Office of the Chief Information Officer Revised 8/2/2017 Page 1 of 28 Features of Outlook Web Access vs Outlook Client for the PC Features that synchronize The following document provides a general overview on how to access certain features found in the Outlook Web Access and the Outlook Client for the PC. Some features will synchronize across both instances of Outlook, while others will not. As a result, settings for these features will need to be recreated in each instance of Outlook. For features that will synchronize between the Outlook Web Access and the Outlook Client for the PC, a recommended client will be noted for convenience. Creating Calendar Shares Outlook Web Access (Recommended) 1. From the navigation bar, click the Calendar icon. Figure 1 - Calendar View 2. Click Share. Figure 2 - Share Note: If you have more than one personal calendar, you will be asked to select which one you wish to share. 3. Under Send a sharing invitation in email, enter the email address of the recipient of the share. Figure 3 - Send a Sharing Invitation in Email 4. Select the level of viewing access (See Figure 4). 5. Click Share (See Figure 4). 6. Click Done (See Figure 4). Figure 4 - Share Calendar Link: https://apps.kennesaw.edu/files/pr_app_uni_cdoc/doc/Creating_Calendar_Shares_in_Outlook_2016_Web.pdf
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Office of the Chief Information Officer
Revised 8/2/2017 Page 1 of 28
Features of Outlook Web Access vs Outlook Client for the PC
Features that synchronize The following document provides a general overview on how to access certain features found in the Outlook
Web Access and the Outlook Client for the PC. Some features will synchronize across both instances of
Outlook, while others will not. As a result, settings for these features will need to be recreated in each
instance of Outlook. For features that will synchronize between the Outlook Web Access and the Outlook
Client for the PC, a recommended client will be noted for convenience.
Creating Calendar Shares
Outlook Web Access (Recommended)
1. From the navigation bar, click the Calendar icon.
Figure 1 - Calendar View
2. Click Share.
Figure 2 - Share
Note: If you have more than one personal calendar, you will be asked to select which one you wish to share.
3. Under Send a sharing invitation in email, enter the email address of the recipient of the share.
Figure 3 - Send a Sharing Invitation in Email
4. Select the level of viewing access (See Figure 4).
Outlook Web Access 1. From the navigation bar, click the People icon.
Figure 30 - People
2. Click the arrow next to New (See Figure 31). 3. Click Contact from the drop-down (See Figure 31). Note: At this time, the Groups feature in the Outlook Web Access is disabled.
Figure 31 - New Contact
4. Complete contact information by filling out the desired fields (See Figure 32).
Outlook Web Access 1. From the navigation bar, click the People icon.
Figure 36 - People
2. Click the arrow next to New (See Figure 37). 3. Click Contact List from the drop-down (See Figure 37). Note: At this time, the Groups feature in the Outlook Web Access is disabled.
Figure 37 - New Contact
4. Enter a name for the contact list (See Figure 38).
5. Type the name or email address of contact you would like to add to the contact list and press enter to
Outlook Client for the PC (Recommended) 1. From the navigation bar, click the Task icon.
Figure 47 - Tasks
2. Under the Home tab, click New Task.
Figure 48 - New Task
Viewing Flagged Items
Outlook Web Access 1. From the navigation bar, click the Task icon.
Figure 49 - Tasks
2. Click Flagged items and tasks.
Figure 50 - Flagged items and tasks
Outlook Client for the PC (Recommended) 1. From the navigation bar, click the Task icon.
Figure 51 - Tasks
2. Click To-Do List.
Figure 52 - To-Do List
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Categories
Outlook Web Access 1. Select an email to apply a category to. 2. From the command bar, click Categories (See Figure 53). 3. A list of preset categories will be displayed. Click a category to apply (See Figure 53). 4. To manage categories, click All Categories (See Figure 53).
Figure 53 - Categories
Outlook Client for the PC (Recommended) 1. Select an email to apply a category to. 2. From the ribbon, click the Home tab.
Figure 54 - Home
3. Click Categorize (See Figure 55). 4. A list of preset categories will be displayed. Click a category to apply (See Figure 55). 5. To manage categories, click All Categories (See Figure 55).
Figure 55 - Categorize
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Rules (Server-Side Rules)
Note: There are two types of rules, server-based rules and client-only rules.
Server-based rules apply to your messages even if Outlook isn’t running.
Client-only rules apply to your messages only when Outlook is running on an individual’s computer. Client-
only rules can only be created and edited in the Outlook Client for the PC.
Certain conditions, actions, or exceptions that are applied to a rule will change it to a client-only rule (e.g.
Action: Play sound). If you remove the item that makes it a client-only rule, then it will be changed back to a
server-based rule.
Outlook Web Access 1. From the top right of the screen, click the Settings icon. 2. Click Mail.
Figure 56 - Mail
3. Under Mail > Automatic processing, click Inbox and sweep rules.
Outlook Web Access 1. From the top right of the screen, click the Settings icon. 2. Click Mail.
Figure 65 - Mail
3. Under Mail > Automatic Processing, click Read Receipts (See Figure 66). 4. Under Read Receipts, select a response option (See Figure 66). 5. Click Save (See Figure 66).
Figure 66 - Read Receipts
Outlook Client for the PC 1. From the ribbon, click the File tab.
Figure 67 - File
2. Click Options.
Figure 68 - Options
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3. Click Mail (See Figure 69). 4. Scroll down to the Tracking options. Under For any message received that includes a read receipt
request: select an option (See Figure 69).
Figure 69 - Read Receipts
Reading Pane Views
Outlook Web Access 1. From the top right of the screen, click the Settings icon. 2. Click Display Settings.