Summary   A shared mailbox makes it easy for a group of people to monitor and send email from a public email address, like info@nobisrehabpartners.com. When a person in the group replies to a message sent to the shared mailbox, the reply appears to come from the shared address, not from the individual person.   Instructions   Add a Shared Mailbox to Outlook (Installed on your computer)   If a shared mailbox was assigned to you, it should automatically appear as a separate folder in the left navigation pane in Outlook after a brief waiting period. You can also try restarting Outlook to force the mailbox to display.    What if it didn’t work? If your admin only recently added you to a shared mailbox, it may take a few minutes before the shared mailbox appears. Wait a bit and then close and restart Outlook again. If that didn't work, then manually add the shared mailbox to Outlook: Open Outlook. Choose the File tab in the ribbon. Choose Account Settings, then select Account Settings from the menu. Select the Email tab. Make sure the correct account is highlighted, then choose Change. Choose More Settings > Advanced > Add. Type the shared email address, such as info@contoso.com. Choose OK > OK. Choose Next > Finish > Close. Send Mail From the Shared Mailbox Open Outlook. Choose New Email. If you don't see the From field at the top of your message, choose Options > From. Click From in the message, and change to the shared email address. If you don't see your shared email address, choose Other email address and then type in the shared email address. Choose OK. Finish typing your message and then choose Send. From now on when you want to send a message from your shared mailbox, the address will be available in your From drop down list. Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message. Reply to Mail Sent to the Shared Mailbox Open Outlook. Open the email message you want to reply to. From field at the top of your message, you should see the name of your shared mailbox. If you don't, choose the From dropdown box and choose your shared mailbox. Finish typing your message and then choose Send. When you want to send a message from your shared mailbox, the address will be available in your From drop down list. Whenever you send a message from your shared mailbox, your recipients will only see the shared email address in the message. Use a Shared Mailbox on a Mobile Device (Phone or Tablet) Sign in to your primary account in Outlook for iOS or Android. Tap the Add Account button in the left navigation pane, then tap Add a Shared Mailbox.    If you have multiple accounts in Outlook Mobile, select the account that has permissions to access the shared mailbox. Select the account that has permissions to your shared mailbox.

Summary   The Report Message add-in works with Outlook to allow you to report suspicious messages to Microsoft as well as manage how your Microsoft 365 email account treats these messages.   Messages that your Microsoft 365 email account marks as junk are automatically moved to your Junk Email folder. However, spammers and phishing attempts are continually evolving. If you receive a junk email in your inbox, you can use the Report Message add-in to send the message to Microsoft to help us improve our spam filters. If you find an email in your Junk Email folder that's not spam, you can use the Report Message add-in to mark it as a legitimate email, move the message to your Inbox, and report the false positive to help Microsoft improve our spam filters.   Instructions   Report a Message If you choose the Report Message button on the ribbon, you'll see several different options. Junk Phishing Not Junk Options Help If you choose Junk, Phishing, or Not Junk, you'll have the option to send a copy of the message to Microsoft, along with your classification of the message. This is optional. To turn off the option to send a copy of the message to Microsoft, choose Options and then follow the steps listed below.   What's Junk Email?   Junk email messages are typically referred to as spam. These are messages that you don't want to receive that may be advertising products you don't use or find offensive. If you choose the Junk option, a copy of the message may be sent to Microsoft to help update our spam filters, and the message will be moved from your Inbox to your Junk Email folder.   What's Phishing?   Phishing is the practice of luring you into disclosing personal information, such as bank account numbers and passwords. Often phishing messages look legitimate, but have deceptive links that actually open fake websites. If you select Phishing, a copy of your message may be sent to Microsoft to help update our filters, and the message will be moved from your Inbox to your Junk Email folder.   What's a Legitimate Email?   If you know the sender and you're expecting the message, or if you receive a message that's mistakenly marked as junk, you can use the Report Message add-in to mark the message as Not Junk. This will move the message from the Junk Email folder back to your Inbox.   Report Message Add-in Options   Choosing Options from the Report Message button allows you to choose whether messages are automatically sent to Microsoft when they're reported as junk or phishing attempts.   Change Your Report Message Options Choose Options from the Report Message button on the Ribbon. Screenshot showing options for messages reported as junk or phishing attempts    Select one of the following options: Always send a copy of the message to Microsoft Never send a copy of the message to Microsoft Ask before sending a copy of the message to Microsoft Once you've made your selection, choose Save. You'll see the following message in the InfoBar in the message header confirming your changes were saved successfully.

