BCSD WebMail Documentation

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1 BCSD WebMail Documentation Outlook Web Access is available to all BCSD account holders! Outlook Web Access provides Webbased access to your , your calendar, your contacts, and the global address book. You can read BCSD , send messages, create contacts, and schedule appointments using Outlook on the Web. New in 2004/2005: The BCSD Outlook Web Access server has been upgraded to version You can access your BCSD account by opening your browser (e.g. Internet Explorer or Netscape) and going to For detailed log in information see: Outlook Web Access 2000 Getting Started - Logging On. Specifications and Important Information Only individuals with valid BCSD accounts can access Outlook on the Web. When you are done, click on the Log-Off button and close the Web browser to ensure that others do not log into your account. Getting Started - Logging On... 2 Outlook Inbox... 3 Checking for New Mail... 3 Opening Messages... 3 Deleting Messages... 4 Customizing the Message List... 4 Creating New Messages... 5 Checking Names... 6 Attaching a File... 6 Setting Message Importance and other Options... 7 Spell Check... 7 Adding Signature... 8 Sending the Message... 8 Saving the Message (Drafts)... 8 WebMail Calendar... 9 WebMail Contacts Creating a New Contact WebMail Tasks Mark a Task as Complete WebMail Rules Creating a New Rule Update a Rule Delete a Rule WebMail Options Logging Off Page 1

2 Getting Started - Logging On Accessing through Outlook Web Access 1. Open your browser (i.e. Internet Explorer or Netscape) and go to: 2. At the prompt for User Name: enter your BCSD username and at the prompt for Password: enter your BCSD password. Then click OK. 3. Outlook will open inside your Web browser. You are now ready to use Outlook Web Access. Page 2

3 Outlook Inbox Once you log on to Outlook on the Web, the default page is your Outlook Inbox. For detailed information about logging into your account see: Getting Started - Logging On. The Inbox Viewer is the main window in Outlook Web Access. To the left, it includes the folder list and views to see your Inbox, Calendar, Contacts, Tasks, Public Folders, Rules or to set user Options. This is the Navigation bar. Also important, is the Log Off icon located at the top right corner. It is important that you log off your Outlook Web Access session rather than just closing the browser window. Checking for New Mail Along the top of the Inbox is a toolbar with icons for commonly used functions within . All your messages will appear directly below this toolbar. Unread messages appear with bold titles. Once you read a message, the title appears in plain text. Opening Messages 1. From the inbox, locate the message you want to read. 2. Depending on how you have set up the reading pane, you can either see the inbox with just the list of s or a split view of your list and a preview of the actual . Page 3

4 3. To change the viewing format of the reading pane, click on the reading pane icon and then select the view of your choice. 4. If your Reading Pane is turned off, then you must double click the message to view it. Deleting Messages All messages that are deleted are moved to the Deleted Items folder. They remain in this folder until they are permanently deleted. 1. If you have opened the message, click the Delete button on the toolbar to delete the message. 2. To delete a(n) message(s) while viewing the Inbox, select the message(s) and then click the Delete button. To delete consecutive messages, select the first message and then hold down the Shift key. Then select the last message from the group that you want to delete and click the Delete button. Customizing the Message List Using the View drop down, you can arrange your to be displayed in a number of ways. 1. Two-Line View displays messages as they are received, along with the subject line. Page 4

5 2. Messages displays messages as they are received, starting with the most recent message at the top of the list. 3. Unread Messages displays only unread messages. 4. By Sender groups messages sent by the same person. All messages in the folder are grouped alphabetically by sender. 5. By Subject groups messages according to text that appears in the Subject box. All messages in the folder are grouped alphabetically by the subject. 6. By Conversation Topic groups messages according to text that appears in the Conversation box. Each conversation group is displayed in the order received, starting with the most recent message at the top of the group. If there is no Conversation box in a message, the message is grouped by text that appears in the Subject box. If the message has neither a conversation nor a subject, the item is grouped under an empty heading. 7. Unread By Conversation Topic groups unread messages by text that appears in the Conversation box. If there is no Conversation box in an unread message, the message is grouped by text that appears in the Subject box. 8. Sent To displays all messages in your Inbox sorted by the person or group to whom they were sent. Creating New Messages 1. To compose a New Message, click the New button on the toolbar. 2. Type the addresses of the recipients in the To and Cc fields. Separate multiple addresses with semicolons (;). Page 5

