OUTLOOK WEB APP USER GUIDE. Information and Communication Technologies Services

Transcription

1 OUTLOOK WEB APP USER GUIDE Information and Communication Technologies Services

2 Version 3.0 Date 16/07/2015 Author Helpdesk Office, Information and Communication Technologies Services Copyright Information and Communication Technologies Services Open University of Cyprus Information and Communication Technologies Services 2

3 Table Of Contents 1 INTRODUCTION Using Outlook Web App on desktop and laptop computers Windows operating systems Other operating systems Using Outlook Web App on smartphones and tablets MAIN SCREEN Folders List New mail Message list Search and built-in filters Reading pane Switching screens Receiving mail Create new mail Reply mail Forward mail Delete mail Sort mail Format mail CALENDAR Create a Meeting Invite Attendees Change Meeting Delete/Cancel Meeting Respond to a Meeting Request PEOPLE Directory My Contacts Create New Contact Edit Contact Information and Communication Technologies Services 3

4 5.2.3 Delete Contact Search for People Settings Create a signature Time zone and language settings in Outlook Web App Choose the language Set the date and time formats Set the time zone Changing the password Password security requirements Information and Communication Technologies Services 4

5 1 INTRODUCTION This manual refers to the use of Webmail for the Open University of Cyprus (OUC). The Guide provides instructions for the basic functions of the service. More information or details about the system's capabilities can be found on the on-line guide of Microsoft Outlook Web App. The guide is available at Also, at any point of the system, by pressing the Help button will show you the online Help Chapter Guide. 1.1 Using Outlook Web App on desktop and laptop computers For the best experience with Outlook Web App, use one of the operating system and browser combinations labelled Best. Outlook Web App is available in other operating system and web browser combinations, but not all features are available. Some browsers support only the light version of Outlook Web App. Best: All features will work. Good: Most features will work. Light: The browser will display the light version of Outlook Web App Windows operating systems Web browser Windows XP Windows Vista Windows 7 Windows 8 Internet Explorer 7 Light Not available Not available Not available Internet Explorer 8 Light Light Light Not available Internet Explorer 9 Not available Best Best Not available Internet Explorer 10 Not available Not available Best plus offline access Best plus offline access Internet Explorer 11 Not available Not available Best plus offline access Best plus offline access Firefox current version or one Best plus Best plus Best plus Best plus Information and Communication Technologies Services 5

6 previous offline access offline access offline access offline access Safari 5 Light Light Light Light Chrome current Good plus Good plus Best plus Best plus version or one offline access offline access offline access offline access previous In previous versions, Outlook Web App had built-in spell checking. In the latest release, Outlook Web App relies on the web browser for spell checking, which Internet Explorer prior to version 10 doesn t provide Other operating systems Web browser Mac OS X v10.7 or later Linux Firefox current version or one previous Best plus offline access Best plus offline access Safari 6 or later versions Best plus offline access Not available Chrome current version or one previous Best plus offline access Best plus offline access Information and Communication Technologies Services 6

7 1.1.3 Using Outlook Web App on smartphones and tablets You can use the web browser on your device to sign in to Outlook Web App. Best: All features for smartphones and tablets will work. Light: The browser will display the light version of Outlook Web App. Device Application Support Windows 8 tablet Windows Phone 8 Web browser Best Web browser Best ios 6 or later versions for iphone 4s or later versions Web browser Good ios 6 or later versions for ipad 2 or later versions All other smartphones and tablets Web browser Good Web browser Light Note If you set the browser on your Windows Phone 8 to desktop mode, you ll see the light version of Outlook Web App. Information and Communication Technologies Services 7

