webmail Outlook web application webmail

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1 outlook web application webmail Outlook web application webmail

2 outlook web application webmail contents Access your webmail 1 Send s 2 Schedule a meeting 3 Add a function-related mailbox 4 Show week numbers in calendar 5 Sign out of your webmail 7

3 1 Access your webmail This guide will show you how to access and use your webmail which is your connection to the mail server at Aarhus University. The guide will explain some of the most basic features in the webmail such as writing s, scheduling a meeting and adjusting your calendar. In order to access your webmail, go to the web page mail.au.dk Here you will see the login window depicted to the left. You must enter domain, user name and password as shown in the picture. Information on your username and the domain can be found at Choose English and go to New system - this is what you do, then Find your domain and username. You can also follow this link: You can also specify whether you are using a public computer (upper selection) or a private computer (lower selection). If you choose private computer, your address will be saved for your next logon. From your private computer, you must be certain that the safety settings comply with the security policy at Aarhus University. You will then see your webmail where many of the items and their locations are known from Outlook. In the left column, you will see your mailbox(es) and your mailfolder(s) and below, you can choose between Mail, Calendar, Contacts etc. To the right is a column that shows your s in the mail folder in question. Above it are the tools often used in your mailbox.

4 2 Send s To write a new , choose New. You can either press New or select the arrow next to it and choose Message. You can now choose To, Cc and Subject for your as in Outlook. It is possible to search for recipients by pressing To. Here you can search for recipients by their user name, mail address, name etc. Please note that searches for recipients are conducted from left to right which means that a search for a part of the name, where the beginning is left out, will not yield the right results. This is especially relevant if a search is attempted by for instance a middle or a last name. Select the persons you wish to add as recipients and press To -> in the bottom of the window.

5 3 Schedule a meeting Press the arrow next to New and select Meeting Request in order to schedule a meeting. In the window that appears, you can choose different settings for the meeting including participants by pressing To and you can choose Subject and Location for the meeting. You can search for participants by pressing To and making a search as described in the section Send s. You can also define the start and end time of the meeting and you can write a description that will be attached to the meeting request.

6 4 You can coordinate the participants time schedules before sending out the invitation by pressing the tab Scheduling Assistant. Under Select Attendees to the left, you can add participants to the meeting. These participants will then be added automatically under the tab Appointment. It is also possible to book a room from within the meeting request by choosing Add a room in the lower left corner. The participants schedules will then be shown in the middle of the window. This will let you know if they are busy at the time of the meeting. You can also compare their time tables in order to find the most convenient time for the meeting. The start and end time of the meeting can then be adjusted in the upper part of the window. You can send out the meeting request by selecting Send in the upper left corner. If you wish to save the request in order to edit and send it later, you can do so by pressing next to Send. Add a function-related mailbox You can add a function-related mailbox through your webmail in order to access a shared mailbox associated with one of your job functions. To add a function-related mailbox, click your name in the upper right corner, then type the address of the mailbox you wish to add, e.g. manual@asb.dk, and choose Open. The mailbox will now be accessible from the Navigation Pane to the left under your personal mailbox. If you have a shared mailbox in Outlook, the location will be roughly the same. Please note that the function-related mailbox can only be added if it has already been migrated to the new mailserver.

7 5 Show week numbers in calendar It is possible to adjust the settings for the Outlook Web Application calendar in order to have the calendar show the week numbers. This function can be added under the webmail settings. Click Options in the upper right corner and choose See All Options. This brings you to the global settings menu for your webmail. To the left is a menu which lets you adjust general settings, apply inbox rules, block unwanted s etc. To the right are shortcuts to often used settings in your webmail. In order to adjust the calendar settings, choose Settings in the left hand side of the screen.

8 6 Choose Calendar in the upper menu. You will now see the general settings for the calendar. Make sure that the option Show week numbers in Month view is checked. This will make the week numbers show in your calendar. Please note that the week numbers will not be shown correctly when English is the chosen language. Because the regional settings are based on a variation of the Gregorian calendar, the calendar year does not correspond to the one used in the danish regional settings. The week numbers will therefore be one week ahead. Although the problem cannot be solved, it can be avoided by setting the week to start on Sundays under First day of week just beneath Show week numbers in Month view. The week numbers will then be shown correctly but you must be aware that Sunday will be listed as the first day of the week. Once you have chosen the wanted settings for your calendar, you must press Save before returning to your mailbox. To return to your mailbox, you can either choose Mail in the upper left corner or My Mail in the upper right corner. Press Save in the lower right corner.

9 7 From your mailbox, you can choose Calendar in the lower left corner. These settings will not affect the settings you have chosen in Outlook. You will now see the week numbers next to the corresponding weeks if you have set the week to begin on Sundays as described above. Sign out of your webmail It is important that you remember to log off before leaving the computer so that your webmail is not available to other users of the computer. In order to log off webmail, choose sign out next to your name in the upper right corner. When you see this picture, you have successfully signed out of your webmail. It is now safe to leave the computer. If you need help using your webmail or the different options described in this guide, you are welcome to contact the IT support of your main academic area using this link:

10 8 this guide has been produced by advanced multimedia group analytics group Advanced Multimedia Group is a division under AU IT supported by student assistants. Our primary objective is to convey knowledge to relevant user groups through manuals, courses and workshops. Our course activities are mainly focused on MS Office, Adobe CS and CMS. Furthermore we engage in e-learning activities and auditive and visual communication of lectures and classes. AMG handles video assignments based on the recording, editing and distribution of lectures and we carry out a varied range of ad hoc assignments requested by employees. In addition, AMG offers solutions regarding web development and we support students and employees daily use of typo3. Analytics Group, a division comprised of student assistants under AU IT, primarily offers support to researchers and employees. Our field of competence is varied and covers questionnaire surveys, analyses and processing of collected data etc. AG also offers teaching assistance in a number of analytical resources such as SAS, SPSS and Excel by hosting courses organised by our student assistants. These courses are often an integrated part of the students learning process regarding their specific academic area which ensures the coherence between these courses and the students actual educational requirements. In this respect, AG represents the main support division in matters of analytical software. please address questions or comments regarding the contents of this guide to Bertel Kirkeby advanced@asb.dk