Microsoft Outlook Web Access Self Help Manual

Transcription

1 The University of the South Pacific Serving the needs of the Cook Islands, Fiji, Kiribati, Marshall Islands, Nauru, Niue, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu USP Information Technology Services Microsoft Outlook Web Access Self Help Manual Emalus Campus Prepared By: Date: IT Services Thursday, November 24, 2011 For: Emalus Campus IT Services Project Team Document Details: Version 1

2 Table of Contents Off Campus... 3 Using Outlook Web App (OWA)... 3 Create New Filters Move & Views... 6 New Specifics... 7 Calendaring Managing Contacts...12 Managing Junk Mail My Mail Options Change Password Setting Vacation Notices Inbox Rules Use the Delivery Reports Tab to Get Delivery Information About Messages Search for Message Delivery Information Search Results Pane General Settings User Self Help Manual Microsoft Outlook Web Access

3 Off Campus To access your Exchange account when you're away from campus Using Outlook Web App (OWA) 1. Point your web browser to imail.usp.ac.fj 2. At the login screen: a. Security: If you are: not using your personal computer, leave the This is a public or shared computer radio button selected. For your security, if you have not sent or received e mail for 30 minutes, you will be disconnected. using your own computer, click the This is a private computer radio button. You will not be disconnected unless your account has been inactive for 24 hours. b. Use Web Access Light: OWA Light offers fewer features, but is more simple and faster to use. Note: If you are using a slow Internet connection or having problems staying connected, you may wish to activate this checkbox. c. In the User name field, enter your USP username. d. In the Password field, enter your USP Domain password. e. Click Log On. User Self Help Manual Microsoft Outlook Web Access

4 Only for the first time when users logon, the additional screen below will be shown where users select their time zone and preferred language. At the login screen: a. Language: University has standardized with UK English b. Time Zone Specific to your campus, please select appropriate time zone User Self Help Manual Microsoft Outlook Web Access

5 Create New To create a new mail or a new meeting request select New and from the drop down menu select your preferable task. Jo Bloggs Jo Bloggs User Self Help Manual Microsoft Outlook Web Access

6 Filters For a specific view of current messages, users are able to filter messages via: 1. s sent 2. s they only copied on 3. Unread s 4. s of high importance 5. s that has attachments Select Filter and select task Move & Views Similarly, Users would be able to: 1. Move selected s through the Move command to a specific folder 2. Select their preferred View of their s. Options are reading panes on the right, at the bottom or browse without a viewing/previewing pane 3. On the View menu, users also have the option of tracking s as conversations User Self Help Manual Microsoft Outlook Web Access

7 New Specifics Creation of s is from the New menu and the users are presented with the screen below. The basic tasks of inputting information on the To, Cc, Subject dialogue boxes along with the Contents of the is very similar to the desktop Outlook version. The new screen allows users to also select how the content is to presented to the recipient. The options are HTML or Plain text The new screen has the following menu on its tools bar: 1. The Save button for the saving of s as draft 2. The Attach File button to include attachments 3. The Address Book button for accessing your address book. User Self Help Manual Microsoft Outlook Web Access

8 4. The Check Names button that will ensure that the typed in address is correct as listed on your address book 5. The Importance High button signals the importance of the 6. The Importance Low button signals the importance of the 7. The Insert Signature button allows user to import a stored signature for the user. Normally users store a personal and professional signature and are selected in alignment to the 8. The self help icon for outlook provides detailed assistance to users with a comprehensive search function that will allow for assistance on specific subjects User Self Help Manual Microsoft Outlook Web Access

9 9. On the Options menu, Users are able to adjust importance and sensitivity of the s. Importantly, users are able to track their s through either a Delivery Receipt (when has been delivered to the users mail box) or a Read Receipt (when the user has read the ). 10. Users are also able to select their menu items depending on its frequent use. Listed below is the default menu bar and users have the option to select other functions that they would like to have on their tool bar. User Self Help Manual Microsoft Outlook Web Access

10 Calendaring To select a new Appointment or New Meeting Request, Users have to select Calendar from the Outlook Menu on the right and select either: 1. Appointment 2. Meeting Request 3. Message For appointments and Meeting Requests, Users need to: 1. Enter appropriate information on the subject and location. 2. Invite other attendees to the meeting via the Invite Attendees button 3. On the Show time as: menu, users need to select their status during the meeting or appointment time 4. On the Reminder: menu, users can vary when they need to be reminded before the actual appointment For users that know their meeting schedule for long periods of time, can repeat their meeting schedules throughout that period. Users have to select the Repeat button. Once selected, users can either choose: 1. Daily 2. Weekly 3. Monthly or 4. Yearly on On specific dates or days in a period User Self Help Manual Microsoft Outlook Web Access

11 Sharing of Calendars Specific to sharing of calendar, users have the option of sharing their calendars with other colleagues for viewing. Users need to select from the Share menu, Share This Calendar Once select Users can then select the users to share with by selecting the To.. option and selecting users from your address book It is also important to note the the share details. It is recommended that users select Free/Busy information only unless sharing with their departmental colleagues or supervisors. User Self Help Manual Microsoft Outlook Web Access

