On windows
On macOS
1. Suspicious Sender Address
2. Urgent or Threatening Language
3. Generic Greetings
4. Unusual Requests
5. Suspicious Links or Attachments
Attachments with strange extensions: .exe, .scr, .zip, .js, or unexpected Office files.
6. Spelling and Grammar Errors
7. Too Good to Be True
What to Do if You Suspect a Phishing Attempt
My Drive is your personal space in Google Drive where you store and manage files and folders you own. You control access and can share items with others, assigning one of these permissions:
If you transfer ownership of a file, it’s removed from your My Drive. Files owned by others and shared with you will appear in your My Drive if they transfer ownership to you. Content in My Drive that you own counts toward your Google storage limit.
Shared Drives are team-based spaces where files are owned by the group, not individuals. This ensures continuity even if members leave. Shared Drives support detailed permission levels and are ideal for collaborative work.
Once added to a Shared Drive, it appears in your Drive sidebar beneath My Drive and above “Shared with me.”
Shared with me shows files and folders others have shared directly with you. You can’t move these items to My Drive, but you can create shortcuts for easier access. If your access is revoked, the shortcut will no longer work.
Gmail
1. Open Gmail (https://mail.google.com) and log in with your account.
2. Click the gear icon ⚙️ in the top right corner.
3. Select “See all settings.”
4. Scroll down to the “Signature” section under the “General” tab.
5. Click “Create new” and give your signature a name (e.g., “Work Signature”).
6. Enter your signature in the box (you can include text, links, images, formatting, etc.).
7. Under Signature defaults, choose:
For new emails: select your new signature.
For replies/forwards: select your new signature or leave it blank if you prefer.
8. Scroll to the bottom and click “Save Changes.”
Legacy/Classic Outlook
1. Open Outlook (Desktop App). 2. Go to the File menu in the top left corner. 3. Click Options at the bottom of the left-hand menu. 4. In the Outlook Options window, select Mail from the left panel. 5. Click the Signatures… button on the right side. 6. In the Email Signatures window:
Under Select signature to edit, click New.
Name your signature (e.g., “Work Signature”) and click OK.
In the Edit signature box, type and format your signature as you’d like.
You can include name, title, phone number, email, website, etc.
Use the formatting tools to change font, color, add a logo/image, etc.
7. Set defaults under Choose default signature:
Choose your email account (if you have more than one).
Assign the signature for New messages and Replies/forwards if desired.
8. Click OK to save the signature settings. 9. Click OK again in the Outlook Options window to close it.
New Outlook
1. Open the New Outlook app on your Windows PC. 2. Click the Settings gear icon in the top right corner. 3. At the bottom of the settings pane, click Mail > then select Compose and reply. 4. Under the Email signature section:
Type or paste your desired signature in the editor.
You can use formatting options (bold, italic, links, images, etc.) to style it.
5. Set Defaults:
Use the dropdowns below the editor to choose when to automatically apply your signature:
For new messages
For replies/forwards
6. Click Save at the bottom of the settings pane
Gmail App
1. Open the Gmail App on your Android or iOS device.
2. Tap the three horizontal lines ☰ in the top-left corner.
3. Scroll Down and Tap “Settings” (toward the bottom of the menu).
4. Select Your Email Account (If you have multiple accounts)
5. Tap “Mobile Signature” (Android) or “Signature Settings” (iOS)
6. Enter Your Signature
Type your desired signature. This will be used only when sending emails from the Gmail app on your mobile device. (Note: Formatting is plain text — no bold, links, or images.)
7. Tap “OK” (Android ) or Back to Save (iOS)
Once you’ve entered your signature, tap OK (Android) or go back (iOS) to save.
Outlook App
1. Open the Outlook app on your Android or iOS deivce. 2. Tap your profile icon (or the home icon with your initials or profile picture) in the top-left corner. 3. Tap the Settings gear icon at the bottom-left of the sidebar. 4. Scroll down and tap on Signature (under the “Mail” section). 5. You’ll see a text box where you can:
6. Once you’re done editing, just tap “<” Back or close the app.
Your changes are automatically saved—no save button needed.
iOS Mail App
1. Open the Settings App ⚙️.
2. Scroll Down and Tap “Apps”
3. Scroll Down and Tap “Mail” 4. Scroll Down and Tap “Signature”
Choose Where to Apply the Signature
All Accounts: One signature used across all email accounts.
