Getting started with Outlook Webb App (OWA) The new Tilburg University Webmail

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1 Getting started with Outlook Webb App (OWA) The new Tilburg University Webmail This manual was made by Library and IT Services, within the scope of the project The New Workspace. April 2011 (version 1.0)

2 Table of contents Table of contents... 1 Getting started with Outlook Web App (OWA)... 2 Overview of settings... 2 Requirements... 2 Log in on Outlook Web App... 2 Pop-up blocking... 3 Change language settings... 4 View current mail quota... 5 Junk Set Forward... 6 Set a spam rule... 8 Set Autoreply (absence report / out-of-office reply) Setting signature Overview of Outlook Web App functionality More information

3 If you have a mailbox in the Exchange environment you can use Outlook Web App, the Microsoft webmail client. Outlook Web App (OWA) is a part of Exchange 2010 and offers functionality that largely matches Outlook. OWA is practical if you do not have Microsoft Outlook at hand because you are working at home, on your way or you use a computer in an Internet café. Overview of settings URL Username Password campus\uvt-username UvT-password Requirements Successful access to OWA requires: A computer (Apple, Windows, Linux) with an Internet connection. One of the following browsers: Internet Explorer, Firefox, Safari, Chrome. Other browsers can also work but have not been tested. Your username and university password (the password giving you access to for instance the Calendar, Blackboard and your registration of holidays). The access to Exchange and OWA requires this password to be set after 22 November You find more information on the university password and an instruction how to change it via Log in on Outlook Web App Step 1: Go to the website: and complete the appearing log in window as follows: Select a security option, click show explanation if you are not sure which option to select. Fill in campus\*your user name* at Domain\username and your university password at Password. Click Log On. 2

4 Step 2: You will automatically see the window below if you log in on OWA for the first time. In this window you can choose a language. This can always be changed. Select the preferred language and click OK. Step 3: The OWA opening window appears as displayed below. In the column you see your account name. To the left bottom you find the Mail, Calendar, Contacts and Tasks. Pop-up blocking Outlook Web App uses pop-up windows to display extra information or functionality. Pop-up blocking prevents use all functions, such as the function Find someone on the tool bar. If pop-up blockings disables full use of f the Outlook Web App functions, you can do two things: 1. Add the Outlook Web App address to the secured pop-up blocking list. 2. Use the Outlook Web App Light version. The Light version does not depend on pop-up windows. You can select the Light version in the log-in window. 3

5 Change language settings Step 1: Go to Options in the top right corner and click See all options in this window Step 2: Select Settings. Step 3: Select Regional settings. You can choose another language here and possibly another time zone. Mind: Selecting the option marked below will also adjust the names of the default Exchange folders: Junk Courrier indésirable. 4

6 View current mail quota The default Exchange mailbox has a 1 Gigabyte size. If you use 975 Mb space you receive a message that you can no longer send mail. Step 1: Go to the OWA opening window with the survey of your mailbox. Step 2: Move the mouse over your account name in the left column. A pop-up shows the used and available space. Junk In the left column, where you see an overview of your mailbox, is a folder named Junk . Undesirable messages automatically arrive in this folder. Check this folder regularly to be sure no normal messages arrive here. Absence indication does not respond to undesirable s. 5

7 Set Forward By setting a Forward all incoming messages will be copied to the indicated address. This works as long as the set address is active. To prevent your mailbox from going over the quota limit: log in on your UvT-mail account regularly and clean up your Inbox. Step 1: Go to Options in the right top corner and click See all options in this window. Step 2: Select Organize in the left column. Step 3: Click the arrow of the tab New and select Create a new rule for arriving messages 6

8 Step 4: In the first pull down menu (below * When the message arrives, and:) select the option [Apply to all messages]. Step 5: In the second pull down menu (below Do the following: ) select the option Redirect the message to 7

9 Step 6: A new window with your address book opens. Fill in the address you want to forward all your mail to at To and click OK. Click Save. Mind: A pop-up blocker is active if no new window appears. Deactivate it and try again. Step 7: The warning below appears. Click Yes. Set a spam rule All external mail addressed to a university address is filtered on spam and will be marked with a special tag when the contain spam: *****SPAM*****. You can prevent this mail from being delivered in your Inbox by setting a spam rule. Step 1: Go to Options in the right top corner and select See all options. 8

10 Step 2: Select Organize in the left column. Step 3: Click the arrow of the tab New and select Create a new rule for arriving messages Step 4: In the first pull down menu (below * When the message arrives, and:) select the option It includes these words in the subject A new window will pop up. 9

11 Step 5: Type: *****SPAM***** in the window below, click the green plus sign to add the text and then click OK. Step 6: In the second pull down menu (below Do the following: ) select the option Move the message to folder A new window will pop up. 10

