Important do not discard!

Transcription

1 Important do not discard! Information on your computer and access All students can access using Outlook Web Access (OWA) form anywhere that has Internet connection. It is important that you use your account as soon as you start at the College, so that faculty and staff have a communications portal open to you. The college also sends out the Campus Chatter News Flash on a weekly basis that has important and up-to-date information from the College. It is your responsibility to make sure that your read theses s and take note of any information that may be relevant to you. Outlook Web Access (OWA) will not work if your password is set to expire. All account users must be logged onto a college workstation each instance when resetting their password, this will enable both your network access and Outlook Web Access. You cannot do this from outside the college network; please also note that you will not receive any password reset prompts from outside the college network. If you forget your password, stop by Technology Support Services to have your password reset. You must have your Cox College Student ID or a valid Drivers License with you otherwise you will be declined a password reset. Please note: that Cox Health s helpdesk will not reset your password To contact Technology Services personnel please send your message to technology@coxcollege.edu All internet access on the college s computers is provided by CoxHealth and as such is regulated to be in compliance with HIPPA and CoxHealth security policies and regulations. CoxHealth has the right to revise its passwords policy at any time and frequently runs audits to verify that these requirements meet policy and are being adhered to by users.

2 Table of Contents Passwords Passwords FAQ s...6 Complex Password Generation Requirements...7 Changing your password in Windows XP...8 Resetting Passwords...8 Accessing your College and quota.. 9 Accessing your Opening the Inbox Checking for New Mail Sending Messages Reading Messages Forwarding Messages Printing Messages Logging Off Using the Address Book Feature Using Rules Using Rules Creating a Rule Editing a Rule Deleting a Rule Deleting Items Deleting Items Deleting Messages Delete Button Method...18 Drag and Drop Method...18 Emptying the Deleted Items Folder Deleting Selected Items...19 Deleting All Items: Quick Menu Option...19 Deleting All Items: Toolbar Option...19 Recovering Items Recovering Permanently Deleted Messages Retrieving Messages from the Deleted Items Folder Forwarding Method...20 Move Method...20 Drag and Drop Method...20 Another way to check for recently deleted Items Working with folders Outlook Folders Creating Folders Creating Subfolders...23 Organizing with Folders Moving Messages...24 Moving Messages: Move/Copy Icon Option...24 Moving Messages: Drag and Drop Option...25 Moving Folders...25 Moving/Copying Folders: Quick Menu Option...25 Moving Folders: Drag and Drop Option...26 Deleting Folders Deleting Folders: Drag and Drop Option...26 Deleting Folders: Quick Menu Option...26 Attachments Working with Attachments Accessing Attachments Opening Attachments...27 Saving Opened Attachments...27 Saving Attachments Before Opening Them...27 Technology Support Services /Student Technology Information Manual 2

3 Attaching Files Deleting Attachments Customizing Outlook Web Access..28 Customization Out of office assiatant 29 Message Options 30 Mark previewed items as read or unread Set up the spelling checker Set up security Help protect your privacy Turn on the junk filter...36 Block external content in HTML messages...36 Choose how to reply to read receipt requests...37 About message receipts...37 Request a message receipt Color Scheme Change the color scheme Time and Date Set date and time formats Calendar View Customize your calendar view Reminders Set reminders for calendar items and tasks Address Book Searches Customize address book searches Recovery Recover items you've deleted Barracuda Barracuda Spam Firewall What is Barracuda? Why am I still receiving Spam? How do I access the quarantine web interface? What is my username and password for the quarantine web interface? I am expecting an and have not received it, where is it and what do I do? What is a quarantine summary ? Why have I not received a quarantine summary from Barracuda? Why does certain received always go to the quarantine interface? And how do I send it to me directly? What do I do with the SPAM that I still receive? Terms Windows XP The basics of working with Windows XP Logging on to an XP Station Opening Programs Closing Programs Protection Protecting Your Workstation and Data Locking Your Workstation...46 Unlocking Your Workstation...47 Logging off an XP Workstation Login Troubleshooting Saving Saving a File to a Disk for the First Time Saving a File that has Already Been Saved Cut, Copy and Paste Cutting, Copying, and Pasting Cutting and Pasting...53 Copying and Pasting...53 Technology Support Services /Student Technology Information Manual 3