Per Account: Set a different signature for each email account.
5. Enter Your Signature
Note: The iOS Mail app supports basic formatting like bold, italic, and underlined text (use the formatting bar that appears when you select text).
6. Exit Settings to Save
Once you’ve typed your signature, just exit the Settings app. It saves automatically.
Windows and macOS
1. Navigate to the Microsoft Office 365 portal at https://m365.cloud.microsoft/
2. Sign in with your Microsoft 365 account.
3. Click on Install and more (in the upper-right corner), then Microsoft 365 Apps from the drop-down menu that appears. Click on “Install Office” This will download the Office 365 Installer to your computer.
4. Run the Office 365 installer.
5. Once the installation is complete, Open Office 365.
6. Sign in with your Microsoft 365 account.
Classic Outlook (Windows)
1. Open Outlook on your computer.
2. Go to File > Add Account.
3. Enter your Microsoft 365 email address and click Connect.
4. Enter your password (and approve MFA if prompted).
5. Click Finish, then restart Outlook if necessary.
1. Open the Outlook (New) app.
2. Select Add account when prompted.
3. Type in your Microsoft 365 email address and click Continue.
4. Enter your password and approve MFA if required.
5. Your mailbox will sync automatically.
1. Download and open the Outlook app from the App Store.
2. Tap Add Account.
3. Enter your Microsoft 365 email address and tap Continue.
4. Type your password and approve MFA.
5. Your email, calendar, and contacts will appear.
1. Download and open the Outlook app from the Google Play Store.
2. Tap Add Account.
3. Enter your Microsoft 365 email address and tap Continue.
4. Enter your password and approve MFA.
5. Your mailbox will sync automatically.
1. On your iPhone, go to Settings > Mail > Accounts > Add Account.
2. Select Microsoft Exchange.
3. Enter your email address, then tap Next.
4. Tap Sign In (do not configure manually).
5. Enter your password and approve MFA.
6. Choose what to sync (Mail, Contacts, Calendars) and tap Save.
1. On your Mac, open System Settings > Internet Accounts.
2. Click Add Account and choose Microsoft Exchange.
3. Enter your Microsoft 365 email address and click Sign In.
4. Enter your password and approve MFA.
5. Select the apps you want to sync (Mail, Contacts, Calendar) and click Done.
1. Open a web browser and go to: https://outlook.office.com.
2. Enter your Microsoft 365 email address and click Next.
3. Enter your password and approve MFA.
4. Your mailbox will load in the browser.
1. Go to https://outlook.office.com/mail/
2. Log in using your full UO email address and password.
3. In the top right corner, click on the gear icon ⚙.
4. Click View all Outlook settings.
5. Click Mail.
6. Go to Junk email.
7. Under Safe senders and domains, click +Add.
8. Type in either the full email address ([email protected]) or just the domain of the sender (e.g., company.com) to allow all emails from that domain.
9. Press the Enter key to submit the email address or domain to allow.
You can edit the email address or domain at any time by clicking on the Pencil icon.
You can delete an email address or domain by clicking the Trash can icon.
10. Click the Save button in the lower right hand corner to save your changes.
11. Click the X to exit back to your mailbox
In Classic Outlook
1. Select File > Automatic Replies.
2. In the Automatic Replies box, select Send automatic replies.
Optionally, set a date range for your automatic replies. This will turn off automatic replies at the date and time you enter for the end time. Otherwise, you’ll need to turn off automatic replies manually.
3. On the Inside My Organization tab, type the response that you want to send to teammates or colleagues while you are out of the office.
4. Select OK to save your settings.
Turn off automatic out-of-office replies
When classic Outlook is setup to send automatic replies, you’ll see a message under the ribbon with this information. Select Turn off to disable automatic out-of-office replies. If you want to modify the dates for your automatic reply or the message sent, use the steps above to modify your settings.