6 3. To add blind carbon copy recipients, type their addresses in the Bcc box. Bcc recipients receive a copy of the message, but their addresses do not appear in the list of recipients. Also, each Bcc recipient cannot see the addresses of other Bcc recipients. 4. In the Subject field, type a brief subject line to provide a summary of your message. 5. Type your message in the message body. Checking Names 1. Before sending a new message, you can verify the addresses of the message recipients listed in the To, Cc, and Bcc fields. 2. In the New Message window, click the Check Names button. 3. If the addresses for all recipients are resolved, click OK. 4. If the name cannot be resolved, select one of the suggested matches, and click Accept These Choices. If no matches are available, you can choose to ignore a recipient. Attaching a File 1. You can attach any type of file that is accessible from your computer. 2. Click the Attachments button just above the body of the In the Attachment box, type the path and file name of the attachment or click Browse to search for the file name. 4. Click the Attach button. 5. The file name of the attachment appears in the box under Current file attachments. To remove an attachment, click in the check box next to the name of the file to remove and click the Remove button. 6. When finished working with attachments, click the Close button to return to the . Page 6

7 Setting Message Importance and other Options 1. To advise recipients of the priority of a message, mark it as high or low importance. Messages not designated high or low have normal importance. To set the message importance level, click the Importance High Importance Low buttons on the toolbar. or 2. For more options, select the Options button on the message toolbar. 3. To request a delivery receipt, select the Request a delivery receipt for this message check box. 4. To request a read receipt, select the Request a read receipt for this message check box. 5. When finished working with these options, click the Close button to return to the . Spell Check 1. After you complete your message, to check for spelling click on the Spelling icon. 2. A dialog box will pop up indicating that the document is being checked for errors. Page 7

8 3. After the message has been checked, errors will be displayed with possible changes. 4. You can either change or ignore the spelling errors. Click on the Close button to return to your . Adding Signature If you did not select the include signature with outgoing messages option, you may wish to add your signature by clicking the Signature button. This will add the signature to your message. Sending the Message After you complete your message and address it to the appropriate recipients, click the Send button. After the message has been sent, you are returned to the Mailbox Viewer. The message is copied to the Sent Items folder after being sent. Saving the Message (Drafts) You can save a message to send or complete later. Open a new message form. Click the Save button on the toolbar. The message saves to the Drafts folder. You can access the Drafts folder by clicking on the Folders group on the Outlook Bar. Page 8

9 WebMail Calendar Calendar helps you create and track appointments and events. Each of these items can be set as recurring or repeating over time. To get to the Calendar in Outlook, from the Navigation bar click on the calendar icon. The default page for the calendar is the daily view. The Date Picker is located on the right side of the page and can be used to quickly change the calendar to another date. The view can be changed from daily to weekly or monthly by selecting the appropriate button from the tool bar. Page 9

10 Create New Appointment or Event 1. To open a New Appointment box, click the New button on the toolbar. 2. In the Subject box, type a brief description of the event. 3. In the Location box, type the place where the event occurs. 4. Select the date and time for the event or select the All Day Event box. 5. Type any comments in the Comment box, such as a list of necessary materials to take to the event. 6. Click Save and Close. Setting Priority for an Appointment or Event 1. An appointment or meeting can be marked as high or low importance. 2. To set the message importance level, click the Importance High or Importance Low buttons on the toolbar. Change Appointment or Event 1. Double click to open the event that needs correction in your calendar. 2. To change the subject, type new text in the Subject box. 3. To change the location, type new text in the Location box. Page 10

11 4. To modify comments, type or edit the text in the Comment box. 5. Click Save and Close. Delete Appointment or Event 1. Select the event by clicking where it appears on your calendar. 2. Once the event to delete is highlighted, click the Delete button on the toolbar. Search for an Appointment or Event Click the Search button on the toolbar. The search box will open, enter keywords for the appointment or event for which you are searching and click the Find Now button. Results are displayed in the box at the bottom. Click Close when finished. Page 11

