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Office 365

1. General Service Information

1.1. Submit spam, non-spam, and phishing scam messages to Microsoft for analysis

Submit junk or phishing messages that passed through the spam filters

If you receive a message that passed through the spam filters that and should be classified as junk or a phishing scam, you can submit the "false negative" message to the Microsoft Spam Analysis and Microsoft Phishing Analysis teams, as appropriate. The analysts will review the message and add it to the service-wide filters if it meets the classification criteria.

You can submit junk email messages in the following ways:

Using Outlook Web Access to mark the messages as junk

Review the following articles for marking messages within the OWA console:

http://www.centralit-helpdesk.co.uk/admin.php?pg=kb.page&page=220
http://www.centralit-helpdesk.co.uk/admin.php?pg=kb.page&page=221

Use email to submit junk (spam) or phishing scam messages to Microsoft

To submit a junk or phishing scam message to Microsoft:

  1. Create a blank email message.

  2. Address the message to the Microsoft team that reviews messages, as follows:

  • For junk messages: junk@office365.microsoft.com

  • For phishing scam messages: phish@office365.microsoft.com

  1. Copy and paste the junk or phishing scam message into the new message as an attachment.

    Note

    You can attach multiple messages to the new message. Make sure that all the messages are the same type — either phishing scam messages or junk email messages. > Leave the body of the new message empty.

  2. Click Send.


2. Outlook on the web

2.1. Setting up an Out of Office message

This topic shows you how to use the Automatic Replies tab. Use automatic replies whenever you want to let people who send you email know that you won't be responding to their messages right away. After automatic replies are turned on, they'll be sent once to each sender.

Set up an automatic reply

To turn on or modify automatic replies, do the following:

  1. Open Outlook on the web and login to your account.

  2. At the top of the page, select Outlook (or Mail). Or, select the App launcher Office 365 app launcher icon, and then select Outlook.

    Office 365 navigation options
  3. At the top of the page, select Settings Settings icon > Automatic replies.

    Note   The setting is also located in the Outlook on the web options. At the top of the page, select Settings Settings icon > Options. Expand Mail | Automatic replies.

  4. Make the desired changes and click Save.

Use the following information to help you set up your automatic reply:

Setting

Description

Don't send automatic replies

Select this option to turn off automatic replies.

Send automatic replies

Select this option to turn on automatic replies.

Send replies only during this time period

Select this check box, and then enter a start time and end time to control when automatic replies are sent. If you don't set a time period, your automatic reply will remain on until you turn it off, and you'll be reminded you have automatic replies turned on each time you sign in to your mailbox.

Send a reply once to each sender inside my organization with the following message:

Use this box to create a message that will be sent only to senders who are inside your organization. This option may not be available.

Send automatic reply messages to senders outside my organization

Select this check box if you want automatic replies to be sent to senders outside your organization.

Send replies only to senders in my Contacts list

Select this to limit automatic replies to senders who are in your Contacts folder. Senders who aren't in your Contacts folder won't receive the automatic reply.

Send replies to all external senders

Select this to send your reply to all senders outside your organization.

Send a reply once to each sender outside my organization with the following message:

If you've selected Send replies to all external senders, enter the reply you want sent in this box.

2.2. Forward email from Office 365 to another email account

It's easy to set up forwarding so email sent to your Office 365 account automatically goes to another email account, such as your Gmail account.

1. Sign in to Office 365 at www.office.com/signin.

2. At the top of the page, choose Settings Settings: update your profile, install software and connect it to the cloud > Mail.

3. Choose Forwarding. If you don't see this option, it's not available for your account.

4. You can forward email to one other account.

What else do I need to know?




2.3. Use rules in Outlook Web App to automatically forward messages to another account

Forward or redirect your email messages by setting up Inbox rules in Outlook Web App.

You can use inbox rules to automatically forward or redirect messages sent to your mailbox to another account. This is useful if you won’t be checking your primary mailbox and want to be able to read and respond to messages from another account. To set up inbox rules, go to Settings Settings: update your profile, install software and connect it to the cloud > Options > Organize email or Settings Settings: update your profile, install software and connect it to the cloud > Options > Mail > Automatic processing.

How do I automatically redirect all messages to another account?

Redirected messages appear as though they came from the original sender. Use a redirect message rule when you want replies to redirected messages to go to the original sender.

  1. In a web browser, sign in to Outlook Web App using the URL provided by the person who manages email for your organization. Enter your user name and password, and then click Sign in.

