East Hartford Public Schools INTRO TO OUTLOOK WEB ACCESS (OWA) FOR MAC

Transcription

1 East Hartford Public Schools INTRO TO OUTLOOK WEB ACCESS (OWA) FOR MAC INTRODUCTION to Outlook Web Access 3 Starting Outlook Web Access 4 Navigating Within Outlook Web Access 5 USING Using 10 Creating Messages 11 Setting Message Priority 14 Attaching a File to a Message 15 Checking for Messages 16 Message Views 17 Reading Messages 18 Replying to and Forwarding Messages 19 Printing Messages and Attachments 21 Deleting Messages 22 Organizing Using Folders 23 USING CONTACTS Using Contacts 26 Viewing Contacts 27 Creating and Editing Contacts 29 Creating a Distribution List 31 Deleting Contacts 32 Using Contacts to Send 33 USING THE CALENDAR Using the Calendar 34 Calendar Pane 35 Navigating the Calendar 36 Changing the Calendar View 37 Appointments and Events 38 Invite Attendees 39 Modify Appointments 40 Creating Recurring Appointments 41 Deleting Appointments 42 Replying to a Meeting Request 43 Created 3/29/2005 2:27 PM - 1 -

2 CONTENT (CONTINUED) USING HELP AND ADDITIONAL SOURCES OF ASSISTANCE Using Microsoft Help 45 Outlook Web Access Help & Support 46 ADDITIONAL TOPICS Additional Topics List 47 Personalizing OWA 48 Options 49 Using Tasks 52 Using Notes 53 LOGGING OFF Proper exit protocol 54 Created 3/29/2005 2:27 PM - 2 -

3 INTRODUCTION TO OUTLOOK WEB ACCESS FOR MAC After completing this lesson you will be able to: you will be able to: Start Outlook Web Access Navigate within Outlook Web Access Key Terms Folder List Folder Item Office Assistant Navigation Pane Profile Reading Pane Microsoft Outlook Web Access 2003 provides a better way to store, track, and integrate business and personal information. With Outlook Web Access, you can store and access important information in a single location on a personal computer. For example, you can use Outlook Web Access s electronic calendar to record meetings and appointment dates and times. Outlook Web Access can even sound an alarm or display a reminder on your computer screen when you have an appointment. You can use Outlook Web Access to record your daily or weekly tasks and check them off as you complete them. Outlook Web Access has an address book in which you can record phone numbers, addresses, addresses, and other information about your business and personal contacts. The power of Outlook Web Access lies in knowing how to use all of its capabilities to organize information efficiently. Created 3/29/2005 2:27 PM - 3 -

4 STARTING OUTLOOK WEB ACCESS (OWA) Microsoft Outlook Web Access 2003 requires Browser and a User account. You need to login with a user name and password. Outlook requires a profile, which is a set of data required to enable Outlook to access your accounts and address book. It includes the name of your account, the servers used to send and receive , and your passwords. Start Microsoft Outlook Web Access 1. Double click the Internet Browser Icon The browser will open to the default Home Page. 2. Navigate to the Outlook Web Access login page. The address is 3. Enter your [User Name] and [Password] and then click the [Log On] button. Your account will be validated and the Outlook Web Access interface will open. 4. Begin using Outlook Web Access. Created 3/29/2005 2:27 PM - 4 -

5 NAVIGATING WITHIN OUTLOOK WEB ACCESS Microsoft Office Outlook Web Access 2003 has an interface that enables you to save and access information quickly. The Outlook Web Access window contains buttons, icons, menu commands, and other elements that enable you to navigate within OWA and use OWA effectively. The contents of this window change as you click buttons and icons and choose options. The table on the following page describes the basic functions of the elements displayed in the OWA window. The Outlook Window Title bar Identifies the application currently running (in this case, Outlook) and the active Outlook Web Access folder. Menu bar Lists the names of the menus available in the current Outlook Web Access window. A menu displays a list of commands the application can perform. Status Bar As you switch to different Outlook Web Access folders, the Status bar displays the number of items that are in a specific folder. Standard toolbar Displays buttons that enable you to quickly access commonly used commands for the application. Navigation pane Provides access to the contents of folders that are available in Outlook Web Access The Navigation pane replaces the Outlook bar used in previous versions. To hide or display the Navigation pane, open the View menu and click Navigation pane. Reading pane A section of the Inbox window that displays the text of the selected message. The Reading pane can be moved, but the default location is the on the right

6 NAVIGATION PANE The Navigation Pane provides faster access to most Outlook Web Access folders and items. It contains buttons that represent the components available in Outlook Web Access, such as the Mail, Calendar, and Contacts folders. When you click one of the buttons, the contents of the folder are displayed. Navigation buttons are displayed in the lower area of the Navigation pane on the Go Menu or the Quick Launchbar. The buttons used frequently are large. Additional buttons are smaller. The content of the Task Pane, the upper area of the Navigation pane, depends on the button you select. Outlook Web Access uses the term folder to describe how Outlook Web Access s functions and common items are divided within Outlook Web Access