4 Clipboard Using the Clipboard To view the Clipboard:...54 To select items from the Clipboard:...54 To clear individual items from the Clipboard:...54 To clear all items from the Clipboard:...55 Task Pane Task Pane Showing/Hiding the Task Pane...55 Viewing Other Task Panes...55 Moving the Task Pane...56 To move the Task Pane:...56 Smart Tags Smart Tags Smart Tags and AutoCorrect...56 Save As Save As and Open Dialog Boxes Help Using Help in Windows keyboard Option:...58 Button Option:...58 Office Assistant Option:...58 Menu Option:...58 Customized Toolbars Arranging Toolbars...59 Adding and Removing Buttons...59 About the Help Dialog Box Using the Help Dialog Box Office Assiatant Using Help with the Office Assistant To turn off Office Assistant:...61 To turn on Office Assistant:...61 Dialog Box Using the Help Dialog Box: Contents Tab...62 Using the Help Dialog Box: Answer Wizard.. 61 Using the Help Dialog Box: Index Tab...63 Screen Tips Viewing ScreenTips for Menu Options, Toolbar Buttons, and Screen Regions Viewing ScreenTips within a Dialog Box Wireless Internet Access Cox College Wireless Internet Access user guide Connect to the CCNHS wireless network Checking network signal strength Turning your wireless Ethernet on or off Frequently Asked Questions FAQ S How does wireless work? Why have I not received a quarantine summary from Barracuda? How can wireless help me? Can I do everything with a wireless connection that I could do with a wired connection? Where can I use the College Wireless Lan? Do all PDA s support wireless? Does a Wireless LAN card use extra battery power/life on my laptop? What settings are required on my Wireless Hardware? How do I get access to my G: drive files and College from a Wireless Connection? What should I check if I think my Wireless LAN Connection is not working correctly? What should I do if my laptop does not automatically reconnect to the Wireless LAN when using the Technology Support Services /Student Technology Information Manual 4

5 Windows Built-In Wireless Client? I am connected to the Wireless LAN, but when I start Internet Explorer I get a dialup box and web pages? What if I need help? COLLEGEWEB CollegeWeb - the Cox College Intranet Site The Windows Keyboard Explanation of the Keys on a Windows QWERTY Keyboard Esc Key Function Keys Print Screen Tab Caps Lock...77 Shift Control Key Windows Key Alt Space Bar Enter Line Break Highlight Backspace Insert Home Page Up Delete End Page Down Keypad Keys Technology Support Services /Student Technology Information Manual 5

6 Passwords FAQ s Q: What is my username? A: Your username is created randomly and can be found on the back of your student ID badge or on your class schedules. Q: What is my address? A: Your address is your username with the Cox College domain added on: username@coxcollege.edu for example, with no spaces or periods between coxcollege. Q: What is my password? A: New students will be assigned a temporary password to access their account for the first time, and then be prompted to reset it when they login. For security reasons Technology Support Services staff are the only ones designated to reset lost or forgotten passwords. Please note that they are unable to lookup a current password that you have assigned to your account. Q: Can others use my account? A: No one but you should use your account. It is important to keep your password confidential and to log-off when finished with a workstation. Sharing your account could result in loss of privileges. Each user is responsible for any actions occurring under their user id (username). Q: Does changing my password in Windows XP also affect my ? A: Yes - Changing your computer password also changes your password. Q: Does changing a password change my username? A: No - your or computer name does not change. Passwords will expire 365 days after being reset If your password needs resetting it must be done on a college workstation. Technology Support Services /Student Technology Information Manual 6

7 Complex Password Generation Requirements The Cox Health policy IM.21 sets the requirement of a complex password on the CoxHealth network. The basic requirements are that a complex password MUST contain: Capital letters Lower case letters Numbers Special characters (such as $, #, %, etc.) 8 characters in length (minimum) ** Passwords are case sensitive ** The secret to complex password generation is the development of a system that works for you. This example below explains how a complex password is generated. Step-1 The first thing you do is to develop a simple phrase that is easy for you to Remember Sample Phrase: I Work At Cox Step-2 Step-3 Change the phrase my making all letters lower case and removing the spaces Iworkatcox Develop a substitution scheme where similar shapes of numbers, letters and special characters can be used. Some examples of single letter substitution are as follows: s = 5, $, a b = 6, g = 9, B = 8, I = 1,!,, x = *, and z = 2 Some examples of phrase and word substitution are as follows: is becomes = NOT or negation becomes: ^, <>, /=, ~ IN, WITHIN, CONTAINS environment can become: (), [], {} to convey the meaning of within the parentheses, or contained in braces, etc. Each user needs to develop their own system. Step-4 Take the phrase and do letter capitalization as in 2nd letter or 2nd and 3rd letter, just something to help jumble things up a little. iworkatcox can become iworkatcox, iworkatcox Step-5 do the symbol or shape substitution for phrases, letters, or words and you will get: 1w0rk@Tc0*,!w0Rk@c)X, w)rk@tc)* These are all valid passwords but each is different depending upon the technique that each individual applies. Recommendations for passwords: Do not pick a password that is easy to guess (e.g., your pet's name, spouses name etc) Do not write down or share your password Passwords can not include words found in the dictionaries including foreign dictionaries. Contain all or part of the user's name or commonly available personal information in any form (reversed, doubled, simple substitution [0 for o, $ for s] etc.). Must not contain simple number or word patterns like aaabbbccc, qwerty123, Do not use the same password you would use outside of the college. If you suspect that someone may know your password, change it immediately! Technology Support Services /Student Technology Information Manual 7