In New Outlook or Web Outlook
1. On the View tab, select View settings in new Outlook.
2. Select Accounts > Automatic Replies.
3. Select the Turn on automatic replies toggle.
4. Select Send replies only during a time period, and then enter start and end times.
5. Under Send automatic replies inside your organization, enter the message to send while you’re away.
Note: You can use the formatting options for text alignment, color, and emphasis.) To set up automatic replies to other people, select Send replies outside your organization, then add a separate message for that audience.
7. When you’re done, select Save.
In Windows Outlook
1. While composing a message, select the More options arrow from the Tags group in the Ribbon.
2. Under Delivery options, select the Do not deliver before check box, and then click the delivery date and time you want.
3. Click Close.
4. When you’re done composing your email message, select Send.
After you click Send, the message remains in the Outbox folder until the delivery time.
If you decide later that you want to send the message immediately, do the following:
1. Switch to the Outbox folder.
2. Open the delayed message.
3. Select the More options arrow from the Tags group in the Ribbon.
4. Select More Options to set a delivery delay.
5. Under Delivery options, clear the Do not deliver before check box.
6. Click Close and send.
In macOS Outlook
1. Select the icon next to the Send button in the upper-left corner, then select Schedule Send.
2. A small dialog box will appear. Enter in the desired date and time, then select Send.
3 .The message will go to your Drafts folder and it will send the message at your appointed time.
If you decide later that you want to send the message immediately, do the following:
1. Switch to the Drafts folder.
2. Open the delayed message.
3. Select the Send button.
In Web Outlook
1. Select the small down arrow next to the Send button.
2. The Schedule Send option will appear.
3. Once Schedule Send is selected, choose the date and time you wish to send your message, then select Send.
4. The message will appear in the Drafts folder of your account with the date and time attached to it.
If you decide later that you want to send the message immediately, do the following:
1. Switch to the Drafts folder.
2. Open the delayed message.
3. Select the Send button.
Legacy/Classic Outlook
Steps for sharing a calendar
1. Open Outlook.
2. Click the Calendar icon in the lower left.
3. Select the calendar you want to share.
4. Click on the Calendar Permissions button on the top tool bar.
Alternatively, right click on the calendar you want to share and select Sharing Permissions.
5. Click the + button to add a User.
6. Search for who you would like to add, either by full name or username.
7. Click on the person you would like to add.
8. To change permission levels for the user you have selected, click on the dropdown menu at the bottom of the Calendar Properties window.
9. Click the Add button.
Repeat steps 4 through 8 to add additional users.
10. Click the Done button once you are finished.
Steps for adding a shared calendar
1. Open Outlook.
2. Click the Calendar icon in the lower left.
3. Click Open Shared Calendar on the top tool bar.
4. Search for the calendar you would like to add.
5. Click Open and the calendar will be added.
6. If nothing is showing up in the calendar, or you get any error messages, confirm that you have been granted permission from the owner.
New Outlook and Web Outlook
Steps for sharing a calendar
1. Open Outlook.
2. Click the Calendar icon in the lower left or the left hand side of the screen.
3. Hover over the calendar you want to share and click on the 3 dots.
4. Select Sharing and Permissions.
5. Enter an email address or the name of a contact.
To change permission levels for the user you have selected, click on the drop-down menu next to their name/email.
6. Click the Share button.
7. Repeat steps 4 through 6 to share to additional users.
8. Close the Sharing and Permissions menu when finished.
Steps for adding a shared calendar
1. Open Outlook.
2. Click the Calendar icon in the lower left or the left hand side of the screen.
3. Click the Add Calendar button.
4. Select Add From Directory.
5. Select the account you would like to add the calendar to from the drop-down menu.
6. Search for the owner of the calendar you would like to add.
7. Select which category you’d like to add the calendar to by selecting it from the drop-down menu.
8. Click the Add button and wait for the calendar to import.
8. If nothing is showing up in the calendar, or you get any error messages, confirm that you have been granted permission from the owner.