12 WebMail Contacts A contact is a person or organization with which you correspond. You can store information about contacts, such as phone numbers, addresses, addresses, job titles, Web pages, and notes. You can easily create a message or a meeting request directly from a contact, as well as display a map for the contact's business or home address. To get to Contacts in Outlook, from the Navigation bar click on the contacts icon. Creating a New Contact 1. Use the New Contact form to create a new contact. To open a New Contact form, click the button on the toolbar. Page 12

13 2. Enter the information for the new contact in the spaces provided. 3. When finished entering information, click the Save and Close button on the toolbar. View or Update a Contact 1. Open the contact by double-clicking where it appears under your list of contacts. 2. To change or add any information, type new text over the existing text. 3. Click Save and Close. Delete a Contact Click on the contact that you wish to delete from your list of contacts. Click the Delete button from the toolbar. Page 13

14 WebMail Tasks A task is a personal or work-related errand you want to track through completion. A task can occur once or periodically (a recurring task). A recurring task can repeat at regular intervals or repeat based on the date you mark the task complete. For example, you might want to send a status report to your manager on the last Friday of every month, and so on. To view your tasks, click Tasks in the Navigation bar. Creating New Task 1. In Tasks, on the toolbar, click New. 2. On the Task tab, type a task name in the Subject box. 3. Select the appropriate options for the task. 4. Click Recurrence to make the task recur. In the Recurrence pattern dialog box, set the recurrence pattern for the task, and then click OK. 5. Click Save and Close. Page 14

15 Sort Tasks To sort your tasks, click the Tasks list on the main toolbar, and then select one of the following views: 1. Simple List: The subject and due date for all your tasks including those marked as complete. This is the default view. 2. Detailed List: Each task's subject, status, due date, percent complete, and priority. It also indicates whether each task has any attached files. 3. Active Tasks: All tasks that haven't been completed or deferred. 4. Next Seven Days: All tasks due within the next seven days. 5. Overdue Tasks: All tasks still incomplete as of the due date. 6. Completed Tasks: All tasks you've marked as complete. 7. Taskpad: The subject and due date for all tasks whose status is Not Started, In Progress, or Waiting on someone else. Mark a Task as Complete 1. From the Navigation Pane, click on the Tasks icon. 2. Select the Mark Complete check box next to the appropriate task. Page 15

16 WebMail Rules You can manage your messages by using rules to automatically perform actions on incoming messages. After you create a rule, Microsoft Office Outlook Web Access applies the rule to messages that arrive in your Inbox. For example, you can automatically forward all messages sent to you when they arrive in your Inbox. To view your rules, click Rules from the Navigation bar. Creating a New Rule 1. From the Rules screen, click New. 2. At the prompt for Rule Name, enter the name you want to give that rule. 3. Under the heading When a message arrives, select the appropriate criteria for your rule: 1. Based on the From field: This rule is based on the sender. You can either type the address of the sender or lookup the information from your address book by clicking on the icon. 2. Based on the contents of the Subject Line: This rule is based on the contents of the Subject Line. You can specify words from the Subject line to setup this rule. 3. Based on the Importance: This rule is based on the importance of a message. Depending on the High or Low importance of a message, you could set this rule. 4. Based on the Recipients Information: This rule is based on the recipients address. You can either type the address of the recipient or lookup the information from your address book by clicking on the icon. Page 16

17 5. Based on you being the only recipient of the message: This rule is based only for those messages that are specifically sent to you. To set this rule, select the Sent only to me check box. 4. Under the heading Then, select the appropriate action that needs to be taken for your rule: 1. Move: Based on the above criteria, this action will move the message to the specified folder. 2. Copy: Based on the above criteria, this action will copy the message to the specified folder. 3. Delete: Based on the above criteria, this action will delete the message. 4. Forward: Based on the above criteria, this action will forward a copy of the message. You can either type the address of the recipient or lookup the information from your address book by clicking on the icon. 5. Click Save and Close. Update a Rule 1. Double click the Rule you wish to edit. 2. To change or add any information, type new text over the existing text. 3. Click Save and Close. Delete a Rule 1. Select the Rule you wish to delete. 2. Click the Delete button "DeleteButton" from the toolbar. Page 17

