Training Manual. Version 6

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1 Training Manual

2

3 TABLE OF CONTENTS A A.1 INBOX... 8 A.1.1 Create New Message... 8 A Add Attachments to an Message A Insert Picture into an Message A Address Book A Verify that the Addresses are in the Correct Format A Mark a Message as High Importance A Mark a Message as Low Importance A Insert a Signature into an Message A Make Changes to the Current Message A Change the Appearance of the Text A Display Information Pertinent to the Message A Subject A Message Body A.1.2 New Meeting Request A.2 READING AND RESPONDING TO MESSAGES A.2.1 Reply to a Message A.2.2 Reply to the Sender and All Recipients of a Message A.2.3 Forward a Message A.2.4 Mark for Follow-up A.2.5 Assign Categories to a Message A.2.6 View Message Details A.2.7 Print a Message A.2.8 Create a New Inbox Rule A.2.9 Delete a Message A.2.10 Move or Copy a Message A.2.11 Move to the Previous/Next Item A.3 FOLDERS A.3.1 View Draft Folders A.3.2 View Sent Items Folders A.3.3 View Deleted Items Folder A.3.4 View Junk Folders A.3.5 Search Folders A.4 TOOLBAR A.4.1 Delete Messages from Folders A.4.2 Move or Copy Messages to Another Location A.4.3 Filter Messages Viewed Based on Specific Criteria A.4.4 Customize the Folder Items View A.4.5 Deliver Messages Immediately from Server A.4.6 Reply to a Message Page 1

4 A.4.7 Reply to the Sender and All Recipients of a Message A.4.8 Forward a Message A.5 SEARCH THE MAILBOX A.6 CHANGE THE WAY MESSAGES ARE ARRANGED A.7 PERFORM ACTIONS WITHIN THE MAILBOX A.8 DELEGATE PERMISSIONS A.9 FIND SOMEONE B. CALENDAR B.1 CREATE A NEW CALENDAR ITEM B.1.1 Create a New Appointment B Attach a File to an Appointment B Insert a Picture in an Appointment B Create a Recurring Appointment B Check Spelling in an Appointment B Create a Meeting B Scheduling Assistant B Assign Categories to an Appointment B Print Invitation Details B.1.2 Create a Meeting Request B.1.3 Create a New Message B.2 DELETE AN APPOINTMENT B.3 VIEW THE CURRENT DAY S VIEW OF THE CALENDAR B.4 VIEW DIFFERENT TIMEFRAMES B.4.1 Day View B.4.2 Work Week View B.4.3 Week View B.4.4 Monthly View B.5 SHARE CALENDARS WITH OTHER USERS B.5.1 Add Another User s Calendar B.5.2 Share This Calendar B.5.3 Change Sharing Permissions B.6 TURN THE READING PANE ON OR OFF B.7 PRINT THE CALENDAR B.7.1 Print C. CONTACTS C.1 CREATE A NEW CONTACT OR GROUP C.1.1 Create a New Contact C.1.2 Create a New Group C.2 DELETE A CONTACT C.3 MOVE OR COPY A CONTACT C.4 CHANGE THE CONTACTS READING PANE VIEW C.5 SEARCH CONTACT LIST C.6 CHANGE THE WAY THE CONTACTS ARE LISTED C.7 CUSTOMIZE THE TYPE OF CONTACTS TO BE LISTED C.8 VIEW CONTACTS FOLDER Page 2 Version 4

5 D. TASKS D.1 CREATE A NEW TASK D.2 EDIT A TASK D.3 DELETE A TASK D.4 MOVE OR COPY A TASK D.5 ASSIGN CATEGORIES TO TASKS D.6 MARK A TASK COMPLETE D.7 CHANGE THE TASKS READING PANE VIEW D.8 SEARCH TASKS D.9 CHANGE THE WAY TASKS ARE ARRANGED D.10 CUSTOMIZE THE TASKS THAT WILL BE LISTED D.11 TASKS FOLDER E. OPTIONS E.1 SELECT A THEME E.2 CREATE AN AUTOMATIC REPLY E.2.1 Automatic Replies E.2.2 Create Inbox Rules E.3 VIEW ALL OPTIONS E.3.1 View Account Options E.3.2 View Options for Groups E.3.3 Settings E Mail Settings E Spelling Settings E Calendar Settings E General Settings E Regional Settings E Mobile Phone Set Up E.3.4 Block or Allow Specified Senders F. SIGN OUT Page 3

6 Notes: Under each heading, there is a path that guides you to the Outlook function you are trying to perform. For example: FILE, Save As This indicates that this function is performed in the File tab and Save As selection. The tab name will be in caps. A. Outlook Web App (OWA) is similar to Outlook 2013 in functionality and use. However, OWA mailboxes can be accessed by the user from any location through a web browser, such as Internet Explorer. The advantage of using OWA is that there is no requirement for software installation on the local workstation. To connect to Office 365 and a mailbox using OWA for the first time: 1. Type the URL of the Microsoft Portal: or 2. When the URL has been entered successfully, the Office 365 login screen will display. 3. Enter your User ID ( address) and the temporary password assigned to you and click Sign in. See Error! Reference source not found. Exhibit A.1. OWA Login Screen 4. The first time you login to the Microsoft Portal in Office 365 the Update Password dialog box will appear on your screen prompting you to change your password from the temporary password to a new password. Enter your temoporary password in the Old Password field and enter a new password and confirm it in the next two fields, and then click on Save. See Exhibit A.1.a Page 4 Version 4

7 Change Password Screen Exhibit A.1.a Change Password Screen 5. After you have successufully changed your password you will be directed back to the login page to login with your new password. Your address should be entered, so simply enter in your new password and click on Sign In. See Exhibit A.1.b OWA Login Screen 2 Exhibit A.1.b OWA Login Screen 2 Page 5

8 6. Upon entering Office 365 you will be at the Home page and you may see a message displayed indicating it is setting up Exchange. See Exhibit A.1.c Setting up Exchange Exhibit A.1.c Setting up Exchange 7. Once this completes you will notice that the link for Outlook at the top of the screen is now active. You can access OWA by clicking on either the Outlook link at the top or the Inbox link located in the Outlook section in the middle of the page. See Exhibit A.1.d Outlook Active Exhibit A.1.d Outlook Active Page 6 Version 4

9 8. The first time you enter OWA you will be asked to choose your default language and time zone. Those users with vision disabilities should check the box at the top. Once you have set your language and time zone click on OK. See Exhibit A.1.e Language & Time Zone Selection Exhibit A.1.e Language & Time Zone Selection When you open OWA the screen will be divided into five main areas: 1. Shortcuts. All of the components of OWA are listed in the shortcuts listed. You can customize the shortcuts list by adding or removing items. 2. Folders. The folders listed will change according to the shortcut selection. For example: Mail will have the Inbox, Sent Items, etc. listed. 3. Inbox. The Inbox in Exhibit A.1 list the items in your mailbox. 4. Toolbars. The toolbars consist of most of the actions that can be performed with all of your Outlook folders. They will change based on the selection from the shortcuts list. 5. Reading Pane. Displays the details of the highlighted message. Page 7

