office 365

Managing Distribution Groups in Office 365

Resources for: Faculty Staff
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A Distribution group (formerly known as mailing list) in Office 365 is a uniquely named email address that consists of multiple users and is managed by a designated owner. Distribution groups are intended to easily facilitate ongoing communications between a large and relatively fixed group of people.

There are a few important concepts to understand about distribution groups before we get started with group management:

  • Emails sent to a distribution group are distributed to all members of that distribution group.
  • Only users granted permission by the Distribution Group Owner can send emails to a particular distribution group.  Permission to post (send emails) to a group is managed by USAN, and Group Owners should open a ticket with UTAC to change members that can post to the group.
  • A distribution group can be configured in such a way that emails sent to it can be held for approval and specific users can be made approvers (also known as moderators).
  • A distribution group has a unique email address attached to it.  Users granted permission to send email to this email address can do so from any email client such as Outlook on the Web or Outlook installed in your computer, laptop, tablet or phone, Mozilla Thunderbird, Mac Mail and more.
  • You can request a distribution group by submitting the Distribution List/Shared Mailbox Request form located at FDU Forms Portal.
  • As a Distribution Group owner, you can change the group’s settings via the group’s management page on your Office 365 account (Outlook on the web). 
  • As a Distribution Group owner, you can add or remove members (recipients) from your group via your group’s management page. This can be accomplished via Outlook on the web or by using the Outlook application installed on your machine.
Adding and Removing Distribution Group Users in Outlook for Windows
  1. Open “Outlook” on your computer
  1. Open “Address Book

You can open Address Book in two different ways:

  • One way is to click the “Address Book” icon located at the top when “Home” tab is selected:
  • The second way is by composing/creating a new email and clicking the “To” button:
  1. Select “All Distribution Lists” from the drop-down menu located under Address Book:
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  1. Select “More Columns” and enter the name or email address of your distribution group in the search field as shown in the first screen capture below. If you see your distribution group on the list, highlight it and double click it. If you do not find your list using “More Columns”, then it might be easier to find by using the “Name only
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  1. Click on “Modify Members…
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  1. If you want to remove a member, then select the member from the members list, click “Remove” button and then click “OK
  1. If you want to add a member, click “Add” button
  1. Select “More columns” and enter the new member’s name in the search field
  1. You should see the user in the list. Select “Name only” to search again if you are unable to locate the user. Once you have found the user, highlight the record and click “OK
  1. Verify that the new member is in the member’s list and click “OK
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  1. Click “Apply” and then click “OK
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Adding and Removing Distribution Group Users in Outlook on the Web
  1. Go to “fdu.edu” in the browser of your choice
  2. Go to “Shortcuts” menu
  3. Click “Office 365 and Email
  4. Sign-in with your NetID and password 
  5. Go to online Outlook app by clicking on the “Outlook” icon
  1. Go to Settings by clicking on the “Settings” icon
  1. Click on “View all Outlook settings
  1. Click “General
  1. Click on “Distribution groups

Here you see the list of distribution groups that you belong to and the list of distribution groups that you own

How to open the Configuration page for a particular Distribution Group that you own in Outlook on the Web

  1. Select the distribution group that you would like to make changes to and then click “Edit” (Pencil Icon)
  1. You should see the distribution group configuration page

How to see the list of recipients (members) for this Distribution Group in Outlook on the Web

  1. Click on “membership

How to add recipients (members) to this Distribution Group in Outlook on the Web

  1. Click on “+” icon (Plus Icon)
  1. Click “All Users
  1. Please enter the name or NetID of the user that you would like to add to this distribution group in the search text box
  1. Click “+” button beside the user that you would like to add from the search results (you can search and select more users if you would like)
  1. Click “Save” when you are done

Remove recipients (members) from this Distribution Group in Outlook on the Web

  1. Go to the membership list as shown in Step: 3 How to see the list of recipients (members) for this distribution group
  1. Click on the recipient (member) that you would like to remove

Tip

Press “Control” button while selecting recipient if you would like to select multiple recipients from the list.

