Changes to Skillnet Group s. Outlook and Outlook Express Users

Transcription

1 Changes to Skillnet Group s Skillnet Group s are moving from the current provider to our own exchange mail server. This will mean that you will have a much improved web-mail system and almost no limits on your mailboxes. This change will be happening on Friday 13 th - Saturday 14 th March. If you use web-mail (Horde or Echo Webmail) If you use the current web-mail system (Horde or Echo Webmail) you will need to download and save any important information from your s as they will not be transferred to the new system before Friday 13 th. If you use Outlook or Outlook Express If you use Microsoft Outlook or Outlook Express to access your s all your s and attachments will be stored on your computer so they will not be deleted. You will only need to enter some different settings into Outlook to continue downloading your s. Why Are We Changing? We are changing to the new system because it is easier to use than the current system. It also has lots of new features and benefits including a global address book, calendars and spam and virus filtering. You will no longer have any limit on the amount of s you can store. What will happen when the change takes place? When we move over to the new system you will keep the same address and password as you currently have. All new s received will go straight into the new system. Outlook and Outlook Express Users Good news all you need to do is change your username from firtname.surname+skillnetgroup.co.uk to firstname.surname For example if your address is dan.edney@skillnetgroup.co.uk then your username will be dan.edney To do this please follow the instructions below In Microsoft Outlook, select Tools > Accounts.

2 On the Accounts wizard window, select "View or change existing account" and click Next. For your server type, select "POP3" and click Next. Click on your Skillnet Group Account then click Change On the Internet Settings (POP3) window, make sure that your information as follows: Your Name Enter your first and last name. Address e.g: User Name firstname.surname For example if your address is your username will be jon.smith Password Enter the password for your account. This will be the same as your password for accessing the web site. Incoming mail server (POP3) Enter mail.skillnetgroup.co.uk for your incoming mail server. Outgoing mail server (SMTP) Enter mail.skillnetgroup.co.uk for your outgoing mail server.

3 Click "More Settings." NOTE: "mail.skillnet.co.uk" is an SMTP relay server. Some Internet providers will block you from using any other services to send s other than their own. If this is the case you can use the outgoing mail server for your Internet Service Provider (e.g smtp.wanadoo.co.uk). Contact your Internet Service Provider to get this setting. Alternatively you can change the SMTP port to 26 under the more settings, advanced settings tab. On the Internet Settings window, select the "Outgoing Server" tab. Select "My outgoing server (SMTP) requires authentication." If you are not using your internet providers smtp server, select "Use same settings as my incoming mail server". If you are using your internet providers smtp server please use the settings provided to you by your internet provider. Click OK. Click Next. Click Finish.

4 Webmail users How do I sign-in to access the new system On Friday we will change the link on the Skillnet Group web site so that it points to the new server. When you click on the link a box will popup asking you for a username and password. Your username is the same as the first part of your address. For example if your address is dan.edney@skillnetgroup.co.uk then your username will be dan.edney Your password will be the same as the password that you use to access the website. When you have signed in you will see this screen This screen is very similar to Microsoft Outlook and you can use it to view / read and send your s.

5 Important Information for First Time Use If this is the first time that you are accessing web-mail from this computer you will need to download a small file to allow secure transmission of your s between you and the server. 1. In the Navigation Pane, click Options. 2. In the Options page, under Security, click Download. If you see a button saying reinstall then this has already been installed on this machine and you do not need to do anything else. 3. If a File Download message appears, click Run. If any security warnings appear, click Yes or allow. 4. Click on Save and Close (on the top left corner of the Options screen). 5. If you get a yellow bar at the top of any screen click on it and then click yes or allow.

6 How do I use Outlook Web Access What Does Outlook Web Access Look Like? Outlook Web Access has a great new look! Along with its great new icons and colours Outlook Web Access has added great new features and is more user friendly. The New view features a Navigation Pane which includes a Folder List and Shortcuts, a window for messages, and a Reading Pane. The Toolbar and Folder bar have great new icons to help you use Outlook Web Access. Logging Off You should Log Off when you have finished using Outlook Web Access. Also, close the web browser to prevent hackers from accessing your . The Log Off button is located in the top right corner of the screen. The Navigation Pane The Navigation Pane, located next to the main window, is made up of two areas: An expandable folder list that provides access to your personal Microsoft Office Outlook Web Access folders (your Inbox and Calendar, for example) and any folders you create. The plus sign icon next to a folder indicates that the folder contains other folders (subfolders). To view the subfolders, click the plus sign.