7 Navigation short menu 1. On the Standard Toolbar, click the down button next to the New Message Button. The Quick menu will appear. 2. Select the component of Outlook Web Access that you want to go to. 3. Click that component. Mail Displays the folders used to send and receive messages Calendar Displays a calendar and appointment book to track your schedule Contacts Stores the names, phone numbers, addresses, and other information about the people with whom you communicate Tasks Displays a to-do list of your personal and business tasks Public Folders Public folders are an easy and effective way to collect, organize, and share information with other people in your workgroup or organization. You can use public folders to share files or post information on an electronic bulletin board. Item A basic element created in Outlook and stored in a specific location. Folder A tool used to store and organize Outlook items

8 USING THE NAVIGATION PANE On the Navigation pane, click the Inbox button. The contents of the Mail folder are displayed. Messages are delivered to your mailbox on a computer running Microsoft Exchange Server, where they re stored in your Inbox by default. On the Navigation pane, click the Calendar shortcut. The contents of the Calendar folder are displayed. The Microsoft Office Outlook Web Access Calendar allows you to create and track appointments and meetings

9 On the Navigation pane, click the Contacts shortcut. The contents of the Contacts folder are displayed. Contacts is your personal address book and place to store information about the people and businesses you regularly communicate with. On the Navigation pane, click the Options shortcut. The Options dialog form is displayed. The Options Pane provides several ways to customize program features, functionality and appearance - 9 -

10 USING After completing this lesson you will be able to: Compose, address, and send messages Format the body of a message Attach a file to a message Check for messages View messages Read messages Reply to and forward messages Print messages Delete messages Key Terms Arrangement Attachment AutoPreview Deleted Items folder Drafts File Flag Forward Icon Inbox Message header Microsoft Exchange Server Outbox Reply Sent Items folder enables you to communicate and share information with others in a way that is faster and more versatile than methods that were available in the past. refers to any communication that is sent or received via computers, either over the Internet or through a messaging program used with an organization s internal network, or intranet. Creating, sending, receiving, and reading messages are the activities that you will probably perform most frequently with Microsoft Outlook Web Access. provides a fast way to send and receive messages, files, and documents such as reports, worksheets, and pictures

11 CREATING MESSAGES Sending an message is similar to sending any type of correspondence. Outlook Web Access provides the tools for you to accomplish exactly what you need with your message. The Message Window Compose and send a message 1. Click the [Inbox] button and click the [New Message] button on the Standard toolbar. A message window is displayed. The message and all the information necessary to deliver the message are entered in this window. 2. In the [To] text box, type the address or the name (if they are in your Contacts or the Global Address List) of the recipient. This identifies the recipient who will receive the message

12 Using the To, Cc, or Bcc Buttons By clicking the [To], [Cc] or [Bcc] buttons the Select Names dialog box will be displayed. You may choose the recipient from your Contacts, Global Address List, Distribution List(s), etc. The OWA Address Book You may use Select Names to choose from your OWA Address Book list of contacts, Global Address List, Distribution List(s), etc

13 A message ready to be sent Quick Reference How to create and send a message 1. In the Inbox, click the [New Mail Message] button on the Standard toolbar. 2. In the [To] text box, type an address or use the Outlook Web Access Address Book. 3. Press the Tab key on your keyboard and type another address in the [Cc] box, if necessary. 4. Press the Tab key on your keyboard and type another address in the [Bcc] box, if necessary. 5. Press Tab key on your keyboard, type the message description in the [Subject] text box, and press Enter. 6. Type your message and click the [Send] button

14 SETTING MESSAGE PRIORITY Outlook Web Access enables you to identify high-priority messages for the recipients. By clicking Importance or Options on the Message toolbar, you can add a number of Outlook Web Access features to messages. The following features can be added to new messages, replies, and forwards: Importance lets you set the message importance to Low, Normal, or High. The default setting is Normal. Options lets you request a delivery receipt, read receipt, or both for your message. Quick Reference Set Message Priority On the Standard toolbar in the message window, Click the Importance: High button. On the Standard toolbar in the message window, Click the Importance: Low button. The Message options dialog box

15 ATTACHING A FILE TO A MESSAGE Files can be attached to a message and sent to a recipient. Note: Files can be attached to other Outlook Web Access items such as Contacts, Tasks and Notes. An attachment can be a file of any type of document, such as a Microsoft Word document, an Excel spreadsheet, or a picture. To Send a message with an attachment 1. On the Mail toolbar, click the [New Mail Message] button. A message window is displayed. 2. In the [To] text box, type the address or name of the recipient. 3. Press the [Tab] key on the keyboard to the [Subject] text box and type the message subject in the. 4. Press the [Tab] key on the keyboard. In the message box, type your message 5. On the New Message toolbar in the message window, click the Attachment button. The Insert Item dialog box is displayed. 6. Click the [Browse] button and navigate to the drive and folder that contains the file to be attached. The items in the folder are displayed. 7. Double-click the file to select it. Or click once to select the file and click the [Open] button. Outlook Web Access readies the file to be attached. 8. Click the [Attach] button to attach the file to your message. Outlook Web Access attaches the file to the message. 9. Click the [Close] button to close the Insert File dialog box. The Insert File dialog box closes. Note: You may attach a file to other Outlook Web Access items by clicking on the Attachments button when creating the item or when editing the item

