Outlook: Inbox

Across the top of this application is the Ribbon Bar. This bar’s features and buttons can be customized by right-clicking anywhere on the Ribbon Bar and selecting "Customize Ribbon Bar." The Ribbon Bar changes depending on which tab you are in (Mail, Calendar, Contacts or Tasks). Outlook add-ins are also displayed here. Creating and sending emails is as easy as clicking "New Email."

Outlook: Calendar

All AUA employee calendars are shared and accessible to other employees. This provides a convenient way to check schedules and locate individuals. In the bottom left of the application, you will see tabs for Mail, Calendar, Contacts, and Tasks. Follow the steps below to view another AUA employee's calendar.

1. Click the Calendar tab at the bottom left of the
2. The Ribbon Bar will then display the calendar options. Click "Open Calendar," then select "Open Shared Calendar".
3. In the box that appears, type the last name of the employee whose calendar you wish to view. 
   1. For example, type "Flair." Then click "OK." You now see a second calendar for that user (Flair, Thomas) appear in your main window.
   2. To remove the calendar, right-click and select "Delete Calendar."

Outlook: Email Signature

Configure Signatures: 2 options

Option 1:

1. Configure your signature by clicking the File tab, then selecting Options.
2. Under the Options menu pane, choose Mail. Here you will see a button for Signatures.

You may create multiple signatures; however, when sending outside of the AUA, you must follow the signature standard. You may also add the AUA logo to the bottom of your signature.

First and Last Name Position, Titles American Urological Association AUA Address Phone Number(s)

Option 2:

On the message tab at the top, select Signature, then Signatures…

1. Click New and give your signature a new name
2. In the text box, type your contact information (we recommend that you use a 9 to 12 pt. font, nothing larger)

After your signature block, insert the AUA e-mail signature graphic. You'll do this by clicking on the picture icon to the right of the box (see screenshot below). You may also link the graphic back to AUAnet.org.

Outlook: Shared Mailbox

A shared mailbox makes it easy for a group of people to monitor and send email from a public email address. Before you can use a shared mailbox, you must be added as a member.

Shared mailbox request must be submitted to the IT Support Desk via a support ticket. Once added, the shared mailbox will display in your Folder pane in Outlook.

Send mail from the shared mailbox

1. Open Outlook.
2. Choose New Email.
3. If you don't see the From field at the top of your message, choose Options > From.
4. Click From in the message and change to the shared email address. If you don't see your shared email address, choose Other email address and then type in the shared email address.
5. Choose OK.
6. Finish typing your message and then choose Send.

From now on when you want to send a message from your shared mailbox, the address will be available in your from drop down list.

Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

Reply to mail sent to the shared mailbox

1. Open Outlook.
2. Open the email message you want to reply to.
3. In the From field at the top of your message, you should see the name of your shared mailbox. If you don't, choose the From dropdown box and choose your shared mailbox.
4. Finish typing your message and then choose Send.

When you want to send a message from your shared mailbox, the address will be available in your From drop down list.

Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message.

Outlook: Address Book/ Contacts

You can capture and organize information about people by saving new contacts in your address book. A contact can be as basic as a name and email address, or include more information like a street address, multiple phone numbers, and a profile picture.

Once you've saved someone as a contact, you can type the first few letters of their name into an email, and Outlook will fill in their email address for you. Or with a few clicks, you can call that person without ever having to look up their phone number.

Mimecast Spam and Virus Protection

Mimecast email SPAM Solution

Mimecast filters spam emails and blocks malware and attacks so that they never reach your mailbox. You will receive emails daily letting you know what has been blocked.

Configuring Mimecast for Outlook

1. Open your Outlook. You should see a new tab called Mimecast. Click on it.

2. After about 30 seconds, you will see the message below appear in the bottom right of your window. Click on the box. If it does not appear, you can click on the Account Settings button in the image above to continue.

3. This will open the Mimecast for Outlook windows. Click on the Authenticate button.

4. From the next screen, click on the Next button. You may want to maximize the window to see all of the page.

5. Enter your username and password. Do not select Remember me. Make sure to scroll down so you can see and then click on the Sign In button under the Password field. If you receive any prompts offering to remember this password, select No.

If you have successfully authenticated the Mimecast for Outlook window should turn blue and say Active.

7. Close out of the Mimecast for Outlook window, by clicking on the X in the top right corner.

Mimecast Quarantine Report

When you open your daily message from 'Spam Filter' with the subject 'Spam Filter – Quarantine Report for (username@auanet.org)' the following will be displayed. Please take note of the highlighted areas:

• Release:

  This will release the current email On Hold to your Inbox, but future emails from this sender will still be placed On Hold.
• Block: Rejects the email and adds the sender' address to your personal Block list to block future emails from this sender.
• Permit: Delivers the email to your Inbox and adds the sender's address to your personal Permit list, so future emails are not put On Hold (for SPAM management policies only).

If you would like to view more information regarding the message, click on the link above and proceed with the following instructions.

When you click on the link, you will be asked to type in your email and then redirected to use the Okta portal (https://auanet.okta.com), the same portal we used for the Security Awareness Training. Please 'Sign In' to the following page with your current Windows credentials to log in.

Reporting Spam and Phishing from Mimecast for Outlook

1. With Mimecast for Outlook, you can report suspicious activity by either right-clicking the message in questions and selecting Report Spam or Report Phishing.

2. You can also highlight the message in your Inbox and use the Mimecast tab, Report Spam button.

3. In both instances, you will receive the following prompt when you report a message as Spam. Click the Report button to finish reporting the message.

4. When you report a message for Spam or Phishing in Mimecast, the following actions occur:

• You are prompted to add the sender to your Blocked Senders list.
• The message is submitted to Mimecast for further analysis. If Mimecast determines it is in fact Spam or Phishing, it will be added into their detection system to prevent future occurrences.
• The message is moved to your Outlook Junk Folder. From there it will be deleted after 30 days.

Block Addresses in Mimecast

1. You can also block senders directly from a message or from the Mimecast tab.

2. To manage your blocked senders, you can access them from your personal Spam portal in Okta or use the Managed Senders button from the Mimecast tab. This will open up the Mimecast for Outlook window where you can also add and remove blocked addresses.

Microsoft 365

Access your personal and departmental mailboxes when out of the office. Most of the features from the desktop version of Outlook are included in this web-based client. Compose and read mail as well as schedule and respond to appointments.

To access Microsoft Office 365, go to https://auanet.okta.com/, log in and click on the icon.