OWA - Outlook Web App

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1 OWA - Outlook Web App Olathe Public Schools 0 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

2 Table of Contents MS Outlook Web App... 1 How to Access the MS Outlook Web App... 1 Accessing Your MS Exchange Account... 2 Outlook Web App Options... 3 Options Selecting a Theme... 3 Options Suggested Modifications to Mail Settings... 4 Options Inserting a Signature Line... 4 Options Setting Default Message Formatting... 5 Options Displaying Bcc and From Fields in Messages... 5 Options Setting an Automatic Reply (Out of Office)... 6 Options Modifying Calendar Settings... 7 An Overview of the Outlook Web App Interface... 8 The Interface and Navigation... 8 The Reading Pane... 9 Conversation View... 9 The Desktop Feel of Outlook Web App Reviewing the Outlook Web App Window Working with Messages Creating a Message Using the Check Names Feature and Searching Address Books Setting Message Options Priority/Importance and Sensitivity Setting Up Delivery and Read Receipts Saving a Draft Message Replying to a Message Forwarding a Message Searching for Messages in Folders Advanced Search Options Message Filtering Printing a Message Attachments Opening an Attachment Saving an Attachment Sending an Attachment Deleting and Recovering Messages Deleting a Message... 20

3 Ignoring a Conversation Recovering a Deleted Item Working with Contacts Accessing Contacts Adding New Individual Contacts Groups / Distribution Lists Creating a Distribution List / Group Viewing Groups in the Global Address Book / Personal Address Book Folders OWA Calendar Basics Open Your Calendar and View Your Schedule Creating a Personal Appointment Make an Appointment Recurring Create and Send a Meeting Request Use the Scheduling Assistant to Create and Send a Meeting Request Reschedule or Change a Meeting Request Respond to a Meeting Request Add a Calendar to Your Calendar View Sharing a Calendar with Another User Providing Additional View/Edit Permissions Signing Out of OWA Accessing OWA Help... 36

4 MS Outlook Web App ===MS Outlook Web App=== Microsoft Outlook Web App (OWA) is a web-based application used to access your Microsoft Exchange account content from any computer with internet access via a web browser. OWA allows you to access your Mail, Calendar, Contacts and Task folders which are stored offsite in your Mailbox on a MS Exchange server. MS Outlook Web App functions much like a standard version of Outlook (i.e. Outlook 2010) physically installed on a computer. When MS Office 2010, to include the desktop version of Outlook (Outlook 2010), is available on district computers, staff will access their MS Exchange account via the desktop Outlook 2010 client. While the Outlook Web App and the Outlook 2010 desktop client are very similar in appearance and functionality, there are differences. Some tasks can only be performed within the desktop Outlook 2010 client. These tasks will be addressed in a separate Outlook 2010 Tutorial which will be available to all staff. ===How to Access the MS Outlook Web App=== The Microsoft Outlook Web App is available by launching the Outlook Live icon located on the desktop after logging in to any district computer. You may also access OWA at work or away from work, such as on a personal computer at home, by entering the direct URL for OWA (shown below) in the address bar of your web browser. Launch the Outlook Live Desktop Icon OR Enter the URL in the Web Browser Address Bar 1 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

5 ===Accessing Your MS Exchange Account=== Login to your MS Exchange account by entering your full org address in the Windows Live ID box and your current network password in the password box. See example at right. Your Windows Live ID is your complete address using the new.org domain extension. Click Sign in. Your password is your current network password used to login to the district network. The very first time you access this site, you may see a dialog box prompt requesting you to modify the time zone, as shown at right. Verify the Central Time Zone (US & Canada) is selected. Verify the correct language is also selected. Click OK. You should now be viewing your OPS MS Exchange account via Outlook Web App. You will use Outlook Web App to access your district via the web until GroupWise is removed from your computer when all district computers are reimaged with MS Office All staff will then use a local installation of MS Outlook 2010 to access district . You may at any time use Outlook Web App on a home or personal computer with Web access. Note: A reminder you may purchase MS Office 2010 for $9.95/$14.95 through the district s Work At Home Agreement (WAH) with Microsoft. See the O-Zone > District Services / Technology tab for more information and the link for purchasing. 2 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

