OUTLOOK WEB ACCESS (OWA)

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1 OUTLOOK WEB ACCESS (OWA) Produced by Flinders University Centre for Educational ICT

2 Contents Outlook Web Access (OWA)... 1 Logging into OWA... 2 Customise you view... 3 Changing functions... 3 Searching for people... 3 Options... 4 Creating a new Message... 6 Adding an address... 7 Calendar... 8 Creating an Appointment... 8 Scheduling Assistant Contacts Tasks Flinders University Centre for Educational ICT Last Updated 23/02/2011

3 Outlook Web Access (OWA) While on the go a desktop client is not always the most convenient tool for accessing messages. Exchange Server includes a web browser called Outlook Web Access or OWA. Like Outlook 2007, OWA offers , calendaring contacts and tasks. OWA in Exchange also includes WebReady Document Viewing, which converts documents into HTML. This allows attachments to be viewed even from computers that lack viewers, and ensures that copies of documents are not left on these machines. OWA ensures that, even when away from their desks, users have access to the tools to help make them productive. OWA is designed to work in Internet Explorer (PC) with full functionality. If viewed in other browsers or on MAC's you will get a light version. The differences between the versions is indicated in the below table. Feature Premium Light Spelling Checker Available Not available Reading Pane Available Not available Accessibility for Blind and Low Vision Users Not available Available Notifications and Reminders Available Not available Weekly Calendar Views Available Not available Compose Messages by Using Available Not available HTML Calendar Options Available Day view only Arrange By Available Limited Right-Click Menu Available Not available Drag-and-Drop Available Not available Type-down Search Available Not available Resource Mailbox Management Available Not available Appearance (Color Scheme) Available Not available Flinders University Centre for Educational ICT 1

4 Logging into OWA All details below are based on Internet Explorer on a PC. To access your Flinders account from OWA, type the following address in your Internet Browser: owa.flinders.edu.au Or on the Flinders Home page select Quick links and choose - Exchange You will be prompted for your FAN followed and your FAN password (eg.bpos0001@flinders.edu.au). You can also choose if you are using either a public computer or a private computer. Note: If you choose "Public", you will automatically be logged out of your account after 5 minutes of inactivity. If you choose "Private", that timeframe is extended to 24 hours and it will remember your address. The first time you log into your account you will see the following screen. Choose: English (Australia), and (GMT +09:30) Adelaide from the lists. Click "OK" Flinders University Centre for Educational ICT 2

5 OWA is very similar in appearance to the full Microsoft Office Outlook 2007 application. When logged in you should now see the following window: Customise you view You can customise the placement of the Reading Pane to be either "Right", "Bottom", or "Off" by choosing the reading pane icon and selecting your option. The layout you choose will be applied for future logins. Changing functions Regardless of which function you may be working with, you will always see the function menu in the bottom left corner of the screen. From here you can look at your , calendar, contacts etc. Searching for people You can search the Flinders Global Address List (GAL) directly from the main OWA screen. You can use this tool by either typing in a person's name, part of their name, or by clicking on the telephone book icon to search the entire directory. Once you find the person you are searching for you are given their account information. This contains their address and availability according to their calendar. Flinders University Centre for Educational ICT 3

6 Options There are many options that you can change to affect the way that OWA both looks and feels including different color schemes, various fonts, and multiple languages. To access these options, click the Options link in the top right corner of the screen. From this screen, you can choose from the following options default settings: Regional Settings: Allows you to change Language, and Date/Time formats. 1. Messaging: Allows you to create an Signature, change message format (i.e. HTML, Plain Text), and alter the Reading Pane. Note: To create a signature, type your signature in to the Signature box and format the signature using the options buttons above. You can also automatically include your signature on every message by check the Automatically include box. 2. Spelling: Allows you to change settings for Spell Checking. 3. Calendar Options: Allows you to change settings that affect the way that your calendar is displayed. This is where you set your working days and start/finish times you have meetings. 4. Out of Office Assistant: If you are going to be away from work you can set up Exchange to let people know you're not checking your . This feature is called Out of Office Assistant, and it will automatically send out an to anyone who sends you an . In OWA you can set it up so that there are different messages sent depending on whether or not the senders address is a Flinders address or not. In order to turn on this feature, first choose the Send Out of Office auto-replies option. This enables the message feature and allows you to set a start and finish date and time for the message. You need to place a message in both internal and external boxes. Flinders University Centre for Educational ICT 4

7 5. Rules: This option allows you to set up a rule to automatically run each time you receive or send a message. A common rule is to automatically move messages that you receive from a particular person to a particular folder automatically. In order to create a rule, first choose the Rules option and then click New Rule. You can now choose what type of rule you would like to create. Follow the prompts to create the rule 6. Junk Flinders provides a Junk filter separate from OWA that automatically handles all of your SPAM needs. Please change the Junk option to Do not filter. 7. General Settings: Allows you to set the default address book, change the OWA appearance as well as accessibility options for people who use screen reading software or have low vision. 8. Deleted Items: You can set OWA to automatically remove all deleted items. 9. Mobile Devices: If you sync any mobile devices like a phone or ipad they will be listed here. You can remove devices that you are no longer using. If you forget your device password, you can access it here. If you lose your phone or mobile device, you can initiate a remote device wipe to protect your information. In order to activate this functionality please read your mobile device manual to begin a "partnership" with our Microsoft Exchange Server. 10. About: Provides detailed account information. Flinders University Centre for Educational ICT 5