10 Toolbar Inbox Reading Pane Folders Shortcuts A.1 Inbox Mail Exhibit A.1. Folders We will start by walking through the Mail Toolbar. The top left of your screen will show the path you are currently in. A.1.1 Create New Message Mail, Inbox, Toolbar, New To create a new message, click the New down arrow from the toolbar and select New Message. See Exhibit A.2. Exhibit A.2. New Message Page 8 Version 4

11 A new message box will appear. See Exhibit A.3. Exhibit A.3. New Message Box There are multiple methods to enter a recipient s address. Method 1: 1. In the To field, begin typing the name of a person listed in your Contacts or Address Book. This will list all of the names that fit the criteria. See Exhibit A.4. Exhibit A.4. Recipient Name 2. Make a selection from the list and the name will appear in the To field. Method 2: 1. Click on To. See Exhibit A.5. Page 9

12 Exhibit A.5. Address Book To Field 2. Select the Address Book to search from the left panel or use the default address book. In Exhibit A.5, the default address book is Contacts. 3. To search for an address, enter the information in the Search Contacts (as displayed at the top of the screen above) field and click the magnifying glass icon. 4. To display the contacts in a different order, select the Arrange by File as and make your selection. In Exhibit A.5, the sort is by File with A on top (or in descending order). 5. To add a recipient, highlight the selection in the address book. To add multiple recipients, highlight the first recipient and hold down the Shift or Ctrl key while you highlight other recipients. 6. Click on the To field. 7. To send a carbon copy, highlight the user and click on Cc. 8. To send a blind carbon copy, highlight the user and click on Bcc. This sends a copy to the listed recipient but hides the name from other recipients. 9. Click OK. See Exhibit A.6. Page 10 Version 4

13 Method 3: Exhibit A.6. New Message Recipients To send a message to more than one user that is not on the contact list: 1. Enter the addresses in the To field separated by a semicolon or comma. 2. Begin typing the address. If it is an address that has been used previously, it will appear in a dropdown. See Exhibit A.7. Exhibit A.7. Previously Used Address 3. If the dropdown does not appear, continue typing in the name. When the addresses have been successfully entered, compose the message and click the Send button located at the upper left-hand corner of the window. If you have navigated away from the New Message window, return to the Mail, Inbox path and select New. A Add Attachments to an Message Attach a document, picture or other file to the message you are sending. To add an attachment to a new message: Page 11

14 1. Select the paperclip icon located at the top of the message window. 2. The Attachments dialog box will open. 3. Highlight the file and select Open. 4. Repeat this process to attach more files to the same message. 5. When all of the attachments have been added, select Close. The files will be attached to the message. A Insert Picture into an Message Insert a picture in the message you are sending. To insert a picture: 1. Pictures can be added as an attachment or you can select the Insert Picture icon located at the top of the message window. 2. Follow the same steps used to insert an attachment. This results in the actual picture being inserted into the message body. You can add text to the message as well. You can also add multiple pictures; however, keep in mind that a picture typically increases the message size significantly so caution should be used. See Exhibit A.8. Exhibit A.8. Insert Picture A Address Book To manage address books and contacts list: 1. Select the Address Book icon located at the top of the message window. See Exhibit A.9. Page 12 Version 4

15 Exhibit A.9. Address Book 2. The reading pane view is enabled. To change the view, click on the Reading Pane icon. 3. Notice the contact details are displayed in the reading pane in the right. 4. In the left panel of the screen, select the contact list or address book you want to view. 5. Right click the name of the contact. See Exhibit A.10. Exhibit A.10. Contact Options 5.a Open. This displays the same information shown in the reading pane. 5.b New Message. Create a new message to the selected contact. 5.c New Meeting Request to Contacts. Send a meeting request to the selected contact. 5.d Forward as Attachment. This option is only available when you are in your personal contacts list. Select to send the contact information as an attachment to another user. The recipient of the contact information can add it to his/her contact list. 6. When you are finished, click the X at the top right of the screen to return to the message window. Page 13

16 A Verify that the Addresses are in the Correct Format When all names have been entered, click on the Check Name icon in the valid address format. A Mark a Message as High Importance to verify that the addresses are To make a message High Importance, click on the icon. When the recipient sees the message, it will have a red flag indicating it was sent as high importance. See Exhibit A.11. A Exhibit A.11. High Importance Message Mark a Message as Low Importance To make a message Low Importance, click on the icon. This allows all other messages across the enterprise to be delivered ahead of this one. The recipient will see the flag indicating low importance. A Insert a Signature into an Message If the Signature is not turned on in the Options menu, you can manually insert a signature. To manually insert a signature into your message that has already been created, select the Section E A Make Changes to the Current Message Select Options to make additional changes to the current message. See Exhibit A.12. icon. See Page 14 Version 4

17 Exhibit A.12. Message Options When you have finished selecting options, click OK. A Change the Appearance of the Text Text Style affects the way the message will look when it has been sent through Internet HTML. Notice the document formatted in HTML includes a URL that can be accessed directly from the . See Exhibit A.13. Exhibit A.13. HTML Formatting 2. Plain Text. If a URL is inserted using plain text, there is no link. It is only displayed as text. See Exhibit A.14. Exhibit A.14. Plain Text Formatting Page 15

18 A Display Information Pertinent to the Message The information icon displays an information bar across the top of the screen showing information pertinent to the message. See Exhibit A.15. A Subject Exhibit A.15. Information Bar This is not mandatory. It should be a short description of the message that makes it easy to identify by both you and the recipient. A Message Body Type the content of the message in the message body using the same formatting tools available in Microsoft WORD. When you have completed the message, click on Send. A copy of the message will be placed in the Sent Items folder. A.1.2 New Meeting Request Mail, Inbox, Toolbar, New To create a new meeting request, click the New down arrow and select Meeting Request. See Section B , for details on how to create a new meeting. A.2 Reading and Responding to Messages Mail, Inbox When you receive a message, your Inbox will show that you have unread messages. See Exhibit A.16. Page 16 Version 4

19 Exhibit A.16. Unread Messages In Exhibit A.16, there are four unread messages in the Inbox. The messages are listed in the message list. See Exhibit A.17. Refer to the messages listed in Exhibit A.17. Exhibit A.17. Inbox List 1. Low Priority. The first message is marked low priority. 2. High Priority. The second message is marked high priority. 3. Normal Priority. The third message has no priority indicator beside it because it is normal priority. To read a message, double click the message in the list you want to read. See Exhibit A.18. Page 17

