New LUSD Exchange instructions and tips

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1 New LUSD Exchange instructions and tips Do not use any old mail programs for sending or accessing . All of your is accessible via Use private computer setting to eliminate the Exchange program from timing out. If you choose public computer on the login screen, it will time out after 15 minutes for security reasons. Options: review the options and settings Working with Sending 1. Open a new . In the To: area type in the person s first or full name. If you do not know the exact spelling, type in the first few letters and press ctrl-k on your keyboard. This will bring up a list of all names that are similar. 2. When sending to more than one recipient, separate each name with a semicolon and a space. 3. You may also click on the To: link to bring up the name search window. Type in the recipient s name, part of the name or initials, when the name shows in the list, double click to insert into the . When you are finished, click OK from the lower right side of the window. Deleting 1. Click on the and click on Delete. If you want to delete a group, click on the first , hold the shift key down and click on the last you want to delete. THIS WILL DELETE ALL S THAT ARE HIGHLIGHTED. 2. If you want to choose s to delete that are NOT grouped together, click on the first and hold down the ctrl key (command key on the mac) and click the s you want to delete. This will delete only the s that are selected. Recover deleted items within 2 weeks 1. Go to deleted items 2. Right click on the link and choose recover deleted items 3. Click on the and choose the recover selected icon Junk mail folder: Check the Junk mail folder often. On occasion some s will be delivered in this folder. 1. Open the Junk mail folder. If the sender is not a junk mail item, click once on the and select the not junk from the top of the screen. This will send that into your inbox and the program will remember they are not junk mail. Copy and Paste: 1. To copy a section of text, highlight it and right mouse click, select Copy or ctrl C ( command C on the MAC) 2. Open the item you are pasting to and right click and select Paste or ctrl V (command V on the MAC) Spell Check: To turn on spelling, go to options, see all options, setting, then spelling. Click on automatically check for spelling. This function does not show up in Firefox or Safari. The spell check is already on in those browsers. When a word is misspelled it will show a red squiggly line under the word. To use the spell checker, right mouse click on the word and select the correct spelling. Printing: In order to print an , open the and choose print.

2 Attaching a file: You can attach any kind of file that can be accessed from your computer or through your network to any item you create in your mailbox. 1. In a message, calendar item, or contact, click the attach file icon on the toolbar. 2. In the Attach Files dialog box, type the path of the file you want to attach, or click Browse to locate the file. 3. If you use Browse, highlight the file you want to attach, and then click Open to add it to the attachments list. 4. Click Attach, and the file name will appear in the Attach Files dialog box. 5. To change the file you selected, click Browse, and then locate the file you want. 6. To attach more than one file, click Choose more files in the Attach Files dialog box. 7. To return to the item, click Attach to attach the selected files or click Cancel to return to the item without attaching the files. 8. DO not use the send to from within the Office program. To embed a picture in a message: To add a picture to the body of a message, click Insert Picture on the message toolbar and search for the picture you want to add to your message. Double-click the picture to add it to your message. You can change the size of the picture by clicking the handles at the edges and dragging them in or out. How do I remove an attachment? 1. Open the item, and then click the attachment you want to remove. 2. Press DELETE on the keyboard to remove the attachment. How do I open an attachment? When an item includes an attachment, a paper clip icon is shown next to the item in the list window. 1. Click the attachment file name located in the message heading information. You have the option to open the attachment using the appropriate application or save the attachment to disk. 2. You can also use Open as Web Page to open the attachment using your Web browser. 3. Choose save as to save the attachment on your computer. 4. Browse for the location/folder to save in. Sending from a webpage link: There are times when on the Internet the need to send someone an via a web-link. This is also referred to as the Mailto option In Exchange you will need to use the copy and paste method. 1. In the browser window find the link 2. Right click the name or the actual address, click copy or copy address 3. Open a new message in Outlook Exchange and right click on the To: area choose paste to paste the address link into the 4. Compose your and choose send Search for items: If you want to search for a specific item or person, enter the information in the search box. You may also specify the search criteria but using the drop down arrow to choose where to search. View options: Arrange by link: date, from, Conversation: this arranges all s by conversation/subject area

