OUTLOOK WEB ACCESS 2007 PREMIUM

Transcription

1 OUTLOOK WEB ACCESS 2007 PREMIUM United Nations Development Programme / PAPP Information & Communications Technology Office Intro to Outlook Web Access Searching... 5 Creating a new E mail Message... 6 Reading Pane E mail Message Options... 9 TOPICS COVERED Calendar Contacts For assistance contact: ICT Office / PAPP E mail: adel.khateeb@undp.org Updated 09/09 Distributions Lists Tasks Documents Public Folders Options... 25

2 OUTLOOK WEB ACCESS PREMIUM 2 Outlook Web Access 2007 (OWA) While on the go a desktop client is not always the most convenient tool for accessing messages. Exchange Server 2007 includes OWA, the most comprehensive Web mail client available. Completely redesigned in Exchange Server 2007, OWA offers a rich Outlook experience in a Web browser. Like Outlook 2007, OWA offers powerful new collaboration capabilities. OWA also includes the Scheduling Assistant, vastly improved search, and new security and compliance capabilities, just like Outlook. OWA in Exchange 2007 also includes WebReady Document Viewing, which converts documents into HTML. This allows attachments to be viewed even from computers that lack viewers, and ensures that copies of documents are not left on these machines. OWA ensures that, even when away from their desks, users have access to the tools to help make them productive.

3 OUTLOOK WEB ACCESS PREMIUM 3 To access your UNDP Go to NOTE: You may also access your e mail by going to the UNDP PAPP home page ( choosing Webmail. On the sign in screen, you will need to choose whether you are using either a public computer or a private computer. Note: If you choose "Public", you will automatically be logged out of your account after 5 minutes of inactivity. If you choose "Private", that timeframe is extended to 24 hours. The first time you log into your account you will see the following screen. Choose: English, and Jerusalem Time. Click "OK"

4 OUTLOOK WEB ACCESS PREMIUM 4 OWA 2007 has seen a major revision in its look and feel. It is now very similar in appearance to the full Microsoft Office Outlook 2007 application. When logged in you should now see the following style:

5 OUTLOOK WEB ACCESS PREMIUM 5 You can customize the placement of the Reading Pane to be either "Right", "Bottom", or "Off" by choosing from the following options: Regardless of which function you may be working with, you should always see the following menu in the bottom left corner of the screen: From this menu you can quickly navigate to other areas of OWA Searching You can now search the entire UNDP Global Address List (GAL) directly from the main OWA 2007 screen. You can use this tool by either typing in a person's name, part of their name, or by clicking on the telephone book icon to search the entire directory. Once you find the person you are searching for you are given their account information. This contains their e mail address and availability according to their personal OWA 2007 calendar.

6 OUTLOOK WEB ACCESS PREMIUM 6 Creating a new Message In order to create a new e mail message, choose "Message" from the "New" menu on the main screen as denoted here: Note: If you are currently viewing your e mail, then you can also create a new message by simply clicking on the "New" icon itself. You will see the following window:

7 OUTLOOK WEB ACCESS PREMIUM 7 Sends the message Saves the message Attachments Global Address List (GAL) Verify Address with GAL Mark as High Importance Mark as Low Importance Insert Signature Spell Check Options Message Format 1) Send the Message: Once you have typed your message and made any other modifications choose this option to send the message. 2) Save the Message: If you have begun typing a message, but would like to finish it later, choose this option. You can open the unfinished message from the "Drafts" folder whenever you would like to work on it. 3) Attachments: Allows you to attach files to your message. You can attach at most 10 Megabytes (MB). This may be a combination of files that add up to this amount, or a single file of 10 MB. 4) Global Address List (GAL): This is the list of all UNDP e mail address. You can use the Global Address List to lookup others with a UNDP e mail address. When you choose this option you will be given the following box to type within (you can type either their e mail address or their name):

8 OUTLOOK WEB ACCESS PREMIUM 8 Type the name of the person you are looking for and hit the magnifying Glass symbol to search the GAL. You will then see the search results in the following window: Once you have located the correct address, simply double click it and it will be added to the "To:" field below: You can also choose to add an address to either the "CC >" or "Bcc >" fields. These allow you to either copy (CC) the message or blind copy the message to a separate e mail address in addition to any that you may type in the "To >" field.