20 A.2.1 Reply to a Message Exhibit A.18. Message Read Window Mail, Inbox, Messages, Read Message Select Reply to reply to the original sender of the message. A.2.2 Reply to the Sender and All Recipients of a Message Mail, Inbox, Messages, Read Message Select Reply All to send a reply message to all of the original recipients of the mail messages. For example: John Doe sends a message to four users and Cc the message to five users. The Reply to All will send the reply to ten mailboxes, including John Doe s. A.2.3 Forward a Message Mail, Inbox, Messages, Read Message Select Forward to send a message to a mailbox that might not have been one of the original recipients of the message. By default, attachments are also forwarded. A.2.4 Mark for Follow-up Mail, Inbox, Messages, Read Message Mark for follow-up. See Exhibit A.19. Click Page 18 Version 4

21 Make a selection. See Exhibit A.20. Exhibit A.19. Follow-up Exhibit A.20. Follow-up Information When the flag has been selected, the follow-up information will be available for the recipient. See Exhibit A.23. Manage Categories Page 19

22 Exhibit A.21. Recipient s Flagged Message A.2.5 Assign Categories to a Message Mail, Inbox, Messages, Read Message Assign categories to the message. 1. Click the down arrow to assign a category to the contact. See Exhibit A.22. Exhibit A.22. Select Categories 2. Manage Categories. To customize your categories, select Manage Categories. See Exhibit A.23. Page 20 Version 4

23 Exhibit A.23. Manage Categories 3. Create New Category. Select to create a new category. See Exhibit A.24. Exhibit A.24. Create New Category 3.a Type in the category name. 3.b Select the Color drop down and select a color to assign to the category. 3.c Click OK. The new category will now be listed. See Exhibit A.25. Page 21

24 Exhibit A.25. New Category 4. Change Category Color. Change the color of an existing category. 5. Delete Category. Delete any of the categories, including the default ones. A.2.6 View Message Details Mail, Inbox, Messages, Read Message Select the icon to view message details. See Exhibit A.26. Exhibit A.26. Message Details This contains the message settings, importance and sensitivity, and the Internet Mail Headers. Typically the Internet Mail Headers are used by administrators. Select Close when you are finished. A.2.7 Print a Message Mail, Inbox, Messages, Read Messages Page 22 Version 4

25 Select the icon to print. A.2.8 Create a New Inbox Rule Mail, Inbox, Messages, Read Messages Create a rule to apply to the Inbox. 1. Click on the icon to create a new Inbox rule. See Exhibit A.27. Exhibit A.27. New Inbox Rule 2. It was received from. By default, the rule will apply to messages received from the sender of this . Enable this option. 2.a To change or add senders for the rule to apply to, click on the sender s mailbox name. See Exhibit A.28. Page 23

26 Exhibit A.28. Apply Rule Criteria 2.b Highlight the mailboxes you want to add. 2.c Click on the From field at the bottom right of the screen. Your selections will be added. 2.d To remove the default mailbox (the original sender of the message), delete it from the From field. 2.e Click OK when you are finished. 3. It was sent to. By default, the rule will apply to your mailbox. You can create a rule to perform an action on a message that was sent to other mailboxes as well as yours. For example: You have a rule on your mailbox to move all messages from Mailbox A to a folder named Incoming messages for Mailbox A included other mailboxes, You receive a message that was also sent to Mailbox A. The rule will move the message to Incoming messages for Mailbox A. Place a check by It was sent to. 3.a Click on your mailbox name. 3.b Follow the same process as above. 4. It includes these words in the subject. Create a rule that applies to messages including specific words. Enable this option. 4.a Click on the text to the right of the box. See Exhibit A.29. Page 24 Version 4

27 Exhibit A.29. Rules with specific words 4.b In the Type words or phrases here field, add the text you want to include in your rule. 4.c Click on the green plus sign by the field. 4.d The words will appear in the box below. 4.e You can continue to add more words or phrases. 4.f To edit or remove, highlight the word or phrase and select Edit or Remove. 4.g When you are finished, click OK. 5. Do the following. Select the action to be performed when a message meets all of the conditions of the rule. Click the Move the message to folder down arrow. See Exhibit A.30. Exhibit A.30. Rule Action 6. Move the message to folder. This selection requires you to select a folder for the message to be moved to. 6.a Click Select one. See Exhibit A.31. Page 25

28 Exhibit A.31. Select Folder for Action 6.b Select a folder from the list or create a new folder. 6.c Click on OK when you are finished. 7. Mark the message with a category. Apply a specific category to the message. 7.a Click Select one. 7.b The Select Message Category will display. 7.c Select a category. 7.d Click OK. 8. Redirect the message to. Select a mailbox or mailboxes to forward the message to. 8.a Click Select people. 8.b Your address books and contacts list will appear. Select the mailbox to forward the message to. 8.c Click OK when you are finished. 9. Delete the message. Select to remove the message as soon as it reaches your mailbox. 10. More Options. Click to add more conditions to your rule. See Exhibit A.32. Page 26 Version 4

29 A.2.9 Click A.2.10 Exhibit A.32. More Options Select additional options and click Save. Delete a Message Mail, Inbox, Messages, Read Messages to remove the current message. Move or Copy a Message Mail, Inbox, Messages, Read Messages Highlight a contact and click the down arrow by the icon to move or copy. See Exhibit A.33. Page 27

30 Exhibit A.33. Move or Copy 1. Select Tasks or Inbox to move the message to either of those folders. 2. To move or copy to a different folder, select the appropriate action. Select the action you want to perform. See Exhibit A.34. Exhibit A.34. Move or Copy Folder 3. Highlight the folder you want to copy or move to or Create New Folder. 4. When the folder has been selected, click on Move or Copy. A.2.11 Select one of the icons Move to the Previous/Next Item Mail, Inbox, Messages, Read Messages to move to the previous or next message in your Inbox. When you are finished with the message, click X at the top right of the message box to close. A.3 Folders Mail We will explore the other folders listed in the folder list. Page 28 Version 4

31 A.3.1 View Draft Folders Mail, Folders The top left of your screen should have the path shown in Exhibit A.35. Exhibit A.35. Drafts Path While you are drafting a message, OWA will make a draft of the message and place it in your Draft Folders if you have worked on it for a specified period of time. This is the same function as Auto-Save when using Microsoft WORD. The message is easily retrieved from the Draft Folder for you to resume working on it. If you do not retrieve the message, it will remain in the draft folder until it has been archived or you have deleted or moved it. A.3.2 View Sent Items Folders Mail, Folders The top left of your screen should show the path shown in Exhibit A.36 Exhibit A.36. Sent Items Path When you send a message, a copy of it goes into the Sent Items folder. It will remain there until it has been archived or you move or delete it. A.3.3 View Deleted Items Folder Mail, Folders When a message is deleted, it is moved to the Deleted Items folder. It is good practice to empty your deleted items upon exiting your mailbox. Deleted items can be retrieved within 60 days of its deletion. To recover an item that has been deleted, right click the folder and select Recover Deleted Items. See Exhibit A.37. Page 29

