Outlook Web Access Training Light Version: Using a browser other than Internet Explorer 6.0 or later. A NWOCA Training Session

Transcription

1 Outlk Web Access Training Light Versin: Using a brwser ther than Internet Explrer 6.0 r later A NWOCA Training Sessin 1

2 Lg On T Lg On t yur OutLk Web Access accunt, either: G t this URL: Or g t the NWOCA Hme Page ( and chse DISTRICT Outlk Web Access frm the Member s Only pull dwn menu. Insert yur address in the Dmain\User Name text bx Insert yur passwrd in the Passwrd text bx. If yu are using a public cmputer chse the public cmputer ptin. If yu are using a private cmputer, chse this ptin (chsing the private ptin prvides a lnger perid f inactivity befre lgging yu ff). If yu are using a Macintsh cmputer, the nly ptin yu have is Web Access Light. If yu are using a Windws machine with a brwser ther than Internet Explrer 6.0 r later, yu can nly use the Light Client. If yu are using Internet Explrer 6.0 and abve n a Windws machine, uncheck this bx t get added features. 2

3 Mail Default Screen Overview f Screen After lgging in, the first screen yu shuld see is the Mail Default Screen. New unread messages are indicated in bld and have sealed envelpe icns next t the Frm clumn. Mail, Calendar, Cntacts (Navigatin) Cmmn Flders Yur Flders Read messages have pened envelpes, unread have sealed envelpes Frm Clumn Subject Clumn Date File Size Mve Delete Pages f Messages Reading Mail The symbls next t the name/address f the sender prvides infrmatin abut the message: Unread Message Read Message Message Nt Delivered Message Selectin Bx Attachment exists t Message (click t read attachment) 3

4 T read a message, make sure the Inbx r anther flder is selected and click n the subject f the message. The message will appear in the main frame f the screen. T return t the list f messages, click n the Inbx Flder. T read an attachment: bring up the message and then click n the attachment (it will be next t the header and will be underlined). Click n the attachment. Nte: depending n yur brwser cnfiguratin, the attachment may appear in a separate windw r be viewed in a web page. Yur ability t view the dcument will be dependent upn the prgrams available n yur cmputer (refer t the extensin f the dcument:.dc,.xls,.dcx, etc.) Replying / Frwarding / Organizing Messages The bar at the tp f the message yu are reading allws yu t reply t the sender f the message, reply t all recipient f the message in additin t the sender, frward the message, mve the message t a specific flder, delete the message, mark the message as junk, r clse the message and g back t the message list. 4

5 Sending Messages t One Address Click n the New Message Buttn Either type the address fr the recipient in the T: textbx r chse an address frm yur Mst Recent Recipients, Cntacts, r Address Bk. Cmpse yur message and click Send. Sending Messages t Mre than One Address Select Mail Click n Address Bk Place a check next t the addresses t whm yu want t send mail Click T > The addresses will appear in the T field. Nte: if yu are typing mre than ne address in the T: text bx, separate the addresses with a ; 5

6 Creating Cntacts Flders and using Cntacts flders t send Grup Messages T create a cntact list, click n Manage Cntact Flders Enter the name f the new flder grup and click the Create buttn. The new flder name will appear here. 6

7 T ppulate the flder with names by placing a checkmark in the bx next t the name(s) yu wish t place in the new flder. Click Mve. Chse the flder where yu want the addresses mved and click Mve. T send a grup message t all addresses in yur flder, check the File As bx. This will select all f the addresses. Click n the Send icn. 7

8 The addresses will appear in the new mail screen. Cmpse yur message and click Send. Organizing Messages T rganize messages int flders, chse the messages yu wish t mve by placing a check in the bx next t the message. Click n the Mve icn. The mve windw will pen. If yur flder appears n yur desktp, select frm the flders listed r select the flder frm the pulldwn menu. Then click the mve buttn. T rganize messages in alphabetical r chrnlgical rder, click n the clumn headers. 8

9 T mark a message as junkmail, select the message and then click n the Junk icn. T mark a message a read r unread, select the message and click n either the mark as read r mark as unread icns. Recent Recipients are listed when yu cmpse a new message. This is a list f addresses frm thse wh have sent yu a message. It is nt the same list as yur Cntacts nr is it the same as yur Address Bk 9

