Outlook - myLakeland

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Handling Notes Archives

Handling Notes Archives:

The Lotus Notes client will be available to you until mid summer 2018 so you will have plenty of time to get archives imported. Archives cannot be automatically exported and imported, but we do have a tool that we can manually work with you. Please contact the helpdesk starting in October to schedule a time to process your archives.

Shared Calendars

Shared Calendars:

Outlook has shared calendars and if your shared calendars are not already available, please let us know.

Mailbox Space

Mailbox Space:

Each email database will have 50GB of storage, Lakeland provided 0.5GB within Lotus Notes so space should no longer be an issue.

Lotus Notes Databases

Lotus Notes Databases:

Lotus Notes will still be available through the academic year; however, each database and document list in Lotus Notes will need to be moved. Most committees have moved to the portal already but work will continue to move the rest. Items such as the business cards app and food services requests will become portal forms. A new bulletin board is available on the employee tab, while our policies and procedures location will be announced soon.

Conditional Formatting

Conditional Formatting:

Conditional formatting allows you to automatically change incoming message colors and fonts based on sender, subject, or recipients. Click here for how-to and more information

Office 2016

Office 2016:

With the Outlook roll-out we are standardizing and upgrading everyone's Office version to Office 2016. We will be deploying the improvements to your system using our new System Center Configuration Manager (SCCM) tool. Everyday functions that make up Office 2016 such as Word, Excel, PowerPoint, Publisher, and Access will remain and function similar to their predecessors.

Access Office 365 at: https://portal.office.com
Your username is your Lakeland Email address (Ex. jlaker99@lakelandcc.edu)
Your password is your myLakeland/Active Directory password

Microsoft Teams

Microsoft Teams:

Microsoft Teams will replace Sametime Chat within Lotus Notes and will be installed on your PC using the same automated method as Office 2016. Microsoft Teams can also be used within Office 365 online.

Download Microsoft Teams at: https://teams.microsoft.com/downloads.

Welcome to the Microsoft Outlook Training and Resources Page.

Please view the table of contents below for more information on Microsoft Outlook employee email.

Microsoft Outlook Training Resources Table of Contents
Outlook Web Access - Login
Outlook Web Access - Inbox
Outlook Web Access - Calendar
Outlook Web Access - People
Outlook Web Access - Tasks
Mobile
- Microsoft Outlook mail Application for iOS
- Setup Microsoft Outlook mail on your iOS's default mail application
- Microsoft Outlook mail Application for Android
- Setup Microsoft Outlook mail on your Android's default mail application
Handling Notes Archives
Shared Calendars
Mailbox Space
Lotus Notes Databases
Conditional Formatting
Office 2016
Microsoft Teams
Exporting Contacts to Outlook from Lotus Notes
Outlook HTML Signatures
Relevant Links
Microsoft Teams Download
Outlook App for iOS
Outlook App for Android
External Training Links
Outlook Training for Conditional Formatting
Outlook 2016 Training Resources and Videos
Office 2016 Training Resources
Relevant Documents
Office 365 User Experience Guide
Outlook 2016 Quick Reference Guide

Outlook Web Access - Login

Outlook Web Access:

Access your employee email directly at: https://outlook.office365.com
Your username is your myLakeland username @lakelandcc.edu (Ex. jlaker99@lakelandcc.edu)
If your username contains a number but your email address does not you still need to enter the number to login to Outlook. Your email address will remain the same.
Your password is your myLakeland/Active Directory password

Alternatively you can use the myLakeland QuickLaunch links to Office 365 and Employee Email - Outlook.

Outlook Web Access - Inbox

What you'll see in your Outlook Online employee email

When you login to Employee Email you'll go straight to your Inbox.

Box

Description

Action(s)

Message

Create a new message by choosing

Folders list

The list includes the folders in your mailbox. It will include other folders that you have created.

Choose Expand to show the Folders list, or choose Collapse to hide it.
Right-click an existing folder and choose Create new subfolder.

Search box

In the Search Mail and People box, type who (name of a person) or what (a subject) you want to search for, and then choose

Message list

Messages in the current folder are listed. There might be a visual alert that a message is unread, has an attachment, or is flagged.

At the top of the message list, you can set how you want to view the list. Choose the down arrow, and then choose an option under Filter, Sort by, or View as.

Each message also has a mini toolbar

. You can Delete a selected message, Mark as unread, Flag the message, or pin it to Keep this message at the top of your folder.

Reading pane

The message or conversation that you chose appears in the reading pane. Use the command bar above the reading pane to perform common actions such as deleting, archiving, sweeping, or moving emails.

