WORKING REMOTELY USING OUTLOOK WEB APP

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1 WORKING REMOTELY USING OUTLOOK WEB APP Allen & Overy LLP TSG:

2 CONTENTS Section Page 1. What is Outlook Web App? When Should it be Used? What is Important to Know? What is New in Outlook Web App? Logging into Outlook Web App Screen Overview Working with Folder Pane Messages Pane Reading Pane Additional Options Setting your Out of Office Assistant Checking Delivery of Messages Working with Conversation View General Important Points to Note Switching off Conversation View Working with the Calendar Signing Out TSG:

3 1. WHAT IS OUTLOOK WEB APP? There are times when you have to use someone else's computer or a public computer to access your and calendar information, for example; at an airport lounge, on a break from a conference, or at an internet cafe. You may not be able to download the ICA Citrix Client software onto a public computer, so you can use Outlook Web App (OWA) instead. OWA allows you to quickly check s, access your calendar and even your contacts, notes and tasks without requiring a download of the ICA Citrix Client software, without Omnia launching automatically, and without a BlackBerry. 1.1 When Should it be Used? (a) (b) (c) If you are on a public PC and unable to download the ICA Citrix Client software. If you wish to simply glance at your s and do not plan to process anything. In the event of a crisis situation you would first be notified if it is necessary to work using this method. It may be necessary if there are a large number of people needing to work remotely at once. If such a situation occurs, details of how to work with documents is set out in Method Two, Section 6.4 of the Using Omnia Remotely With guide. This guide can be found on the Global Intranet under: Global IT Training>Courses and Documentation>A&O Applications>Remote Working 1.2 What is Important to Know? (a) (b) (c) The option on does not enable any filing to the virtual file (whether those received or those you send). You should either arrange to copy any s you send to a colleague and ensure that they file the item into Omnia or file any such items yourself from your Outlook Sent Items on your return to working with full Omnia. If you use the Conversation view, you should familiarise yourself with the way it works so you can be confident that all your s are available. Please click here or see Section 7 below, Working with Conversation View for more information. OWA is available via the option when you log onto For help logging into OWA, please click here or see Section 3 below, Logging into Outlook Web App. 2. WHAT IS NEW IN OUTLOOK WEB APP? There are a number of improvements and new features in Outlook Web App: Conversation View. threads that have a number of replies can often clog up your Inbox and you may find yourself scrolling through hundreds of s with the same subject line to find the you want. Conversation view groups all s with the same message header so that only a single subject line appears with an expandable list of all s in that thread. There is a strong health-warning that you should read before using this feature. Please click here for more information or refer to section 7 below, Working with Conversation View.

4 Favorites. If you have hundreds of folders but only need to access a few regularly, you can store links to them to your Favorites list and access them more quickly. You can also set up links to filters that you can store in Favorites and use again. Filters. You can apply filters from a convenient drop-down menu with common options. At the click of a button you can save favourite filters to your Favorites menu, so you can return to them over and over again. Improved calendar sharing. Outlook Web App now enables you to share your calendars with people inside your organisation. You can view multiple calendars side by side and use this information in the Scheduling Assistant to schedule meetings with internal and external contacts. Delivery Reports. When you've sent a message to a large group of people or you are expecting an important message from someone, you can use the Delivery Reports tab from your Options to track delivery information for messages that you've sent or received. Attach Messages to Messages. You can now attach s to messages rather than just documents, spreadsheets or other files, simply by right-clicking and choosing Forward as Attachment. Recognition of previously-used addresses. The new OWA has improved on previous versions by bringing itself more in line with Outlook. Just as Outlook currently does, OWA remembers addresses you have used and offers a suggested name list as you type, saving you having to enter whole addresses. Multiple browser support. In previous versions of OWA, if you were not using Internet Explorer as your preferred browser, you would be presented with a "light" version of OWA, with greatly decreased functionality. With the new OWA, you will get the same richness and productivity within Internet Explorer 7+, Firefox 3+, and Safari 3+. Please note that if you are using earlier versions of these browsers than those listed above, you will still get a "light" version of OWA. 3. LOGGING INTO OUTLOOK WEB APP For more information on logging into please refer to the Using Omnia Remotely With guide. This guide can be found on the Global Intranet under: Global IT Training>Courses and Documentation>A&O Applications>Remote Working (a) Launch the Internet and enter into your address bar. The A&O Mobile Working site will be displayed as shown in Figure 1 below: Figure TSG:

