Using Outlook WebAccess

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1 Using Outlook WebAccess Outlook Toolbars - Terminology Update all folders New Move/Copy Reply Forward Check for New Messages Help Show/Hide Folders Delete Reply to All Show/Hide Reading Pain Search Address Book 1. Update all folders Allows you to refresh folders once changes have been made. 2. Show/Hide Folders This button will allow you to show or hide all of the folders in the left pain. 3. New By clicking on the drop down button next to the word New, you can create a new message, appointment, contact, distribution list, task, post in folders or a new folder. 4. Move/Copy This will give you a list of all of your folders and allow you to move and copy within your folders. 5. Delete Delete will allow you to delete an item which is highlighted. 6. Reply Reply to a message 7. Reply to All This allows you to reply to the sender and all recipients of an message. 8. Forward Forward allows you to send a received to another person. 9. Show/Hide Reading Pane This button allows you to see your message on the screen without having to double click on the message. You can view the message on the left or bottom of your screen. You may also turn this feature off. 10. Check for New Messages This allows you to check to see if new messages have been received since you opened your mailbox. 11. Search Search will allow you to search for messages that have been sent to you in the past. You can search by subject or person who sent the message. Updated 1/23/2007 1

2 12. Address Book This button takes you to your address book. 13. Help If you have any questions about Outlook, the help button may answer your questions. Inbox (mailbox) Messages are delivered to your mailbox on a computer running Microsoft Exchange Server, where they're stored in your Inbox by default. Contacts - Contacts is your personal address book and place to store information about the people and businesses you regularly communicate with. Deleted (Trash) Items are sent to delete once you press the delete button. GW Contacts These are contacts that were in your GroupWise address book. Outbox Messages are sent to the Outbox while they are waiting to be sent to the sender. If the server is down, the messages will stay in the Outbox until they are sent. Outlook WebAccess or Using Outlook from the Internet Access to school district via the Internet will continue to be the same; however, it will just look different. Note: At anytime you need to know what an icon or button represents, place the mouse arrow over the button and a box will appear with its name. To access Outlook from any computer with Internet access: Double-click the Internet Explorer In the address box, type the school district web address Click Go or tap the Enter key on the keyboard. After accessing the Florence School District One site, put the mouse arrow on the link for Employees. Click Outlook WebAccess You will need to login with your Windows login and password. Updated 1/23/2007 2

3 To compose a message, click New To address the , you can type an address or click TO: to get a global address book. Enter part or all of the persons name and select Find. When the person is found in the address book, single click the name and select the TO: button at the bottom of the page. You can add Cc s and or Bcc s at this point. Click Close. Updated 1/23/2007 3

4 Compose the . Click Send when completed. To include an attached file. Compose an as instructed above. Click the Paperclip or the Attachments button. Updated 1/23/2007 4

5 Click the Browse button to find the file to attach. Click the file to be attached. Click the Open button. Click the Attach button. Click the Close button. Now the message can be sent. Updated 1/23/2007 5

6 Sending a Message Click the SEND button in the upper right-hand corner of the window. Creating and Managing folders Your mailbox contains folders with specific functions for handling your . These folders include Sent Items, Inbox, Deleted Items, Contacts, Cabinet, and Calendar. You can also create different categories for folders to organize your s. These might include Personal, s from Principal, or any other category you choose. The picture on the right is the view you will see when you open Outlook. The folders are shown on the left side of the screen. IF you do not see your list of folders, click the down arrow in the upper right hand corner of the Folders frame. This will display your list of folders. Updated 1/23/2007 6

7 To display the Cabinet, click the + sign to the left of Cabinet. To display the contents of a folder, click the folder name, and the contents of the folder will be listed in the main Outlook Web Access area. Default folders Outlook Web Access provides the following default folders. Folder Description Deleted Items Stores messages that you delete. After you delete a message from this folder it's permanently removed from your mailbox. Drafts Inbox Junk Outbox Sent Items Stores messages that you save. You can save messages that you want to finish composing or send at a later time. Stores newly received messages. New messages are displayed in bold type. 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. Stores outgoing messages until they're sent. Stores a copy of each message that is sent. Personal folders In addition to your default folders, Outlook Web Access provides access to the following Outlook folders for your personal use. You can view, modify, and create tasks; however, you can only view your Notes and Journal items. Folder Journal Notes Tasks Description Contains your Outlook Journal items. Contains your Outlook Notes. Contains your Outlook Tasks. Updated 1/23/2007 7

