OUTLOOK WEB APP (OWA) 2010 QUICK REFERENCE GUIDE

Transcription

1 This guide is designed to provide an overview on how to use the new features available in Outlook Web App (OWA) CONTENTS 1 The Basics Accessing OWA Signing Out At a Glance General Settings Mail Inbox Message Options Out of Office Assistant Open Another Mailbox Calendar Open Another Calendar Side-by-Side Calendar View Meeting Requests Contacts Lookup User Information Viewing Contacts Groups or Distribution Lists Other New Features & Tips The Basics The new version of Outlook Web App (OWA) 2010 more closely resembles and operates like the full version of Microsoft Outlook. It is also compatible with Safari and Firefox. 1.1 Accessing OWA 1. Go to 2. Select Use the Light Version of Outlook Web App if one or more of the following applies if you: Use Internet Explorer 6 Have a slow internet connection Are blind or have low vision 3. Enter your Partners User Name and Password. 4. Click Sign in. 1.2 Signing Out When you are finished with your session, click the sign out button located in the upper rightcorner of your screen. To protect your account from unauthorized access, Outlook Web App automatically closes its connection to your mailbox after a period of inactivity of 15 minutes. If your session ends, refresh your browser, and then log on again. Partners HealthCare System, Inc. Page 1 of 6 October 2011

2 1.3 At a Glance When you first log on, you will see your mailbox, which contains three sections: Navigation Pane Access your Inbox, Calendar, Contacts, and Tasks. Message Pane View your messages. Reading Pane Read your messages. 1.4 General Settings The tools below are available on most pages within OWA. 1. Larger toolbar icons allow easier access to common functions. 2. Refresh checks for new messages (This option is not available from Calendar view). 3. Find Someone searches for users in the Global Address List (GAL). 4. Sign Out. 5. Click on your name to open another user s or departmental mailbox (if given permission). 6. Options are now located on the top-right corner of the screen and is where you can Set Automatic Replies (out-of-office assistant) and create rules. Partners HealthCare System, Inc. Page 2 of 6 October 2011

3 2 Mail 2.1 Inbox The Inbox contains features to help you organize and manage messages. 1. Favorites Area Your Favorite Folders from Outlook are displayed, offering quick access to folders you frequently use. To add a folder to your Favorites, right-click on a folder and select Add to Favorites. 2. Mailbox Size To view how much of your mailbox space is used, hover over your name. A tip box will display with your mailbox usage. 3. Move Select messages using the check boxes, and then click Move to transfer messages to a folder. Outlook retains a list of folders previously used (called AutoComplete Folder List) to make filing messages faster. 4. Filter Quickly filter your Mailbox to display specific items. 5. View Click View to adjust your Reading Pane settings. You can also turn Conversation View on or off. This view groups all replies with their original message, creating a single conversation or thread. When you open a message in a conversation, all of the messages with the same subject are stacked on top of each other. This makes it easier to understand the context of a message without having to go through numerous separate messages in your Inbox. 6. Search You can quickly search your entire Mailbox, including subfolders. Simply type in a key word and click enter or the magnifying glass. Click the drop-down menu or chevrons for additional options. 7. Select Messages Use the check boxes to perform bulk actions, such as moving or deleting. 8. Categories Use categories to organize items in your Inbox, Calendar, Contacts, and Tasks. You can edit the category colors and names to suit your needs. 9. Message Options Options for replying and forwarding are now displayed directly within the message. Click on the Actions menu to Forward as an Attachment. This is helpful if you receive a suspicious message that you need to forward to Information Systems to Investigate. Partners HealthCare System, Inc. Page 3 of 6 October 2011

4 2.2 Message Options OUTLOOK WEB APP (OWA) 2010 QUICK REFERENCE GUIDE 1. Auto-Complete As you begin to address a message, Outlook recognizes recently-used names and displays matches from a list. When you see the name you want to use, simply click on it. 2. Picture Insert a picture (HTML only). 3. Options Click Options to add Bcc/From fields and request delivery/read receipts. 4. Text Format Use the drop-down menu to choose between HTML or Plain Text format. 5. Options Use enhanced formatting options to write your message (HTML only). 6. Formatting Options Click to add formatting options to the toolbar, such as undo/redo and paragraph alignment (HTML only). 2.3 Out of Office Assistant OWA 2010 features an enhanced Out of Office Assistant that allows you to set different message for internal and external recipients. You can also schedule start and end times for your Out of Office messages. To set your Out of Office message: 1. On the upper-right of your screen, click Options > Set Automatic Replies 2. Choose Send automatic replies and type in your message in the message field. a. Check Send replies only during this period to send your message only for a specific period of time. Enter the start and end times. 3. Scroll down and you will see an option to send messages to people outside of Partners. Complete your external message. 4. Click Save at the bottom of the screen. 5. To return to your Inbox, click My Mail in the upper-right of the screen. Partners HealthCare System, Inc. Page 4 of 6 October 2011

5 If you log on to OWA when your Out Of Office message is still active, you will receive a notification that automatic replies are on. When sending a message or meeting request to someone who is out of the office, their Out of Office reply will display. It may take a few moments for this banner to appear. If you do not see a message, but an Information icon appears, click on it to view the Out of Office message. 2.4 Open Another Mailbox You can open a department mailbox or another person s mailbox if you were granted access. To do so, click on your name in the upper-right corner of the screen. Then, type in the mailbox name and click Open. 3.1 Open Another Calendar 3 Calendar You can open a department or another person s calendar if you were granted access. Click on Calendar in the Navigation Pane, and then click the arrow next to People s Calendars. The calendars you have access to will display below. Click on the checkbox to view the calendar. 3.2 Side-by-Side Calendar View You can view more than one calendar at a time, making it easier to compare schedules. Simply check the calendars that you want to view. 3.3 Meeting Requests When you receive a meeting request, Outlook will notify you if you have appointments preceding or following the request. Click on View the appointments to see adjacent items. Partners HealthCare System, Inc. Page 5 of 6 October 2011

6 4.1 Lookup User Information 4 Contacts In addition to seeing contact information for an individual (such as phone number and address), you can also see their scheduling availability. To view someone s information, perform one of the following actions: Open the address book and type in his/her name Click Find Someone and type the name Double-click on his/her name in a message 4.2 View Contacts OUTLOOK WEB APP (OWA) 2010 QUICK REFERENCE GUIDE Click on Contacts in the Navigation Pane to view all of your contacts in a single pane. You can filter the contacts to display People, Groups (distribution lists), or both. You can also quickly search for a contact by typing his/her name in the Search Contacts field. 4.2 Groups or Distribution Lists Personal distribution lists are also known as Groups. To create a new Group: 1. Go to Contacts. 2. Click on the drop-down menu to the right of the New button. 3. Select Group. 4. Enter the Group Name and select members. 5. Click Save and Close. 5 Other New Features & Tips Personal Folders are not available using Outlook Web App. Best practice is to immediately sign out and close your browser when you finish your Outlook session. If you are using a laptop or other mobile device to check your , PHS requires full disk encryption. This is to comply with federal and state regulations. Outlook Web App is optimized to work with Safari and Firefox web browsers. Your setting changes stay with the application. If you change your theme or create Favorite Folders, they will be available to you if you log on using a different computer. The light version of Outlook Web App includes fewer features and provides a faster experience for slow connections. The light version of Outlook Web App is optimized to support users who are blind or have low vision, and supports older Web browsers. Partners HealthCare System, Inc. Page 6 of 6 October 2011