Using Outlook Web Access (OWA)

Transcription

1 Using Outlook Web Access (OWA) Prepared and Presented by: Karen Palmer Director of Technology Billings Public Schools 415 North 30 th Street Billings, MT August 2005

2 Logging In to Your Account Outlook Web Access (OWA) provides access to your , calendar, contacts, and task list through a web-browser. This access is available at any time from any computer with an Internet connection. To log-in: 1) Open the district website in your webbrowser (this example uses Internet Explorer on Windows, but you may also use Internet Explorer for Macintosh, Firefox or Safari although your screens may look slightly different). 2) Click the For Staff link on the left side of the screen in the blue toolbar. 3) Click the Check Your Here link on the For Staff page. 4) At the login prompt, type your username, press the tab key and then type your password and click OK or press return or click Log On. Your username is everything in front of sign in your address. Your password will appear as asterisks or black dots. The link that says Click Here below the log on window will take you to several Outlook Web Access tutorials, like this one. 7/18/ kesp 2

3 Parts of the Outlook Web Access (OWA) Screen Note If you hover over any icon with your cursor, you will see a description of that button. Change View Log Off Button Folder List List Preview Pane 7/18/ kesp Shortcut Buttons 3

4 Using Outlook Web Access Help The Help screens in Outlook Web Access (OWA) have great information if you want to go beyond the basics of the program and dig deeper. Once you are logged in, to get to the Help Screens from anywhere in the program: 1) Click on the Help button on the right hand side of your toolbar at the top of your browser window. 2) Click the + sign in front of a category to expand it and view the contents. Click on a subject within the contents to read more about it on the right. 7/18/ kesp 4

5 Changing Your View To move your Reading Pane to the Bottom of your screen: Click the black triangle next to the Reading Pane button and choose Bottom. To Move to Your Mail, Calendar, Contacts, etc: Use the Buttons in the lower left hand corner of your Navigation Pane To Open a Message in its Own Window: Double click on the message in the List To Sort Your Messages Using a Different View: Click the Menu and make your choice. August 15, 2005 kesp 5

6 Sending a Message Using Outlook Web Access (OWA) To Send a Message: 1) Click the down arrow next to the New button and choose Message. 2) Type the address of the person you are sending the message To, a Subject and the body of the message. Click Send. 7/18/ kesp 6

7 Replying to a Message Using Outlook Web Access (OWA) To Reply to a Message: 1) Select the message that you want to reply to by clicking on it. It will be highlighted. 2) Click the Reply button to send a response to the Sender. If the original message was address to more than one person, click Reply All if you want to send the reply to all of the original recipients. Reply Button Reply All Button 3) Type your response, then click Send. 7/18/ kesp 7

8 Sending Attachments with Outlook Web Access 1. Create a new message entering the recipient address, subject and body as normal then click Attachments. 2. Click Browse to choose the document you want to Attach. August 15, 2005 kesp 8

9 Sending Attachments with Outlook Web Access 3. Navigate to your file, click on it to highlight it and click Open. 4. Click Attach August 15, 2005 kesp 9

10 Sending Attachments with Outlook Web Access 5. Verify that your attachment is listed, click Close. Send your message. August 15, 2005 kesp 10

11 Finding Addresses or Phone Numbers in OWA To lookup the address, location or work phone number of anyone in the district: 1) Click the Address Book button, or if you are already in a new message click the To: button. 2) Choose Global Address List from the Find names in: menu, then enter the last or first name of the person you are looking for and click Find. 3) Click on the name of the person you are looking for and either click New Message to send and to that person, or click Properties to see more information or add that person to your personal Contact list. 7/18/ kesp 11

12 Finding Addresses or Phone Numbers in OWA 7/18/ kesp 12

13 Creating a New Contact 1) Click the Contacts button. 2) Click on the drop down menu next to the word New and choose Contact. 3) Fill in the all of the information that you would like to track and then click Save and Close. 7/18/ kesp 13

14 Creating Your Own Distribution Groups To Create Your Own Custom Distribution Groups: 1. Click on the Contacts button in the lower left corner. 2. Click the down arrow next to the New button to access the New Menu, and choose Distribution List. 3. Name your list. 4. Add members to your list by typing username or name for district recipients, or address for those outside of the district. Remember to click Add after each person. August 15, 2005 kesp 14

15 Creating Your Own Distribution Groups 5. To search for users, click the Find Names button. You can search the Global Address List which contains all in-district users or your personal Contacts. 6. Click Save and Close when you are done creating your list. August 15, 2005 kesp 15

16 Using the Calendar This tutorial assumes that you are already logged into your Outlook Web Access account. 1) Click the Calendar button. 2) Click on the drop down menu next to the word New and choose Appointment. 3) Fill in the Subject, Location, Start and End Date and Time (or make it an All Day Event. Choose to receive a reminder, add Notes and then click Save and Close. 7/18/ kesp 16

17 Recurring Appointments in Outlook Web Access To place a recurring appointment on your calendar: Open a New Appointment, enter the details then click Recurrence. Choose your pattern, set an end date, then click OK. August 15, 2005 kesp 17

18 Scheduling a Meeting in Outlook Web Access To invite people to attend a meeting using Outlook Web Access: Open a New Appointment and fill in the appropriate information as usual. You can place an Agenda in the notes section or attach it by clicking the Paper Clip. Click Invite Attendees, and then enter their Addresses in the Required: line that appears. Attendees can be from inside or outside of the District. Separate multiple addresses with a semicolon. Optional Attendees are those that you want to invite, but who are not critical to the meeting. We are not yet scheduling Resources. August 15, 2005 kesp 18

19 Scheduling a Meeting in Outlook Web Access If you want to check Invited Attendees availability, click the Scheduling Tab. Information for out of District Attendees will not be available. When done, click Send from the Appointment Tab. Invited Attendees will receive an allowing them to Accept, Decline or in some cases Suggest a New Time. The appointment will automatically be placed on the calendar of those Invited Attendees using Outlook who Accept. You will receive a confirmation with their response. August 15, 2005 kesp 19

20 Customizing Outlook Web Access This tutorial assumes that you are already logged into your Outlook Web Access account. 1) Click the Options button. 2) From the Options screen, you can customize OWA to suit your needs, changing the screen colors, the font, setting up a signature and even easily setting up and Out of Office automatic reply using the Assistant. 3) Once you ve made your changes, don t forget to click Save and Close to apply and save them. 7/18/ kesp 20