Frequently Asked Questions


After you have activated your email, go to the Microsoft Office Outlook Web App (OWA). 

  • Open a browser and go to
  • Enter your user name.  Your user name is your email address.  For example:
  • Enter your password.

The first time you go into your college email account, the time zone defaults to Monrovia, Reykjavik. You will need to update the current time zone field to your correct time zone.

To do this manually:

After logging in to OWA, click on the Settings icon  OWA Settings Icon located in the top right hand corner of the screen.  Select Options.

In the left naviagation panel select General and then Regional and time zone

Outlook Time Zone Image

Select the appropriate time zone and Save.


Download and install Office using Office 365 for business on your PC or Mac

Enter your College credentials.


Password: your College login password

NOTE: Windows 7 operating system (or later) required.

If you have an earlier version of Office installed on your PC and you install Office Home and Student 2016, Office Home and Business 2016, Office Professional 2016, or Office 365 Home, you won't have an option to upgrade over the previous version. Instead, you'll have both the new version of Office and your earlier version installed on the same PC. If you don't want both versions, you should uninstall the earlier version through Programs and Features in Control Panel.

Need help with Office 2016 in Office 365 for business?

Download and install Office 2016 for Mac using Office 365 for business

You can share any of your Exchange Server account contact folders with another person who is also using an Exchange Server account in your organization.

Share a contacts folder with others

From your Outlook client:

  1. File -> Info -> to the right of Account Settings -> click on your picture
  2. Sign-in to Office 365
  3. In the upper right-hand corner, click on your picture
  4. About me -> Edit your profile -> Picture -> Change your photo (this should be a Professional picture as it represents you being affiliated with Empire State College)

View and edit your profile

Press the F1 key to use the built-in Help feature in Outlook (Office 365).

Example: You want to learn more about "Calendar Delegation."

  1. Open Outlook
  2. Press the F1 key
  3. In the "Search" box, type "calendar delegation"

Outlook will be in the Microsoft Office YYYY program folder (Start-->Programs-->Microsoft Office YYYY-->Outlook).  You can "pin" the Outlook icon to your Start menu or Taskbar for quicker access.  To pin Outlook, right click on Outlook YYYY from the Microsoft Office YYYY folder.  From the menu select the location where you wish to pin Outlook.

(where "YYYY" is the version of Outlook, for example -> 2016)

Welcome to Office 365. You now have access to a powerful new set of tools that will allow you to collaborate more efficiently and effectively. Your login name will be your email address in the format

Mobile Devices (iOS, Android or Windows). Use the links provided for installation instructions.


    1. Select Settings > Mail, Contacts, Calendars > Accounts > Add account > Email.
    2. Select Exchange.
    3. Type your full email address and password, and then tap Next.
    4. If the iOS device can't find your settings, you need to add them. Type, then add your Username and Password.
    5. By default, Mail, Contacts, and Calendar information are synchronized. Tap Save.
    6. If you're prompted to create a passcode, tap Continue and type a numeric passcode.


    1. Tap Settings > Accounts > Add account > Email.
    2. Type your full email address and password, and then select Next.
    3. Select Exchange.
    4. If prompted, accept the defaults on the Exchange server settings page, and select Next. If your device can't connect, enter the following account information, and then select Next.
      1. Domain\Username: Type your full email address in this box. If Domain and Username are separate text boxes in your version of Android, leave the Domain box empty and type your full email address in the Username box.
      2. Password: Use your College password
      3. Exchange Server:
    5. As soon as your phone verifies the server settings, the Account Options page displays. Select the options for how you want to receive your mail, and then select Next.
    6. If you see an Activate device administrator? page, select Activate.
    7. Type a name for this account and the name you want displayed when you send e-mail to others.
    8. Select Done to complete the email setup and start using your account.

NOTE: You may need to wait ten-to-fifteen minutes after you set up your account before you can send or receive e-mail.

Microsoft also provides an excellent "Outlook" application for use on the iPhone or Android that can be downloaded from the respective app stores. Instructions for all mobile configurations are available here: iOS Configuration Instructions or Android Configuration instructions

To learn more about some of the features of O365, please go to O365 for Students. The website includes introductory information about O365, frequently asked questions, and tutorials.

If you have questions or concerns, please contact the IT Service Desk at 800-847-3000, ext. 2420, or

  1. Open Outlook
  2. Press F1 for help
  3. In the Search box, type "template" or "stationery"
  4. Look for the Video called:

"Templates and stationery".

Use an email template if you send similar emails frequently.

And stationery gives your email a consistent look with colorful backgrounds, patterns, and designs.