5 (b) (c) (d) (e) (f) (g) Select your normal home office from the list. Within the Omnia section, click as highlighted in red in Figure 1 above. If you are logging into OWA internally you will be instantly redirected to your . If you are logging into OWA externally you will be directed to the screen shown in Figure 2. Select the appropriate option depending on whether your computer is public or private. Enter your OMNIA User Name. Enter your SecurID code in the PASSCODE field and then your OMNIA Password. Figure 2 How you do this will vary depending on whether you are using a separate SecurID token or the RSA SecurID application installed on your BlackBerry. Please refer to Appendix 1 of the Using Omnia Remotely with guide for more information. This guide can be found on the Global Intranet under: Global IT Training>Courses and Documentation>A&O Applications>Remote Working (h) Click Log On. Outlook Web App will be displayed. 4. SCREEN OVERVIEW The screen has three main work areas as highlighted in Figure 3 below. Please click here or see Section 5 below, Working with for more detail on each of the panes: Figure TSG:

6 5. WORKING WITH 5.1 Folder Pane The Folder Pane consists of three sections: Favorites. This stores links to filters and folders that you have created; speeding up frequent searches and enabling you to locate regularly-used folders more quickly. Favorites will not appear when the calendar or contacts are showing. To add a folder to Favorites, drag the folder up to the Favorites area. To add a filter to Favorites, apply your filter via the options in the Messages Pane and then click the Add Filter to Favorites icon that appears in the filter heading: Your Mailbox. This displays all the folders you normally see in Outlook. This will change when you switch to Calendar or Contacts. You can also add other people's mailboxes by right-clicking on your name in the left navigation bar and choosing Open Other User's Inbox (as shown below). Shortcuts to other Outlook tools. This directs you to your other Outlook tools, such as Calendar and Contacts. The rest of the folder pane will change to display the relevant tools. The displayed between the Mailbox and the Shortcuts areas will minimise the shortcuts to icons, giving your more room to view your mailbox. Figure TSG:

7 5.2 Messages Pane The Messages Pane shows all your s, appointments, contacts or tasks, depending on which tool you are using. The default view for working with your s is Conversation view. For more information, please click here or see Section 7 below, Working with Conversation View. For , the options highlighted in red enable you to: create New messages; Delete messages; Move (or copy) messages as an alternative to dragging and dropping; Filter your s to make locating s faster; or View your s using the Conversations feature or the Reading Pane. The blue Search box allows you to search selected folders for s based on content, sender, recipient or category. The icon opens a panel where you can select these options. Figure Reading Pane The Reading Pane displays the content of messages in an easier to read format. The options highlighted in red in Figure 6 enable you to Reply, Reply All or Forward a message. Actions. Offers a list of options, including: forwarding the message as an attachment; moving the message to a folder; viewing a delivery report for the message; ignoring a conversation; deleting the message. Find Someone (shown here in blue). Enables you to search the Global Address List for a colleague, view their availability for a given date and send them an . Figure 6 Options (shown here in green). Enables you to access tools such as Automatic Replies (Out of Office Assistant) and other settings TSG:

8 6. ADDITIONAL OPTIONS 6.1 Setting your Out of Office Assistant If you leave the office for a holiday but forget to change your Out of Office Assistant, you can use OWA to change it from anywhere with access to the internet. (a) (b) Click Options in the top right-hand corner of the screen. Click Set Automatic Replies... Figure 7 (c) Change your message and any other settings you wish. (d) Click in the bottom right-hand corner. 6.2 Checking Delivery of Messages If you are uncertain whether a message you have sent has been received, or you have sent an to a large group of people and you want to check who has read it, you can check the automatic delivery report for your message. Click Actions in the Reading Pane and choose Open Delivery Report as shown in Figure 8. You can also search for delivery reports for multiple s. For example, if a client has not received an you can search for the Delivery Reports to check whether it has been received. (a) (b) Click Options in the top right-hand corner of the screen and choose See All Options. Click Organise Mail followed by Delivery Reports. Figure TSG:

9 Figure 9 (c) (d) (e) (f) (g) Following the options shown in Figure 9 above, choose the search method you require. To enter a recipient's or sender's name click Select users... Search for their name and then double-click to add it to the Message recipients section at the bottom of the window. Click OK to exit this window followed by Search on the main window. When any s matching your criteria have been found, you can double click the required to open its Delivery Report. 7. WORKING WITH CONVERSATION VIEW 7.1 General In OWA, your s will be grouped by Conversation, meaning that all s with the same message header will be grouped together into an expandable list, which you can then sort, as shown in Figure 10 below. By grouping in this way you will save yourself time currently wasted scrolling through a extensive list. In addition, when a new reply to the thread arrives in your Inbox, the whole conversation is automatically moved to the top of your Inbox, keeping them all together. Figure TSG:

10 If you find yourself in a conversation that you are not interested in, for example, arrangements for a night out, you can right click on the conversation and choose to Ignore Conversation. All s in that Conversation will be deleted, except those in your Sent Items, and any future incoming s will also be deleted. 7.2 Important Points to Note There are a number of important points that you MUST be aware of when using Conversation View. (a) (b) Ignore Conversation should ONLY be used for personal conversations. You should NOT use this option with matter-related conversations as Outlook will delete all incoming s with the same message header. You should file all matter-related s upon your return to the office, or forward them to a colleague to file in your absence. Filed s will be deleted from your Inbox automatically. Conversation view works by grouping all s with the same message header. There are a number of situations, explained below, where you may find either: unrelated s are being grouped together; or related s are not being grouped together. You should not rely on it as a method of organising your , merely as a way of streamlining the display of your Inbox. All matter-related s MUST be filed in Omnia and you should search within Omnia if you need to find an . Here are some situations in which Conversation view will not group as expected: two unrelated s that happen to have the same subject line will be grouped as one conversation; s that have no content in the subject line will be grouped into one conversation; related s where one of the recipients has changed the subject line will be separated into two conversations; Omnia automatically appends the appropriate client-matter number to the end of the subject line when you click Profile on Send. So, if multiple recipients of an reply to and file their replies to different files (or not at all), Omnia will change the matter number that is appended and Conversation view will treat these s as separate conversations. By filing all matter-related s to the same matter as the original , and by not changing the subject line of the original , all s in that thread should be grouped together. 7.3 Switching off Conversation View If, having tried Conversation view, you find that you would prefer not to use it, click the View option on the toolbar in the Message Pane and remove the tick from Use Conversations TSG:

11 8. WORKING WITH THE CALENDAR Figure 11 The calendar in OWA is very similar to that in Outlook and you should immediately be confident organising appointments and meetings. In Figure 11 above, the Folder Pane shows a date picker and your calendar, along with any other calendars you have selected to add (shown in red). By right-clicking on the heading My Calendars, you can add colleagues' or team calendars to your view. This will enable you to compare calendars side-by-side when organising meetings. They will first have to give you permission before you can see any information. Adding another calendar in OWA does not mean that it will automatically be added in Outlook, or vice versa. Right-click on My Calendars, followed by Add Calendar and search for the required calendar: Shown below and in blue in Figure 11 above, are all the tools you need for viewing and navigating your calendar, and creating appointments: TSG:

12 New Delete Go to Today View icons Share View Print Creates a new appointment, meeting request or message Deletes selected appointments Switches the calendar to the current date but stays within the same view Choose between day view, work week view, week view or month view Enables you to share your calendar or add a calendar that has been shared with you Enables you to switch off the reading pane independently of other folders Prints your calendar so you can have a hard copy You can change your calendar settings by clicking Options at the top right of your screen and choosing See All Options, followed by Settings then Calendar. In here, you can adjust calendar appearance, reminders and the processing of meeting requests. In the Regional section you can adjust your time zone. 9. SIGNING OUT When you have finished working in OWA click You will see the following screen: in the top right-hand corner of the screen. Figure 12 To avoid potential security breaches remember to close all browser windows TSG:

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