Outlook Web Access 2003 New Features Guide

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1 Global Information Services Outlook Web Access 2003 New Features Guide Table of Contents After following a link, click on the toolbar to return to the Table of Contents. OWA Log in Screen 2 OWA View 3 Reader Pane 4 Flag an E mail Message 5 Tasks 6 Rules 6 Options 7 About this Guide: This guide provides information on the new features of OWA Please send comments to the Global Help Desk. Getting Help Contact the Global Help Desk: Asia Pacific Europe US (toll free) WHEM Page 1 of 9

2 OWA 2003 Upgrading to Outlook Web Access 2003 will help you simplify the management of your messages and calendar when working away from the office. This document provides general information about the new features that we hope you will find useful while using OWA Log in Screen You may access OWA 2003 in the same way as you have in the past, using At this point you will see your Log in screen, which has the new addition of a Client option and a Security Option. The default settings are Premium Client and Public Security. The Client options are Premium and Basic. The Premium option is the set default and provides all features and enhancements of OWA The Basic option is a scaled down version and should only be used if the browser is below IE 5.01 or if you are connecting through a slow dial up. The Security options are Public or shared computer and Private computer. Public or shared computer is the set default, and the most secure option that time out of OWA after 15 minutes of inactivity. This option should always be used when connecting from a non secure, untrusted (I.E. a non Baker and McKenzie computer) machine. The Private computer option can be used when connecting from your own Baker and McKenzie trusted computer. With this option, OWA will timeout in 24 hours of inactivity. Reminder: You must type <your login ID> in the User Name field to log in. Page 2 of 9

3 OWA View After logging in to OWA, you will notice the user interface looks a bit different; it has been designed to be more user friendly and intuitive to navigate through. The most vital function when using OWA is the Log Off button, which is now conveniently located in the upper right corner of the screen. It continues to be imperative to exit OWA by clicking the Log Off button after every session and closing all additional browser windows to help preserve the security of the information stored in our system. The left Navigation Pane contains an expandable folder structure very similar to the one you see in Outlook at your desktop. You can access the different functions of OWA 2003 by clicking on the different icons within this structure, such as Calendar or Contacts. Additionally, you can access these functions by clicking on the shortcut links listed at the bottom of the left pane. Navigation Pane Page 3 of 9

4 A View Options menu is another new feature of OWA It can be found in the dark blue toolbar next to the active function label. You are able to choose different viewing or sorting options from this convenient drop down menu. Dependant upon what function is active (Inbox, Contacts, Sent Items, etc.) will depend on what options are available in the menu. The example shown below lists the options of the Inbox. The Action icons in the light blue toolbar are now shown with different pictures instead of labels. As always you may hover over the icon with your mouse to view the icon label. Reader Pane There are now two options for viewing a message within the Reader Pane in OWA 2003: On the right side At the bottom of the window The Reader Pane is the same as a Preview Pane. Choose a Reading Pane option: 1. Select the Show/Hide Reading Pane icon from the light blue toolbar 2. Choose an option Page 4 of 9

5 3. The reader pane will shift or disappear, according to your choice Reader Pane Flag an E mail Message Flagging messages for follow up or to note completion is often a helpful way to organize your messages. Activate a flag on a message: 1. Click the Flag icon next to the message. This automatically selects the Red flag. 2. If you click the Flag icon again, you will see the Completed check mark. 3. Right clicking on the Flag icon activates a pop up menu that will allow you to select different colored flags for your organizational needs. Page 5 of 9

6 Tasks Users of OWA 2003 can now view tasks in several different ways as shown from the View Options menu in the dark blue toolbar. Rules The usage of Rules can assist in managing E mail messages by automatically performing actions on incoming messages. Select Rules from the bottom of the left navigation pane, you will see the screen below. After making your choices, click Save and Close to activate the new rules. Important to Note: If you use rules in Outlook at your desktop, OWA 2003 may interpret them differently or they may even be incompatible, dependant on the version of Outlook you are using. Page 6 of 9

7 A rule in gray type cannot be modified by Outlook Web Access because its conditions cannot be interpreted or it does not specify an action to perform. A rule in red type contains an error related to the folder you want the rule to move or copy the message to. Select the rule, click Change Rule, and then correct the rule. If you open the Outlook 2000 or Outlook 2002 Rules Wizard after creating or modifying rules in Outlook Web Access, you will be warned about a client server conflict. To preserve the rules you created in Outlook Web Access, select Server in the message box. Options To further customize your experience while working with OWA 2003 several new Options have been added, as shown below. Open and Save Options: 1. Click on the Options bar at the bottom of the Navigation Pane 2. It is important to remember to select Save and Close to activate any changes made. Messaging Options This allows you to customize several messaging options. A new feature to OWA 2003 allows you to include a Signature that once set, will always be active whenever you log into OWA. To set your signature, follow the instructions below. Page 7 of 9

8 1. Check the box Automatically include my signature on outgoing messages. 2. A blank window will appear. You can either cut and paste your standard signature from your desktop Outlook options, or you can type your signature directly in the window. 3. Click Save and Close in this window. 4. Also click Save and Close on the top toolbar in the Options screen. Page 8 of 9

9 5. To verify the setting, choose New to compose a new message, the signature should automatically display at the bottom of the new message screen. Reading Pane Options This will set how you want to mark items in the Reading Pane. Spelling Options This new feature can set specific spelling rules. Privacy and Junk The Filter Junk E mail option should not be activated, as Postini is the Firm s junk mail filter standard. When you first go into OWA 2003, this option may or may not be turned on. Please make certain the box is unchecked. Once the Filter Junk E mail option is turned off, the Manage Junk E mail Lists button is grayed out. Click Save and Close. Reminder Options By default reminder options are enabled. Task reminders are a new option to OWA Page 9 of 9

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