8 Changing your password in Windows XP 1. You must already be logged into one of the workstations in the college s computer labs. We recommended that you close any programs that are running and return to the Desktop 2. Press [Ctrl]+[Alt]+[Delete] All three keys must be pressed together. 3. The Windows Security dialog box appears. 4. Click 5. The Change Password dialog box appears. 6. In the Old Password dialog box, type your current password the one you logged in to the computer with 7. In the New Password dialog box, type your desired new password 8. In the Confirm New Password dialog box, type your new password again 9. Click OK Your password is now changed. NOTE: This is the password you will use when you log in. Resetting Passwords If you forget your password, stop by Technology Support Services to have your password reset. You must have your Cox College Student ID or a valid Drivers License with you otherwise you will be declined a password reset. PLEASE NOTE: that Cox Health s helpdesk will not reset your passwords Technology Support Services /Student Technology Information Manual 8

9 Please note that all Student accounts have a 30 Mega Byte quota That means at any one time, if you exceed that 30 MB quota your account will not be able to receive new mail. The quota also includes mail you have in your deleted items and Sent folders. Note that attachments can take up valuable space and it is recommended that you download those attachments to a computer or other media such as your college G drive if you wish to save them. Please refer to the Deleted Items section for more detailed information on how to empty your Deleted Items folder. Some people also refer to Your Deleted Items as the Trash Can much like you have in the Windows Operating System. You cannot have your college account automatically forwarded to another external account such as hotmail, yahoo etc. You cannot access external accounts from the college computers such as hotmail and yahoo as these are blocked through CoxHealth. Technology Support Services /Student Technology Information Manual 9

10 Accessing your 1. Establish an internet connection {You must be currently on-line} 2. Open your browser Please note that while many browsers work with OWA, only Internet Explorer is supported by CoxHealth. (OWA Internet Web Access) From the computer labs at the college you can also select the Cox College icon on the desktop. If you use AOL, People PC or another internet provider that has its own internet browser, please minimize that browser and use the Internet Explorer browser that comes with the Windows operating system, there are known problems with other browsers. Remember that OWA only works with Internet Explorer. 3. In the address bar insert the following address - There is no www on the front of webmail. 4. A login box will appear prompting you for a username and password. Use the same username assigned to you by the college e.g. jd1111 and the password you have assigned to your account. This username and password will be used to access both your and the computers at the college. If you are using Dialup internet access and have a slow connection you can select the basic option. The basic client provides fewer features than the premium client but offers faster performance. Use the basic client if you're on a slow connection. Technology Support Services /Student Technology Information Manual 10

11 5. Your account should load with a shortcut bar on the left (this is the navigation pane) and a toolbar across the top. Please be patient while the loads especially if you are using dial-up internet access. Default display is set to 25 per page. 6. To log off click the Log Off button (located top right hand corner) 7. You can also access your from the college web site can also be accessed by selecting the tab: Technology Support Services /Student Technology Information Manual 11

12 Please Note: To protect your account from unauthorized access, Outlook Web Access automatically closes its connection to your mailbox after a period of inactivity. If your session ends, refresh your browser, and then log on again. Opening the Inbox When you open Outlook Webmail, your Inbox should open automatically. However, if this is not the case, or if you have been using another Outlook Webmail feature, you will need to open your Inbox to read messages or to check mail. 1. From the Outlook sidebar, click INBOX The Inbox will appear in the main window. Checking for New Mail The Outlook Webmail Inbox displays new mail in bold at the top of the message list. The bold face is removed after a new message has been read. New mail automatically appears when the Outlook Webmail Inbox is first opened, but you may wish to check for new mail while using Outlook Webmail. 1. To check for new mail, on the Taskbar, click CHECK FOR NEW MESSAGES NOTES: If you have new mail, the new message(s) will appear at the top of the message list. If you do not have new mail, the message list will not change. Sending Messages When you want to send an from Outlook, follow these simple steps. Technology Support Services /Student Technology Information Manual 12

13 1. With your Inbox open, on the Outlook toolbar, click NEW The New Message screen appears. 2. In the To text box, type in the recipients address e.g. HINT: If you are sending a message to multiple recipients, use semicolons ( ; ) to separate the complete addresses. 3. OPTIONAL: In the Cc text box, type the address of anyone you would like to receive a carbon copy of the message 4. OPTIONAL: In the Bcc text box, type the address of anyone you would like to receive a blind carbon copy of the message 5. In the Subject text box, type an appropriate subject line 6. In the body of the message, type your message content 7. When complete, click SEND Reading Messages From your Inbox, you can read both old and new messages. To read your messages, your Inbox must be open. 1. Double click the message you want to read The message window appears in a new window. NOTES: To read a message not located on page 1 of the Inbox, on the message toolbar, click NEXT PAGE. To go back, click PREVIOUS PAGE. 2. To move to a different message without returning to the Inbox message list, on the message toolbar, click PREVIOUS ITEM or NEXT ITEM 3. When finished reading, click CLOSE Forwarding Messages You may wish to forward the same message to multiple recipients or to yourself in an effort to retrieve them from the Deleted Items folder. 1. To open the message you want to forward, double click it Technology Support Services /Student Technology Information Manual 13

