Difference between pages "O365 - Organizing E-mail" and "O365 - People Overview (Contacts)"

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'''''Documentation Source: Microsoft.com'''''
 
'''''Documentation Source: Microsoft.com'''''
  
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Create Inbox rules in Outlook Web App to automatically perform specific actions on messages as they arrive, based on your criteria. For example, you can create a rule to automatically move all mail sent to a group you're a member of to a specific folder.
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People is where your personal contacts are stored and where you can view any address books that have been set up for your organization.
  
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If you want to create and manage inbox rules in the Outlook desktop program, see Manage email messages by using rules.
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==What you’ll see in People==
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[[Image:Image001_o365_03.png]]
  
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To manage rules, click the gear icon > Options > Organize Email > Inbox Rules.
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#Create a new contact by selecting [[Image:o3651_plus.png]].
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#All the places you can find contact information.
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#Search. Type a person’s name here to search for them in your contacts and in your organization’s address book. For more information, see [[Search in Outlook Web App]].
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#List of all contacts in the current folder.
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#The contact card for the selected person.
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#Actions you can take directly from the contact card. Select the icons to send a message, start an IM session, or create a meeting request.
  
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==What you’ll see on the Inbox Rules tab==
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==Create a new contact==
  
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The Inbox Rules tab shows you an overview of all your Inbox rules. From here, you can review what a rule does, turn rules off or on, create new rules, edit existing rules, or delete rules that you no longer need.
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To create a contact, select the folder under My Contacts that you want to create the contact in, then select [[Image:o3651_plus.png]] and select Create contact.
  
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[[Image:Image002_o365_07.png]]
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[[Image:Image004_o365_03.gif]]
  
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#Settings used to manage inbox rules.
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This will open a blank contact form. Fill in any details that you want. Select the [[Image:o3651_plus.png]] icon to see more options for that type of information. For example, if the person you’re adding to your contacts has multiple phone numbers, select the [[Image:o3651_plus.png]] next to Phone to add phone numbers.
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#Rules are processed in the order listed.
 
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#The information pane shows a summary of the criteria and actions for the selected rule.
 
  
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[[Image:Imagemod1_o365_07.png]]
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When you’re done, select [[Image:o365_save.png]]Save to save your changes or [[Image:o365_bdiscard.png]] to cancel.
  
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==How do I create a new rule?==
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==Create a group==
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You can create two types of groups in Outlook Web App. The first is a personal group, which is a group that is stored in your Contacts folder and can contain entries from your personal Contacts and from your organization’s address book.
  
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To create a new blank rule using the Inbox Rules tab, choose  new.
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To create a personal group select the folder under My Contacts that you want to create the group in, then select [[Image:o3651_plus.png]] and select Create group.
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The new rule window has three sections:
 
  
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[[Image:Imagemod2_o365_07.png]]
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[[Image:Image007_o365_03.png]]
  
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==How do I edit a rule?==
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This will open a blank group form. Enter the group name that you want and any notes. To add members, type the name of the person you want to add in Members. Outlook Web App will search for a match in your Contacts and in your organization’s address book. If a match isn’t found, you can search for that person. You can also type an email address directly in Members. Press Enter to add your selection to the group.
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You can edit any rule by selecting it and choosing  edit to open the rule so that you can change the conditions or actions of the rule.
 
  
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==How do I delete a rule?==
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When you’re done, select [[Image:o365_save.png]] to save your changes or [[Image:o365_bdiscard.png]] to cancel.
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If you have a rule that you no longer want, you can select it and then click  delete to remove it. If you just want to turn the rule off for a while, remove the check mark next to the rule.
 
