O365 Training

Office 365 is a powerful suite of creative and collaborative tools. To get the most out of O365, Microsoft offers a training center that contains essential learning resources. Please take a minute and visit the O365 Training Center to get acquainted with the powerful tools at your disposal.

Quick Tips

Email

Create a mailing list

To learn how to create a mailing list, click here!

Create an email signature

To learn how to create an email signature, click here!

Set an automatic reply (out-of-office message)

Desktop: To set automatic (out-of-office) replies using the Outlook destop client, click here!

Web: To set automatic (out-of-office) replies using the Outlook web client, click here! 

Mobile: To set automatic (out-of-office) replies using the Outlook mobile app, click here! 

Turn Off Focused Inbox

Create an email template

To learn how to create a reusable email template, click here! 

Search inbox folders

On a Windows Machine

To make your inbox searching more effective, ensure you are using the folder select dropdown found just to the right of your search bar.

Note: Searching all mailboxes will not search folders that have been shared with you. To search delegated (shared) folders, you must go into a folder in the delegated mail file and then search within that folder or within the mail file.

You can also filter and refine your searches for added accuracy. To find out more, click here!

On a Mac

  1. To search your inbox on a Mac start by opening Outlook and navigating to the search tab
  2. Next, select the criterion for your search
  3. Finally, type your search into the search bar in the top right of the window

Forward your O365 Email

To learn how to forward your O365 email to an external account, click here!

Understand your Junk Folder

To learn how to manage your junk (spam) mail folder and settings, click here! 

Recover deleted mail items

To learn how to change recover deleted mail items, click here!

Change default text size

To learn how to change your mailbox's default font size, click here!

Shared Mailboxes

What is a shared mailbox?

  • A shared mailbox is a term for a secondary account. These accounts are typically accessed by multiple people.
  • Users who are granted access to a shared mailbox will see the shared account below their primary account when they log in to OUtlook.

View the table below for the difference between a Primary and Secondary account:

Account Features Primary Account (Personal Email) Secondary Account (Shared Mailbox)
Login directly to O365 Yes (Passport York authenticated) No (users with permissions can access the shared mail via their personal account. Must be on O365)
Mailbox size 100 GB 50 GB
Archive mail (no quota) Yes No
Granting access User can delegate access to other users User must submit a ticket requesting access
Delegation features Users can provide folder-level access, and granular calendar access (view/edit access) Only users with full access permissions can provide shared mailboxes multi-level or granular access to folders and calendars
Send As / Send on Behalf of Yes Yes
Auto-reply Can be set by primary users Can be set by primary users through the Outlook Web App
Forwarding Yes Yes
Group membership Can be added as a member to all group types Can be added as a member of a distribution list but not a security group
Accessible via Mobile Client Yes. Can be accessed via IOS/Android client, and can have multiple accounts attached Can be accessed via IOS/Android client, and can have multiple accounts attached
Outlook desktop configuration impact Yes. If multiple accounts are configured, may become temporarily unstable Yes. During the adding process, the Outlook client freezes temporarily. Normal function will restore automatically shortly after
Mail sent from account By default, stored in the user’s personal Sent Folder, but by request (via ticket) sent mail can be stored in a delegate’s sent folder By default, sent mail is stored in the sender’s personal Sent Folder, but by request (via ticket) sent mail can be stored in the shared mailbox’s sent folder
IMAP access Yes No
Account Type Requires a PY account associated with the owner A secondary account is generally used by a department or for a course
Granted York Services Yes Central Web and Shared Mailbox services only

Set an automatic reply for a shared mailbox

For instructions on setting an automatic reply for a shared mailbox, click here!

Add a Shared Mailbox using the Outlook Desktop Client

Windows Desktop: To add a shared mailbox using the Windows Outlook desktop client, click here!

Mac Desktop: To add a shared mailbox using the Mac Outlook desktop client, click here!

Web: To add a shared mailbox using the Outlook web client, click here!
Mobile: To add a shared mailbox using the Outlook mobile app, click here!

Adding/Removing members to Shared Mailboxes

To add/remove users to a shared mailbox, the owner must submit a request to add/remove users to askit@yorku.ca. The request must include the Passport York ID of each user being added/removed.

Calendaring

Schedule a meeting and track responses

To learn how to schedule a meeting and track responses, click here! 

Schedule meeting rooms

To learn how to schedule a meeting room, click here!

Set reminders on email and calendar entries

To learn how to set reminders on calendar objects, click here!

Add task reminders

To learn how to add reminders to a task, click here! 

Delegation

Delegate your email

To learn how to delegate your email to another user, click here! 

Delegate access to your calendar

To learn how to delegate your calendar to another user, click here!

Access delegated email

To learn how to access a delegated inbox, click here!

Open another person's calendar

To learn how to access a delegated calendar, click here! 

To learn all about OneDrive, visit the Office 365 Training Centre.

Teams Quick Tips

To access the Microsoft Teams Quick Tip training provided by Lynda.ca, click here! 

Lynda.ca sign in information below

Teams Essential Training

To access the Microsoft Teams Essential training provided by Lynda.ca, click here!

Lynda.ca sign in information below

Additional Training

Lynda.com is an online learning library offering thousands of high-quality video-based courses on a wide range of business and technical topics. Lynda has an excellent selection of Office 365 and Outlook training.

Recommended learning:

Accessing Lynda Courses Directly

You can access Lynda's incredible learning materials directly through its website

1. From the home page, click Sign In 

2. Next, click Sign in with your organization portal

3. Now, enter yorku.ca into the input field, and click Continue. You will be redirected to Passport York.

4. Finally, enter your Passport York username and password

Check the York Employee Learning Calendar for their various Outlook training courses.

Courses include:

  1. Getting Started with Outlook
  2. Increasing Your Productivity With Outlook
  3. Mail Merge in Word and Outlook