Outlook Web Access An Introductory Guide

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1 Outlook Web Access An Introductory Guide IT Training & Assessment Unit, Queen s University Belfast 1

2 Contents Logging on Compose a Message... 4 Saving an Attachment... 5 Saving a Message to be Sent Later... 5 Reply to a Message... 6 Forwarding a Message... 6 Setting the Importance or Sensitivity of a Message... 7 Deleting Messages... 7 Flags and Reminders... 7 Create a Signature... 8 Contacts... 9 Distribution Lists (Groups) Send an to a Contact or Group Open/Modify a Distribution List (Group) Delete a Contact or a Distribution List (Group) Calendar Scheduling an Appointment Opening an Appointment Delete an Appointment Setting up a Recurring Appointment Tasks Opening a Task Modify a Task Delete a Task IT Training & Assessment Unit, Queen s University Belfast 2

3 Logging on 1. Open a browser and enter the web address (note the s in https and no www) 2. The log in page will display. 3. Log in with your username and password Once logged in the contents of your mail box will show (see Figure 1) Figure 1: Mail Box Figure 2: New Message Window The message toolbar appears across the top of the new message window (see Figure 2) An explanation of each tool is detailed in Table 1 below IT Training & Assessment Unit, Queen s University Belfast 3

4 Table 1: New Message Toolbar Send the message Save the message Attach one or more files to the message Add an image to the body of the . Opens your address book to look up recipient names Check names in your contacts folder Sets the importance of the message to High Sets the importance of the message to Low Inserts a signature into the message Checks spelling in the message Displays message options Message format dropdown list sets the format of the message to HTML or plain text Compose a Message 1. Enter the recipient s address in the To field (see Figure 2). You can send the to other recipients by adding additional addresses, separated by a semicolon. 2. Enter a subject for the message in the Subject field. 3. If you wish to send a copy of the to someone, enter their address in the Cc field (see Figure 2). 4. To send a copy of the to someone without the original recipient knowing, click the Options button and tick the box Show Bcc (blind carbon copy). Click OK. (See Figure 3) Figure 3: Options IT Training & Assessment Unit, Queen s University Belfast 4

5 5. Enter your message in the body of the (see Figure 2) 6. To spell check your , click the spelling control (see Table 1) 7. If you want to attach a document to the message, click the paper clip icon (see Table 1) 8. Browse to where you have the file stored, select it and click Open. 9. The file will be attached to the message. 10. To send the message, click Send (see Table 1). Saving an Attachment 1. Open the 2. Select the attachment 3. Either double click on the attachment to open it or click Save. Save to a location on your Q drive (see Figure 4) Figure 4: Open or Save Attachment Caution: Viruses are often spread through attachments. If you are unsure if an attachment is safe, save it to a flash drive or your computer and run a virus scan on it before opening it. Saving a Message to be Sent Later 1. Click New (see Figure 1) to create a new message. 2. Repeat the points above to create an message. To save the message at any stage, click the Save icon (see Table 1). A copy of the message will be saved in your drafts folder (see Figure 1). To access the , open the drafts folder and double click on the message. IT Training & Assessment Unit, Queen s University Belfast 5

6 Reply to a Message 1. Open the message and click Reply (see Figure 4). If the message has been sent or copied to more than one person, by clicking Reply to all, the reply will be sent to everyone on the list. 2. The message you are replying to will appear with space above it for you to type your reply (see Figure 5) 3. The address you are replying to will appear in the To field (see Figure 5) Figure 5: Reply 4. Click Send to send the reply (see Figure 5). Forwarding a Message 1. Open the message you want to forward Figure 6: Forward a Message 2. Click Forward (see Figure 6) 3. Enter the address (s) of who you want to forward the to 4. Click Send. IT Training & Assessment Unit, Queen s University Belfast 6

7 Setting the Importance or Sensitivity of a Message 1. Click New to create a new message (see Figure 1) 2. With the message window open (see Figure 2), click Options 3. Under Current Message Settings, (see Figure 3) click the arrow next to Importance and choose from Low, Normal or High. 4. Use the Sensitivity drop down list (see Figure 3) to indicate whether the message is Normal, Personal, Private or Confidential. 5. Click OK. Deleting Messages 1. Select the message in your inbox you want to delete 2. Either press the Delete key on the keyboard or click the arrow next to Delete on the toolbar and click Delete (see Figure 7) Figure 7: Delete Message Flags and Reminders Use flags to re-order messages or to remind yourself to follow up items in your inbox. 1. With messages shown in the inbox, right click on the tick next to the message you want to set a flag (see Figure 8) Figure 8: Flag Arrow 2. Choose from the range of flags displayed. You can also set a particular date, by clicking the drop down arrow for the calendar, clear a flag that has already been set or mark it complete (see Figure 9) 3. If you wish to change the flagged message, right click on it and choose from flag options displayed (see Figure 9) IT Training & Assessment Unit, Queen s University Belfast 7

8 Figure 9: Set Flag Create a Signature 1. With the main tool bar shown, click the arrow next to Options (towards the top right of the window), and select See All Options (see Figure 10) Figure 10: Options 2. From the left hand side of the screen, click Settings 3. With the Mail tab selected (see Figure 11), type your signature in the space provided (see Figure 11) 4. If you want the signature to automatically appear in all your new messages, tick the checkbox next to Automatically include my signature on messages I send (see Figure 11) 5. Select Save (the icon appears towards the bottom right hand side of the window) IT Training & Assessment Unit, Queen s University Belfast 8