7 A set of buttons that provide one-click access to your Inbox, Calendar, Contacts, and Tasks folders. An Options button allows you to set user options, such as calendar or task reminders. A horizontal splitter bar located between the folder list and the buttons allows you to collapse the buttons into a button tray: When you click any folder or button in the Navigation Pane, its contents are displayed in the Outlook Web Access main window. s Sending A New Message To create new messages simply click on new at the top of the screen. Click the New Icon, which will open a new window In the 'To' field, enter the recipient's address Enter the subject of the in the subject field In the large white box below the subject field, type your message Once complete, attach any needed attachments Click the Send Icon The box will automatically close and the message sent. A copy of the message will be kept in your 'Sent' folder Replying an to Message If you receive a message you would like to respond to, follow these instructions: Open the message you would like to respond to Click the Reply Icon. This will open a new box

8 You will see their message quoted below in the large white box. Type your reply at the top of the white box Once complete, attach any needed attachments. To do this see below for more details Click the Send Icon The box will automatically close and the message sent. A copy of the message will be kept in your 'Sent' folder Deleting an Message After you have read your messages you will want to delete unimportant ones to conserve space. Follow these instructions to delete your unwanted mail: If the message you would like to delete is open, click the X Icon and moved to your Deleted Items folder. The message will be deleted NOTE: Another from your Inbox will appear on the screen, do not double click the X Icon! If the message you would like to delete is not open, highlight it and click the X Icon message will be deleted and moved to your Deleted Items folder. The Emptying the Deleted Items Folder After you have deleted you will want to empty the Deleted Items folder. This frees up space for more and storage. On the Folder View, right click the Deleted Items Folder Select 'Empty Deleted Items' A box will appear asking if you are sure, click OK. The folder is now empty Forwarding an Message If you receive a message you would like to send on to someone else, follow these steps: Open the you would like to forward. Click the Forward Icon. This will open a new box containing the message

9 At the top of the white box, type anything you would like to add Once complete, click the Send Icon Attaching Files to an Message If you need to attach a file to an you are sending, follow these instructions: While composing the message, click on the Paperclip Icon Click on Browse Select the file located on your computer you would like to attach Click Open Click Attach To add more files follow steps 2-5 until all files are attached Check the list to make sure it is correct. Remove incorrect file attachments by checking the box next to them and then clicking 'Remove'. Click Close to return to the , the attachments will be displayed below the subject line. NOTE: You can return to the attachment menu at any time during the 's composition to add or remove attachments! Open a message Locate the message you want to read in the public folder or Microsoft Exchange mailbox folder. New messages always arrive in the Inbox and are displayed in bold type. Tip: To mark a message you've opened or read as unread, select the message, and then press CTRL+U. To mark a message as read, select the message, and then press CTRL+Q. You can also right-click the message and select Mark as Unread or Mark as Read on the shortcut menu Double-click the message to open it, or select the message and then press ENTER. Delete Multiple Messages To delete a message or multiple messages from a folder in the main Outlook Web Access window, select the messages and then click Delete on the main toolbar. Tip: To select consecutive messages, click the first and last messages in the series while holding down the SHIFT key. To select non-consecutive messages, hold down the CTRL key as you click each message you want to delete.

10 Note: All deleted messages are sent to the Deleted Items folder. They aren't permanently removed until you delete them from the Deleted Items folder. Sorting Messages Microsoft Office Outlook Web Access allows you to sort and view messages in your Inbox To sort your messages, click the Messages list on the main toolbar, and then select one of the following views: Messages - Displays all messages as they arrive in your Inbox. This is the default view. Unread Messages - Displays only the unread messages in your Inbox. Two-Line View - Displays a two-line view of all messages in your Inbox. By Sender - Groups and displays messages sorted by sender. To see all messages from a particular sender, click the plus sign next to the message group. By Subject - Groups and displays messages sorted by subject. To see all messages on a particular subject, click the plus sign next to the message group. By Conversation Topic - Groups and displays messages sorted by the topic of conversation. To see all messages from a particular conversation, click the plus sign next to the message group. Unread By Conversation Topic - Groups and displays only the unread messages by topic of conversation. Sent To - Displays all messages in your Inbox sorted by the person or group to whom they were sent.

11 Calendars and appointments View your schedule When you view your calendar, double-click a meeting or appointment to open it. After an item has been opened, you will be able to view details or make changes. If you double-click a recurring item, such as a weekly meeting, Outlook Web Access will ask if you want to open the occurrence (the meeting only on the day you selected) or the entire series (every meeting). You can change the view from day to week to month by clicking on the following buttons. Create an appointment 1. In Calendar, on the toolbar, click New. Tip: You can also create a new appointment by double-clicking a time slot in the daily calendar view or double-clicking the date bar in the weekly or monthly view. 2. In the Subject box, type a brief description of the appointment. 3. In the Location box, type the place where the appointment occurs. 4. In the Start time and End time lists, select the appropriate dates and times. 5. In the Show time as list, choose how you want your schedule to appear for the duration of the appointment. Your selection (Busy, Free, Tentative, or Out of Office) is what others will see when they view your schedule. 6. To be reminded about this appointment, select the Reminder check box. 7. In the message body, type any additional information, such as a list of materials to take to the appointment. 8. Click Save and Close. The following table lists additional options that are available through the toolbar when creating an appointment. Button Description Attaches a document or other relevant material to the appointment. Sets a recurrence interval for the appointment. Invites other people to an appointment.