Choose More to access additional actions—for example, an option to assign a message to a category or to Print a message.

Read and reply to email

Create and send a new email

When you get an email message, you can quickly add the sender to your contact list. You can also start a chat, a call, or an email right from the person's card.

While you have your contact's information card open, you can schedule a meeting right from there.

Outlook Web Access - Calendar

What you'll see in Calendar

Keep track of appointments, meetings, or any other event from anywhere—as long as you have Internet access. Add, edit, or delete events by using daily, weekly, or monthly views.

Box

Description

Action(s)

Search Calendar

Begin typing the name of a person or an event to locate a meeting or appointment containing a particular contact or event title, and then choose

New event

Create a new event by choosing the down arrow, and then choose Calendar event. Then fill in information about the event in the Details form.

My calendars

Under My Calendar, Calendar is the default selection and displays the calendar in Month view. You can move forward or backward through calendar months.

In Month view, the current date is always highlighted—darkly shaded. But if you select another date in that view, it also is highlighted and lightly shaded.

You can add a calendar under My Calendar. Right-click My calendar > New calendar and create a new calendar to use, for example, for a specific project or to track personal appointments. If you decide you don't want the calendar you created, choose the calendar, right-click, and choose Delete > Yes.

Additionally on the command bar, choose the Add calendar down arrow, and then choose a Birthday calendar, a Holiday calendar, or another calendar option. After you add a Birthday calendar, for example, its display can be turned on and turned off. Just choose My calendars, right-click, and choose your option.

Other calendars

You can view more than one calendar at a time. Add other people's calendars and select which to display. You also can create new calendars or new calendar groups.

View options

Choose your calendar view: Day, Work week, Week, Month, or Today.

Calendar pane

Select a specific day in the calendar, and any appointment or event scheduled for that day is listed in this area. You also can double-click a day or time slot and create a new appointment or event.

Share or print a calendar

In Outlook.com, you can share a calendar or print a calendar. Start by choosing the action you want on the command bar.

To share a calendar

Choose Share, type the name of the person who you want to share the calendar with in the Share with box, and then choose Share.
Do one of the following:
- If the person is matched automatically as someone in your contact list, their email address appears and you can choose it.
- If the person whose name you typed isn't in your contact list, type their email address, and then choose Share
When you're done identifying all the persons you want to share the calendar with, choose Done.

Each person you choose to share your calendar with will receive your email invitation. The recipient has the option to choose the Add this calendar to view subject, location, availability, and notes link to get access to the calendar you want to share.

To print a calendar

Choose Print.

Note: Whatever calendar view you have onscreen is previewed.

Do one of the following:
- If the calendar previewed is what you want to print, choose Print.
- If you want a different calendar, in the View drop-down box, choose a new calendar view, and then choose Print.

Options—such as format—available in the Print dialog box might vary based on the chosen calendar view.

Outlook Web Access - People

What you'll see in People

Store and manage all of your contacts in one place. Create new contacts or search for and edit existing ones.

Box

Description

Action(s)

Search People

Begin typing the name of a person you're searching for, and then choose

. If the person whose name you typed automatically is matched as someone who already is in your contact list, their email address appears and you can choose it.

Create, edit, or delete contacts

Use the command bar to access and carry out specific actions.

To create a new contact, on the command bar choose New > Contact. In the Add contact form, provide details about your new contact.

To restore deleted contacts, to clean up duplicate contacts, to connect to social network contacts, to import contacts from other email services, or to export contacts, choose the Manage down arrow.

To edit or delete a contact, choose a contact in the list, and then choose Edit or Delete, respectively.

My contacts

Displays folders you can use to manage your contacts. You can create new contact folders and rename or move existing ones.

To add a folder, right-click My Contacts > New folder.

To rename, move, or delete folders, right-click the folder and select Rename, Delete, or Move to.

Contacts list

Displays contacts in the selected folder under My Contacts. How contacts are displayed depends on your choices. By default, Display is set to All, Display order to First last, and Sort order to First name. Choose the down arrow next to the current selection to change the options. There also are More options available.

Choose a contact to view details in the contact details pane.

Contact card

Displays information about the contact chosen in the contacts list. Details include any information you might have added about the contact, including phone numbers, address, and any company association.

You can connect to a social network with Outlook.com. If you do create a connection, you might be able to link to the contact lists from the social service you're linked to.

Outlook Web Access - Tasks

What you'll see in Tasks

Keep track of things you need to get done, or view and track flagged messages in email that are associated with an action item.

