Outlook Web App (OWA) Getting Started

Transcription

1 Outlook Web App (OWA) Getting Started Accessing Outlook Web App You can access your mailbox through any browser. To access your mailbox, enter your OWA web address/url that was provided to you by your network specialist or navigate to (Outlook Live). On the Sign In page, enter your Domain\user name and password. Outlook Web App Home Page The default view opens to the Mail Folder, Navigation Pane, Messaging Pane, and the Reading Pane. The Home Page provides easy access to your messages and collaboration activities. Outlook Search You can search a folder, subfolders, even other mailboxes. Sort and group items by clicking the Arrange link above the Message List. Note: All related s will be grouped by Conversation unless this feature is un-checked. Content Tabs Choose which Content Pane you wish to view. Netmail Search Tab Search your Mailbox for archived GroupWise mail, tasks, calendar items, etc. Options Click the Options link to manage and customize your mailbox. Create New Message Click the New mail link (Ctrl+N) to create a new message. Reply from the reading pane Reply and Forward right from the reading pane. Write a reply in the reading pane, too. Folders List Lets you select and organize items in your mailbox. Categorize, Flag, or Delete messages in the Message List. Reading Pane Read s and see attachments. Message List Displays messages, sender s name, subject, date, size, and importance.

2 Outlook Web App (OWA) Composing and Sending This section will show you how to open, compose and send an message. Content Tabs Choose the Mail Pane when you wish to compose a new message. Message Toolbar Use the Toolbar to send, discard or insert an attachment to your message. Toolbar Options Click the More icon to manage and customize your message. Create New Message Select New mail above the Folders List. Using the keyboard (Ctrl+N). A new message form opens in the reading pane. Open in Separate Window: Click icon to pop-out in a new window. Message Area: Type the content of your message here. To: Type the recipient s address. (If the recipient is in your Contacts List, the name and address will be auto-completed. You can access the Contacts List by clicking the To button.) Note: OWA does not have a spell checker. It is recommended to use your Web Browser to proof your messages. Subject: Enter the subject. Composition Tool Bar: Set text size, styles, and color. Cc: Send a Carbon Copy of this item to other users. To send a Blind carbon copy Bcc to other recipients, click the Options icon at the top of the message window and select Show Bcc. (Recipients cannot see the other Bcc recipients.)

3 Outlook Web App (OWA) Managing and Folders Organize your items with color-coded categories, set rules, and file the messages in specific Cabinet folders. Search Mail and People Search folders by name, subject or date. Sort Sort messages by date, from flagged, size, subject, type, attachments, importance. Message Toolbar Use the Toolbar to reply, reply all, forward and more. Manage Folders Select a folder then right click to choose options Create New Folder: Add a new folder to the Folder List. Rename: Rename folders. Delete: Delete folders and all items. Add to Favorites: Add or remove folders from favorites. Move...: Moves an item to a chosen folder. Mark all as Read: Marks all messages in a folder as read. Permissions: Add permissions to shared folders. Manage Messages Select an then right click to choose options Delete: Delete the selected message or messages. Mark as Unread: Marks the message as Unread. Flag: Flag an item as a reminder to follow up later. Move...: Moves an item to a chosen folder. Ignore: Deletes messages for the selected conversation from all folders. Categorize: Color code in specific categories. Create Rule: Allows you to create specific management rules. Mark as junk: Enables junk mail handling. Note: You can drag and drop items from the Message List to the folders in the Folders list.

4 Outlook Web App (OWA) Calendars The Outlook Calendar lets you manage Appointments and Tasks. You can create multiple calendars and share calendars with others. Open New Event Click the New event icon to schedule a new appointment or meeting. Calendar Tab Select the Calendar Tab to access your calendars. Open New Event Click the New event icon. Fill out the form and click save. Select Calendar Select the calendar you wish to access. Right click the selected calendar to view options; Share calendar, Permissions and color. Items Click on a date to add a note. Double click to add a new event. Right click an event to reply and manage the appointment.

5 Outlook Web App (OWA) People (Contacts and Address books) People is where your personal contacts are stored and where you can view any address books that have been set up for your organization. New Contact or Group Click New to add a contact or group. The new contact will be saved to the selected folder in the Contacts List. Search People Enter your contact s name to search address books. People Tab Select the People Tab to access your contact folders. Buttons Send , schedule a meeting, or send an instant message. Contacts List Select a contacts folder to search installed address data base Search Mail and People Search folders by name, subject or date.

6 Outlook Web App (OWA) People (Create Contacts and Groups) New Contact or Group Click New to add a contact or group. The new contact will be saved to the selected folder in the Contacts List. Create Contact Input the new contact s information and click Save. Create Group Type the name of the new group and select the contacts you want to add to the group. Click Save. Menu Choose the desired option in the pop-up window. Click the icon to see options and additional text boxes.