6 ===Outlook Web App Options=== Options for components of OWA such as Default Message Fonts, Automatic Signatures, Display of BC and From Fields, Inbox Rules, Out of Office replies and themes can be set by choosing Options in the upper right-hand corner of the OWA window. Choose a command from the available list. You may wish to take a few minutes to familiarize yourself with the OWA options and set these preferences before attempting to work with other features. Click the drop-down arrow beside the Options command to view available options in OWA. Click See All Options to view the complete list. Options - Selecting a Theme You may slightly personalize your OWA appearance by selecting a theme. 1. Click the drop-down arrow next to the Options command on the OWA window. 2. Click on any one of the themes that appears in the Options window to apply the theme to the top banner in the OWA window. 3 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

7 Options Suggested Modifications to Mail Settings Additional options for enhancing the individual user s OWA experience such as Default Message Formatting, Displaying Bcc and From Fields, Read Receipts, Signatures, etc. may be applied in the OWA options window. The above-mentioned options to OWA Mail Settings are illustrated below. 1. Select See All Options from the Options from the drop-down menu. 2. The OWA Options window will appear. 3. Select Settings from the left navigation area. Select Mail from the top navigation bar that appears. Options - Inserting a Signature Line 1. Locate the Signature panel, as shown above. 2. Set the font style and options from the Font menu bar. 3. Type the outgoing text in the message box.click the Automatically include my signature on messages I send checkbox. Note: If you wish to include your signature only on some messages, keep the Automatically include my signature on messages I send checkbox unchecked. Then when composing a new message, click the Insert Signature button which is located on the toolbar of a new message. Additionally, the signature line in OWA is not duplicated in the Outlook 2010 desktop client. It must be recreated in that application. 4 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

8 Options - Setting Default Message Formatting You may set default formatting for all outgoing messages. 1. From the OWA Options > Settings > Mail window. 2. Scroll down to the Message Format heading in the middle panel. 3. Change the font size, style and type. The Sample Text preview window will reflect the changes made. Options Displaying Bdc and From Fields in Messages You may wish to always have the Bcc and/or From fields display for all outgoing messages. 1. From the OWA Options > Settings > Mail window. 2. Scroll down to the Message Format heading in the middle panel. 3. As shown above, place a checkmark beside Always show Bcc if you desired that field to display as an option when composing messages. 5 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

9 Options - Setting an Automatic Reply (Out of Office) If you will be out of the office for an extended period of time, an Automatic Reply (Out of Office) may be created to be sent automatically to recipients who you. 1. Click Set Automatic Replies from the Options drop-down menu. 2. The OWA Options screen will appear. 3. Select the radio button option for Send automatic replies. The remainder of the screen that is currently greyed out will now appear. Enter your Out of Office message here. 4. If you need a specific start and end date and time, check the Send replies only during this time period checkbox. Then, choose a Start Time and End Time using the drop-down boxes provided. 5. Type the Automatic Reply (Out of Office) message you want recipients to receive. 6. When finished with the Automatic Reply, slick Save. 6 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

10 Options Modifying Calendar Settings You may wish to modify your calendar appearance and reminder settings. 1. Click the Options button and select See All Options. 2. Click the Settings command in the left navigation area. 3. Choose Calendar from the top navigation area. 4. Modify the appearance of your calendar by selecting any desired options in the Appearance area. This will affect the way your calendar appears in the OWA Calendar View. 5. Modify the reminders settings by making any desired changes in the Reminders area. This will affect how you are notified when calendar appointments are approaching. 7 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

