Using Outlook Web App

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1 Using Outlook Web App About Outlook Web App Using a web browser and the Internet, Outlook Web App (OWA) provides access to your Exchange mailbox from anywhere in the world at any time. Outlook Web App functions much like a standard version of Outlook. It allows access to your , calendar and scheduling, and contacts. Your Mail, Calendar and Contacts folders are stored in your Mailbox on the Exchange server. Accessing Your Mailbox 1. Launch a Web browser. For the most functionality, use Internet Explorer. 2. Go to You will see the login box displayed on the right. 3. Choose a Security option. If you are using a public computer, such as at a library or conference, you should choose This is a public or shared computer. Otherwise, choose This is a private computer. 4. Check Use the light version of Outlook Web App only if you are a user with a visual impairment who needs the accessibility features. It provides a simplified user interface and reduced feature set. 5. In the User name box, type your UTS Active Directory (AD) user name. 6. In the Password box, type your UTS AD password. 7. Click Log On or press Enter Outlook Web App 1 of 11

2 8. The first time you log into OWA, you will see the screen on the right. 9. Click OK when you are done reviewing/selecting options. NOTE: If you check Use the Blind and Low Vision Experience, you are selecting the Outlook Web App Light version, which has fewer features and a simpler interface. The Outlook Web App Window OWA Toolbar Folder Bar View Pane Navigation Pane Reading Pane Navigation Pane contains shortcuts to folders and locations, as well as a list of all folders. Folders can be expanded and collapsed if they contain other folders. To expand a folder, simply click on the next to the folder name. To collapse a folder, click on the next to the folder name. Outlook Web App 2 of 11

3 To create a new folder, right click the folder you want to place the new folder in and select Create New Folder from the shortcut menu. Enter the new folder s name and press Enter. To display your mailbox quota, place your mouse pointer over your mailbox name in the Navigation Pane (Note: You will get a notification when the mailbox is close to being full.) At the bottom of the pane is the Shortcuts bar. The Shortcuts bar allows you to navigate to the various sections of OWA. Click a button on the Shortcuts bar to go to a different folder: The e mail area where you can read, compose, and send e mail The scheduler, or planner, where you can set and manage appointments and tasks. Contains your contact list where you can store names, e mail addresses, and other information The task list where you can create and manage tasks. Folders made available to all OWA users To reduce the Shortcuts bar to a row of small icons, click the dots at the top of the bar (..). Click the dots again to restore the Shortcut bar to large buttons. OWA Toolbar contains buttons for standard Outlook actions and tools. This toolbar changes depending on the current view (mail, calendar, contacts, etc.) Folder Bar contains the current folder location and the Help button. In this illustration, you are the Inbox folder. View Pane displays the contents the selected folder. In this illustration you are in the Inbox folder, so the View Pane shows your message list. All new, unread messages in your Inbox will appear bold; messages you have already read will not. The message you have selected is highlighted. The Outlook Search Pane is above the View Pane. The Arrange by button above the message list allows you to order the messages in your Inbox based on criteria such as date, from, to, etc. Click the down arrow to see your choices. Outlook Web App 3 of 11

4 The button next to Arrange by: allows you to change the sort order of the message list. Reading Pane displays the contents of the selected e mail message. You can read a message in the Reading Pane without opening the message. You can also open attachments, reply to meeting invitations, and reply to the message itself from the Reading Pane. Click the View button on the toolbar to display or not the Reading Pane. Working with E Mail Read a New Message 1. Click the Inbox shortcut in the Navigation Pane. 2. In the View Pane, do one of the following: To view a message in the Reading Pane, click once on a message. To open a message in a separate window, double click the message. To close the message, click the Close button in the corner of the message window. Delete a Message 1. Select the message or messages that you want to delete. 2. Click the Delete toolbar button or press the Delete key on your keyboard. Open or Save an Attachment A paper clip icon will be displayed with a message that has an attachment. 1. Open the message containing the attachment. 2. In the message header next to Attachments, click the attachment file name. 3. Choose Open to open the attachment in a new window. 4. Choose Save to save the file to your computer. a. Navigate to the folder where you want to save the file. b. Click Save Reply to or Forward a Message 1. Select or open the message you wish to reply to or forward and click on one of the following buttons on the toolbar: Outlook Web App 4 of 11