Hold the CTRL key down on your keyboard and roll your mouse wheel. This will act like the slider bar and zoom the text in or out. This also works in the preview pane and on regular websites.


Outlook client:
- click on the People icon (lower left corner)
- Home tab => New contact group

Outlook Web App (OWA):
- login to Office 365
- click on the App Launcher icon (grid in the upper left corner)
- click on the People icon
- New => Contact list

Using Outlook Web App (OWA) to read your mail, how do you change the Default from Reply All to Reply?

  1. Click Settings gear icon and then select "Options" from the drop-down menu.
  2. Expand the 'Mail' section.
  3. Expand the 'Automatic processing' section.
  4. Click Reply settings.
  5. Select the "Reply" setting click Save.
  6. Return to your Outlook screen. The default action will now be Reply.

A rule is an action that Microsoft Outlook performs automatically upon incoming or outgoing messages, based on conditions that you have specified. You can create a rule from a template, from a message, or using your own conditions.

Use rules to manage your email

Manage email messages by using rules

No one likes spam or junk email. The Outlook 2013 Junk Email Filter doesn’t stop delivery of junk email messages, but does the next best thing—it moves suspected spam to the Junk Email folder.

We recommend you regularly review messages in the Junk Email folder to check for legitimate messages that were incorrectly classified as junk. If you find a message that isn’t junk, drag it back to the Inbox or any folder. You can also mark the item as not junk by doing the following:

  • click Home > Junk > Not Junk

By default, the Junk Email Filter is turned on and the protection level is set to No Automatic Filtering. You can make the filter more aggressive by changing the level of protection that it provides. The Junk Email Filter evaluates each incoming message based on several factors. These can include the time when the message was sent and the content of the message.

To change the options for the Junk Email Filter, do the following:

  • click Home > Junk > Junk Email Options


  1. Open your Outlook client
  2. Press F1 (help)
  3. In the Search box, enter "junk email folder"
  4. Look for "Overview of the Junk Email Filter"

More detail:

Start your Outlook client program

  • Press F1 (help)
  • Search for "spell check"
  • Open "Check spelling before sending a message"


  • Click File > Options > Mail
  • Under Compose messages, check the Always check spelling before sending box

This feature is disabled by default.  To show the "Bcc:" option:

Outlook client: Compose a new email / Options tab / Show fields / click on Bcc

Outlook Web App (OWA): New / email message / ... / Show Bcc

Outlook comes with an App called "My Templates".

OWA (Outlook Web Access) has this also.

  • Outlook client / Home tab / click "New email"
  • Message tab / Apps / click "Apps for Office"
  • Double-click "My Templates"
  • Some pre-loaded Templates will appear in the Right-hand column
  • You can also create a New Template here (click "New template")
  • Give your new template a title, type content in the body and click Save


  • Press F1 for Help
  • Type "template" in the Search box
  • Look for the video "Templates and stationery"

  1. Go to your inbox.
  2. Select the desired email message you want to print.
  3. Above the message itself, you can see options like New, Reply, Delete, Junk, etc.  Select the three dots ( ... ) near Categories.
  4. Select Print.
  5. You will see a print preview of the message and also the print options. Click "all pages" for multi page emails. 
  6. Click Print.

The best way to enter Recipient Names in the "To..." field when composing a New email is:

  1. Click the "To..." button
  2. In the Select Names dialog box, start typing the Recipient's name
  3. Select the Person from the list
  4. Click the "To->" button
  5. Click OK

In the future, that person will be auotcached when you start to type their Name in the "To..." field.

Open your Outlook client

Press F1 (help)

In the Search box, enter "Conditional formatting"

Look for "Automatically change incoming message colors and fonts based on sender, subject, or recipients"


In addition to reminding you of an empty subject, Outlook (Office 365) also reminds you when it thinks you forgot an attachment.

Example: Just the words “See attached” will not trigger it but a phrase like “Please see the attached files enclosed with this email.” will.

The detection is enabled by default but can be turned off via:

File-> Options-> Mail-> option group: Send messages-> Warn me when I send a message that may be missing and attachment

The message list appears next to the Navigation Pane in Outlook. The default font setting is Segoe UI regular 8-point. You can customize the font and its size. For example, you can change message list to use a different font or a smaller or larger font size.

Open your Outlook client

File / Info / Mailbox Cleanup / Cleanup Tools

To recall a message without sending a revised message, do the following:

  1. In Mail, in the Navigation Pane, click Sent Items.
  2. Open the message that you want to recall.
  3. On the Message tab, in the Move group, click Actions, and then click Recall This Message.
  4. Click Delete unread copies of this message.