16 CHECKING FOR MESSAGES Messages are sent and received at regular intervals (intervals that you can adjust) and when you click the Send/Receive button. As you can see the Mail Folder Frame or Window gives the user a simple and efficient manner to organize their mail.. Message Headers provide information such as the subject and priority of a message. You can manually check for messages at any time. Simply click the [Check for new messages] button on the toolbar in the Mail folder. Any messages that are on the mail server are sent to your Inbox. Check for messages 1. If necessary, click the [Check for New Messages] button in the Toolbar and select the Inbox folder. The contents of the Inbox folder are displayed. It displays the message headers for messages that have just been received in addition to those that you ve already received

17 MESSAGE VIEWS Outlook Web Access lets you sort messages in a variety of predefined views, which make it easer to find specific items that you are looking for. Sort Messages Microsoft Office Outlook Web Access allows you to sort and view messages in your Inbox according to different characteristics, such as subject, sender, and conversation topic or thread. Message View Button To sort your messages, click the Messages down arrow to display the list on the main toolbar, and then select one of the following views: Messages - Displays all messages as they arrive in your Inbox. This is the default view. Unread Messages - Displays only the unread messages in your Inbox. By Sender - Groups and displays messages sorted by sender. To see all messages from a particular sender, click the plus sign next to the message group. By Subject - Groups and displays messages sorted by subject. To see all messages on a particular subject, click the plus sign next to the message group. By Conversation Topic - Groups and displays messages sorted by the topic of conversation. To see all messages from a particular conversation, click the plus sign next to the message group. Unread By Conversation Topic - Groups and displays only the unread messages by topic of conversation. Sent To - Displays all messages in your Inbox sorted by the person or group to whom they were sent

18 READING MESSAGES The Reading Pane is designed for the way you read. By default, it is placed on the right side of the Outlook window. Like a sheet of paper, it is taller rather than wider. This enables you to read long messages without using the scroll bars or opening a separate window. Open attachments directly from the Reading Pane, rather than opening them from a separate viewing window. How to Read Messages 1. Click a message header. The message is displayed in the Reading Pane. The message header is displayed above the message. The name and size of the attachment would also be clearly identified. 2. Click the attachment. When you get an with an attachment click on the attachment to view it. One of three things will happen. a. If it is a picture in a.gif or.jpg format, it will probably open. b. When you click on the link to the attachment, you get a dialog box indicating you have to save the file on your hard drive. Navigate to a good location to save, give the attachment an appropriate name and click Save. c. When you click on the link to the attachment, you get a message about how the attachment has to be saved to a disk. If you get a message, read it. Click OK. Next, click and hold the mouse on the attachment and choose Download this link, or Save this link to disk or Save this link as or Save target as, or something similar to these messages. Save the attachment on your hard drive in an appropriate place and remember where it is! To open a saved attachment on your hard drive, now or later, double-click the file you have saved. If it doesn t open, open an application that you think the file was written in (i.e. Word, Excel, Internet Explorer for pictures, etc.) then go to File>Open and choose the file. If this doesn t work, you might want to ask the sender what type of file they sent you. 3. Close the application the attachment opened. In the top right corner of the window that contains the attachment, click the Close button. 4. Close the message window. In the top right corner of the message window, click the Close button

19 REPLYING TO AND FORWARDING MESSAGES OWA enables you to respond to messages you receive and share the information in a message with additional recipients. Replying and Forwarding A reply sends a copy of the original message and additional text that you type, if any. The recipient sees the text RE: and the original subject in the message header. When you reply to a message, your response is automatically addressed to the sender. If the original message was sent to you and several other recipients, you can choose to reply to the sender or the sender and all the other recipients. Forwarding a message lets you send a message to individuals who were not originally on the recipient list. Select the message and click the Forward button on the Standard toolbar in the Inbox folder, type the addresses of the additional recipients in the To box, and click the Send button. You can also type additional information at the beginning of the forwarded message before you send it. Responding to a message 1. In the Inbox, select the message header of the message you are replying to. The message content is displayed in the Reading Pane. Reply 2. In the Inbox, select the message header of the message you are replying to. The message content is displayed in the Reading Pane. On the standard mail toolbar, click the [Reply] button. A reply window containing the original message is displayed and addressed to the sender. The insertion point is already in the message area. OR Reply to all 3. On the standard mail toolbar, click the [Reply to all] button. A reply window containing the original message is displayed and addressed to all original recipients. The insertion point is already in the message area. 4. In the message area, type your response. The text you add is included in the reply. Send 5. On the New Message toolbar in the message window, click the [Send] button. The reply is sent to the sender

