Outlook 2016 - Macintosh

 

Working with Outlook 2016 for Mac

Office 2016 - Outlook - Logo

• Email

Setting Up Email

Step 1

Open Outlook. If there is a Welcome to Outlook screen, skip through it until you reach the "Please enter your email address" screen. Enter your NAU User ID and select "Continue"

(Note: It should be in the form of first.last@nau.edu).

 Office 2016 - Outlook for Mac - Enter Email new

Step 2

Wait for Outlook to find your account. It will then take you to the Exchange screen. Enter your Exchange account information. In the "E-mail address" field, insert your email as "first.last@nau.edu". In the "User name" field, insert "nau\abc123" where abc123 is your NAU User ID. In the"Password" field, insert your NAU password. Then, select "Add Account".

 Office 2016 - Outlook for Mac - Add Account New

Step 3

Your account has been added. Select "Done". You may also select "Add Another Account" and repeat Steps 1-2 if you would like. 

 Office 2016 - Outlook for Mac - Done New

Accessing Shared Emails

Step 1

Open Outlook. In the Navigation Bar in the upper-left hand corner, select "Tools".

Office 2016 - Outlook - Shared Email - Mac - Navigation Bar

Step 2

In the drop down menu for "Tools", select the "Accounts" options at the bottom.

Office 2016 - Outlook - Shared Email - Mac - Tool Options

Step 3

Select the "Advanced..." option in the bottom right corner of the "Accounts" screen.

Office 2016 - Outlook - Shared Email - Mac - Advanced

Step 4

Along the top of the next screen, there are three options. Select "Delegates".

Office 2016 - Outlook - Shared Email - Mac - Adv. Delegate

Step 5

At the bottom of the Delegates screen, beneath People I am a delegate for, find the "+" button and select it.

Office 2016 - Outlook - Shared Email - Mac - Plus Button

Step 6

Search for the person you are a delegate for using the search bar.

Office 2016 - Outlook - Shared Email - Mac - Search

Step 7

Select whomever you are a delegate for and click "Add".

Office 2016 - Outlook - Shared Email - Mac - Add

Step 8

Exit the window and restart Outlook for the changes to take effect.

Sharing and Delegation of Individual Email Accounts - Adding Delegation

Step 1

Open Outlook. In the navigation bar, select "Tools".

Office 2016 - Outlook - Add Delegation - Mac - Tools

Step 2

In the drop down menu for "Tools", select the "Accounts" option.

Office 2016 - Outlook - Add Delegation - Mac - Accounts

Step 3

On the Accounts screen, select the "Advanced..." option.

Office 2016 - Outlook - Add Delegation - Mac - Advanced

Step 4

On the Advanced screen, select the "Delegates" option.

Office 2016 - Outlook - Add Delegation - Mac - Delegates

Step 5

Under Delegates who can act on my behalf, select the "+" to add a delegate.

Office 2016 - Outlook - Add Delegation - Mac - Add Delegates

Step 6

On the Search screen, search for the person you want to delegate for you.

Office 2016 - Outlook - Add Delegation - Mac - Search

Step 7

Select whomever you are searching for and select the "Add" option.

Office 2016 - Outlook - Add Delegation - Mac - Searches Add

Step 8

On the Permissions screen, select permissions for "Calendar", "Tasks", "Inbox", "Contacts", and "Notes". There are four Permissions that can be chosen from;

  • None: No access.
  • Reviewer: Can only read items.
  • Author: Can read and create items.
  • Editor: Can read, create, and modify items.

After selecting Permissions for each option, select "OK"to exit.

Office 2016 - Outlook - Add Delegation - Mac - Permissions

Step 9

Exit and restart program to implement changes.

Sharing and Delegation of Individual Email Accounts - Removing Delegation

Step 1

Open Outlook. In the navigation bar, select "Tools".

Office 2016 - Outlook - Add Delegation - Mac - Tools

Step 2

In the drop down menu for "Tools", select the "Accounts" option.

Office 2016 - Outlook - Add Delegation - Mac - Accounts

Step 3

On the Accounts screen, select the "Advanced..." option.

Office 2016 - Outlook - Add Delegation - Mac - Advanced

Step 4

Under Delegates who can act on my behalf, select the "-" to add a delegate.

