Free Acceptable Use Training - Exchange Online Email

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

USING EXCHANGE

ONLINENew 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.

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

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

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

Click icon to add picture

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

Adopting Exchange Online

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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

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

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.

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

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.

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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

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TechnicalThe 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.

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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, [email protected]. 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.

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TechnicalType 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.

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

Technical - iPhone, iPad and IPod accessMicrosoft 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, [email protected] or [email protected].

• 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.

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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 [email protected] then select Next.

• Select Exchange account..• Enter your Domain\Username 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

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

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.

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

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.

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Technical - ForwardingTo 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.

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

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

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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

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

“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

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

CHECK YOUR LEARNING

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When accessing email through your browser type: login.outlook.com

CHECK YOUR LEARNING

Correct answer: login.microsoftonline.com.

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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.

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

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

CHECK YOUR LEARNING

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

CHECK YOUR LEARNING

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You will forward emails from your supervisor to other employees regularly.

CHECK YOUR LEARNING

Correct answer: Rarely will you forward emails.

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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.

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

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.

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

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.

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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.

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

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?

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Who is responsible for the security of your email account?

CHECK YOUR LEARNING

You are !!!

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

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.

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

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!!!

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

A coworker asks you to check his/her email while they are on vacation.

WHAT YOU WILL DO?

Will you do it?

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Our company has a zero tolerance of email harassment.

CHECK YOUR LEARNING

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

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

CHECK YOUR LEARNING

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

YOU HAVE COMPLETED THE COURSE

YOU ARE NOW A QUALIFIED EXCHANGE ONLINE USER

Congratulations!!

Prepared by Anita Y. Mathis, Business & IT Continuity Planner

RECEIVE CREDIT FOR THIS COURSE

Click the box below .Type your Name and ID No. Then SEND the email.