Using Your Northwest Web Mail

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2 Using Your Northwest Web Mail Web Mail Toolbar buttons (Table 1) Web mail navigation pane: The Navigation Pane, which is located next to the main window, is made up the following areas: An expandable folder list that provides access to your personal Microsoft Office Outlook Web Access folders (your Inbox and Calendar, for example) and any folders you create. The folders are displayed in a hierarchy that you can expand to view the folder contents or collapse to view only the top-level folder. Folders within a main folder are called subfolders. To view subfolders, click the Plus sign. A set of buttons that provide one-click access to your Inbox, Calendar, Contacts and Tasks folders and to your organization's public folders. An Options button allows you to set user options, such as calendar or task reminders A horizontal splitter bar located between the folder list and the buttons allows you to collapse the buttons into a button tray. The Plus sign icon next to a folder indicates that the folder contains other folders. Page 2 NORTHWEST WEB-BASED THE BASICS

3 Using Your Northwest Web Mail (continued from page 2) Sending a message with your Northwest web mail: To send a message on your , follow these simple steps: 1. Click on New button. The Reply button allows you to easily reply to a sender s message. This button allows you to compose a new message. 2. The new message window appears. 3. Enter the address of the recipient in the To: field. When sending to multiple recipients, separate multiple addresses with semicolons (;). 4. Type the subject of message in the Subject: field. 5. Compose your message, then click on the Send button on the toolbar. Figure 2. The New Message window. Figure 3. Click the Reply button to reply to the message sender. Only click Reply to all if you want reply to everyone listed in the To field. Forwarding a message: Checking for new mail: The Send button allows you to send your message. 1. Open the message you want to forward by clicking on the sender's name in the Inbox. 2. Click on the Forward button. 1. Click the Check for New Messages button on the toolbar. New mail will appear in bold lettering. The Check for New Messages button allows you to easily view new messages. Reading a message: 1. Double-click on the message you want to read. Replying to a Message: 1. Open the message you want to reply to by clicking on the sender s name or address under the From column in the list of messages. 2. Click on the Reply button if you want to respond to the sender's message. 3. Type your message in the message window and then click the Send button. ELECTRONIC CAMPUS Figure 4. Click Forward when you want to forward a message to someone other than the sender. Page 3

4 Using Your Northwest Web Mail (continued from page 3) Forwarding a message continued Type in the address of the person you want to forward the message to and then click the Send button. Adding attachments: The Forward button allows you to easily forward a message to another person other than the sender. To send a file such as a Word document along with your message, you will need to add it as an attachment. To add an attachment, please follow these steps: 1. Click on the Attachments button. Setting Importance: If you want to indicate a priority level with the message, please do the following: 1. Click on either the Importance: High button or the Importance: Low button. This will indicate to the recipient that you have placed an importance level on this message. The Importance: High button adds an exclamation point to your message letting the recipient know that it is an important message. The Importance: Low button adds an arrow to your message letting the recipient know that the message is a lower priority one. The Add Attachment button allows you to easily add a file to your message, such as a Word or Excel file. Adding a Signature: To place a custom signature on each message you send, please follow these steps: 2. Click the Browse button and locate the file you want to attach to your message. 3. Double-click on the file or click the Open button to acquire the file. The file will now appear in the textbox next to the Browse button. 3. Click the Attach button. The file will now appear in the Attachments window. 4. Click the Close button. The file will now be attached to your message. Reading attachments: To view the contents of an attachment, please do the following: 1. Double-click on the attachment icon to open the attached document. This will open the attachment and you can then read the contents of the document. Don't open an attachment unless you trust the content and sender. Attachments are a common method of spreading computer viruses. 1. Click Options in the Navigation Pane. 2. Under Messaging Options, click Edit Signature. Figure 5. The Messaging Options area will allow you create a Signature for your s. 3. In the Signature window, type and format the signature you want to use. 4. Click Save and Close. 5. Select the Automatically include my signature on outgoing messages check box. 6. Click Save and Close. Page 4 NORTHWEST WEB-BASED THE BASICS

