Common Office 365 Questions

After two weeks with Office 365, here are the answers to some commonly-asked questions:

I’m still missing e-mails and folders—what’s going on?

UITS has finished migrating the last 14 days of email for all UWM users, and is now working on the last 90 days of messages. Folders will be created in your new Office 365 account as soon as one email in the folder has been migrated—if you haven’t used a folder in the last three months, it may not show up in your account until the next “1 year old” batch of emails are migrated. Remember that you can still access pantherLINK to view old messages until they’re migrated to Office 365.

I lost the first message in a conversation that I know started last week—what happened?

The Outlook web and desktop clients display e-mails in a “conversation” view that groups all related emails regardless of when they were sent/received. This handy view can save a ton of time, allowing you to quickly scan all replies to an email thread without hunting for other related messages.

If you’d like to turn off conversations and view all messages individually:

  • In the Outlook Web App, click the “Conversations by date” dropdown menu beneath the search box, find the “Conversations” setting at the bottom of the list, and select “Off.”
  • In the Outlook 2013 desktop client, select Mail in the lower left and click the View tab on the top ribbon. In the “Messages” section, uncheck the “Show as Conversations” option.

Everyone else is adding awesome photos next to their names, how can I add my own?

In the Outlook Web App, click your name in the upper right hand corner and click the “Change” link that shows up underneath the grey silhouette. In the tab that slides out from the right side of the screen, click the folder icon to browse and select your image. Click the Save button to confirm your changes.

In the Outlook 2013 desktop client, click on the File tab and click the grey silhouette icon with the “Change” link underneath. You’ll be redirected to a webpage, where you can click the “Choose File” button to browse and select your image. Click the “Save” button in the lower right corner of the webpage to save your changes.

When I send an email to someone, what does the colored box next to their name mean?

The colored box displays the user’s current “presence” on the Lync IM client, which allows you to exchange messages in real-time with other UWM users. Similar to Outlook, you can use the Lync web client or the desktop Lync client included with Office 2013; the desktop client provides advanced capabilities like video calls, multi-user chats, and screen sharing. The status colors are:

  • Green, which indicates that a user is available for chat
  • Yellow, which indicates that a user is idle and may be away from their computer
  • Red, which indicates that a user is in a meeting or otherwise occupied

Starting a chat in the Outlook Web App

To start a chat with a user in the Outlook Web App, click on their name to display a pop-up with their contact information. Then, click the chat icon (shown to the right) to pop up a new chat window.

In the Outlook 2013 desktop client, hovering over a user’s name displays contact information and clicking the chat icon opens a conversation in the Lync desktop client.

For more information about Lync, check out Microsoft’s official Setting Up Lync 2013 and Presence, IM, and Contacts video courses.

How can I change the appearance of the Outlook Web App?

To change the theme of the Outlook Web App, click the gear icon in the upper right-hand corner of the window and select “Change Theme.” In the tab that slides out from the right side of the screen, you can click on the different swatches to preview the new theme. When you’re satisfied, click “OK” to save your changes.

How do I create an appointment or add someone’s calendar?

The Office 365 team at UWM has compiled great how-to documentation and videos for common email and calendaring tasks using the Outlook Web App that can be found on the Office 365 Implementation Project How-To’s page.

For the Outlook 2013 desktop client, Microsoft’s Calendar Basics video course is a great introduction to email and calendaring basics, including sharing your calendar with others. Many other topics are covered by Outlook experts on the Microsoft Training courses for Outlook 2013 page, including time-saving features like Search Folders and Using Rules (called “filters” in pantherLINK) to manage your messages.

Why does my meeting room calendar list the name of the organizer as the meeting title?

By default, Office 365 discards the meeting title and replaces it with the name of the organizer. This behavior must be changed by the Office 365 admin team on a per-room basis. If you would like this setting changed for your local meeting room calendar, please submit a UWM Help Desk Request form (or call 229-4040) and provide a brief description of your request and the location of the room.

Looking for more Office 365 training?

The Learning TECHniques team has compiled a helpful collection of Office 365 Tutorial Videos which are available 24/7. If you’d like hands-on help with Email or Calendar usage, the Learning TECHniques team is holding free Office 365 Short Courses throughout the fall semester.

Questions? Fill out a Ask a Technology Question form today and let us help!