  
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==What else do I need to know?==
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*When you create a new rule in Outlook Web App, you may receive a warning that some rules that were created in Outlook and are currently disabled will be deleted. Before you delete those rules, you may want to sign in to your account using Outlook and check the rules to see if you want to keep them. Enable any rules you want to keep.
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*Rules are run from top to bottom in the order in which they appear in the Rules window. To change the order of rules, click the rule you want to move, and then click the  up or down arrow to move the rule to the position you want in the list.
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==Create a contact from a message==
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*Some types of messages won't trigger Inbox rules, including:
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*Delivery status notifications, which include non-delivery reports and system messages.
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You can add any contact that you see in a message to your Contacts. To add a contact from a message:
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*Read receipts and delivery receipts that are generated by an e-mail client.
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#Select the name to see the contact card.
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*Some automatic-reply (Out of Office) messages.
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#Select Add to Contacts.
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*You don't have to use the Inbox Rules tab to create a rule. You can also create rules directly from messages. To create a rule directly from a message:
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*Right-click the message in the message list pane, then click Create Rule.
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[[Image:Image008_o365_03.png]]
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*Or while you view the message in the reading pane, select the extended menu  and then choose Create Rule from the menu.
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*Each rule you create will take up space in a hidden section of your mailbox. This section is limited to 64 KB. The actual amount of space a rule uses depends on several factors, such as how long the name is and how many conditions you've applied. When you reach the 64 KB limit, you'll be warned that you can't create any more rules. If that happens, you'll have to delete or simplify some of your existing rules before you can create more. Some ways you can reduce the space used by rules are:
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#Add any additional information you want.
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*Delete rules you no longer need.
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#Select Save to add the card to your Contacts, or Discard to cancel.
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*Shorten the names of your rules.
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*Combine one or more rules that do the same thing.
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==Edit a contact==
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*Remove criteria from rules.
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Find and select the contact that you want to edit. You can only edit contacts in the folders under My Contacts. When you select a contact, you’ll see their details in the reading pane. To edit their information, select Edit. Make any changes that you want, and then select [[Image:o365_save.png]] to save your changes or [[Image:o365_bdiscard.png]] to cancel.
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*When you create a forwarding rule, you can add more than one address to forward to. The number of addresses you can forward to may be limited, depending on the settings for your account. If you add more addresses than are allowed, your forwarding rule won’t work. If you create a forwarding rule with more than one address, test it to be sure it works.
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==Linking and unlinking contacts==
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Outlook Web App detects contacts that have the same or very similar display names and will link them into a single view. To see which contacts have been linked, choose a contact card, and then in the reading pane under Linked contacts, select Manage. You can also choose the contacts that you want to link.
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[[Image:Image009_o365_03.png]]
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This will display the linked contacts, if any, for that card.
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[[Image:Image010_o365_03.png]]
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#View all the contacts linked to this contact card. If a link has been added that you want to remove, select it to view it or unlink it.
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#Suggested links shows links that might match this person.
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#You can find additional contacts to link by searching.
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Any changes you make will be saved automatically as you make them. When you’re done, select [[Image:o365_bdiscard.png]] to close the window.
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== Using Outlook Web App on a mobile device ==
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If you’re using Outlook Web App on a mobile device, such as a tablet or smart phone, you may see something different from the images above.
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[[Image:Image011_o365_03.png]]
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Most features work the same as they do when you’re using Outlook Web App on a desktop or laptop computer, but some things are done a little bit differently.
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Tap the navigation icon [[Image:o365_nav.png]] in the lower corner to switch between Mail, Calendar, and People.  
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To search, tap the search icon [[Image:o365_search.png]]. Tap the add to Contacts icon [[Image:o365_contacts.png]] to add the selected entry from your organization’s address book to your Contacts. Tapping the more icon [[Image:o365_more.png]] will show more selections.
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You create new items by tapping the new item icon [[Image:o365_newitem.png]]. Look for chevron icons [[Image:o365_expand.png]][[Image:o365_collapse.png]] to expand or collapse the part of the screen they appear on.
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To get to Options when you’re using a mobile device, tap the more icon [[Image:o365_more.png]], then tap Options.
  