12 Calendar Reminders In Microsoft Office Outlook Web Access, you can set reminders on your appointments and meetings. You can then determine how long before an appointment or a meeting the reminder message will appear. Notes: For calendar reminders to work, enable reminders for Calendar items must be selected on your Options page. After you enable reminders, you can choose to have a sound accompany the reminder. Calendar reminders work only on appointments and meetings stored in your Calendar folder. Set reminders After you enable calendar reminders, you can activate them whenever you create an appointment or plan a meeting. 1. When creating a Calendar item, select the Reminder check box in the New Appointment or New Meeting Request form. 2. The default reminder interval is 15 minutes. To be reminded at a time other than 15 minutes before the appointment or meeting, select another time from the list. Tip: To view your reminders at any time, in Calendar, click View Reminders on the toolbar. To dismiss a reminder: In the reminder, select one or more items, and then click Dismiss. To dismiss all items, click Dismiss All. Tip: To view the details of an item, select it, and then click Open Item. If you don't want to dismiss a reminder, you can set it to snooze. Snoozing closes the current reminder temporarily. After a period of time that you designate (the default is five minutes), the reminder opens again. To set a reminder to snooze 1. In the reminder, select the item you want to snooze. 2. Under Click Snooze to be reminded again in, use the drop-down list to specify when you want to receive another reminder. 3. Click Snooze.

13 Rules and Message Filtering Create a rule Important If you use rules created in Microsoft Outlook, Microsoft Office, Outlook Web Access may interpret them differently depending on the version of Outlook you used to create them. 1. In the Navigation Pane, click Rules. 2. In the Rules screen, click New. 3. In the Rule Name box, type a name for the e.g folder1 4. In the Edit Rule dialog box, specify any or all of the following conditions: o To base the rule on who sent the message, type the alias or address of the user name or distribution list in the From field contains box. To find the person or distribution list in your organization's address book or your contacts, click Address Book. o To base the rule on words in the subject of the message, type the words in the Subject contains box. o To base the rule on the importance setting of the message, select the importance in the Importance is menu. o To base the rule on who the message was sent to, type the alias or address of the user name or distribution list in the People or Distribution List box. o To base the rule on messages that are sent only to you, select the Sent only to me check box. 5. Specify what to do with the message if it meets the conditions you set in step 4: o To move the message to a folder, select Move it to the specified folder, click specified, and then select the appropriate folder in the Move/Copy Item dialog box. o To copy the message to a folder, select Copy it to the specified folder, click specified, and then select the appropriate folder in the Move/Copy Item dialog box. o To delete the message, select Delete it. 6. To forward the message to someone, select Forward it to, and then type the alias or address of the person or distribution list in the adjacent box. Separate two or more entries with a semicolon (;). 7. Click Save and Close.

14 Options Out of Office Assistant The Out of Office Assistant generates automatic replies to messages that you receive while you're away. Each time you activate the assistant, Outlook Web Access sends an automatic reply to someone the first time he or she sends you a message. 1. In the Navigation Pane, click Options. 2. To enable the Out of Office Assistant, under Out of Office Assistant, click I'm currently out of the office. 3. In the text box, type the message you want people to receive when they send you messages while you're away. 4. To disable the Out of Office Assistant, click I'm currently in the office. Messaging Options Use the following procedures to customize your messaging options. To change the number of items displayed per page in your Inbox or other folders: Under Messaging Options, in the list next to Number of items to display per page, select a number. The higher the number, the longer each page takes to refresh.

15 Reading Pane Options 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: 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: Under Reading Pane Options, select Do not automatically mark items as read. Spelling Options Use the following procedures to customize your spelling options. To prevent the spelling checker from checking words in UPPERCASE letters: Under Spelling Options, select the Ignore words in UPPERCASE check box. To prevent the spelling checker from checking words that contain numbers: Under Spelling Options, select the Ignore words with numbers check box. To automatically check spelling before a message is sent: Under Spelling Options, select the Always check spelling before sending check box.

16 Privacy and Junk Prevention Outlook Web Access helps you control unwanted spam 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. Block external content in HTML messages HTML messages you receive can include links to external content, such as pictures or sounds. Tick this option if you want to block pictures from appearing in your messages. 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. Changing Your Password Click Change Password. And follow the instructions. Please note that this will only change your password and not the one for the Skillnet Group Website.