12 Managing Contacts Managing contacts for users comes in three modes. Users can either: 1. Manually create a contact by selecting Contact on the outlook menu located on the right pane and select either a: a. Contact b. Group 2. Select Contact which opens new entry dialogue box for the new contact details. Once entered, users can select Save & Close button To add a group as a contact, users need to select Group from the New menu. On the Group Name dialogue box, users can enter the group name Users can select the Members option to open the address book and users can select group members. Once selected, users can select the Add to Group option to confirm membership to the group. Once completed, users can select Save and Close to confirm selections. An alternate way of adding contacts is to open a correspondence from a sender and select the user with the right mouse button and select the option, Add to Contacts. This will open the contact details page for further input of the details of the sender and the user can select Save and Close after to confirm details. User Self Help Manual Microsoft Outlook Web Access

13 Managing Junk Mail s identified as Junk will be moved automatically to the junk mail folder. Users are encouraged to do the following: Select the Junk E Mail folder and select either one or more s. Select the (s) with your right mouse button and select either: 1. Delete 2. Or through the Junk E Mail options select a. Add sender to blocked senders list b. Add sender to Safe Senders list c. Add Senders Domain to Safe Senders List User Self Help Manual Microsoft Outlook Web Access

14 My Mail Options Change Password From the Options menu, users select Change Your Password The dialogue box below appears and users are to enter their old and their new passwords in the appropriate dialogue boxes. Users then select Save User Self Help Manual Microsoft Outlook Web Access

15 Setting Vacation Notices Users intending on setting up automated replies such vacation notices select the Organize E Mail option. From the menu, users select Automatic Replies. It is important to set the specific dates for the automated responses to ensure closure on a specific date. Below are options for users when using automated replies Section Description Don't send automatic replies Send automatic replies Send replies only during this time period Send a reply once to each sender inside my organization with the following message Send automatic reply messages to External Senders Send replies only to senders in my Contacts list Select this option button to turn off automatic replies. Select this option button to turn on automatic replies. Select this check box and enter a start time and end time to control when automatic replies are sent. If you don't set a time period, you'll be reminded you have automatic replies turned on each time you sign in to your mailbox. Use this box to create a message that will be sent only to senders who are inside your organization Select this check box if you want automatic replies to be sent to senders outside your organization. Select this to limit automatic replies to senders who are in your Contacts folder. Senders who aren't in your Contacts folder won't receive the automatic reply. Reply to all senders outside my Select this to send your reply to all senders outside your organization. organization Send a reply once to each sender If you've selected Send automatic reply messages to External outside my organization with the Senders, enter the reply you want sent in this box. following message User Self Help Manual Microsoft Outlook Web Access

16 Inbox Rules The table below shows users how to use the Inbox Rules tab to automatically perform specific actions on messages as they arrive, based on criteria you select. For example, you can create a rule to automatically move all mail sent to a group you're a member of to a specific folder. To manage rules, click Options > Create an Inbox Rule. Settings New Details Delete Move Up Move Down Refresh On Rule Use this to create a new Inbox rule. Description Highlight a rule, and then click Details to see and edit the rule. Highlight a rule, and then click Delete to delete the rule. Use this to move the selected rule up in the list. Use this to move the selected rule down in the list. Use this to refresh the list of rules. Use the check box next to the rule to turn on a rule (box selected) or turn it off (box not selected). The name of the rule. What else do I need to know? When you create a new rule in Outlook Web App, you may receive a warning that you must first delete some rules that were created in Outlook. Before you delete those rules, you may want to sign in to your account using Outlook and check the rules to see if you want to keep them. Enable any rules you want to keep. User Self Help Manual Microsoft Outlook Web Access

17 Use the Delivery Reports Tab to Get Delivery Information About Messages Use the Delivery Reports tab to search and get delivery information about messages sent by you or sent to you. If you sent a message to five people, for example, you can check the status of the delivery of that message to each person. You can get to the Delivery Reports tab by clicking Options > See All Options > Organize E Mail > Delivery Reports from your e mail. Search for Message Delivery Information You can search for reports on messages you've sent by using the Search for messages I've sent to box. Or, you can use the Search for messages I've received from box to search for delivery information about messages someone has sent to you. Section Search for messages I've sent to Search for messages I've received from Subject Search, Clear Description Leave this box empty if you want to view reports for all sent messages. Click Select users to select recipients from the shared address book or type each recipient's full e mail address, separated by a semi colon or a comma, in the To box. Click OK when you're done adding recipients for the search. You can enter only one address for each search. Click Select a user to choose the message sender's e mail address from the shared address book or type the full e mail address of the sender in the Select box. When you're done selecting, click OK. Refine your search results by typing all or part of the subject line of the message within the quotation marks. Click Search or Clear to start a new search. Search Results Pane This pane shows a list of delivery reports for the messages you selected through your search. Double click an item to see its delivery report. Section Description From, To Subject Sent Time Delivery Report Refresh These columns show the e mail address or display name of the sender or recipient of the message. This column shows the subject line of the message. This column shows the time of the message delivery or the delivery attempt. Click Delivery Report to receive a detailed status for a message you've selected or doubleclick the item. Click the refresh icon to update the delivery status in your search results. User Self Help Manual Microsoft Outlook Web Access

18 General Settings For the above options users are able to: Setting Description E Mail Signature Message Format Message Options Read Receipts Use this setting to create a default e mail signature. Use these settings to set the default format for new messages. Use this section to control what happens when you move or delete an item, to play a sound when a new item arrives, and to automatically empty your Deleted Items folder when you sign out. Use this setting to control how e mail messages you receive for which the sender has requested a read receipt are responded to. Use this setting to control when messages that you view using the reading pane are marked Reading Pane as read. Conversations Use this setting to control how messages are displayed in Conversation view. For every input, users are encouraged to select the Save button User Self Help Manual Microsoft Outlook Web Access