5 Working with Web Mail Folders Your web mail and folders: Web Mail default folders (Table 2) The Outlook Web Access folder bar displays your current location in the folder hierarchy and allows you to choose how folder items are displayed. The folder bar is located just above the main toolbar. Depending on which folder is displayed, you can sort and view messages by clicking the arrow next to the folder name. For example, you can view only the unread messages in a folder or view all messages by sender or subject. You can also view your contacts and tasks by specific aspects to those items. For example, you can view all completed tasks. A folder, however, often contains more items than can be displayed in a single window. To scroll through the contents of a folder, click Previous Page and Next Page. You can also click First Page and Last Page to jump to the beginning or end of folder contents. You can also go to a specific page by typing a page number in the Items box, and then pressing the [Enter] key on your keyboard. Displaying your web mail folders: To display your Microsoft Exchange mailbox folders, click Folders in the Navigation Pane. Exchange mailbox folders include Calendar, Contacts, Deleted Items, Drafts, Inbox, Junk , Journal, Notes, Outbox, Sent Items, and Tasks. (See Table 2) Outlook Web Access provides several default folders. To display the contents of a folder, click the folder. All the items in that folder are listed in the main Outlook Web Access display area. In addition to your default folders, your Web Mail provides access to the following Outlook folders for your personal use. (See Table 3) Personal web mail default folders (Table 3) You can view, modify, and create Tasks. In contrast, you can only view your Notes and Journal items. ELECTRONIC CAMPUS Page 5

6 Working with Web Mail Folders (continued from page 5) Creating and deleting 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. For example, you can create a folder called "Club," with subfolders for each person in your club. When someone leaves your club you can delete that person's folder or move it different folder. 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 folder. For example, you can create subfolders within a default folder, such as your Inbox, or within a folder that you created. Renaming a folder: 1. Right-click the folder you want to rename in the Navigation Pane. 2. Click Rename. Creating a folder: 1. To display your web mail folders and public folders, click Folders on the Navigation Pane. 2. Right-click any folder in the Navigation Pane. 3. Left-click New Folder. If you want to make a new subfolder for a parent folder, right-click the parent folder. To create a new folder from anywhere in Outlook Web Access, on the toolbar, select Folder from the New menu. 4. In the Create New Folder dialog box, type a name for the new folder in the Name box. 5. In the Folder contains list, select the type of items the new folder will contain. Your selection will determine which form (Contact, Calendar, message, etc.) Outlook Web Access will use to display this folder. 6. Select where you want the new folder to reside in the list of folders. If the new folder is a subfolder of Inbox, click Inbox. If the new folder is at the top level of the folder hierarchy, click the first listing (your name). 2. Right-click the folder and then click Delete. 3. When asked to delete the current folder, click OK. When you delete a folder, it is moved to the Deleted Items folder. The folder is not permanently removed until you delete it from that folder. Moving and copying folders: Outlook Web Access allows you to move and copy folders between other folders. This helps you create and organize your folders the way you want them to appear. You cannot move or copy items between public folders and your Exchange mailbox folders. For example, you cannot move or copy a public folder into your Inbox or Calendar. Also, if your public folders are spread out over several servers in your organization, it may not be possible to move or copy items between those folders. 1. Right-click the folder you want to move or copy in the Navigation Pane, and then click Move/Copy. 2. In the Move/Copy Item dialog box, click the destination folder, and then click Move or Copy. You can also move or copy folders by dragging them. To move a folder, simply drag it to the destination folder in the Navigation Pane. To copy a folder, press [CTRL] and drag the folder to the destination folder in the Navigation Pane. To move or copy a folder to a new folder: 1. Right-click the folder you want to move or copy in the Navigation Pane and then click Move/Copy. 2. In the Move/Copy Item dialog box, click New. 3. In the Create New Folder dialog box, type a name for your new destination folder in the Name box. 4. In the Folder contains list, select the appropriate item for your new folder and then click OK. 5. In the Move/Copy Items dialog box, select the new folder, and then click Move or Copy. Deleting a folder: 1. To display your web mail Exchange mailbox folders and public folders, click Folders in the Navigation Pane. Page 6 NORTHWEST WEB-BASED THE BASICS