7 Outlook Web App (OWA) Tasks Tasks let you track anything that you choose. For example, you can create a task to write a report, and then add a reminder, start date, due date, and notes to the task. New Task Click the New task icon to add a new task.* Tasks Tab Select the Tasks Tab to view and manage your assigned tasks. Tasks Toolbar Reply, Reply all and forward Click the (more) icon to see management options. *Create New Task Click the New task icon to add a new task. Fill in the desired fields and click save. Note: In OWA, you require special administration permissions to assign and send tasks to other people. Tasks List Select the kind of task folder you wish to view. Right click the folder to rename or delete a task folder. Manage Your Tasks Click the icons to delete, mark as complete and flag the selected task.

8 Outlook Web App (OWA) Keyboard Shortcuts General keyboard shortcuts s for the message list Ctrl+F6 Alt+Q Ctrl+N or N Top-level navigation. Moves you from one region to another. When you reach the region you want, use the arrow keys to navigate to the item you want, and then press Enter to act on that item. In Mail, Ctrl+F6 cycles through the top bar, personal status, new items, folders, and reading pane. Go to the search box. Creates a new item of the same type as the current folder. Ctrl+Q or Q Ctrl+U or U Insert Marks the selected conversation or message as read. Marks the selected conversation or message as unread. Applies the default flag to the selected conversation or message without opening the flag menu. If the conversation or message is already flagged, Insert will mark the conversation or message as Complete. This also works when multiple conversations or messages are selected. Tab Moves to next area or item. Delete or Ctrl+D Deletes the selected message. Shift+Tab Moves to previous area or item. Shift+Delete Permanently deletes the selected message. Up arrow Down arrow Esc Enter Moves up in list, or scrolls up in window. Moves down in list, or scrolls down in window. Closes the item. Selects highlighted option. When a message, calendar item, contact, or task is selected, opens the selected item in a new window. Esc Up arrow Down arrow Shift+Up arrow Cancels a search. If the context menu is open, Esc will close the context menu but not cancel the search. Selects the previous message in the list. Selects the next message in the list. Selects the current and previous messages in the list. Use to select multiple contiguous messages. s for the folder list Right arrow Expands the selected folder. Left arrow Collapses the selected folder. Shift+Down arrow Home or Ctrl+Home End or Ctrl+End Page up Selects the current and next messages in the list. Use to select multiple contiguous messages. Selects the first message in the folder. Selects the last message in the folder. For message lists of two or more pages, selects the first message on the previous page. Up arrow Down arrow Moves up in the folder list. Moves down in the folder list. Page down For message lists of two or more pages, selects the first message on the next page. F2 Renames the selected folder.

9 Outlook Web App (OWA) Keyboard Shortcuts s for the reading pane Calendar Ctrl+N or N Creates a new message. Ctrl+N Creates a new calendar item. Ctrl+Q or Q Marks the selected conversation or message as read. Delete Deletes the selected item. Ctrl+U or U Marks the selected conversation or message as unread. Enter Opens the selected item. Ctrl+R or R Replies to the selected message. Ctrl+F6 Moves to a different region in the calendar. Ctrl+Shift+R Replies to the sender and all recipients of the selected message. Shift+Alt+1 Switches to day view. Ctrl+Shift+C Replies to the selected message by IM. Shift+Alt+2 Switches to work week view. Ctrl+Shift+F Forwards the selected message. Shift+Alt+3 Switches to full week view. Insert Delete or Ctrl+D Applies the default flag to the selected conversation or message without opening the flag menu. If the conversation or message is already flagged, Insert will mark the conversation or message as Complete. This also works when multiple conversations or messages are selected. Deletes the selected message. Shift+Alt+4 Shift+Alt+Y Shift+Right arrow Switches to month view. Goes to today. Goes to the next time period. For example, if you re in month view, Ctrl+Right arrow will take you to the next month. Shift+Delete Home or Ctrl+Home End or Ctrl+End Page up Page down Permanently deletes the selected message. Goes to the top of the conversation or message. Goes to the bottom of the conversation or message. For conversations or messages of two or more pages, moves up one page. For conversations or messages of two or more pages, moves down one page. Shift+Left arrow Tab Shift+Tab Ctrl+P Goes to the previous time period. For example, if you re in month view, Ctrl+Left arrow will take you to the previous month. Moves to the next event or area in the current view. Moves to the previous event or area in the current view. Prints the current view of the calendar. Up arrow Scrolls up. s for calendar forms Down arrow Scrolls down. Esc Closes the new message. Ctrl+Enter Sends a meeting. ALT+S Sends the message. Alt+S Sends a meeting. Ctrl+S Saves an appointment.