The online environment

Transcription

1 The online environment These are the options for the selected application. Navigation Pane is comprised of a folders list and oneclick 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. The Hidden Menu A right mouse click on an item (such as a folder) will often times bring up a hidden menu of commands associated with the item selected.

2 Reading your If not already there, click on your inbox. It just takes a single-click either on the inbox folder or the inbox button. Your will appear in this folder (unless you created message rules, more on that later) Here is an example of some mail showing in the inbox. The inbox toolbar gives several options (in order from left to right): Compose new message (plus other choices). Move or copy the selected message. Delete the selected message. Reply, reply to all or forward the message. Show or hide the reading pane (preview window) with choices. Check for new messages. Search for a message. Open your address book. Help section. (You can also double-click on an to see it opened in its own window.)

3 Save, print, and delete an Highlight the message(s) To delete, click on the X button. To move or copy, click on the button to the left of the X. Then make your choice. To print, double-click the message to open in a new window. Here, you can simply click on the print icon. Notice that you can also move/copy or delete the message from this window. If you want to print part of the message, highlight the selection then click the print button. Choose selection.

4 Creating an message Click once on the New button in the toolbar. A new is created for you to type in and send. If you know the address of the recipient, type it in the white box next to the To button. Use a semi-colon ; to separate multiple recipient addresses. (Don t for get to type something in the subject line!) If you want to look up an address of anyone in our BOCES system, click the To button. A contacts window appears. Type in any contact information you know then click on the Find button or hit your keyboard enter key. A list of matches should appear. Click once on the recipient you wish to send to the click the To button. Repeat for multiple recipients then click on the Close button. Send your message. Save your (draft). Print your . Attach your signature. Spell check. Add attachments. Check names. Importance (high and low buttons). Options Help The compose toolbar gives several options (In order from left to right):

5 Adding Attachments You can also add and manage your attachment with the Attachments button. Click browse (step 1) to go searching for the document you want to attach and then click the attach button (step 2). Repeat for more attachments (steps 1 and 2) then close when done (step 3). Step 2 Step 1 Step 3 You will also notice your typical font formatting toolbar. Spell check is a very good option. You can set up your spell check to check you re spelling every time before you send your . The first time you click the spell check option you will be asked: What language? Do you want to check spelling every time? You can always go to the Options button to change these settings. After you have composed your , simply click Send. It should be delivered and a copy will appear in your Sent Items folder. Address Book Click on the Contacts button. Click on the drop down arrow next to the New button and you see your choices.

6 Contacts are to add individuals and Distribution List is another way of saying mailing list. You can create new contacts by clicking the New button then filling in the necessary information or you can do it an easier way if someone has sent you an , double-click to open it in a new window. Right-click on the person s name or address and Add To Contacts. Using the Cc (Carbon Copy) and Bcc (Blank carbon copy) buttons. Open the new message window by clicking on the New button on the toolbar. The following window appears: Use the To section to address the message to your intended recipient(s). If you would like another person(s) to receive a copy of the you are composing, use the Cc section. Click on the Cc button and your contact list will appear for you to add a recipient(s). This is useful when sending to a long list of recipients. If the intended recipient is not part of your address book, type the address in the address window to the left of the Cc button.

7 Why bother having a Cc section at all? After all you can just keep adding your recipients to the To section, they all will receive the same letter. The Cc acts more like a notification: Oh, by the way I ve sent this to so and so. The Bcc (Blank carbon copy) option allows you to send a copy of the to another recipient(s) confidentially. Recipients in the To and Cc sections will not see any of the recipients listed in the they receive of anyone you put in the Bcc area. Create a Distribution List (Group) Create a distribution list to send an message to a group of people without typing each of the addresses (You must already have the contacts addresses saved in your contact list). Click on contacts in the navigation pane, then the arrow next to New and choose distribution list from the drop down box. The following window appears: Type a name for the list. You can then type an addresses in the second window and then clicking the Add button. Another way is to select them from your contact list by clicking the Find Names button. The Find Names box appears. 9

8 When the correct name appears, select it and click the Add recipient to Distribution List button. Repeat to add additional recipients. Then click Close. The distribution windows remains with all of the recipients you just added to your group. Click Save and Close to finish. You should now see the group that you just created in your list of contacts. Tip: If you would like to have you distribution lists appear at the beginning of your contacts listing, use a special character as the first part of the group name. The list is alphabetical and letters come after special characters so _my group would be listed before my group. ing a Group In your contact listing, choose the group you want to and open it. You should see your distribution window for that group. Click the create message button and a new message window appears with your group in the To window. Compose your as you normally would and send it off! 10

9 Viewing and Saving Attachments A paperclip image next to an signifies an attachment. Sometimes the attachment is a file that the person is sending you and at other times it is generated from how they created their (like a background image may show up as an attachment). Double-click on the message to open it in its own window. Note the warning. Heed it! If you were not expecting an attachment, check with the person who sent it. Viruses can make an look like it is coming from someone you know! Click on the attachment to open it. Right-click if you want to save target as (choose the name and location where you want to save it). If you click on the attachment file you will get one of the following messages: Follow the directions to open the attachment. 11