7 Working with Web Mail Folders (continued from page 6) Moving a single message into a folder: To move an message into a folder, please do the following: 1. Single-click on the message to highlight it. 2. Right-click on the message you wish to move into a folder. A drop-down menu will appear. 3. Left-click on Move/Copy to Folder. 4. Left-click on the folder you want to move the message into. The folder will then be highlighted. If all folders are not displayed, click the Plus symbol next to Inbox or other folder to view all folders available to you. 5. Click the Move button. Click Copy if you want to place a copy of the document into a folder, while keeping the original version in its same location. Moving multiple messages that are grouped together into a folder: 1. To move messages that are grouped together, single-click on a message. 2. Press the [Shift] key on your keyboard and single-click on the last message in the list of those you want to move. All of the messages from the first to the last message you clicked on will be highlighted. 3. Release the [Shift] key. 4. Right-click on the messages you wish to move into a folder. A drop-down menu will appear. 3. Left-click on Move/Copy to Folder. 3. Left-click on the folder you want to move the messages into. The folder will then be highlighted. If all folders are not displayed, click the Plus symbol next to Inbox or other folder to view all subfolders beneath that folder. 5. Click the Move button. Click Copy if you want to place a copy of the documents into a folder, while keeping the original versions in their same location. Moving multiple messages that are not grouped together into a folder: 1. To move multiple messages that are not back-to-back messages, single-click on a message that you want to move. 2. Press the [Ctrl] key on your keyboard and hold it down as you click on the other messages you want to move. All the messages to be moved will be highlighted. 3. Release the [Ctrl] key. 4. Right-click on any of the highlighted messages. A drop-down menu will appear. 3. Left-click on Move/Copy to Folder. 4. Left-click on the folder you want to move the messages into. The folder will then be highlighted. If all folders are not displayed, click the Plus symbol next to Inbox or other folder to view all subfolders beneath that folder. 5. Click the Move button. Click Copy if you want to place a copy of the documents into a folder, while keeping the original versions in their same location. Deleting messages from folders: You can delete a single message or multiple messages from folders in your Northwest Web Mail to remove unwanted s. To delete messages from your folders, please follow these simple steps: Deleting a single messages: 1. Select the folder you wish to delete a message from such as your Inbox. 2. Single-click on the message to highlight it. 3. Click the Delete button. The highlighted message will be deleted and sent to the Deleted Items folder. When you delete messages, they are sent to the Deleted Items folder. You will periodically need to get into your Deleted Items folder to delete messages from that folder to free space in your mailbox. ELECTRONIC CAMPUS Page 7

