Henrico County Public Schools

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1 Henrico County Public Schools Presents: The New Web Based Solution

2 DRAFT Table of Contents Table of Contents...2 Logging Into Outlook Web Access...4 Overview..5 Navigating the Outlook Components...5 Top Toolbar. 6 Toolbar....6 Composing a New Message... 7 Addressing..8 Checking Names 8 Attaching Files...9 Features and Options..10 Opening and Reading Messages..10 Reply to a Message..10 Forward a Message..10 Removing an Recipient From the Address Line Request Return Receipt..11 Saving a Draft..11 Viewing Attachments..11 Checking for New Mail..11 Deleting Messages..12 Undeleting Messages..12 Autoreply.12 Signatures 13 2

3 Mail Management 13 Creating New Folders..13 Move/Copy a Message Deleting Folders..14 Contacts. 15 Viewing Contact Information 15 Adding a Contact 15 Sending to a Contact..15 Distribution Lists 16 Calendar Navigation the Calendar 16 View Event Details 16 Create an Appointment..16 Options for Making an Appointment. 17 Appointment Reminders 17 Meetings Receiving a Meeting Invitation.19 Monitoring Invitee s Responses 19 Calendar Options Public Folders.19 Reading Files in the Public Folder 20 Posting to a Public Folder..20 Deleting an Item in the Public Folder...20 Replying to a Public Folder Post...20 Logging Off of Outlook.20 3

4 Logging Into Outlook Web Access Outlook Web Access is a web-based created program, which allows you to check your from any web browser and from any location without being on your personal computer. Using Outlook Web Access, you can create, send and delete messages, update your address book, send attachments, create task lists, and update your calendar. Start your web browser and enter the following address: In Internet Explorer you will see the following screen: Enter your User ID and Password and click OK. In Safari you will see the following screen: Enter your Name, Password and click Log In.

5 Overview Navigating Outlook Components Once you have successfully logged on to the server, your mailbox to Outlook Web Access will be accessible and the screen will look as follows: Navigation Pane The Navigation Pane, located next to the main window, provides one-click access to your Inbox, Calendar, Contacts, Junk , Tasks, Folders, Public Folders, Options, and Log Off. Inbox: The Inbox folder stores newly received items. New, unopened items are displayed in boldface type. Once opened, the new items revert to normal type. Junk The Junk folder stores newly received messages that have been identified as junk . Check this folder regularly to ensure that you do not miss messages that you want to receive. Calendar: The Calendar displays your appointments and meetings for the day or week. Appointments and tasks can be created and manipulated here. Contacts: The Contacts folder stores names, addresses, phone numbers, and other personal information of recipients. Tasks: The Tasks folder stores your action items. Folders: Folders provide access to all of your Microsoft Exchange mailbox folders (Calendar, Contacts, Deleted Items, Drafts, Inbox, Journal, Junk , Notes, Outbox, Sent Items, and Tasks) and any personal folders you've created. Public Folders: Public Folders store files that can be viewed on the public server. Options: The Options folder allows you to customize Outlook Web access. You may perform other tasks, such as recovering items you've deleted, setting date and time 5

6 formats, preventing junk , creating signature files, and creating an out of office reply. Log Off: Log Off allows you to close your Microsoft Office Outlook Web Access session. Note: You can't add items to the Navigation Pane. Top Toolbar There is a toolbar across the top of your screen. The buttons on it will change to reflect functionality of the area you are currently in ( , calendar, tasks, etc.) and will be covered later in this handout. Toolbar To use Outlook s features, click the Inbox folder. Once in the area, the toolbar shown below will display. Move Copy Navigate up one folder Empty deleted messages Address Book Help New: Compose a new Choose from Message, Contact, Appointment, Task, etc. Delete Rename Check for new messages Use this drop down to change what messages are displayed. (ex. Unread, by subject, by sender) Change Message Pages: Outlook displays only twenty-five messages per page. Use the buttons on the toolbar shown to the right to jump to the next/previous set of 25 messages. Note you can also type the page number and press enter. Reading Mail: If you have the preview pane activated, single click a message to read the message. Reading New Mail: All unread mail will be in Bold type and all messages, read or unread, have the closed envelope icon. Click the envelope icon to refresh your screen and display the new messages. Click the message you wish to read. To close the message, close the message window. 6