Office 2016 - Outlook - Remove Delegation - Mac - Remove

Step 5

Exit and restart program to implement changes.

Email Distribution List Creation

Step 1

Open Outlook. Select the "People" button from the lower navigation bar in the left of the window.

Office 2016 - Outlook for Mac - People New

Step 2

Select "New Contact Group" from the top left of the upper navigation bar.

Office 2016 - Outlook - Email Distribution - Mac - Contact Group

Step 3

"Name" the Contact Group.

Office 2016 - Outlook - Email Distribution - Mac - Name

Step 4

Follow the "Double-click to add" instructions. Double-click on this to add a contact.

Office 2016 - Outlook - Email Distribution - Mac - Double Click Add

Step 5

When finished adding contact to the group, select the "Save & Close" option on the top right.

Office 2016 - Outlook - Email Distribution - Save and Close

Finding Headers

Step 1

Open Outlook. Select the email that you wish to view the header for.

Office 2016 - Outlook - Headers - Mac - Select Email

Step 2

Right-click or Ctrl-click the email. In the drop down menu that appears, select "View Source".

Office 2016 - Outlook - Headers - Mac - View Source

Step 3

A text document will open with the header as the content. Copy and Paste content as needed.

Office 2016 - Outlook - Headers - Mac - Text Doc

Voicemail

Step 1

To begin, select the "Inbox" tab.

Outlook App on Mac - Inbox - Step 1

Step 2

Then, select the "Email" containing the Voicemail you want to listen to.

Outlook App on Mac - The Email - Step 2

Step 3

Once the Email has opened, select the "Preview" button. You may also double-click the actual mp3 file to open the voicemail elsewhere.

Outlook App on Mac - Preview Voicemail- Step 3

• Calendar

Changing Calender View

Step 1

Open Outlook. Select the "Calendar" option from the navigation bar at the bottom of the window.

Outlook 2016 - Add Distribution List - Step 1

Step 2

Select one of the following options from the navigation bar at the top of the window: "Day", "Work Week", "Week", or "Month". After selecting one of the options the calendar view will change.

Office 2016 - Outlook - Calendar View - Mac - Calendar Buttons

Creating Calendar Events

Step 1

Open Outlook. Select "New Items".

Office 2016 - Outlook - Creating Calendar Events - New Items

Step 2

Select an event. Either "Meeting" or "Appointment".

Office 2016 - Outlook - Creating Calendar Events - New Items Options

Step 3

On the screen that appears, enter the subject of the event in the "Subject" dialog box. Enter the location of the event in the "Location" dialog box.

Office 2016 - Outlook - Creating Calendar Events - Subject and Location

Step 4

Change the "Start" and "End" times, including date and time, or select "All day event".

Office 2016 - Outlook - Creating Calendar Events - Start and End Times

Step 5

Set an event "Reminder" for however long before the event you wish to be notified, by selecting the drop menu next to the "Reminder" option.

Office 2016 - Outlook - Creating Calendar Events - Reminder

Step 6

Enter the Event Details in the large dialog box, beneath all the other information.

Office 2016 - Outlook - Creating Calendar Events - Event Details

Step 7

Save the event by selecting the "Save & Close" option, located on the navigation bar.

Inviting People to an Event

Step 1

To invite people to the event select the "Invite" button, located on the navigation bar of the window.

Office 2016 - Outlook - Creating Calendar Events - Mac - Invite

Step 2

Enter emails for those you wish to invite to the event into the "To:" dialog box.

Office 2016 - Outlook - Creating Calendar Events - Invitee Email

Step 3

After entering the invitees email, you can check their schedule to see if they are free to attend the event by selecting the "Scheduling" button on the navigation bar.

Office 2016 - Outlook - Creating Calendar Events - Scheduling

Making an Event Recurring

Step 1

To make the event Recurring, select the "Recurrence" button located on the navigation bar.

Office 2016 - Outlook - Creating Calendar Events - Re-Occurance

Step 2

Select the details of this recurrence. You can change what time frame it reoccurs in, as well as how often and what times and duration. 

