Introduction

This manual provides basic information on how to use our email system (Office
365).Office 365 is a cloud service provided by Microsoft and offers other collaboration
tools (e.g., Office applications) in addition to the email service.

What Does Outlook Do?

Outlook is the email client included in Microsoft Office and provides functions for
sending and receiving emails as well as managing address book, contacts, and
schedule
Mailbox size limits and notifications

# Target Mailbox Issue warning Prohibit Prohibit send

size at send at and receive at
1 Default size limits Office 365 49GB 49.5GB 50GB

Size Limit per Single Email

The size of a single email to send including its attachment is limited to 35
MB. Any email exceeding this size is not sent and a non-delivery report
(NDR) is sentto the sender. The same size limit is applied to received
emails.

Limits on Number of Recipients

To prevent the user from sending junk emails at once, Exchange Online
limits thenumber of recipients for each email sent.
The maximum number of recipients to send emails from the Exchange
Online mailbox (i.e., the number of email addresses specified as
destinations) is 10,000 per day. Also, a single email can be sent to up to
500 recipients.

Limits on Number of Emails Sent during Certain Period

In order to prevent the system resources from being consumed

excessively as well as being used illegally, the number of emails which
can be sent by a single user is limited to 30 emails per 1 minute.

1. Using Email
This chapter describes the basic operation for using the email service in Outlook.

Setting Up Email Account

You need to set up your email account when you launch Outlook for the first time.

Launch Outlook by double-clicking the desktop icon or choosing from the

[Start] menu.
Set up your email account.

③
④

① Your Name An arbitrary name

② Email Your email address

Address
③ Password Your password
④ Retype Enter your password again.

Password

Check that entered information is correct and click [Next].

If the following screen appears, enter your password and click [OK].

* Do not check [Remember my credentials].

All of three steps will be checked in a while. When all steps have been
checked, click [Finish].

Outlook launches.
 Account setup is complete if Outlook has launched successfully.

* The setup procedure above is not necessary when you launch Outlook
nexttime.
Customizing Reading Pane

The reading pane is displayed to the right of the message list.

If you are using a special size monitor or you do not prefer showing the
messagepreview, you can move the reading pane to another location or
hidden it.

Changing the display method of the reading pane

① Click the [VIEW] tab and [Reading Pane]. Choose [Right], [Bottom],
or [Off]from the menu displayed.

Configuring the options for the reading window

You can configure various reading pane options to specify, for example,
when anemail is flagged as “Read” and how the message contents are
scrolled.
Configure the options for the reading window in the following procedure:

① Click the [VIEW] tab, [Reading Pane], and [Options...].

* When the reading pane is hidden, [Options...] is grayed out.

Arranging Emails
The emails in the list can be arranged in the order of date, sender, size,
amongother properties. Email messages can be grouped and arranged in
one of twelveways which are defined in advance. For example, by
arranging messages by name, size, or subject, you can easily find a
necessary message.

① Click [VIEW] and [ ] (Other) above [Arrangement].

② All arrangement options are shown. Choose an arrangement option.

Automatic Reply
You can use the automatic reply function of Outlook to reply to received
emails with a fixed message. When this function is enabled, the automatic
reply messageis sent to the sender of each email received (once per
email).

Configure the automatic reply setting in the following procedure:

Automatic reply setting

① Click the [FILE] tab, [Info], and [Automatic Replies (Out of Office)].

② Choose the [Send automatic replies] radio button.

Switch between the [Inside My Organization] and [Outside My
Organization(On)] tabs and configure each tab.
 ＜Inside My Organization＞ ＜Outside My Organization (On)＞

Click the [HOME] tab and [Rules], and choose [Manage Rules Alerts...].

Creating New Message as Personal Email

Use the email editor to create a new email
message.Create a new message in the
following procedure:

① Click the [HOME] tab and [New Email] above [New]. Or, click [New
Items] andchoose [E-mail Message].
② The message creation screen is displayed. Specify the recipient

(destination address, Cc (carbon copy) address, and/or Bcc (blind

carbon copy) address),enter subject, and write the message body.
Creating Signature for Personal Email
By creating a signature, you can append a fixed phrase such as your name
or contact information to every message automatically or to each message
manually.Create a signature in the following procedure:

① On the message creation screen, click the [INSERT] tab and

[Signature], andchoose [Signature].

② In the [Signature and Stationery] dialog box, click [New] and enter the
namefor the new signature in the [New Signature] dialog box. Click
[OK].
③ Create a signature and click [Save]. You can create a signature in
the RichText format.

* Repeat Steps ② and ③ if you need multiple signatures.

④ Under [Choose default signature], choose the email account,

signature usedfor new messages, and signature used for
replied/forwarded messages in appropriated dropdown menus, and
click [OK].
Message Flag
Attaching a flag to an email message helps to check necessary tasks
or attractattention of the recipient. The [ ] (flag) column of the email
list indicates theflag status as listed below.

Flag list
Flag Description

Blank No flag

With flag

Flag completed
Adding a message flag to an outgoing message

① On the message creation screen, click the [Message] tab. Click [Follow
Up] andchoose from the list of flags displayed. To specify detailed
options, click [Custom].

② Set [Flag for Me] and [Flag for Recipients] and click [OK].
Completing a flag
By completing the flag attached to an email of which task has been
completed,you can visually indicate that the email has been processed in
any way.

① In the message list, click [ ] at the right edge of the message.

② The flag changes its status and completes.