10 Calendar Screen The calendar in Office Outlk Web Access Light allws yu t rganize yur wn calendar and invite thers t a meeting. Yu can create several calendars and manage calendars. OWA des nt allw yu t share calendars. When chsing the calendar ptin yu can See a current mnthly calendar Brwse the calendar Create new calendars Add new appintments Request smene t attend a meeting Quickly return t tday s calendar Mve weekly thrugh the calendar Adding an Event t the Calendar On the Calendar tlbar, click New Appintment. In the Subject bx, type a brief descriptin f the appintment. In the Lcatin bx, type the place where the appintment will ccur. In the Start time and End time lists, select the apprpriate dates and times. In the Shw time as list, select the descriptin that yu want t appear fr the duratin f the appintment. Yu selected (Busy, tentative, Free, r Out f Office). Inviting Smene t a Meeting On the Calendar tlbar, click New Meeting Request. 10

11 The Appintment windw will appear. Chse Start and Ending Times fr the meeting. Chse ne f the pull dwn menu chices fr Shw Time as: If yu knw the address f the invitee, place the address in the textbx. Click n Required. T chse the address f the persn(s) yu wish t send the invitatin t frm a list f addresses, place a checkmark in the bx next t the address(es). Then click Required. The names will be ppulated in the text bx. Click Dne. 11

12 The appintment windw will return with the names f the recipients inserted. Include a message with the invitatin and click Send. The recipient f the message will see the item appear in their calendar and, if Request a respnse t this invitatin is checked, they will be prmpted t accept, decline, r ask t reschedule the appintment. 12

13 Viewing Yur Schedule The calendar displays yur appintments and meetings fr the current day. In the Navigatin Pane, click Calendar T view a different day, select a date frm the mnth view that is next t yur schedule. T view the details f an item r make changes t it, click the item. When yu click the item, an entity screen will appear that gives yu infrmatin abut the item and allws yu t: Send an update fr the item Reply t all invlved in the item Cancel and return t the previus screen Attach file Recurrence sets parameters fr recurring events (see mre infrmatin belw). Check Names helps reduce cnflicts with duplicate names (mre infrmatin belw). Imprtance elevates the item t a high imprtance level. Lwer Imprtance lwers the imprtance level. Delete deletes the item. Recurring Items Many meetings, appintments, and events ccur n a regular basis ver a perid f time. Instead f creating new calendar items fr each ccurrence, yu can set the item as recurring. Outlk Web Access will autmatically schedule the item each time it is t ccur. T set a recurring item: Cmpse a new appintment r meeting request r pen an item that already appears n yur schedule. On the tlbar, click Recurrance. Under Appintment Time, use the Start and Duratin lists t select the start and end times f the recurring item. Set the date as the day yu want this recurrence pattern t begin. Click Daily, Weekly, Mnthly, r Yearly t specify hw ften the appintment r meeting will ccur. By default, appintments are set t recur weekly. Set the additinal ptins under Recurrence Pattern. The ptins fr the recurrence pattern will vary depending n whether yu selected Daily, Weekly, Mnthly, r Yearly. Under Range f Recurrence, select when yu want the recurrence pattern t start and end. Yu can set range f recurrence t n end date, t end after a specific number f 13

14 ccurrence, r t end by a specific date. T change a recurrence interval: In yur calendar, pen the appintment r meeting that yu want t change. Select Edit Series, and then click OK. On the appintment r meeting tlbar, click Recurrence. In the Recurrence Web page dialg bx, make the changes t the recurrence pattern. Click Save t save yur changes. T delete a recurrence, click Delete. Outlk Web Access gives yu the ptin t delete the current ccurrence, all ccurrences frm a given date frward, r all ccurrences regardless f the date. Managing Calendars Yu can have mre than ne calendar. Fr example, yu might want a separate calendar fr a specific prject in additin t yur general calendar. T create a new calendar: In the Navigatin Pane, click Manage Calendars. Under Create New Calendar, type a new name fr the calendar. Click Create. 14

15 Cntacts Screen Yur Cntacts Flder is yur persnal e mail address bk and a place t stre infrmatin abut the peple and businesses with whm yu regularly cmmunicate. Use Cntacts t stre the e mail address, street address, telephne numbers, and any ther infrmatin abut each f yur cntacts. Yu can srt cntacts by name, e mail address, telephne number, title, r cmpany. Yu can als mve a cntact t a different flder r attach a file, such as a Micrsft Wrd dcument, t a cntact t keep related infrmatin tgether. T Create a New Cntract: In Cntacts, n the tlbar, click New Cntact. On the new cntact page, type the infrmatin that yu want t include fr the cntact. 15

