OWA Quick Guide. Version 6.1

Transcription

1 OWA Quick Guide Version 6.1 February,

2 Table of Contents 1. WHERE TO START START PAGE FRONTPAGE NAVIGATION PANE... 6 Mail... 6 Calendar... 6 Tasks... 6 Contacts Create a new message... 6 Forward or reply to an message... 7 Add an attachment to an message... 7 Open or save an message attachment... 8 Signature CALENDAR... 9 Create a calendar appointment... 9 Create a new calendar... 9 Add an existing calendar Calendar Views CONTACTS Create a contact TASKS Create a task PRINTING Printing an incoming or outgoing Printing from the calendar Day Week Month APPOINTMENTS DELEGATE ACCESS / PERMISSIONS On your Calendar Change Sharing Permissions MORE OPTIONS Set Automatic Replies Change Your Password

3 Create an Inbox Rule Example SPAM Rule Rule Forwarding incoming messages to another IHS account See all options WHERE TO START Open your Web-browser (Internet Explorer, Mozilla Firefox or something else) and go to the following website: 2. START PAGE Entering the Webmail-Address of IHS-OWA will bring you to the site you see above. Now you have to enter your IHS username and your password. You have two options available (for security mode): - This is a public or shared computer Select this option if you use Outlook Web App on a public computer. Be sure to sign out when you ve finished and close all windows to end your session. - This is a private computer 3

4 Select this option if you re the only person who uses this computer. Your server will allow a longer period of inactivity before signing you out. This screen will only be shown at first login to Outlook Web Access. 4

5 3. FRONTPAGE 1 Navigation Pane, 2 Messages, 3 Reading Pane. 4 Logout, 5 opening another Mailbox, 6 Actions

6 4. NAVIGATION PANE Mail Mail contains mail-related folders like your Inbox, Sent Items, and Search Folders. Use the Favorites section at the top of the pane for easy access to frequently used folders. Calendar View and schedule appointments, events, and meetings. View shared calendars and compare calendars by viewing them side-by-side. Tasks Organize To-Do-lists, track task progress, and deleting tasks. Notes are not available in the OWA. Contacts Store addresses, phone numbers and -addresses. 5. Create a new message If you want to send an you have to click on the Button NEW in the Message-Pane. Then click on MESSAGE to write new message, like in the picture above). February,

7 Forward or reply to an message Reply, Reply All and Forward are three buttons in the Action Pane. To remove a name from the To and Cc lines, click the name and then press DELETE. To add a recipient, click in the To, Cc or Bcc box and enter the recipient. Add an attachment to an message Files can be attached to an message. Step 1: Create a new message (or for an existing message click Reply, Reply all or Forward) Step 2: click in the message window on Attach File. 7

8 Open or save an message attachment If you want to open or save an message attachment only click once on the attachment and the following window will occure. Now you have to select Open with or Save File. You can also open your attachments in your Web-browser. Signature For creating your signature go to Options on the Main Site and click See All Options. Change onto the Settings Tab. 8

9 Either you write a text for your signature or Copy & Paste it from MS Outlook. 6. CALENDAR Create a calendar appointment Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. For creating an appointment go in your Calendar (you have to select your calendar in the navigation pane), click the New tab, and click New Appointment. Create a new calendar 9

10 Add an existing calendar If you want to add an existing user calendar you have to go to Calendar on the Navigation Pane. Then click on Share. And now press Add Calendar. Now there are two ways for adding a calendar: Way 1: You know how to write the name of the user, then fill in his name and press OK. Way 2: If you do not really know how to spell the name, press Name. The next window will show you all users on IHS. 10

11 Select the person (Double-Click the name), or mark it like in the picture above and press Select. By clicking OK, the calendar will appear in the Navigation Pane. To open the calendar you have added, mark the calendar with the person s name. 11

12 Calendar Views There are four different views: day view, work week view, week views and month view. You cannot view more than 5 calendars simultaneously! 12