8 2 MAIN SCREEN The main screen of the webmail is divided in three windows (see Figure 1) Figure Folders List The first column contains the Folders list. The list shows the folders in your mailbox. It may include other folders, such as Favorites and Archive folders. Select Expand to show the Folders list, or to hide it select Collapse. In the Folders list, select Show to expand a list, or select Hide to collapse a list. 2.2 New mail On the main screen and above the Folders List you can create a new message by selecting. 2.3 Message list The second column contains the current folder message list. Each entry in the list view includes additional information such as the number of unread messages in a conversation, attachments, flags or categories that have been associated with any messages to the conversation. A conversation may include one or more messages. When you select a Information and Communication Technologies Services 8

9 conversation, you can delete or add a flag by clicking the icon or a category by clicking. At the top of the list you can find the message filters that you can select to find unread messages, messages that include your name in the To or Cc line or messages marked with a flag. 2.4 Search and built-in filters At the top of the second column is the search window. To use the search tool, enter the item you want to find next to the icon. Below the box is a list of suggestions. Click one of those to search for that item. Otherwise, you can finish typing and press the Enter key to start the search. To clear the search, click on the icon window. on the right side of the search Built-in filters such as all, unread, to me and flagged are a quick way to select the items you want to display in the message list. By selecting all, all messages will be displayed, by selecting unread messages only unread messages will be displayed, with the option to me all messages that include your name in list To or Cc will be displayed and with the option flagged all messages marked with a flag will be shown. 2.5 Reading pane The third column is called the reading pane. The conversation or message you selected appears in the reading pane. You can respond to any message in the conversation by using Reply, Reply all, or Forward at the top of the message. 2.6 Switching screens At the top right of the main screen you can scroll through the following windows: Mail, Allows viewing and editing of s and folders (Inbox, Sent Items, Deleted Items, Junk ) and personal folders you have created. Calendar, Allows viewing and editing of your calendar. People, Allows viewing and editing of your contacts. Tasks, Allows viewing and editing of things you need to do but don t necessarily want to place them on your calendar. Information and Communication Technologies Services 9

10 3 When you sign in to Outlook Web App, the first thing that appears on screen is the Inbox folder that contains received messages. Your account contains these default folders: Inbox Drafts Incoming messages arrive in this folder unless you create an Inbox rule to redirect them to another folder or the message has been identified as spam. If you create a new message or reply to a message but cannot finish it right away, the message is stored in the Drafts folder. You can find the message later in the Drafts folder to continue editing it. Sent Items By default, a copy of every message you send is placed in the Sent folder. Deleted Items When you delete a message, it moves to the Deleted Items folder. Junk Mail identified as possible junk is automatically moved to the Junk folder, and any potentially dangerous content within the message, for example, links or executable code, is disabled. 3.1 Receiving mail The system automatically and at regular time intervals checks if you have received new messages and displays them. If you want to check for new messages by yourself, select the top right button Settings and then click Refresh. Information and Communication Technologies Services 10

11 3.2 Create new mail To create a new message select will open in the reading pane (see Figure 2) above the Folder list. A new message form Figure 2 1) To add recipients, type the name of anyone who is in your contacts folder or organization s address list, or type the address in the To or Cc box. 2) Type a subject next to the Subject box and at then at the empty space below type the message body. 3) To add an attachment, select Insert Attachment at the top of the form and browse to the file you want to attach. 4) To embed a picture in the message so that it appears without the recipient having to open it, select Insert Pictures inline, and browse to the picture you want to add to your message. 5) To add an existing signature, select Insert Your signature. 6) When your message is ready to go, select Send. The total size of attachments in a mail should not exceed 10MB. Information and Communication Technologies Services 11

12 3.3 Reply mail You can reply to messages you have received using the links at the top of each message in the reading pane of Outlook Web App. When you select Reply, Reply All or Forward, a new message appears in the reading pane. When replying to a message, the subject is automatically copied and inserted at the beginning of a prefix (RE) that indicates a response. The text of the original message is automatically copied into the new message. To reply only to the person who sent the message: 1. Select the message in the reading pane. 2. At the top of the message, click Reply. A new message will appear addressed to the sender of the original message. 3. Add your response. 4. Click Send at the top of the message. To reply to the sender of a message and all other recipients: 1. Select the message in the reading pane. 2. At the top of the message, click Reply all. A new message will appear addressed to the sender and to all other recipients of the original message. 3. Add your response. 4. Click Send at the top of the message. Information and Communication Technologies Services 12