20 Forwarding a message Forward 1. In the Inbox, select the message header of the message you are replying to. The message content is displayed in the Reading Pane. 2. Click the [Forward] button on the toolbar. A new message window opens with the original message subject, location, when, and from completed. 3. In the [To] text box, type the address or the name of the recipient. Or click the [To] button to select the recipient from the Global Address List or your Contacts. The message is addressed to the recipient. Send 4. On the New Message toolbar in the message window, click the [Send] button. The message is forwarded to the designated recipient. Quick Reference Replying to a Message Click the message header for the message to which you want to reply. On the standard mail toolbar, click the [Reply] button. Type your message. On the New Message toolbar in the message window, click the [Send] button. Replying to all recipients of a Message Click the message header for the message to which you want to reply to all. On the standard mail toolbar, click the [Reply to all] button. Type your message. On the New Message toolbar in the message window, click the [Send] button. Forwarding a Message In the Inbox, click the message header for the message that you want to forward. On the standard mail toolbar, click the [Forward] button. In the To box, type an address. On the New Message toolbar in the message window, click the [Send] button

21 PRINTING MESSAGES AND ATTACHMENTS Though much work can be done electronically, there are times when you need printed documents. With Outlook Web Access, you can print OWA items and their file attachments. Note: When printing an attachment, Outlook Web Access might display an alert box warning you of the possible danger of viruses hidden within attached messages. You can also print item attachments if the application used to create the attachment is installed on your computer. You can print an attachment by opening the attachment and using the print command of the program that opens the attachment. Print an OWA item 1. Open the item, ( message, task, contact, note or calendar item) to be printed. 2. Click the [Print] button on the toolbar or go to File>Print. 3. If you get a print out of just the Outlook bar, you might want to click somewhere within the message part of the window and try and print again. Print an attachment 1. Open the item, ( message, task, contact, note or calendar item) that has the attachment. 2. Once you have saved the attachment (see previous instructions in the READING section on how to open and save attachments), click to open the attachment in the application used to create it. Use the [Print] button in that application

22 DELETING MESSAGES When a message is no longer needed, it can be deleted. The two-step process used to delete messages prevents you from accidentally deleting critical information. Important (Please review the current Jeffco Public Schools policy sheet on this matter) After reading new messages, you can leave them in the Inbox. However, you will find that over time your Inbox can become cluttered if you don t organize or remove messages regularly. You can choose to delete any outdated messages by clicking the message header and then clicking the [Delete] button on the standard mail toolbar or pressing the [Delete] key on the keyboard. When you delete messages, they are not permanently removed from Outlook Web Access. Instead, they are placed in the Deleted Items folder until you decide to empty it. Note: This safeguard makes it possible to restore your messages if you accidentally delete them or realize that you still need certain deleted messages. To Delete a Message 1. In the Inbox, click the checkbox for the message that you want to delete. 2. On the Standard Toolbar, click the [Delete] button. To Empty the Deleted Items folder 1. In the Folder List, click [Deleted Items]. 2. Click the checkbox for the message or messages that you want to remove from the Deleted Items folder. 3. Press the [Delete] key on the keyboard or click the [Delete] button. Another Method You can also delete all messages in the Deleted Items folder by clicking the [Empty Deleted Items] button on the Standard Toolbar

23 ORGANIZING USING FOLDERS By default, messages sent to you are stored in your Inbox. However, you can organize your messages into a hierarchical folder system and continue to adjust it as your needs change. The folders you create can reside at the same level as your default folders (Inbox, Sent Items, and so on), or you can build a personal folder hierarchy by creating subfolders within any existing e- mail folder. For example, you can create subfolders within a default folder, such as your Inbox, or within a folder that you created

24 How to Create a folder 1. Select where you want the new folder to reside in the list of folders. If the new folder is a subfolder of Inbox, for example, click [Inbox]. If you want the new folder to reside in another mail folder, select Folders and open the appropriate mail folder. 2. In the Navigation Pane, click your folder of choice, and then click the drop-down arrow next to New Message and select New Folder. 3. In the Create New Folder dialog box, type a name for the new folder in the [Name] box. 4. In the [Folder contains] list, select the type of items the new folder will contain. Your selection will determine which form (Contact, Calendar, message, and so on) Outlook Web Access will use to display this folder

25 How to Delete a Folder 1. Click the checkbox next to the folder you want to delete, and then click [Delete]. Note: When you delete a folder, it is moved to the Deleted Items folder. The folder isn t permanently removed until you delete it from that folder. How to Move and Copy Folders 1. In the Navigation Pane, check the box next to the folder you want to move or copy, and then click Move/Copy on the standard toolbar. 2. In the Move/Copy Item dialog box, click the destination folder, and then click the Apply button

