Outlook Web Access

Transcription

1 Outlook Web Access A. Accessing the mailbox via the Internet 1. Open your browser Firebox or Internet Explorer 2. In the URL address location box, key mail.asbury.edu for students and mail2.asbury.edu for faculty/staff -- the log in connection box will display 3. Key your User name - it is easiest to use your address here 4. Key your network password 5. Press Enter on the keyboard or click OK -- your mailbox should display. You can access the Public Folders in this manner also. Note: This can be done from anywhere in the world from which you have Internet access. B. Working with the mailbox All items stored on the server on campus are available via the Internet. No one without your password can access these items. Personal folder items, the personal address book, archive folder items, etc. that are stored on the hard drive or the network file space drives are not available. (Names, addresses-- and physical, and phone numbers that are stored in the Contacts folder are available.) 1. The toolbar buttons within the Inbox from left to right are the following: New Message create a new message or click the drop down to create a New Calendar Appointment, Contact, Distribution List, Task, Post in This Folder, Folder Move/Copy item to another folder Delete Message (s) will move selected item(s) to the Deleted Items folder Reply to the sender of the selected item Reply to All for the selected item to another address Forward the selected item to another address Show/Hide the Reading (preview) Pane for the selected message. Click the dropdown arrow to select the location (right, bottom, off)

2 Check for New Messages (will refresh screen and display mail that has arrived since the mailbox was opened. Opens a Search tool for messages in the mailbox Opens the Address Book to search for names in the Asbury College Global Address List or the personal contacts. Note: names must be entered last name, first name for the Global Address List. Opens OWA (Outlook Web Access) Help in a new window Click the drop-down arrow to select the method of sorting and displaying the messages Navigate through the pages of messages First page, Previous Page, Next Page, Last Page Close the connection for Outlook Web Access 2. Composing and sending an message a. Click the New Message button a message form displays b. Key the address on the To: line. If the message is addressed to someone on Asbury College s campus, just key the first and last name. If the message is addressed to someone off campus, key the entire address. c. Key the courtesy copy (Cc ) addressee if desired as well as the blind courtesy copy (Bcc ) d. Key the subject e. Key the message in the large area at the bottom f. Add an attachment if desired 1) Click the Attachments button 2) Click the Browse button a Choose File box displays a) Select the location of the file to be attached in the Look in drop-down box b) Select the file c) Click the Open button the file name will display in the text box to the left of the Browse button 3) Click the Attach button when the upload is completed, the file name will display below in the Current File Attachments box. Note: The check box is to mark attachments you want to remove and not send. Click in the check box and then click Remove button at the right to remove the attachment from the list of attachments. 4) Click the Close button the attachment(s) will be listed on the message form g. Options button provides options for sending your message 1) By default the Cc (courtesy copy) field is displayed in the message (see step c above) 2) Add a Bcc (Blind courtesy copy) field 3) Save message sent in the Sent Items folder

3 h. Message toolbar Send the message Save the message to complete later. Note: Saves to the Drafts folder. Print the message Insert Signature that has been created via the OWA Options Spell Check the message Insert attachments to the message Check Names against the campus global address list. If a name is not found in the global address list, the name will appear in red and the Check Names dialog box will allow you to Delete the recipient from the list or Change to from a list of up to 100 names from which to select. Click OK. Mark the Importance of the message High or Low Provides selections for Importance, Sensitivity, Tracking options including receiving a delivery receipt for the message, and a read receipt for when the message is read. Click the Close button when finished. i. The message can be formatted using the formatting toolbar j. Click the Send message button when the message is completed. 3. Read and respond to messages a. Click the message to be read the message will be displayed in the Reading Pane or double click the message to open it in a separate window. b. Attachments will appear with a document icon and the name of the attachment underlined as a hyperlink,. Click the link from either the Reading Pane or the message window and the attachment will open. c. Right click (Windows only) on any message to select from a context-sensitive menu which includes flagging the message for future action and then marking that action completed

4 d. If the message has been opened in a separate window, You may click the Open the Previous Item OR Next Item (message) on the toolbar to read other messages in the same window without closing the first message. When finished reading, click the (Close) in the upper right corner of the message C. Finding names listed in the Asbury College Global Address list or Contacts folder(s) 1. Click the Address Book button on the Inbox toolbar the Find Names dialog inbox will display. 2. Key any portion of the name or information that you know such as Last Name 3. Click the Find button at the bottom of the form the results of the search will be listed below the form. If you entered a last name, all persons with that last name in the Global Address List will be listed. 4. Click on the name and then click the Properties button to see more details 5. If you desire to send a message to the person selected, click the New Message button at the bottom of the form an message form addressed to the selected person will display. Complete the form and send a described in Section B. D. Working with other mailbox folders Sent Items or Deleted Items. 1. Display the folder list on the left of the window folder in the folders list at the right. This will display the entire list of folders in the Mailbox. Personal folders are not displayed. 2. Click on the folder name, such as Sent Items, and it will open displaying the contents. E. Calendar Click the Calendar icon in the Outlook Bar n the left side of the window to display your calendar. Calendar appointments will display on the calendar as a link. Click the underlined subject of the appointment and the details of the appointment will display in a separate window.