5 Click the Reply button to reply to the sender of the selected message. Click the Reply to All button to reply to all addressees on the To and Cc lines. Click the Forward button to forward the selected message. 2. For a forwarded message, type the recipient in the To field. 3. Type any text you desire in the message body, and then click the Send button on the toolbar. Create a New Message 1. From the Inbox, click the New Message button. 2. In the To field, enter recipients. In the Cc field, enter recipients that should receive a copy of the message. 3. In the Bcc field, enter recipients that should receive a blind copy of the message. NOTE: Separate each name with a semi colon (;) 4. In the Subject field, type the message subject, and then type the message contents in the body. 5. To attach a file, click the Attachments button on the toolbar. a. In the Attach Files window, click the Browse button and select the file you wish to attach. b. Click the Attach button. c. Repeat steps a through c to add additional files. 6. Set the message importance by clicking the Importance: High button on the toolbar or the Importance: Low button as appropriate. (If you don t select High or Low, the message will be sent as Normal importance.) 7. To request a delivery receipt or read receipt, click the Options button on the toolbar, and then check the appropriate boxes under Tracking options. Click the OK button. 8. To check your spelling, click the Spell Check button on the toolbar. 9. Click the Send button on the toolbar. Find Recipients in an Address Book 1. When creating a new message, click either the To or Cc button. 2. In the Find Names In drop down box, select the list you would like to search. a. The Global Address List is the list of all FIU e mail addresses. b. Contacts is the list of e mail addresses that you have entered in your personal Contacts folder. Outlook Web App 5 of 11

6 3. Enter the display name or other desired search terms in the appropriate boxes, and click the search icon. 4. Select the name you wish use, and then click either the To, Cc or Bcc button under Message recipients: Save a Draft of a Message 1. Create the message you want to save as a draft. 2. Click the Save button on the toolbar. The message is saved in the Drafts folder. 3. Click the Close button to close the message. 10. When you want to send the message: a. Click on the Drafts folder in the Navigation Pane. b. Double click the message you want to send. Use a Signature c. Click the Send button on the toolbar. Outlook Web App allows you to create and use a signature with your e mail. A signature is text and/or images that that show at the bottom of e mails that you send. 1. Click on the Options shortcut at the top of the window (above the panes). 2. Click the Messaging shortcut in the Options pane. 3. Type and format your signature text in the E Mail Signature box. 4. Check the box next to Automatically include my signature on outgoing messages if you want your signature to be added to every message. (If you don t make your signature automatic, you can still click the Insert Signature button 5. Save your changes before existing Options. on the open message toolbar for any message.) Use the Out of Office Assistant The Out of Office Assistant sends an automatic reply when you receive e mail messages when you are on vacation or away from the job. 1. Click on the Options shortcut at the top of the window. 2. Click the Tell people you re on vacation link in the Options pane or click the Organize E Mail shortcut and then. 3. Select Send automatic replies OPTIONAL: To select a time frame for out of office replies, check the box next to Send replies only during this period: and select start and end times. Outlook Web App 6 of 11

7 4. Enter and format the text for your out of office message in the message box. OPTIONAL: If you want, you can create a separate message for external (non FIU) senders. Check the Send automatic replies messages to External Senders box. Select which external senders to send the auto replies to and format the reply text. 5. Click the Save button when you are finished. Handle Junk Mail FIU employs the Proof Point to filter out much of the junk mail before it ever gets to your inbox. You will receive a Junk Mail Manager Summary message in your inbox each day listing the junk mail that went into your Proof Point Junk Mail Filter. In addition, you can use the Junk Mail Filter in Outlook Web App to further filter out the junk mail that comes into your inbox. 1. Click on the Options shortcut at the top of the window. 2. Click the shortcut in the Options pane. 3. Select Automatically filter junk e mail. 4. Click the Save button when you are finished. Safe senders are addresses or domains that you want to receive messages from. Blocked senders are addresses or domains that you want sent to your Junk E Mail folder. 1. You can add a sender to either category by clicking the button on either of the categories and typing the sender s E Mail address. 2. To remove a sender from either category, a. Select the sender b. Click 3. You can also do this from your Inbox by right clicking a message and choosing Junk E Mail. Working with the Calendar The Outlook Web App Calendar lets you create and keep track of appointments and meetings and then modify your calendar entries as needed. When you use the Calendar to keep track of your meetings and appointments, co workers can check your availability for their own scheduling purposes. Outlook Web App 7 of 11

8 Open Your Calendar and View Your Schedule: 1. To open your calendar, click the Calendar button at the bottom of the Navigation Pane. 2. To choose a view of your appointments and meetings, click one of these view buttons on the toolbar: To view the calendar for the selected day To view the calendar for the current work week To view the calendar for the current calendar week To view the calendar for the current month Create an Appointment 1. Open your Calendar, and then click the New button on the toolbar. 2. Type a short description of the appointment in the Subject box. 3. Type the appointment location in the Location box. 4. Select the appropriate dates and times from the Start Time and End Time drop-down lists. 5. Select how you wish the appointment to appear in your schedule from the Show time as dropdown list. OPTIONAL: To set a reminder, check the Reminder box. Click the arrow on the 15 minutes box and select how long before the appointment you want the reminder to display. 6. Click the Save and Close button. NOTE: To quickly schedule an appointment, double-click the time you want in the Calendar view. Make an Appointment Recurring 1. To make an appointment recurring, click the Recurrence button on the toolbar. 2. Set the date and time of the initial appointment 3. Select the appropriate recurrence pattern (daily, weekly, etc.) and the range of recurrence (start and end date for the series of appointments. 4. Click OK. Create and Send a Meeting Request 1. Open your Calendar, and click the New button on the toolbar. 2. Click the Invite Attendees button on the toolbar. 3. Click Select Attendees to open the Address Book window or type the names of the Required and Optional Attendees in the appropriate boxes.. Outlook Web App 8 of 11