26 USING CONTACTS After completing this lesson you will be able to: Open the Contacts folder. Create and edit contacts. Delete and restore contacts. Use folders and Views Sort contacts. Send from the Address Book and the Contacts folder. Send and receive contact information by . Key Terms Address Book Address Cards Category Contact Contacts folder Global Access List (GAL) Master Category List vcard To communicate efficiently with personal and business associates, many people keep important phone and fax numbers, addresses, and other relevant information in an address book or a business card holder. The Contact folder in Outlook Web Access help you create and organize contact information on your computer. In Outlook Web Access, a Contact is a collection of information about a person or a company. Contact information is stored in the Contacts folder, which is essentially an electronic organizer that you can use to create, view, sort, and edit contact information. Contacts are integrated with other components of Outlook Web Access and other Microsoft Office System programs so that name, address, and phone information is available for use with other Outlook Web Access folders and Office programs. Efficiency is one of the chief values of the Contacts folder. Each time you create a new contact, the name, address, and phone numbers are added to your Address Book. When you compose an message, use the Address Book to insert the appropriate address in the To or Cc box you don t have to manually type the addresses

27 VIEWING CONTACTS Contacts is your personal address book and place to store information about the people and businesses you regularly communicate with. About Contacts Use Contacts to store the address, street address, phone numbers, and any other information about the contact. This can include Web pages, fax numbers, or cell phone numbers. You can sort or group contacts by any part of their name or by other contact information. You can also move or copy a contact to a different folder, or attach a file, such as a Microsoft Word document, to a contact to keep related information together. To open Contacts Click [Contacts] in the Navigation Pane. The Views Drop down list This allows you to change how the contact information is presented on the contacts list pane of Outlook Web Access. As you can see the views are: Address Cards Detailed Address Cards Phone List Or grouped by the following categories: By Company By Location By Follow up Flag

28 The OWA Contacts Window This view is the Address card view, it shows the Contact s Name, Business Phone, , and Business Address information

29 CREATING AND EDITING CONTACTS You should keep your contact records up to date by creating new and editing existing contact records. Creating a contact is simply a matter of typing information in boxes in the contact window. Each box represents a field, or a single item of contact information, such as an individual s name, a company s name, or a phone number. All the used fields form a contact record. On the standard contacts toolbar, click the New Contact button to display a blank contact window. To enter information in a box (field), click the box and type the information. To move to the next box, press Tab or click in the next box. Create a contact 1. In Contacts, on the toolbar, click the [New] button. 2. In the new contact window, type the information you want to include for the contact. Tip: Use the drop-down lists to record multiple entries in some boxes. For example, the drop-down list next to the icon allows you to store up to three different addresses for a contact ( , 2, and 3). You can also store multiple addresses and phone numbers. 3. If you have multiple addresses stored for a contact, you can designate one as the contact s mailing address. Select the address in the list, and then select the [Mailing address] check box. 4. Click the [Save and Close] button

30 Editing a Contact You can edit a contact by clicking on the contact header. The Contact dialog box will open. You can update the contacts information in the Contact dialog box. The General tab of the OWA Add contact dialog box Information that may be captured in this screen is the Contact s Name, Job title, Company, Address(es), Phone Number(s), address(es), Web page address and Attachments

31 CREATING A DISTRIBUTION LIST You can create a personal Distribution List if you frequently send to the same group of people. The people can be in the Global Address List or be one of your Contacts Create a Distribution List 1. In Contacts, on the toolbar, click the [New] button and then select [Distribution List]. 2. In the new Distribution List window, enter your [List Name]. 3. Enter the name of a person in your Contacts or the Global Address list into the [Add to Distribution List] text box. Then click the [Add] button. Repeat as necessary. Note: You may enter and add a complete address if the person is not in your Contacts or the Global Address List to your list. 4. Click the [Save and Close] button

32 DELETING CONTACTS In Outlook Web Access, contacts are not really deleted until the Deleted Items folder is emptied. This provides a safety net in case you accidentally delete a contact. How to Delete a Contact 1. Click the checkbox next to the record. 2. Click the [Delete] button or press the [Delete] key on the keyboard. Important When you delete a contact, Outlook Web Access doesn t ask for confirmation. Outlook Web Access simply moves the contact to the Deleted Items folder. The contact is not permanently deleted when you do this; you can open the Deleted Items folder and double-click the contact. However, if you delete a contact from the Deleted Items folder or you empty the contents of the Deleted Items folder, the contact is permanently deleted

33 USING CONTACTS TO SEND Just as you were able to send a message from the Address Book, you can also send a message to one of your contacts without moving to the Inbox folder. You can send directly from the Contacts folder without opening the Inbox folder first. To send an message to a contact from the Contacts folder, select the contact record in the Contacts folder. On the standard contacts toolbar, click the [Send mail to contact] button. A message window is displayed. The address of the selected contact is in the To box. You can type additional information in the message and click the Send button. How to Send a message from a Contact folder 1. Click a contact record. 2. On the standard toolbar in the contact window, click the [Send mail to contact] button identified below. 3. Type your [Subject] and [Message] text in the composition window. 4. Click the [Send] button