9 OUTLOOK WEB ACCESS PREMIUM 9 5) Verify Address with GAL: If you have typed in the address from memory or are uncertain about it, you can then choose this option to verify that the address is a correct one. 6) Mark as High Importance: Choose this option if you consider a message of higher importance than the average message. 7) Mark as Low Importance: Choose this option if you consider a message of lower importance than the average message. 8) Insert Signature: If you have a preformatted signature then you can insert it by choosing this option. If you do not have a signature create already, you can learn how to do so by reading on page 26 of this handout. 9) Spell Check: Choose this option to Spell Check your e mail before you send it to the recipient. 10) Options: Choose this option to change options for this one message. 11) Message Format: You can choose either HTML or Plain Text as your format. In most cases you will leave it set at HTML. Plain Text is used mainly for mobile devices.

10 OUTLOOK WEB ACCESS PREMIUM 10 Outlook Web Access 2007 Calendar You can use your OWA 2007 calendar to keep track of appointments, presentations, classes, and vacations. In order to work with the OWA 2007 calendar click the "Calendar" link on the bottom left corner of the screen. You should see a screen similar to the following:

11 OUTLOOK WEB ACCESS PREMIUM 11 When you first open your calendar you will be in the "Day" view. You can also choose from "Work Week", "Week", and "Month" view settings from the toolbar located at the top of the screen. Creating an Appointment To create an appointment on your calendar, click "New" on the top left of the screen. You should see the following screen: You should always type a Subject for each appointment as this is what describes that the appointment is for. Likewise you should also include a location if possible for each appointment, although it is not required. The only required features are the Start Time and End Time, which signify the beginning and ending of the appointment.

12 OUTLOOK WEB ACCESS PREMIUM 12 Save & Close Attachments Recurrence Spell Check Invite Attendees Mark as High Importance Mark as Low Importance Choose Calendar Color Print Choose Format 1) Save and Close: Saves the appointment window, and saves it to your personal calendar. 2) Attachments: Allows you to attach files to an appointment. As with e mail, there is a 10MB file site limit for attachments. 3) Recurrence: Allows you to make a repeating appointment. This option has many different choices as shown below. A common recurrence is "Yearly" for birthdays.

13 OUTLOOK WEB ACCESS PREMIUM 13 4) Spell Check: Choose this option to spell check your appointment before you save it to your personal calendar. 5) Invite Attendees: You can choose this option if you would like to invite other people to a particular appointment. This is commonly used when scheduling meetings with individuals or groups. If you choose this option, the Appointment is changed to a Meeting. When you click this option you will see "Required", "Optional", and "Resources" as shown below: You can either type in the person's e mail address, or click one of the aforementioned options (pages 5 and 7) and the GAL will appear, therefore allowing you to choose anyone with a UNDP e mail address to invite to your appointment. Note: You can also set a meeting "Location". It is recommended you do so, and leave "Request a response to this invitation" checked. If the person you are inviting to the meeting responds to your invitation then you will get an e mail message back stating so. 6) Mark as High Importance: Choose this option if you consider a message of higher importance than the average message. 7) Mark as Low Importance: Choose this option if you consider a message of lower importance than the average message.

14 OUTLOOK WEB ACCESS PREMIUM 14 8) Choose Color Category: This feature is particular useful if you view your calendar in either of the week or month views. You can denote a type of appointment (Example: Personal, Business, Vacation, etc...) a certain color. 9) Print: Click this button to print the appointment that you currently have open. 10) Message Format: You can choose either HTML or Plain Text as your format. In most cases you will leave it set at HTML. If you choose to invite other individuals or a group of people to your appointment, it is helpful to use the "Scheduling Assistant" tab. From this tab you may view your invitees calendars, and also change the appointment time on the fly. See the "Scheduling Assistant" tab below: This is a new feature in OWA On this tab you can view when both you and the meeting attendees are currently busy (denoted by a dark blue color). This will assist you in finding a time that is free for everyone. To do this simple drag your mouse over the denoted free time. Note: There are suggested free times in the bottom right of the window.

