cook county office 365 migration user guide

COOK COUNTY OFFICE 365 MIGRATION USER GUIDE
Dear Cook County Office 365 User:
Your mailbox is schedule to be migrated to Microsoft’s Office 365 platform.
TABLE OF CONTENTS
01. PRE-MIGRATION RECOMMENDATIONS
01.01. SETTING UP THE FULL OUTLOOK CLIENT FOR THE FIRST TIME
02. OUTLOOK CLIENT - USER INITIAL SETUP
03. OUTLOOK WEB ACCESS (OWA) - USER INITIAL SETUP
03.01. SETTING UP OFFICE 365 (OWA) THE FIRST TIME
03.02. SIGNING INTO OFFICE 365 (OWA) THE FIRST TIME
04. OUTLOOK WEB ACCESS (OWA) - USER GUIDE
04.01.
04.02.
04.03.
04.04.
04.05.
04.06.
04.07.
04.08.
04.09.
04.10.
NAVIGATING AROUND OFFICE 365
WORKING WITH DRAFTS
CREATING A MESSAGE
ATTACHING A FILE
FOLDER LIST
FOLDER ORGANIZATION
EMAIL SEARCH AND BUILT –IN FILTERS
READING PANE
THE OUTLOOK CALENDAR
CREATING CALENDAR ITEMS
05. COUNTY CELL PHONES - CONFIGURATIONS
05.01. iPHONE
05.02. ANDROID
06. SUPPORT
07. RESOURCES AND REFERENCES
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01. PRE-MIGRATION RECOMMENDATIONS
In order to prepare for the migration, the following steps are recommended:
1. Save a copy of these instructions locally to your PC or print a copy to help you prepare
for the migration and to logon the day after.
2. Please note that migrations will take place from 5:00 PM – 8:00 AM. Your mailbox
might become temporarily unavailable during the night of your migration.
3. Print your agenda the day prior to the migration in case there are issues.
4. Bookmark the Office 365 logon page if you intend to use the Web Only Access (OWA):
Open your web browser and enter: https://outlook.office365.com in address bar.
Click on the star in the upper right hand corner.
Click add to favorites, and then ‘Add’ on the popup
5. Take time to learn about Office 365. Training information can be found in this manual
and at the following link: https://support.office.com/en-us/article/Outlook-2013training-courses-videos-and-tutorials-f83e8e60-0bab-47eb-8f6e-c2ecb73124d8?ui=enUS&rs=en-US&ad=US
6. Contact the help Desk and open a ticket if you have the following:
1. Shared or proxy access to a mailbox (usually departments or admin assistants).
These mailboxes will need to be moved at the same time to keep the shared
access. Please provide names of the users.
2. Rights to manage and modify a calendar (usually departments or admin
assistants). The users will need to be migrated at the same time or access will be
lost until both users are migrated.
3. Migrating the users out of order above will only temporarily break the access
until the users are all migrated. If some down time can be tolerated, please wait
until the migrations occur.
7. Please note that all information (calendar, email, folders, rules etc.) should be carried
over, and no preparation work is required on your mailbox.
8. The email retention policy will be indefinite and will be set for all user by Microsoft until
further notice.
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02. OUTLOOK CLIENT - USER INITIAL SETUP
02.01. SETTING UP THE FULL OUTLOOK CLIENT FOR THE FIRST TIME
Many Cook County users have the full Outlook client installed on their PCs. The migration
should be transparent to the users because the functionality and look will not change, but the
following steps may be required after the mailbox is moved:
1) If the following message appears, enter your Cook County email address
(firstname.lastname@cookcountyil.gov) as your username, and password. Check
‘Remember my Credentials’
Note: If you have a delegated mailbox with another user, you may see this popup more
than once. If this happens, click ‘Cancel’. The message will disappear when the other
mailbox with delegated rights is migrated.
2) When the following message appears, your mailbox migration is complete. Click ‘OK’ &
restart your outlook client:
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3) If the following message appears, click ‘Don’t ask me about this website again’, and
‘Allow’:
03. OUTLOOK WEB ACESS (OWA) - USER INITIAL SETUP
03.01. SETTING UP OFFICE 365 (OWA) THE FIRST TIME
The first time you log into the OWA version of Office 365 you will have a few things to set up. You will
need to use your Microsoft Internet Explorer browser.