34 USING THE CALENDAR After completing this lesson, you will be able to: Navigate within the Calendar. Change Calendar views. Schedule appointments and events. Invite Attendees. Create recurring appointments. Edit appointments. Delete appointments. Key Terms Appointment Area Appointment Calendar Date Navigator (All day) Event Meeting Recurring appointment Task Pad Work Week The Microsoft Office Outlook Web Access Calendar allows you to create and track appointments. You can also organize and schedule meetings with co-workers, and then update or modify the information (time, location, or attendees) as required. When you use Calendar to keep track of your meetings and appointments, co-workers can check your availability for their own scheduling purposes. In addition, all appointments and meetings can be set as recurring, meaning they occur on a regular basis. For example, you can schedule a recurring status meeting that occurs every Wednesday at 2:00 P.M

35 CALENDAR PANE The Outlook Web Access Calendar can help you organize a busy schedule by tracking your appointments, meetings, and events. You can also schedule meetings, which are appointments that you invite or request others to attend. Navigating Within the Calendar When you click the [Calendar] shortcut on the Navigation Bar, the Calendar opens and the Day view of your schedule appears by default. Appointment Area The Appointment Area resembles a daily planner. Use the area to schedule activities, which can be displayed by day or week. The time slots outside the workday period are shaded. Use the scroll bars to display entry lines for any time of the day or night. Date Navigator The Date Navigator displays a full-month calendar, regardless of the number of days displayed in the Appointment Area

36 NAVIGATING THE CALENDAR Navigating the Calendar 1. On the Navigation pane, click the Calendar button. The contents of the Calendar folder are displayed. 2. In the Appointment Area, drag the scroll bar to the top. The Appointment Area is divided into 30-minute increments. Dark lines separate each hour. Light lines separate each half-hour. Only the start of each hour is labeled. The time slot between the hours (12:30, 1:30, etc.) isn t labeled. The day starts at 12:00 A.M. 3. Scroll to the bottom of the Appointment Area. The day ends at 11:30 P.M. 4. In the Date Navigator, click tomorrow s date. The Appointment area displays tomorrow s date. 5. At the top of the Date Navigator, click the [left arrow] button. The previous month is displayed, but the date in the Appointment Area remains the same. 6. On the Standard Calendar toolbar, click the [Go to Today in the Calendar] button. The current day is displayed in the Appointment Area and the Date Navigator

37 CHANGING THE CALENDAR VIEW Using Views helps you stay on top of your schedule. The Outlook Web Access Calendar provides a variety of views. View your schedule You can customize Calendar by clicking one of the following buttons on the Calendar toolbar. These buttons determine how many days are visible at one time. To view a different day, select a date from the month view to the right of your calendar. When you view your calendar, click a meeting or appointment to open it. After an item has been opened, you will be able to view details or make changes. If you click a recurring item, such as a weekly meeting, Outlook Web Access will ask if you want to open the occurrence (the individual meeting on the day you selected) or the entire series (every meeting)

38 APPOINTMENTS AND EVENTS Scheduling appointments and events in Outlook Web Access helps you manage your time efficiently. Understanding the terms Appointments, Meetings and Events In the Outlook Web Access Calendar there is a clear distinction between an appointment and a meeting. In the OWA Calendar, an appointment is anything that is scheduled for you alone such as a doctor s appointment, a business trip, or a luncheon engagement. A meeting is a kind of appointment. Specifically, a meeting is an appointment in which you use the OWA Calendar to request the attendance of other people from the Global Address List. An (all day) event is a function that usually makes you unavailable for the entire day or for multiple days such as a vacation, business trip, or an off-site seminar. Events are displayed in the Calendar as a banner at the top of the Appointment Area. Schedule an appointment 1. In Calendar, on the toolbar, click the [New] button. 2. In the [Subject] box, type a brief description of the appointment. 3. In the [Location] box, type the place where the appointment occurs. 4. In the [Start time] and [End time] lists, select the appropriate dates and times. 5. In the [Show time as] list, choose how you want your schedule to appear for the duration of the appointment. Your selection (Busy, Free, Tentative, or Out of office) is what others will see when they view your schedule. 6. To be reminded about this appointment select the [Reminder] check box. 15 minutes is the default reminder time, prior to the appointment. Adjust if appropriate