7 Viewing and Saving File Attachments: Messages with files attached will display a paperclip icon next to the message. To download/read an attachment: Open the message containing the attachment by double clicking the message. Click the attachment you wish to view. If you wish to save the attachment, click: File-Save As Note that you can save a file attachment without opening it: Open the containing the attachment. Control click the attachment link and select: Save File As Composing a New Message Click Inbox on the Navigation Pane. Click the down arrow to the right of the New button and select Message. Click on New. Note: Selecting the down arrow allows you to select from a new Message, Appointment, Contact, Distribution List, Post in This Folder, or Folder. Sends the message Saves the message Attaches files Verifies that addresses are correct Priority of messages Request read and delivery receipts. To, Cc, Bcc: Click to search for addresses. Cc receives a Carbon Copy of the message. Bcc receives a copy of the message without any other recipient s knowledge. Click to attach or unattach files 7

8 Addressing If the recipient is on Henrico s server or your main contact list, you can enter his/her last name. Note that you can also follow the person s last name with a comma and his/her first name if there are people with the same last name. If the recipient is not on the Henrico server, you must enter his/her full address. To send to multiple recipients, separate them with a semicolon. You can also search for names to send messages to by double clicking on To:, Cc:, or Bcc. Fill in the Last Name and First Name and click Find. NOTE: You can only search Henrico s LDAP Directory when you are at school. When you are at home, you will be searching your main contact list. Once the name is found, place a check in the box of the name you wish to send the to and click Add Recipient to.to, Cc, or Bcc. Click Close. Checking Names Before you send a message, you can verify the names of the message recipients in the To:, Cc:, and Bcc: fields. In the tool bar of the new message window, click Check Names. If the addresses for all recipients are resolved, you are ready to attach files or send your message. If Outlook locates the name(s), the name is added atop the address field in black. If the names cannot be resolved, select one of the suggested matches, and click Accept These Choices. If no matches are available, the name is added atop the address field in red and you will see the following popup window: 8

9 If you double click on the name that can t be resolved, you will have the option to Delete the recipient from the list and Apply. Select the Delete this recipient button. Click Apply to delete the name. Attaching Files You can attach any type of file that is accessible from your computer or through your network. Click the Attachments button or icon. Click on the Choose File button to navigate to the desired file. After the file is chosen click Attach. 9

10 The file will be listed under Current file attachments. At this point the Attachment can be Removed, you can Send the message, or you can Go Back to your Message. Features and Options Opening and Reading Messages From the list of messages in the Inbox, locate and select the message you want to read. Click on the message and the message will open in its own window. Click Close when you are done reading the message. Reply to A Message By default, Outlook includes the original text in message replies. Open the message to which you wish to reply. Click on the Reply or Reply to all button. Type the reply text, attach any files and set any desired options. Click on the Send button. Forward a Message Use these steps to send a user a copy of a message someone has sent to you. Open the message you wish to forward. Click on the Forward icon at the top of the page. 10

11 Address the message and make any desired changes or notes. Click on the Send button. Removing an Recipient From the Address Line If you have clicked the Check Names button, Outlook places your recipient s name above the To: line. If you would like to remove a recipient: Double click the recipient. Click the Remove button. Request Return Receipt To be notified when the message is delivered or read: Click on the Options drop down menu. Scroll to the desired option. (Note: These options will go back to the default setting after each message.) Saving a Draft To create a message but not send it: Create the message. Click on the Save button and close the message. The unsent message will be placed in your Drafts folder. To continue composing a saved message, go to your Drafts folder and click on the message you would like to edit. When you are ready to send the message, simply click the Send icon. Viewing Attachments When a message contains an attachment, the Mailbox Viewer shows a small paper clip symbol. When you open the message to read it, you see the attachment icon and file name. Click the attachment icon or filename. The attachment will open and/or prompt you to save the attachment. Checking for New Mail Outlook does not refresh the screen automatically. To check for new messages that have arrived since you opened your Inbox, click the check for new mail icon toolbar. on your 11