32 Exhibit A.37. Recover Deleted Items When a message has exceeded the inbox retention perod, it is automatically archived. A.3.4 View Junk Folders Mail, Folders Junk or spam is typically controlled at the server level by administrators. However, if an e- mail gets through to your mailbox and OWA suspects that it is junk, it will go into the Junk folder. If you are expecting an and it has not come into your Inbox, it is always a good idea to go check this folder to see if it was placed there by mistake. The folder is configurable by you. See Section E.3.4. A.3.5 Search Folders Mail, Folders By default, OWA maintains a folder that contains all Unread Mail to simplify the process of viewing and searching new . The same messages will also display in the Inbox. A.4 Toolbar Mail, Inbox The top left of your screen should show the path shown in Exhibit A.38. We have already covered creating a New message. Exhibit A.38. Toolbar Options Page 30 Version 4

33 A.4.1 Delete Messages from Folders Mail, Inbox, Toolbar To delete messages from your OWA folders: 1. Open the folder you want to clean up. 2. Highlight the items to be deleted. To select multiple items, hold down the Shift or Ctrl key while highlighting the items. 3. When all of the items have been deleted, hit the Delete key on your keyboard or click Delete from the toolbar. 4. The message will be moved to your Deleted Items folder. OWA can group all of your messages into conversations based on the subject of the mail. 1. Arrange your messages by Conversation. See Exhibit A.39. Exhibit A.39. Conversation View All messages with the subject line Check it out are grouped together, even the message that was in the Sent Items folder. 2. Right click the subject line. In this case Check it out. See Exhibit A.40. Exhibit A.40. Ignore Conversation Page 31

34 3. Select Ignore Conversation. 4. You will receive the message shown in Exhibit A.41. Exhibit A.41. Confirm Ignore Conversation 5. Click OK. The messages will be deleted from all folders except the Sent Items folder. A.4.2 Move or Copy Messages to Another Location Mail, Inbox, Toolbar Move or copy messages to another location. 1. Open the folder containing the messages to be moved or copied. 2. Highlight the messages. 3. Click on Move. See Exhibit A.42. Exhibit A.42. Move Messages 4. Select one of the folders listed or click Move to Folder. See Exhibit A.43. Page 32 Version 4

35 Exhibit A.43. Move to Folders 5. You can create a new folder to move the messages to. Highlight the folder where you want the new folder to be located. For example, for a subfolder under Inbox, highlight Inbox. Type in the name of the new folder. 6. Click on Move. To copy a message to a new folder: 1. Select Copy to Folder. 2. Follow Steps 1-6 above for moving messages. 3. Click on Copy. A.4.3 Filter Messages Viewed Based on Specific Criteria Mail, Inbox, Toolbar Select Filter to filter messages view based on specific criteria. See Exhibit A.44. Page 33

36 Exhibit A.44. Filter As you go through the list of filter options, you can check all those that should apply. When you have finished, click Apply. A.4.4 Customize the Folder Items View Mail, Inbox, Toolbar Select View to customize the way you want to view your folder items. See Exhibit A.45. Exhibit A.45. View Options 1. Choose a conversation option 2. Reading Pane. Select the location for the reading pane or turn it off. A.4.5 Deliver Messages Immediately from Server Mail, Inbox, Toolbar Page 34 Version 4

37 is first delivered to the server. If you have a message at the server waiting to be delivered, select the Check Messages icon A.4.6 Reply to a Message Mail, Inbox, Toolbar, to deliver the message immediately. Note: If the reading pane is open on the right side of the screen, this option will not be displayed. The reply can be sent directly from the reading pane or the user can double click to open the message and reply. To reply to a message, highlight the message and select Reply. This will reply to the original sender of the message. A.4.7 Reply to the Sender and All Recipients of a Message Mail, Inbox, Toolbar Note: If the reading pane is open on the right side of the screen, this option will not be displayed. Once again, this can be done directly from the reading pane if the reading pane is open. This option sends a reply message to all of the original recipients of the mail messages. For example: John Doe sends a message to four users and Cc the message to five users. The Reply to All will send the reply to ten mailboxes, including John Doe s. A.4.8 Forward a Message Mail, Inbox, Toolbar Note: If the reading pane is open on the right side of the screen, this option will not be displayed. If the reading pane is open, the user can forward a message directly from the reading pane. Send a message to a mailbox that might not have been one of the original recipients of the message. By default, attachments are also forwarded. A.5 Search the Mailbox Mail, Inbox Perform a search on the mailbox for messages meeting specified criteria. See Exhibit A.46. Exhibit A.46. Search Messages 1. Click on the down arrow in the right side of the Search [Location] field. See Exhibit A.47. Page 35

38 Exhibit A.47. Search Location 2. Specify the location you want to search. 3. Enter the search criteria in the Search field and click the magnifying glass icon. To specify more search criteria. 1. Click the double down arrows to the right of the Search [Location] box. See Exhibit A.48. Exhibit A.48. Message Search Criteria 2. Specify the search criteria and click the magnifying glass icon. The results will be displayed in the Inbox list. 3. To remove the search criteria dialog box, click on the by the Search [Location] box. 4. To return to your normal message view, click on the Inbox. A.6 Change the Way Messages are Arranged Mail, Inbox Click on the Arrange by down arrow to change the way your messages are listed in the Inbox. See Exhibit A.49. Page 36 Version 4

39 Exhibit A.49. Inbox Arrange By Currently, the messages are listed by Date. When you have selected an arrangement, you can change the order of the current listing, click on top and the order will flip. For example, if the order is by date, it can be viewed from older to newer or newer to older. A.7 Perform Actions within the Mailbox Mail, Inbox Note. This is only available when the Reading Pane is off or displayed at the bottom of the screen. If the reading pane is on, these actions can be performed directly from the reading pane screen. The Actions option (located at the top right of the screen) provides many of the same functions that have already been covered but they are in a single location. See Exhibit A.50. Exhibit A.50. Inbox Actions Page 37