  2. At the top of the page, choose Outlook. Or, choose the app launcher Office 365 app launcher icon > Outlook.

  3. At the top of the page, select Settings Settings: update your profile, install software and connect it to the cloud > Options, and then select one of the following:

    • Organize email > Inbox rules > New new

      OR

    • Mail > Automatic processing > Inbox rules > New new > Create a new rule for arriving messages

  4. Type a name for your rule.

  5. Under When the message arrives, select Apply to all messages.

  6. Under Do the following, select Forward, redirect, or send > Redirect the message to.

  7. Enter the email address you want in the To box, or choose it from your list of contacts.

  8. Choose OK to save your selections, and OK or Save to create the rule.

How do I automatically forward all messages to another account?

Forwarded messages appear as messages that are forwarded by you. Use a forward message rule when you want the replies to go to the address the messages are forwarded from, and not to the original sender.

  1. At the top of the page in Outlook Web App, select Settings Settings icon > Options, and then select one of the following:

    • Organize email > Inbox rules > New new

      OR

    • Mail > Automatic processing > Inbox rules > New new > Create a new rule for arriving messages

  2. Under When the message arrives, select Apply to all messages.

  3. Select one of the following, depending on the settings you see:

    • Forward, redirect, or send > Forward the message to

      OR

    • More options > Forward, redirect, or send > Forward the message to

  4. Enter the email address you want in the To box, or choose it from your list of contacts.

  5. Choose OK to save your selections, and OK or Save to create the rule.

What else do I need to know about redirect and forward rules?

  • A copy of messages that you redirect or forward remains in your mailbox. If you add an action to delete the message, the message goes to your Deleted Items folder and still is counted against your mailbox limit. If you exceed your mailbox limit, you may be blocked from sending or receiving new messages. Forwarding rules also may not work until you delete enough messages to bring the total below your mailbox limit.

  • When you create a forward or redirect rule, you can add more than one address to send to. The number of addresses you can send to may be limited depending on your account settings. If you create a rule with more than one address, test it to make sure it works.

  • If you don’t want a forward or redirect inbox rule to apply to all messages, choose any option other than Apply to all messages.

  • Your administrator may have blocked the ability to use forward or redirect rules to send mail to some or all domains outside of your own. After you’ve created a redirect or forward rule, test the rule by sending a message from a third account to your account. Then check the account your rule is set to redirect or to forward messages to.


2.4. Change password for my Office 365 account

This article is for Outlook Web App, which is used by organizations that manage email servers running Exchange Server. If you're using Office 365 or Exchange Server 2016, your email program is Outlook on the web.

How do I change my password?

  1. In a web browser, sign in to Outlook Web App. Enter your user name and password, and then click Sign in.

  2. Select Settings Settings icon >Change password.

  3. Follow the instructions on the Change password page.

  4. Don't forget that once you've changed your password, your email client (such as Apple Mail or Microsoft Outlook, and your mobile phone) will need to be updated with your new password.

What else do I need to know?

  • If you also connect to your account from a phone or a tablet, you also need to update the password in the settings on that device to match your new password. Similarly, you also need to update the password in the settings of any other desktop email application you may be using (for example, Apple Mail or Mozilla Thunderbird).

  • To help make your password more secure, you can:

    • Use a minimum of eight characters (your account may require more or less).

    • Use a mix of capital and lowercase letters.

    • Use numbers as well as letters.

    • Use punctuation or other non-alphanumeric characters.

  • Most email accounts require a minimum number of characters or a minimum level of complexity for passwords. The requirements are set by your administrator. For information about the password requirements for your account, contact your helpdesk.

  • Depending on your mailbox settings, you may not be able change your password using the Options page. If you can't change your password using Options, contact your helpdesk.


2.5. Reset password for my Office 365 account (SSPR)

With the self-service password reset (SSPR), users can reset their passwords on their own when and where they need to. The SSPR can help you accomplish the following:

  • Self-service password change: The user knows their password but wants to change it to something new.
  • Self-service password reset: The user is unable to sign in and wants to reset their password by using one or more of the following validated authentication methods:
    • Send a text message to a validated mobile phone.
    • Make a phone call to a validated mobile or office phone.
    • Send an email to a validated secondary email account.
    • Answer their security questions.
  • Self-service account unlock: The user is unable to sign in with their password and has been locked out. The user wants to unlock their account without administrator intervention by using their authentication methods.
IMPORTANT: You must first register to use the SSPR service in order to use this feature. Please review the 'Register for self-service password reset' for instruction on how to do this (see related pages at the bottom of this article).

Reset the password for your Microsoft Office 365 account

  1. If you forgot the password for the Microsoft account that you associated with Office, you can reset it at https://passwordreset.microsoftonline.com.

