DISTRICT system

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1 W E B A C C E S S DISTRICT system

2 Contents About the System Overview...1 How To Use The System Getting Started...2 Changing Your Account Address...3 Changing Your Password...7 Forwarding an Account...9 Distribution Lists for Principals...13 Outlook Bar Overview...14 Shortcuts View...15 Folders View...16 Inbox Overview...17 Inbox Toolbar...17 Reading an Message...22 Reading an Attachment...23 Moving a Message...24 Creating a New Folder...25 Replying to or Forwarding a Message...27 Deleting a Message...27 Creating a New Message...29 Addressing and Composing a New Message...31 Find Names...32 Attaching a File...33 Removing an Attachment...34 Saving a Message...35 Sending a Message...35 Calendar Overview...36 Calendar Toolbar...37 Creating a New Appointment...38 Modifying an Appointment...39 Requesting a Meeting...40 Checking the Availability of Attendees...42 Responding to a Meeting Request...44 Rescheduling a Meeting...46 Recurring Items...48 Page Revised November 2003 i

3 Contents Contacts Overview...50 Creating a New Contact...51 Opening a Contact...52 Deleting a Contact...52 Creating a Message from a Contact...52 Creating a Personal Distribution List...52 Options Overview...56 Log Off Overview...59 Maintenance Overview...60 Mailbox Storage Limit...60 Folders View...61 Deleted Items...61 Drafts...61 Inbox...61 Outbox...61 Sent Items...62 Add to Favorites...62 Whom To Call for Assistance...63 ii Page Revised November 2003

4 About The System As part of the Information Renaissance Plan, on Monday, June 17, 2002, the Office of Information Technology (OIT) will establish a new District electronic mail ( ) system for instant delivery of official school District messages. The system will be accessed via Microsoft Exchange 2000 and will replace the current mainframe (CICS) system. This Internet based tool for will provide you private access to your personal account so that you can view your mail from any Web browser. The use of the mainframe system will continue as necessary for approvals and other archived messages. Overview The following activities can be accomplished in Outlook Web Access using Microsoft Exchange 2000 and are explained in this documentation. Incoming mail can be read, discarded, printed, forwarded or filed. Outgoing mail can be created, revised, sent, and filed. The use of the Calendar to create and track appointments. The use of Contacts as your Address Book for the people you regularly communicate with. Maintenance guidelines are defined to assist you in filing important messages and keeping your below the mailbox storage space limit. 1

5 How To Use The System Getting Started Before you can begin to use the Outlook Web Access to view your District , your computer must have access to the Internet. What You Do Go to (Or, find the link on the dadeschools.net home page.) To sign in to your District account, Sign-In. The Enter Network Password screen will be displayed. Note: The M-DCPS Policy is located at the bottom of each web page. 2

6 How To Use The System The Enter Network Password screen will be displayed. On the Enter Network Password screen, Type Type Press Your Network Login I.D. in the User Name field. Your Password. OK. Note: The assigned Network Login I.D. cannot be changed. If you have forgotten your password, call the Office of Information Technology, Support Services at (0). Changing Your Account Address All accounts programmatically created by OIT must be confirmed. Users have a one-time option of keeping the I.D. or changing it to a named account. account I.D. s should be in lower case without spaces and contain a minimum of six characters with a maximum of twenty-five. The first character must always be an alpha character. Page Revised March

7 How To Use The System What You Do You will have a one-time option to change your account address. On the Change I.D. screen, No to keep your current I.D. To change your I.D., you can suggest one possible name. See suggestions on the Change the I.D. screen. Type your new I.D. Submit. The MDCPS District policy screen will be displayed. 4 Page Revised March 2003

8 How To Use The System After reading the terms on the MDCPS District policy screen, Click Accept. (If you choose Decline, you will not receive a district account.) Click Continue. One of two possible screens will be displayed. If the suggested I.D. is available, a message will be displayed confirming the new I.D. You may wish to print this page for future reference. Click Continue. The registration process is complete. The Outlook Web Access screen will now be displayed. Page Revised March