1) If you have a shortcut to the current (https://mail.cookcountyil.gov/owa) website on your
desktop, it will need to be updated. Below is an example of the shortcut
*Note: The icon might be yellow in some cases
2) To update the shortcut, Please right click on the icon and select ‘Properties’. Update the URL
field to ‘Https://outlook.office365.com’, and click ‘Apply’, and ‘OK’.
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2) You can also access the web site by entering the following URL into your Internet Explorer browser
and press Enter:
http://outlook.office365.com
If you would like to bookmark the link for future access, please click on the star in the upper right
hand corner. Click ‘Add to favorites’, and then ‘Add’ on the popup
03.02. SIGNING INTO OFFICE 365 (OWA) THE FIRST TIME
1) Access Outlook Web Access using the shortcut, URL, or favorites bookmark.
2) Type in your outlook email address (FirstName.LastName@cookcountyil.gov) and password to
login.
Below is an example of the sign in page for Office 365.
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3) You will need to set the time zone to Central Time
4) Choose Central Time zone from the scroll down list
5) Then click Save
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04. OUTLOOK WEB ACCESS (OWA) - USER GUIDE
04.01. NAVIGATING AROUND OFFICE 365
When you login to Office 365 you will see your Outlook (OWA) mailbox. Below is an example of what
you will see. From here you can navigate to other links on the Office 365 ribbon.
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The Office 365 Ribbon
The interface will default to the Outlook Web Access (email) application. To access other fucntions, click
on ‘Office’ icon below:
Clicking on the ‘Office’ icon will bring you to a secondary Microsoft O365 Ribbon.
The blue part of the Collaboration ribbon provides links to the following:
Outlook
Check your mail, send new messages, delete messages, reply & forward, create
new folder.
Calendar
Your Outlook calendar for your appointments or meeting requests. This is your
personal calendar, but you can share your calendar with others if you give them
permission to access it.
People
Your contacts for storing information for emailing and phoning. Store personal
contacts and access city employee contacts here. Reserve conference rooms for
meetings too.
Newsfeed
Visit the public newsfeed to stay in tune with conversations among your
workmates, and to see other updates about their activities.
Sites
Access to your SharePoint sites. Sites are set up by the SharePoint administrator,
here you can share documents with others and access documents from others.
Tasks
…
Set tasks
Links to Office.com or Office store.
The icons on the upper right hand corner of the screen are your personal settings.
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Appointments icon
The settings button. Select this icon to customize settings and select
themes
If you have a question about Office 365.
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With Office 365 you will access your email through Microsoft Exchange Online. Exchange Online
provides you with the latest capabilities including built-in archiving, conversational view, and MailTips.
(Microsoft Corporation, 2011)
Once you have logged into Office 365, you will have access to all your email. You can either open your
mail to read it in another window or read it through the Reading Pane.
1. Create a new message by clicking
new mail.
2. Folder list. The folder list includes the folders in your mailbox. It may include other folders, such as
Favorites and archive folders. You can collapse this pane by clicking the folder icon at the top. You
can expand and collapse folders in this view by clicking the triangle icons next to the folder names.
3. Search window. Type what you want to search for here, such as the name of a person you want to
find messages from, or text that you want to search for to find a particular message.
4. The message list is a list of the messages in the current folder. Each entry in the list view has
additional information, such as how many unread messages there are in a conversation, or if there’s
an attachment, flag, or category associated with any messages in the conversation. A conversation
can have one or more messages. When a conversation is selected, you can delete it, add a flag, or
add a category by clicking the icons. At the top of the list view are filters that you can click to quickly
find messages that are unread, that include your name in the To or the Cc line, or that have been
flagged. In addition to the filters, you’ll see the name of the folder you’re viewing and the view that
you’ve selected.
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5. The reading pane is where the conversation that you’ve selected is displayed. You can respond to
any message in the conversation by using
Reply,
Reply all or
Forward at the top of a
message to respond to it.
NOTE: If you’d like to see messages ordered by date instead of by
conversation, you can turn off this default setting.
