Division of School Facilities OUTLOOK WEB ACCESS
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1 Division of School Facilities OUTLOOK WEB ACCESS New York City Department of Education Office of Enterprise Development and Support Applications Support Group 2011
2 HELPFUL HINTS OWA Helpful Hints was created specifically to assist custodial staff to effectively use Outlook Web Access . It provides a basic description of each toolbar and graphic instructions for using quick commands in OWA. i Office of Enterprise Development and Support Applications Support Group 2011
3 TABLE OF CONTENTS SUBJECT PAGE Inbox Toolbar Commands... 1 How to Open Reply Toolbar Commands... 3 How to Reply to and Send... 4 How to Create New Message and Send... 5 Shortcut Keys... 6 How to Create Folders... 7 Moving How to Open Attachments... 9 How to Attach Files to OWA Help Link on Toolbar Password Reset for Network/OWA For More Information ii Office of Enterprise Development and Support Applications Support Group 2011
4 HELPFUL HINTS - INBOX The Toolbar buttons in OWA will change according to the function you are currently performing. FREQUENTLY USED INBOX TOOLBAR BUTTONS Create a New Message Folder Contact Apointments Meeting Request Deletes Mail Reading Pane preview what was ed PROVIDES Instruction How To perform various steps Sends a Reply to the Original sender Sends a Reply to all the names on the original Forward Mail to others not on original ADDRESS BOOK Lists: Names addresses Telephone numbers and title of DOE employees Contacts you added 1 Office of Enterprise Development and Support Applications Support Group 2011
5 OWA HANDOUT HELPFUL HINTS OPEN MAIL Select MAIL ITEM (highlight) + O Select MAIL ITEM (highlight) Double Click KEYBOARD MOUSE READING PANE Navigation Pane INBOX TOOLBAR Contains FOLDERS MESSAGE PANE Viewing Bars with (Folders) Viewing ICONS with (Folders) 2 Office of Enterprise Development and Support Applications Support Group 2011
6 HELPFUL HINTS REPLY TO MAIL FREQUENTLY USED REPLY TOOLBAR BUTTONS Sends a Reply to the Original sender Forward Mail Deletes Mail After opening message click an arrow to read the Next or Previous Mail Item. Sends a Reply to all the names on the original Prints a copy of to your local printer PROVIDES Instruction on How To perform various steps Click the Reply button to respond to Original sender Keyboard Ctrl + R 3 Office of Enterprise Development and Support Applications Support Group 2011
7 HELPFUL HINTS SEND MAIL FREQUENTLY USED SEND TOOLBAR BUTTONS Click to Send Message Print a copy of Message Attach File Word Excel Request a delivery receipt and more Click to SAVE a copy to your Drafts Folder Spell Check Send Mail with High or Low Priority Click the Send button to mail your reply AFTER TYPING YOUR REPLY CLICK THE SEND BUTTON Keyboard Ctrl + Enter 4 Office of Enterprise Development and Support Applications Support Group 2011
8 HELPFUL HINTS CREATE NEW MESSAGE AND SEND Click the New button to create a new message 1- Click New on the Toolbar Keyboard Ctrl + N 5- Click the Send button to mail your new message 4-2- Type Name of recipient (s) in the To: field 3- Type the subject of your message in the Subject field Keyboard Ctrl + Enter 5 Office of Enterprise Development and Support Applications Support Group 2011
9 OWA HANDOUT HELPFUL HINTS SHORTCUTS KEYBOARD COMMANDS SHORTCUT KEYS USING KEYBOARD + O To quickly open mail + R Reply to original sender + F Sends a copy to someone not listed on original . + ENTER Send Mail + N Create New Message + D Delete Mail (goes to Deleted Items mail folder) + P Prints a copy of your 6 Office of Enterprise Development and Support Applications Support Group 2011
10 OWA HANDOUT HELPFUL HINTS FOLDERS To Create a New Folder: 1- Click New 2- Click Folder 3- Create a Name for the folder 4- Select Inbox (Note: the sub-folder will be created underneath Inbox) Press F5 (AT TOP ROW ON KEYBOARD TO REFRESH THE SCREEN) 6- Click the + symbol next to Inbox to see the New Folder 6 New Folder will be exposed 7 Office of Enterprise Development and Support Applications Support Group 2011
11 OWA HANDOUT HELPFUL HINTS MOVING To MOVE to a Folder: 1 1- Click the Move to Folder Icon on the Toolbar 2- Click the + symbol next to Inbox to see the New Folder you created (you can give the folder a name of your choice). 3- Click the New Folder 4- Click the MOVE button 1 TOOLBAR 44 2 Click the Inbox 3 After clicking the Inbox the New Folder will be showing Click to copy the mail item to the new folder Click to create a New Folder Click to cancel the mail item move to the new folder 4 8 Office of Enterprise Development and Support Applications Support Group 2011
12 HELPFUL HINTS OPEN ATTACHMENTS At the Inbox, s which contain Attachments will have a paperclip symbol next to the icon. To Open an highlight the item (place your mouse pointer on the ), and double click with your left mouse button. To Open the Attachment place your mouse pointer on the link and double click: To Download the file choose one of the following: OPEN - Open the file in your Word (Excel or PDF) program SAVE - Save the file to a Folder of your choice CANCEL- Cancel the file download dialog box 9 Office of Enterprise Development and Support Applications Support Group 2011
13 Click HELPFUL HINTS ATTACHING FILES TO A MESSAGE button on the Message Click the button Locate the document you want to attach to the message and then, highlight (Select) the document. Click Open Click Attach 10 Office of Enterprise Development and Support Applications Support Group 2011
14 HELPFUL HINTS ATTACHING FILES TO A MESSAGE After the item is attached click Close to return to your message Click Send to mail your message... Note: The Attached document will appear here. Note: The Attached document will appear in this window. 11 Office of Enterprise Development and Support Applications Support Group 2011
15 HELPFUL HINTS OWA HELP LINK ON TOOLBAR STEP- BY- STEP HELP OWA guidelines can be accessed by clicking the HELP icon on the toolbar To Print Guidelines: Click your right mouse button Click Print Click Print again to send to your local printer 12 Office of Enterprise Development and Support Applications Support Group 2011
16 HELPFUL HINTS OWA HELP LINK ON TOOLBAR Click Print 13 Office of Enterprise Development and Support Applications Support Group 2011
17 HELPFUL HINTS PASSWORD RESET FOR NETWORK/OWA USER ID NETWORK/OWA PASSWORD GUIDELINES Network/ OWA passwords are CASE Sensitive CASE SENSITIVE if you type capital letters make sure you remember where they are located in your password. Passwords should be complex What is a complex password? A complex password is one that has multiple character sets. The NYC DOE password policy states that a password MUST be at least 8 characters long and have a combination of upper case, lower case and numeric characters AT DESKTOP : Press CTRL + ALT + DELETE (on Keyboard) CLICK CHANGE PASSWORD Follow Steps -- STEPS Type your User name (C+ School ID) Log on to (Central) Type the OLD password Type your NEW PASSWORD Type your NEW PASSWORD again to confirm CLICK OK 14 Office of Enterprise Development and Support Applications Support Group 2011
18 OWA HANDOUT FOR MORE INFORMATION FOR MORE INFORMATION For Hardware and Network Support: Call the OSSS Help Desk at (718) For Applications and Training Support: Call the Applications Support Group at (718) Training Registration Link: 15 Office of Enterprise Development and Support Applications Support Group 2011
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