  2. Follow the prompts to reset your password.

  3. Don't forget that once you've changed your password, your email client (such as Apple Mail or Microsoft Outlook, and your mobile phone) will need to be updated with your new password.

2.6. Register for self-service password reset

As an end user, you can reset your password or unlock your account by yourself using the self-service password reset (SSPR). Before you can use this functionality, you have to register your authentication methods or confirm the predefined authentication methods that your administrator has populated.

Register or confirm authentication data with SSPR

  1. Open the web browser on your device and go to the password reset registration page.
  2. Enter your username and the password that your administrator provided.
  3. One or more of the following options are available for you to configure and verify.

    • Office phone: Only your administrator can set this option.
    • Authentication Phone: Set this option to another phone number that you have access to. An example is a cell phone that can receive a text or a call.
    • Authentication Email: Set this option to an alternate email address that you can access without using the password you want to reset.
    • Security Questions: Your administrator has approved this list of questions for you to answer. You can't use the same question or answer more than once.
  4. Provide and verify the information that your administrator requires. If more than one option is available, we suggest that you register multiple methods. This gives you flexibility when one of the methods isn't available. An example is when you're traveling and you're unable to access your office phone.


2.7. How to prevent real email from being marked as spam in Office 365 (for users)

Is your real email getting marked as spam in Office 365? Do this.

Exchange Online Protection (EOP) attempts to filter out spam, keeping your Inbox clear of content that users don't want to see. But sometimes, EOP filters out things that you do want to see.

To remove messages, highlight the message, select not junk > and then report to Microsoft.

2.8. Reporting SPAM

To mark messages as spam, highlight the message, select junk > and then report to Microsoft.

Report spam or messages that are genuine to Microsoft Report spam messages to Microsoft by using the Report message feature. Additionally, you can send a message to junk@office365.microsoft.com and attach one or more messages to report.

Important If you do not forward the messages as attachments, then the headers will be missing and we will be unable to improve the junk mail filtering in Office 365.

Use the Report Message add-in

The Report Message add-in works with Outlook 2016 to allow you to report suspicious messages to Microsoft as well as manage how your Office 365 email account treats these messages. 

Messages that your Office 365 email account marks as junk are automatically moved to your Junk Email folder. However, spammers and phishing attempts are continually evolving. If you receive a junk email in your inbox, you can use the Report Message add-in to send the message to Microsoft to help us improve our spam filters. If you find an email in your Junk Email folder that's not spam, you can use the Report Message add-in to mark it as a legitimate email, move the message to your Inbox, and report the false positive to help Microsoft improve our spam filters. 

Report a message 

If you choose the Report Message button on the ribbon, you'll see several different options. 

  • Junk

  • Phishing

  • Not Junk

  • Options

  • Help

If you choose Junk, Phishing, or Not Junk, you'll have the option to send a copy of the message to Microsoft, along with your classification of the message. This is optional. To turn off the option to send a copy of the message to Microsoft, choose Options and then follow the steps listed under  Report Message add-in options below. 

What's Junk email?

Junk email messages are typically referred to as spam. These are messages that you don't want to receive that may be advertising products you don't use or find offensive. If you choose the Junk option, a copy of the message may be sent to Microsoft to help update our spam filters, and the message will be moved from your Inbox to your Junk Email folder. 

What's phishing?

Phishing is the practice of luring you into disclosing personal information, such as bank account numbers and passwords. Often phishing messages look legitimate, but have deceptive links that actually open fake websites. If you select Phishing, a copy of your message may be sent to Microsoft to help update our filters, and the message will be moved from your Inbox to your Junk Email folder. 

What's a legitimate email?

If you know the sender and you're expecting the message, or if you receive a message that's mistakenly marked as junk, you can use the Report Message add-in to mark the message as Not Junk. This will move the message from the Junk Email folder back to your Inbox. 

Report Message add-in options

Choosing Options from the Report Message button allows you to choose whether messages are automatically sent to Microsoft when they're reported as junk or phishing attempts. 

Change your Report Message options

  1. Choose Options from the Report Message button on the Ribbon.

    Screenshot showing options for messages reported as junk or phishing attempts

  2. Select one of the following options:

    • Always send a copy of the message to Microsoft

    • Never send a copy of the message to Microsoft

    • Ask before sending a copy of the message to Microsoft

  3. Once you've made your selection, choose Save. You'll see the following message in the InfoBar in the message header confirming your changes were saved successfully. 

    Text of message that says your changes were saved.