8 Creating a new Message To create a new message, choose "New > Message" main screen. Note: If you are currently viewing your , then you can also create a new message by simply clicking on the "New" icon itself. You will see the following window: Sends the message Saves the message Attachments Global Address List (GAL) Verify Address with GAL Mark as High Importance Mark as Low Importance Insert Signature Spell Check Options Message Format 1. Send the Message: Once you have typed your message and made any other modifications click here to send the message. 2. Save the Message: If you have begun typing a message, but would like to finish it later, choose this option. You can open the unfinished message from the "Drafts" folder whenever you would like to work on it. 3. Attachments: Allows you to attach files to your message. 4. Global Address List (GAL): This is the list of all Flinders staff and research higher degree student addresses. 5. Verify Address with GAL: If you have typed in a Flinders address from memory or are uncertain about it, you can then choose this option to verify that the address is correct. 6. Mark as High Importance: Choose this option if you consider a message of higher importance than the average message. Flinders University Centre for Educational ICT 6

9 7. Mark as Low Importance: Choose this option if you consider a message of lower importance than the average message. 8. Insert Signature: If you have a preformatted signature then you can insert it by choosing this option. Refer to the Options section. 9. Spell Check: Choose this option to Spell Check your before you send it to the recipient. 10. Options: Choose this option to change options for this one message. 11. Message Format: You can choose either HTML or Plain Text as your format. In most cases you will leave it set at HTML. Plain Text is used mainly for mobile devices. Adding an address When you click the To or Cc button the Address book will open and you will be able to search your personal Contact list or the Global Address list. Choose what list you want to search. In the search box type either their address or their name and click the magnifying Glass symbol to search the list. You will then see the search results. Once you have located the correct address, you can either double-click it and it will be added to the "To" field below or click once on the address and then click the To, Cc or Bcc buttons below. Flinders University Centre for Educational ICT 7

10 Calendar You can use your OWA calendar to keep track of appointments, presentations, classes, and vacations. Click the "Calendar" link on the bottom left corner of the screen. When you first open your calendar you will be in the Day view. You can also choose from Work Week, Week, and Month view settings from the toolbar located at the top of the screen. Creating an Appointment To create an appointment on your calendar, click "New" on the top left of the screen. A window will open where you add details. You should always type a Subject for each appointment as this is what describes what the appointment is for. Likewise you should also include a location if possible for each appointment, Flinders University Centre for Educational ICT 8

11 although it is not required. The only required features are the Start Time and End Time, which signify the beginning and ending of the appointment. Attachments Recurrence Spell Check Invite Attendees Mark as High Importance Mark as Low Importance Choose Color Category Print Choose Format 1. Save and Close: Saves the appointment window to your calendar and closes the window. 2. Attachments: Allows you to attach files to an appointment. 3. Recurrence: Allows you to make a reoccurring appointment. This option has many different choices as shown below. A common recurrence is: weekly for meetings on a Monday. 4. Spell Check: Choose this option to spell check your appointment before you save it to your personal calendar. 5. Invite Attendees: You can choose this option if you would like to invite other people to a particular appointment. This is commonly used when scheduling meetings with individuals or groups. If you choose this option, the Appointment is changed to a Meeting. When you click this option you will see Required, Optional, and Resources as shown below: You can either type in the person's address, or click Required and the Address Flinders University Centre for Educational ICT 9

12 book will appear, therefore allowing you to choose anyone with a Flinders address to invite to your appointment. Note: You can also set a meeting Location. It is recommended you do so, and leave Request a response to this invitation checked. If the person you are inviting to the meeting responds to your invitation then you will get an message back stating their acceptance or decline. 6. Mark as High Importance: Choose this option if you consider a message of higher importance than the average message. 7. Mark as Low Importance: Choose this option if you consider a message of lower importance than the average message. 8. Choose Color Category: This feature is particular useful if you view your calendar in either of the week or month views. You can denote a type of appointment (Example: Personal, Business, Vacation, etc...) a certain color. 9. Print: Click this button to print the appointment that you currently have open. 10. Message Format: You can choose either HTML or Plain Text as your format. In most cases you will leave it set at HTML. Scheduling Assistant If you choose to invite other individuals or a group of people to your appointment, it is helpful to use the Scheduling Assistant tab. From this tab you can view the calendars of people from Flinders, and also change the appointment time on the fly. On this tab you can view when both you and the meeting attendees are currently busy (denoted by a dark blue color). This will assist you in finding a time that is free for everyone. To do this simple click your mouse over the denoted free time or you can choose from the suggested free times in the bottom right of the window. Flinders University Centre for Educational ICT 10

13 Contacts The Contacts folder is your address book and information storage for the people and businesses you want to communicate with. Use the Contacts folder to store multiple address, street address, multiple phone numbers and any other information that relates to the contact, such as a birthday or anniversary date. To create a new Contact, click the New button. In the New Contact window you can fill out any of the available fields, of which you can choose from Profile, Contact, Addresses, Details sections. Note: You are not required to fill out all fields. The First and Last name fields and are required. Flinders University Centre for Educational ICT 11

14 Tasks You perform many tasks in your daily life. In Outlook, a task is an activity that must be completed within a specified period of time and has a current status. The status of a task can be In Progress, Not Started, Waiting on Someone Else, Deferred, or Completed. You have two options when you create a new Task. You can either 1. Simply Type in the Type a New Task dialog box 2. Or you can click New If you choose to just type in the "Type a New Task" box, then you can only title the task, and choose a Due Date. If you would like more options, then by clicking on "New" you will see the following dialog box: Flinders University Centre for Educational ICT 12

15 With this box you can set many options for a given task including: Start Date, Due Date, Date Completed, Status, Priority, etc... Once you have chosen all the desired options, simply click "Save and Close". You can now view the task by clicking on it in the Task view. In order to modify a task that has already been created, view it and choose Edit or double click on the task. Note: You can also forward a task you have in your list to another user by clicking the "Forward" option. Flinders University Centre for Educational ICT 13

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