9 How To Use The System If the suggested I.D. is not available, the system will supply a suggested I.D. If you wish to accept the suggested I.D., on the box next to the new I.D. Continue. If you wish to suggest another I.D., Type another I.D. Continue. This process will continue until the system accepts a new I.D. and the registration is completed. The registration process is complete. The Outlook Web Access screen will now be displayed. Due to system demands, the actual process to change the account address will take place in batch processing at night. During this time, the user should refrain from requesting replies to messages, since the originating I.D. may change before the reply is sent. 6

10 How To Use The System Changing Your Password What You Do Users can change their Password through Outlook Web Access. On the Outlook Bar, Options. On the Options screen, Change Password. On the Authentication Manager screen, Type Type Type Type dadeschools.net in the Domain field. your Employee number in the Account field. your password in the Old password field. your new password in the New password field. 7

11 How To Use The System Type your new password in the Confirm new password field. OK. A screen will be displayed to confirm that your password was successfully changed. on the link in the message box to return to Outlook Web Access. 8

12 How To Use The System Forwarding an Account Principals with existing networks can request mail forwarding to their existing Exchange account. Prior to requesting the forwarding service, technical changes must occur at the location. Instructions for the technical requirements are explained in the forwarding processing guide found under the User Guide tab on the District screen and the Forwarding an account screen. What You Do On the District home page at Select the Forward Account tab The Forwarding an Account screen will be displayed. NOTE: ACCOUNTS CAN ONLY BE FORWARDED TO OTHER M-DCPS ACCOUNTS WITH DADESCHOOLS.NET OR DADE.K12.FL.US SUFFIXES. 9

13 How To Use The System On the Forwarding an Account screen after all technical changes have been completed, Select Continue to Step 2 The Forwarding an Account screen with Step 2 will be displayed. 10

14 How To Use The System On the Forwarding an Account screen with Step 2, Type Your Employee Number Type Your Birth Month/Year using the format mm/yyyy Click Submit The Forwarding an Account screen will be displayed to enter forwarding account information. Type Account to be Forwarded to Re-Type Account to be Forwarded to Click Submit 11

15 How To Use The System A congratulations message will appear stating that a status will be sent to your personal account in approximately two business days. 12

16 How To Use The System Distribution Lists for Principals A generic distribution list can be used when the principal s exact address is unknown. The structure of the generic principal s account will be where #### is the location number. The distribution list will automatically send the appropriate , if addressed correctly, to the principal s personal account. 13

17 Outlook Bar Overview The Outlook Bar, located to the left of the Inbox (default screen), offers a Shortcuts or Folders view. You can switch between the two views by clicking the icons at the top of the Outlook Bar. 14

18 Outlook Bar Shortcuts View Outlook Web Access displays the Shortcuts view of the Outlook Bar. What You See 1. Inbox Where all communications arrive. This is the default window that opens after entering your password Calendar Where daily, weekly, and monthly calendars can be viewed. Scheduling of appointments and tasks are maintained in the Calendar. 3. Contacts Where personal and business addresses, telephone numbers, street, and mailing addresses are maintained. 4. Options Where you can customize your Outlook Web Access with features that can be performed automatically. 5. Logoff This function disconnects your from the Internet, however, it is also important to close the Browser window. 15

19 Outlook Bar Folders View Outlook Web Access displays the Folders view of the Outlook Bar. What You See The Folders view displays personal and public folders. You can expand folders (click +) to view subfolders or collapse them (click -), as necessary. When you click on any folder in the Outlook Bar, its contents will be displayed. 16

20 Inbox Overview Your Inbox is where new messages arrive. You can open, read, edit, forward and reply to messages, move and copy messages to folders, and delete messages from your Inbox. Unread or unopened messages appear in bold type; items that have been opened or read appear in normal type. Inbox Toolbar There are a number of toolbars in Outlook Web Access to help you perform various tasks. Your Inbox, Calendar, Contacts, and Public Folders have their own toolbars with icons specific to their function. What You See New This drop-down menu is available at all times. The options displayed on the icon varies, depending on the window you are working in, as does the list of options that display when you click the down-arrow to the right of the icon. 17