Box

Description

Action(s)

Manage your tasks

Use the command buttons to help you carry out actions to manage your tasks. You can create a new task or delete an existing one, assign a task to a category, attach a charm (an icon) to a task, or mark a task as complete.

Choose to create a new task and then in the task form, fill in details as needed.

My tasks

The first time you expand the default My tasks folder, you'll find two built-in folders:

Flagged items and tasks
Lists tasks that you've created and flagged. Any email message that you flagged in your Inbox also is listed.
- You can Reply to—among other actions—to flagged email in your Flagged items and tasks list. Select the email and either choose an action on the command bar or choose the down arrow next to Reply all and make a selection from the list of options.
Tasks
Lists the tasks you create by choosing

Create new folders. Right-click My tasks > Create new folder, and then name the new folder. The new folder will appear below the Task folder.

Rename or delete any folder you create. Right-click the folder to do either.

Tasks list

Tasks that you've created are listed.

You can use a filter—All, Active, Overdue, or Completed—to decide how tasks are presented in the Tasks list. Choose the down arrow next to the current Filter—All, Active, Overdue, or Complete. If you like, select a different Filter, and then choose Sort by and Order options.

If your task is nearing the date you set for completion, you'll see a small clock symbol next to the task. And if you don't tackle a task by the date you set, you'll find the task labeled as Overdue.

Task detail

In Tasks, choose a task you created and view details about it. In the details pane, choose and change any detail you want about the task. Make sure you Save the changes you make.

If you choose the down arrow next to Edit, you can Delete the task, Categorize it, add a Charm, or simply Open in a separate window.

Mobile

Mobile:

Outlook is available through each device's app store. Simply visit your app store and download the Microsoft Outlook app, and follow the instructions for your respective device and application.

Microsoft Outlook iOS - App

Microsoft Outlook mail Application for iOS:

Step 1 Download Outlook for iOS from the Apple Store, then Open Outlook for iOS.
Step 2 Tap Get Started if it's your first time. Or, open the collapsed menu in the upper left corner > Settings > Add Account > Add Email Account.
Step 3 Enter your full Lakeland employee email address and tap Continue.
Step 4 You will be redirected to the myLakeland login page. Enter your myLakeland username and password and tap Login.
Step 5 Swipe through to view the features of the app and Tap the check or tap Skip. Outlook may request permission to access your calendar, contacts, etc. Tap Yes or Allow. You're now ready to use Outlook!

Setup Microsoft Outlook mail on your iOS's default mail application

Setup Microsoft Outlook mail on your iOS's default mail application:

Step 1 Go to your device's Settings, scroll down and tap Mail > Accounts >Add Account.
Step 2 Select Exchange.
Step 3 Enter your Lakeland employee email address, password, and a description of your account. Tap Next. When prompted to sign in choose Configure Manually.
Step 4 Enter the following and tap Next. • Email: your full Lakeland employee email address. • Server: outlook.office365.com • Domain: Leave Blank • Username: your full email address. • Password: Your Active Directory/myLakeland account password.
Step 5 The Mail app may request certain permissions such as accessing your calendar and contacts. To agree, tap Yes. Then choose the apps you want your email account to sync with your iOS device and tap Save.
Step 6 Now you're all set to go!

Microsoft Outlook for Android app

Microsoft Outlook mail Application for Android:

Step 1
Download Outlook for Android from the Google Play Store, then Open Outlook for Android.

Step 2
Tap Get Started if it's your first time.
Or, go to Settings > Add Account > Add Email Account.

Step 3
Enter your Lakeland employee email address and tap Continue.

Step 4
You will be redirected to the myLakeland login page. Enter your myLakeland username and password and tap Login.

Step 5
Swipe through to view the features of the app and tap the check or tap Skip. Outlook may request permission to access your calendar, contacts, etc. Tap Yes or Allow.
You're now ready to use Outlook!

Setup Microsoft Outlook mail on your Android's default mail application

Setup Microsoft Outlook mail on your Android's default mail application:

Step 1 Update your Gmail app to the latest version: • Open the Google Play Store app on your phone. • Type "Gmail" into the search bar and then select Update. Note: If the update option is not available, you're already on the latest version.After the update is installed, tap the Gmail app icon to open it.
Step 2 Go to Settings > Add account>Exchange and Office 365. Important: Do NOT choose "Outlook, Hotmail, and Live" unless you want to sync email only.
Step 3 Enter your email address. Tap Next. Enter your password and tap Next.
Step 4 Enter the following incoming server settings. Ensure Server is set to outlook.office365.com. Tap Next.
Step 5 Tap OK if prompted to allow remote security administration.
Step 6 Tap Activate to turn on Phone Administrator.
Step 7 Enter the name you would like displayed when you send a message and tap Next.
Step 8 If prompted, tap the notification "Unable to sync calendar and contacts." Tap Allow to provide Gmail access your contacts and Calendar.
Step 9 You are now ready to use your Lakeland Employee email account!