Summary   You can use the Scheduling Assistant and Room Finder to help schedule your meetings and avoid double booking conference rooms. If you want to add a Video Conference component using 8x8 to your conference room meeting, click here to view that KB.   Instructions   View the Conference Room Calendar   If you just want to view availability of a conference room without scheduling: Click the Calendar icon at the bottom of the left pane in Outlook Under the Rooms section, locate and click the conference room you are interested in. Use the Scheduling Assistant From the Inbox, select New Items > Meeting or in the Calendar, select New Meeting. Add attendees in the Required or Optional box. In the Title box, enter a description of the meeting or event. Select Scheduling Assistant from the Ribbon near the top of the window. You will see a row for every recipient you entered in the Required or Optional box. If you want to add more attendees, you can type their name in any blank row in the Scheduling Assistant. If you want to add a Conference Room to the meeting, click the Add Rooms button found in the menu ribbon at the top of the window. Conference rooms are named by location and then name of the conference room. Times that your attendees/conference rooms are busy are shown in dark blue. Times that your attendees have a tentative appointment are shown in a light blue hashed block, and times outside of your attendees' working hours are shown in light gray. Select an available time for all your attendees. If you want to make the meeting recur, on the Meeting menu, in the Options group, click Recurrence, select the recurrence pattern, and then click OK. When you add a recurrence pattern to a meeting request, the Meeting menu changes to Recurring Meeting. When you are done setting up your meeting, click Send.

Summary There are times when you need to send an email that contains sensitive information either in the body of the email or in an attachment. Examples of sensitive information would be any ePHI, - patient names, social security numbers, diagnoses, etc - billing information, etc. Standard email is an insecure way to send this information as it could be captured en route to the recipient and the contents read.  By encrypting the email, it is impossible for the contents to be read while en route. The recipient will be required to authenticate themselves before the message or attachments can be read. Instructions on how to do this will be included with the email itself you send. Instructions Using Outlook or Outlook on the Web In Outlook, click the New Email button. The new message window will open. Click the Options tab in the ribbon at the top of the window. Click the Encrypt button. A new mail-tip message will appear letting you know that the message is now encrypted and that recipients cannot remove the encryption. -- OR -- Use a Keyword in the Subject to Encrypt an Email from Any Email Client This method will work whether you are composing an email on your mobile device, Outlook on your computer or Outlook on the Web. When composing an email, include the keyword Encrypt in the subject line. You can still include other words or phrases in the subject line, the keyword Encrypt just has to be included somewhere in the subject line.