39 7. In the message body, enter any additional information, such as a list of materials to take to the appointment. 8. Make the appointment, private by selecting the Private checkbox in the lower right corner of the screen. Other people should not be able to read the item(s) that you mark private. 9. Click the [Save and Close] button. Schedule and Invite Attendees to a Meeting 1. In Calendar, on the toolbar, click the [New] button. 2. Select Attendees. Adding people to a meeting isn't much different than adding them to an . a. Required: People in the Required list are required to attend the meeting. b. Optional: People in the Optional list are not required to attend the meeting. 3. Select the Attendees from the Select Names dialog box. In the [Show Names from] box, make sure the Global Address List is selected. If the Global Address list is not the default selection, click the drop-down arrow and select Global Address List. 4. Click to highlight the name and then click on the Required or Optional button to add the person to the meeting list. 5. Click the [Availability] button. a. The [Availability] screen displays the names you selected and their schedule (Tentative, Busy, Out of office and No information) so that you can see when everyone has free time. b. Once you have verified availability, click [Go Back To Appointment]. 6. In the [Subject] box, type a brief description of the appointment. 7. In the [Location] box, type the place where the appointment occurs. 8. In the [Start time] and [End time] lists, select the appropriate dates and times. 9. In the [Show time as] list, choose how you want your schedule to appear for the duration of the appointment. Your selection (Busy, Free, Tentative, or Out of office) is what others will see when they view your schedule

40 10. To be reminded about this appointment select the [Reminder] check box. 15 minutes is the default reminder time, prior to the appointment. Adjust if appropriate. 11. In the message body, enter any additional information, such as a list of materials to take to the appointment. 12. Make the appointment, private by selecting the Private checkbox in the lower right corner of the screen. Other people should not be able to read the item(s) that you mark private. 13. To remove someone you selected in the list, click on their name in the Required field. Click the radio button next to Delete this recipient from the list and click [Apply]. 14. Click the [Send] button. Modify an appointment 1. To open an appointment, click on it in your calendar. 2. To change the [Subject] or [Location] of the appointment, type new text in the appropriate boxes. 3. To change the date and time of the appointment, in the [Start time] and [End time] lists, change the start and end time of the new entries. 4. Click the [Save and Close] button

41 CREATING RECURRING APPOINTMENTS You can create a recurring appointment to save time. Outlook Web Access enables you to schedule a regular appointment once rather than entering it every time it occurs. Many meetings, appointments, and events occur on a regular basis over a period of time. Instead of creating new calendar items for each occurrence, you can set the item as recurring. Microsoft Outlook Web Access will automatically schedule the item each time it is to occur. You can schedule recurring appointments and meetings. You can set an existing calendar item as recurring. However, you can only modify meeting requests to recur if you created them. Create a recurring appointment 1. Compose a new appointment or meeting request, or open an item that currently appears on your schedule. 2. On the toolbar, click the [Recurrence] button. 3. In the Recurrence pattern dialog box, under Appointment time, use the [Start] and [End] lists to select the start and end times of the recurring item. 4. Under Recurrence pattern, choose how often the appointment or meeting will occur by clicking the appropriate [Option] and [Radio] buttons. 5. Under Range of recurrence, select when you want this recurrence pattern to [Start] by using the list box. Select an end by clicking the appropriate [Option] button and possibly date list. The Recurrence Pattern dialog box

42 DELETING APPOINTMENTS Keep your schedule clean and uncluttered by removing unnecessary appointments. If an appointment is cancelled or its occurrence has already passed, you can remove the appointment from the Calendar. When you delete an appointment, it is moved to the Deleted Items folder, like deleted messages and contacts. The deleted appointments remain there until you empty the Deleted Items folder. You can restore an appointment from the Deleted Items folder by clicking the checkbox next to the item and selecting Move from the standard toolbar. Then select the Calendar folder and Apply. Important When you try to delete a recurring appointment, Outlook Web Access will ask if you want to delete the current selected appointment or all occurrences of the appointment. Quick Reference Deleting an appointment 1. Click to select the appointment. 2. On the Standard Calendar toolbar, click the [Delete] button

43 REPLYING TO A MEETING REQUEST In Outlook Web Access, you can reply to a meeting request in various ways Accepting, Tentatively Accepting or Declining a meeting request 1. To open the meeting request, double-click it in your Inbox. Note: To get more information about the sender or one of the attendees, such as the person's address or phone number, double-click their name. Note: The information has to have been entered into the Global Address List to be displayed. 2. Click one of the following buttons: Accept To accept the meeting request. Tentative To show that you might attend the meeting. Decline To show that you will not be attending the meeting. Regardless of which button is clicked a new message will be generated as in the screen shot below. 3. Enter your message text and click the [Send] button to send a reply message. OR Click the [Don t Send Response] button. Reply to a meeting request

44 Reply to a meeting request without accepting or declining the request You can reply to a meeting request without accepting the invitation. 1. To send a message only to the meeting organizer, click the [Reply] button in the meeting request. 2. To send a message to everyone who was invited, click [Reply to all] button. 3. In the message body, type your reply. 4. Click the [Send] button. Forward a meeting request You can forward a meeting request to someone who should attend the meeting but did not receive the original invitation. 1. In the meeting request, click the [Forward] button. 2. In the [To] box, type the name or alias of the recipient, and then click the [Check Names] button to resolve the name. If you don't know the recipient's name, click the [To] button to look for the person in your organization's address book or your Contacts folder. 3. Click the [Send] button