21 Inbox Reply, Reply to all, or Forward Use these functions to respond to a message you are reading or have read. The text of the original message is copied in the message body. You can type your response within or above the sender s original message. 3. Check for New Messages Click this icon to check if you have any new messages. This also refreshes your browser window. 4. Search Use this option to locate a specific message by supplying search criteria information. 18

22 Inbox Move This icon opens the Move/Copy dialog box, which allows you to organize messages or other items in your mailbox. You can move messages from one folder to another, or copy them to a different location. 6. Delete Highlight an item in the main Outlook Web Access screen, such as a contact, appointment, or message, and then click this button. The item will be moved to the Deleted Items folder. 7. Empty Deleted Items This function permanently deletes any item that you have placed in the Deleted Items folder. Once this option is completed, the item cannot be retrieved. 19

23 Inbox Show/Hide Preview Pane Click this icon to activate the Preview Pane which allows you to view a portion of your messages without opening them. 20

24 Inbox Address Book Click this icon to open a dialog box that allows you to search your organization s address list. 10. View Use this drop-down menu to choose how items are displayed on the screen. It allows you to sort messages and contacts by specific characteristics. 11. Help Click this icon for help related to the screen you are working in. 21

25 Inbox Reading an Message What You Do To read an message, Locate Double-click the message you want to read. on the message. The message will be displayed. When you open an message in Outlook Web Access, it is displayed in the Read Message form. Click the printer icon if you wish to print the message. The following basic information is displayed in the Read Message form heading: From Indicates the name (or address) of the sender. To Indicates the name (or address) of the primary recipients. Cc Indicates the name (or address) of the carbon copy (Cc) recipients. Subject Briefly describes the subject of the message. Sent Indicates the date and time the message was sent. 22

26 Inbox Reading an Attachment An attachment is a file that can be created in any program such as Microsoft Word, WordPerfect, or Microsoft Excel and attached to an message. When a message contains an attachment, Outlook Web Access displays a paper clip symbol beside it in the folder listing. When the message is opened, you will see the name of the attached file in the message heading information. What You Do To view an attachment, double-click the attachment file name, located in the message heading information. The attachment will open in a new browser window. To save an attachment, in the open message box, right-click on the attachment and select Save Target As. Select the destination folder. It is suggested that the destination folder reside on your hard drive to reduce your mailbox storage space. 23

27 Inbox Moving a Message What You Do The Move command allows you to organize messages or other items in your mailbox. You can move messages from one folder to another, or copy them to a different location. To move or copy a message to an existing folder, select or open the message you want to move or copy. On the toolbar of the Read Message form, the Move icon. The Move/Copy Item dialog box will be displayed. Select a destination folder, noting the folder name. OK. To cancel the operation, Cancel. 24

28 Inbox Creating a New Folder What You Do In the Folders Outlook Bar, Right-click Select on the folder where you want the new folder you are creating to reside. New Folder. The Create New Folder screen will be displayed. 25

29 Inbox In the Create New Folder dialog box, Type a name for your destination folder. In the Folder contains drop-down menu, Select the appropriate item for your new folder. All mail messages are considered Mail Items. OK. To cancel the operation, Cancel. 26

30 Inbox Replying to or Forwarding a Message What You Do To respond to a message you are reading or have read, in the Read Message form toolbar, the Reply, Reply to all, or Forward icon. When you click Reply, the To field is preaddressed to the sender of the original message. When you click Reply to all, the To and Cc fields are preaddressed to the sender as well as every other recipient of the original message. When you click Forward, you have to fill in all address fields, just as you do when addressing a new message. [Refer to Addressing and Composing a New Message, page 33.] The text of the original message is copied in the message body. You can type your response within or above the sender s original message. Send. Deleting a Message You can delete an individual message from your folders, or you can delete several messages at a time. What You Do To delete an open message, on the Read Message form toolbar, Delete. To delete a message from a folder in the Outlook Bar, Select the message. Delete. To select consecutive messages, on the first and last messages in the series while holding down the SHIFT key. Delete on the Inbox Toolbar with the messages selected. 27