13 7. CONTACTS Create a contact Contacts can be as simple as a name and address, or include additional detailed information such as street address, multiple phone numbers, a picture, birthdays, and any other information that relates to the contact. For creating a new contact go on Contacts (you have to select your contacts in the navigation pane) on the New tab, and click New Contact. 8. TASKS Create a task Many people keep a list of things to do on paper, in a spreadsheet, or with a combination of paper and electronic methods. In Outlook Web App (also in Outlook 2010) you can combine various lists into one, get reminders and track task progress. For creating a task go on Task on the navigation pane, select the New tab and click New Task. 9. PRINTING Printing an incoming or outgoing 13

14 If you want to print an incoming or outgoing you have to Double-Click the message. If you have double-clicked the item a new window will open. Now you can see the icon for printing this message. Press once and you will see the printing screen. There is also another way for printing an item. Select the message and press CTRL + P, and now the printing screen will show up. 14

15 Printing from the calendar Printing from the calendar is easier than printing messages. For printing your calendar in OWA you only have to click the symbol for printing (marked red). After you ve pressed the printing symbol you now have the choice of three different types for calendar printing. 15

16 Day Week 16

17 Month 10. APPOINTMENTS For creating an appointment you have to navigate into your calendar in the Navigation Pane. Then you have to select the NEW button, from the Drop-Down list you can click on the Appointment option. 17

18 In the Appointment window, enter the Subject and the Location of the appointment and specify the Date and Time when it is going to be held. If you want to invite somebody you have to click the invite attendees icon to send appointment invitations to different people. Enter the addresses of the people in the To field to whom you have to send the appointment invitation. Once you have finished specifying all the destinations, click on send. 18

19 11. DELEGATE ACCESS / PERMISSIONS On your Calendar For delegation access or sharing your calendar with someone first you have to click on Calendar in the Navigation Pane. Now all your calendars will show up. To share your calendar right-click on your calendar and then click on Share in the drop-down menu. 19

20 Now you can Share this Calendar with someone. In the next step you have to send a Sharing Invitation of your calendar to the person you wanted to share your calendar with. Therefore you have to put his/her address into the To field. 20

21 There are three types of permissions you can set: - Free / busy information - Free / busy information including subject and location - All information Change Sharing Permissions Once you have shared your calendar to someone you can change the permissions you have set. For changing, go to Calendar on the Navigation Pane, right-click on your calendar and click on Share and Change Sharing Permissions. 21

22 The following window will open. When you double-click onto the person or group you want to change a new window will open. 22

23 In this window you can change the permission of the person or group. If you have taken your choice press Save. 12. MORE OPTIONS 23

24 Set Automatic Replies The Out of Office Assistant lets you automatically generate replies to incoming messages when you aren t in the office. In the Automatic Replies dialog box click Send Automatic Replies. Choose Send replies only during this time period and then use the Start Time drop-down list to specify the starting date and time when you will be out of office. Use the End Time drop-down list to specify the date and time that you will return to the office. Now you have two choices for the Auto-Reply: Inside My Organization is the first field. There you can write a message for the people inside your organization. The Auto-Reply will only be sent once to each sender. If you check Send automatic reply message to senders outside my organization tab, and then specify the message that you want sent to people outside your organization. When you are satisfied with the message(s), click OK. 24

25 Change Your Password In OWA it is possible to change your password. Create an Inbox Rule 25

26 Example SPAM Rule For Example the Inbox Rule SPAM : Rule Forwarding incoming messages to another IHS account In this example all incoming messages, where My name is in the To or Cc box are forwarded to Karl Zolles. 26

27 See all options In OWA it is possible to change your Account Information. To navigate to this option click onto Options See All Options. A new window will open, where you can change the following information (about your person): - General o o o o First Name Initial - Contact Location o Street o o o o Last Name Display Name (required field) City State / Province ZIP / Postal Code Country / Region o Office - Contact Numbers o o o o Work phone Fax Home phone Mobile phone 27

28 ANY OTHER QUESTIONS? send an to 28