  1. To select a range of adjacent recipients on the list, click the first recipient from that part. Now, press the “Shift” key and click last recipient in this part
  1. Click “” button at the top located below the “Members” title
  1. Click “Save” when you are done
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Enabling Distribution Group Moderation and Adding Group Moderators
  1. Follow Step 1 & 2 in “Adding and Removing Distribution Group Users in Outlook on the Web
  1. Click “Message Approval
  1. Check (select) “Messages sent to this group have to be approved by a moderator”.
  1. Click “+” button under “Group Moderators

Note

By default, emails sent to the distribution group will be sent to the group owner for approval if you enable message approval and do not select any moderators.

  1. Click “All Users
  1. Please enter the name or NetID of the user that you’d like to add to this distribution group in the search text box
  1. Click “+” button beside the user that you’d like to add from the search results (you can search and select more users if you’d like)
  1. Click “Save” when you’re done. You’ll be taken to “Message Approval” screen
  1. You can add users’ emails from who do NOT require any approval by clicking “+” under “Senders who don’t require message approval” and following the same process as above
  1. You can choose who should be notified when an email sent to this distribution group has been held for approval -or- you can choose to disable these notifications as shown:
  1. Click “Save” again on “Message Approval” screen

Note

An email will NOT be held for approval from a group moderator who is allowed to send emails to the distribution group.

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FindTime is a Microsoft Outlook add-in for scheduling meetings. The organizer can send multiple meeting time options through FindTime and minimize the back and forth emails in scheduling meetings.

  • FindTime helps you to pinpoint times to meet by looking at available free/busy data for your attendees. This data is collected through the calendar part of Microsoft Outlook.
  • Users may create a poll where attendees can vote on the times you suggest
  • Requested attendees can suggest a new meeting time and vote on current proposed times
  • FindTime automatically sends out the meeting invite, by email, on your behalf once requested attendees reach a consensus meeting time

Where can I access FindTime?

Users can access the Microsoft FindTime Meeting Poll feature on Microsoft Outlook 2013, Outlook 2016 for Windows 10 and Apple macOS, Outlook 2019, and Outlook on the web. In addition, requested attendees can receive and reply to FindTime invites from any email provider. Below is the FindTime add-on icon. Clicking on the icon will start a FindTime Meeting invite.

FindTime Meeting Poll Icon

Windows
  1. Compose a new email or reply to an existing email
  2. List people required for the meeting in To: and optional participants in Cc:
  3. Click the “New Meeting Poll” icon in the Message tab of the ribbon bar
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macOS
  1. Compose a new email or reply to an existing email
  2. List people required for the meeting in To: and optional participants in Cc:
  3. Click the “New Meeting Poll” icon in the Message tab of the ribbon bar
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Outlook on the web
  1. Login to the FDU Office 365 portal
  1. Compose a new email or reply to an existing email
  2. List people required for the meeting in To: and optional participants in Cc:
  3. Click the FindTime Meeting Poll icon, found at the bottom of your compose or reply email

NOTE:

Select the ••• menu option if the FindTime icon is not visible at the bottom of your email.

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How to create a FindTime poll
  1. Create a new email or select an email to reply to
  2. List people required for the meeting in To: and optional partners in Cc:
  3. Click the FindTime Meeting Poll icon within Outlook or Outlook on the web to begin a FindTime invite
  4. Set the meeting settings:
  • Duration: Select a duration from the list
    • Select 8 hours for a full-day meeting
    • Select Custom in the time dropdown menu to set your own time The maximum duration is 23 hours 59 minutes
  • Work Hours: Check to limit suggested meeting times to work days and hours only
  • Time Zone: Select the time zone dropdown menu to change the time zone for the meeting
  1. FindTime looks through the attendees’ schedules (if available) and suggests suitable meeting times

NOTE:

Calendars that are not associated with a Microsoft 365 account are not supported.

Use the links to sort the meeting options.