8 Create and delete folders By default, messages sent to you are stored in your Inbox. However, you can organize your messages into a hierarchical folder system and continue to adjust it as your needs change. For example, you can create a folder called "My Team," with subfolders for each person on your team. When someone leaves your team you can delete that person's folder. If someone moves to another team you can move the folder to that team's folder. The folders you create can reside at the same level as your default folders (Inbox, Sent Items, and so on), or you can build a personal folder hierarchy by creating subfolders within any existing folder. For example, you can create subfolders within a default folder, such as your Inbox, or within a folder that you created. To rename a folder Navigation Pane In the Navigation Pane, right-click the folder, and then click Rename. A prompt will ask you to type in the new name for the folder. Type the new name and click OK. You will then click the Update All Folders button at the top of the Navigation Pane to refresh your folders list. Your new folder s name should be displayed. To create a folder: 1. Right click your name, and then click New Folder. 2. In the Create New Folder dialog box, type the name you want to give the folder and click OK. HINT: IF you want to create a folder in a folder, right click the parent folder. For example, if you want to create a new folder in the Cabinet folder, right click Cabinet and select new folder. When the dialog box pops up, type the name for the folder and click OK. 3. In the Folder contains list, click the drop down arrow and select the type of items the new folder will contain. To delete a folder 1. Right-click the folder you want to delete, and then click Delete. 2. When asked if you want to delete the current folder, click OK. Updated 1/23/2007 8

9 Note: When you delete a folder, it is moved to the Deleted Items folder. The folder isn't permanently removed until you delete it from that folder. Move and copy folders Outlook Web Access allows you to move and copy folders between other folders. This helps you create and organize your folder hierarchies. Note: You can't move or copy items between public folders and your Exchange mailbox folders. For example, you can't move or copy a public folder into your Inbox or Calendar. Also, if your public folders are spread out over several servers in your organization, it may not be possible to move or copy items between those folders. To move or copy a folder 1. In the Navigation Pane, right-click the folder you want to move or copy, and then click Move/Copy. 2. In the Move/Copy Item dialog box, click the destination folder, and then click Move or Copy. Tip: You can also move or copy folders by dragging them. To move a folder, simply drag it to the destination folder in the Navigation Pane. To copy a folder, press CTRL and drag the folder to the destination folder in the Navigation Pane. To move or copy a folder to a new folder 1. In the Move/Copy Item dialog box, click New. 2. In the Create New Folder dialog box, type a name for your new destination folder in the Name box. 3. In the Folder contains list, select the appropriate item for your new folder, and then click OK. 4. In the Move/Copy Items dialog box, select the new folder, and then click Move or Copy. Using the Calendar The calendar is a handy and easy way to list appointments and send notices to appointment attendees. You will find the calendar icon in the list of folders or among the icons on the task bar. Updated 1/23/2007 9

10 When you click the Calendar icon, you will get the following window: There are three calendar views. The default view is the DAILY View. You also have the option of a WEEKLY or MONTHLY view. The Icons are above the appointment display and follow the word TODAY. To cancel a meeting, Click the meeting to be cancelled. Press the Delete key on the keyboard. The computer will ask if you want a message sent to the attendees to cancel the appointment. Click Yes Updated 1/23/

11 Setting up Appointments or Reminders From Daily View You can use the calendar displayed in the upper right hand corner of this window to navigate between days or months. The arrow on the upper right of the calendar and the arrow on the upper left of the calendar change to a different month when you LEFT CLICK ONCE either of them. In the daily view, set up an appointment or reminder by double clicking anywhere on the log view. You also get the same window by clicking NEW and choosing APPOINTMENT from the drop down menu. When you do this, you will open the following window that is similar to the window you use for sending . As you navigate this window,, you will need to fill in a SUBJECT and the START TIME that you want to begin to be reminded and the end time. You can click the square beside the word REMINDER and the software will automatically remind you. (Or, you can just check your calendar every day or have your secretary do it for you.) In the SHOW TIME AS list, choose how you want your schedule to appear for the duration of the appointment. Your selection (Busy, Free, Tentative, or Out of Office) is what others will see when they view your schedule. Updated 1/23/