What is INKY Phish Fence? INKY Phish Fence is an email protection product that uses sophisticated machine learning and artificial intelligence to analyze incoming messages for signs of phishing, spam, and other email-based threats.  Why am I seeing these banners at the top of my email? The banners are inserted by Inky to alert you of any possible threats in your emails. The banners also display the email sender’s address and mark if an email is internal (from someone in your organization) or external. If you see these banners, it means that your IT staff has deployed Inky Phish Fence and included you in the group of protected users. What do the different banner colors mean? A gray banner indicates that INKY Phish Fence did not find anything unusual or suspicious about the message. Even though the message was not classified as threatening, you should always check the displayed sender address and the source type to be sure it makes sense (e.g., an external webmail address for a message from a colleague may be cause for concern). A yellow banner indicates that INKY Phish Fence found something unusual about the email message. It is not necessarily phishing or dangerous but something you should be aware of. For example, a request for sensitive personal information should be given extra scrutiny. Mail that seems out of the ordinary or is spammy in some way may receive a yellow banner. A red banner indicates that INKY Phish Fence thinks the message is suspicious and likely to be phishing or dangerous in some other way. This includes brand impersonations (e.g., a fake “account alert” email from your IT department), blocked phishing URLs, or attempts to spoof mail to look like it came from an internal company account. What should I do if I receive an email with a yellow banner? Look carefully at who the mail is from and whether it is from someone you trust. Be especially careful about clicking any links in the body of the email or opening any attachments. What should I do if I receive an email with a red banner? Why did I receive it if it's considered dangerous? In most cases, you can simply delete the message and move on. In many INKY Phish Fence deployments, your IT staff, security team, or email administrator will configure your mail server to quarantine or delete “red-flagged” mail before it reaches your mailbox. In other cases, the mail will still be delivered with the banner telling you to be careful. What does the "Report This Email" link do? How do I provide feedback on INKY's analysis? If you think INKY has made a wrong classification, or if you just want to confirm that Inky got it correct, click the “Report This Email” link found in the bottom right corner of each banner. This will take you to a web form where you can indicate that the message is truly Safe, Spam, or Phishing. You can also provide a comment describing your assessment. This feedback is used to automatically improve Inky’s predictions in the future. Your submissions are also manually reviewed to improve the overall system and ensure Inky provides the most accurate security possible. Why do I see an INKY Phish Fence page when I click a link in an email?  Part of INKY’s protection is the ability to perform real-time checks on any links you click. If this feature is enabled, clicking on links in a yellow or red banner email will take you to a page reiterating that INKY found the message to be unusual or suspicious. In some cases, a message that originally only had a grey banner contains a link that is later detected as a dangerous phishing URL. In that case, when you click the link, INKY’s real-time check will detect you clicked on a bad link, and you’ll be met with a blocker page alerting you of that fact. What should I do if I have questions or comments about the Inky Phish Fence service? Please contact your IT staff, security team, or email administrator who can pass your feedback along to the appropriate INKY support person. They will be able to fine-tune your INKY policies and settings to help make things work as smoothly as possible. How can I learn more about INKY Phish Fence? Visit https://inky.com to learn more about the product and how it works. 

Summary If you're unable to find a person in the Address Book, it could mean that an email doesn't exist or the setting in your Outlook has changed to Offline Address Book (OAB). A scenario could be a new hire is onboarded and you're searching for this new person, but unable to find the person. If you're Outlook is in OAB then it didn't have a chance to sync to update the OAB. Instructions 1. Navigate to the Address Book and click. 2. Click the drop-down and select Global Address List. This will sync with the server updating all the emails. You should be able to find the person. 3. If you find yourself stuck on the Offline Address Book or another list, it's most likely a setting. Go to menu bar of the Address Book and select Tools then Options. It will bring this setting. Choose Global Address List.

Summary   You may be given temporary access to another users' mailbox for a variety of reasons. Assuming this access has been granted, you can access that mailbox through Outlook (installed on your computer) or through Outlook on the Web.   Instructions   Add another Users' Mailbox to Outlook (Installed on your computer)   If a shared mailbox was assigned to you, it should automatically appear as a separate folder in the left navigation pane in Outlook after a brief waiting period. You can also try restarting Outlook to force the mailbox to display.    What if it didn’t work? If your admin only recently added you to a shared mailbox, it may take a few minutes before the shared mailbox appears. Wait a bit and then close and restart Outlook again. If that didn't work, then manually add the shared mailbox to Outlook: Open Outlook. Choose the File tab in the ribbon. Choose Account Settings, then select Account Settings from the menu. Select the Email tab. Make sure the correct account is highlighted, then choose Change. Choose More Settings > Advanced > Add. Type the shared email address, such as info@contoso.com. Choose OK > OK. Choose Next > Finish > Close. - OR -  Access another users' mailbox using Outlook on the Web   Sign in to your account in Outlook on the Web. On the Outlook on the Web navigation bar (top of the page), click your name. A list appears Click Open another mailbox. Type the email address of the other mailbox that you want to open, and then click Open. Another Outlook on the Web session opens in a separate window, allowing access to the other mailbox.  