13 3.4 Forward mail When you forward a message, the subject is automatically copied and a prefix (FW) indicating that it s a forward is added at the beginning. The text of the original message is automatically copied into the new message. To forward a message: 1. Select the message in the reading pane. 2. At the top of the message click Forward. A new message will appear. 3. On the To line, enter the name or address of the person you want to forward the message to. You can also click To or Cc to jump to your address lists. 4. Add any other information that you want in the message, such as a quick note explaining why you re forwarding it. 5. Click Send at the top of the message. 3.5 Delete mail To delete a message: 1. Select them message you want to delete. 2. Click the icon or right click Delete. When you delete a message, it's first moved to the Deleted Items folder. Messages in the Deleted Items folder may be permanently deleted by selecting them while in the folder and deleting them, or by emptying the Deleted Items folder. To empty the Deleted Items folder: Right-click the Deleted Items folder. Select Empty folder. Select OK to confirm that you want to permanently delete the items. To configure Outlook Web App to empty the Deleted Items folder every time you log out select Settings Options Settings Mail. Under Message Options select Empty the Deleted Items folder when I sign out and press Save. Information and Communication Technologies Services 13

14 3.6 Sort mail You can arrange your messages in different ways by clicking Arrange By and then select one of the following options: Date: Shows all messages with the order they arrived in the Inbox folder. This is the default view. From: Sort all messages according to their sender. Flagged: Sort all messages based on whether they are flagged or not. Size: Sort all messages according to their size. Subject: Sort all messages messages by subject. Type: Sort all the messages by type / meeting request/ voice mail message/ fax message. Attachments: Sort all the messages based on whether they have an attachment or not. Importance: Sort all the messages based on importance. Conversation: It groups and displays messages that are sorted by subject of conversation. To see all messages from a particular conversation, expand the message group by clicking the arrow next to the group. Messages in your Inbox, and in other folders, by default are grouped by conversation and arranged by date, with the newest message at the top. Information and Communication Technologies Services 14

15 3.7 Format mail You can use text formatting tools in Outlook Web App to add emphasis to your messages. For example, you can apply bold or italic, create a link to a web page or insert a table in the message. You can customize the formatting in any message that you re writing. To see all format options select the chevron at the end of the formatting toolbar (see Figure 3). If you are not sure what some of the formatting icons do, you can point to any of them to see a short description. Figure 3 Information and Communication Technologies Services 15

16 4 CALENDAR The webmail allows you to manage your personal Calendar in order to organize your program (meetings, events, etc.). To manage your calendar, select the basic display option Calendar. The system will present the Calendar display (see Figure 4 ). Figure 4 Calendar screen shows your weekly schedule for the current week. You can navigate through your calendar by choosing a date from the calendar navigation tool shown in Window Navigator (see Figure 5). Information and Communication Technologies Services 16

17 Figure 5 Also, you can change the calendar display mode by selecting working week or week, month, etc. from the toolbar. (see Figure 6). Figure Create a Meeting In order to create a new event, press the button (see Figure 7). to present the Meeting tab Information and Communication Technologies Services 17

18 Figure 7 In the meeting tab you can post: Event: The theme of the meeting. Location: Where the meeting will take place Attendees: If you are the organizer of a meeting the system allows you to send invitations to other participants. Start and Duration: Start and end time of the meeting Show As: How to show the meeting in your calendar (out of office, busy etc.) Reminder: Whether you want the system to remind you about the meeting and if so, when. Calendar: If you have more than one calendar, you can choose which calendar will display the meeting. Repeat: In case the event occurs more than once you have to choose the frequency (every day, every Friday, every fortnight etc ) Private: Whether the meeting is personal. Text: Further information on the meeting, which you consider necessary to note. After entering the information you want about the meeting, click the Save button (see Figure 8). The meeting appears in your calendar. Information and Communication Technologies Services 18