Notes: 

  • Options settings are cached with the message, so in order to see your updated setting, you'll need to select a new message first.

  • If you're using an Exchange server email account, your Exchange administrator may have chosen one of these settings for you. If so, you can't reset the option yourself.

  • If your version of Outlook doesn't support the Options setting, you'll see a notification message that directs you to https://aka.ms/ReportMessageOptions.

Remove the Report Message add-in

You can remove the Report Message add-in from the Outlook Add-ins store.

  1. Choose the Store button on the Outlook ribbon.

    Screenshot of Store button
  2. Choose My add-ins.

  3. Scroll to the Report Message add-in and either disable it or uninstall it.


2.9. Block or allow (junk email settings)

Use the Block or Allow settings to help control unwanted and unsolicited email messages by creating and managing lists of email addresses and domains that you trust and those that you don’t. 

This article is for Outlook Web App, which is used by organizations that manage email servers running Exchange Server 2013 or 2010. If you're using Office 365 or Exchange Server 2016, your email program is Outlook on the web. For help with Outlook on the web, see Get help with Outlook on the web.

Manage your junk email

  1. At the top of the screen, select Settings Settings icon > Mail.

  2. Under Options, select Block or allow.

  3. Below are the block or allow settings for managing email addresses and domains:

    Settings

    Description

    Don’t move email to my Junk Email folder

    Select this option if you want to turn off junk email filtering. If you select this, you won’t be able to use any of the other options on this page. 

    Warning: If you select this option, email detected as spam by Exchange Online Protection will be delivered to your Inbox if the spam action set by your administrator is to move these messages to the Junk Email folder.

    Automatically filter junk email

    Select this option if you want to use junk email filtering. This filter is in addition to the junk email filter that’s been set by your administrator.

    Safe Senders and Recipients

    Safe senders and recipients are domains and people whose email you don’t want diverted to your Junk Email folder. Add senders you trust and recipients that you don't want to block to this list. For more details, see Safe senders and recipients.

    Trust email from my contacts

    If you select this check box, email from any address in your contacts folders will be treated as safe. For more details, see Safe senders and recipients.

    Blocked Senders

    Blocked senders are domains and people you don't want to receive email messages from. Messages received from any email address or domain in your blocked senders list are sent directly to your Junk Email folder. For more details, see Blocked senders.

    Don’t trust email unless it comes from someone in my Safe Senders and Recipients list or local senders

    In addition to Safe Senders and Recipients and Blocked Senders, you can use this setting to treat all email as junk unless it comes from someone included in your Safe Senders and Recipients list. For more details, see Blocked senders.

Safe senders and recipients

Safe senders are people and domains you always want to receive email messages from. Safe recipients are recipients that you don't want to block, usually groups that you’re a member of. Messages received from any email address or domain in your safe senders and recipients list are never sent to your Junk Email folder. 

IMPORTANT: The server that hosts your mailbox may have junk email filtering settings that block messages before they reach your mailbox.

Add a sender or a domain to the safe senders list

  1. Sign in to Outlook Web App. For help, see Getting started in Outlook Web App

  2. At the top of the page, select Settings Settings: update your profile, install software and connect it to the cloud > Mail.

  3. Under Options, select Block or allow.

  4. To add an entry to Safe senders and recipients, enter the email address or domain that you want to mark as safe in the Enter a sender or domain here text box, and then press Enter or select the Addicon  The Create new folder button next to the text box.

    • For example, to mark all email from addresses that end in contoso.com as safe, enter contoso.com in the text box.

    • To mark a specific person as safe, enter that person's full email address. For example, to mark all messages from KatieJ@contoso.com as safe, enter KatieJ@contoso.com in the text box.

  5. (Optional) Select the Trust email from my contacts check box to treat email from any address in your contacts folders as safe.

  6. Select Save to save your changes.

Remove a sender or domain from the safe senders list

  1. To remove an entry from Safe senders and recipients, select the entry and select Remove.

  2. Select Save to save your changes.

Edit a sender or domain on the safe senders list

  1. To change an entry in Safe senders and recipients, select the entry and select Edit edit .

  2. Make any changes you want, and select Save to save your changes.

Blocked senders

Blocked senders are people and domains you don't want to receive email messages from. Messages received from any email address or domain listed in your blocked senders list are sent directly to your Junk Email folder.

Add a sender or domain to the blocked senders list

  1. Sign in to Outlook Web App. For help, see Getting started in Outlook Web App

  2. At the top of the page, select Settings Settings: update your profile, install software and connect it to the cloud > Mail.

