Using Outlook web access.

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1 Pages: 1 of 10 Using Outlook web access. Introduction...2 Accessing Webmail...2 Client Options...2 Premium Client Features...3 Initial Screen Premium Client...3 Similarities to Outlook Client...4 Inbox Folder...4 Preview Pane...4 Filtering...4 Composing Messages...4 Spell Check...5 Fonts and Colours...5 Addressing Messages...5 Attachments...5 Calendar Folder...6 Appointment Reminders...6 Junk Folder...6 Signature...7 Basic Client Features...7 Initial Screen Basic Client...7 Inbox Folder...8 Filtering...8 Composing Messages...8 Calendar Folder...8 Junk Folder...8 How to use Outlook Web Access on a Windows XP SP2-based computer.9

2 Pages: 2 of 10 Introduction Outlook web access allows PCC staff to access their work via any internet connection. It can provide many benefits to staff however it must be used with caution as PCC data will be accessed outside PCC. This document shows how to access webmail and use some of its features. At the end, it details the steps that need to be taken to ensure that PCC data is not stored on PCs outside of the council. Accessing Webmail Start your web browser (IE, etc.) and type the following link into the address bar: (NB: Note the s in the https). You will be notified that you are accessing a secure server. Left-Click OK, and you will be presented with the following login screen. In the User Name field enter your Domain\User Name. For all users this will be PLYMCC\User Name. The user name and password will be the same used every time you login to your work computer. Client Options

3 Pages: 3 of 10 If you are using Internet Explorer you will be given the Client options of Premium or Basic. Premium is a more robust Outlook-like environment and will be discussed first. Basic loads quickly, and is best used if you are connecting over a slow link, but does not offer the advanced features such as drag and drop or the Preview Pane. It is the default you will get if you use a browser other than Internet Explorer (IE), and in that case, you will not see the Client option. Premium Client Features Initial Screen Premium Client The initial screen that appears is similar to Microsoft Outlook. Your initial view is the contents of the Inbox. The left side pane is broken into Folders and then specific folder categories. Folders offer the familiar Folder List option from Outlook, and all of the functions are the same. The Options shortcut offers features normally available by selecting Tools, Options in the Outlook client. Public Folders will launch a separate window using a more primitive form of outlook. You will not be able to drag and drop from this other window, and most of the Outlook type features will not work. Left-Clicking Log Off, in the upper right of the screen, will exit Webmail and log you off of the system.

4 Pages: 4 of 10 Similarities to Outlook Client The Contacts, Deleted Items, Drafts, Journal, Notes, Outbox, Sent Items, and Tasks folders operate the same as the Outlook client Inbox Folder Most of the Inbox is identical to the Outlook client, so here we will only mention the differences. Preview Pane The preview pane automatically loads with the premium version of Webmail. It is visible in the initial screen picture shown previously. Left-Click the Preview icon to see your options. You can choose to have it display to the right, bottom, or not at all. Filtering The Inbox (Messages) drop down menu above the toolbar (shown in picture above) is used to change or filter what messages appear in the inbox. For example, you can use it to show only unread messages. These filters do not delete mail. They will just temporarily hide them. These options are also available on the View menu in the Outlook client. The default setting for this is Messages, and this setting will show all the s in the current folder. This setting will be saved if you log out and log back in. Composing Messages When you click the new button for a new message, these are the only differences between this and the Outlook client. The following sections are available when composing a message.

5 Pages: 5 of 10 Spell Check Spell Check has now been added to this version of Outlook Web Access. The icon is identical to the Outlook client. Fonts and Colours By Left-Clicking the button to the left of the font setting you will open a Font window that allows you choose from all the fonts installed on the computer. The drop down list to the right of the has 5 standard fonts. Next to those is another A with a red line underneath it. Left-Clicking it will reveal a palette for choosing a font colour. (Please refer to the Communications Toolkit that is stored in the Intranet Document Library, for more information on the correct style to be use for corporate s.) Addressing Messages If you Left-Click To, CC, or BCC a Find Names dialogue box will appear (shown to the right). Unlike the previous version, you can choose between the Global Address List and Contacts at the top of this form. Type in any information you know about your intended recipient. The more information you put in the fewer matches it will find. Once it has found the recipient, Left-Click the recipient, and then Left-Click To, CC, or BCC. Once you are finished adding names, Left-Click Close to return to the message. If you search by one of the other fields such as Department you will end up with a list of everyone in that Department. Attachments The paper clip icon launches this dialogue window that allows you to Browse to the file you want to attach and then Attach the file. Attached files are shown in the white box at the bottom of the page. To remove any of them, Left-Click the check box next to the name and then Left-Click Remove.