 
'''''Documentation Source: Microsoft.com'''''
 
'''''Documentation Source: Microsoft.com'''''

Latest revision as of 19:28, 27 January 2021

Documentation Source: Microsoft.com

People is where your personal contacts are stored and where you can view any address books that have been set up for your organization.

What you’ll see in People

Image001 o365 03.png

  1. Create a new contact by selecting O3651 plus.png.
  2. All the places you can find contact information.
  3. Search. Type a person’s name here to search for them in your contacts and in your organization’s address book. For more information, see Search in Outlook Web App.
  4. List of all contacts in the current folder.
  5. The contact card for the selected person.
  6. Actions you can take directly from the contact card. Select the icons to send a message, start an IM session, or create a meeting request.

Create a new contact

To create a contact, select the folder under My Contacts that you want to create the contact in, then select O3651 plus.png and select Create contact.

Image004 o365 03.gif

This will open a blank contact form. Fill in any details that you want. Select the O3651 plus.png icon to see more options for that type of information. For example, if the person you’re adding to your contacts has multiple phone numbers, select the O3651 plus.png next to Phone to add phone numbers.

When you’re done, select O365 save.pngSave to save your changes or O365 bdiscard.png to cancel.

Create a group

You can create two types of groups in Outlook Web App. The first is a personal group, which is a group that is stored in your Contacts folder and can contain entries from your personal Contacts and from your organization’s address book.

To create a personal group select the folder under My Contacts that you want to create the group in, then select O3651 plus.png and select Create group.

Image007 o365 03.png

This will open a blank group form. Enter the group name that you want and any notes. To add members, type the name of the person you want to add in Members. Outlook Web App will search for a match in your Contacts and in your organization’s address book. If a match isn’t found, you can search for that person. You can also type an email address directly in Members. Press Enter to add your selection to the group.

When you’re done, select O365 save.png to save your changes or O365 bdiscard.png to cancel.


Create a contact from a message

You can add any contact that you see in a message to your Contacts. To add a contact from a message:

  1. Select the name to see the contact card.
  2. Select Add to Contacts.

Image008 o365 03.png

  1. Add any additional information you want.
  2. Select Save to add the card to your Contacts, or Discard to cancel.

Edit a contact

Find and select the contact that you want to edit. You can only edit contacts in the folders under My Contacts. When you select a contact, you’ll see their details in the reading pane. To edit their information, select Edit. Make any changes that you want, and then select O365 save.png to save your changes or O365 bdiscard.png to cancel.

Linking and unlinking contacts

Outlook Web App detects contacts that have the same or very similar display names and will link them into a single view. To see which contacts have been linked, choose a contact card, and then in the reading pane under Linked contacts, select Manage. You can also choose the contacts that you want to link.

Image009 o365 03.png

This will display the linked contacts, if any, for that card.

Image010 o365 03.png

  1. View all the contacts linked to this contact card. If a link has been added that you want to remove, select it to view it or unlink it.
  2. Suggested links shows links that might match this person.
  3. You can find additional contacts to link by searching.

Any changes you make will be saved automatically as you make them. When you’re done, select O365 bdiscard.png to close the window.


Using Outlook Web App on a mobile device

If you’re using Outlook Web App on a mobile device, such as a tablet or smart phone, you may see something different from the images above.

Image011 o365 03.png

Most features work the same as they do when you’re using Outlook Web App on a desktop or laptop computer, but some things are done a little bit differently.

Tap the navigation icon O365 nav.png in the lower corner to switch between Mail, Calendar, and People.

To search, tap the search icon O365 search.png. Tap the add to Contacts icon O365 contacts.png to add the selected entry from your organization’s address book to your Contacts. Tapping the more icon O365 more.png will show more selections.

You create new items by tapping the new item icon O365 newitem.png. Look for chevron icons O365 expand.pngO365 collapse.png to expand or collapse the part of the screen they appear on.

To get to Options when you’re using a mobile device, tap the more icon O365 more.png, then tap Options.

Documentation Source: Microsoft.com

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