Login to Outlook Web App (OWA):

  1. Click Settings gear icon (upper right) and then select "Options" from the drop-down menu.
  2. Expand the 'Mail' section.
  3. Expand the 'Automatic processing' section.
  4. Click Reply settings.
  5. Change from "Reply all" to "Reply".

Yes, follow these steps:

  1. Create new email, and click in the body of the message, and type your canned response. 
  2. Highlight the text, then click the Insert tab, and click Quick Parts, then “Save Selection to Quick Part Gallery…” 
  3. When you see this Window, create a “Name” that is appropriate for the Canned Response, then choose OK. 
  4. To test your canned response, open a new email, placing your cursor in the body of the text, click the Insert tab, Quick Parts, and choose your desired response. Your message will appear in the body of the text.

Open Outlook / Home tab / Left hand pane / Deleted Items folder.

FYI: Email in your Deleted Items folder will remain there until you manually remove it.

Clutter is a feature of Outlook (Office 365) email that helps you 'clean up' (organize & process) your email in a more efficient manner.  This feature is Optional (you can ignore the email if you wish).

More detail:


From the Outlook client program:

  • Click on File
  • In the right pane, click on the button for 'Automatic Replies'
  • In the new window, select the button for 'Send automatic replies'
  • Check the box for 'Only send during this time range:'
  • Choose the start and end time for the replies to be sent
  • Type a message for users inside ESC
  • Type (or copy the internal message) a message for users outside ESC
  • Click OK

From OWA (Outlook Web Access):

  • Click the gear icon in the upper right of the window
  • Click 'Automatic replies' from the menu
  • Select the button for 'Send automatic replies'
  • Check the box for 'Send replies only during this time period'
  • Choose the start and end time for the replies to be sent
  • Type a message for users inside ESC
  • Type (or copy the internal message) a message for users outside ESC
  • Click OK at the top of this menu

Outlook client:

  • Open your Outlook Calendar
  • Home tab / click New Meeting
  • Options area / click Recurrence
  • In the "Appointment Recurrence" dialog box, enter the details for your meeting
  • click OK


  • Press F1 (help)
  • In the Search box, type "recurring meeting"
  • Look for "Schedule a meeting with other people"

Outlook Web App (OWA):

Calendar in Outlook on the web for business

You don’t have to switch to Calendar to see your upcoming appointments and meetings. Pin the Calendar peek to any view in Outlook. The Calendar peek appears on the Navigation Bar, when you point and pause over Calendar. To keep the Calendar peek always in view, click Dock the peek button to dock it to the right edge of the Outlook window.

Also, you can right-click on "Calendar" and choose "Dock the peek".

  1. Open Outlook (Office 365)
  2. In the lower left, Right-click on "Calendar"
  3. Choose "Open in new window"

Skype for Business

You can locate anyone with a Skype Name, whether or not they're in your organization, then add them to your contacts list, view their presence information (e.g., online, away, offline), send and receive instant messages, and make audio and video calls.

Search for people in Skype for Business

Unfortunately, adding people by phone is not available currently in Skype for Business.  To learn more about ways to search the Skype directory, read this:

Search for people in Skype for Business

and scroll down to "Ways to search the Skype directory".

OneDrive for Business

If you have questions about using OneDrive for Business, you can contact the ITS Service Desk at

More detail is available in this article, "Sync OneDrive for Business or site libraries to your computer."

Outlook Web App (OWA)

Disable Conversation View OWA

  1. Sign in to Office 365:
  2. From your Inbox, select the drop-down under "Conversations by Date"
  3. Under "Conversations", click Off

If you are using OWA (Outlook Web App) from your Personal computer, you need Microsoft Sliverlight installed.

Silverlight is required if you want to download attachments:

click on Download Now

  • Open your mail using OWA (Outlook Web App) =>
  • Select the message you want to move.
  • Right-click on that message and select "Move."
  • Move the message to the desired folder.

How do I delete multiple emails in Outlook Web Access without having to delete them one at a time?
In OWA there are two (2) options:

  • select the first email - hold down the shift key - click the last email - select move delete or;
  • use control left mouse button to select and delete - if the messages are not all grouped together - you can also do Ctrl-Click to individually select/deselect messages

  1. Login to Office 365 and open your mail
  2. In the upper right-hand corner, click the Gear / Options
  3. Mail / Layout / Message format
  4. Change the Message font and click Save

Click on your picture in the Upper-right corner.

Choose "Sign out."