5 1. The Calendar toolbar gives options for the calendar. Compose a new Calendar appointment Click the Today button to move the calendar to today s schedule Change the calendar view from daily to weekly or monthly view 2. Compose a new calendar appointment a. Click the new Calendar appointment toolbar button -- a new appointment form displays. b. Key the details of the appointment subject, location, select the start and end times, reminder, status (busy, tentative, etc.) information about the appointment. Notes about the appointment are entered in the memo area. Note: The appointment toolbar provides access to particular actions: c. To invite attendees to a meeting. 1) Click the Invite Attendees button on the toolbar within the new appointment form a Required, Optional, and Resources line is added to the form. 2) Address the Required line with the name of the meeting invitation recipient as you would a normal message/ 3) Check the free/busy status of the individual(s) by clicking the Availability tab. The person(s) names will display showing whether they were already busy at the selected time. 4) If the person(s) are available, continue on the Appointment tab as normal. d. To set a recurrence pattern for the appointment, click the Recurrence button --- the Recurrence Pattern dialog box will display. 1) Set the recurrence pattern for daily, weekly, monthly, or yearly as desired. Options include the last weekday for each month or year and many others 2) After the recurrence pattern has been selected, close the Recurrent Pattern dialog box by clicking the OK button and continue on the Appointment tab as normal. Note: Recurrences patterns can be changed to existing appointments using the same procedure e. Other options included are Add attachments to the appointment by clicking the Attachments buttons using either the toolbar or the on the form itself

6 High/Low importance by clicking on the toolbar Print the appointment information by clicking on the toolbar f. When the appointment is completed click the Save and Close button on the toolbar or the Send button if persons are being invited to a meeting. F. Contacts --all names, addresses, and addresses stored in the Contacts folder(s) are available. 1. Contacts toolbar Add a new contact Move/copy a contact to a new folder Delete a contact Check for new mail Search for a specific item Open the Find Names dialog box for the Asbury College Global Address List or Contacts 2. View information concerning a Contact. Click a name to display the details of the contact. Can edit the information when the contact form is opened. 3. Add a new Contact b. Add a new contact by clicking the New Contact button on the toolbar in the Contact window a form will display. Complete the form as desired. b. New contact form toolbar Save the contact Print the contact Add attachments to the Contact information Delete the opened contact Display a web map to locate the address of the contact

7 Create an message that is already addressed to the contact by clicking the Send mail to contact button from within the contact form. Open the Find Names dialog box for the Global Address List or Contacts G. Tasks Keeps an e-to-do-list 1. The Task toolbar has similar commands to the Calendar and Contacts folders 2. View information about a task by clicking on a specific task in the task list the task form will display with the task information 3. Add a new Task a. Click the New Task button on the toolbar in the Tasks windows a form will display. Complete the form as desired. b. New Task form toolbar -- the toolbar buttons are similar to new appointment commands Mark the selected Task completed H. Public Folders 1. Asbury College public folders can be accessed through the web access . a. Select the Public Folder button on the left a new window will display b. Click the + to the left of the desired folder in the Public Folders folder list on the left of the Public Folders window the folder list will expand displaying subfolders (continue until you have reached the desired folder level) c. Select the desired folder the contents will display in the main viewing window 2. Public Folders toolbar Create a new Post to a selected Public Folder Note: Public Folder messages are not sent through but are posted to the folder for others to read and respond Delete a selected post Note: Please help keep the folders up-to-date by removing any out-of-date posts that you have created. Select the placement of the Reading (preview Pane in the window. Options include Right, Bottom, Off 3. Add a New Post to folders for which you have permission by using the New Post to Folder button on the toolbar a form will display

8 a. The New Post toolbar is similar to the New Message toolbar You can print, check spelling, add attachments, and set the importance level for the post. b. Complete the form as desired. A Formatting toolbar is also included: c. When finished, click the Post button on the New Post toolbar the posted message will display in the Public Folder window I. Options Out-of-Office Assistant Message Options includes o Display notification/play sound when mail arrives o Signature for messages Reading Pane Options Spelling Options Appearance Date and Time Formats Calendar options define the work week Reminder Options Contact Options Recover Deleted Items