11 ===An Overview of the Outlook Web App Interface=== The Interface and Navigation The Outlook Web App Mailbox window is divided into 3 main panes. On the left hand side of the window is the Navigation Pane, which displays the Mailbox folders (Inbox, Drafts, Sent Items, etc.) and a Favorites area which essentially contains shortcuts to various folders found in the Mailbox hierarchy. In the middle of the window is the Message Pane, which is where all of the messages in your Inbox appear. On the right side of the window is the Reading or Preview Pane which allows you to see the content of your messages without having to actually open them. Navigation Pane Message Pane Check for New Messages Reading or Preview Pane Sorting Options Navigation Menu At the bottom left area of this window, you will find the Navigation Menu containing links to Mail, Calendar, Contacts and Tasks. You may click each of these menu items to view your calendar, contacts and tasks. Note: The first time you view these panes, they will not be completely populated with your district , calendar or contacts. You will need to export some of these components (calendar-if applicable, personal address books, frequent contacts address books) from GroupWise and then import them into Outlook Live using the instructions provided in separate tutorials. 8 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

12 The Reading Pane After logging in to the OWA site, you will be viewing OWA in the default view which is set to the Mail component of OWA. This component features a message list and has a Reading Pane which allows you to view your messages without opening a separate window. You may wish to change the location of the Reading Pane. To change the location of the Reading Pane, click the View command from the OWA toolbar. A drop-down menu will appear. Select Right, Bottom or Off. The change will take place immediately. Choose your desired Reading Pane view. Note: If you select Off, you will have to double-click on a message to view it. The message will then appear in a new window. Conversation View By default, conversation histories are grouped together in a view call Conversation View. This is similar to current webbased programs, such as Gmail. The Conversation View will group all messages/conversations together that share the same message ID regardless of time and date sent. Toggling Message in Conversation View Click the right arrow adjacent to the Subject Heading in the Message View. The list of related messages will appear below the Subject Heading. Disabling Conversation View To disable the conversation view, click the View command from the OWA toolbar. A drop-down menu will appear. Uncheck the Use Conversations option. The s in the message list in the View Pane will display as single chronological messages. 9 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

13 The Desktop Feel of Outlook Web App You will notice quickly that Outlook Web App - is designed to function much like a desktop application. Thus, you have access to actions such as Right-Clicking many areas in the Outlook Web App interface as well as using the Drag and Drop action for placing items in folders. Right-click an message to display the message pop-up menu. Drag and drop messages to any folder in the Navigation Pane. Reviewing the Outlook Web App Window Account and Folders and Left Navigation Bar Inbox OWA Toolbar Reading Pane Sign Out Personalize Options Account Name Search Global Address Book & Contacts OWA Help 10 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

14 ===Working with Messages=== Creating a Message - Using the Check Names Feature and Searching Address Books To create a new message and easily find recipients: 1. Click the drop-down arrow next to New and choose Message. 2. If you know the address, type it directly into the To, or Cc box. OWA will attempt to auto-fill the name of the recipient for you, as shown below. Note: If you have not previously ed the desired recipient, the box will not auto-fill until the 2 nd attempt at ing that person. You may also press Control + K to access both the Global Address book and Personal Address book after entering at least one character in the To box. If you have sent to this address before, it will appear here in green. 3. If you have not previously ed that person, you may wish to enter a few letters of the first name and then the last initial and then choose the Check Names icon. 11 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

15 4. All matches in the Global Address Book are displayed and you may click to select the desired recipient. 5. To search for a name from the Olathe Public School Global Address Book, click the blue To or Cc Hyperlink. The OPS Global Address Book will appear, as shown below. Global Address Book Search Box 6. Search for a name by typing the last name in the search box, then clicking the magnifying glass, as shown on the previous diagram. 7. Highlight the name of the recipient you were looking for and choose either the To, Cc or Bcc hyperlink under Message Recipients. 8. Click OK. This will populate the corresponding field in your new message. 9. The address book window will close and the message window will now reappear. 10. Type a message into the message box. Click the Send button when you are finished. 12 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

16 Setting Message Options Priority/Importance and Sensitivity Messages can be sent with a level of importance denoted as well as a level of sensitivity denoted. To establish a level of importance or sensitivity: 1. Compose the message as you normally would. 2. Click the Options button. 3. Under Message Options, do the following: a. To set the importance of the message, click the down arrow on the Importance box and select a level of importance. b. To set the sensitivity of the message, click the down arrow on the Sensitivity box and select a level of sensitivity. 4. Click the OK button. Setting Up Delivery and Read Receipts If you would like to track your messages to make sure they are delivered to the recipient and read by the recipient, you can set up delivery and read receipts. The Delivery and Read Receipts option will work only when sending messages within the district. 1. Compose the message as you normally would. 2. Click the Options button. 13 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