16 If yu have multiple addresses stred fr a cntact, yu can designate ne as the cntact s mailing address. Select the address frm the drp dwn list, and then select the This is the mailing address check bx at the bttm f the page. Click Save and Clse t save the new cntact. Click Cancel if yu want t discard yur changes. T Open a Cntact: In Cntacts, click the name f the cntact that yu want t pen. Click Clse t return t the Cntacts view. T Delete a Cntact: In Cntacts, select the check bx next t the cntact that yu want t delete. Yu can select multiple cntacts. On the tlbar, click Delete. T Mdify a Cntact: In Cntacts, click the name f the cntact that yu want t mdify. Click Edit Cntact in the tlbar. Make the changes t the cntact. Click Save and Clse t save yur changes r Cancel t discard them. Srt Cntacts There are several ways t srt yur cntacts. In Cntact, the fllwing headings appear at the tp f the Cntacts list: File As Phne Title Cmpany Yu can srt yur cntacts by any ne f these categries by clicking the heading that yu want. 16

17 Optins Yu can custmize Outlk Web Access by cntrlling features such as language settings and message and calendar ptins and by perfrming maintenance tasks such as changing yu passwrd r, if enabled, managing yur mbile device. Reginal Settings: Chse Reginal Settings. On this page yu can cnfigure the languages and the date and time frmats that are available. The language that yu select autmatically adjusts the date and time settings. Changes t these settings will take effect after yu refresh the brwser r lg ff and lg n again. Messaging Optins: These ptins let yu cnfigure individual message settings such as yur e mail signature r hw yu want t cnfigure Outlk Web Access t reslve names that yu input int e mail messages and calendar items. 17

18 Number f items t display per page: Set the nukmber f e mail messages r items that the Outlk Web Access interface will display. By default, OWA displays 20 items. Yu can cnfigudre the number f items t be displayed frm 5 t 100 increments f 5 up t 50. Yu can als set the number f items t 75 and 100. After mving r deleting an item: Set this ptin t cnfigure the actin that yu want Outlk Web Access t take after yu mve r delete a message yu have pen. When yu mve r delete a message, yu can chse t return t the view, pen the previus item, r pen the next item. By default, return t the view is selected. E mail Signature: An e mail signature is text that is autmatically added t the end f an utging e mail message. Yu can als use a signature t add standard text, such as an explanatin f hw yu want thers t respnd t yur messages. Autmatically include my signature n utging messages Selecting this ptin cnfigures Outlk Web Access t include a signature that yu create in utging messages. If n signature exists, this field is blank. Hwever, if yu have created a signature by using Outlk Web Access Light r Outlk Web Access Premium, that signature is displayed. The signatures that yu create in Outlk Web Access are nt shared with Outlk. Yu will have t create separate signatures if yu use Outlk Web Access and Outlk t access yur e mail, vice mail, and fax messages. T mdify yur existing signature, click Replace my current signature with the fllwing, and then enter yur new signature in the text bx. Message Tracking: Message tracking ptins let yu cntrl hw Outlk Web Access respnds t e mail messages that yu receive that have a read receipt. Outlk Web Access gives yu three ptins fr handling e mail that has a read receipt. Ask me befre sending a respnse Select this ptin if yu want Outlk Web Access t prmpt yu befre sending a read receipt e mail message t the sender. By default, a message appears in an infrmatin bar that states that the sender has requested a read receipt. Always send a respnse Select this ptin if yu want Outlk Web Access t autmatically send a read receipt respnse t a sender wh requests a receipt fr their e mail message. Never send a respnse Select this ptin if yu want t prevent Outlk Web Access frm sending a read receipt respnse t a sender wh requests 18