45 USING MICROSOFT HELP After completing this lesson, you will be able to: Use the Outlook Web Access Help Search and Use Microsoft Support Key Terms Help In Outlook Web Access, the Microsoft Help files are installed by default. Click on the Help menu. Activating OWA Help will display help for the folder that is active. For example, if the Calendar pane is displayed help related to the Calendar will be displayed. How to Activate Help You can activate Outlook Web Access Help if you: Click the [OWA Help] button

46 OUTLOOK WEB ACCESS HELP AND MICROSOFT SUPPORT With Microsoft Outlook Web Access Help and Microsoft Support you can find assistance in any Outlook Web Access Window. Getting Help To get help on the window you're working in, click Help on the toolbar. For information about other Outlook Web Access features or instructions on how to do something, browse the table of contents in the Help window. Some features described in Help won't be available if your mailbox server hasn't been upgraded to the latest version of Exchange Server or if your server administrator has turned off any features. The Help button is located on the toolbar above the reading pane. The Microsoft Outlook Web Access Help page will open to an area of support to responding to the Outlook Web Access component that you are currently working in. Microsoft Support Web Links Jeffco Support Links

47 ADDITIONAL TOPICS LIST Personalization Personalizing Outlook Web Access Options Commonly customized options Tasks Using and Creating Tasks Adding Task Details Notes Creating Notes

48 PERSONALIZING OUTLOOK WEB ACCESS Outlook Web Access allows you to customize some of its features via the Options pane. The following contains instructions for customizing the most commonly used options. Outlook Web Access allows you to customize the following program features, functionality, and appearance: Automatically reply to you receive Customize messages and message views Help protect your privacy Set date and time formats Customize your calendar view Customize your contact searches Set up the spell checker Customize address book searches Recover items you've deleted Check your available storage space Important When you change any settings for the following options, you must click the [Save and Close] button for your changes to take effect. Customizing an Outlook Web Access Feature with the Options pane. 1. Open the Options Window by clicking on the [Options] button in the Navigation pane. 2. Using the scroll bar located on the right side of the Options pane, select the feature that you want to customize. 3. Follow the directions and input the information that is necessary to customize the selected feature 4. Click the [Save and Close] button

49 OPTIONS Out of Office Assistant You may have a reply message sent out automatically with settings in the Out of Office Assistant section. 1. Select the [I m currently out of the office] option button 2. Enter/edit the text in the [AutoReply only once to each sender with the following text]. 3. Click [Save and Close]. Note: You should select the [I m currently in the office] option button and [Save and Close] when you return to the office. Messaging Options To change the number of items displayed per page in your Inbox or other folders Under Messaging Options, in the list next to [Number of items to display per page], select a number. The higher the number, the longer each page takes to refresh. Set Date And Time Formats You can designate how you would like dates and times displayed, as well as adjust the Current Time Zone in the Date and Time Formats section. 1. Under the [Short Date Style], [Long Date Style], [Time Style], and/or [Current Time Zone] the drop-down list, select a setting. 2. Click [Save and Close]. Note: The date and time formatting options may vary, depending on the language configured for Internet Explorer. Outlook Web Access uses the browser language setting to provide regionspecific options. Calendar Options You can customize your calendar view by using the Calendar Options section. To set the day your calendar displays as the beginning of the week, select the appropriate day from the [Week begins on] list. To set the times Outlook Web Access will display for each business day, select the appropriate times from the [Day start time] and [Day end time] lists

50 Contact Options You can select which address book to search first when resolving the name of a contact. To set your organization's address book as the first place to search, click the [Global Address List] option button. To set your personal contacts as the first place to search, click the [Contacts] option button. Set Up Spell Check Use the following procedures to customize your spelling options. To automatically check spelling before a message is sent 1. Under Spell Check, select the Always check spelling before sending check box. Outlook Web Access also allows you to spell-check messages in several languages using language-specific dictionaries. To select a dictionary 1. Under Spelling Options, select a language from the drop-down list. Address Books If you have more than one Address Book, you can customize your address book searches by adding folder(s) in the Address Books section of OWA. Then when you access the Show Names from box in the Select Names screen, you can then choose from the multiple address books you have set up. 1. Click the [Order Address Books] button. 2. To add folders to the list of address books, click the add button. 3. Select the folder from the Address book selection list and click Save. 4. Click Save when you have the folder(s) you want to use in Address Book

51 Recover Deleted Items You can recover items that have been deleted from your Deleted Items folder as long as the maintenance delete has not already run for the week. You can also permanently delete items via the Recover Deleted Items section. 1. Click the [View Items] button. 2. Select the item(s). 3. Click the [Recover] button to restore the items to the Deleted Items folder OR Click the [Permanently Delete] button. Mailbox Size If you are getting weekly or even daily messages from the system administrator saying that you need to reduce the size of your mailbox, or space is limited, you need to check your total mailbox size (which includes Calendar, Contacts, all folders, Address Books and Lists, Tasks, etc.). 1. Click the [Display Mailbox Size] button. 2. The Total Mailbox Size will be listed at the top of the Mailbox Size window. 3. The total size of each individual folder will be listed below the Total Mailbox Size