14 Double click the message you want to open The message opens in a new window. 2. On the message toolbar, click FORWARD 3. In the To text box, type the address of the person you wish to forward the message to 4. OPTIONAL: In the Cc text box, type the address of anyone you would like to receive a carbon copy of the message 5. OPTIONAL: In the Bcc text box, type the address of anyone you would like to receive a blind carbon copy of the message 6. OPTIONAL: In the body of the message, type any remarks regarding the forwarded message 7. Click SEND Printing Messages Printing messages in Outlook Webmail is very similar to printing documents in Microsoft Word. 1. To open the message you want to print, double click it The message opens in a new window. 2. From the browser's Navigation toolbar, click PRINT The Print dialog box appears. 3. If necessary, make the appropriate adjustments in the Print dialog box 4. Click OK Logging Off When you are done using Outlook Webmail, you should always log off the computer so that nobody else can access your account. This is especially important when you are using a shared computer. 1. From the Taskbar, click LOG OFF Using the Address Book Feature Outlook Webmail's Address Book is a network tool you can use to search for Cox College and Cox Health addresses and other contact information that may not be present in your Contacts folder. 1. On the Toolbar, click ADDRESS BOOK The Find Names window appears. 2. To use a more specific search, from the Find names in pull-down list, choose the option you would prefer, student accounts are listed as Cox College student {name} e.g. Technology Support Services /Student Technology Information Manual 14

15 In the Display name text box, type the last name of the person you are looking for OR For a more specific search, In the Last Name text box, type the last name of the person you are looking for In the First Name text box, type the first name of the person you are looking for Technology Support Services /Student Technology Information Manual 15

16 3. OPTIONAL: To aid your search you may also want to provide Title, Alias name, Company, Department, Office, and/or City information in the appropriate fields NOTE: For College purposes, the most useful of these fields are Title, Department, and/or Office. 4. Click FIND All students or faculty/staff with that last name or a last name starting with those letters will be displayed with their contact information. NOTE: You may need to scroll to the right or increase window size to view addresses in their entirety. 5. To exit, click CLOSE Using Rules Creating a Rule Creating rules is an easy way to filter incoming s messaged to where they belong, or they can be set up to pass messages on to others. Technology Support Services /Student Technology Information Manual 16

17 1. On the Outlook Sidebar, click RULES 2. On the toolbar, click NEW... The Edit Rule dialog box appears. 3. OPTIONAL: In the Rule Name text box, type a name for the rule 4. In the When a message arrives section, specify what type of messages you want the rule applied to: NOTE: You can set multiple criteria for each rule, to get exactly the specifications you want. a. To make the rule based on who sent the message, in the From field contains text box, type the alias or address of the user name b. To make the rule based on words in the subject of the message, in the Subject contains text box, type the words c. To make the rule based on the importance setting of the message, from the Importance is pull-down list, select the importance d. To make the rule based on who the message was sent to, in the People or Distribution List text box, type the alias or address of the user name or distribution list e. To make the rule based on messages that are sent only to you, select Sent only to me 5. In the Then section, select what is to be done with the incoming message: NOTE: If you select an option with underlined text, click the underlined portion to enter a value. a. To move the message to a folder, select Move it to the specified folder b. To copy the message to a folder, select Copy it to the specified folder c. To delete the message, select Delete it d. To forward the message to someone, select Forward it to and type their alias or address Technology Support Services /Student Technology Information Manual 17

18 6. Click SAVE AND CLOSE The rule will apply to all new incoming mail. Editing a Rule Sometimes you will want edit your rules, such as if you gained a new group member, or want to make a rule more specific it is easy to change. 1. On the Outlook Sidebar, click RULES 2. Double click the rule you want to modify OR a. Select the rule you wish to modify b. Click CHANGE RULE Make any necessary changes 4. Click SAVE AND CLOSE Deleting a Rule When a rule is no longer used or needed, the rule can be deleted 1. On the Outlook Sidebar, click RULES 2. Select the rule you want to delete 3. Press [Delete] OR Click DELETE The rule is now deleted. Deleting Items Deleting Messages When you no longer need to keep a message, you can remove it with a simple click of a button. If, by accident, you should happen to delete a message you want to keep, it is still retrievable as long as you do not empty the Deleted Items folder, or if you recover it immediately after emptying the Deleted Items folder. NOTE: Emptying the Deleted Items folder is the only way to permanently remove an item from Outlook. Delete Button Method 1. With the message selected in the messages list or with the message window open, click DELETE The message is sent to the Deleted Items folder. 2. OPTIONAL: To permanently delete the message(s), Empty the Deleted Items Folder Drag and Drop Method NOTE: This option is only available for Windows users. Technology Support Services /Student Technology Information Manual 18

