Free Acceptable Use Training - Exchange Online Email

USING
EXCHANGE
ONLINE
New user tutorial
Spring
2014
Prepared by Anita Y. Mathis, Business & IT Continuity Planner

ANNOUNCEMENT
Beginning XXXX, 2014
All employees will have access to company email.
The purpose of this training is to provide you with instruction for accessing
email on a kiosk, smartphone or tablet according to company policy.

While some communication will continue being made
available on the company bulletin board, internal emails
allow us to alert you to new posts.
Why use email?
In addition to this, email will be used for daily
communications to send and receive information about:
• Projects
• Reports
• Communications about your timesheet and vacation
requests

Recently our company adopted Microsoft Exchange
Online because of it’s security & reliability protecting
company information.
Adopting Exchange Online

Goals of this training
Given valid login credentials and internet access, you
should be able to:
• Access the email service on your own
• Read and reply to email communications
• Forward email in accordance with acceptable use
policy
• Discern the difference between personal and
business use

Who can use this training?
To benefit from this training, the user should already
be familiar with the device they will be using to access
their account. Both new and experienced email users
will receive the information needed to perform the
task.

A screen like this will be displayed:
Type your username and password
in the appropriate boxes. Then click
the sign in box.
Technical - Email kiosks
Email kiosks are generally located in high traffic areas and will allow
you access to the company’s internal website and internet.
You will access your email account using Outlook Web App
through your browser. In the browser Url type:
login.microsoftonline.com. Then, press enter.

The Office 365 start page
will be displayed. A
screen similar to the one
right will appear. Select
Outlook from the top
menu bar.
Technical

Technical
The Outlook Web App screen displays. On the left panel you will see your
username (blanked out in this this shot). The Inbox, Drafts and Sent
Items folders are located under your username. The contents of your
inbox is presented in the middle pane when the program opens. Use the
scroll bar to find messages by date. The search bar (magnifying glass
icon) allows the user to search mail and people.
*Deleted messages are kept in the
Delete folder until the folder is
emptied.
Ask your supervisor about
retention policies.

Click New Mail.
Technical – Create message
A box like this
will display.
On the line labeled To:, enter the email address of the person to receive this
email, for example, johnsmith@xyc.com. If copies of this email should be
sent to other individuals in the company, add their address in the CC: section.
Always include a Subject line.

Technical
Type your message in the space
provided. Click inside the box to access
the cursor.
*Check your spelling and grammar
before sending.
To send, select the icon above
your message.
Wait a few seconds after
sending, then, verify your message has
been sent by clicking Sent Items on the
left panel.

Technical - iPhone, iPad and IPod access
Microsoft provides the following instructions assuming Exchange is the first
email client on the device.
• Tap Mail or tap Setting > Mail, Contacts, Calendars > Add Account.
• Tap Microsoft Exchange
• Leave the domain box as is.
Type your full Username and Password in the boxes, for
example, johnsmith@xyc.com or johnsmith@xyc.onmicrosoft.com.
• Tap Next. Your mail program will try to find the settings needed to set up
the account.
If the device can’t identify the correct settings, see your manager for
instructions on manually setting up your account.

Technical – Android phone or tablet
• From the applications menu, select Email (note: the application may be
named Mail).
• Type your full email address and password, for
example, johnsmith@yxccom or johnsmith@xyc.onmicrosoft.com then
select Next.
• Select Exchange account..
• Enter your DomainUsername in the box. Then select, Next.
Note: Leave the domain box empty if your device uses two separate boxes
• Enter your password.
• Under Exchange Server, use outlook.office365.com

Technical – Viewing email
A list of your emails by date is
presented in the center pane once
the program is opened.
Double-click (click twice quickly) on
the email you want to read.
If you wish to delete the
message, select Delete. Messages
are kept until you empty the
Deleted Item bucket.
Ask your supervisor about
retention policies.

Technical – Replying to email
To reply to the message, click on
the Reply button located in the top
left corner. The screen below will
be displayed.
The space above the contents of
the original message can be
used to enter your response to
the message.
Once your response has been
typed, check the spelling, then
click Send.