19 Figure Invite Attendees If you are the organizer of a meeting and you want to invite other attendees then the system allows you to send invitations. Open the meeting tab, press Add attendees. When you select the attendees press to return to new event initial form. After you have selected the attendees, you can specify whether their presence is mandatory or optional. To set the status of an attendee as optional right-click the name of the attendee and select attendance optional. After setting the attendees and the data needed for the meeting, press the Send button to add the meeting to your calendar and sent invitations (see Figure 9). Each attendee will receive an with the details of the meeting and the opportunity to answer whether or not they will attend the meeting (see Respond to a Meeting Request). Information and Communication Technologies Services 19

20 Figure Change Meeting To change the details of a meeting, select the meeting from your calendar, and open the meeting tab (double click). After making the necessary changes: If the meeting does not have any participants, click the Save button to save the changes and return to Calendar. If the meeting has participants, click on the Send button in order to save the changes and reinform attendees. 4.4 Delete/Cancel Meeting To delete / cancel a meeting that you organised, select the calendar event, right click it and select Delete. Deleted meeting will be moved to the Deleted Items folder. If there are other attendees in the meeting they will be notified for the cancellation. Information and Communication Technologies Services 20

21 4.5 Respond to a Meeting Request If you receive an invitation to a meeting, you will receive it as an (see Figure 10). Figure 10 The buttons on the toolbar (see Figure 11) allow you to accept the invitation (Accept), to indicate that you may attend (Tentative) or to reject (Decline) it. Choosing your responds to the meeting request the system will ask whether you want to update the meeting organizer by . Figure 11 Once you have accepted an invitation your calendar will be updated (see Figure 12). Information and Communication Technologies Services 21

22 Figure 12 Information and Communication Technologies Services 22

23 5 PEOPLE 5.1 Directory The system has a Directory that includes contact information for all people having an address in Open University of Cyprus. This list is managed by the system administrator. The Contacts directory is used by users to easily locate addresses of other people in the university. 5.2 My Contacts In addition to the Directory list the system allows you to manage your personal contact list My Contacts. To manage your contacts, choose from the Basic screen (see Figure 13) My Contacts. Figure Create New Contact To create a new contact, press the button and then create a contact. The system will show you the contact tab to enter the contact information (see Figure 14). For each contact you can enter identification, communication, work and personal info such as birthday date). The most useful information entered for a contact (in addition to his name) are the contact numbers, address and mailing address. After completing the data you want press the Save button to add the contact to your personal contacts. Information and Communication Technologies Services 23

24 Figure Edit Contact You can only edit the contacts included in the folder My Contacts. To change the details of a contact, select it from the list and the relevant details will appear in the Reading Pane. Select Edit. The system will show you the contact tab for the items completed, to make any desired changes. Make the desired changes and then click Save to store or Discard to cancel. Information and Communication Technologies Services 24

25 5.2.3 Delete Contact To delete a contact, select it from your personal contacts list and press the button, and then delete. Select delete to confirm your request or cancel to cancel. The deleted contact will be moved to the Deleted Items folder. To permanently delete, you must empty the Deleted Items folder. 5.3 Search for People Any search at the Mail tab will automatically give you the option to search People. You can also search for people by selecting People at the top of the Outlook Web App screen and entering the person's name or group in the search box. After you complete your entry press enter or click the search icon. You can narrow your search by choosing one of the filters below the search box: all, people or groups. The default filter is All. Narrow your search further by selecting the range in the navigation pane. The default range is My Contacts and Directory. To delete the search results, click the cancel icon next to the search box. Global address list contacts are registered with latin characters Information and Communication Technologies Services 25

26 6 Settings Outlook Web App allows you to customize some personal settings for your account and how your account is presented. In order to see all the available options for changing the settings of your account from the main screen of the Outlook Web App, move to the top right section and select Settings > Options. (see Figure 15) Figure 15 You will see the following available options: Figure 16 Information and Communication Technologies Services 26