8 Working with Web Mail Folders (continued from page 7) Deleting messages that are grouped together in a folder: 1. To delete messages that are grouped together or to delete all messages in a folder, single-click on a message in a folder. 2. Press the [Shift] key on your keyboard and single-click on the last message in the list of those you want to delete. All of the messages from the first to the last message you clicked on will be highlighted. 3. Release the [Shift] key. 4. Click the Delete button. All highlighted messages will be deleted and sent to the Deleted Items folder. Deleting multiple messages that are not grouped together in a folder: 1. To delete multiple messages that are not back-to-back messages, single-click on a message in a folder. 2. Press the [Ctrl] key on your keyboard, then click on the other messages you want to delete. All of the messages you clicked on will be highlighted. 3. Release the [Ctrl] key. 4. Click on the Delete button. All highlighted messages will be deleted and sent to the Deleted Items folder. Each time you send a message, it will place a copy in the Sent Items folder. You will periodically need to get into your Sent Items folder to send those messages to the Deleted Items folder. 1. To search the subfolders of the current folder, select the Search Subfolders check box in the Search window. This option is available only when searching your Exchange mailbox folders. 2. To search for text contained in the subject line of a message, in Look in the Subject for these word(s), type the text for which you want to search. You can search for a group of words in quotation marks, individual words, or both. Entering the phrase "status meeting" (with quotation marks) means both words must appear exactly as typed to meet the search criteria. 3. To search the body of a message for the text you enter, select the Also search message body check box. Because this option causes Outlook Web Access to search every word of every message in the folder, the search process takes more time. 5. To search for items sent by a particular person, type the sender's name in the From box. 6. To search for items sent to a particular person, type the name of anyone who was on the To or Cc lines of the message in the Sent To box. Separate multiple names with a semi-colon (;), space, or comma (,). Always enclose full names in quotation marks (for example, Jane Smith ). Otherwise, first and last names could be matched with other people in your organization. 7. Click Find Now to begin the search. You cannot stop or interrupt the search until it is finished. If more than one item is returned by your search, click a column heading to sort the results. Searching a folder: To search a folder, you must open the search window from that folder, or from a parent folder of that folder. For example, clicking Search from your Inbox allows you to search Inbox and any subfolders you have created within Inbox. The search window will display the message "You are searching this folder: [name of folder]" to indicate the folders Outlook Web Access will search. To search your Exchange folders, follow these simple steps: Select the folder or parent folder you want to search, and then click Search on the toolbar. Page 8 NORTHWEST WEB-BASED THE BASICS

9 Creating Web Mail Contacts Creating a Contact: Your Northwest Web Mail will allow you to create contacts. Contacts is an address book. 1. Click Contacts on the toolbar (see Figure 6) and then click New. Use the drop-down lists to record multiple entries. For example, the drop-down list next to the icon allows you to save three different addresses for a contact ( , 2, and E- mail 3). Polson, Luke Figure 7. In the new contact window, type the contact information of the person whose address and personal information you want to save for future use. You can also save multiple addresses and phone numbers. 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 checkbox. On the Details tab, you can fill in additional information about a contact. 3. Click Save and Close, and then refresh your browser window to see the new contact. Opening a contact: Figure 6. Click Contacts to view and create a person s address and contact Information. 2. On the General tab in the new contact window, type the information you want to include for the contact. To view all the information you have saved for a particular contact, you will need to open the contact. To open a contact, please do the following: 1. Double-click the contact you want to open within the main Contacts window. ELECTRONIC CAMPUS Page 9

10 Creating a Web Mail Distribution List Creating a distribution list: To send messages to a group of people, you can create a distribution list to simplify sending your message. Once your distribution list is created, you can easily send a message to multiple people at the same time without having to type in each of their individual addresses. To create a distribution list, follow these simple steps: 1. Click the arrow next to New. 2. Click Distribution List. 3. In the List Name text box of the new distribution list window, type the name of your new distribution list. Example: SOCCER TEAM. 4. To add a member of your team or club to your distribution list, click Find Names. 5. Use the Find Names dialog box to locate the person in your institution s global address list or your contacts, and then click Add recipient to...distribution List. Repeat this step for each person you want to add. 6. You can also type the addresses for the people you want to add in the Add to Distribution List text box. You will need to type the address of any person outside of your institution in the Add to Distribution List text box and then click Add. Figure 8. Click Distribution List to start creating your distribution list. Working with the Web Mail Calendar Your Northwest Web Mail calendar allows you to create and track appointments. You can also organize and schedule meetings with team members or friends and then update or modify the information as needed. The calendar also allows others to keep track of your meetings and appointments. For instance, your supervisor or team member can check your availability for his or her own scheduling purposes. In addition, all appointments and meetings can be set as recurring, meaning that the meeting or appointment can occur on a regular basis. For example, you can schedule a meeting that reoccurs every Monday at 3:00 p.m. by placing it on reoccurring status. To access the calendar, click Calendar on the Navigation Pane. Figure 9. The new appointment window will allow you to schedule an appointment in your calendar. Page 10 NORTHWEST WEB-BASED THE BASICS