Attaching or Inserting Files

You can attach a file or shortcut to an email. You can also insert a file into
the message body. Further, you can resize a large image before sending or
capture ascreenshot and insert it into the message.

Attaching or Inserting Files

① On the message creation screen, click the [INSERT] tab and [Attach
File], [Outlook Item], [Business Card], or [Calendar] above [Include].
To insert animage, click [Pictures], [Online Pictures], [SmartArt], or
[Chart] above [Illustrations].
* The buttons above [Illustrations] are initially grayed out and
becomeselectable by clicking on the message form.
Resizing a large image
① Select the attached file and click the [FILE] tab.
② Click [Info] and choose [Resize large images when I send this
message]. Clickthe arrow icon at the top left corner to return to the
message creation screen.

Scheduled sending and receiving.

You can specify when to send messages. Note that messages scheduled
to sendare saved on your PC, and you must keep the PC and Outlook
running at the scheduled date and time. (If they are not running, the
messages are not sent.)Be careful when you schedule sending messages
on a holiday or during the nighttime. In addition, since it can happen that
your PC gets faulty and needs replacement, do not specify a date several
months later.
* Outlook on the web does not have this function. Be sure to schedule
sending inOutlook.
(1) Create a new message, and click the [OPTIONS] tab and [Delay Delivery].

(2) On the [Properties] screen, check [Do not deliver before] under
[Deliveryoptions] and choose a date and time to send the
message.
* Check the setting and click [Close].
 (3) Click [Send].

* This concludes the setting. Be sure to keep your PC and Outlook

running at the specified date and time.

Quick Search
Outlook 2016 provides a series of filters to quickly search for particular
itemsusing keywords and search conditions.

① Enter a text string to find in the [Search] box and press the Enter key.

② Items including the entered string are listed in the [Quick Search
Result] window, with the specified string highlighted. To narrow the
search result, enter more strings. To widen the search target to all
folders, click [Search allemail items again] at the end of the search
result.
Creating a subfolder
In Outlook 2016, while you can classify messages by using search folders
withoutcopying or moving them, you can also create subfolders and
classify messages into them. You can create a subfolder under your
mailbox or the public folder. Forexample, you can create subfolders under
the Inbox and classify messages into them.
Create a new subfolder in the following procedure:

① Click the [FOLDER] tab and [New Folder] above [New].

② In the [Create New Folder] window, enter the folder name, and
choose whatto store in the new folder and where to create the folder.
Click [OK].

Creating a rule
Use the Rules Wizard to
create a new rule.Create a
rule in the following
procedure:

① Click the [HOME] tab and [Rules] above [Move], and choose [Manage
Rules &Alerts...].
 In the [Rules and Alerts] window, click [New Rule...].
* If you have multiple folders, specify the desired folder in [Apply changes to this folder].

③ Follow the instructions given by the Rules Wizard to define a rule, and
click[Next >].

④ Click [Finish].
Creating a message-based rule
You can create a new rule based on a received email message. When you
create arule based on a message, properties (e.g., From or Subject) are
quoted from the message.
Create a new message-based rule in the following procedure:

① Select a message.
② Click the [HOME] tab and [Rules] above [Move], and choose [Create Rule...].

③ Choose appropriate options in the [Create Rule] window. Clicking

[AdvancedOptions...] launches the Rules Wizard.

④ When the Wizard completes, click [OK].

⑤ A message appears and asks if you want to execute the rule
immediately. Click[OK].
Calendar Display
You can change how to display the calendar so that you can view it easily.
You can change the number of days displayed at once as well as the
schedule view.

Changing Calendar Display Method

Change the calendar display method in the following procedure:

① Click the icon at the bottom of the screen.

② Click the [HOME] tab and [Day], [Work Week], [Week], [Month], or
[ScheduleView] above [Arrange].

③ The calendar changes the display format.

<Day> <Work Week>

<Week> <Month>
 <Schedule View>

Calendar Navigator
Calendar Navigator allows you to efficiently display the schedule for a day,
workweek, week, or month.

Calendar Navigator

Checking the schedule of a day, work week, or week in Calendar Navigator

To check the schedule of a day, work week, or week, click the desired
date in Calendar Navigator.

Creating Appointment
An appointment is one of the items managed on the calendar which does
not require inviting other members or reserving a resource and finishes
within a day.Create an appointment in the following procedure:

① Click the [HOME] tab and [New Appointment] above [New].

② Enter the appointment name in [Subject] and choose the time for
each of[Start time] and [End time].
Creating Appointment from Timetable
The time table is a calendar to display appointments for a day, work week,
week, or month. In Outlook, you can create an appointment with the start
date and timealready entered from the timetable.
Create an appointment from the timetable in the following procedure:

① Click and hold the mouse button on the start date and time in the
timetable,and drag to the end date and time.

② Click the [HOME] tab and [New Appointment] above [New].

③ The appointment creation screen appears with the start date and time
alreadyentered.
 Enter the subject of the appointment in [Subject] and click [Save & Close].

Creating Event
An event is not shown in the time frame of the calendar, but shown in the
header.An appointment which requires one or more days such as holiday,
exhibition, or seminar, or a memorial day for the whole day is set up as an
event.
Create an event in the following procedure:

① Click the [HOME] tab and [New Items] above [New], and choose [All
DayEvent].
② The appointment creation screen appears with [All day
event] alreadychecked. Specify the date of the event.

③ Enter the subject of the event in [Subject] and click [Save & Close].