FindTime dates Availability and Time options.
  • Availability: Lists the best options (times when all required meeting participants are free) first. Factors used to determine the best options include how many attendees are free, how many required vs. optional attendees are free, whether conflicted attendees have tentative or busy commitments on their calendar
  • Time: Lists the options chronologically

NOTE:

You can scroll through the days and months using the arrows. Available days are underlined in green. Darker green indicates days with the most options and lighter green and red indicate the most conflicts. Weekend days are marked available if Work Hours is not selected.

  • The people icons show whether meeting participants are required, and their availability.
People icons key
  • Options:
    • Underlined: Required
    • Green: Available
    • Yellow: May be busy
    • Red: Busy
    • Gray: Unknown
  • You can use the icons to access more information
    • Click the user icon, which can be seen with a small clock icon attached to it to open the attendee’s status tray
    • Hover over each person icon or to view their availability information
    • Click the calendar icon under the user icon to view your calendar
  1. Choose a few suitable meeting times
    • The time box changes to blue when selected
    • You can select a maximum of 20 times
Selected meeting options
  1. Click Next
  2. Enter the meeting location
    • Online meetings are enabled by default. Click the Online Meeting check box to disable it
A screenshot of the New meeting poll pane

When Online Meeting is selected, FindTime will schedule a Skype for Business or Microsoft Teams meeting. FindTime will use whichever has been set by your organization as the default online meeting channel.

NOTE:

If you saved a Skype for Business setting in your dashboard, FindTime will use that instead of Microsoft Teams. If you want to use Microsoft Teams, delete the Skype for Business setting in your dashboard.

  1. Set Poll settings and toggle the ON/OFF options.
    • Notify me about poll updates: You’ll receive an email each time an attendee votes. The message includes the current poll status and an option to schedule.
    • Schedule when attendees reach consensus: A calendar event is automatically scheduled if all required attendees have voted in favor of a specific time option. If multiple options are available, the earliest option will be scheduled.
    • Hold selected times on my calendar: A tentative event is placed on your calendar for each time option you propose. All holds are removed when a poll is scheduled or canceled.

NOTE:

You can still delete selected meeting times at this point by selecting X in the Selected times’ list.

  1. Click Insert to Email
  2. FindTime inserts the suggested meeting times into your email. Click Edit Options to change the meeting settings, if necessary

NOTE:

If you make changes and reinsert the meeting times, you need to delete the original invite manually.

  1. Click Send to send the meeting invites and start the voting process
  2. You will receive a direct link to the voting page for your meeting

Management of past and future FindTime (Meeting Polls) requests can be viewed at the following web portal; use your FDU NetID credentials to login.

Refer to the Microsoft document “How to create a FindTime poll” from Microsoft Support for the most up-to-date steps and explanation of settings.

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For further details, please view the links below:

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  • What is the Microsoft Home Use Program?

    The Home Use Program (HUP) is an employee purchase program with Microsoft, for eligible faculty and staff of Fairleigh Dickinson University. The Home Use Program offers Microsoft 365 Family and Personal subscriptions, at a discounted rate for purchase. FDU faculty and staff members with a valid work email address will be able to begin the process of signing up for the Microsoft Home Use Program. Notification of your eligibility for the Microsoft HUP program will be emailed to your FDU email address inbox.

  • What is Microsoft 365?

    Microsoft 365 is a subscription-based service. The subscription includes premium Office applications, like Word, Excel, PowerPoint, and Outlook. 1TB of OneDrive cloud storage, advanced security features, and support from Microsoft experts are also included with the subscription. The Home Use Program offers two types of Microsoft 365 subscriptions at a discounted rate. 

    • Microsoft 365 Family – Includes subscription benefits mentioned above, for up to 6 people in your family. Discounted rate of 30%, $69.99 yearly or $9.99 monthly, usually $99.99 yearly. 

    • Microsoft 365 Personal – Includes subscription benefits mentioned above, for 1 person. Discounted rate of 30%, $48.99 yearly or $6.99 monthly, usually $69.99 yearly. 