19 1. From the Outlook sidebar, click INBOX The Inbox messages appear. 2. Select the message(s) to be deleted 3. Drag and drop the message(s) into the Deleted Items folder The message is sent to the Deleted Items folder. 4. OPTIONAL: To permanently delete the message(s), proceed with Emptying the Deleted Items Folder Emptying the Deleted Items Folder Once you have deleted a message from a folder, the Deleted Items folder must be emptied to permanently clear the message from Web Outlook. You can also delete selected items from the Deleted Items folder, rather than delete all items at once. Deleting Selected Items 1. From the Folders list, click DELETED ITEMS The deleted items appear in the Folder Contents window. 2. Select items to permanently delete by pressing the [Ctrl] key and clicking the items 3. Click DELETE A dialog box appears, asking if you wish to permanently delete the selected items. 4. Click OK The selected items are permanently deleted. Deleting All Items: Quick Menu Option 1. From the Folders list, right click DELETED ITEMS» select Empty Deleted Items A confirmation dialog box appears. 2. Click OK All items in the Deleted Items folder are permanently deleted. Deleting All Items: Toolbar Option 1. From the Folders list, click DELETED ITEMS The deleted items appear in the Folder Contents window. 2. From the toolbar, click EMPTY DELETED ITEMS A confirmation dialog box appears. 3. Click OK All items in the Deleted Items folder are permanently deleted. Recovering Permanently Deleted Messages Outlook gives you the ability to recover items that you have recently permanently deleted from the Deleted Items folder. This should be done as soon as possible to ensure that they are still recoverable. 1. From the Folders list, click DELETED ITEMS The deleted items appear in the Folder Contents window. Technology Support Services /Student Technology Information Manual 19

20 2. On the toolbar, click RECOVER DELETED ITEMS The Recover Deleted Items dialog box appears. 3. Select the message(s) you would like to recover 4. Click RECOVER 5. When finished recovering messages, click CLOSE Retrieving Messages from the Deleted Items Folder If you have accidentally deleted a message that you want to keep, you can retrieve it. However, this is only true if the message has not been deleted from the Deleted Items folder. NOTE: Items which were recently permanently deleted from the Deleted Items folder may be recovered. To recover permanently deleted items, see Recovering Permanently Deleted Messages. Forwarding Method 1. From the Folders list, click DELETED ITEMS The deleted items appear in the Folder Contents window. 2. To open the message you want to keep, double click it 3. Forward the message to yourself The message will now appear in your Inbox. Move Method 1. Select the message(s) you want to move 2. On the toolbar, click MOVE/COPY The Move/Copy Item dialog box appears. 3. Select the folder you want to move the messages into 4. Click MOVE The messages are moved to the desired folder. Drag and Drop Method 1. From the Folders list, click DELETED ITEMS The deleted items appear in the Folder Contents window. 2. To select a message to be transferred to the Inbox, click the message Technology Support Services /Student Technology Information Manual 20

21 3. Drag and drop the message to the Folders list, into the Inbox folder The message moved to the Inbox folder. Another way to check for recently deleted Items 1. From the shortcut bar on the left Click OPTIONS 2. Scroll down to the bottom of the options page and click View Items to view and recover items that were recently emptied from your Deleted Items folder. 3. Select items you want to recover and then click the Recover Icon 4. Recovered items will be moved back to your Deleted Items folder. Working with Folders Outlook Folders Technology Support Services /Student Technology Information Manual 21

22 The Web Outlook Folders list contains eleven default folders. To select a folder, click the name of the folder beside the folder icon. When a folder holds an unread message, the folder name will appear in bold. To become familiar with the function of each folder, read the following descriptions. NOTE: To show the Folders list, from the Outlook sidebar, next to Folders, click SHOW/HIDE FOLDERS. The Folders list appears. Folder Icon Name Function Calendar Store meeting times, appointment information, and view your calendar by day, week, or month. Contacts Store the names and personal information of common contacts, distribution lists, and related information. Deleted Items Store and access messages that you have temporarily deleted, or delete items permanently. Drafts Store saved drafts of messages before you send them. Inbox Store new and saved mail. Journal Compose and store your personal journal notes. Junk Store junk mail. Notes Compose and store your personal notes. Outbox Store messages whose delivery is incomplete due to either server problems or scheduled delivery delay. Sent Items Store a copy of each message you have sent. Tasks Compose and store lists of tasks you have to do. Creating Folders Technology Support Services /Student Technology Information Manual 22