12 The largest white space is for you to write whatever is pertinent concerning the appointment. It is optional and can be left blank. Click SAVE and CLOSE. If you want to invite people to come to a meeting, click INVITE ATTENDEES on the top tool bar and you get the following window. It is similar to the setup appointment window, but has a space to type addresses to the persons who are required to attend or to whom attendance is optional. Click SEND and the appointment time will be sent to invitees. Updated 1/23/

13 Managing Contacts Create a new contact You will find the CONTACTS icon in the list of folders or among the icons on the task bar. NOTE: You have two choices for CONTACTS: the new one for Outlook and one that was downloaded as GWCONTACTS. You can use either folder to create new contacts. Click either icon and find the NEW icon to open the following window. Managing Contacts Create a new contact You will find the CONTACTS icon in the list of folders or among the icons on the task bar. Updated 1/23/

14 NOTE: You have two choices for CONTACTS: the new one for Outlook and one that was downloaded as GWCONTACTS. You can use either folder to create new contacts. Click either icon and find the NEW icon to open the following window. In this new contact window, you will use the GENERAL tab to type information you wish to include for this contact. (It is not necessary to fill in every space. However, you should include a name and at least one address.) There are drop down menus located at various places. For example, you can use the drop down menu labeled to enter more than one for a contact. When you have finished entering information, click SAVE and CLOSE, and then refresh your browser window to see the new contact. Note Use the File As list on the General tab to determine how the contact will appear in Contacts. You can display each person by first and last name, by last name first, or by company name, school name, position, etc. In order to view information on this contact, simply click Contacts and double click the contact s name. Note: Addresses can be added to Contacts list from received. Updated 1/23/

15 Open an Right Click on the name that you want to add to the contacts list Click Add to Contacts The Contacts dialogue box will appear so that you can add the necessary information. Addresses can be added using the same method on messages that have been forwarded to you or with messages that you send. Creating a Distribution List Or Group If you regularly send messages to a group of people, you can create a distribution list to simplify addressing messages and meeting requests. After a distribution list is created, you can send a message or meeting request to multiple recipients at the same time. Distribution lists can include anyone with a valid address. On the toolbar at the top of your contacts, click NEW followed by DISTRIBUTION LIST. You will see the window above. In this window, in the List Name text box, Updated 1/23/

16 type the name of your new distribution list, ie. Faculty and Staff, Administrators, English Teachers, First Grade Teachers, etc. To add a member of your organization to your distribution list, click Find Names. Use the Find Names dialog box to locate the person in your organization's global address list or your contacts, and then click Add recipient to...distribution List. Repeat this step for each person you want to add. Note: You can also type the addresses or aliases for the people you want to add in the Add to Distribution List text box. To add a personal contact or person outside of your organization to your distribution list, type the contact's name or the person's address in the Add to Distribution List text box, and then click Add. Repeat this step for each person you want to add. Options With the Options feature in Microsoft Outlook Web Access, you can easily customize your . To customize these features, click the Options icon in the Navigation Pane. OR Important: When you change any settings for the following options, you must click Save and Close for your changes to take effect. Out of Office Assistant The Out of Office Assistant enables you to automatically reply to messages that you receive while you're away. Each time you start the assistant, Outlook Web Access sends an automatic reply to someone the first time he or she sends you a message. Updated 1/23/

17 1. To enable the Out of Office Assistant, under Out of Office Assistant, click I'm currently out of the office. 2. In the text box, type the message you want people to receive when they send you messages while you're away. 3. To disable the Out of Office Assistant, click I m currently in the office. Messaging Options You can change the Number of Items displayed per page in your Inbox and other folders. The higher the number, the longer each page takes to refresh. You can also select what to display After moving or deleting an item. Microsoft Outlook Web Access can open the next item in the list, open the previous item, or return to the window you moved or deleted the item from and select (but not open) the next item in the list. When you select the Display a notification message when new mail arrives box, a pop-up message notification is displayed on your computer each time you receive new messages. Selecting the Play a sound when new mail arrives notifies you of new mail by playing a sound. Updated 1/23/

18 To Automatically include a signature on outgoing messages, 1) Click Edit Signature. 2) In the Signature box, enter the text for the signature you wish to use. You can type your name, title, phone, FAX, etc. You can also format this text by changing the font, color, size, etc. 3) When you have the signature you want, click Save and Close. This will take you back to Options. 4) Select the Automatically include my signature on outgoing messages and from now on, when you create a new message, reply to one, or forward one, you will see that your signature appears. The Mail Editor Font allows you to set the font you use for new, replied to, and forwarded messages. Reading Pane Options Use these options to decide whether items shown in the Reading Pane will be marked as read or left as unread. Sometimes even if you view an item in the Reading Pane, you may want to leave the item marked as unread as a reminder to return to it later. Updated 1/23/