31 Inbox To select non-consecutive messages, Hold down the Ctrl key. on each message you want to delete. Delete on the Inbox Toolbar with the messages selected. Note: All deleted messages are sent to the Deleted Items folder. They are not permanently removed until you empty the Deleted Items folder. 28

32 Creating A New Message Creating a New Message To create a message, open the New Message form from the Inbox on the toolbar. Select New. Office 2000 and Outlook 2000 Users After you select New Message, a message window may display asking you to insert the Office 2000 CD. If this is encountered call OIT, Support Services (0). A new message form will be displayed. 29

33 Creating A New Message What You See Send Click this icon when you have finished your message. 2. Save This function, by default, saves messages in your draft folder. 3. Print Use this icon to print your message. You can route to any printer connected to your PC. 4. Attachment This icon allows you to attach any type of file that is accessible from your computer or through your network. 5. Check Names This feature can match partial names typed in recipient boxes to their corresponding aliases. 6. Importance: High Use this icon to send a message of high importance. 7. Importance: Low Use this icon to send a message of low importance. 8. Options By clicking Options in the message toolbar, you can add features to your messages, replies and forwards. Importance To set message importance for all subsequent messages, in the drop-down menu select Low, Normal or High. The default setting is Normal. Sensitivity To set message sensitivity for all subsequent messages, in the drop-down menu select Normal, Personal, Private or Confidential. The default setting is Normal. Cc To enable or disable the Cc field, select or click to clear the Show Cc check box. The default setting is to always show the Cc field. Bcc To enable or disable the Bcc field, select or click to clear the Show Bcc check box. The default setting is to hide the Bcc field. Bcc recipients receive a copy of the message, but their names do not appear in the list of recipients. Bcc recipients cannot see the names of other Bcc recipients. Message Receipts To request a delivery receipt, select the Tell me when this message has been delivered check box. To request a read receipt, select the Tell me when this message has been read check box. 9. Help Click this icon for help related to the window you are working in. 30

34 Creating A New Message Addressing and Composing a New Message What You Do To address and compose your messages, in the To, Cc, and Bcc fields, Type the names of the recipients. Separate multiple names with semicolons (;). the Check Names icon to verify the recipients names. Outlook Web Access can match partial names typed in recipient boxes to their corresponding aliases, but only if the partial name is unique. If you attempt to send a message to a recipient who cannot be matched, the Check Names dialog box will be displayed. Select Type Type the Change to icon. the correct address from the list of recipients. OK. The addresses selected will now be added directly to your message. Or, the Delete this recipient from the list icon. OK. The Check Names dialog box will close, and the message form will be displayed. a brief subject line in the Subject field. your message in the message body. Send. 31

35 Creating A New Message Find Names What You Do While creating an message, you can search for a recipient in the global address book. on the To field in the new message you are creating. The Find Names screen will be displayed. Type any known information (last name, first, ect.) Find. A list of possible matches will be displayed. Select Click the recipient. Add recipient to To, Cc, or Bcc. Close. The recipient s address will be added directly to the selected field on your e- mail message. 32

36 Creating A New Message Attaching a File In the attachments screen you can attach any type of file that is accessible from your computer or through your network. This utility also allows you to remove attachments previously added to a message. What You Do To attach a file to an message, on the Attachment icon when creating your message, appointment, or contact. The Attachments screen will be displayed. Under Choose a file to attach, Type Repeat the path to the file if you know its exact location, or Browse to navigate to the file if you are not sure of its location. Attach and the file will appear under Current file attachments. these steps for any additional files you want to attach. Close to return to the form you were working in. The file(s) you selected will now appear in the heading, beside Attachments. 33

37 Creating A New Message Removing an Attachment What You Do To remove one or more attachments previously added to a message, on the toolbar, the Attachment icon. The Attachments screen will be displayed.. Select the check boxes beside the files you want to remove under Current file attachments. Remove. Close. 34