18 WebMail Options You can customize Outlook Web Access settings. Some of the things Outlook Web Access can automate are telling people that you're out of the office when you receive a message from them or adjusting appointments to local time when you are traveling. To view the different user options, click Options from the Navigation bar. Out of Office Assistant Your Out of Office reply notifies users who send you messages that you are away from the office and cannot reply immediately. Your reply is sent only once to the sender, even if you receive multiple messages from that person. Your Inbox continues to collect messages when you set the Out of the Office option. 1. Select either I'm currently in the office or I'm currently out of the office. 2. Compose a message in the Auto Reply box to be automatically returned to anyone who sends you a message when you are out of the office. 3. These settings will remain until you change them. 4. To change the Out of Office assistant settings when you return, click Options and select the option I'm currently in the office. 5. Click Save and Close. Messaging Options 1. You can specify the number of items to display per page. 2. You can also specify if you want a notification message or a sound played when new arrives. Page 18

19 3. You can also specify if you want to automatically include a signature on your outgoing messages. To create a new signature click on the Edit Signature button. 4. Type in the details for your Signature and then click on the Save and Close button. 5. These settings will remain until you change them. 6. Click Save and Close. Reading Pane Options Reading pane options determine whether an item be marked as read or be left unread. 1. You can specify that the item be marked as read by selecting the Mark item displayed in Reading Pane as read check box. A delay can be set by filling in a certain amount of time in seconds. The default is 5 seconds. 2. The second option is to mark items as read after you select another item in the list. 3. The third and final option is to set it such that the messages are not automatically marked as read. 4. These settings will remain in effect until you change them. 5. Click Save and Close. Page 19

20 Spelling Options 1. You can specify if you wish to Ignore words in UPPERCASE and Ignore words with numbers. To do so, just click on the check box adjacent to the prompts. 2. You can also specify to check for spelling prior to sending an . To do so click on the check box for Always check spelling before sending. 3. Choose the appropriate language from the drop down menu to select the language of the dictionary to use for checking spelling. 4. Click Save and Close. Privacy and Junk Prevention 1. Select the check box Filter Junk . Page 20

21 2. Click on the Manage Junk Lists... button. 1. From the prompt for View or Modify list: click on the drop down arrow and choose the option Blocked Senders. 1. This will consist of a list of people from whom you don't wish to receive messages. If someone from the list tries to send you a message, the message is directed to the Junk folder. Page 21

22 2. To add an address to this list, click on the Add button. 2. Enter the address of the person whom you wish to block and then click OK to continue. 3. If you wish to make changes to any one of the s in this list, select the address and then click on the Edit button. Make the necessary changes to the address and then click OK to continue. 4. To remove an address from the Blocked Senders List, select the address and then click on the Remove button. 2. You also have the ability to choose how you wish to respond to read receipt requests. You can either select the option to Always send a response or the option to Do not automatically send a response. 3. Click Save and Close. Page 22

23 Appearance 1. The default appearance is set to blue color. 2. To select another color, click on the drop down arrow and select the color of your choice. 3. Click Save and Close. Date and Time Formats 1. You can change all your appointments to local time by changing to the appropriate time zone from the Current Time Zone dropdown box. 2. You can also set your preferred format for date and time styles. 3. These settings will remain in effect until you change them. 4. Click Save and Close. Calendar Options 1. Choose the day of the week on which you wish your calendar to begin. 2. From your calendar, select the hours for the daily start and end times. 3. These settings will remain in effect until you change them. 4. Click Save and Close. Page 23

24 Reminder Options 1. Select your preference for Calendar reminders, Task items and if you wish to hear a sound by checking or deselecting the appropriate box. 2. These settings will remain in effect until you change them. 3. Click Save and Close. Contact Options 1. Select your preference for resolving your contacts by searching against your personal address book or the Global Address list. 2. These settings will remain in effect until you change them. 3. Click Save and Close. Recover Deleted Items 1. Items that are permanently deleted, could still possibly be recovered within a limited time period. 2. To recover any such messages, from the Navigation bar, click Options. 3. Click the View Items button to view a list of files that are available for recovery. 4. From the Recover Deleted Items dialog box, select the message that you would like to recover. Click on the Recover button to recover the message. 5. Click the Close button to continue. 6. Click Save and Close. Page 24

25 Logging Off Log off after you finish using Outlook Web Access. By logging off, you close the session between the client and the server. If you close only the Web browser, there is no guarantee that your session is closed. After you click the log off button, you will also need to close all browser windows. Page 25

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