17 3. Under Tracking Options do the following: a. To receive a notification that the message has been delivered, click the Request a deliver receipt for this message box. b. To request a notification that the message has been opened by the recipient, click the Request a read receipt for this message box. The Delivery and Read Receipts option will work only when sending messages within the district. Note: Retracting an message is no longer possible! 4. Click the OK button. Saving a Draft Message Message may be saved to send or complete at a later time. 1. Click the drop-down arrow next to New and choose Message. 2. Compose the message as you would normally. 3. Click the Save button on the toolbar. 4. Click the Close button to close the message window. 5. The message will now be saved in the Drafts folder. 6. When you are ready to send the saved message, click the Drafts folder in the Navigation Pane. 7. In the View Pane, double click the message that you want to send. 8. Edit as needed, then click Send from the toolbar. 14 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

18 Replying to a Message To reply to a message: 1. While in the Reading Pane, select the message to which you want to reply. 2. To reply to the sender only, choose the Reply icon on the toolbar. 3. To reply to the send and all recipients, click the Reply All icon on the toolbar. 4. Enter the desired reply text in the message box. 5. Click the Send button. Note: The windows and icons will appear differently if you double-click the message in the Reading Pane to view it in a separate message window. Forwarding a Message You can forward a message you have received from someone else by using the Forward command. 1. While in the Reading Pane, select the message you want to forward. 2. Click the Forward icon on the toolbar. 3. Enter recipients addresses in the To, Cc and Bcc boxes or click on one of these links to search for and populate the recipients names. Separate multiple addresses with a semicolon. 4. Click the Send button. 15 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

19 Searching for Messages in Folders You may wish to search for messages in the entire mailbox or a specific folder. 1. To search for text contained inside a message or for a particular recipient, type the information in the Search Entire Mailbox field, located at the top of the OWA window. 2. When complete, press Enter or click the magnifying glass icon. 3. OWA will begin searching for any messages that meet the search criteria and serve up those results in the message window. All other messages will be removed from view. 4. To cancel the search and return the message window back to normal, click the Red X in the search box. Advanced Search Options You may wish to search inside a particular folder or to search by a subject name or the From or Sent To fields. 1. To search inside a particular folder, click the drop-down arrow in the search box and select a Search Option from the list. 2. To narrow your search results, click the double-chevron to expand the search criteria. 3. To search by subject name or inside a message, place a check in the Results In box. 16 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

20 4. In the Results In drop-down box, select Subject and Message Body, Subject, or Message Body to determine exactly where the search will take place. 5. To search for messages sent or received by a particular person, place a checkmark in the From box, as shown in the previous diagram. 6. Using the drop-down box, select From (for messages received) or Sent To (for messages sent) from the dropdown box and enter the individual s name for which you are searching. 7. To search by category, place a checkmark in the Category box and choose a category from the drop-down box. 8. To cancel the search and return the message window back to normal, click the Red X in the search box. Message Filtering Message filtering gives users with large mailboxes the ability to view a portion of their messages through filtering. 1. Click the drop-down arrow next to Filter on the Message Bar. 2. Make a selection from the list of available choices. This option will filter all messages and display only those with an attachment. Click Apply to filter messages using this setting. 3. Click the Apply button to begin the filter. 4. To remove the filter, click the Clear icon below Filter on the Message Bar. Printing a Message 1. Double-click the message you wish to print to open it. 2. Click the Print icon on the toolbar. A Print dialog box appears. Select the desired options as needed. 3. Click the Print button to print the document. 17 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

21 ===Attachments=== You can both send and receive attachments with your OWA account. Opening an Attachment 1. To open an attachment, select or open the message that contains the attachment. A paperclip icon will be displayed next to the message in the View Pane. 2. Right-click the name of the attachment in the reading pane or message window and select Open Link or Open Link in New Window depending on the web browser you are using to view its contents. 3. The File Download window will appear. Select Open with to open the attachment in the associated application. 18 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