27 Option/Button Refresh Set automatic replies Display settings Manage apps Offline settings Change theme Change password Options Function Refreshes your page and shows new Sets up an automated reply to an individual/group in the event that you are away for a period of time Allows you to change the layout of your main screen (also, this option allows you to change the version of your OWA Web App; as well as a way to handle junk reporting) Helps you manage the apps you installed on your OWA Web App (Adding, Deleting, and Refreshing Apps) If you decide to turn ON the offline access, you can continue to use your computer even though it's not connected to a network Allows you to change the theme (upper background) of your main screen Allows you to manage/change your current password (also included in this option is the ability to add a 'Custom Signature', 'Read Receipts', 'Calendar Reminders', and 'Calendar Automatic Processing') Enables you to manage your account profile Below you can find details on how to: Create a signature that you can use in the mails you send Change the language that Outlook Web App appears Change regional settings (date and time format) In order to return back to the main screen of the webmail, press the button My Mail from the top right menu, or the icon 6.1 Create a signature An signature is text that you can add at the end of outgoing messages. To create a signature: 1. On the navigation bar, choose Settings > Options. 2. Under Options, choose Settings > Mail. 3. Under signature, in the text box, type the signature you want to use. Use the formatting mini toolbar to change the appearance of the signature. Information and Communication Technologies Services 27

28 4. If you want your signature to display at the bottom of all outgoing items, including replies and forwards, select Automatically include my signature on messages I send. If you don t select this option, you manually can add your signature to any message, (at the top of the message, choose Insert > Your signature). 5. Choose, to save changes. You can t include an image file (such as a.gif or.tif) in your signature in Outlook Web App. In the Figure 17 below, you can see a sample of the signature of user Eleni Georgiou Figure Time zone and language settings in Outlook Web App To set your time zone, language, and date and time formats do one of the following: Go to Settings > Options > Settings > Regional Information and Communication Technologies Services 28

29 6.3 Choose the language On the Regional page, select the language you want to use in Outlook Web App. If you want to rename the default folders, select the check box next to Rename the default folders so their names match the specified language (see Figure 18). Figure Set the date and time formats The options for date and time formats vary depending on the language you've chosen. Select the date and time formats from the lists.(see Figure 19) Figure Set the time zone Select the time zone you want to use from the list.(see Figure 20 ) Figure 20 Press the button to save all the changes made. Information and Communication Technologies Services 29

30 7 Changing the password In order to change the password choose Settings > Change Password (see Figure 21 ). Figure 21 In the field Current Password enter your current password, that is the password you use to login to webmail. In the field New Password enter the new password which must comply with the password security requirements (Password security requirements). In the field Confirm New Password reenter your new password. Then, press the button to save the changes. Your password will change if all three requirements below are satisfied: 1. The Old Password is valid Information and Communication Technologies Services 30

31 2. The New Password complies with the security requirements 3. In the field Confirm New Password you entered the same password as in the previous field (New Password). If any of the above reuirements is not met, the system will show you the equivalent error warning message. (see Figure 22,Figure 23,Figure 24). Figure 22 Figure 23 Information and Communication Technologies Services 31

32 Figure 24 If the password change was successful you will be automatically log out, and redirected to the login screen ( in order to login again using your new password. (see Figure 25). Figure 25 Information and Communication Technologies Services 32

33 7.1.1 Password security requirements The password that you have to enter must comply with the following requirements: 1. Must be at least 8 characters and not more than 15 characters 2. Must include characters from at least 3 categories i. Lowcase Latin characters ii. Capital Latin Characters iii. Numbers iv. Special Characters (@ & #! +) 3. Numbers and letters should be at least 6 characters 4. Repeated characters are not allowed (xx, ddd, ff, 11, ##) 5. You can not enter your name or surname 6. It should not be the same or similar with the last 5 password codes that you have used Information and Communication Technologies Services 33