3 Organizing in folders: To organize your s like you do in your document folder: 1. Right click the inbox and choose new folder. 2. Name the new folder. 3. Drag messages to the folder for organizing or choose move to from inside the message. 4. To view all of your folders click the triangle next to the inbox to display the folder list. 5. Create rules for s semi-advanced Contacts How do I add a contact? 1. Click on the Contact icon 2. Click on the down arrow next to the word New (at the top of the page) 3. Choose New Contact 4. Fill in the contact information 5. Click Save and close How do I add a contact from an existing ? 1. Right click on the senders name/ from within the 2. Choose Add to Contacts 3. Fill in the person s information 4. Click on Save and close How do I arrange contacts? To arrange your contacts, click Arrange by on the sorting toolbar, and then select one of the following options: First name, Last name, Company, File as, Department, Flag Due Date Flag Start Date How do I create a group or distribution list? 1. In the Navigation Pane, click Contacts. 2. In Contacts, on the toolbar, click the arrow to the right side of the New button. 3. Click Group. 4. In the new group window, enter the information you want to include for the group. 1. Group Name is the display name for the group. 2. Members, let you enter the members you want in your group. See below for details about adding members to a group. 3. Notes is where you can add information about the group. 5. Add members by clicking Members. Locate the entry you're looking for in the Address Book, add it to the list of members you want to add by selecting the name and then clicking Members. 6. Click OK to return to your group. 7. Click on Add to Group 8. Click Save and Close

4 Calendar Create an event: 1. Click on the New link and choose new Appointment or double click on the calendar. 2. Fill in the information for the event 3. Click Save and Close Manage your categories You can create new categories and delete unwanted categories by opening the categories menu (right-click the category bar in the list view, or click the category icon on an open item) and selecting Manage Categories. You can't modify the names of categories. But you can change the color of any category and add or delete categories by opening any item. Create more than one calendar You can create more than one calendar in Outlook live. 1. Click on Calendar from the Navigation pane 2. Right click on the My Calendars 3. Choose new Calendar 4. Name your new calendar 5. You may view one or all of your calendars by placing a check in the box next to the calendar. This separate calendar function may be good many areas including Special Ed or grade level How do I share my calendar? 1. In Outlook Web App, click Calendar in the Navigation Pane. 2. Click Share in the Calendar toolbar. 3. Click Share This Calendar and the name of the calendar that you want to share. 4. Enter the names of the people you want to share your calendar with on the To line, the way you would address a message. 5. Under Share, click one of the following buttons to set how much information you want to share: Free/busy information Shares only free/busy information. Free/busy information including subject and location Shares free/busy information, as well as the subject and location of calendar items. All information Lets the recipient see your free/busy information, subject, location, and other calendar details. 6. If you want to automatically request permission to view the recipient's Calendar folder, select I want to request permission to view the recipient's Calendar folder. 7. Add any information you want to the body of the request, as you would with any other message. 8. Click Send to send your request.

5 How do I create a task? Tasks 1. In the Navigation Pane, click Tasks. 2. In Tasks, on the toolbar, click New. 3. Enter a subject and any other properties that you want to include. Only a subject is required. 4. If you want the task to recur, click Repetition. In the Repetition dialog box, under Repeat Pattern, set the repetition pattern for the task, and then click OK. 5. Click Save and Close or press CTRL+S before closing the task form browser window. How do I forward a task? 1. In the Navigation Pane, click Tasks. 2. Highlight the task you want to forward. 3. Click Forward on the toolbar. This opens a new message form with the task added as an attachment. 4. In the To box, type the names of the recipients or click To and find the recipient s name 5. Click Send or press ALT+S. Forwarding a task to someone isn't the same as assigning it to them. You can't The Navigation Pane, located next to the main window, gives you one-click access to all the folders in your mailbox. Mail Gives you access to all the folders in your mailbox (Favorites, Deleted Items, Calendar, Contacts, Drafts, Inbox, Junk , Notes, Outbox, Sent Items, and Tasks) and any personal folders you've created. It also lets you manage the contents of your mailbox by creating, renaming, moving, or deleting folders. Calendar Lets you navigate your calendar and create additional calendar folders. Contacts Lets you view and work with your contacts. The options in Contacts also let you create additional contact folders and select which contacts to display. Tasks Lets you view and work with your tasks. The options in Tasks also let you create additional task folders and select which tasks to display.

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