22 Saving an Attachment 1. To save an attachment, right-click and choose Save Link As or Save Target As from the pop-up menu, depending on the web browser you are using. 2. Browse to the location at which you want to save the file and click the Save button. Sending an Attachment 1. To send an attachment, create a message as you would normally. 2. Click the Add Attachment button on the toolbar. 3. Browse and locate the file that you want to attach. 4. Click the Open button. 5. The window will close and the file will now be attached to the message. 6. Send the message as you normally would. Note: The File Size Limit for All Attachments is 20 Megabytes. 19 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

23 ===Deleting and Recovering Messages=== Deleting a Message 1. Select the message you wish to delete. 2. Press the Delete menu item on the Menu Bar or right-click on the item and choose Delete. 3. The deleted item is moved to your Deleted Items folder. Ignoring a Conversation Occasionally, you may be included in a string of messages about which you no longer need to be informed. The Ignore Conversation feature will automatically move messages with the same Subject Heading ID to the Deleted Items folder. 1. Select the message conversation you wish to ignore. 2. Select the drop-down arrow adjacent to the Delete command on the menu bar. 3. Choose Ignore Conversation from the menu choices in the drop-down menu. 4. The conversation and all future messages containing the same Subject Heading ID will be automatically moved to the Deleted Items folder. Note: You must be in Conversation View to ignore a conversation. Recovering a Deleted Item Messages that are deleted remain in the Deleted Items folder until the user permanently deletes the message or until it is Auto-Deleted. Until that time, a message can be recovered and moved back to the Inbox. 1. Click the Deleted Items folder in the Navigation Pane. 2. Select the item you wish to recover from the available message list. 3. Select the drop-down arrow adjacent to the Move command on the menu bar. 4. Choose Move to Folder to relocate the message to another folder. 5. Select the folder (typically the Inbox) to which you wish the message moved. Click Move. 20 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

24 ===Working with Contacts=== Accessing Contacts There are two ways to access contacts in OWA. 1. The Contacts menu item on the bottom left corner of the OWA window will open your personal contacts in the existing window. All Personal Address Books display under My Contacts. Click here to find someone in your personal contact lists/address books. 2. The Contacts button (Address Book Icon - Find Someone) at the top right corner of the OWA window will open up your Global Address Book list in a pop-up window. Click here to find someone in the Global Address Book List. Adding New Individual Contacts You can create new individual contacts. 1. Click the New button in the Contact toolbar. Select Contact. 2. Enter the information for the new contact. Select Save and Close. The contact information is added to the Contacts Address Book under My Contacts. 21 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

25 === Groups / Distribution Lists=== Creating a Distribution List / Group Create a distribution list to send the same message to multiple contacts without having to enter each contact separately in the message. 1. Click the Contacts button in the Navigation Pane. 2. Click the arrow next to the New button on the toolbar. 3. Select Group. 4. In the New Group window, enter the information that you wish for the group. a. Group Name is the display name for the group. b. Members lets you enter the members you want in your list. Click the Members hyperlink to access the Address Books to select members for the group. Locate members and double-click to add their names to the Member Selections area. Click OK after all members are selected. c. You will now be viewing the New Group dialog box again. Be sure to click Add to Group to move the Members names to the Name/ list area. d. Notes is where you can add information about the list. 5. Click Save and Close from the toolbar. 22 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

26 6. The new group appears in the Group List under My Contacts and the members are listed in the right pane. 7. To Modify a Group s Membership, right-click on the Group in My Contacts and choose to Open the group. 8. Use the Add to Group or Remove from Group buttons to add to or remove members from the Group. Viewing Groups in the Global Address Book / Personal Address Book You may send an to this group by right-clicking on the Group Name and choosing New Message. You may also enter the name of the group in the To box of any new message you initiate. Note: You may also send a new Meeting Request to all members of the Group, as shown as an option below. 23 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

