

1. Login to the Office 365 Portal and select Mail, OR login at: https://outlook.office365.com
2. Click the open triangle next to ALL in the upper-right to open the menu.
OWA Conversations

2. Under View as - click Messages to turn off Conversation grouping.
OWA Conversations


How do I open a shared mailbox with Outlook Online?

Shared Mailboxes in Outlook 2013 (Windows desktop client)
Shared mailboxes are automatically loaded into the left navigation area of Outlook.

Shared Mailboxes in Office 365 Outlook Web App (OWA)

    • Click More - located on the right menu under Folders. If you don't see "More" move to the next step.

OWA More Options

 

    • Right-click on your name; 
    • Click Add shared folder

OWA Add Shared Folder

  • In the Add shared folder window, enter the name or email address of a user who has shared folders with you. Click Add.


OWA Add Shared Name
NOTE: You will be able to add any mailbox in the unified directory, but you will only view mailbox content that has been shared! That is, if the mailbox hasn't been shared with you, you can add it to your options but won't actually see content.

OWA Add Shared Name




Shared Mailboxes in Outlook 2011 for Mac

  • Open Outlook.
  • In the top menu bar, next to the apple icon in the upper-left corner, click Outlook.

Mac Outlook Preferences

  • In the Preferences window, click Accounts.

Mac Outlook Accounts

  • In the bottom corner of the Accounts window, click the plus (+) and click Exchange.

Mac Outlook Exchange


  • Complete the form. 
    • The SHARED work email address (not your email address)
    • Your Office 365 username (StarID@minnstate.edu)
    • Your StarID password
    • Make sure Configure automatically is NOT checked
    • Server: outlook.office365.com

Mac Outlook Add Account

  • Click Add Account.
  •  

Outlook App for iPhone

How do I see all email and not just "Focused" email on my iPhone (Outlook for IOS)?

If you use the Outlook App for iPhone/iPad, the app's default mail view is "Focused;" displaying email that it identifies as more important/pertinent than other email. You must tap between Focused and "Other" to see all of your email.
iPhone OWA Mail


If you are not a fan of the Focused email feature, you can turn it off. Here's how:

    1. Open the Outlook App
    2. Tap the Settings icon
    3. In the Settings window, tap/slide the Focused Inbox setting to the left to turn it off.
    4. Tap the Mail icon to return to Mail View.

iPhone OWA Settings