9 4. Type a short description of the meeting in the Subject box. 5. Type the appointment location in the Location box. 6. Select the appropriate dates and times from the Start Time and End Time drop-down lists. 7. Type any additional text in the message body. OPTIONAL: To make the meeting a recurring meeting, follow the instructions in To Make an Appointment Recurring. 8. Click the Send button. Use the Scheduling Assistant to Create and Send a Meeting Request 1. Create the meeting you want to use the Scheduling Assistant for. (Make sure to enter the attendee information in the Required and Optional boxes. 2. Click on the Scheduling Assistant tab. 3. To change an attendee s classification as Required Optional or Resource click the icon to the left of the name. (Each time you click the icon it changes to the next setting.). 4. The availability chart displays a timeline with all your attendees' schedules on the day of your meeting with the time of your meeting highlighted. A blue bar in the window next to a name means that person is busy at that time. 5. Next to the availability chart is a summary of attendee availability. a. The Suggested Times pane shows a list of possible meeting times and how many of the attendees and are available at each time. b. To see the details of a specific time, click the time in the Suggested Times pane. (To see possible times on other days, click the calendar in the Suggested Times pane). c. Clicking a time in the Suggested Times list automatically changes the meeting to that time. 6. To change the meeting date, click the Start or End box, and then select a new meeting date. 7. To move the meeting time, click the center of the highlighted bar that represents the meeting time, and drag the meeting to a different time. 8. After you verify availability or choose a different time, click the Appointment tab to finish filling out your meeting request. 9. Click the Send button. Reschedule or Change a Meeting Request 1. Double-click the meeting in your calendar to open it. 2. Change the Required, Optional, Start Time, End Time, or Location fields as required. 3. Click the Send Update button on the toolbar. An update will be sent to all of the invitees. NOTE: To reschedule a recurring meeting, double-click on one of the occurrences of the meeting. OWA will ask you if you want to change only this instance (the one you double-clicked) or the entire series. Make the appropriate choice and then change the fields as required. Respond to a Meeting Request 1. Double-click the meeting request in your Inbox to open it. 2. Click one of the following response options: Outlook Web App 9 of 11

10 Adds the meeting to your calendar and sets your availability to busy. Adds the meeting to your calendar and sets your availability to tentative. Declines the meeting request and deletes the message from your Inbox. 3. Choose an option for sending the response: a. Edit the response before sending if you want to include comments in your response to the meeting organizer b. Send the response now sends your response to the meeting organizer without comment c. Do not send a response processes the action chosen on your calendar without sending a response to the meeting organizer (The meeting organizer will not know how you responded.) Working with Contacts The Contacts folder is the place to store the e mail address, street address, telephone number, and other information about the people with whom you regularly communicate. Don t confuse your personal Contacts folder, which is part of your mailbox, with the Global Address List. The Global Address List is a list of all FIU employees and their e mail addresses. Any time you choose a recipient for an e mail, you can look in either the Global Address List or your Contacts folder. Create a Contact 1. Click the Contacts button in the Navigation Pane. 2. Click the New button on the toolbar. 3. Enter the contact information. Click the Profile, Contact, Addresses, or Details button to go to that section and enter specific information. OPTIONAL: To choose how the contact will appear in your Contacts list, click the arrow on the File as box and select a view from the menu. 4. Click the Save and Close button on the toolbar when you are finished. Send a Message to a Contact 1. Double click the contact you want to send a message to. 2. Click the New Message to Contact button on the toolbar. 3. Enter a subject in the Subject box. 4. Enter a message in the Message box. 5. Click the Send button when you are finished. 6. Click the Close button to close the contact. Outlook Web App 10 of 11

11 NOTE: To quickly send a message to a contact without opening it, select the contact in the View Pane and click the New Message button on the toolbar. Create a Distribution List Create a distribution list to send the same message to multiple contacts without having to enter each contact separately in the message. 1. Click the Contacts button in the Navigation Pane. 2. Click the arrow next to the New button on the toolbar. 3. Select Distribution List. 4. In the new distribution list window, enter the information that you want to include for the distribution list. a. List Name is the display name for the distribution list. b. Members lets you enter the members you want in your list. Separate members names with a semi colon (;) After you have typed the names of members, click. c. Notes is where you can add information about the list. 5. Click Save and Close from the toolbar. Outlook Web App 11 of 11

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