Exporting Contacts to Outlook from Lotus Notes

Exporting Contacts to Outlook from Lotus Notes:

Your personal contact within Lotus Notes will need to be migrated manually to Outlook.

Exporting contacts from Lotus Notes

Open your contacts in Notes and click File > Export Contacts...
If desired, click the Change Directory button to change the location where the file is to be saved and enter a file name and click Export.
Find the export file and make a duplicate copy (just for backup) by right clicking on the file and choosing copy, and then paste it where you would like to save the file.

Importing Contacts to Outlook

Open Outlook, Click File > Open & Export > Import/Export
Click Import from another program or file, and then click Next.
Under Select the file type to import, click the Comma Separated Values (Windows) file type, and then click Next.
Under File to import, click Browse, select the CSV file exported from Lotus Notes, and then click OK. under Options, click one of the following and click Next: Replace duplicates with items imported - If an Outlook contact already exists, it is replaced by the information that you are importing. Do not import duplicate items - If an Outlook contact exists, the information for the imported contact is not imported.
In the Import a File dialog box, under Select destination folder, click a folder for the imported contacts, and then click Next. Note: This usually is the Contacts folder unless you have multiple accounts, or have created multiple contact folders for an account.
Click Map Custom Fields. Drag fields from the .csv file from the left-hand column onto the corresponding Outlook fields in the right-hand column to map them. Here, to populate the email addresses, we need to drag the Internet Address field onto the Email field. If necessary, drag the Business Mail field onto the E-mail 2 field and drag the Personal Mail field onto the E-mail 3 field. All other fields are mapped properly. Once finished click OK and Finish.

Outlook Sample HTML Signatures

Outlook Client

To have a Marketing approved signature created for you contact Adam Continenza at acontinenza3@lakelandcc.edu or 440-525-7507.

Using the Marketing approved signature you can adjust the following HTML and place the file:

· Copy and paste the following path into your Windows 7 or 10 search bar within the start menu and hit Enter:
C:\Users\%username%\AppData\Roaming\Microsoft\Signatures

· Drop your HTML signature file into this folder.

o If your HTML file ends with the file extension .html then it needs to be changed to .htm. Right-click on your HTML file and select Rename, then change the file extension to .htm

· Open Outlook, If you already had Outlook running you may need to close it and re-open.

· Click on File, then Options, then Mail, then click on the Signatures button.

· You should see your new signature file in the list in the "Select signatures to edit" box. The name of the signature will be the same as your HTML file name. Your signature may not look correct in the preview area, but do not worry! This is perfectly normal so don't try to make any alterations.

· Make sure you choose your signature in the "New messages" and "Replies/forwards" select menus.

SAMPLE HTML:

</td><td>

Your Name

Your Position Title

(p)440.525.XXXX

<a href="mailto:username@lakelandcc.edu">username@lakelandcc.edu</a>

<a href="http://www.lakelandcc.edu/" target="_blank">lakelandcc.edu</a>

</td></tr></table>

Outlook Web Access Signature

To create a signature in Outlook Web Access:

Step 1 Click the settings (gear shaped) icon in the upper right corner of the page.
Step 2 In the "Search all settings" textbox start typing Signature to find the Email Signature option and click on it.
Step 3 In the Email signature textbox click the down arrow (righmost icon) in the upper right then click on table and mouse down to select a 2x1 table.
Step 4 Copy this image and paste it into the left cell of the table using the Ctrl+V command. You are unable to right click and paste into the table.
Step 5 Copy this text and past it into the right cell of the table using the Ctrl+V command and edit as necessary. You are unable to right click and paste into the table.	Your Name Your Job Title (p)440.525.7xxx email@lakelandcc.edu lakelandcc.edu
Step 6 To make your email address a clickable link highlight your email address click the down arrow and choose Insert Hyperlink and then enter your email address into the URL field.
Step 7 To remove the table borders hover over any section of the boarder to make the following icon appear and then right click, choose Style, then Clear.
Step 8 Choose the option to Automatically include your signature on new messages or replies and forwards if you would like and then click OK to save your signature.