40 A.8 Delegate Permissions In order to grant delegate permissions on your OWA mailbox, the delegate must be given ownership of the mailbox by an administrator. This will require a call to the helpdesk by the original owner of the mailbox. This results in your delegates having full ownership of your mailbox with the ability to perform all of the same functions you can perform. 1. To open a mailbox you have delegate permissions to: Click on the down arrow by your name in the upper right corner of the OWA screen. See Exhibit A.51. Exhibit A.51. Open Other User 2. Type the name of the mailbox you want to open. 3. Click Open. The mailbox will be opened in the current Internet Explorer window. To open your mailbox and the other user s mailbox, select a new Internet Explorer tab and type the URL of your OWA mailbox: or Enter your credentials to open your mailbox. A.9 Find Someone Use the Find Someone function on the main OWA screen to locate anyone listed in your contacts list or address books. See Exhibit A.52. Find Someone Exhibit A.52. Find Someone B. CALENDAR Select the Calendar shortcut. The top left of your screen should show the path shown in. See Exhibit B.1. Page 38 Version 4

41 Exhibit B.1. Calendar Path When you open OWA 2013 calendar, the screen will be divided into five main areas: 1. Shortcuts. All of the components of OWA are listed in the shortcuts listed. You can customize the shortcuts list by adding or removing items. 2. Calendar. Defaults to today s date. You can easily select other dates by clicking on the date or moving to another month. The days that have appointments are either in bold or a different color. 3. Appointments. Shows the appointments for the day. 4. Toolbars. The toolbars consist of most of the actions that can be performed in the OWA calendar. 5. Reading Pane: Displays details about the highlighted appointment. See Exhibit B.2. Page 39

42 Calendar Toolbar Appointments Reading Pane Shortcuts Exhibit B.2. Calendar B.1 Create a New Calendar Item Calendar, Toolbar Select the New down arrow to create calendar items or start a new message. See Exhibit B.3. New Calendar Items Page 40 Version 4

43 B.1.1 Create a New Appointment Calendar, Toolbar, New Exhibit B.3. New Calendar Items 1. In the Calendar, highlight the day of the appointment you want to create. 2. Click on New. An Untitled Appointment dialog box will appear. See Exhibit B.4. Exhibit B.4. New Appointment 3. Appointment Tab. Make sure you are on the appointment tab. 4. Subject. Enter the subject of the appointment. This should be a brief description that will let you easily recognize it. 5. Location. Enter the location (optional). 6. Start time. The Start time will default to the date you have selected on the calendar. You can change the date from this location. Enter the start time. Use the down arrows by the fields to make your selections. 7. End time. Enter the end date and time using the down arrows to make a selection. 8. All day event. If the appointment is an all-day event, check the box. This means the calendar will show busy all day. This is more efficient than scheduling the appointment over the entire 24 hours. If All day event is selected, the start and end time fields will be disabled. 9. Reminder. The default setting for Reminder in this appointment is 15 minutes. To change the reminder time for this appointment, click on Reminder down arrow and select a new time. 10. Show time as. This selection will show on your calendar when someone else views your Free/Busy times. See Exhibit B.5 Page 41

44 Exhibit B.5. Show time as 11. Private. Selecting Private will only show your appointment to those who have been assigned permissions to view your private items. 12. Formatting tool bar. Apply the same formatting options you would use in Microsoft WORD. 13. Body. You can type in additional details about the appointment. This is not required. 14. Save and Close. Click to save your appointment. Your appointment will now be listed in your calendar. See Exhibit B.6. Exhibit B.6. Saved Appointment Click on the appointment to view or make changes to it. B Attach a File to an Appointment Calendar, New, Appointment Attach a document, picture or other file to the appointment. To add an attachment to a new appointment: 1. Select the paperclip icon located at the top of the appointment window. 2. The Attachments dialog box will open. 3. Highlight the file and select Open. Page 42 Version 4

45 4. Repeat this process to attach more files to the same appointment. 5. When all of the attachments have been added, select Save and Close. The files will be attached to the message. B Insert a Picture in an Appointment Calendar, New, Appointment Insert a picture in the appointment you are sending. To insert picture: 1. Select the Insert Picture icon located at the top of the message window. 2. Follow the same steps used to insert an attachment. This results in the actual pictures inserted into the appointment body. B Create a Recurring Appointment Calendar, New, Appointment Select the icon to set your appointment as a recurring appointment. See Exhibit B.7 Exhibit B.7. Appointment Repetition Make your choices and select OK. Notice there is now a note in the appointment with the details of the repetition. See Exhibit B.8. Page 43

46 Exhibit B.8. Appointment Information B Check Spelling in an Appointment Calendar, New, Appointment If Check Spelling is enabled, the icon will be displayed in the toolbar. Click to check spelling. B Create a Meeting Calendar, New, Appointment To create a meeting by inviting other people to your appointment, click on the icon additional fields added to the appointment. See Exhibit B.9.. Notice Exhibit B.9. Create a Meeting 1. To. Click on the To field to use the same method for choosing a recipient as used in Section A.1.1. Create New Message.. 2. Optional. This means that the invitee s presence is not required and will not affect the scheduling. 3. Resources. Typically resources are conference rooms or other locations used for holding meetings. Although, they can also be video equipment, computer equipment, etc. In order to send an invitation to a resource, there must be a calendar created for the resource. To schedule a resource, you must have appropriate permissions. 4. Request a response to this invitation. Enable or disable. B Scheduling Assistant The Scheduling Assistant function of OWA provides a graphical interface displaying the invitees free/busy times as well as other details of the meeting. Page 44 Version 4

47 Exhibit B.10. Scheduling Assistant 1. Select Attendees. You can add additional attendees from the address book or by using the Add a name field in the attendee list. Select Rooms. If you want to add a resource to the invitee list, click on the address book or type a name in the name in the Add a room field. When you have finished adding the attendees, select the Scheduling Scheduling Assistant Tab. See 2. Exhibit B.10. The default address book is your company s address book, therefore, all resources within your company will display. Other outside companys will not be displayed unless that company has been designated within the address book. Page 45

48 3. Legend. The legend at the bottom of the screen shows the way the scheduled time will show in the calendar. 3.a Busy 3.b Tentative 3.c Away 3.d No Information (If you are trying to invite a mailbox is outside of your mail enterprise, there will be no information to display.) Free/Busy. The Free/Busy time of your calendar and the invitee s calendar will display here. 4. Exhibit B.10 shows that FL Test 2 is busy from 2:00 p.m. to 3:00 p.m. You can scroll horizontally through the calendar to find a time that the invitee is not busy. 5. Calendar. You can select a different date from the calendar on the right side of the screen to determine when the invitee is available. 6. Next available times. The section at the bottom left of the screen gives a quick overview of when the invitees are available during a timeframe that is near the date of the times displayed in the Schedule view. See Exhibit B.11. Page 46 Version 4