27 ===Folders=== Using folders can be a useful way to manage a large number of messages. 1. From the Navigation Pane, right-click on the folder in which you wish to place a subfolder. 2. Select Create New Folder. 3. A blank folder will appear. Enter a name for the new folder. 4. Press Enter. 5. Now you can move or copy s into this folder by simply dragging any into a folder. 6. You may also move or copy any to any folder by choosing the Move Command in the OWA toolbar and selecting either Move to Folder or Copy to Folder. Copying an message to a folder places a copy of the in the folder and keeps the original in the current location. 7. New folders are visible in both OWA and the Outlook 2010 client. 24 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

28 ===OWA Calendar Basics=== Open Your Calendar and View Your Schedule Using the buttons shown in the image below, you can change the way your Calendar displays your appointments. Choose between a Day, Work Week, Week, or Month View. Simply click the button corresponding to the view you desire. An Appointment in OWA is an event added to an individual calendar, such as a lunch appointment or time set aside to work on a project. A Meeting Request is an event to which others and/or rooms or resources are invited. Day View This view displays a single Day s appointments by the hour. Work Week View This view displays your appointments in a 5-day week format (Mon Fri). Week View This view displays your appointments for the entire week (Sun Sat). Month View This view displays your appointments for the entire month. Creating a Personal Appointment To add an Appointment for Yourself: 1. Open your Calendar and click the New button on the toolbar as shown above. Alternately, you can add appointments by double-clicking on a date on the calendar. 2. Type a short description in the Subject box. 3. Type the appointment location in the Location box. 4. Choose a Start Time and End Time. 5. Select how you wish the appointment to appear in your schedule from the Show time as drop-down list. 6. Optional: To set a reminder, check the Reminder box. Click the arrow next to the 15 minutes box and select how long before the appointment you want the reminder to display. 25 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

29 7. Click the Save and Close button. 8. The appointment will now show on your calendar Remove checkmark to choose a specific start and end time. Appointment now displays on calendar in the chosen view. 26 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

30 Make an Appointment Recurring To make an appointment recurring: 1. Click the Recurrence button on the toolbar in the Appointment View. 2. Set the date and time of the initial appointment. 3. Select the appropriate recurrence pattern (daily, weekly, etc.) and the range of recurrence (start and end date for the series of appointments). 4. Click OK. 5. The recurring appointment now appears as scheduled on your calendar in multiple dates. Create and Send a Meeting Request Meeting Request is a tool that allows you to setup meetings and invite attendees. If you create the meeting request, you will receive notifications when people have accepted, declined, or proposed a new time for the meeting. To enter a Meeting Request: 1. Click the New button on the Calendar Toolbar and select Meeting Request. 27 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

31 2. After clicking on Meeting Request, you will see a window like the one shown below. 3. Simply fill in the information in the fields on the Appointment Tab: a. To: In this field enter the addresses of people with whom you wish to request a meeting. b. Optional: Leave this field blank. c. Resources: Find and book a resource/room. Click the word Resources and the address list will open. Click All Rooms to view a list of rooms available for the request. Click on Show other Address Lists to find a list of All Rooms and Equipment. d. Subject: Type a subject for the meeting. e. Location: If you chose a room under Resources, this field will auto-populate and the name will appear in the field. If you did not pick a room, type in the location of the meeting. f. Pick the start/end time/date and choose the time for your reminder. g. Click Send when you are done. An message will be sent to the people/rooms you invited. 28 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

32 Use the Scheduling Assistant to Create and Send a Meeting Request You may also check the availability of people you are inviting to a meeting by using the Scheduling Assistant. This assistant will show you Free/Busy times for both the people you are inviting and the Resources/Rooms you schedule for a meeting. To use the Scheduling Assistant: 1. Create the meeting for which you wish to use the Scheduling Assistant. Be sure to enter the attendee information in the To and Optional boxes. You do not need to enter your own name. You will be automatically included in the meeting. 29 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