15 OUTLOOK WEB ACCESS PREMIUM 15 Outlook Web Access 2007 Contacts The Contacts folder is your e mail address book and information storage for the people and businesses you want to communicate with. Use the Contacts folder to store the e mail address, street address, multiple phone numbers, picture, and any other information that relates to the contact, such as a birthday or anniversary date. When you choose the "Contacts" section of OWA 2007, you should see the following:

16 OUTLOOK WEB ACCESS PREMIUM 16 To create a new Contact, click the "New" button as denoted below: When you click on the "New" button, you will see the following window. You can fill out any of the available fields, of which you can choose from Profile, Contact, Addresses, Details sections. Note: You are not required to fill out any fields except for the First and Last name fields.

17 OUTLOOK WEB ACCESS PREMIUM 17 Outlook Web Access 2007 Distribution Lists In addition to creating individual contacts, you can also create "Distribution Lists", which contain multiple e mail addresses. This can be handy if you e mail a specific group of people often. Instead of having to type all of their addresses one by one, you can place them all in a "Distribution List" and instead e mail one address. Note: OWA 2007 allows you to store at most 250 individual addresses per Distribution List. To create a Distribution List, you must first be in the Contacts View. You can view this by clicking "Contacts" in the bottom left corner of the screen. Once you are in this view, click the arrow next to "New" and choose "Distribution List".

18 OUTLOOK WEB ACCESS PREMIUM 18 You will see the following window: You must first title your Distribution List in the "List Name" section. You may then choose multiple members by clicking the "Members" link. This will bring up the GAL so that you may choose individual addresses. Please keep in mind that you can also add addresses by simply typing them in the "Members" box and clicking "Add to List". Note: Remember you can add at most 250 addresses to a single distribution list. Once you are finished, click "Save and Close". In order to then access the list you must open your "Contact" part of OWA 2007 and choose "Distribution Lists".

19 OUTLOOK WEB ACCESS PREMIUM 19 Outlook Web Access 2007 Tasks You perform many tasks in your daily life. In Outlook, a task is an activity that must be completed within a specified period of time and has a current status. The status of a task can be In Progress, Not Started, Waiting on Someone Else, Deferred, or Completed. OWA 2007 provides the Task folder where you can create tasks and monitor their status. When you view the Tasks section, you should see the following:

20 OUTLOOK WEB ACCESS PREMIUM 20 You have two options when you create a new Task. You can either 1) Simply Type in the "Type a New Task" dialog box 2) Or you can click "New" If you choose to just type in the "Type a New Task" box, then you can only title the task, and choose a Due Date. If you would like more options, then by clicking on "New" you will see the following dialog box: With this box you can set many options for a given task including: Start Date, Due Date, Date Completed, Status, Priority, etc... Once you have chosen all the desired options, simply click "Save and Close".

21 OUTLOOK WEB ACCESS PREMIUM 21 You can now view the task by clicking on it in the Task view within OWA In order to modify a task that has already been created, view it and choose "Edit". Note: You can also forward a task you have in your list to another user by clicking the "Forward" option.

22 OUTLOOK WEB ACCESS PREMIUM 22 Outlook Web Access 2007 Documents This is a brand new feature in OWA You can now view a file share (i.e. SAMMY, TIMMY, etc.) directly from within OWA This greatly reduces the need to run multiple applications if not necessary. NOTE: You must first connect via VPN if you would like to use this feature from off Network. When you choose the "Documents" view in OWA 2007, you should see the following:

23 OUTLOOK WEB ACCESS PREMIUM 23 To access a file share, click the "Open Location" option in the top left corner of the screen. You will see the following screen: You can access the following File Servers through this service: \\SAMMY\Departments \\SAMMY\People \\TIMMY\Students \\TIMMY\Org Once you have connected to your folder, you can click "Add to Favorites" to add a permanent link on the left side of your "Documents" screen.