49 Exhibit B.11. Next Available Times When you have finished with the Scheduling Assistant, return to the Appointment tab and click Send. B Assign Categories to an Appointment Calendar, New, Appointment Select Categories to assign a pre-defined category to the invitation. B Print Invitation Details Calendar, New, Appointment Select Print to print your invitation details. B.1.2 Create a Meeting Request Calendar, New Create a new meeting request. See Section B.1.2. Create a Meeting Request. B.1.3 Create a New Message Calendar, New Create a new message from the calendar screen. B.2 Delete an Appointment Calendar, Toolbar To delete an appointment, select Delete from the toolbar or right click the appointment and select Delete. B.3 View the Current Day s View of the Calendar Calendar, Toolbar Page 47

50 If you have navigated away from the Today view of your calendar, select Go to Today to quickly return. B.4 View Different Timeframes Calendar, Toolbar You can view different timeframes of your calendar by selecting the icons in the toolbar. See Exhibit B.12. B.4.1 Day View This view shows only one day. See Exhibit B.13. Exhibit B.12. Calendar Timeframe Views B.4.2 Work Week View This view shows the work week. See Exhibit B.14. Exhibit B.13. Day View Page 48 Version 4

51 Exhibit B.14. Work Week View B.4.3 Week View This displays the full seven-day week. B.4.4 Monthly View This view displays the calendar for the month. See Exhibit B.15. Exhibit B.15. Monthly View B.5 Share Calendars with Other Users Calendar, Toolbar Share calendars with other users. See Exhibit B.16. Page 49

52 B.5.1 Add Another User s Calendar Calendar, Toolbar, Share Exhibit B.16. Share Calendars 1. If you have been granted permissions to another user s calendar, you can add it to your calendar list. Select Add Calendar. See Exhibit B.17. Exhibit B.17. Add Calendar 2. Select the name from the address book or type it in. 3. Click OK when completed. See Exhibit B.18. Page 50 Version 4

53 B.5.2 Exhibit B.18. New Calendar Added The new calendar is listed on the left panel under People s Calendars as well as in the daily calendar view. Share This Calendar Allow other users to access your calendar and send a notification to the user. See Exhibit B.19. Page 51

54 Exhibit B.19. Calendar Sharing 1. To. Enter the name of the person you want to share your calendar with. 2. Subject. You can change the subject line if you would like. 3. Share. Select the level of information you want to share. 4. You can request permission to view the recipient s calendar if you would like. 5. You can type information in the message body; however, it is not required. 6. Click Send when finished. The recipient will receive a message that looks like the one in Exhibit B.20. Exhibit B.20. Sharing Invitation Page 52 Version 4

55 B.5.3 Change Sharing Permissions Return to Calendar, Share, Change Sharing Permissions to change the permissions you have assigned on your calendar. See Exhibit B.21. Exhibit B.21. Calendar Permissions 1. Edit. Change the current permissions on your mailbox. 1.a To change permissions, highlight the name of the person whose permissions you want to change. 1.b Click on Edit. See Exhibit B c Make your selections and click Save. 2. Delete. Remove a user s permissions Exhibit B.22. Change Calendar Permissions Page 53

56 2.a Highlight the name of the mailbox you want to delete. 2.b Click on the icon to delete. 3. Refresh. Select the icon to apply the changes you have made. Click the X at the top right of the screen to close the dialog box. B.6 Turn the Reading Pane On or Off Calendar, Toolbar Select View to turn the Reading Pane on or off. B.7 Print the Calendar Calendar, Toolbar Select the icon to print your calendar. See Exhibit B.23. Exhibit B.23. Print B.7.1 Print 1. Day. Select to print a daily view of your calendar. Page 54 Version 4

57 1.a Print from/to: Use the down arrows to enter the print range. 1.b Check the appropriate boxes to select other print options. Notice that as you check the boxes, the view changes. 2. Week. Select to print a weekly view of your calendar. 2.a Print View. Select from several options for your print view. See Exhibit B.24. Exhibit B.24. Weekly Print Views Notice the view changes based on your selection. 2.b Print from/to: Select the print range. 2.c Check the appropriate boxes to select other print options. Notice that as you check the boxes, the view changes. 3. Month. Print a monthly view of your calendar. 3.a Print from/to: Select the print range. 3.b Check the appropriate boxes to select other print options. Notice that as you check the boxes, the view changes. When you have made all of your selections, select Print at the bottom right of the screen C. CONTACTS Manage your personal contacts. Select the Contacts shortcut. The path should look like the one in Exhibit C.1. Contacts Path Exhibit C.1. Contacts Path When you open OWA 2013 contacts list, the screen will be divided into six main areas: 1. Shortcuts. All of the components of OWA are listed in the shortcuts listed. You can customize the shortcuts list by adding or removing items. 2. Show. Select the items you want to display in the contact list. 3. Contacts Folders. Shows all of the contact folders and lists available. Page 55

58 4. Contacts. Shows a list of contacts. 5. Toolbars. The toolbars consist of most of the actions that can be performed in the OWA contacts list. 6. Reading Pane: Displays details about the highlighted contact. See Exhibit C.2. Contacts Show Toolbar Reading Pane Contacts Folders Contacts List Shortcuts Exhibit C.2. Contacts C.1 Create a New Contact or Group Contacts, Toolbar Create a new contacts and groups. See Exhibit C.3. Exhibit C.3. New Contact Items Page 56 Version 4

59 C.1.1 Create a New Contact Contacts, Toolbar, New Select Contact. See Exhibit C.4. Exhibit C.4. New Contact 1. Enter the information for your new contact. The contact entry screen is broken up into four sections. 1.a Profile 1.b Contact 1.c Addressees 1.d Details Page 57

60 You can Jump to the different sections or use your scroll bar. 2. You can scroll down to go to a different section or use the menu bar at the top of the screen. 3. Select Save and Close when you are finished. The new contact will be listed. To edit your contact, double click the contact. 1. Click the mail icon to send a message to the contact. A new message window will display. Complete the message and select Send. 2. Click the delete icon to delete the contact. 3. Click the attachment icon to attach an item to the contact. 3.a Jump to the Details section of the contact information. See Exhibit C.5 Exhibit C.5. Contact Details Please Note: The attachment will remain with the contact information after is saved. 4. Click to mark for follow-up. See Exhibit C.6. Page 58 Version 4

61 Exhibit C.6. Flag for Follow-up 5. Click to assign a category to the contact. 6. Select Save and Close when you are finished. C.1.2 Create a New Group Calendar, Toolbar Create a group of mailboxes to manage the group as a whole. See Exhibit C.7. Exhibit C.7. Create New Group Page 59

62 1. Group Name. Type in a name for the group. 2. Members. Click to select mailboxes from your address books or contacts. See Exhibit C.8. Exhibit C.8. Select Group Members 3. Highlight the members you want to add. Use the Ctrl or Shift key to add multiple members. 4. Click Members at the bottom left of the screen and your selections will show in the Members field. 5. Click OK when you are finished. 6. The new members are now listed in the Members field of the New Group dialog box. See Exhibit C.9. Page 60 Version 4