04.02. WORKING WITH DRAFTS
If you can’t finish writing a message right away, or want to wait a bit before you send it, you can click
away from it and come back to it later to finish it. Outlook Web App automatically saves your message
as you create it and adds it to your drafts folder. When you’re ready to send your message:
1. Find the Drafts folder in the folder list and click on it.
2. Click on the message you were working on to see it in the reading pane.
3. Click
Continue editing or, if you’ve decided you don’t want to send the message after all, click
Discard.
4. If you still want to send the message, finish editing it and click
Send.
Open a Message in a Separate Window
1. By default, you read and create messages in the reading pane, but that isn’t always what you
need. Sometimes you need to be able to view a message in a separate window.
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2. When you’re composing a new message or replying to or forwarding a message that you’ve
received, you can pop it out into a new window by clicking the pop out icon in the upper
corner of the message.
3. To open a message that you’re reading in a separate window, click the extended menu icon
and select open in separate window.
04.03. CREATING A MESSAGE
1. Click the New Mail icon
2. On the To: line type in
Directory for a list of City
the recipient’s name or click on Search Contacts &
employee names.
04.04. ATTACHING A FILE
1. Click on Insert and choose attachment to attach a file.
2. Browse to the location of the file on your PC, a network drive, your sky drive or a shared
folder.
Please Note: If you are using the ‘Reply All’ function for an email, you will receive a CC for messages
received before the migration. This is a known problem. Please remove yourself from the
distribution prior to sending the email or delete the CC. This will not happen for messages received
after the migration.
04.05. FOLDER LIST
The folder list will show the default folders that are created for all mailboxes, plus any folder that you
create. You should also see Favorites and Personal Archive folders.
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Click to expand
*Use the arrows to either expand or collapse
your folder list to see all of your Outlook
folders.
Click to collapse
You can close the folder list by clicking the chevron
list to view its contents.
at the top left of the list. Click any folder in the
You can right-click any item in the folder list to see a menu of things you can do that will affect
folders—such as create a new folder, delete an existing folder, or empty the Deleted Items folder.
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04.06. FOLDER ORGANIZATION
By default, Office 365 doesn’t carry over the same user view as the prior version. If you would like to
see all of your folders, or important ones at the top, the pin or favorites options can be used:
Pinning:
Pinning will allow the current expansion view of folders to be saved. If you would like to see some or all
of your folders the next time you log on, expand the folders using the folder list expansion instructions
above, and click the pin icon. This will save the current view for the next time you logon.
Favorites
Another way to modify the default folder view is by setting favorites. Once the icon is selected for a
folder, the folders will appear under the favorites directory. This can be used in conjunction with the
pinning option to organize folders to your preference.
Dragging Folders
Some folders can be organized within a directory by holding the left mouse button and dragging and
dropping the folders in your preferred order. The drag and drop option can also be used to add some
folders to your favorites directory instead of using the Star Icon.
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04.07. EMAIL SEARCH AND BUILT-IN FILTERS
You’ll find a search window and built-in filters at the top of the message list.


To search, click Search and start typing what you want to look for. A list of suggestions will appear
underneath, and you can click on one of those to search for that item. Or you can finish entering
your own search and then press Enter to start your search. To clear your search, click the icon at the
right of the search window.
The built-in filters: [ all ], [ unread ], [ to me ] and [ flagged ], are a way to quickly choose what to
display in the message list. All shows all messages, unread shows message that haven’t been marked
as read, to me shows all messages where your name appears in the To or Cc list, flagged shows all
messages that have been flagged.
Message list
The message list shows the messages in the current folder. The messages displayed can be managed by
selecting a filter or using search. The message list has tools to let you take care of some tasks quickly.




By selecting icons at the right of the message list, you can delete a message or conversation, or add
a flag. Other icons will show you which messages have attachments, importance of (high or low),
and how many unread items there are in a conversation.
By right-clicking a message, you can see a menu of options, such as mark a message read or unread,
move it to another folder, or create a rule based on that message.
By clicking the triangle to the left of a message, you can expand a conversation to see all messages
in that conversation.
Use the label at the top of the message list to switch between viewing Conversations by date and
Items by date.
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04.08. READING PANE
The reading pane is where messages are displayed. Not only can you read messages in the reading pane,
you can respond to them without opening a new window.