9 Figure 11: Type Signature 6. If you don t want to automatically include your signature in a message, you can add it manually. 7. To add the signature manually, create a new message 8. From the new message toolbar, click the Insert Signature icon (see Figure 12 or Table 1). Figure 12: New Signature 9. The signature you created earlier will be inserted. Contacts Rather than type the address each time you want to send a new message, you can save details as a contact and select them from the list. 1. In the bottom left hand side of the navigation pane, select Contacts (see Figure 13) Figure 13: Contacts IT Training & Assessment Unit, Queen s University Belfast 9

10 The Contacts toolbar will appear (see Figure 14) Figure 14: Contacts Toolbar Click the arrow next to New (see Figure 14) and select Contact. 2. The untitled contact window will display (see Figure 15) Figure 15: New Contact 3. Enter the details of the new contact. Click Save and Close (see Figure 15) 4. To open a previously created contact, select the contact and double click to open 5. To modify a contact, double click on the contact to open. Make the changes. Select Save and close. IT Training & Assessment Unit, Queen s University Belfast 10

11 Distribution Lists (Groups) A distribution list is a useful way of grouping individual addresses together. If you regularly send messages to the same group of people, add them to a distribution list and instead of typing names individually, enter the group in the To field. To create a group: 1. Click Contacts (see Figure 13). 2. Click the arrow next to New and select Group (see Figure 16) Figure 16: New Group The untitled group window will open (see Figure 17). Figure 17: Group Window 3. Type a name for the group 4. Type the address of a person you want to add to the group. 5. Click Add to Group. The address will be added (see Figure 17). 6. Repeat points 4 and 5 above to add additional members to the group. 7. Click Save and Close (see Figure 17) when all members have been added. IT Training & Assessment Unit, Queen s University Belfast 11

12 Send an to a Contact or Group 1. Click Mail to return to your Inbox (see Figure 13). 2. Click New to create a new message 3. Click the To Field (actually click on the word To which will open the field). Figure 18: Select Group or Contact 4. If you can t see your group, click Contacts (see Figure 18) 5. Double click on the group or individual you want to send the to (see Figure 18). The group or individual will be added to the To field. 6. Click Ok (see Figure 18) 7. Type the subject line and your as before. Click Send Open/Modify a Distribution List (Group) 1. In the navigation pane, click Contacts (see Figure 13). The contacts and groups will show. 2. Double click on the group to open it. 3. Add members to a group. Delete members from a group. Change details. 4. Click OK to save and close (see Figure 18). Delete a Contact or a Distribution List (Group) 1. In the navigation pane, click Contacts (see Figure 13). The contacts and groups will show. 2. Select the group or contact IT Training & Assessment Unit, Queen s University Belfast 12

13 Figure 19: Delete Group or Contact 3. Click OK to save and close (see Figure 18). Calendar Click Calendar, (bottom left of the navigation pane), (see Figure 13). The calendar will appear (see Figure 20) Figure 20: Calendar Scheduling an Appointment Click the arrow next to New and select Appointment. The appointment window will open (see Figure 21). 1. In the Subject box, type a name or description of your appointment. 2. In the Location box, type where the appointment is being held. Click the arrows next to start time and end time and enter the date and time of the meeting. Note there is a check box if the appointment lasts all day. (See Figure 21) Space is also provided to enter further details of the appointment. You can also format the text by changing font, etc. (See Figure 21) When completed, click Save and Close (see Figure 21) to save the appointment in your calendar. IT Training & Assessment Unit, Queen s University Belfast 13

14 Figure 21: Appointment window Opening an Appointment 1. To find a particular month, with calendar selected, either click the right pointing arrow beside the calendar, until you come to the month you require or click the downward arrow and select the month (see Figure 22) Figure 22: Select date 2. Double click on the date of the appointment to open it. 3. The appointment window will open (see Figure 21). 4. Make changes as necessary. Save and close. IT Training & Assessment Unit, Queen s University Belfast 14

15 Delete an Appointment 1. Select the appointment you want to delete. 2. Click Delete (see Figure 20) or press the delete key on the keyboard. Setting up a Recurring Appointment If you have a meeting that occurs regularly over a period of time, you can set the appointment with recurrence. 1. Complete the steps above to schedule an appointment but before saving 2. Select Repeat from the toolbar (see Figure 21). The recurring appointment window will appear with the start and end time (see Figure 23). Figure 23: Recurring Appointment 3. Select when the appointment occurs (see Figure 23). If it s not already entered, select the start date and either enter how many occurrences of the appointment or select the End by date. Click OK (see Figure 23). 4. Click Save and Close (see Figure 21) to save the appointment. IT Training & Assessment Unit, Queen s University Belfast 15

16 Tasks 1. In the bottom left of the navigation pane select Tasks (see Figure 13). The Tasks toolbar will appear (see Figure 24). Figure 24: Tasks Toolbar 2. Click the arrow next to New and select Task. The Task window will appear (see Figure 25) Figure 25: Task Window 3. Enter a subject name for the task (see Figure 25 A) 4. You can select a start date and when the task is due by. When the task is complete, the date completed will appear (see Figure 25 B) IT Training & Assessment Unit, Queen s University Belfast 16

17 5. You can if required, enter a description for the task in the space provided (see Figure 25 C) 6. To attach a document or image to the task, click the paper clip icon (see Figure 25 D) 7. If the task recurs, rather than set it up as a separate task, click Repeat and enter the details (see Figure 25 E) 8. When the task it completed, open it and click Mark Complete (see Figure 25 F). The date will then appear beside Date Completed. 9. If you want to delete the task at any stage, click the delete icon (see Figure 25 G). 10. To save the task, click Save and Close (see Figure 25 H) Opening a Task 1. Select the task and double click on it to open it. Modify a Task 1. Double click on the task to open it 2. Modify 3. Click Save and Close (see Figure 25 H) Delete a Task 1. Select the task 2. Either click Delete Task (see Figure 24) or press the Delete key on the keyboard IT Training & Assessment Unit, Queen s University Belfast 17

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