Outlook Web Access Training. Training by CCRSB IT

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1 Outlook Web Access Training Training by CCRSB IT

2 Overview Outlook Web Access - Full vs Light Version Supported Browsers & Operating Systems Launching Outlook Web Access Navigating Outlook Web Access Changing your Password Sending/Receiving Messages Creating an Signature Organizing your Using the Calendar Working with Contacts Using Tasks Adding Outlook Account to Mobile Devices

3 Outlook Web Access - Full Version

4 Outlook Web Access - Light Version

5 Supported Browsers - Windows

6 Supported Browsers - Other Operating Systems

7 Supported Browsers - Mobile Operating Systems

8 Outlook Web App (OWA) - Phones and Tablets

9 Launching Outlook Web Access Start by launching an internet browser (Internet Explorer, Firefox, Google Chrome, etc). Then browse to Additionally you can find a link to this page by going to -> Staff -> Quicklinks -> Outlook Once you get to the login page, as seen below, simply type in your username and password. If you check the box for Private computer the timeout will increase to 8 hours instead of every 15 minutes.

10 Outlook Web Access Overview New Mail Button New Mail Icon Navigation Bar Settings (Gear Icon) User s Name Folder Pane Message Selected View Pane Selected Message (highlighted) Reading Pane

11 Navigating Outlook Web Access Overview Folder Pane - contains shortcuts to folders and locations, as well as a hierarchical list of all folders. Selected View Pane - displays the contents of the selected folder. Reading Pane - displays the contents of the selected message. Settings Menu (Gear Icon) - to change display, layout options, etc

12 Navigation Bar Mail for managing your mail Calendar for managing Calendar People allows you to create groups for sending messages Tasks Current To do list

13 Changing Your Password Click the Gear icon to display additional options Click Change password As pictured on the below

14 Changing Your Password Continued Once on the Change password page, type in your old password and then your new password Please note that Outlook only supports strong passwords: Can t contain your first or last name You cannot reuse an old password 8 characters Must contain 3 of 4 types characters Upper Case Lower Case Numbers Special Characters

15 Receiving New Mail Icon Folder Pane Message Selected View Pane Selected Message (highlighted) Reading Pane

16 Folder Pane Selected Folder Highlighted and shown above Favorites section: add frequently used folders from User s folder below Use Drag and Drop Create and Navigate between folders

17 Selected View Pane The message displayed in the Reading pane is highlighted The check mark indicates the message is being viewed The blue bar indicates unread message The Red X is for Deleting the message The Flag allows you to mark the message for follow up or add it to your tasks. If the Flag is Red then the message has already been added to your tasks.

18 Selected View: Context Menu Right click on any message in this view to reveal the context menu. Options provided: Delete Mark as unread Flag - marks it for follow up or add it to your tasks. Move - move the message to other folder. Ignore - deletes all messages for the selected conversation from all folders except Sent Items. All new items that are part of the selected conversation will also be deleted. Categorize - allows you to assign a colour code to each . Create Rule - allows you to setup rules to automatically move messages to the correct folder based on criteria such as sender, subject, etc.

19 Reading Pane Display Selected Message Subject Sender Recipient Message

20 Compose New Messages 6 5 In Outlook, click in the upper left. A new message form will appear in the reading pane Type in Receipt s address or contact name. Add receipt s address for anyone you would like to carbon copy this message to. Add a Subject line to Add content to the To add an attachment, click Insert (paperclip icon) *Total message size is limited to 35MB including attachments. 6. When finished, click Send

21 Where Did BCC and From Fields Go? By default BCC and From fields are hidden. When composing an and you need either of these fields, you can temporarily enable these fields by: Open the you wish to compose Click ellipsis (3 Dots) to view more options Click Show Bcc or Show From to temporarily enable these fields.

22 Permanently Enable BCC and From Fields To enable these fields by default you can: Click Gear icon, then Options On the Options panel, go to Settings Under heading Message Format Check the box to Always show Bcc and/or Always show From

23 Replying / Forwarding an #2 Select Actions message you plan to respond to #1 Select Message (Highlighted)

24 Replying / Forwarding an (After Selecting Action ) Add the Cc and Subject information if required If you walk away in the middle of an , Draft notice will appear When finished, Click Send Note that you can delete your response by clicking Discard If you need to attach a file use the Insert (Paperclip icon) Type your message in the body of the pane

25 Creating an Signature To enable these fields by default you can: Click Gear icon, then Options On the Options panel, go to Settings Under heading signature create your signature using the text editor If you want your signature to automatically attach itself to all s, check Automatically include my signature on messages I send.

26 Creating New Folders To create new folders: Right Click on the parent folder you would like to add a child folder to (Example below shows right clicking on Inbox folder) Click Create new folder In the text box, type name of new folder and press Enter. (Example below shows a new folder called Outlook Training ) Right Click Click Name Folder and Press Enter

27 Create Inbox Rules To create inbox rules: Click Gear icon, then Options On the Options panel, go to Organize Under heading inbox rules click the plus (+) symbol and then select the option which applies to the rule you want to create

28 Create Inbox Rules Continued Select the type of rule you want to create (In the example below I clicked Create a new rule for arriving messages ) Choose whether or not to stop processing more rules which means if an object gets filtered by this rule it will not get filtered by a second rule. Add a name for the rule and pick a criteria the has to meet and an action to apply to the . Add condition and add action buttons allow you to apply more criteria and more actions to rule Add exception (optional) Click Save