19 To mark items you view in the Reading Pane as read 1. Under Reading Pane Options, select the Mark item displayed in Reading Pane as read check box. 2. To set a delay for when the item is marked as read, type a number in the Wait [n] seconds before marking item as read text box. The default is five seconds. To mark items you view in the Reading Pane as read after you select another item in the list Under Reading Pane Options, select the Mark item as read when selection changes check box. This is the default setting. To leave items you view in the Reading Pane marked as unread Under Reading Pane Options, select Do not automatically mark items as read Spelling Options Use the following procedures to customize your spelling options. To prevent the spelling checker from checking words in UPPERCASE letters Under Spelling Options, select the Ignore words in UPPERCASE check box. To prevent the spelling checker from checking words that contain numbers Under Spelling Options, select the Ignore words with numbers check box. Updated 1/23/

20 To automatically check spelling before a message is sent Under Spelling Options, select the Always check spelling before sending check box. Outlook Web Access also allows you to spell-check messages in several languages using language-specific dictionaries. To select a dictionary Under Spelling Options, select a language from the drop-down list. Updated 1/23/

21 Privacy and Junk Prevention Outlook Web Access helps you control unwanted and unsolicited messages ("junk ") and block links to external content that can make you the target of junk messages. Turn on the junk filter Under Privacy and Junk Prevention, select the Filter Junk E- mail check box. Block external content in HTML messages HTML messages you receive can include links to external content, such as pictures or sounds. These links aren't the kind that are underlined (hot) and that you click on. They are references in the HTML source code to an external location on the Internet, such as a Web site. When you open or preview the message, your computer downloads the external content so that the picture can be displayed or the sound played. This is typically done by legitimate senders to avoid sending large messages. However, junk senders use the downloading of external content by your computer to verify your address as "live." Once they know there is a real person associated with your address, you can then become the target of more junk . External content used to identify you in this way is called a Web beacon. To prevent Outlook Web Access from downloading Web beacons, under Privacy and Junk Prevention, select the Block external content in HTML e- mail messages check box. Updated 1/23/

22 Choose how to reply to read receipt requests In addition to requesting a read receipt for messages you send, you can, as a recipient, choose whether to send a read receipt whenever one is requested of you. To send a read receipt automatically whenever one is requested, select Always send a response. To never send a read receipt, select Do not automatically send a response. Appearance You can customize the color scheme of Outlook Web Access by selecting a color scheme that matches your current Windows theme or color scheme. To change the color scheme 1. Under Appearance, in the drop-down menu, select a color. 2. Click Save and Close. Date and Time Formats To set the date and time formats used in your message folders and calendar items, use the drop-down lists to select your preferred format for the different styles. Note The date and time formatting options may vary, depending on the language configured for Internet Explorer. Outlook Web Access uses the browser language setting to provide region-specific options. Updated 1/23/

23 Calendar Options You can customize your calendar using Calendar options. To set the day your calendar displays as the beginning of the week, select the appropriate day from the Week begins on list. To set the times Outlook Web Access will display for each business day, select the appropriate times from the Day start time and Day end time lists. To select when Outlook Web Access will begin numbering weeks for the current year, select the appropriate option from the First week of year list. The week numbers are displayed in the date picker window in Calendar. If you don't want weeks to be numbered, select Do not display week numbers. Reminder Options 1. To receive reminder messages before your appointments and meetings, select the Enable reminders for Calendar items check box. 2. To receive reminder messages for tasks that are coming due, select the Enable reminders for Task items check box. 3. To also be reminded with a sound, select the Play a sound when a reminder is due check box. 4. In the Default reminder list, select the amount of time before the item occurs that you would like to receive a reminder. Contact Options You can select which address book to search first when resolving the name of a contact. To set your organization's address book as the first place to search, select Global Address List. To set your personal contacts as the first place to search, select Contacts. Updated 1/23/