6 Pages: 6 of 10 Calendar Folder The Calendar itself is identical to the Outlook client. The only difference is how reminders appear in the web client. Appointment Reminders When you enter the Outlook Web client, any Reminders you assigned for Appointments will appear in a popup window. Here you can choose to Dismiss All which will close all the reminders or you can choose Open Item to open the highlighted appointment and actually review it. Choosing Dismiss will dismiss the highlighted. Choosing Snooze allows you to choose a length of time for the reminder to go away before reappearing. If you select Close, the reminders will remain at the bottom left of the screen for this session but will reappear as a popup the next time you login. Junk Folder The Junk can be used to filter s from unsolicited senders. To use this option follow these steps: Left-Click the Options button from the list at the left-hand side of the screen. Check the Filter Junk Box. Left-Click the Manage Junk Lists button. From the View or Modify list select Blocked Senders. These will be the people (specific addresses) or domains(such that you wish to filter our of your Inbox. o Safe Senders are specific address exceptions to the blocked domains. o Safe Recipients are receivers that you do not wish to have filtered. For example, Group listings such as the groups on the Global list. Left-Click Add. Type in an address or domain you wish to block.

7 Pages: 7 of 10 Left-Click OK twice. At the top of the Options window, Left-Click Save and Close. Most of the junk mail will be filtered out by our server. Signature You will have to set up your signature again in this system. This is done by selecting the edit signature buttons in Options. Another window will open up, which will allow you to create a signature. (NB. You can copy and paste your current signature into this box, if you copy it from one of the messages in your sent box). Basic Client Features The basic version is what non-internet Explorer 5.0 or later users will automatically see. It is also much faster to load this version of the client. If you have a slow connection, or just want to quickly view , choose this version by clicking on Basic Client before logging in. Initial Screen Basic Client The initial screen that appears is similar to Microsoft Outlook. You begin in the Inbox. Folders offers the familiar Folder List option from Outlook, but comes up to right hand side of the screen when

8 Pages: 8 of 10 you Left-Click Folders. The rest of the links work the same as the Shortcuts bar on the Outlook bar in the Outlook client. Guidance for those can be found in the Beginning Outlook training located at: Introduction to Outlook 2000 and Windows XP Pro and Outlook 2003 Upgrade Workshop. The Options shortcut offers features normally available by selecting Tools, Options in the Outlook Client. One very important thing to mention is that drag and drop does not exist. You must use the icons at the top of the bars to move or copy any items between folders. To do this simply Check the item(s) before Left-Clicking the corresponding function. Most of the similarities are exactly the same between the Premium and Basic versions. Use the same references for guidance listed above. Left Clicking Log Off at the bottom of the left hand list will exit Webmail and log you off of the system. Inbox Folder Most of the Inbox is identical to the Client, so here we will only mention the differences. The Preview Pane does not exist. Filtering The view tab on the toolbar is used to change or filter what messages appear in the inbox. For example, you can use it to show just those that are unread. These filters do not delete mail. They will just temporarily hide them. These options are also available on the View menu in the Outlook client. Composing Messages Spell Check does not exist. Text is treated as plain text without special fonts or colours. Addressing works exactly as in the Premium version, but you only have the Global address list. Attachments work exactly the same as they do in the Premium version. Calendar Folder The Calendar itself is similar to the Outlook client. One difference is Double Left Click features do not work. To create a new appointment you must click New. Also reminders appear exactly the same as they do in the Premium version. Junk Folder The Junk can be used to trap s from unsolicited senders. To use this option follow these steps:

9 Pages: 9 of 10 Left Click Options from the list at the left hand side of the screen. Check the Filter Junk box. Left-Click the Manage Junk Lists button. The next page is broken up into three sections: o Blocked Senders will be the people(specific addresses) or domains(such that you wish to filter our of your Inbox. o Safe Senders are specific address exceptions to the blocked domains. o Safe Recipients are receivers that you do not wish to have filtered. For example, Group listings such as the groups on the Global list. Left-Click Add for the Blocked Senders. Type in an address or domain you wish to block. Left-Click OK. At the top of the window, Left-Click Save and Close. How to use Outlook Web Access on a Windows XP SP2- based computer To connect to Outlook Web Access on a Windows XP SP2-based computer, you must use one of the following methods. Method 1 - In Internet Explorer, add the URL for the Outlook Web Access Web site to the Allowed Sites list for the Pop-up Blocker. We recommend this action. To do this, follow these steps: 1. On the Tools menu, click Pop-up Blocker, and then click Pop-up Blocker Settings. 2. In the Address of Web site to allow box, type the URL of the Outlook Web Access Web site. 3. Click Add, and then click Close. Note: We recommend that you use Method 1 because it enables the Pop-up Blocker to continue to function on other Web sites. Method 2 - You can select the Basic client instead of the Premium client when you log on with Forms-Based Authentication. Note: If you do not have sufficient permissions to use Method 1, we recommend that you use Method 2. (For example, you may not have sufficient permissions to use Method 1 if you are using a kiosk computer.)

10 Pages: 10 of 10 Method 3 - You can lower the Filter level. This enables some pop-up advertisements to appear, but some Outlook Web Access functionality may no longer work as expected. Additionally, you can turn off the Pop-up Blocker in Internet Explorer. However, we do not recommend this action as it can lead to your computer being infected with malware.

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