Select Reply,
Reply all or Forward at the top of a message to respond to it. A blank message
will appear in the reading pane at the top of the conversation.
Use Mark as read and Mark as unread to change the read status of a message.
View a menu of more options by selecting the icon
for the extended menu.
The position of the reading pane can be changed in the display settings.
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04.09. THE OUTLOOK CALENDAR
You can access your personal Outlook calendar from the Office 365 ribbon at the top of your screen.
Your calendar lets you create and track appointments and meetings. You can create multiple calendars,
link to other people’s calendars, and even share your calendar with other people in your organization.
After your Inbox, the calendar is probably where you’ll spend the most time when using Outlook Web
App. You can view your calendar four different ways: Day, Work week, Week, and Month.
Quickly view event details
You can click any event in your calendar to see a quick view of that event.
An event that you create will show you as the creator and have a link to edit or delete the event.
A meeting that you’ve been invited to will show the organizer and include links to respond to the
invitation. If the organizer has included an online meeting invitation, you’ll see a link to join the meeting.
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Week view
Week view is the default view when you first visit your calendar in Outlook Web App. You can change
that to Day, Work week, or Month by using the options in the upper corner.
1. Create a new event by clicking
all-day event.
New event. An event can be an appointment, a meeting, or an
2. Use the calendars to navigate from one date to another. Shading indicates the week you’re
currently viewing, and darker shading marks the current date. You can use the calendar icon at
the top to collapse or expand this side of the calendar view.
3. You can view more than one calendar at a time. This section lets you create other calendars,
such as a calendar just for a specific project or to track personal appointments. You can also add
other people’s calendars and select which to display. If you select multiple calendars to display,
they’ll be merged into a single view with each calendar given a different color.
4. This is another area that you can use to navigate from one day to another. Click any date to
jump to that date. Or click the arrows on either end to see the dates before or after those
displayed.
5. The main window, where calendars will be displayed. Double-click any white space in this
window to create a new calendar item. Or, click and drag to create a new item in the time
you’ve selected.
6. Select the view you want, and share or print your calendar.
Day view
The day view is most useful if you have a very busy schedule, or if you want to view multiple schedules
side by side. The controls remain the same, only the view has changed.
Month view
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The month view can be very crowded. To make it more usable, there’s an agenda displayed for the
selected day:
1. Shading shows the current date.
2. Slightly lighter shading shows the selected month.
3. Shading shows the selected day and the number tells how many non-displayed items there are
on each day. Double-click an item to open it. You can create a new event on any date by doubleclicking the white space on that date.
4. Shaded item is an all-day event.
5. The agenda for the selected day. You can create a new item on the current date by doubleclicking the white space in the agenda.
Open an event in a separate window
By default, you read and create events on an overlay on the main calendar page, but that isn’t always
what you need. Sometimes you need to be able to view an event in a separate window. You can pop any
event out into a new window by clicking the pop-out icon in the upper corner of the message.
04.10. CREATING CALENDAR ITEMS
To open a new calendar item in any view, you can click New event or double-click any white space. In
the day, work week, and week view, you can click or drag to select a block of time. Or you can type the
subject directly on the calendar. Double-click the new item to open it and add other details.
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Create an appointment
Click
New event or double-click the calendar to open a new calendar item form.
1. Enter a short description of the event.
2. Add a location if you want.
3. Select the starting date and time.
4. Select the duration. Select All day for an all-day event. All-day events appear at the top of the
calendar.
5. Use Show as to choose how you want the time to appear on your calendar.
6. Change or turn off the reminder.
7. If you have more than one calendar, choose which calendar to save it to.
8. Set a repeating pattern if you want this event to repeat.
9. Mark it as Private if you don’t want anyone you’ve shared your calendar with to see the details.
10. Use the Notes area to add any other information you want.
11. Click
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Save to save your changes or
Discard to cancel.
Create a meeting
A meeting is a calendar event that you send to other people. You create a meeting the same way you do
an appointment, but you invite attendees and may add a resource such as a conference room.
After you’ve selected New event, you follow most of the same steps. To turn a calendar item into an
invitation, start by entering the names of people you want to invite in the Attendees field.
1. You can type names directly in the Attendees field to add them.
2. Enter a location, or select Add a room to see a list of available conference rooms from your
organization’s address book. Select Scheduling Assistant to show the calendars of attendees.