Outlook 2016 - Mac Outlook Recurrence

Making an Event Private

Step 1

To make an event "Private", select the lock icon located on the bottom right of the navigation bar.

Outlook 2016 - Mac - Privacy NEW

Deleting Calendar Events With Guests

Step 1

Open Outlook. Select the "Calendar" option from the navigation bar at the bottom of the window.

Outlook 2016 - Add Distribution List - Step 1

Step 2

Select the event you wish to delete. Select "Cancel" from the navigation bar at the top of the window.

Office 2016 - Outlook - Deleting Calendar Events - Select and Cancel

Step 3

A new window will pop up, select "Send Cancellation". This will cancel the event notifying your invitees, and the window will close on its own.

Office 2016 - Outlook - Deleting Calendar Events - Send Cancellation

Deleting Calendar Events Without Guests

Step 1

Open Outlook. Select the "Calendar" option from the navigation bar at the bottom of the window.

Outlook 2016 - Add Distribution List - Step 1

Step 2

Select the event you wish to delete. Select "Delete" from the navigation bar at the top of the window.

Outlook 2016 - Mac - Delete NEW

Granting Calendar Access

Step 1

Open Outlook. In the navigation bar, select "Tools"

Office 2016 - Outlook - Add Delegation - Mac - Tools

Step 2

In the drop down menu for "Tools", select the "Accounts" option.

Office 2016 - Outlook - Add Delegation - Mac - Accounts

Step 3

On the Accounts screen, select the "Advanced..." option.

Office 2016 - Outlook - Add Delegation - Mac - Advanced

Step 4

On the Advanced screen, select the "Delegates" option.

Office 2016 - Outlook - Add Delegation - Mac - Delegates

Step 5

Under Delegates who can act on my behalf, select the "+" to add a delegate.

Office 2016 - Outlook - Add Delegation - Mac - Add Delegates

Step 6

On the Search screen, search for the person you want to delegate for you.

Office 2016 - Outlook - Add Delegation - Mac - Search

Step 7

Select whomever you are searching for and select the "Add" option.

Office 2016 - Outlook - Add Delegation - Mac - Searches Add

Step 8

On the Permissions screen, select permissions for "Calendar". Leave"Tasks", "Inbox", "Contacts", and "Notes" as the permission "None". There are four Permissions that can be chosen from;

  • None: No access.
  • Reviewer: Can only read items.
  • Author: Can read and create items.
  • Editor: Can read, create, and modify items.

After selecting Permissions for each option, select "OK"to exit.

Office 2016 - Outlook - Granting Calendar Access - Mac - Permissions

Step 9

Exit and restart program to implement changes.

Connecting to Shared Calenders

Step 1

Open Outlook. Select the "Calendar" from the bottom navigation bar.

Outlook 2016 - Add Distribution List - Step 1

Step 2

Select the "Open Shared Calendar" option from the top navigation bar.

Office 2016 - Outlook - Connecting to Shared Calendars- Mac - Open Shared Calendars

Step 3

Enter the name of the shared calendar you are searching for in the the search box. Select the correct calendar. Select "Open".

Office 2016 - Outlook - Connecting to Shared Calendars- Mac - Search and Open

Step 4

On the left sidebar, scroll down until "Shared Calendars" comes into view. Select the check mark box next to the shared calendar you chose.

Office 2016 - Outlook - Connecting to Shared Calendars- Mac - Sidebar and Checkmark

Step 5

Calendar events from that shared calendar will appear on your calendar.

Adding Distribution List

Step 1

Begin by selecting the "Calendar Icon".

 Outlook 2016 - Add Distribution List - Step 1

Step 2

Then, select the "Organize" tab.

 Outlook 2016 - Add Distribution List - Step 2

Step 3

Next, select "Open Shared Calendar". This should open a popup window.

 Outlook 2016 - Add Distribution List - Step 3

Step 4

Within the popup window, enter the desired distribution list. For this example we entered "distributionlist@xdl.nau.edu".

 Outlook 2016 - Add Distribution List - Step 4

Step 5

Then, select the desired Contact. It will be highlighted in dark blue as seen in the picture. Lastly, select "Open" to complete this process.

 Outlook 2016 - Add Distribution List - Step 5