Web Access to Email with Office 365

 

Introduction

With the migration of your email to Office 365, Web access to email now looks and behaves a little differently, offering a cut down version of the key features you would expect, as well as some useful new ones.  

Web Access to email allows you to access your LSE mailbox from any computer or mobile device connected to the internet.

The guide below highlights some of the key features of Office 365 to help you get started. More detailed advice can be found on the Microsoft Mail in Outlook Web App guide.

Logging in

To log on to your Office 365 inbox:

  1. Open your web browser and go to mail.lse.ac.uk You will be presented with the Outlook Web App log in screen

     

     

  2.  Use the radio buttons to choose an appropriate security option.
  3. Enter your LSE username and password. Click Sign in

Please note: Until all staff at the School have been migrated to Office 365, you will be presented with an additional link to click to complete your login process, as below.

web app link

Navigating in Office 365

OFFICE 365 ICON

The Office 365 icon on the top left of the screen will take you to a screen providing access to several Office online products, such as Word, Excel and OneNote. These products aren’t currently available to staff, but will be in the future. To return to your email, click on Outlook in the blue menu bar.

NAVIGATION PANE

Outlook Web App has some similarities with the full version of Outlook 2010 installed on LSE computers. You will see your inbox with the navigation pane on the left side, and the familiar Mail, Calendar, Contacts and Tasks buttons in the blue menu bar across the top.  Click on the option required to open it.

navigation pane

To create a new email, calendar item, contact or task:

  1. Click on the relevant item in the blue menu bar at the top:
  • For email click Outlook
  • For appointments click Calendar
  • For contacts click People
  • For tasks click Tasks

 

Click on New at the top of the navigation pane on the left side of the screen and proceed as usual.

Using email

Office 365 email will give you access to many of the features you have in Office 2010 on the desktop, including access to Conversation view, providing a threaded view of your email messages similar to other online email programs like GoogleMail.

VIEWING & WORKING WITH EMAIL

To see your mail folders:

  1. Click on Outlook in the blue menu bar at the top of the screen
  2. In the navigation pane, click on MoreYour folders open.

To delete, flag, move or mark several messages as read or unread:

  1. Select the first message and hold down SHIFT (to select a block) or CTRL (to select individual messages) and click the next or last message in the group as needed.
  2. Click the relevant icon in the panel on the right.

To work with a message and then return to the folder:

  1. Click on a single message. The message opens in the preview panel on the right.
  2. Use the Reply, Reply All, Forward or Mark as read options as required.
  3. Delete, print or use other options by clicking the … icon.

To turn off Conversation view:

  1. Click on the CONVERSATIONS BY DATE drop down at the top of your inbox
  2. Under Conversations, click Off

Working with Contacts

My Contacts contains your personal Contacts list.  Open the Directory to see the all-school list of contacts.

Viewing other mailboxes from Webmail

With Office 365, you can add a shared mailbox to the navigation pane on the left, or open another mailbox in a new tab.

To open a mailbox in a new tab:

  1. Log into webmail.
  2. Click on the icon  at the top right-hand side of the Outlook Web App screen and click on Open another mailboxThe Open Other Mailbox dialog box opens.

  3. Enter the name of the other mailbox you wish to view. Note: you will need to have permission to add this mailbox set by the person or team who owns it.
  4. If more than one match for the name is found, a list of these will be displayed.
  5. Click on the mail box name you wish to view and then click on Open. The new mailbox will open in a new tab. Your own mailbox remains open in the previous tab.

 To add a mailbox to your navigation pane:

  1. From the navigation pane, click theDown-arrow  beside Folders to open the list.  The Down-arrowbecomes a Up-arrow.

  2. Click on More.
  3. Right-click on your name and choose Add shared folder

     

  4. Enter the email of the mailbox you want to add and click Add. Note: you will need to have permission to add this mailbox set by the person or team who owns it

The mailbox will appear below your other account(s) in the navigation pane.

Out of Office Assistant

If you plan to be away from LSE for a period of time and will not access your email, you can switch on the Out of Office Assistant to manage your Inbox and automatically respond to incoming mail.

To use the Out of Office Assistant:

  1. Open your internet browser and go to http://mail.lse.ac.uk Enter your LSE username and password and click Sign In
  2. Click on the gear wheel button next to your name at the top of the preview pane. Click Set automatic replies

  3. At the top of the screen click Send automatic replies. If relevant, set the start and end time for automatic replies to be sent by ticking the Send replies only during this time period box and filling in the dates and times of your choice.

    automatic replies

  4. Fill in your message.
  5. When you have finished, click Save at the top of the screen.

Unless you have set an end time, your out of office message will be sent indefinitely until you turn it off. Each correspondent will only receive your out of office response once.

To stop sending automatic replies:

  1. Click on the gear wheel button next to your name at the top of the preview pane. Click Set automatic replies
  2. At the top of the screen click Don't send automatic replies
  3. When you have finished, click Save

You can send different messages to internal (other LSE email addresses) and external (non-LSE email addresses) correspondents if you wish. This is helpful if you need to give different details to each group. The same date and time criteria will apply equally to both groups.

AUTOMATICALLY FORWARD YOUR EMAIL

If you would like to set up an automatic forward for your email so that it is sent to a different address, please see Microsoft's guide on how to forward your email in Office 365. Please note that the link suggestions two options; Option 1 is suitable for use at the School.

Forwarding Email via Web Access

After logging in to Webmail, follow the steps below:

  1. Click on the cog-shaped Settings icon near the upper right corner of the screen and select Options  The Options Pane opens on the left side of the screen

  2. In the Options Pane, click Forwarding. The Forwarding section opens in the main section of the screen

    forwarding

  3. Click the Start forwarding radio button and enter the relevant email address in the box provided.
  4. If you want to keep a copy of each message in your LSE email account, tick the box.  NB: if you will manage your mail through the nominated account while you are away from the office, it is best to leave this blank.  Instead, forward any messages you want to deal with from the office back to your LSE email address so that you need deal only with relevant messages upon your return. 
  5. Save when you are finished.
  6. To return to your Inbox, click the Return button next to Options at the top of the Options pane.

Emptying the Deleted Items folder

To empty the Deleted Items folder:

  1. Right click on the Deleted Items folder in the Navigation Pane.
  2. Select Empty FolderA message appears asking if you are certain.
  3. If you are unsure, select Cancel.  Otherwise, click OKNOTE: if you also use Outlook 2010 or 2013 to manage your email, this action will empty your Deleted Items folder in those versions, too.

empty folder

NOTE: Items deleted by mistake can be retrieved for at least 28 days after the Deleted Items folder is emptied by using Outlook 2010.  Please see here.

Out of office assistant

To use the out-of-office assistant, click on the gear wheel button next to your name at the top of the preview pane and click Set automatic replies.

Logging off

Remember to log off, particularly when using a public machine.

To log off on campus:

  1. When on campus, you will not be able to log out of Office 365 email. Simply close your browser to end your session.

To log off elsewhere:

  1. Click on the person icon next to Tasks in the blue menu bar
  2. Select Sign Out

  3. Close your web browser to complete the logging off process and keep your Outlook Web Access secure.

Online help

Click the ? button in the top right hand corner of the screen to access online help with Outlook 365. 

help

Here you can find a wealth of concise articles on everything from creating signatures and adding shared accounts to using rules, and more.

 

 

 

 

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