29 My Contacts Overview - Personal Address Book New Contact Button Contacts Menu Bar Edit Contact Delete Contact Personal Address Book Global Address Book Folder Pane Contact List View Pane Selected Contact View Pane

30 Contacts List Options Contacts Menu Bar Contact menu lists options: All People Groups Sort contacts by: First name Last name Company etc. People Search Contact Sort Options

31 Contacts - Global Address Book Selected Contact Personal Address Book Global Address Book Send Schedule a Meeting Add to contacts

32 Add Contact from Global Address Book 1. After you find the Contact you wish to add from the Global Address Book, click Add to contacts. 2. Click Add to contacts a second time. 3. This should popup a template form for your new contact. Add additional info as required or update name fields for your personal address book entry. 4. Once additional info has been click Save to add this contact to your Personal Address Book (My Contacts). This user will automatically be linked to the original contact in the Global Address Book (Directory)

33 Manually Adding Contacts If you wish to add a user who doesn t exist in the CCRSB Directory (Global Address Book) then you will need to manually add them to your Contacts. When on the People page, Click 1. From the pop-up, Click Create contact 2. Fill out New Contact form. Fields consist of: First Name, Last Name, , Phone, Address, Work information, etc. 3. Once the information has been filled out, click Save to add the contact to your Personal Address Book

34 Adding Groups If you want to add a group of users from either the Global Address Book or your Personal Address Book you can do so by Clicking on the People page. 1. From the pop-up, Click Create Group 2. Enter a group name and add member s addresses. If you already have the group member as a contact you can start typing their name and click Search contacts and directory to display a list of options found either in the Global Address Book or your Personal Address Book. 3. Once the information has been filled out, click Save to add the group to your Personal Address Book

35 Calendar Views New Event Button Share Calendar View Selected (Highlighted) Outlook has the following calendar views: Day Work Week Week Month Print Calendar Default Calendar

36 Scheduling a Calendar Event 12) Click Send 11) Add Attachments 1) Name the Event 2) Add Location 3) Add Attendees 4) Add Start/End Time 5) Set Your Status 6) Pick a Calendar 7) Frequency of Event 8) Hide Event Details 9) Add Event Details for Attendees 10) Request Response from Attendees Attachments Added to Event

37 Responding to Event Request Event appears as new message Respond to Request Attachment

38 Reviewing Created Events List of events for that date Event Details Click on date to Highlight Event

39 Tasks - Flagged Messages Not Flagged (Grey) To flag an for follow up, click on the grey flag to turn it red. Flagged Item (Red) To mark a flagged item as complete, click the red flag icon and it will change to a check mark. To change a completed item back to not finished, click the check mark icon and it reverts back to a red flag. To remove the flag, right-click the flag icon and select Clear Flag. Completed (Check Mark) Clear Flag

40 Tasks - Flagged Items Default Follow Up-Date When you flag a message, the current date is automatically assigned as the follow-up date. To set a different follow-up date, right-click the flag icon. Next Week Follow Up-Date

41 Task View New Task Button Edit Task Complete Task Delete Task Completed Task Selected Task (Highlighted)

42 Create New Task 1) Click New Task 7) Click Save 2) Insert Document (Optional) 3) Add Subject 4) Add Due Date 5) Add Additional Details 6) Add Notes

43 Outlook Web App (Android) Open Google Play Store, search for Microsoft Outlook app, install app and open it. Tap Exchange Add address, password and a description for the account. Tap Sign in Outlook Password Account Description

44 Outlook Web App (Android) Continued Read device policy and click Activate if you agree. If your device password doesn t meet requirements the policy will force you to change it. It will also ask you to encrypt your device which is not a requirement at this time. You have now successfully added your CCRSB Outlook account to your Android device.

45 Adding Outlook Account to ios Device Open ios Settings, tap Mail, Contacts, Calendars and then tap Exchange Add address, password and a description for the account. Tap Save

46 Adding Outlook Account to ios Device Continued If your ios devices doesn t meet security requirements, it will get you to set a new device password. ********* Once your device password meets minimum requirements, you can tap the Mail app to open your new CCRSB Outlook .

47 Adding Outlook Account to BB10 Device Swipe down from the top of the device, tap Settings. From the System Settings screen, tap Accounts Tap Advanced Choose Microsoft Exchange ActiveSync

48 Adding Outlook Account to BB10 Device Continued Add Description, Username, Address, Password and Server Address (webmail.ccrsb.ca). Tap Next Leave on what you want to sync and tap Done Your device will require a password with at least 6 characters and contain at least 2 of the 4 (upper case, lower case, number or a special character)

49 Adding Outlook Account to Windows Phone Open Settings, tap + accounts Tap add an account and then choose Exchange Add your full address and your outlook password. Then tap sign in Outlook Password

50 Adding Outlook Account to Windows Phone Continued Your device will require a password with at least 6 characters and contain at least 2 of the 4 (upper case, lower case, number or a special character) Set your new device password and then tap done If your password meets minimum requirements you should see Account Added page. Tap done

51 Adding Outlook Account to Windows Phone Continued You should now see your CCRSB account listed under + Account You can launch your by clicking the Exchange tile You have now successfully added your CCRSB Outlook account to your Windows Phone

52 Additional Resources All listed resources can be found by logging into and going to Outlook on the bottom right hand side of the page. Outlook: Overview: CCRSB Frequently Asked Questions (FAQs): Getting Started with Outlook Web App: Getting Started with Outlook Client: Outlook Web Access Full vs Light: Video Tutorials:

53 Questions?

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