Outlook in Office 365 is where you go to work on your e-mail and calendar. If there is one part of Office 365 that you are most likely already using, it will be Outlook to send and receive e-mail. However, just because you are using it on a daily basis, that doesn't mean it is worth taking a few minutes to take a fresh look at it, and maybe discover some new features that you didn't know about. Who knows what you might discover?

  • Automatically filter out low priority e-mails using the Focused Inbox feature. As move e-mails you rarely read into the "Other" folder, and out of your "Focused" inbox, the system will learn and start to do this automatically for you.
  • No excuses for missing emails. Use @Mentions to get noticed. @mention someone in an e-mail and they will automatically be added to the list of recipients. The person receiving the e-mail will see the @ symbol in their inbox.
  • Access e-mail and calendars via web browser, desktop or mobile apps. So you can stay in touch wherever you are and across all devices.
  • Share your calendar so others can see when you are available. Even setup a shared school calendar, or allow someone to manage your calendar on your behalf.


Tell Me A Bit More

Focused Inbox

Does you inbox sometimes just overwhelm you? Do you find yourself wading through unimportant e-mails, trying to spot those that actually need your attention? Outlook in Office 365 can help with the Focused Inbox. Turn on this feature and Outlook will start to learn which e-mails are important to you and which are not. Outlook will then start to automatically put your important e-mails in your Focussed Inbox, front and centre, while keeping the less important ones in the background. You can still access these via the 'Other' tab in your inbox if you need to. And if Outlook puts an important e-mail into 'Other', you can just move that e-mail back into the Focused Inbox to help Outlook learn and make a better choice next time. Find out more about Foucused Inbox here, and how you can use it in both Office 365 and Outlook 2016.

focused inbox other inbox
Focused Inbox Tab - E-mails that matter Other Inbox Tab - Mail you're not worried about



The @ symbol is the key to ensuring your email or meeting invites get noticed. Just type the @ synbol before a person's name in the body of an e-mail or invite and they will automatically be tagged and added to the To line. The recipient's will also see the @ symbol next to the message in their inbox, so they know they are mentioned in the e-mail. Find out more about this Outlook feature here, and how to use it in both Office 365 and Outlook 2016.


outlook mobile

Access Outlook on your Mobile

If you need to access your e-mail and calendar when you are out of the Office, then there are apps available for mobile devices. Just install these, add in your Office 365 account and you are all set. Obvisouly, as Office 365 is web based, then you could just access your e-mail or calendar via a web browser. But these apps make the whole experience a lot easier. If you are worried about school e-mails being accessed on personal mobile devices, then Office 365 Security and Compliance, which we will be covering in a future article, can help to protect that information falling in to the wrong hands. Mobile Device Management features built into Office 365 mean that e-mail can only be accessed on registered phoens that cooform to a school policy, for example they have to have a PIN security code enabled. And if they are lost, they can be wiped remotely. Find out more about setting up Outlook on a mobile device here.

Calendar Sharing

Would you like to share your calendar with colleagues so they can  see when your availble. This is something that you can easily do in Oultook with Office 365, but there are several different approaches to take, depending upon exactly why you want to share the calendar. Watch this video to find out more.


When you share a calendar you can set different levels of access to it. So, for example, if you are a headteacher, you might want to delegate access to your calendar to your school office administrator, so they can easily see when you are available and arrange meetings on your behalf. Or as a school administrator you might want to setup a school calendar and share it with the rest of the school, but on a read-only basis. So you can put events into the calendar and everyone can se them but not change them. Find out more about sharing calendars here. 

N.B. If you want to share a calendar with more than just a few individuals (e.g. a staff calendar) you will probably find it easier to create a group first of all. Schools ICT can help you do this if you find one hasn't already been created. As usual there are several different approaches you can take.


Learn More About Outlook in Office 365

If you'd like to learn even more about what you can do with Outlook on the web in Office 365, then please see these Microsoft articles about using Outlook on the web

If you use the full Outlook 2016 client with Office 365, or you would just like learn even more about what is possible with Office 365 and Outlook, then the Outlook Help Centre is the place to go. If you particularly like video based training, then you can find lots of outlook training videos here

If your organisation has enabled self-service password reset for Office 365, then you can use the links below to register for or use the service.

If you are a North Yorkshire school that would like this feature enabling on your Office 365 tenancy then please contact Schools ICT.


I Want To Register for Office 365 Self-Service Password Reset

Visit the Office 365 password reset registration portal in your web browser and complete the sign-up process using your existing emailaddress and password that you login to Office 365 with.

For more information on how to complete the registration process please see How to Register for self-service password reset


I Have Forgotten My Office 365 Password 

After you complete the registration process you can visit the Office 365 password reset portal or click on "Can't access your account?" on the sign on page to reset or unlock your account from any device.

For more inofrmation on how to reset or unlock your account please see How to Reset your work or school password


I Want To Change My Office 365 Password

If you just want to change your password, then please go to the Office 365 password change 


If you are still having problems logging into Office 365 and the above has not helped then please log a call with the Schools ICT helpdesk.


Office 365 is more than just E-mail, there are lots of applications that can help you to organise your files, share information, improve communication and help you to track data.


If you would like to find out more please contact Schools ICT. We can arrange a session at your school to give you an insight to the features within Office 365.


more than just email

How to accept an external invite to a SharePoint site (non-Microsoft account)

  1. You should have received an email from This email address is being protected from spambots. You need JavaScript enabled to view it. with the subject [Someone's name] wants to share [name of site]. Open this email
  2. Click the link in the email to go to the Microsoft sign in page.
  3. You should see a page asking you to log in with an account. If you don’t have a Microsoft account or an organisational account, you can create one for your current email address by clicking Create a Microsoft account, its quick and easy!
  4. Fill out your current email address and create a new password
  5. Once you have done this, it will request you to enter a code. The code will have been sent to your email address. Once you have received the code, enter it
  6. Once you press next, it will automatically redirect you to the site that was originally shared with you

What is a tenancy?

A tenancy in Office 365 refers to the full Office 365 suite attached to a domain. When Office 365 is set up, it creates a tenancy to store all the data for Office 365 including things like SharePoint, OneDrive and Yammer. This allows all of your organisations data to sit in the same environment and be moved around within the tenant with ease.

The second part of the tenant is the data that feeds into it. Exchange data and Active Directory data are fed directly into your tenant. But what does that actually mean?

  • Exchange is the name of the email service. All the exchange data relates to email and in this scenario can be thought of as the foundation for email.
  • Active Directory is the name of Microsofts domain management system. In this scenario, it helps all the apps talk to each other within the same tenant.

Office 365 is more than just email. Office 365 is a suite of cloud products offered by Microsoft designed to improve collaboration and productivity. Because all of the data associated with your account is stored in the clould, it means instead of hosting all your school data being stored on a server in school, it is stored in one of Microsofts data centers and can be accessed from anywhere on any device with an internet connection.

One of the advantages of using Office 365 is that it includes Office Online which consists of lighter versions of the full Windows desktop Office applications with fewer of the functions, but they do give you access to everything you will need to work

  • Work on your Office Word documents, Excel spreadsheets, PowerPoint presentations and OneNote workbooks anywhere you have internet access
  • Share Office files with other Office 365 users

The Department for Education has issued advice for schools on cloud software services and the Data Protection Act.

The advice “outlines how schools need to consider data security when moving services and sensitive information to the internet-based facilities of cloud computing”, the DfE said.