19 a receipt fr their e mail message. E mail Name Reslutin The e mail name reslutin ptins n this page let yu cntrl hw the names that yu use when yu address a recipient fr e mail messages are added t a mst recent recipients list and whether thse names are reslved by using the glbal address list r yur cntacts. Add recent recipients t the Mst Recent Recipients list Selecting this check bx adds names that are reslved t the Mst Recent Recipients list. The names that are added t this list appear in a selectin bx in the user interface when yu start t type part f the recipient's full name. Within this selectin bx yu can select the apprpriate recipient. If this ptin is nt selected, yu must type the full name f the recipient. When yu add the same recipient t anther e mail message, the recipient name will nt appear in the selectin bx in the user interface. By default, this setting is selected. Clear Mst Recent Recipients list Click this link t clear the Mst Recent Recipients list. Outlk Web Access will prmpt yu t cnfirm that yu want t clear the names frm the list befre the names are cleared. When reslving names, check first in This ptin lets yu chse where Outlk Web Access checks first t reslve names in the T r Cc lines f an e mail message. Yu can set Outlk Web access t use the glbal address list r yur cntacts. Deleted Items yu can chse t let Outlk Web Access autmatically delete all items in the Deleted Items flder when yu lg ff and end yur Outlk Web Access sessin. Junk E mail Junk e mail can strain netwrks, clg e mail servers, and fill mailbxes with unwanted messages and images. Outlk Web Access helps yu cntrl unwanted and unslicited messages by letting yu manage and create lists f trusted and untrusted e mail addresses and dmains. The junk e mail filter gives precedence t e mail addresses ver dmains when it checks incming messages. Fr example, suppse the cnts.cm dmain is n yur Blcked Senders List and the address smene@cnts.cm is n yur Safe Senders List. The address smene@cnts.cm will be allwed int yur Inbx, but all ther e mail addresses that have the dmain cnts.cm will be sent t yur Junk E Mail flder. 19

20 Changes that yu make t the Safe Senders List, Blcked Senders List, and Safe Recipients List are autmatically saved when they are entered. If yu change any ther settings n the Junk E Mail ptins page, yu must click Save Buttn image t save yur new settings. If yu d nt click Save befre yu leave the Junk E Mail page in Optins, yu will be prmpted t either click Cancel t remain n the page r click OK t leave the page withut saving yur changes. D nt filter junk e mail Select this ptin t disable junk e mail filtering. By selecting this ptin, yu will nt be able t cntrl unwanted and unslicited messages. It is nt a gd security practice t disable junk e mail filtering. Autmatically filter junk e mail Select this ptin t enable junk e mail filtering. Selecting this ptin enables Outlk Web Access t filter e mail messages by using the Safe Senders and Blcked Senders lists. After Outlk Web Access identifies a suspected junk e mail, it is mved t the Junk E Mail flder. It is a recmmended best practice t enable junk e mail filtering. By default, junk e mail filtering is enabled. Safe Senders List Safe senders are dmains and peple frm whm yu want t receive e mail messages. T add a sender t the list, under Safe Senders List, click in the text bx, type an e mail address r dmain, and then click Add. T mdify a sender in the list, select the sender, and then click Edit. Change the entry in the text bx, and then click Add. T include yur cntacts as safe senders, select the Als trust e mail frm my Cntacts check bx. By default, this is selected. T remve a sender frm the list, select the sender, and then click Remve. Blcked Senders List Blcked senders are dmains and peple frm whm yu d nt want t receive e mail messages. Messages that are received frm any e mail address r dmain that is n yur Blcked Senders List are sent directly t yur Junk E Mail flder. T add a sender t the list, under Blcked Senders List, click in the text bx, type an e mail address r dmain, and then click Add. T mdify a sender in the list, select the sender, and then click Edit. Change 20

21 the entry in the text bx, and then click Add. T remve a sender frm the list, select the sender, and then click Remve. Safe Recipients List Safe recipients include distributin lists that yu are a member f and frm which yu want t receive e mail messages. Yu can als add individual e mail addresses t yur Safe Recipients List. A recipient is the intended destinatin f a message. A recipient can be an individual mailbx r it can be a distributin list. Fr example, yu might want t allw messages that are sent nt nly t yu but als t a particular persn. T add a recipient t the list, under Safe Recipients List, click the text bx, type an e mail address r dmain, and then click Add. T mdify a recipient in the list, select the recipient, and then click Edit. Change the entry in the text bx, and then click Add. T remve a recipient frm the list, select the recipient, and then click Remve. Treat all e mail as junk unless it cmes frm smene in my Safe Senders r Safe Recipients lists, r frm senders in my rganizatin Select this ptin if yu want e mail messages that are frm senders that are nt defined n yur Safe Senders List r Safe Recipients List r e mail messages frm utside yur rganizatin t be treated as junk e mail. E mail messages that are identified as junk e mail are mved t the Junk E Mail flder. Calendar Optins Shw Week Numbers Select this check bx if yu want the calendar in Outlk Web Access t shw the number that is assciated with 21