  • What is the difference between Office 2019 (one-time purchase) and Microsoft 365 (subscription)?

    Microsoft Office Home & Student 2019 is available as a one-time purchase, which means you pay a single, up-front cost to get Office apps for one computer. One-time purchases are available for both PCs and Macs through the Microsoft Store link below. Be aware the one-time purchase price of Microsoft Office Home & Student 2019 is not at a discounted rate and not part of the Microsoft Home Use Program affiliated with FDU.

    Microsoft Office Home & Student 2019 One-time Purchase >

    Microsoft 365 is a subscription-based service that includes collaborative, and up-to-date features in one seamless, integrated experience. Microsoft 365 subscriptions include the Office desktop apps that you are familiar with, like Word, PowerPoint, and Excel. Subscriptions also include the latest features, fixes, and security updates along with ongoing tech support at no extra cost. You may choose to pay for your subscription on a monthly or yearly basis. The Microsoft 365 Family plan lets you share your subscription with your family for up to 6 people, and use your apps on multiple PCs, Macs, tablets, and phones. 

    More resources to help make your decision can be found by visiting: Difference between Microsoft 365 and Office 2019 >

  • How do I make a purchase using the Microsoft Home Use Program?

    1. Sign up, by visiting Microsoft Home Use Program. Enter your FDU email address and click on the “Get started” button. 

    2. Validate if you are an eligible FDU employee of the HUP program. An email will be sent to your Fairleigh Dickinson University (FDU) email address inbox. Click on the link supplied to begin registration. 

    3. At the Sign-in/Sign-up page, use your personal Microsoft account associated with a personal email address. If you do not have a personal Microsoft Account, visit: How to create a Microsoft Account >

    NOTE: This personal Microsoft account will link to and display your eligible Microsoft HUP program savings, as well as be used to manage your Microsoft 365 subscription after purchase.

    4. You may now begin the purchase process by viewing the discounts available to you based on your Home Use Program benefit eligibility.

    5. After purchase completion of a Microsoft 365 Family or Personal subscription through the Microsoft Store, you will be able to download your Microsoft 365 subscription software to your personal device. The Microsoft 365 subscription software download will include the full suite of Office Professional Plus 2019 desktop applications. 

    For a more detailed overview of the employee buying process using the Microsoft Home Use Program, please review this PDF: Microsoft Home Use Program Guide for Employees >

  • Instructions for installing your Microsoft 365 subscription software on a Mac or PC

    NOTE: Use your personal Microsoft Account and password when completing the installation and login credentials for your Office software. This is the same personal Microsoft Account used to complete the registration and purchase process of the Microsoft Home Use program. Your FDU e-mail address and credentials should not be used.

    Install on Windows >

    Install on macOS >

For commonly asked questions about the Microsoft Home Use Program visit the link below:

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Microsoft Office 365 offers a comprehensive set of software tools that facilitate documentation, collaboration, and communication. These tools are available on the Web or as downloadable desktop Office 365 apps.

Below is a list of articles for each of the available tools in the Microsoft Office 365 environment. Each article contains information on what each application is and training on how to use them.


Outlook

Outlook allows you to connect and stay organized with your email, calendar, and contacts all in one place.


Word

Word allows you to collaboratively view, edit, and create high-quality shared documents.


Excel

Excel is the industry leading spreadsheet program, a powerful data visualization and analysis tool.


PowerPoint

PowerPoint is a slideshow presentation program that’s part of the Microsoft office suite of tools. PowerPoint makes it easy to create, collaborate, and present your ideas in dynamic, visually compelling ways.


Teams

Teams is a unified communication and collaboration platform that combines persistent workplace chat, video meetings, file storage, and application integration. Here you will find documentation on how to install and use Teams and all its features.


OneNote

OneNote is a cross-functional digital notebook. You can organize different notebooks into sections and pages with easy annotation and navigation tools.