11 Working with the Web Mail Calendar (continued from page 10) Unlike meetings, which include other people, appointments are commitments that only you need to attend. Examples of appointments include, but are not limited to, a visit to a physician or lunch with a relative or best friend. Meeting request icons (Table 4) When creating an appointment on your calendar, you can set how that time will appear when others view your schedule. Examples: Out of the Office or Busy. Creating an appointment: 1. Click Calendar. 2. Click New. You can also create a new appointment by doubleclicking a time in the daily calendar view or doubleclicking the date bar in the weekly or monthly view. 3. In the Subject box, type a brief description of the appointment. 4. In the Location box, type the place where the appointment occurs. 5. In the Start time and End time lists, select the appropriate dates and times. 6. In the Showtime as list, choose how you want your schedule to appear for the appointment. Your selection options which include Busy, Free, Tentative or Out of Office are what others will see when they view your schedule. To be reminded about this appointment, select the Reminder check box. Type any additional information in the body of the message. 7. Click Save and Close. Replying to a meeting request: 1. Double-click the meeting request in your Inbox to open it. Double-click a persona s name to get more information about the sender or one of the attendees, such as the person's street address or phone number. If the meeting request is displayed in the Reading Pane, you can view information about the sender or an attendee by double-clicking the person's name. 2. Click the,? or X icons to select how you wish to respond to the meeting request. (See Table 4) A message window will open, which will be addressed to the sender of the meeting request. To add additional recipients to your meeting response, type their names in the To and Cc boxes. If you want to send a message with the reply, type a message in the text box. 3. Click Send or Don't Send Response. Replying to a meeting request with a message: You can reply to a meeting request without accepting the meeting invitation. To reply to a meeting request with a message, follow these simple steps: 1. To send a message only to the meeting organizer, click Reply button. 2. To send a message to everyone who was invited, click Reply to all button. 3. Type your reply in the message body and then click Send. The Reply button allows to reply only to the meeting organizer. The Reply to all button allows to reply to everyone who was invited to the meeting. ELECTRONIC CAMPUS Page 11

12 Working with the Web Mail Calendar (continued from page 11) Canceling a meeting: 1. In the Calendar, open the meeting you organized. 2. Click Delete button 3. In the Alert dialog box, click Yes to send a cancellation notice to the other meeting attendees. Type a message in the body of the cancellation form if you want to explain why the meeting is being cancelled. 4. Click Send. The Delete button allows you to easily cancel a meeting. Setting calendar reminders: You can set reminders on your appointments and meetings in your Northwest Web Mail. You can then determine how long before an appointment or a meeting the reminder message will appear. To set a reminder, follow these simple steps: 1. Select the Reminder checkbox in the New Appointment or New Meeting Request form when creating a Calendar item. The default reminder interval is 15 minutes. To be reminded at a time other than 15 minutes before the appointment or meeting, select another time from the list. 2. To view your reminders click View Reminders on the toolbar in the Calendar. For calendar reminders to work, Enable reminders for Calendar items MUST be selected within Options. After you enable reminders, you can choose to have a sound accompany the appointment/meeting reminder. Dismissing an appointment or meeting: When the Reminder dialog box opens, it lists all Calendar items for reminders that have not been dismissed. The reminder will show the following: Subject Lists the name of the item being reminded about. Due In Indicates how long until the item starts. If the scheduled time for a meeting or appointment or the due date for a task is passed, the reminder indicates how long the item is overdue. Dismissing a reminder closes the reminder and ends all future reminders for the selected item. To dismiss a meeting or appointment, follow these easy steps: 1. Select one or more items in the reminder section, and then click Dismiss. To dismiss all the items, click Dismiss All. To view the details of an item, select it and then click Open Item. Snoozing your reminder: If you don't want to dismiss a reminder, you can set it to snooze. For example, on your alarm clock you may set it to wake you at 6 a.m., but hit the snooze button to allow you five more minutes of extra sleep. Snoozing a reminder is a similar concept. Snoozing closes the current reminder temporarily. After a period of time that you designate, the reminder will display again. The default is set to five minutes. To set a reminder to snooze, follow these simple steps: 1. Select the item that you want to set a five minute or longer snooze time on. 2. Use the drop-down list, located under Click Snooze to be reminded again in, to specify when you want to receive another reminder. 3. Click Snooze. Customizing Message Options Automatically Reply to an The Out of Office Assistant in your Northwest Web Mail can generate automatic replies to messages that you receive while you're away. When you activate this feature, your Northwest Web Mail will send an automatic reply to someone the first time he or she sends you a message. To activate your Out of Office Assistant, follow these simple steps: 1. Click Options in the Navigation Pane. 2. Click I'm currently out of the office beneath Out of Office Assistant to enable the Out of Office Assistant. Type the message you want people to receive when they send you messages while you're away in the textbox. 3. Click I'm currently in the office to disable the Out of Office Assistant. Page 12 NORTHWEST WEB-BASED THE BASICS