23 It may be necessary, at times, to manage the many items you might receive on your Outlook Webmail account. To help you keep various items in order, Outlook Webmail allows you to create new folders in addition to the default folders already provided. For large amounts of information, you may want to create subfolders for more efficient organization. The following instructions tell you how to create new folders and subfolders: 1. On the toolbar, from the New pull-down list, select Folder. 2. The Create New Folder dialog box appears. 3. In the Name text box, type a name for your new folder in this case we have a folder named Faculty Mail 4. In the folder directory, select a location for the new folder in this case we want it in the main directory so we selected JPH 5. Click OK Your new folder will appear in the Folders list, which automatically alphabetizes folders by title. Creating Subfolders Technology Support Services /Student Technology Information Manual 23

24 1. From the Folders list, select the folder in which you would like the subfolder to appear 2. On the toolbar, from the New pull-down list, select Folder The Create New Folder dialog box appears. 3. In the Name text box, type the title of your new folder 4. Select which branch on the folder directory the new folder will be placed 5. Click OK Your new folder will appear in the Folders list, which automatically alphabetizes folders by title. Organizing with Folders For more efficient organization in your Web Outlook account, it may be necessary to alter the arrangement of your messages and folders. The following instructions explain how to move both messages and folders on Outlook Webmail. Moving Messages There are two methods for moving messages: the Move/Copy Icon Method and the Drag and Drop Method Moving Messages: Move/Copy Icon Option 1. From the Folders list, select the folder that contains the message you would like to move 2. From the Folder Contents, select the appropriate message(s) HINT: You can select contiguous or non contiguous messages with this option. To select contiguous messages, click the first message of the group and then press [Shift] and click the last message. To select non contiguous messages press [Ctrl] and click each message. Selected messages will be highlighted. 3. From the toolbar, click MOVE/COPY The Move/Copy Item dialog box appears. 4. Select the folder in which you would like the message to appear Technology Support Services /Student Technology Information Manual 24

25 5. To move the message to the selected folder, click MOVE To place a duplicate copy of the message to the selected folder, click COPY 6. To assure that the message has been placed in the correct folder, from the Folders list select the appropriate folder The message should appear in the contents of the folder or subfolder. Moving Messages: Drag and Drop Option 1. From the Outlook sidebar, click FOLDERS The Folders list appears. 2. From the Folders list, select the folder that contains the message(s) you want to move The folder's contents will appear. 3. Select the message you wish to move 4. Drag and drop the message into the desired folder Moving Folders There are two methods for rearranging folders: Quick Menu Option and Drag and Drop Method Moving/Copying Folders: Quick Menu Option 1. In the Folders list, right click the folder you want to move/copy The Move/Copy Item dialog box appears 2. From the Move/Copy the selected items to the folder scroll box, select the destination folder 3. To move the message to the selected folder, click MOVE To place a duplicate copy of the message in the selected folder, click COPY Technology Support Services /Student Technology Information Manual 25

26 Moving Folders: Drag and Drop Option 1. From the Outlook sidebar, click FOLDERS The Folders list appears. 2. From the Folders list, select the folder you want to move in this case we have a folder named Nursing Folder 3. Drag and drop folder into the desired folder Deleting Folders If you find that you have folders or subfolders that are no longer of use to you, you can delete them. When a folder is deleted, it moves to the Deleted Items folder. Deleting Folders: Drag and Drop Option 1. From the Folders list, select the folder you wish to delete NOTE: You can not delete the eleven default folders. 2. Drag and drop the folder into the Deleted Items folder Deleting Folders: Quick Menu Option 1. In the Folders list, right click the folder you want to delete» select Delete NOTE: To retrieve a folder from the Deleted Items folder, before you exit, open the Deleted Items folder, select the folder, and move the folder to the desired location. Working with Attachments Accessing Attachments Often, you will receive messages that will have files attached for you to view through Word, Notepad, Excel, or other programs. Most attachments can be accessed directly, but some attachments must first be saved to your disk before opening them. If this is the case, a pop-up window will appear alerting you to this. See Saving Attachments for instructions on saving an attachment to your disk. In outlook the paper clip shown next to the denotes an attachment Technology Support Services /Student Technology Information Manual 26

27 Opening Attachments 1. To open an message, double click it The message appears in a new window. 2. Click the attachment you want to open The File Download dialog box appears. 3. Click OPEN The attachment opens in the appropriate program. Saving Opened Attachments 1. With the attachment open, from the File menu, select Save As... The Save As dialog box appears. 2. Using the Save in pull-down list, navigate to the appropriate save location 3. In the File name text box, type the name and appropriate file extension for the file you are saving (e.g., a copy of your syllabus created in Word: fallsyllabus.doc) 4. Click SAVE The file is now saved to the desired location. Saving Attachments Before Opening Them 1. To open an message, double click it The message appears in a new window. 2. From the Attachments section, right click the attachment's hyperlink >> select Save Target As... The Save As dialog box appears. 3. Using the Save in pull-down list, navigate to the appropriate save location 4. Click SAVE Technology Support Services /Student Technology Information Manual 27