OneDrive

OneDrive and Microsoft 365 make it easy to access, share, and collaborate with your classmates or co-workers on files from anywhere within FDU.


Lists

Lists you can Build and share lists to help you track issues, assets, routines, contacts, inventory, and more. You can get started with Microsoft Lists from Microsoft 365, from MS Teams or from within SharePoint.


Yammer

Yammer is a collaboration tool that helps you connect and engage across the company. You can share information across teams and organize projects. Only your coworkers can join, so your communications on Yammer are secure and visible only to people within your organization.


Power Apps

Power Apps is a suite of apps, services, connectors, and data platform that provides a rapid application development environment to build custom apps. Using Power Apps, you can quickly build custom apps that connect to data stored throughout Microsoft 365.


Power Automate

Power Automate is a service that helps you create automated workflows between apps and services to synchronize files, get notifications, collect data and more.


Power BI

Power BI is a business analytics solution that lets you visualize your data and share insights across your organization or embed them in your app or website. It allows connections to hundreds of data sources and generate live dashboards and reports.


Planner

Planner makes it easy for your team to create new plans, organize and assign tasks, share files, chat about what you are working on, and get updates on progress.


Bookings

Bookings offers a simpler way to organize schedules and manage appointments. Microsoft Bookings includes a web-based booking calendar and integrates with Outlook to optimize your calendar and give your contacts the flexibility to book a time that works best for everyone involved.


Forms

Forms is an app that lets you create surveys, quizzes, and polls to collect real-time responses from students, collaborates and colleagues. It has built-in analytics to evaluate responses, and export results to Excel for additional analysis or grading.

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Microsoft Office 365 Suite for Students

Resources for: Students
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The Microsoft productivity suite subscription includes Office for the Web, stand-alone, downloadable Office 365 desktop clients and mobile apps. Included in the Microsoft Office suite of products are

  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft OneNote
  • Microsoft Outlook
  • Microsoft Publisher
  • Microsoft Access

Available Platforms

  • Windows
  • Mac
  • iOS, Android, Other Devices
  • Browsers – Current versions of Safari, Chrome, Firefox, Microsoft Edge, and Internet Explorer

Eligibility

  • Current students that are registered for classes for the current term or a future term.

How to Install Microsoft Office 365 Pro Plus

Current students can download the latest version of Microsoft Office free of charge as part of the Microsoft Campus Agreement:

Microsoft Office Suite can be installed on up to five devices.

Note: Students leaving Fairleigh Dickinson University (by graduating or otherwise) will need to purchase Office to continue using it. You will be prompted by Microsoft to purchase Office the next time you launch the software. If you don’t purchase Office, you will still be able to open the documents you created but won’t be able to edit them or create new documents.

  • Office 365 Pro Plus can be installed on Windows 10
  • Office 365 Pro Plus can be installed on Mac OS 10.13.6 (Sierra) or higher.

Steps

  1. Visit the Office Portal
  1. Enter you FDU NetID and then click “Next”. This will re-direct you to the FDU SSO login page.
  1. Enter your FDU NetID and then click sign in.
  1. In the Software window, click Office. Then click the Install button.
Windows
macOS
  1. The software will be downloaded and installed on your computer. Your copy of Microsoft Office remains active until you leave the University, at which point, you will either need to uninstall it or purchase a license key.

NOTE: Any computer with Office 365 Pro Plus installed on it must connect to the Internet at least once every 30 days so the status of your subscription can be verified. If you do not connect to the Internet every 30 days or less, Office 365 will go into reduced functionality mode. Once the computer reconnects to the Internet and the subscription status is verified, all features will become available again.

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Introduction to Office365

Fairleigh Dickinson University uses Office365, a new E-mail system that greatly expands the quota of data stored per user and features enhanced services such as Word Online, Excel online and PowerPoint online. Office365 service can be accessed via office365.fdu.edu from a web browser, or a configured mail client such as Outlook or Thunderbird.

The manual available for download below is intended to assist users with an FDU email address and non-FDU issued equipment to migrate their e-mail account to Office365.