Technical - Forwarding
To forward your message when its
already open, select Forward on
the top bar of the sent message.
You’ll then see a screen similar to
the one you created.
In most cases you will not forward messages to other employees.
NEVER forward confidential company email to anyone outside of the
company.
Forwarding confidential information may cost the company money and
cause you to lose your job.
Consult with your manager if you have questions regarding forwarding.

Our company recognizes
the need for occasional
personal use of email.
Generally, email should only
be used for company
business. Under no
circumstances should your
account be used for:
POLICY - Personal and Business Use
• Harassing or intimidating others
• Sending spam
• Spoofing – constructing a message so that it appears to be from
someone else
• Snooping

You are responsible for the security of your
email account.
Keep passwords private and do not share
information with anyone including other
employees, managers, family members or
friends.
Deliberately providing access to others is a
violation of this policy.
POLICY - Sharing account information
& privacy

“Email harassment is a form of
stalking, and often includes
consistent, unwanted electronic
communications sent to a recipient
with the intention of
intimidating, frightening, or
harassing someone.”
Wisegeek.org
Our company has a zero tolerance
of email harassment.
POLICY - Harassment

You will access your account using
Outlook Web App through your browser.
CHECK YOUR LEARNING

When accessing email through your browser
type: login.outlook.com
CHECK YOUR LEARNING
Correct answer: login.microsoftonline.com.

Your supervisor replied to your vacation request, but
you cannot find the email in your inbox. Where will
you look for it?
WHAT YOU WILL DO?
Check your Deleted Items folder. If the folder
hasn’t been emptied since the message was
deleted, it should be in there. If you still cannot
find it, ask your supervisor to resend it.

A list of your emails by date is presented in the
center pane once the program is opened.
CHECK YOUR LEARNING

When replying to a message, a blank space above the
original message is provided for your reply to be
added.
CHECK YOUR LEARNING

You will forward emails from your supervisor to other
employees regularly.
CHECK YOUR LEARNING
Correct answer: Rarely will you forward emails.

Which type of message can be forwarded to people
outside of the organization?
CHECK YOUR LEARNING
• Confidential business
• Non-confidential business
• Personal
Avoid forwarding any messages unnecessarily.

Another employee who currently is on vacation asks
you to forward him/her a copy of the most recent
communication from your supervisor about the
company picnic. Will you forward it?
WHAT YOU WILL DO?
Forwarding this message would not be a violation of
company policy.

Sending SPAM from your account to people outside
of th the company is NOT a violation of policy.
CHECK YOUR LEARNING
Correct answer: Sending spam violates the acceptable use policy.

Which activity would NOT be a violation of company
policy?
CHECK YOUR LEARNING
• Spoofing – sending messages that appear to be from someone else
• Spamming
• Harassing and intimidating others
• Sending a message to your communications service provider about an
outage at home.
Sending a message to your communications service provider about an
outage at home.

Your friend just broke up with his girlfriend and
wants to send a message to her through your email
account.
WHAT YOU WILL DO?
What will you do?

Who is responsible for the security of your email
account?
CHECK YOUR LEARNING
You are !!!

If your supervisor asks for the password to your
account, you should give it to them.
CHECK YOUR LEARNINGCHECK YOUR LEARNING
Correct answer: Do not give your password to anyone.

Which action is in line with company policy?
CHECK YOUR LEARNING
• Giving your spouse access to your account
• Asking an employee to login to your account
while you are away
• Keeping your login credentials confidential
Keeping your login credentials confidential!!!

A coworker asks you to check his/her email while
they are on vacation.
WHAT YOU WILL DO?
Will you do it?

Our company has a zero tolerance of email harassment.
CHECK YOUR LEARNING

Sending an old love interest a message regarding
their new partner is inappropriate.
CHECK YOUR LEARNING

YOU HAVE
COMPLETED
THE COURSE
YOU ARE NOW A
QUALIFIED
EXCHANGE
ONLINE USER
Congratulations!!

RECEIVE CREDIT FOR THIS COURSE
Click the box below .
Type your Name and ID No.
Then SEND the email.

Free Acceptable Use Training - Exchange Online Email

Recomendados

Recomendados

Mais conteúdo relacionado

Último

Último (20)

Destaque

Destaque (20)

Free Acceptable Use Training - Exchange Online Email