13 Customizing Message Options (continued from page 12) Your can easily customize your messaging options in your Northwest Web Mail. Listed below are the most preferred message customizations: Changing the number of items displayed per page in your Inbox or other folders: 1. Click Options. 2. Under Messaging Options, in the drop-down list next to Number of items to display per page, select a number. The higher the number, the longer each page takes to load or refresh. To indicate what to display after you move or delete an item: Your Web Mail can open the next item in the list, which is the default. You can also open the previous item or return to the window you moved or deleted the item from and select, but not open, the next item in the list. 1. Click Options. 2. Under Messaging Options, in the list next to After moving or deleting an item, select an action. To enable pop-up message notifications when you receive new messages: 1. Click Options. 2. Under Messaging Options, select the Display a notification message when new mail arrives check box. To be notified with a sound when new messages arrives: 1. Click Options. 2. In the list next to Reminder Options, select the Play a sound when new mail arrives check box. 3. Click inside the checkbox to place a check mark and enable sound. To append a custom signature to each message you send: 1. Click Options. 2. Under Messaging Options, click Edit Signature. In the Signature dialog box, type and format the signature you want to use. 2. Click Save and Close. 3. Select the Automatically include my signature on outgoing messages check box. To set the font you use for new, replied to, and forwarded messages, click Choose Font. Then in the Font dialog box, select a font, style and size and then click OK. Recover Deleted Items: 1. Click Options. 2. Under Recover Deleted Items, click View Items. View Items will allow you to view and recover recently deleted messages and will place these messages back in your Deleted Items folder. Using Tasks: A task is a personal or work-related errand you want to track through to completion. A task can occur once or be reoccurring. For example, you might want to send a status report to the president of your organization on the first Monday of each month or get your hair cut when three months have passed since your last haircut. To view the tasks that you have created, click Tasks in the Navigation Pane. Creating a Task: 1. Click Tasks on the toolbar. 2. Click New. 3. On the Task tab, type a task name in the Subject box. Select the appropriate options for the task. 4. Click Recurrence to make the task recur. In the Recurrence pattern dialog box, set the recurrence pattern for the task. Select when you want the particular recurrence pattern to start and end under Range of recurrence. 5. Click OK. 6. Click Save and Close. ELECTRONIC CAMPUS Page 13

14 Need Assistance with Your Web Mail? If you need assistance or have any questions regarding Northwest s Web Mail, contact the Client Computing Information Systems Help Desk at You can also the Help Desk at: helpdesk@nwmissouri.edu Please provide contact information with your to the Help Desk. When calling the Help Desk, if you receive a busy signal or no answer, wait fifteen minutes and try calling again. If Help Desk assistance is unavailable, please call back the next business day. Page 14 ELECTRONIC CAMPUS