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Outlook Web Access (Office365.fdu.edu)

  1. Click on the email that you would like to Mark as Junk or Mark as Phishing
  1. Click the down arrow next to the Junk button
  1. Click on the appropriate button to report the email (Junk, Phishing or Block)
  1. Once you report the email, a copy of the email is automatically sent to the FDU University Systems team and Microsoft for review to improve the spams going forward

Microsoft Outlook for Windows or Mac

  1. Click on the email that you would like to Mark as Junk or Mark as Phishing
  1. Click on the Report Message button
  1. Click the appropriate option button (Junk or Phishing)
  1. Once you report the email, a copy of the email is automatically sent to the FDU University Systems team and Microsoft for review to improve the spams going forward.

If you require any assistance or have any additional questions, please call the University Technical Assistance Center at (973)-443-8822.

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  1. Visit the FDU Office 365 Portal using any web browser
  1. Sign in to the FDU Single-Sign-On (SSO) page using your FDU NetID credentials
  1. In the upper left corner, click the dotted square and select All Apps
  1. In the All Apps menu, choose Bookings
  1. Microsoft Bookings will open. Click the Get it Now button to begin
  1. The next page will ask for two pieces of information: Business name and Business type. Enter your Department name or your First and Last Name. Click Continue

Note

Designating a Business Type is not required to be able to Continue.

  1. Once your Bookings page loads, the first section you should complete is Business Information. Click  Business Information in the left menu
  1. On the Business Information page, you can enter your business or department address, other contact information, upload a business logo, and set up your business hours
  1. Next, set up your service offerings. Click Services from the left menu

Note

By default, Microsoft Bookings will add a service called “Initial Consult.” You can click the pencil next to this service and make it your own, OR you can add a new service by clicking Add a service at the top of the screen.

  1. Once you’re on the service-editing page, enter your service details, including name, description, and location. When you start typing an address in the default location, suggested locations will populate. Below are explanations for the other fields on the service-editing screen:
    • Duration: You can enter how long you want the duration to last in days, hours, minutes, and set a buffer time when customers cannot book.
    • Reminders: You can have the system send customers email reminders before their scheduled appointment. Click the pencil to edit the text. 
    • Leave Publishing options checked.
    • Online Scheduling Options: This is where you can manage the settings for when customers can book services.
      • You can choose to use the default scheduling policy by leaving the option checked, OR
      • You can manage the settings for your scheduling policy by unchecking the option.  If you choose this option, we recommend setting the Minimum lead time to 24 and the maximum lead time to 30 days.
    • Don’t forget to click Save at the top of the Service details page
  1. Next, click Staff from the left menu. Click the pencil next to your name to edit your information. Also, you may add any staff or faculty members in your department by clicking the + Add staff button
  1. On this page, you can add information about yourself, including your office or department phone number and whether to receive email notifications (we recommend keeping this option checked).  Click Save when finished
  1. Next, select Booking page from the left navigation pane.
    • Booking page Status: Since this is the first time you are setting up your Bookings page, your status is set to Not published. Once you finish customizing your page and clicking Save, the status will change to Published. 
    • Customer data usage consent (optional):  Where you can customize a message for your visitors to consent to your site collecting their personal data. 
    • Scheduling Policy: Where you can set site-wide scheduling policies. We recommend the following settings: 
      • Minimum lead time: 24
      • Maximum lead time: 30
    • Email Notifications: Notifies you when an appointment is made. 
    • Staff: You can allow customers to choose who they want to meet with. However, you can uncheck this option if you do not have any staff.
    • Customize your page: Choose a color theme for your bookings page.
    • Lastly, click Save and Publish
  1. Once you click Save and publish, your Bookings site is now live! You can view your published page by clicking Open published page and share your page with others by copying the link

If you have any questions about setting up a Bookings page, please submit a Help Desk ticket by clicking the “Support” button on the top of it.fdu.edu or by calling UTAC at (973)-443-8822

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