Summary In a rare scenario, an employee might be working out of two hospitals. In reality, the person is assigned to the hospital they were hired for. Office 365 works dynamically which means it will only work for the hospital you are assigned to plus the department you work in. This is how distributions are created, etc. Unfortunately, you won't be able to request access to another hospital's email distribution based on the dynamics of Office 365, but there is a workaround.  Instructions 1. The workaround will involve getting someone from the other hospital to create an email rule from their mailbox. The rule can be as simple as forwarding it to you or a group.  2. If there are a few of you in the same boat, someone can create a local distribution group in their mailbox and include the names of all the people needing the email.

Summary You can schedule a conference call using your 8x8 account from within the Outlook Calendar item. Please note that every 8x8 conference call can be a video conference, audio call only and/or a screen sharing presentation. Anyone joining the meeting from their computer will have all these options available. UPDATE: If you are receiving the "Virtual Office" prompt, the plugin is recommending an update to the newer version. It is possible to continue to use the older version, but if it's causing errors, please proceed with the instructions below. Check and see if you have the option. Click on the 8x8 drop-down in your Outlook and click on "Check for Updates." This will update your 8x8 plug-in. If you don't see this, proceed with the instructions below. Instructions The instructions are similar to the original instructions. It's recommended you close out Outlook before installing the Plugin. If you do not already have the plugin installed, you can follow the steps below. You can see if the plugin is already installed by looking at the toolbar in Outlook for the 8x8 button (example below). If it is there, you can learn how to use the plugin here.   Install the Outlook Plugin for Virtual Office Meetings 1. Search for the search icon on the taskbar and type control and select Control Panel. 2. Click "Get Programs". It should take you to "Install a program from the network" You may see this screen if you accidentally click "Uninstall a program", but you can still get to "Install a program from the network".   3. Click the 8x8 Work for Outlook - 6.0.7 Plugin listing and then click the Install button. The installer program will run. Click OK when notified that the setup completed successfully.   Note: If you don't see the 8x8 Work for Outlook on the list, it's most likely you're trying to install this program off the network. You need to be on the company network. If you are home, please use your VPN connection. Allow it a minute or so before attempting again. The network drives will map out after it connects on VPN. Start Outlook. If Outlook was open, close it and then open it up again. You will be prompted to login to 8x8. Click Use Single Sign On. Type in your email address and click Continue.   Click Log in using SSO   You are now logged into 8x8 through the Outlook plugin and can schedule conference calls using the procedure found here. If you encountered any errors in the instructions from above. Please notify your IT department or respond to the ticket you may have already opened that it didn't work.

Summary The user wants to add voting or a similar function to a message to Outlook. They should be guided to use Microsoft Forms for this instead as the e-mail won't have voting options when received.  Instructions You can access Microsoft Forms through this button on the Landing Page: In the below example, we have used 'Voting' option implementation. Login to Microsoft forms. Click the 'New Form'button. Enter the appropriate Title. For instance, name the title as 'Voting Survey' and click 'Add new'. Choose the type as 'Choice'. Enter the question as 'Vote on Project Proposal' and add the voting options as 'Accepted' or 'Rejected'. Click dots '…' and select the 'Settings'. Customize the settings as per your requirement. You are now done with the Voting Survey settings. Copy the URL and paste the URL in your email body or signature. To copy the URL, click the 'Collect responses'button. For a short link, select the option 'Shorten URL' and click the 'Copy' button. Refer to the below screenshot.