You can also add or remove attendees and automatically schedule resources such as conference
rooms.
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3. To see the availability of attendees and conference rooms, select Scheduling Assistant. When
you’re done, click OK to save your changes or Discard to cancel. Either will take you back to
the event form where you can make any other changes you want before sending.
4. If online meetings are enabled for your account, you can add an online meeting link by selecting
Online meeting.
5. By default, Request responses is turned on, but you can turn it off if you don’t want to know
who has accepted or declined the invitation. If you leave request responses on, you’ll receive a
message as each attendee accepts or declines your invitation.
6. Click Send to save your changes and send the invitation to the attendees or Discard to
Once you’ve added attendees
cancel.
and clicked the Scheduling
Calendar Reminders
Assistant, you can see who would
be free or busy during the time
of your meeting.
Once an appointment or meeting is on your calendar a reminder is set up. You will see a notification
about your meeting 15 minutes prior to the event. You will also notice a reminder icon on the
ribbon. Clicking on it will also display the reminder.
04.11. SHARING YOUR CALENDAR
With a few clicks, you can share your calendar with other people in your organization.
Start by clicking
Share at the top right of the calendar window.
1. Enter the name of the person you want to share your calendar with in the Share with box.
Outlook Web App will automatically search for them in the address book.
2. After they’ve been found, they’ll be automatically added to the list of people to share with. You
can add as many people as you want.
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3. Choose how much information you want to share.
Full details
lets that person see all the information about events on your calendar,
except events that you’ve marked as Private.
Limited
will show the subject and location.
details
Availability shows only that you have an event at a particular time, but no other
only
details. Private events will always show only as busy.
4. You can edit the subject if you like.
5. If you have more than one calendar, choose which you want to share. Most people share their
default calendar (called Calendar), but you can share any calendar that’s part of your mailbox.
6. After you’ve added everyone you want to share with and what level of access you want them to
have, click
cancel.
Send to send the sharing invitation to the people you’ve added, or
*NOTE: When you’re viewing multiple calendars,
you can change which one is active by selecting it at the
top of the calendar window.
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Discard to
05. COUNTY CELL PHONES - CONFIGURATIONS
After your mailbox is migrated, your County’s cell phone email application will need to be
updated to download email from Microsoft. Please following the instructions at the following
links based on the type of phone:
05.01.
1.
2.
3.
4.
5.
6.
7.
iPhone
Go to ‘Settings’, ‘Mail, Contacts, and Calendars’
Click on ‘Exchange’
Click on ‘Account’
Click on Server and enter: outlook.office365.com
Click on Domain and remove the CCounty.gov (field should be blank)
Click on Username, and enter your email address, Click ‘Done’
Click ‘Done’
05.02. Android
1. Find your email settings (varies by model), and delete your existing account
2. Select add new account.
3. Type your full County email address, for example: First.Lastname@cookcountyil.gov,
and your Cook County password.
4. Select ‘Select this account as the default’
5. Select ‘Manual Setup’
6. Select ‘Microsoft Exchange Active Sync’
7. In the ‘Domain\Username’ field, type your full email address
(first.lastname@cookcountyil.gov)
8. Click on the ‘Server’ field and enter: outlook.office365.com
9. Click ‘OK’ for Activation
10. Click ‘OK’ for Remote Security Administration
11. Review defaults for personal preferences, and click ‘Next’
12. Click Activate
13. Click Done
06. SUPPORT
If you have questions or difficulty signing in, or with any functionality, please call the Bureau of
Technology’s Help Desk at 312-603-1390.
Refer to Moorcroft’s training at: https://support.office.com/en-us/article/Outlook-2013training-courses-videos-and-tutorials-f83e8e60-0bab-47eb-8f6e-c2ecb73124d8?ui=enUS&rs=en-US&ad=US
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07. RESOURCES AND REFERENCES
1) Getting Started with Office 365, Instructor Guide, Microsoft Corporation, 2011
2) Developed by Grace Gleeson, City of Chicago & Cook County Bureau of Technology
Websites:
1) http://office.microsoft.com/en-us/web-apps-help/introduction-to-word-web-appHA010378341.aspx?CTT=5&origin=HA102843651
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