12 Deleting Messages There are three ways you can delete messages. To delete an open message, click the delete icon. To delete a message while viewing the Inbox Viewer, select the check box adjacent to the sender s name, and then click the delete marked messages icon. To delete multiple messages while viewing the Inbox viewer, select the check box adjacent to the sender s name for each message that you want to delete, and then click the delete marked messages. Deleted messages are sent to the Deleted Items folder. They are not removed permanently unless they are deleted from the Deleted Items folder. CAUTION: Clicking the trash can icon from your Deleted Items folder. in Outlook will permanently remove all items Undeleting Messages Deleted messages will remain in your Deleted Items folder for 2 months unless you empty the Deleted Items folder. To undelete messages: Click the Deleted Items folder on the folder list. Select the messages you want to undelete and move them to the appropriate folder. Autoreply Autoreply is used to automatically tell people who send you messages that you will not be able to read their messages while away. It is generally used when people go on vacation or are otherwise unable to read their messages for a period of time. When someone sends you a message, Outlook will automatically reply to the sender using the text you provide in the autoreply window. From the Outlook Navigation Pane, click the Options button. Select I am currently out of the office. Type your Autoreply text. Click the Save and Close button. 12

13 Signatures Click on Options on the Navigation pane. Under Messaging Options, click in the box to include your signature. Type your signature in the box. Click Save and Close. Mail Management Creating New Folders You can create new folders to organize your . To create a new folder: Make sure you are in Folders view. Change the drop down menu from Message to Folder. Name the folder and click Create. 13

14 Move/Copy a Message New messages will remain in your Inbox unless you move or delete them. The easiest method of moving or coping a message is to move it to another folder. Open the message to be moved. Click the Move or Copy button. Select the folder for which you wish to move or copy the message and click Apply. Deleting Folders This action will delete a folder, all messages within the folder, and all subfolders of the folder! Put a check box beside the folder you wish to delete and click the delete button. 14

15 Contacts Contacts in Outlook are like an address book that stores information about an individual. Your address book can include personal information such as phone numbers, address, e- mail addresses, job titles, web pages, and notes. Viewing Contact Information Click Contacts on your Navigation bar. Use the View drop down arrow to change how you wish to view your contacts. Click on a name to view entire card or to edit information. Adding a New Contact Click the New button from the Contact drop down menu. Fill out the desired information and click the Save and Close buttons. Sending to a Contact Access your Contacts list. 15

16 Click on the person to whom you wish to send an . Click the Send Mail to Contact icon. Compose the message. Click on the Send button. Alternatively, you can start a new message and type the name of a contact in the To, Cc, or Bcc fields then click on the Check Names Icon. If there is a listing, Outlook will automatically resolve it to the person s address or ask you to choose if there are multiple matches to the search criteria. Distribution Lists To create a new distribution list in Outlook: Select New Distribution List from the New drop down menu. Give the Distribution list a name. You can add names by manually typing addresses and hitting the Add button or clicking the Find Names button. Calendar The Calendar helps you create and track appointments, meeting requests, and events. Each of these items can be set as recurring or repeating over time. Other people can see if you are free or busy to accept or decline invitations. Navigating the Calendar Click the Calendar from the Navigation pane. There are two views in Calendar: Daily- Shows the current day. 16