38 Creating A New Message Saving a Message You can save a message you want to complete at a later time. This can be done for new messages and for your replies and forwards of other messages. What You Do By default, saved, but not sent messages are stored in your Drafts folder. To save a message, on the toolbar, Click Save. To recall a saved message, click on the Drafts folder in the Outlook Bar, and then double-click the message. Sending a Message When you have finished composing your new message, replying to a message, or forwarding a message, on the message toolbar, Click Send. When the message has been sent, the message screen will close and you will be returned to the folder you were working in. A copy of the message will be stored in your Sent folder. 35

39 Calendar Overview You can create and track appointments in your Outlook Web Access Calendar. You can organize and schedule meetings with co-workers, then update or modify the information (time, location, attendees) as required. When you use your Calendar to keep track of your meetings and appointments, co-workers can check your availability for their own scheduling purposes. In addition, all appointments and meetings can be set as recurring, meaning they occur more than one time, on a regular basis. To open the Calendar, if you have Folders displayed in the Outlook Bar, Calendar. Or, if you have Shortcuts displayed in the Outlook Bar, the Calendar icon. The Calendar screen will be displayed. You can customize Calendar by clicking on buttons on the Calendar toolbar. To view a different day, you can select a date from the month view to the right of your calendar. 36

40 Calendar Calendar Toolbar What You See 1. New Click this option to create a new appointment or to schedule a meeting. 2. Check for new Messages This icon refreshes your calendar screen. 3. Search Use this option to locate a specific message by supplying search criteria information. 4. Delete Use this option to delete appointments or meetings from your calendar. 5. View Reminders Use this option to view the details of a scheduled appointment or meeting. 6. Address Book Use this option to open the Find Names screen and locate contacts in your address list. 7. Today Use this option to Go to Today in the Calendar. 8. Switch to Daily View This option views your calendar in a daily format. 9. Switch to Weekly View This option views your calendar in a weekly format. 10. Switch to Monthly View This option views your calendar in a monthly format. 11. Print Use this icon to print. 12. Help Click this icon for additional help with your calendar options. 37

41 Calendar Creating a New Appointment Appointments are commitments that only you are required to attend. When creating an appointment on your calendar, you can set how that time will appear, such as busy or out of office, when others view your schedule. What You Do To create a new appointment, In Calendar, New on the toolbar. An Appointment screen will be displayed. Type Type In the Subject field, a brief description of the appointment. In the Location field, the place where the appointment will occur. Select the Start time and End time in the drop-down menus. 38

42 Calendar Select In the Show time as drop-down list, how you want your schedule to appear for the duration of the appointment. Your selection (Busy, Tentative, Free, or Out of Office) is what others will see when they view your schedule. Click Save and Close. Additional options are available on the toolbar. You can attach a document, assign high or low importance, set a recurrence interval for the appointment and invite other people to an appointment. This effectively turns your appointment into a meeting request. [Refer to Requesting a Meeting, page 42.] Modifying an Appointment If information about an appointment has changed since it was created, you can modify it. What You Do To modify an appointment, open the appointment on your calendar by doubleclicking on it. To change the subject or location of the appointment, type new text in the appropriate boxes. To change the date and time of the appointment, in the Start Time and End Time drop-down lists, change the start and end time of the new entries. Click Save and Close. Note: It is also possible to drag and drop calendar items. To select an appointment or meeting, drag the item to the new day and time. 39

43 Calendar Requesting a Meeting What You Do To send a meeting request to one or more people, in Calendar, New on the toolbar. An Appointment screen will be displayed. Invite Attendees on the Appointment toolbar. The screen will change to display Invite Attendees options. 40

44 Calendar In the Required and Optional fields, type the names of the people you would like to receive this meeting request. When adding names to your meeting request, you can type in the person s name, or click the Required or Optional buttons. This will open the Find Names dialog box, which allows you to search through your organization s global address list for a specific person. What You Do On the Find Names screen, Type any known information (last name, first, ect.) Find. A list of possible matches will be displayed. Select the recipient. Add recipient to Required or Optional. Close. The recipient s address will be added directly to the selected field on your meeting request. 41