22 the week. By default, this nt selected. First day f the week Use this list t select the first day f the wrk week. This setting is affected by the language and lcale ptins that yu have selected. By default, fr U.S. English, Sunday is selected. Calendar Wrk Week Use this sectin t define yur wrk days. By default, the wrk days are Mnday thrugh Friday. Nt everyne likes t start r end the day at the same time. In Outlk Web Access, yu can specify when yu start yur day and when yu end it. Shw week as Use these check bxes t select the days that yur wrk week will include. The days that yu select appear in yur Outlk Web Access calendar as wrk days. Day start time Use this list t select the time that yu want t start yur wrk day. Selecting a start time infrms ther users when yur wrk day starts s that they can check yur availability and schedule meetings. Day end time Use this list t select the time that yu want yur wrk day t end. Selecting an end time infrms ther users when yur wrk day ends s that they will nt schedule meetings after yur wrk day ends. Out f Office Assistant If yu are nt ging t check e mail when yu are ut f the ffice, use the Out f Office Assistant t manage yur Micrsft Exchange Inbx. Yu can use the Out f Office Assistant t autmatically respnd t incming mail frm internal and external senders. 22

23 D nt send Out f Office aut replies Select this ptin t disable the Out f Office Assistant. By default, Out f Office aut replies are disabled. Send Out f Office aut replies Select this ptin t enable the Out f Office Assistant. When yu enable the Out f Office Assistant, an autmatic reply is sent t e mail messages that yu receive. After yu enable this setting, yu must enter yur aut reply message in the text field labeled Send an aut reply nce t each sender inside my rganizatin with the fllwing message. Send Out f Office aut replies nly during this time perid Select this ptin if yu want t define a time perid that includes the dates and the times that yu want autmatic replies t be sent. Use the lists next t Start time and End time t cnfigure the dates and times fr the perid that yu want autmatic replies t be sent t senders. Replace my current Out f Office message with the fllwing Select this check bx t replace yur existing internal Out f Office aut reply with the new text that yu enter in the text bx. After yu select this check bx, yu must enter text int the text field labeled Replace my current Out f Office message with the fllwing. Send Out f Office aut replies t External Senders Select this check bx t enable the Out f Office Assistant t send aut replies t external senders in additin t internal senders. The aut reply that yu enter fr external senders is sent nly t senders utside f yur rganizatin. After yu enable this setting, yu must enter text int the text field labeled Send an aut reply nce t each sender utside my rganizatin with the fllwing message. Send Out f Office aut replies nly t senders in my Cntacts list Select this ptin if yu want aut reply messages t be sent nly t thse external senders that are in yur Cntacts list. Send Out f Office aut replies t anyne utside my rganizatin Select this ptin if yu want aut reply messages t be sent t anyne utside yur rganizatin. This includes peple in yur Cntacts list. Replace my current external Out f Office message with the fllwing Select this check bx t replace yur existing external Out f Office aut reply with the new text that yu enter in the text bx. After yu select this check bx, yu must enter text int the text field labeled Replace my current external Out f Office message with the fllwing. 23

24 Change Passwrd Use this page t reset the passwrd that yu use t access yur Micrsft Windws netwrk and Outlk Web Access. By default, the passwrd that yu use t access Outlk Web Access is the same passwrd that yu use t lg n t yur Windws netwrk. T change yur Windws passwrd, type yur ld passwrd, type a new passwrd, type the new passwrd again t cnfirm it, and then click Save in the tlbar. After yu change yur passwrd, yu may have t re enter yur credentials and lg n again. Yu will be ntified by Outlk Web Access after yur new passwrd has been changed successfully. Accessibility Use the blind and lw visin experience Select this check bx t use clrs and fnts that are designed fr easier reading. By default, this check bx is nt selected. If yu select this check bx frm the Outlk Web Access lgn screen, it will already be selected n this page. After yu enable r disable this setting, yu must save yur changes, lg ff frm Outlk Web Access, and then lg back n t Outlk Web Access. 24

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