Automatic Access (if granted by Admin):
1. Open Outlook.
2. The shared mailbox should appear automatically in your folder list on the left.
Manual Add (if not showing):
1. Click File > Account Settings > Account Settings.
2. Select your account and click Change.
3. Click More Settings > Advanced tab.
4. Under Open these additional mailboxes, click Add.
5. Type the name/email of the shared mailbox and click OK > Next > Finish.
6. Restart Outlook. The shared mailbox will appear in your folder pane
In Microsoft Teams
1. Open Teams through desktop, mobile, or web, and select the Calendar menu option
2. Select the + New meeting button in the upper-right corner
Add Title
Add Required attendees
Add Date and time
3. Select Save to proceed
4. Once the time comes for your meeting, select the meeting, then Join to join the meeting.
In Outlook for Windows
1. Open Outlook.
2. Select the Calendar icon on the bar near the bottom of the screen.
3. Select New Teams Meeting.
4. This will Teams-enable your meeting, adding a link to your Teams meeting.
In Outlook Mac
1. Open Outlook for Mac.
2. Select the Calendar link on the bar near the bottom of the screen
3. Select New Event from the bar near the top of the screen
4. To Teams-enable your meeting, select the Teams Meeting toggle button in the Search for a room or location field. A Teams meeting link will appear in the meeting invite once you send it to any recipients.
In Web Outlook
1. Open Outlook on the web.
2. Sign in with your Microsoft 365 account.
3. Select the Calendar link on the bar along the left side of the screen
4. Select New Event from the bar near the top-left corner of the screen
5. To Teams-enable your meeting, select the Teams Meeting toggle button in the Search for a room or location field. A Teams meeting link will appear in the meeting invite once you send it to any recipients.
If you receive a message saying “A mail merge is interfering with AutoSave. Please complete the mail merge.” when trying to turn on AutoSave in a Word document, follow these steps:
– Select the “Mailings” tab across the top
– Select the “Start Mail Merge” button
– Select the “Normal Word Document” button
– Save the document
– Turn on AutoSave
1. Open the affected Office application (e.g., Word, Excel).
2. In the top-right corner, click the account button (it may show a picture, initials, or a generic person icon).
3. Select “Sign Out” and confirm by clicking “Yes.”
4. Once signed out, sign back in. A “Sign In” button should appear in place of the account button from Step 2.
Gmail iOS app
1. Download/open the Gmail app from the App Store.
2. Tap your profile picture (or Add another account).
3. Select Google.
4. Enter your Google Workspace email address and tap Next.
5. Enter your password and approve MFA (if enabled).
6. Tap Allow to give Gmail app access.
7. Your inbox will load.
Gmail Android app
1. Open the Gmail app on your device.
2. Tap your profile picture (or Add another account).
3. Select Google.
4. Enter your Google Workspace email address and tap Next.
5. Enter your password and approve MFA.
6. Tap Allow to finish.
7. Your emails will sync automatically.
iPhone/iPad Mail app
1. On your iPhone, go to Settings > Mail > Accounts > Add Account.
2. Select Google.
3. Enter your Google Workspace email address and tap Next.
4. Enter your password and approve MFA.
5. Tap Allow to give Mail access.
6. Choose what to sync (Mail, Contacts, Calendars) and tap Save.
Mac Mail app
1. On your Mac, go to System Settings > Internet Accounts.
2. Click Add Account and choose Google.
3. Enter your Google Workspace email address and click Next.
4. Enter your password and approve MFA.
5. Tap Allow to give Mac Mail access.
6. Select the apps you want to sync (Mail, Contacts, Calendar) and click Done.
Gmail via web browser
1. Open a browser and go to: https://mail.google.com.
2. Enter your Google Workspace email address and click Next.
3. Enter your password and approve MFA.
4. Your Gmail inbox will load in the browser.
NetDocuments Login Link: https://vault.netvoyage.com/neWeb2/login.aspx
1. Click the “Need Logon Assistance” on the bottom
2. Click “I want to use my organization’s login” then enter your email address and click “Submit”
3. You will be prompted with a Microsoft Login page. Enter your Microsoft email address and password and login normally. Once you are logged in, you should automatically be redirected to the NetDocuments homepage.
1. Go to “File” from the top left, then to “Save As”
2. Click “ND Save”
3. Uncheck “Save as a new version”
4. You will then need to “alter” the name of the document. You can either change the name as you’d like, or if you want to keep the same file name, you can just hit space, then backspace. Once you do that, you should now be able to change the “Save as type”. Change that to PDF, then hit save. Please make sure to profile the document correctly (Client/Matter, Doc Type, Author, etc.) before saving.
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