33 2. Click on the Scheduling Assistant Tab. The Scheduling Assistant allows you to see when people are free according to what they have entered in their Calendars. The Suggested Times box on the right side of the window will display when people and resources/rooms are free on a certain date and certain time. To select more Attendees, you can click Add a Name to select people from the Global Address Book. Rooms and Resources may be added this way as well. Click in a different time spot to check the availability of invited attendees on a different day or time. The red/green lines will automatically move to the new time slot and the availability will display in the suggested times area. 3. The Bars in the legend at the bottom of the window indicate Busy/Tentative/Away Times for invited attendees or Resources/Rooms. 4. Green and Red Lines (as shown above) indicate the time period of the meeting request. You can move the lines by clicking on a different time period on the calendar. 5. Clicking a Suggested Time automatically changes the meeting to that time. 6. After verifying availability, click the Appointment Tab to finish filling out your meeting request. 7. Click the Send button when ready. 30 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

34 8. The appointment now displays on your calendar. Reschedule or Change a Meeting Request To reschedule or change a meeting in your calendar: 1. Double-click to open the meeting window. 2. Change the desired components of the meeting. 3. Click the Send Update button on the toolbar. Note: To cancel a meeting, simply delete the appointment from the calendar. 4. An update will be sent to all invitees and your calendar appointment will be automatically updated. The Room booking will show in your Mailbox View as deleted for the previous time/date and then accepted as a new date/time, as shown below.. 31 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

35 Respond to a Meeting Request When you have been invited to accept a meeting request, you will see a meeting request message in your Inbox. Respond to the meeting request by: 1. Click one of the following response options: a. Accept (Green checkmark) Adds the meeting to your calendar and sets your availability to Busy. b. Tentative (Purple Question Mark) Adds the meeting to your calendar and sets your availability to Tentative. c. Decline (Red X) Declines the meeting request and deletes the message from your Inbox. 2. When selecting any of the 3 responses, you will be given the opportunity to choose an option for sending the response: a. Edit the response before sending If you want to include comments in your response to the meeting organizer. b. Send the response now Sends your response to the meeting organizer without comment. c. Do not send a response Processes the action chosen on your calendar without sending a response to the meeting organizer. (The meeting organizer will not know how you responded.) 32 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

36 Add a Calendar to Your Calendar View In OWA, you have the ability to view your calendar and anyone else s calendar. However, you will be able to view only the Free/Busy information (Busy, Tentative, Free) until the calendar owner shares more permissions with you. 1. To open someone s calendar to see their Free/Busy information, select Calendar from the Navigation Pane. The Calendar View appears. 2. From the Share drop-down arrow, choose Add Calendar. 3. You will be prompted with an Add Calendar window. Enter the name of the person whose calendar you wish to view. Click OK. If your school or department has a calendar that is published to the web, you may add it to your OWA view by entering the calendar URL here. 4. Place a checkmark next to the contact whose calendar you wish to see from the list of available calendars under the People s Calendar section. Both your calendar and the checked calendars will appear side-by-side and in different colors. This is helpful to see if there are overlapping appointments. Remember, only Busy/Free information displays without additional permissions. 33 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

37 Sharing a Calendar with Another User Providing Additional View/Edit Permissions To share your calendar with another user: 1. Click Share on the Calendar toolbar. 2. Select Share This Calendar. 3. You will be prompted with a Sharing Invitation window. Click on the To button to select the users with whom you would like to share your Calendar. You may choose to change the Subject and add a message if you would like. 4. Modify the Sharing Permissions as desired. If you wish the recipient to be able to view all information on your calendar, select All Information. 5. Click Send to finish the invite. 6. The person that is being invited will receive an that looks like the one below. They will need to click on Add This Calendar to add it to their Shared Calendar list. 34 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

38 7. The calendar is then added to the recipient s calendar list. It will display as a separate calendar in the People s Calendar section of the Calendar View. 8. The recipient can now view all detailed information about each event on the shared calendar. 35 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

39 ===Signing Out of OWA=== Be sure to sign out of OWA so that no one can access your MS Exchange account information. Click the Sign Out button in the top right-hand corner. You should then close the browser window by clicking the close button. ===Accessing OWA Help=== Help topics (relevant to the current section of being used) are available in Outlook We App. 1. Click on the Help button in the top right-hand corner of the OWA window. 2. Type specific topic text or look at the Help topics listed in the window. 3. Close the Help box when finished. 36 Page MS Outlook Web App OPS Technology Department Last Revised: May 1, 2011

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