12 Step 7: Select the folder Junk and click OK. Step 8: If the rule is created correctly, it looks like the image below. Click Save and the rule is created. Set Autoreply (absence report / out-of-office reply) A separate message for internal and external use can be created to report absence. The starting and end time for message activity can be planned in advance. An Autoreply you create in OWA, is saved on the Exchange server and is available in Outlook as well. Step 1: Go to Options in the right top corner and click in this window See all options. 11

13 Step 2: Select Organize in the left column. Step 3: Select Automatic replies. Select the option Send automatic replies. State the active period of the reply. Type the text of your absence message. Save the settings by clicking Save in the right bottom corner of the window. 12

14 Setting signature You can provide an automatic signature for sending mail in OWA. A signature you create in OWA, is not available in Outlook as well. Step 1: Go to Options in the right top corner and click See all options in this window. Step 2: Select Settings in the left column. Step 3: Select Mail and enter your signature. Save the settings by clicking Save in the right bottom corner of the window. 13

15 Overview of Outlook Web App functionality Functionality Folder Deleted Items Exchange recycle bin Single page of messages Conversation view Attachment preview Color categories Flag mail as task Search Filters Delay message delivery postmarks Internal / External OOF Set / Use multiple signatures Attach messages to messages Right-click Nickname cache MailTips functionality Connect to Your Mailbox Using Your Mobile Phone Use Outlook Web App to Get Explanation This is a new default folder. All deleted mail (loose messages and folders) are automatically saved in the folder Deleted Items and remain here till you remove them from this folder yourself. Everything you delete from the folder Deleted Items will be saved on the Exchange server for 30 days. You can retrieve them with the option Recover Deleted Items. Outlook Web App displays all messages appear in one page. Regardless of the folder size. The conversation view offers the possibility to identify the most recent messages fast, as well as the replies chain on those messages. The Conversation view is even preserved for messages saved in multiple folders of the mailbox. The various messages can be managed, ignored, moved and deleted integrally by bundling a group of messages as one conversation. New messages, part of a conversation you want to ignore, are directly forwarded to the folder Deleted Items. Attachments can be viewed in the mail message directly. You can mark related mail messages with a color code. A search by color code is possible, displaying a review of all marked items. You can mark a mail message as a task with a deadline. It is automatically added to the to-do bar, the deadline is also entered in the calendar. Outlook Web App has powerful search possibilities. You can set advanced queries and for instance start a search like from:, to:, has attachments:, and define other search criteria. Often-used search assignments can be saved as favorite. You can use a number of predefined filters, to search a folder on date, sender, color category and mail importance. You can delay the sending moment of a mail by setting a date and time. OWA filters all mail on the Exchange server on spam as a default. A mail considered as spam will give you the question if you agree to moving the mail from your Inbox and saving it in the Junk folder. A separate message for internal and external use can be created for absence. The starting and end time for message activity can be planned in advance, also via a mobile phone. Multiple signatures are possible. You can add messages from your mailbox as an annex to a mail message. Multiple actions have been added to the right-click menus in Outlook Web App. By storing the addresses of recent addressees you can faster. A list of possible addresses is shown via the nickname cache when typing the address. The shown list is a combined cache of recent addresses in Outlook Web App and Outlook Mobile. The default Exchange MailTips warns you during actions that may have an undesirable effect for instance sending a message to a large distribution group, to someone who set his/her out of the office reply, or with attachments too large to be delivered. Mobile phones using Windows Mobile 5.0 or a later version can access the mailbox with Exchange ActiveSync. See: You can check your of multiple accounts, such as Hotmail, Gmail, or 14

16 Functionality Explanation from Multiple Accounts Yahoo! Mail Plus accounts, by establishing a connection to these accounts in Outlook Web App. The messages of the other accounts will subsequently be downloaded to your Outlook Web App mailbox. Sending mail in Outlook Web App is possible by using the address of these accounts. Favorites See: Users may set Favorites in order to have fast access to often-used information, for instance the unread mail, set queries and filters. More information We hope this manual gives you a good start with Exchange 2010 and Outlook Wep App. Should you still have any questions or problems after reading this manual, you can contact your helpdesk. IT support unit Dante faculties (for FGW and FKT location Tilburg) I & A (for FRW) IT Servicedesk (for FEB) SpITS (for FSW) ICT Helpdesk (for TiasNimbas) LIS Service Desk (for the service departments) Y 313, tel. (013) , lau.dante@uvt.nl M 218, tel. (013) , frw.helpdesk@uvt.nl K 101, tel. (013) , ICT-TiSEM@uvt.nl P 403, tel. (013) , SpITS@uvt.nl T 11, tel. (013) , ict@tiasnimbas.edu Library level 1, tel. (013) , lis-servicedesk@uvt.nl 15