28 Attaching Files It is often necessary to attach files from Word, Notepad, Excel, or other programs to messages you send to people. 1. Compose a new mail message 2. When finished typing the message content, from the Message toolbar, click ADD ATTACHMENT OR Click ATTACHMENTS The Attachments dialog box appears. 3. Under Choose a file to attach, type the path of the attachment (e.g. H:/Folder/file.doc) OR To select the attachment from a file: a. Click BROWSE... The Choose file dialog box appears. b. Using the Look in pull-down list, locate and select the file to attach c. Click OPEN The Attachments dialog box reappears 4. Under Add the file to the list, click ATTACH The file is now listed in the Current file attachments section and will be sent with the message. 5. OPTIONAL: If you wish to attach additional files, repeat steps To return to the message, click CLOSE The attachment(s) are listed next to Attachments. 7. Click SEND The message and attachment(s) are sent together. Deleting Attachments When composing a message, you may change your mind about sending an attachment and wish to delete that attachment so it is not sent with the corresponding message. However, attachments can be deleted only before the corresponding message is sent. 1. After an attachment has been added, from the top of the New Message window, Left click the attachment to be deleted, it is then highlighted 2. Right Click the attachment(s) to be deleted Click REMOVE The attachment(s) are now deleted from the message. 3. To return to the message, click CLOSE Technology Support Services /Student Technology Information Manual 28

29 Customizing Outlook Web Access Microsoft Office Outlook Web Access provides several ways to customize program features, functionality, and appearance: To customize these features, click Options in the Navigation Pane. The Options page is displayed From here you are able to Out of Office Assistant: Automatically reply to you receive Messaging Options: Customize messages and message views Reading Pane Options: Mark previewed items as read or unread Spelling Options: Set up the spelling checker Security: Set up security Privacy and Junk Prevention: Help protect your privacy Appearance: Change the color scheme Calendar Options: Set date and time formats and customize your calendar view Reminder Options: Set reminders for calendar items and tasks Contact Options: Customize address book searches Recover Deleted Items: Recover items you ve deleted Important When you change any settings for the following options, you must click Save and Close for your changes to take effect. Technology Support Services /Student Technology Information Manual 29

30 Out of Office Assistant: The Out of Office Assistant will automatically reply to you receive although you re not in your office these are the default Settings. Default setting is I m currently in the office Select the Out of Office Assistant Set the auto reply response to I m currently out of the office Select click Save and Close for your changes to take effect. Important Please remember that when you want the Out of Office Assistant deactivated follow steps 1 and 2 and then select I m currently in the office Also remember that if you setup an Out of Office response and plan not to view your mail for some time, your account quota may go over its 10 megabyte limit. If that is the case than any messages that you receive will be bounced back to the sender and you will not receive them. Technology Support Services /Student Technology Information Manual 30

31 Messaging Options: You can customize your messages and message views by using this option. Your default setting for the number of items to display in your page view is To change the number of items displayed in your view page click 2. Then select how many you would like to be displayed Warning: The higher the number of pages displayed the longer it may take to display your view page as it has to load theses into that view. If you have a slow connection it is not recommended that you change the default setting of 25. To indicate what to display after you move or delete an item Under Messaging Options, in the list next to After moving or deleting an item, select an action. Outlook Web Access can open the next item in the list (the default), 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. For all Options make sure you select Save and Close for your changes to take effect. Technology Support Services /Student Technology Information Manual 31

32 To enable pop-up message notifications on your computer when you receive new messages 1. Under Messaging Options, select the Display a notification message when new mail arrives check box. To be notified with a sound when new messages arrive 1. Select the Play a sound when new mail arrives check box. To create, or edit a custom signature to each message you send 1. Click Edit Signature. 2. In the Signature dialog box, type and format the signature you want to use, and then click Save and Close. 3. Select the Automatically include my signature on outgoing messages check box. Now every time you send an your custom signature will appear at the bottom the To set the font you use for new, replied to, and forwarded messages 1. Click Choose Font. 2. In the Font dialog box, select a font, style and size, and then click OK. For all Options make sure you select Save and Close for your changes to take effect. Technology Support Services /Student Technology Information Manual 32

33 Mark previewed items as read or unread Use the following options to determine whether items displayed in the Reading Pane will be marked as read or left as unread. Even if you view an item in the Reading Pane, you may want to leave the item marked as unread as a reminder to return to it later. To mark items you view in the Reading Pane as read 1. Under Reading Pane Options, select the Mark item displayed in Reading Pane as read check box. 2. To set a delay for when the item is marked as read, type a number in the Wait [n] seconds before marking item as read text box. The default is five seconds. To mark items you view in the Reading Pane as read after you select another item in the list 1. Under Reading Pane Options, select the Mark item as read when selection changes check box. This is the default setting. To leave items you view in the Reading Pane marked as unread 1. Under Reading Pane Options, select Do not automatically mark items as read. For all Options make sure you select Save and Close for your changes to take effect. Technology Support Services /Student Technology Information Manual 33