  3. Under Accounts, select Block or allow.

  4. To add an entry to Blocked senders, enter the email address or domain that you want to block in the Enter a sender or domain here box, and then press Enter or select the Add icon  The Create new folder button next to the text box.

    • For example, to block all email from addresses that end in contoso.com, enter contoso.com in the box.

    • To block a specific person, enter that person's full email address. For example, to block all messages from KatieJ@contoso.com, enter KatieJ@contoso.com in the box.

  5. (Optional) Select the Don’t trust email unless it comes from someone in my Safe Senders and Recipients list or local senders check box to treat all email as junk unless it comes from someone included in your Safe Senders and Recipients list or local senders.

  6. Select Save to save your changes.

Remove a sender or domain from the blocked senders list

  1. To remove an entry from your Blocked senders list, select the entry and select Remove..

  2. Select Save to save your changes.

Edit a sender or domain in the blocked senders list

  1. To change an entry in Blocked senders, select the entry and select Edit.

  2. Make any changes you want, and select Save to save your change.

3. Apple Mail (Mac)

3.1. Setting up exchange email: for Apple Mail

Here's how to set up your email using the Apple Mail app, on your Mac desktop.

  1. Open Apple Mail.
  2. Your next step depends on if you have already set up an email account, or not.
    1. If you have already set up an email account, click the Mail menu, and select Add Account....
      Click Mail, select Add Account
    2. If you haven't set up an account, contact us for further information.
  3. Select Exchange.
    Select Exchange
  4. Click Continue
  5. Complete the following details:
    Field What to do...
    Name Enter your name.
    Email address      Enter your full Office 365 email address.
    Password Enter the password you set for that email address.
    Enter email account details
  6. Click Sign In.
  7. If you receive the warning "Internet Accounts couldn't log in to the Exchange server...", enter the following extra details:
    Field What to do...
    Description          Enter a description for the account.
    User Name Enter your full Office 365 email address.
    Password Enter the password you set for your account.
    Server Address Type outlook.office365.com
  8. Click Continue.
  9. Select the applications you want to sync with your Office 365 email address.
    Select apps to sync
  10. Click Done.

3.2. Setting up an Out of Office message (Apple Mail)

This document explains how to set a vacation or out of office message using Apple Mail. These instructions are for Mac OS 10.9 and above, but are likely to be similar for Mac OS 10.5-8.

Note: The account you are configuring must be an Office 365 account and configured via Exchange.

  1. Start Mail.
  2. Right-click on any folder and select "Get Account Info." The account information screen will appear.

    apple_mail_account_info_out_of_office

  3. Click the "Out of Office" tab and enter the desired preferences:
    • Send Out of Office replies: place a check mark in this box and select "While scheduled" from the select box.
    • Starting change to the desired start date/time - IMPORTANT: this setting cannot be a future date. If you want to set this vacation message to start sometime in the future, use Outlook Web App.
    • Ending change to the desired end date/time
    • Internal Reply: type the response that you want to send to anyone within your company Office 365 user base.
    • External Reply: type the response that you want to send to anyone outside your company Office 365 user base.
  4. Close the window. Your account will now send automatic replies.

4. Microsoft Outlook 2016

4.1. Fixes or workarounds for recent issues in Outlook (Mac & PC)

Fixes or workarounds for recent issues in Outlook for Mac

https://support.office.com/en-us/article/Fixes-or-workarounds-for-recent-issues-in-Outlook-for-Mac-54afa5e3-db38-422a-9d94-3b55330ded8e

Fixes or workarounds for recent issues in Outlook for Windows

https://support.office.com/en-ie/article/fixes-or-workarounds-for-recent-issues-in-outlook-for-windows-ecf61305-f84f-4e13-bb73-95a214ac1230

5. Apple iPhone

5.1. Setting up exchange email: for iPhone

This article and the instructions below explain how to set up your Office 365 email account in the mail app that came on your iPhone or iPad.

  1. Tap Settings.
  2. Tap Mail, Contacts, Calendars.
  3. Tap Add Account.
  4. Tap Exchange.
  5. Enter your Email address, Password, and a short Description (e.g. your company's name) for your email.
  6. Tap Next.
  7. Autodiscover will try to find the settings you need to configure for your account. If autodiscover cannot find your settings, enter the following information:
  What to enter
Server              outlook.office365.com
Domain Leave this field blank
Username Enter your full email address (for example, holly@coolexample.com)
  1. Tap Next.
  2. Tap Save.

Return to your home screen and open the Mail app — you should see some email messages, in your new inbox!

To make sure you can send messages, compose an email and send it to yourself.