Microsoft Outlook Webmail

Transcription

1 BURBANK SCHOOL DISTRICT 111 Microsoft Outlook Webmail Technology Department Document Revision History Revision Date Ver # Revised By Description of Revision(s) Ian Chafee Initial Document work Burbank School District 111 1

2 Contents Logging into Outlook... 3 Initial Setup Reading Turning off conversations... 6 Opening and replying to an Sending Using the Address Book... 9 Managing s Creating and managing folders Moving s to folders Setting options Automatic Replies Signatures Managing your mailbox Checking your mailbox size Finding large s to delete Deleting s Emptying the Deleted Items folder Calendar Opening the calendar Adding a calendar appointment Editing a calendar entry Contacts and Groups Tasks Logging out of Outlook Burbank School District 111 2

3 Logging into Outlook 1. To enter , click the Staff Mail link on the left side of the District website. Or, you can go to mail.bsd111.org. 2. Put in your name and password. Your user name and password were given to you on a separate sheet Burbank School District 111 3

4 Initial Setup 3. You may get one the following screen. Pick your settings Burbank School District 111 4

5 Reading 3. When you log in, your startup view will be your Inbox, where new s will be delivered. If you click on the e- mail header on the left, the text of the will be on the right. body header Burbank School District 111 5

6 Turning off conversations 4. By default, s are grouped by subject. This puts all of the s in a given reply chain together on a single line. If you want your to put each reply on a separate line, turn off conversations by clicking on Conversations by Date and checking No under Conversations. check Burbank School District 111 6

7 Opening and replying to an 5. To open an , click the header Click the header and the will open at the right 6. Once the opens, you can reply, reply all, or forward as needed. Burbank School District 111 7

8 Sending 7. Click on New Mail to open the new window. Burbank School District 111 8

9 Using the Address Book 8. Click the To or CC button(s) to address or carbon copy the to recipients. Burbank School District 111 9

10 9. Click the TO or CC button will bring up the address book, which you can search for your recipient. You can enter all or part of a person s name and then click the icon to search Once you ve found the person you re looking for, double click their name to enter their name next to To Burbank School District

11 10. You can also enter the name on the screen itself, then do a Check Names. Enter all or part of the person s name and click the blue 11. Once your message is complete, click Send. Burbank School District

12 Managing s Creating and managing folders Often, you will want to save an for future reference, but do not want it in your inbox, cluttering it. In this case, you should create folders and save s there. Perhaps you want to make a folder relating to a project, or all s from your supervisor. 1. Right click your name on the left side, then left click Create New Folder Right-Click Left-Click 2. Enter the name of your folder. When you re done naming the folder, click outside the text box to accept the folder name. Burbank School District

13 Moving s to folders 3. There are two ways of moving s to folders. You can either drag the to the folder, or RIGHT-CLICK the , pick move then pick the folder You can drag the to the folder you want to move it to Click More to see the available folders to move this to Burbank School District

14 Setting options 12. To see what options are available, click on the Sprocket icon in the top right corner, next to your name Burbank School District

15 Automatic Replies 13. Automatic replies can be used when you will be out for a time and you want people who send you s to know that you are unavailable. To set an auto-reply, click Set Automatic Replies. 14. Fill in all the auto-reply fields. It is important to specify a start and end time, otherwise the system will send replies after you return. Save Note: it is considered good form to include the following information in your auto-reply: the fact that you are unavailable, the date/time you will return, and an alternate contact for the sender to contact in case they need immediate assistance. Burbank School District

16 Signatures An signature is a block of text at the bottom of your that can give the recipient quick information about who you are and how to reach you. 15. To set a signature that will be attached to all your s click the sprocket icon then options. 16. Click on Settings. Enter your signature text and check the box labeled Automatically include my signature on messages I send. Remember to click save when you are done! Settings Enter your signature Save Burbank School District

17 Managing your mailbox All accounts have a storage space limit. If you start to approach yours, you may need to delete old or large attachment s. Checking your mailbox size 17. To see how much space your mailbox is using, click the sprocket icon, the click Options 18. Check your status on the Account tab Burbank School District

18 Finding large s to delete 19. The quickest easiest way to clear storage space is to delete the largest s. To find them, sort your s by size. Click Items by Date up at the top, then click Size 20. The s are now sorted by size. Outlook ranks them in size brackets so you can tell which s are biggest Burbank School District

19 Deleting s 21. To delete an , click the red X Burbank School District

20 Emptying the Deleted Items folder 22. s that you delete go into your Deleted Items folder. To purge that folder, RIGHT-CLICK the Deleted Items folder and then LEFT-CLICK Empty folder. 23. Once you click OK, the s are gone Burbank School District

21 Calendar Opening the calendar 1. To access your calendar, Click the Calendar button up at the top right corner 2. The calendar will open Pick the month and day you want to look at Change the view Burbank School District

22 Adding a calendar appointment 3. Click New Event in the upper left corner 4. Enter in the details of your appointment. Note that not all fields are required Click save when you re done Name and location (if wanted) Date, time, reminder If you want to send s to other people inviting them to a meeting. Click the + sign all the way to the right of the box to add people from the District address list, or type in an external address to invite others. Set a repeat if an entry is a weekly, or monthly appointment. Enter notes about an appointment if you want Burbank School District

23 5. If you invite people from inside the district, they will have the option of sending a reply when they get the calendar invite. If they reply, you will get an Can t make the meeting Will attend Burbank School District

24 Editing a calendar entry 6. To edit, click the day in question, then double click the entry on the right side 7. Click Edit Burbank School District

25 8. Make your changes and click Save. If you have invited others, Save will say Send instead This event has invitees, so it says Send Burbank School District

26 Contacts and Groups 1. To look for other district employees, or to see what groups are available in the system, click People. You can search for people, groups, or both 2. Your results. I entered Burbank as my search criteria, so it gave me anyone who works at Burbank School, in addition to the BurbankStaff group. A picture or a single silhouette means the contact is an individual. Multiple silhouettes means a group Click on the mail icon to send the person or group an e- mail Burbank School District

27 Tasks Tasks are a good way to keep track of ongoing projects. You can update status, track what you ve done, and mark when finished. 1. To access Tasks, click Tasks in the upper right corner. 2. To create a new task, click New Task 3. Enter your details Burbank School District

28 4. If you click Show More Details, you have the option to put in more information if you want Burbank School District

29 Logging out of Outlook 1. It is recommended that you log out of when you are done. To do this, click your name in the top right corner, and then click Sign Out Burbank School District