63 Exhibit C.9. New Members 7. Click on Add to Group on the right side of the dialog box and the members will be listed in the body of the dialog box. 8. Select Save and Close when you are finished. The group will now be listed in your contacts list. See Exhibit C.10. Exhibit C.10. Contacts List with New Group Double click the new group to make changes or send a message. 1. Notice that the icons across the top of the screen are now enabled. See Exhibit C.11. Exhibit C.11. New Group Icons 2. Click the mail icon to send a message to all members. A new message window will display. Complete the message and select Send. 3. Click on the meeting icon to send a meeting invitation to all members of the group. Page 61

64 4. Highlight a contact and click on to remove from the group. 5. Click to mark for follow-up. 6. Click to assign a category to the contact. 7. Select Save and Close when you are finished. C.2 Delete a Contact Contacts, Toolbar Highlight a contact and click on C.3 Move or Copy a Contact Contacts, Toolbar to remove from your list. Highlight a contact and click the down arrow by the icon 1. Select the action you want to perform. See Exhibit C.12. to move or copy. Exhibit C.12. Move or Copy 2. Highlight the folder you want to copy or move to or Create New Folder. 3. When the folder has been selected, click on Move or Copy. C.4 Change the Contacts Reading Pane View Contacts, Toolbar Click the View down arrow to change the contacts page reading pane view. See Exhibit C.13. Page 62 Version 4

65 C.5 Search Contact List Contacts Exhibit C.13. Contacts View Select Search to perform a search on the contact list for contacts meeting specified criteria. See Exhibit C.14. Search Contacts Exhibit C.14. Search Contacts 1. Click on the down arrow in the right side of the Search [Location] field and select a location. 2. Click the double down arrows to the right of the Search [Location] box to specify additional search criteria. 3. Specify the search criteria and click the magnifying glass icon. The results will be displayed in the Contact list. 4. To hide the search criteria dialog box, click on the by the Search [Location] box. 5. To return to your normal contacts view, click on the appropriate contacts folder. C.6 Change the way the Contacts are Listed Contacts, Contact List Click on the Arrange by down arrow to change the way your contacts are listed. See Exhibit C.15. Exhibit C.15. Contacts Arrange By Page 63

66 Currently, the contacts are listed by First name. When you have selected an arrangement, you can change the order of the current listing, click on top order is by name, it can be viewed from A to Z or Z to A. C.7 Customize the Type of Contacts to be Listed Contacts and the order will flip. For example, if the The top left panel of the Contacts screen displays a Show option that allows you to customize the type of contacts that will be listed. C.8 View Contacts Folder Contacts All of the contact folders that you have created will be listed in the left panel of the screen under the My Contacts group. A group can consist of multiple contact folders. See Exhibit C.16. Exhibit C.16. My Contacts The default contact folder is named Contacts. In Exhibit C.16, the second and third contact lists were created by the user. To manage your contact groups, right click My Contacts. See Exhibit C.17. Exhibit C.17. Manage Contact Groups 1. You can rename or remove an existing group. 2. New Group. Select to create a new group. See Exhibit C.18. Page 64 Version 4

67 Exhibit C.18. New Contact Group 3. Type in a name for your new group. You can now create new contact folders under the new group. 4. Create a New Contacts Folder. Click to create a new folder under the My Contacts group. D. TASKS Use OWA to maintain your tasks list and integrate with your calendar. Select the Tasks shortcut. Your path will be the same as shown in Exhibit D.1. Exhibit D.1. Tasks Path When you open OWA 2013 contacts, the screen will be divided into six main areas: 1. Shortcuts. All of the components of OWA are listed in the shortcuts listed. You can customize the shortcuts list by adding or removing items. 2. Show. Select the items you want to display in the task list. 3. Tasks Folders. Shows all of the task folders and lists available. 4. Tasks. Shows a list of tasks. 5. Toolbars. The toolbars consist of most of the actions that can be performed in the OWA tasks list. 6. Reading Pane: Displays details about the highlighted contact. The Tasks window will look similar to Exhibit D.2. Page 65

68 Show Toolbar Tasks Folders Tasks List Reading Pane Shortcuts D.1 Create a New Task Exhibit D.2. Tasks Window Tasks, Toolbar Create a new task. Click on New in the toolbar. See Exhibit D.3. Page 66 Version 4

69 Exhibit D.3. New Task Window 1. Subject. Enter the subject of the task in the line provided. 2. Start Date. Select the arrow next to Start Date and select a date or manually enter a date. 3. Due Date. Enter a Due Date using the same method as entering a Start Date. 4. Status. Select the arrow next to Status to choose a status for the task. 5. Priority. Changing the priority level affects the way the task displays in the task list. 5.a Low. The entry in the task list will look like Exhibit D.4 Exhibit D.4. Low Priority Task 5.b High. The entry will look like Exhibit D.5 Exhibit D.5. High Priority Task 6. % Complete. Select the percentage completed by selecting the up or down arrow next to 0%. 7. Reminder. Select the box next to Reminder and choose a date and time to set the reminder. Page 67

70 8. More Details. Select the double arrows beside the More/Fewer details field to change the details view. See Exhibit D.6. Details View Exhibit D.6. Details View 9. Save & Close. Select once all of the information has been entered. D.2 Edit a Task Tasks, Toolbar Double click the task in the task bar for editing. Notice that all of the task details are displayed in the Reading Pane. 1. Mark Complete. This selection assigns today s date to the Date completed field. When you save the task, it will appear in the task list as seen in Exhibit D.7. Exhibit D.7. Completed Task To change the completion status, click on the black check. 2. Attachment. Click the attachment icon to attach an item to the task. 3. Repeat. To make this a recurring task, select Repeat and follow the steps in Section B Forward. Select to send the task to another user as an attachment in a mail message. 5. Select Save and Close when you are finished. D.3 Delete a Task Tasks, Toolbar Highlight a task and click on D.4 Move or Copy a Task Tasks, Toolbar to remove from your list. Highlight a task and click the down arrow by the icon, to move or copy. Page 68 Version 4

71 D.5 Assign Categories to Tasks Tasks, Toolbar Highlight the task and click to assign a category to the contact. D.6 Mark a Task Complete Tasks, Toolbar Highlight the task and click to mark complete. D.7 Change the Tasks Reading Pane View Tasks Click the View down arrow to change the tasks page reading pane view. D.8 Search Tasks Tasks Perform a search on the task list for tasks meeting specified criteria. See Exhibit D.8. Search Tasks Exhibit D.8. Search Tasks 1. Click on the down arrow in the right side of the Search [Location] field to select a location. 2. Click the double down arrows to the right of the Search [Location] box to enter additional search criteria. 3. Specify the search criteria and click the magnifying glass icon. The results will be displayed in the Contact list. 4. To remove the search criteria dialog box, click on the by the Search [Location] box. 5. To return to your normal task view, click on the appropriate tasks folder. D.9 Change the Way Tasks are Arranged Tasks, Task List Click on the Arrange by down arrow to change the way your tasks are listed. See Exhibit D.9. Tasks Arrange By Page 69