45 Calendar the Availability tab to check the schedule of potential attendees. This will ensure you are choosing a time when everyone is free to attend your meeting. [Refer to Checking the Availability of Attendees, see below.] By default, the Request Responses check box is selected. If you do not want your meeting request recipients to send you their responses, Type Type Select Select to clear this check box. the meeting s topic in the Subject field. the location where the meeting is to be held in the Location field. the appropriate dates and times in the Start Time and End Time drop-down lists. On the toolbar, click the Recurrence button if this meeting is going to take place on a regular basis. in the Show time as drop-down list, how you want your schedule to appear for the duration of the meeting. Your selection (Busy, Tentative, Free, or Out of Office) is what others will see when they view your schedule and the schedules of all attendees. In the message text area, type any message you want to accompany your meeting request. Click Send. Each potential attendee is sent a meeting request, and the new meeting is added to your schedule. Every person who receives your meeting request can choose to accept or decline it. [Refer to Responding to a Meeting Request, page 46.] Checking the Availability of Attendees When creating a meeting request, you can check the schedule of your required and optional attendees in order to determine the best time for your meeting. What You Do To check attendee availability, in the meeting request form, fill in the names of the people you would like to attend your meeting. the Availability tab. 42

46 Calendar The Availability screen will be displayed on the Appointment screen. The availability chart automatically opens to the day of your meeting, with the time of your meeting highlighted. All attendees schedules are displayed on the chart, along with your own schedule. A blue bar beside a name means that that person is busy. If your meeting time intersects a blue bar, it means one or more people will not be able to attend your meeting. To move the meeting time, on the center of the highlighted bar representing the meeting time, and then drag the meeting to a different time. To change only the starting time of the meeting, on the green line representing the start time and drag it to the left (for an earlier start) or right (for a longer meeting). 43

47 Calendar To change only the ending time of the meeting, on the red line representing the end time and drag it to the left (for a shorter meeting) or right (for a longer meeting). When you finish checking availability, Click the Appointment tab to finish filling out your meeting request. Send. This will schedule the meeting on your calendar and send the meeting request to all invited attendees. Responding to a Meeting Request When other people in your group want to invite you to a meeting, they will send you a meeting request. A meeting request arrives in your Inbox. What You Do To respond to a meeting request, open the meeting request in your Inbox by double-clicking the meeting request. 44

48 Calendar The meeting request screen will be displayed. Complete one of the following tasks: Accept to add the meeting to your calendar. Other people looking at your schedule will see that you are busy during the time of the meeting. ing Tentative also adds the meeting to your calendar. However, other people looking at your schedule will see you only have a tentative engagement. Decline and the meeting will not be added to your calendar. A message window will open, addressed to the sender of the meeting request. 45

49 Calendar To add additional recipients to your meeting response, the To and Cc buttons. [Refer to Find Names, page 34.] In the text box, type a message. For example, you can explain why you are or are not attending the meeting. Click Send, or Don t Send Response. Rescheduling a Meeting When you send out meeting requests, that meeting is added to your calendar. It may be necessary to reschedule a meeting after you have already sent out meeting requests. What You Do To reschedule a meeting, open the original meeting request in your calendar by clicking on the meeting you want to reschedule. Make any necessary adjustments to the Required, Optional, Start Time, End Time, or Location fields. If there was a scheduling conflict with one or more attendees, the Availability tab to view everyone s schedule. This will help you find a more convenient time. [Refer to Checking the Availability of Attendees, page 44.] 46

50 Calendar After the rescheduling adjustments have been made on the meeting request screen, Click Send Update. Note: If you cancel a meeting by deleting it from your calendar, Outlook Web Access will ask if you want to notify attendees with a cancellation notice. 47