10 More often you will see this window appear. If this is an attachment you would like to keep a copy of click Save and the save box will appear. If you are not sure if you need to save it, click the Open button. You can now view it and then if you want to keep a copy of it you can do a save as in the program that opened it. If you do not save in the program the file will be stored in a temporary folder and you will have to open your to find it again. If you see a windows message looking something like this: It could mean that: Your computer doesn t have the program that it needs to open the file. The file s extension is missing or corrupted. The file is corrupted Sending a calendar reminder Double-click on your calendar appointment. 12

11 Compose your and add any attachments you wish. Click Invite Attendees Decide if the attendance for the people you are inviting is: Required Optional Resources Put their address(es) in the appropriate location. Do you want a Request Response? Send when done. When they receive this they can accept the calendar appointment and it will include itself into their calendar! 13

12 Options To configure your option, click on the options button. Microsoft Office Outlook Web Access provides several ways to customize program features, functionality, and appearance: Automatically reply to you receive Customize messages and message views Mark previewed items as read or unread Set up the spelling checker Set up security Help protect your privacy Change the color scheme Set date and time formats Customize your calendar view Set reminders for calendar items and tasks Customize address book searches Change your Windows password Recover items you've deleted Manage junk From Online Outlook Help: Junk can strain networks, clog servers, and fill mailboxes with inane and often highly offensive messages and images. Microsoft Office Outlook Web Access helps you control unwanted and unsolicited messages by allowing you to do the following: Create lists of trusted and untrusted addresses and domains. Block links to external content that can make you the target of junk . Manage junk lists Use the procedures in this section to specify addresses and domains you want or don't want to receive messages from. Notes: When checking incoming messages, your junk filter gives precedence to e- mail addresses over domains. For example, suppose the example.com domain is on your Blocked Senders List and the address is on your Safe Senders List. The address will be allowed into your Inbox, but all other e- mail addresses with the domain example.com will be sent to your Junk folder. When entering domains, you don't need to include the "at" sign. Outlook Web Access automatically adds it. 14

13 Modify your Safe Senders List Safe senders are people and domains you want to receive messages from. 1. In the Navigation Pane, click Options. 2. Under Privacy and Junk Prevention, select the Filter Junk check box. 3. Click Manage Junk Lists. The Safe Senders List is displayed by default. 4. To add a sender to the list, click Add, type an address or domain in the text box, and then click OK. 5. To modify a sender in the list, select the sender, and then click Edit. Change the entry, and then click OK. 6. To include your contacts as safe senders, select the Trust from your Contacts check box. 7. Click OK to close the Manage Junk Lists dialog box, and then click Save and Close. Modify your Safe Recipients List Safe recipients are distribution lists that you are a member of and want to receive messages for. You can also add individual addresses to your Safe Recipients List. For example, you might want to allow messages that are not only sent to you but also to a particular person. 1. In the Navigation Pane, click Options. 2. Under Privacy and Junk Prevention, select the Filter Junk check box. 3. Click Manage Junk Lists. 4. In the drop-down menu, select Safe Recipients. 5. To add a recipient to the list, click Add, type an address or domain in the text box, and then click OK. 6. To modify a recipient in the list, select the recipient, and then click Edit. Change the entry, and then click OK. 7. Click OK to close the Manage Junk Lists dialog box, and then click Save and Close. Allow messages only from your safe lists into your Inbox In addition to using the safe and blocked lists to manage incoming messages, you can further limit the messages that get delivered to your Inbox. Outlook Web Access provides a setting that allows messages only from addresses or domains in your Safe Senders or Safe Recipients lists into your Inbox. All other messages are delivered directly to your Junk folder. 1. In the Navigation Pane, click Options. 2. Under Privacy and Junk Prevention, select the Filter Junk check box. 3. Click Manage Junk Lists. 4. Select the Treat all as Junk unless it has come from a member of your Safe Senders or Safe Recipients lists check box. This setting has the same effect as the Safe Lists 15

14 Only junk protection level in Microsoft Office Outlook Note: This is a fairly restrictive junk setting. Check your Junk folder occasionally for messages you don't want to treat as junk To close the Manage Junk Lists dialog box, click OK, and then click Save and Close. Modify your Blocked Senders List Blocked senders are people and domains you don't want to receive messages from. Messages received from any address or domain on your Blocked Senders List are sent directly to your Junk folder. 1. In the Navigation Pane, click Options. 2. Under Privacy and Junk Prevention, select the Filter Junk check box. 3. Click Manage Junk Lists. 4. In the drop-down menu, select Blocked Senders. 5. To add a sender to the list, click Add, type an address or domain in the text box, and then click OK. 6. To modify a sender in the list, select the recipient, and then click Edit. Change the entry, and then click OK. 7. Click OK to close the Manage Junk Lists dialog box, and then click Save and Close. Tip: You can also add a sender to your Blocked Senders List from any message you receive from the sender. Right-click the message in your Inbox or the sender's name in an open message, and then select Add Sender to Blocked Senders List. When you do this, Outlook Web Access also moves the message to your Junk folder. Block links to external content in HTML messages With Outlook Web Access, you can block a mechanism called a Web beacon that can make you the target of unsolicited messages. For more information about Web beacons, see Help protect your privacy. 1. In the Navigation Pane, click Options. 2. Under Privacy and Junk Prevention, select the Block external content in HTML e- mail messages check box. Notes: Setting this option also removes Web beacons from your replies and forwarded messages. Your server administrator may set this option to be always selected. 16