24 OUTLOOK WEB ACCESS PREMIUM 24 Outlook Web Access 2007 Public Folders Public folders are used at UNDP to allow groups and departments to share information, such as departmental calendars and generic mail accounts (better known as Mail Enabled Public Folders MEPFs) such at info.papp@undp.org To access Public Folders click on the Public Folders button in the bottom left corner of the screen. You will see Public Folders with a plus (+) sign to the left. Click on the + to expand the list of Public Folders. Expand All Public Folders and you should see a list of most CO s on UNDP.

25 OUTLOOK WEB ACCESS PREMIUM 25 Outlook Web Access 2007 Options There are many options that you can change to affect the way that OWA 2007 both looks and feels including different color schemes, various fonts, and multiple languages. To access these options, click the "Options" link in the top right corner of the screen as shown here: From this page, you can choose from the following options: 1) Regional Settings: Allows you to change Language, and Date/Time formats for OWA ) Messaging: Allows you to create an E mail Signature, change message format (i.e. HTML, Plain Text), and alter the Reading Pane. Note: In order to create a signature, continue to the E mail Signature section of this page and type it as you see fit. You can then format the signature using standard Microsoft Office Word formatting tools. You can also automatically include your signature on every message by check the Automatically include... box. 3) Spelling: Allows you to change settings for Spell Checking. 4) Calendar Options: Allows you to change settings that affect the way that your OWA 2007 calendar is displayed.

26 OUTLOOK WEB ACCESS PREMIUM 26 5) Out of Office Assistant: If you are going to be gone on vacation or summer break, you can set up OWA 2007 to let people know you're not checking your e mail. This feature is called Out of Office Assistant, and it will automatically send out an e mail to anyone who sends you an e mail. Note: In OWA 2007 you can now set it up so that there are different messages sent depending on whether or not the senders e mail address is a UNDP address or not. In order to turn on this feature, first choose the Send Out of Office auto-replies option. This enabled the basic message feature. In order to enable the special non UNDP e mail address reply, check the Send Out of Office Replies auto-replies to External Senders box. 6) Rules: This option allows you to set up a rule to automatically run each time you either receive or send a message. A common rule is to automatically move messages that you receive from a particular person to a particular folder automatically. In order to create a rule, first choose the Rules option and then click New Rule.

27 OUTLOOK WEB ACCESS PREMIUM 27 You can now choose what type of Rule you would like to create. A common rule is to automatically move incoming messages from a particular sender to a defined folder. In order to create a rule in that fashion, do the following: a) Choose Move Message from someone to a folder. b) Click the people or distribution lists link and find the desired incoming e mail address. Keep in mind that you do not have to choose an address from the GAL. Click OK. c) Click the specified link and locate the desired folder. You can also create a new folder by clicking the Create New Folder button. Click OK. 7) Security: You should never use this option. 8) Junk UNDP provides a Junk e mail filter separate from OWA 2007 that automatically handles all of your SPAM needs. If you would like to change any settings on this filter go to 9) Change Password: All UNDP e mail passwords automatically expire every 90 days for security purposes. You will be automatically notified 2 weeks

28 OUTLOOK WEB ACCESS PREMIUM 28 prior to this expiration, giving you time to use this option to update your password to something new. 10) General Settings: Allows you to change the theme for OWA 2007 as well as accessibility options for people who use screen reading software or have low vision. 11) Voice Mail: This feature is currently not implemented with UNDP's Exchange Server. 12) Deleted Items: Your deleted items are automatically removed from your account 7 days after deletion. If you accidentally delete an item you can use this option to restore it to its original location as long as it is within the 7 day period. 13) Mobile Devices: Manage your mobile devices here. You can remove devices that you are no longer using. If you forget your device password, you can access it here. If you lose your phone or mobile device, you can initiate a remote device wipe to protect your information. In order to activate this functionality please read your mobile device manual to begin a "partnership" with our Microsoft Exchange Server. 14) About: Provides detailed account information. Questions or Problems? Contact the Information & Communications Technology Team Phone: adel.khateeb@undp.org. Normal hours of operation: Monday Friday, 8:00am-3:30pm;