51 Calendar Recurring Items Many meetings, appointments, and events occur on a regular basis over a period of time. Instead of creating new calendar items for each occurrence, set the item as recurring. Outlook Web Access will automatically schedule the item each time it is to occur. You can only modify meeting requests to recur if you created them. What You Do To set a calendar item as recurring, compose a new appointment or meeting request, or open an item that currently appears on your schedule. the Recurrence icon. The Recurrence pattern screen will be displayed. Select Select Select the Start and End times of the recurring item under Appointment time. how often the appointment or meeting will occur under Recurrence pattern. when you want this recurrence pattern to start and end under Range of recurrence. 48

52 Calendar OK. Save and Close on the calendar item. To delete a recurrence pattern from an appointment or meeting, in Calendar, double-click the appointment or meeting to open it. When prompted by Outlook Web Access, Select Click Open the series. OK. on the Recurrence tab to display the window. Remove Recurrence. Save and Close on the calendar item. 49

53 Contacts Overview Contacts is your personal Address Book and information storage utility for the people you regularly communicate with. Use Contacts to store the address, street address, phone numbers, and any other information that relates to the contact. You can sort or group your contacts by any part of their name, or by other contact information. What You Do To open Contacts, if you have Folders displayed in the Outlook Bar, Contacts. Or, if you have Shortcuts displayed in the Outlook Bar, the Contacts icon. The Contacts screen will be displayed. 50

54 Contacts Creating a New Contact What You Do To create a new contact, in Contacts, on the Outlook Bar, New. In the Contact screen, on the General tab, Type the information you want to include for the contact. Use the drop-down lists to record multiple entries in the , address, and phone number fields. Use the File As drop-down list to determine how the contact will appear among your other contacts. You can display each person by first and last name, by last name first, or by company name. Click Save and Close. In order to see the new contact, you must refresh your browser. 51

55 Contacts Opening a Contact To open a contact, in Contacts, double-click on the contact you want to open. You can now view and edit information on that contact. Deleting a Contact To delete a contact, Select the contact(s) you want to delete. To select multiple contacts, hold down the CTRL key while selecting the contacts to be deleted. Click Delete on the toolbar. Creating a Message from a Contact You can send to a contact while viewing their contact information. To create a message from a contact, open the contact that you want to send a message to. Type Click the Send message to contact icon. The new message form will open, addressed to the contact. your message in the message body. Send. Creating a Personal Distribution List A personal distribution list is a collection of contacts. It provides an easy way to send messages to a group of people. A message sent to this distribution list goes to all recipients listed in the distribution list. Recipients see their own names and the names of all other recipients on the To line of the message instead of seeing the name of the distribution list. You can use distribution lists in messages, meeting requests, and other personal distribution lists. You can easily add and delete names from a distribution list. Lists can not be sent to others or printed. Personal Distribution Lists created in Outlook Web Access can not be imported or exported. Personal distribution lists are stored in your Contacts folder. 52 Page Revised September 2004

56 Contacts To create a personal distribution list, on the Outlook Bar, Select New. Distribution List from the drop-down menu. The distribution list screen will be displayed. Type Type a name for your distribution list in the List Name field. a contact s name in the Add to Distribution List. Add. If more than one match is found, the Check Names window will be displayed. 53

57 Contacts Select the Change to icon. the correct address from the list of recipients. OK. The address selected will now be added directly to your distribution list. Or, Delete this recipient from the list. OK. The Check Names dialog box will close, showing the Distribution List screen. You may repeat this process to add other recipients to your distribution list. Click Save and Close. 54

58 Contacts The Find Names dialog box on the Distribution List screen, allows you to search the directory and add a member of the distribution list. Select Find Names to choose the contact s address in the global address book. A list of possible matches will be displayed. Select the recipient. Add recipient to Distribution List Close. The contact s address will be added to the distribution list. When all names have been added to the distribution list, Click Save and Close. 55

59 Options Overview You can customize Outlook Web Access with features that can be performed automatically, such as telling people you re out of the office whenever they send you a message, or adjusting your appointments to local time while you are traveling. Other custom features include: Out of Office Assistant, Date and Time Formats, Calendar Options, Contact Options, Options, Multimedia, Reminder Options, Password, and Recover Deleted Items. What You Do To open Options, in the Shortcuts Outlook Bar, Options. The Options screen will be displayed. 56