17 Weekly- Displays the current week including weekends. Use the navigation calendar to change the month. Click the day you wish to view. Days with appointments will be bold. Today s date will be in red. The selected day will be in grey. View Event Details To view or edit an item on your calendar: Display the day the item occurs. Double click the item to open it. Make the desired changes then click Save. Create an Appointment Appointments are events for which you are not inviting others. Click on the Calendar icon. Use the Navigational Calendars to display the day the appointment will take place. From the drop down menu choose New Appointment. Fill out the Subject, start and End time, and any other desired options then click Save. Options for Making an Appointment: Reminder: If checked and Outlook is open, you will receive a prompt prior to the event. Show Time As: This is important when others wish to invite you to meetings. Events marked as Busy, Tentative, or Out of Office show up as blocked out time when other users are scheduling a meeting with you. Selecting Free places the event on your schedule but does not indicate to others that you are busy at the time. All Day Event: Useful for making birthdays, anniversaries, etc. By default, your time is marked as Free unless you manually change it. Appointment Reminders Appointment reminders work with Outlook. To enable or disable reminders, click on Options on the Navigation pane. Make changes to the Reminder Options and click Save and Close. 17

18 When a reminder dialogue box pops up on the screen, it will display any currently due or overdue reminders. You can choose to Open Item, Dismiss, or Snooze reminders one at a time or use the Dismiss All button to dismiss all open reminders at once. Meetings Meeting requests function in the following manner: You can view busy times on the invitee s calendar prior to sending the invitation. Meeting requests arrive via . When the user responds, his/her calendar will be marked with the meeting time if he/she accepts. You will be notified of the invitee s response via . If you move, cancel, or change the guest list, the meeting guests will be notified via and their calendars will be updated as needed. o Start the process for creating a new appointment. o Click the Required or Optional button to search for a name. o Enter the user s first or last name in the appropriate field and click the Find button. o Select the user from the list and choose whether they should be added to the Required or Optional list of attendees. o Click the Close button when finished. o Click on the Availability button to see the schedules of attendees. o Set the Start and End time, subject, location, and any other desired option. 18

19 This window shows whether or not the invitee is open for the proposed meeting time. If the invitee has marked their calendar as Tentative, Busy, or Out of Office, the Availability tab will reflect that. You can adjust the meeting time and length by changing the Start time and End time. o Attach any files you want to accompany the meeting request by clicking on the paperclip icon. o Choose the level of importance. o Click on Send. Receiving a Meeting Invitation Meeting requests arrive as an in your Inbox. You can accept, tentatively accept, or decline the meeting request. Further, you can view your calendar prior to deciding on your response. Click the request in your Inbox. Choose whether to Accept, make Tentative, or Decline the request. Type in your response and hit Send or click on the Don t Send Response button. Regardless of your response, the meeting request is completely deleted from your Inbox except for the entry made on your calendar if you accepted. Monitoring Invitee s Responses Assuming that the invitee did not select Don t Send Response prior to Accepting, Tentatively Accepting, or Declining, the meeting creator will receive an in his/her Inbox informing them of the invitee s response. Calendar Options To change the default settings of the calendar: Click on Options from the Navigation pane. Make the desired changes and click Save and Close. 19

20 Public Folders Public Folders allow you to share messages, appointments, notes, and files with other users. Some public folders are read-only meaning that you can read them but not post to them while others allow posting. The Public Folders are accessible thru the Navigation pane. Reading Files in the Public Folder Click on the Public folder icon on the Navigation pane. Click the folder you wish to view. To view the contents of a higher-level folder, click the up one folder icon. To ready a posted message, locate the message you want to read from the list of messages in the user area, and click on the sender s name in the From column. Posting to a Public Folder To post a message to a folder: Select the folder to which you wish to post. Click New Post in this Folder. Give the Post a subject, add any attachments, and make comments in the area provided. Click on the Post icon. Deleting an Item in the Public Folder Select the check box adjacent to the item you wish to delete, and then click Delete marked messages. To delete multiple items while viewing the Public Folders, select the check box adjacent to each item that you wish to delete, and click Delete marked messages. 20

21 You must have appropriate permissions to delete posted items. Replying to a Public Folder Post In you have create permission to the public folder, you can post a reply directly to a previous post. Click on the public folder containing the post you wish to reply to. Open the post you are replying to by clicking on it. Type your message, add any attachments, and click the Post icon. Logging Off of Outlook When you are finished, click the Log Off icon, located on the Navigation pane, to terminate your connection to Outlook. This ensures that no one else can access your Outlook account. This is especially important in an area where someone could conceivably use the back button to open your mailbox. 21

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