24 Recover Deleted Items After you delete an item from your Deleted Items folder it is permanently deleted. However, you can recover a deleted item if you change your mind about deleting it. Important Deleted items are recoverable only for a limited time. The amount of time you have to recover an item is configured on the computer running Exchange Server. For more information, contact the system administrator. 1. In the Navigation Pane, click Options. 2. Under Recover Deleted Items, click View Items. Tip Another way to open this window is to select your Deleted Items folder from the Navigation Pane, and then click Recover Deleted Items on the toolbar. 3. In the Recover Deleted Items dialog box, select the item you want to recover. Hold down CTRL or SHIFT to select multiple items. Note If the item you want to recover isn't there, it's likely that the recovery time has expired for that item. 4. To return the selected items to your Deleted Items folder, click Recover on the toolbar, or click Permanently Delete to permanently destroy the items. Updated 1/23/

25 Manage Junk Junk can strain networks, clog servers, and fill mailboxes with inane and often highly offensive messages and images. Microsoft Office Outlook Web Access helps you control unwanted and unsolicited messages by allowing you to do the following: Create lists of trusted and untrusted addresses and domains. Block links to external content that can make you the target of junk . Manage Junk Lists Use the procedures in this section to specify addresses and domains you want or don't want to receive messages from. Notes When checking incoming messages, your junk filter gives precedence to addresses over domains. For example, suppose the example.com domain is on your Blocked Senders List and the address is on your Safe Senders List. The address will be allowed into your Inbox, but all other addresses with the domain example.com will be sent to your Junk folder. When entering domains, you don't need to include the "at" sign. Outlook Web Access automatically adds it. Modify your Safe Senders List Safe senders are people and domains you want to receive messages from. 1. In the Navigation Pane, click Options. 2. Under Privacy and Junk Prevention, select the Filter Junk check box. 3. Click Manage Junk Lists. The Safe Senders List is displayed by default. 4. To add a sender to the list, click Add, type an address or domain in the text box, and then click OK. 5. To modify a sender in the list, select the sender, and then click Edit. Change the entry, and then click OK. 6. To include your contacts as safe senders, select the Trust from your Contacts check box. Updated 1/23/

26 7. Click OK to close the Manage Junk Lists dialog box, and then click Save and Close. Modify your Safe Recipients List Safe recipients are distribution lists that you are a member of and want to receive messages for. You can also add individual addresses to your Safe Recipients List. For example, you might want to allow messages that are not only sent to you but also to a particular person. 1. In the Navigation Pane, click Options. 2. Under Privacy and Junk Prevention, select the Filter Junk E- mail check box. 3. Click Manage Junk Lists. 4. In the drop-down menu, select Safe Recipients. 5. To add a recipient to the list, click Add, type an address or domain in the text box, and then click OK. 6. To modify a recipient in the list, select the recipient, and then click Edit. Change the entry, and then click OK. 7. Click OK to close the Manage Junk Lists dialog box, and then click Save and Close. Allow messages only from your safe lists into your Inbox In addition to using the safe and blocked lists to manage incoming messages, you can further limit the messages that get delivered to your Inbox. Outlook Web Access provides a setting that allows messages only from addresses or domains in your Safe Senders or Safe Recipients lists into your Inbox. All other messages are delivered directly to your Junk folder. 1. In the Navigation Pane, click Options. 2. Under Privacy and Junk Prevention, select the Filter Junk E- mail check box. 3. Click Manage Junk Lists. 4. Select the Treat all as Junk unless it has come from a member of your Safe Senders or Safe Recipients lists check box. This setting has the same effect as the Safe Lists Only junk protection level in Microsoft Office Outlook Note This is a fairly restrictive junk setting. Check your Junk folder occasionally for messages you don't want to treat as junk To close the Manage Junk Lists dialog box, click OK, and then click Save and Close. Updated 1/23/

27 Modify your Blocked Senders List Blocked senders are people and domains you don't want to receive messages from. Messages received from any address or domain on your Blocked Senders List are sent directly to your Junk folder. 1. In the Navigation Pane, click Options. 2. Under Privacy and Junk Prevention, select the Filter Junk E- mail check box. 3. Click Manage Junk Lists. 4. In the drop-down menu, select Blocked Senders. 5. To add a sender to the list, click Add, type an address or domain in the text box, and then click OK. 6. To modify a sender in the list, select the recipient, and then click Edit. Change the entry, and then click OK. 7. Click OK to close the Manage Junk Lists dialog box, and then click Save and Close. Tip You can also add a sender to your Blocked Senders List from any message you receive from the sender. Right-click the message in your Inbox or the sender's name in an open message, and then select Add Sender to Blocked Senders List. When you do this, Outlook Web Access also moves the message to your Junk folder. Updated 1/23/

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