Outlook Web Access. UF Exchange

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1 Outlook Web Access UF Exchange 1

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3 Contents Outlook Web Access Logging In... 4 Outlook Web Access Interface... 5 Reading Pane... 7 New Mail Message... 8 Using the New Button in Outlook... 8 Contacts... 9 Distribution List... 9 Outlook Web Access Calendar New Calendar Appointment Categories Recurring Appointments Schedule Meetings Scheduling Assistant Options Diane Millican Training Specialist Information Technology Center Health Science Center PO Box dmillic@ufl.edu Gainesville, FL

4 Outlook Web Access 2007 Logging In To sign-on to UF Exchange, click Outlook Web Access at and use your GatorLink username and password to sign in. When logging into Outlook Web Access, start by making two choices. First, are you at a private or trusted computer? That would be the computer at your desk at work for example. Then you would check the Private checkbox and Outlook will remember that you are working from a trusted computer and will keep you logged in. If you are signing in from any other computers, such as the library, you would choose Public. That way if you should walk away the computer will automatically log you off so no one else would have access to your Outlook account. The second choice is Web Access Light. Light is a faster program, but has a few less options. This choice is good if you are using alternate browsers such as Firefox or Safari or older browsers. Another reason to use Light would be if you are looking for higher security while using a public computer and/or increased accessibility. UF has provided some help and How Tos on the page. Under Mobile Devices you can get info you need to set up a cell phone to receive your . Under Getting Help there are Q and A s and Tutorials as well as an area for New Exchange Users. Also, Microsoft has a video to watch about Outlook Web Access. The video allows you to stop and rewind and play over and can be located at: 4

5 Outlook Web Access Interface This is the interface for Outlook Web Access. On the left is the Navigation Pane. This shows your folders and the buttons to move between the section of Outlook and the other sections such as the Calendar. By clicking on the dots in the small gray bar at the top you can switch from the large buttons to smaller icons. By right clicking your mailbox folder (the first item with your name) you can create new folders for organizing your s. Once you have new folders created you can add s to the new folders by clicking and dragging them to the new folders. To move multiple items click on one and use CTRL + click to choose a non contiguous item. Or you can click on one and use Shift +click to choose multiple items that are all together. You can change the way your s are sorted. You can sort by Date or by the person that sent the . If you see the words Arrange by, by click on the drop down to change the sort criteria. If you can see From, Subject, Received across the top of your list you can click on any one of those to create the sort. 5

6 All of the items in Outlook Web Access can be categorized (color coded). You can create your own categories so items will be easily recognized. To set a category in a received , right click on the small rectangle to get the list of categories. Click on Manage Categories to change the name or create new categories. A. B. C. D. E. F. G. H. I. A. New a. Create new Outlook items b. When in the section clicking the New button will open a new message c. Use the dropdown to create a different New item (ie: calendar appointment) B. Reading Pane a. The reading pane allows you to see the contents of and without opening it b. The reading pane can be on the right side on the bottom or turned off C. Multiple lines a. Switches between one line in the list of s or showing the list on two lines D. Delete selected items E. Move or Copy selected items to a different folder F. Check Mail a. Outlook Web Access is in real time and shows your s as they come in, there is no real need to click on the check mail button G. Reply a. Reply back to the sender of the selected H. Reply to All a. If the was sent to multiple recipients this button will send the reply to all of the recipients. Use this with care. I. Forward a. Forward the to a new recipient 6

7 Reading Pane When looking at the list of s, the default view is just a list of incoming s. However you can change the view by adding a Reading Pane. The Reading pane can be off, it can be on the right or it can be on the bottom of the page. The Reading pane allows you to see the contents of an without having to open the message. Reading pane on the Right Multiple Lines in the list Reading pane on the bottom single lines in the list 7

8 New Mail Message A. B. C. D. E. F. G. H. I. J. K. L. A. Send the B. Save the in the draft folder C. Add an attachment D. Look for people in the address book E. Verify names of addresses F. Add high importance G. Add low importance H. Add a signature I. Check Spelling J. Message classification K. Options to add BCC (blind carbon copy) or request a receipt L. Create in HTML (use formatting) or plain text Using the New Button in Outlook When the New button is clicked, it will open the new window for the application that is currently opened. If the dropdown is used it will open the menu to choose which Outlook item you want to open. For example if you are in the Mail section, you can still open a calendar appointment window by clicking the drop down and choosing Appointment. 8

9 Contacts When the new mail message button is clicked the new mail message window opens. Add your recipients by typing in the address or click on the To: button to open the address book to choose recipients. Type in the name and click on the magnifying glass button to find your recipients. Choose the recipients and click on the To, Cc or Bcc to add that recipient. The To and Cc area show the addresses to all recipients. The Bcc area will send the but hide the address from all other recipients. You can choose multiple recipients by clicking one and then using CRTL + click to choose the others. Once you have chosen all click on the To (or CC or BCC) button to add the addresses. When you are done, click OK at the bottom of the Address Book dialog box. After you have sent a few s, as you start to type an address or name you will see previously used addresses and names pop up. You can choose your recipient from this list. Distribution List To create a distribution list, click on the New drop down and choose Distribution List. Give the list a name to identify it. Then type names in the Members text box. If the names are in the recently used list, they will show up as you start typing the names. When you get the members you want on the list in the Members box, click on the Add to List button. When you are done, remember to click on Save and Close. 9