60 Options What You See Out of Office Assistant This option generates automatic replies to you receive while away. Each time you activate the Out of Office Assistant, Outlook Web Access willl only send an automatic reply to someone the first time they send you a message. 57

61 Options Options Select this option to display a notification message or sound to play when new mail arrives. Multimedia Outlook Web Access allows you to send and receive containing audio and video content. To utilize multimedia messaging, you must download the Microsoft Exchange Multimedia control from an Exchange 2000 server. You must also have the necessary audio and video hardware installed on your computer. Date and Time Formats Use the drop-down menus to select your preferred format for various time and date displays. Also, use this section to configure Outlook Web Access for the local time zone. Calendar Options Use the Week begins on drop-down menu to set the day your calendar willl display as the beginning of the week. Use the Day start time and Day end time drop-down menus to set the times Outlook Web Access will display for each business day. Reminder Options Use this option to view or play a sound for reminders for appointments and meetings in your calendar. Contact Options Select the Global Address List to use your organization s address book as the first place to search, such as when you are looking for names in the Find Names dialog box. Select Contacts to use your personal contacts. Password Click Password if you want to change your Windows password. You will be directed to a Web site to perform this option. Recover Deleted Items Use this option to view and recover items recently emptied from your Deleted Items folder. Recovered items will be moved back to the Deleted Items folder. 58

62 Log Off Overview Do not click the [X] button to close your Web browser and Outlook Web Access session. If you close only the Web browser, there is no guarantee that your session is closed. Instead, in the Outlook Shortcut bar, Click the Log Off icon. The Log Off screen will be displayed. Close The following confirmation screen will be displayed. Yes This will log you off of Outlook Web Access. Then shut down your Web browser. 59

63 Maintenance Overview It is critical that you check your at least twice daily, as information distributed on this system will not be duplicated by fax or CICS . There are functions you should perform regularly to file your important messages, delete obsolete messages, and remain within the maximum mailbox storage space limit. Mailbox Storage Limit Your mailbox has been assigned a limit of 30 megabytes (30 MB). When your account reaches 20 MB, a warning message will be sent asking you to reduce the size of your account. At this point, you must decrease the amount of storage space you are using. If you reach the 30 MB limit, you will not be able to receive or send messages. You can view the size of each message from your Inbox screen. 60

64 Maintenance Folders View Your mailbox contains folders with specific functions for handling your messages. These folders include Deleted Items, Drafts, Inbox, Outbox, and Sent Items. All contents in these folders count towards your 30 MB mailbox storage limit. Deleted Items This folder stores messages that you delete from your Inbox, Drafts, and Sent Items folders. You can view deleted messages in the Deleted Items folder. The Deleted Items folder must be cleared at least once a week, which will increase your storage space. The deleted items that are cleared will remain on the ITS delete file for seven days. [Refer to Deleting a Message, page 29.] Drafts This folder stores messages that you want to finish or send at a later time. A message deleted from this folder will be sent to the Deleted Items folder. Inbox This folder stores newly received messages. Delete or file messages to reduce your mailbox storage limit. [Refer to Deleting a Message, page 29 or Moving a Message, page 26.] Outbox This folder stores until it is sent. Page Revised September

65 Maintenance Sent Items This folder stores a copy of each message that has been sent. Delete or file messages to reduce your mailbox storage limit. [Refer to Deleting a Message, page 29 or Moving a Message, page 26.] Add to Favorites You can add this website to your Favorites in Internet Explorer so it will not be necessary to type in the address each time you log on to your District E- Mail. With the Outlook Web Access site open, Select Select Favorites from the menu bar. Add to Favorites from the drop-down menu. The Add Favorite screen will be displayed. Select OK on the Add Favorites screen. The next time you wish to view your District , open Internet Explorer and select the site under Favorites on the menu bar. 62

66 Whom To Call For Assistance If you need additional assistance after reading the instructions in this manual, please call the Office of Information Technology, Support Services at (0). 63

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