72 Exhibit D.9. Tasks Arrange By Currently, the tasks are listed by Due Date. When you have selected an arrangement, you can change the order of the current listing, click on top and the order will flip. For example, if the order is by date, it can be viewed from first to last or last to first. D.10 Customize the Tasks that Will be Listed Tasks The top left panel of the Tasks screen displays a Show option that allows you to customize the type of tasks that will be listed. D.11 Tasks Folder Tasks The current task groups and folders are listed in the task folder section of the screen. See Exhibit D.10. Exhibit D.10. Tasks Folders The Flagged Items and Tasks folder is created by OWA to store all flagged items, including mail messages, contacts or appointment. The Tasks folder stores all of your tasks. Page 70 Version 4

73 E. OPTIONS You can customize many of the OWA functions from Options shown on the top right of the main OWA screen. See Exhibit E.1. Click on the Options down arrow. See Exhibit E.2. Exhibit E.1. OWA Options E.1 Select a Theme Options Exhibit E.2. Options You can apply a different background to your OWA screen. Use the arrow to view more backgrounds. E.2 Create an Automatic Reply Options, Set Automatic Replies Select Organize to create an automatic reply for your incoming messages based on specific criteria. See Exhibit E.3. Page 71

74 E.2.1 Automatic Replies Exhibit E.3. Automatic Replies Options, Set Automatic Replies, Organize 1. Send automatic replies. Enable. 2. Send replies only during this time period. If appropriate, enable and specify the time period for the replies to be sent. This is good for using when you are out of office. 3. Type the reply in the content box. 4. Send reply messages to senders outside my organization. Enable if you want mailboxes that are outside your company s system to receive your messages. 4.a Send replies only to senders in my Contacts list. This sends replies to all members of your organization and the external addresses in your contact list. 4.b Send replies to all external senders. This sends replies to both internal and external senders. 4.c Add a message to send as a reply only once to external senders. Page 72 Version 4

75 5. Click Save when you are finished. E.2.2 Create Inbox Rules Options, Set Automatic Replies, Organize Create Inbox rules to apply to incoming mail. Select Inbox Rules from the Options down arrow. See Exhibit E.4. Make sure the Inbox Rules icon is highlighted. Exhibit E.4. Inbox Rules 1. New. Click the down arrow to create a new rule. See Exhibit E.5. Exhibit E.5. Rule Types Page 73

76 See Section A.2.8 Create a New Inbox Rule for details on creating the rule conditions and actions. 2. Details. When the new rule has been created, you can view the details of the conditions and actions. Highlight the rule in the list and select Details. 3. Check the box in the rules list to turn rule On/Off. E.3 View All Options Options Select the Options down arrow from the main OWA screen, See All Options to set additional options for your OWA items. E.3.1 View Account Options Options, View All Options Make sure Account is highlighted in the left panel of the screen. See Exhibit E.6. Exhibit E.6. Set Account Options 1. Edit. Select to edit your account information. See Exhibit E.7. Page 74 Version 4

77 Exhibit E.7. Edit Account Information There are three main components to the edit screen: General, Contact Location and Contact Numbers. Select Save when you are finished. 2. Tell people you re on vacation. This option takes you to the Automatic Replies function. When you are finished with this screen, select Account. E.3.2 View Options for Groups Options, See All Options A group is a collection of two or more people in an organization's shared address book. You can join or leave a group and also view information about the groups you belong to. E.3.3 Settings Options, See All Options Change settings on your OWA items. E See Exhibit E.8. Mail Settings Page 75

78 Exhibit E.8. Mail Settings 1. Signature. Add a signature on outgoing messages. 1.a Type and format the text in the text box. 1.b Check the Automatically include my signature on messages I send if appropriate. 2. Message Format. Choose the way you want your outgoing messages to look. 3. Message Options. Select the options for managing your mailbox. 4. Read Receipts. Choose options for responding to requests for read receipts. 5. Reading Pane. Choose the way you want your reading pane to look. 6. Conversations. Choose the way you want to sort your messages in the Inbox. Select Save to save your changes. Page 76 Version 4

79 E See Exhibit E.9. Spelling Settings Exhibit E.9. Spelling Settings Select options to check spelling. Click Save when you are finished. E Calendar Settings See Exhibit E.10. Page 77

80 Exhibit E.10. Calendar Settings 1. Appearance. Choose the settings for how your calendar should display. 2. Text Messaging Notifications. Select the type of notification you want sent to your phone and the timeframe for sending them. 3. Reminders. Choose settings for the reminders. 4. Automatic Processing. Choose how you want to control meeting requests, responses and notifications. Note: These are default settings and can be changed on specific appointments as necessary. Select Save when you are finished. E General Settings Choose the way you want to resolve names and accessibility options. Select Save when you are finished. E Regional Settings Choose your language, time zone and date format. Page 78 Version 4

81 E Mobile Phone Set Up To access your mailbox using your mobile phone, you need to set up an Exchange ActiveSync connection between your mobile phone and your account. This connection keeps your mobile phone up to date with your mailbox through a process known as synchronization. Because all phones are different, please contact your company s help desk for assistance in setting up the connection between your mobile phone and your account. E.3.4 Block or Allow Specified Senders Options, See All Options Block or allow specified addresses. See Exhibit E.11. Block or Allow Senders Exhibit E.11. Block or Allow Senders 1. Junk Settings. If you select Don t move to my Junk folder, the remaining part of the screen will be disabled. This means that all mail will come into your Inbox. Select Automatically filter junk to specify how you want your junk handled. 1.a Safe Senders and Recipients. Type in the sender s address or a domain (ex. Microsoft.com) that you always want to receive from. Click on the green sign by the sender name. 1.b Trust from my contacts. Any received from members of your contact list, internal or external, will be delivered to your Inbox. Page 79

82 1.c Blocked Senders. Identify addresses that you always want to block from your Inbox. 1.d Don t trust unless it comes from someone in my Safe Senders and Recipients list of local senders. Only accepts from those mailboxes you have identified. Selecting this option, users do run the risk of not receiving s from external senders. Click My Mail in the top right of the window to return to the main OWA window. See Exhibit E.12. Exhibit E.12. Return to OWA screen F. SIGN OUT Always sign out of your mailbox when you are finished. See Exhibit G.1. Sign Out at the top right of the main OWA screen. Exhibit G.1. Sign Out Page 80 Version 4

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