10 Outlook Web Access Calendar The Outlook Web Access calendar interface has the Navigation pane with the Date Navigator on the left. You can scroll through the months by clicking on the < or > in the small monthly calendar. Or you can choose a date by clicking on it to move the calendar to that date. In the My Calendars section it will show your main calendar as Calendar. You can create other calendars by clicking on the Create New Calendar and giving the new calendar a name. For example you could create an office vacation calendar if you were in charge of making sure the office had coverage when people were out of the office. A. B. C. D. E. F. G. H. I. A. New Calendar Item a. Calendar items can be an appointment, an all day event or a meeting B. Reading Pane C. Today a. Click this button to bring your calendar back to today s date D. Day View just one day on the calendar E. Work week View your work week F. Week View the full week (7 days) G. Month View a full month H. Delete selected appointments I. Check Messages 10

11 New Calendar Appointment To create a new calendar appointment, either click on the New button or double click on the calendar when you want the appointment. The appointment window opens, as shown below. Add a subject and if desired a location. The location text area can be used for any information you would like to add here, it does not need to be an actual location. Set the Start and End times including the date. If you want this to be an all day event (for example you are going to a daylong seminar but you don t want to block out the whole day) check the All day event box. Any details can be added in the body area of the appointment window. Reminder times can be set. The default for an appointment is 15 minutes prior to appointment time. Use the drop down to change this to a different time or uncheck the box to turn the reminder off. The default for the Show time as section is Busy, but it can be changed to show Free, Tentative, or Out of Office. Items can be marked as Private by checking the Private checkbox. These items will just show up as busy time with no details if you have shared your calendar with others. Always choose Save and Close to close the appointment window and it will then show on the calendar. To edit the appointment, double click on the appointment in the calendar view and it will open. To delete an appointment, click on it in the calendar view and click on the delete button in the tool bar or hit the Delete key on your keyboard. 11

12 A. B. C. D. E. F. G. H. I. J. A. Save and Close a. Always choose this when you are done with your appointment B. Add an Attachment C. Recurrence D. Check Spelling E. Invite Attendees (change appointment into a meeting) F. High Importance G. Low Importance H. Categories I. Print J. Set as HTML (formatted text) or plain text Categories Adding categories to an appointment will color code that appointment on your calendar. To add a category to an appointment click on the category dropdown and choose a category. You can create categories that will represent your appointments by choosing manage Categories. Then new categories can be created. 12

13 Recurring Appointments To add recurring appointments (ie: a weekly meeting) to your calendar click on the Recurrence button. The Recurrence dialog box opens. Set up the time of the appointment and how often it is to recur. You can set an end date if you know how long the meeting will continue or if you know it will only occur a set number of times. For example if there is a special project and you know it will continue for 3 months, you could set an End by: date. The appointment will show on your calendar until that end date and then it will no longer be added. Schedule Meetings Outlook will allow you to schedule meetings. A meeting only differs from an appointment due to the fact that you have invited others to attend. One way to set up a meeting would be to click on the Invite Attendees button. In this screen you can fill in the people you want to attend the meeting choosing if they are Required Attendees or Optional Attendees (you want to invite them or let them know the meeting is happening, but it is not required they attend). Fill in all the pertinent details as to when and where and send your invitation to the meeting by clicking the send button. 13

14 The invited Attendees will receive an and the opportunity to click a button to Accept or Decline or accept Tentatively. When you send a response if you want to add info to the response (edit the response) it requires a Pop up. You can allow Pop ups temporarily, but you will have to choose that option and then open the meeting request again to add text to your response. If you choose to send a response without editing it will go without the pop up issue. When the originator of the meeting opens that appointment in their calendar there will be new tabs on the appointment that shows it is a meeting. This is the appointment tab. This is the Tracking tab. This will show if you have had responses to the meeting. 14

15 Scheduling Assistant This view is the Scheduling Assistant tab. This view is also accessible from the appointment before it is created as a meeting. When using the Scheduling Assistant it will try to locate good times for the meeting when all Attendees are available. Click on the Select Attendees button and it will bring up the Address Book from which you can select the people you want to attend your meeting. To locate the person you want, type their name in the search box and click on the magnifying glass button. When you find the right person click on the Required or Optional buttons on the bottom of the screen. 15

16 Options There are many options that can be set in Outlook Web Access. Click on the Options button on the Outlook Web Access header bar. This screen will appear. From here, you can choose a category to alter in the Options sections on the left side of the window. This screen shows Messaging Options. One that may be very helpful is to set a signature that will automatically appear on outgoing messages. The Calendar Options screen is where the Calendar Work week can be set and Reminder options can be altered. 16

17 Two other items in the Options area that you might want to check out would be the Out of Office Assistant and the Rules. The Out of Office Assistant will allow you to create a message that can be turned on to automatically respond while you are out of the office. It can be set up to automatically turn on and off on set dates. Rules will allow you set up rules that will move or delete messages that have certain criteria. 17