34 Set up the spelling checker Use the following procedures to customize your spelling options. To prevent the spelling checker from checking words in UPPERCASE letters 1. Under Spelling Options, select the Ignore words in UPPERCASE check box. To prevent the spelling checker from checking words that contains numbers 1. Under Spelling Options, select the Ignore words with numbers check box. To automatically check spelling before a message is sent 1. Under Spelling Options, select the Always check spelling before sending check box. Outlook Web Access also allows you to spell-check messages in several languages using language-specific dictionaries. To select a dictionary 1. Under Spelling Options, select a language from the drop-down list. For all Options make sure you select Save and Close for your changes to take effect. Technology Support Services /Student Technology Information Manual 34

35 Set up security You can help make your messages more secure by using a message encryption protocol called Secure/Multipurpose Internet Mail Extension (S/MIME). With S/MIME you can digitally sign your messages to help protect them from tampering while in transit. The digital signature also certifies to the recipient that the message is from you. You can also encrypt the message contents to help prevent unauthorized recipients from reading the message. 2. To use S/MIME with Outlook Web Access, you must have the following: Microsoft Windows XP or Windows Microsoft Internet Explorer 6 or later. A computer that allows you to download and install the S/MIME Control. Valid digital certificates for sending digitally signed messages or receiving encrypted messages. 2. To download and install the newest version of the S/MIME Control on your computer, under E- mail Security, click Download. If an older version of the control is already installed on the computer, under Security, you may need to click Re-install to update it. 3. When the file download dialog appears, choose Open or Run. or The S/MIME Control file will be installed on your computer. When the control is installed on your computer, the toolbar on the new message form will contain the following buttons: Allows you to digitally sign the message. Allows you to encrypt the contents of the message, including attachments. To remove the S/MIME Control 1. In Control Panel, select Add or Remove Programs. 2. In the list of installed programs, select Microsoft Exchange Outlook Web Access S/MIME, and then click Change/Remove. Technology Support Services /Student Technology Information Manual 35

36 Help protect your privacy Outlook Web Access helps you control unwanted and unsolicited messages ("junk ") and block links to external content that can make you the target of junk messages. Turn on the junk filter 1. Under Privacy and Junk Prevention, select the Filter Junk check box. 2. To add or modify addresses or domains in your junk lists. For more detailed information see Manage junk under the help option Block external content in HTML messages HTML messages you receive can include links to external content, such as pictures or sounds. These links aren't the kind that are underlined (hot) and that you click on. They are references in the HTML source code to an external location on the Internet, such as a Web site. When you open or preview the message, your computer downloads the external content so that the picture can be displayed or the sound played. This is typically done by legitimate senders to avoid sending large messages. However, junk senders use the downloading of external content by your computer to verify your e- mail address as "live." Once they know there is a real person associated with your address, you can then become the target of more junk . External content used to identify you in this way is called a Web beacon. To prevent Outlook Web Access from downloading Web beacons, under Privacy and Junk Prevention, select the Block external content in HTML messages check box. Technology Support Services /Student Technology Information Manual 36

37 Choose how to reply to read receipt requests In addition to requesting a read receipt for messages you send, you can, as a recipient, choose whether to send a read receipt whenever one is requested of you. To send a read receipt automatically whenever one is requested, select Always send a response. To never send a read receipt, select Do not automatically send a response. About message receipts Microsoft Office Outlook Web Access allows you to confirm the receipt of a message you have sent. This confirmation can be done with new messages, or when you reply to or forward another person's message. When you request a message receipt, you'll receive a notification in your Inbox when your message was delivered and when it was opened by the recipient. When you send a message that contains a receipt request, you will receive one or both of the following in your Inbox, depending on your selection: Delivered: <subject>, where <subject> is the subject of the message you sent. To see the date and time the recipient received the message, double-click the receipt. Read: <subject>, where <subject> is the subject of the message you sent. To see the date and time the recipient opened the message, double-click the receipt. Request a message receipt When you request a message receipt, notification is delivered to your Inbox indicating that a message you sent was successfully delivered. In addition, you can also request to be notified when the message is actually opened by the recipient. 1. When you compose your message, on the toolbar, click Options. 2. To request that you be notified when your message is opened by the recipient, in the Message Options dialog box, select the Request a read receipt for this message check box. 3. To request that you be notified when your message is delivered, select the Request a delivery receipt for this message check box. Technology Support Services /Student Technology Information Manual 37

38 Change the color scheme You can customize the appearance of Outlook Web Access by selecting a color scheme that matches your current Windows theme or color scheme. To change the color scheme 1. Under Appearance, in the drop-down menu, select a color. 2. For this example I will choose Burgundy: For all Options make sure you select Save and Close for your changes to take effect. Set date and time formats 1. To set the date and time formats used in your message folders and calendar items, use the dropdown lists to select your preferred format for the different styles. Note The date and time formatting options may vary, depending on the language configured for Internet Explorer. Outlook Web Access uses the browser language setting to provide regionspecific options. Technology Support Services /Student Technology Information Manual 38