Outlook Web App Using Outlook Web App for and Calendar

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1 Outlook Web App Using Outlook Web App for and Calendar Overview This guide provides basic instructions for managing your and calendar at Ithaca College using Outlook Web App (OWA). OWA provides access to , calendar and contacts from any computer and any web browser. OWA provides basic functionality for these services. For advanced features including setting up permissions and delegates, creating group views, scheduling meetings for contact groups and configuring multiple accounts, use the Outlook 2010 for Windows or Outlook 2011 for Macintosh and calendar client. Account Set-up There is no account set-up in OWA, you log into your account from any computer by going to myhome.ithaca.edu. Additional Accounts Some individual may manage multiple accounts e.g. personal account and department account. You can only be logged into one account at a time in OWA. Access OWA , Calendar & Contacts To login to OWA: 1. Go to myhome.ithaca.edu and enter your username and password. 2. Click on the Outlook Web App icon, second from the top left. 3. You will see your Inbox. 4. To see Calendar, click on Calendar, bottom left hand side of the navigation pane. 5. To see Contacts, click on Contacts. Create Message 1. Click on New Mail. 2. Enter addresses in the To field. 3. Enter a subject. 4. Compose message, click Send. In This Guide Overview... 1 Account Set-up... 1 Additional Accounts... 1 Access OWA , Calendar & Contacts... 1 Create Message Addressing... 1 Creating Filters... 2 Creating Signatures... 2 Set Default Calendar Options... 2 View Calendar... 2 View Multiple Calendars... 3 Create a New Calendar... 3 Delete a Calendar... 3 Share a Calendar... 3 View a Shared Calendar... 4 Permissions... 4 Respond to a Meeting Request... 4 Create a Contact Group... 5 Schedule an Appointment/Meeting.. 5 Change Meeting Information... 5 For More Information... 7 Related Guides Apple Mail to Outlook 2011 Mac Thunderbird to Outlook 2011 Outlook Calendar for Macintosh Outlook Calendar for Windows Outlook Calendar for Designates Outlook Calendar for Resource Owners Addressing When you begin entering the names of recipients in an message, users you ve recently sent to will be displayed. You can also click Search Contacts & Directory to find additional users. Quick Guide Copyright 2013 Ithaca College - All rights reserved

2 Creating Filters To create Inbox Rules using the Outlook Web App with your Microsoft Office 365 account: 1. Click the gear icon in the top right corner of the page. 2. Click Options organize inbox rules. 3. Click the + icon to create a new rule. 4. A variety of Inbox Rule options will appear in a menu. Pick the one that best fits the type of filter (Inbox rule) you wish to create. 5. The prompts that follow will guide you through the process of creating your Inbox rule. Click Save when your rule is complete. 6. Repeat this process for each of your filters. Creating Signatures After you create your new Outlook account, you will need to recreate any signature(s) as follows: 1. Click the gear icon in the top right corner of the page. 2. Click Options settings mail. 3. In Signature field, type the text that you want to include in the signature. 4. To format the text, select the text, and then use the style and formatting buttons to select the options that you want. 5. If you are a faculty or staff member, the Ithaca College signature standard format is: First Last Title Office/Unit Building/Room Ithaca College 953 Danby Rd. Ithaca, NY mobile [email protected] 6. Check the box Automatically include my signature on messages I send if you want the signature sent with all of your messages 7. When you have finished, click Save, then Mail in the top left corner to go back to your inbox. Set Default Calendar Options 1. Click the gear icon in the top right corner of the page. 2. Click Options settings calendar. 3. You can customize Appearance, Text Messaging Notifications, Reminders and Automatic Processing. View Calendar 1. Click on Calendar (top-right corner). 2. In the top left you will see a calendar grid that you can use to navigate to different days, months and years. 3. Across the top you will also see options for Go To Today, daily view, work week, week, monthly view. Choose whatever view you are most comfortable with. Page 2 of 7

3 View Multiple Calendars In the left navigation pane you will see Calendar viewing options. My Calendars shows your Ithaca College calendar and any personal calendars you have created. If you check the box you can see the calendar(s) in side by side view. Calendars that have been shared with you will be in People s Calendars. You can also create Calendar groups: 1. Right click on My Calendars. 2. Click on New Group. 3. Name the group. 4. Add calendar to the group by right click and Open Calendar. 5. Search on a name from the Global Address Book. 6. Click Select. 7. Click Ok. 8. If the calendar shows up under People s Calendar, you can leave it there or drag it to the new group. Create a New Calendar In addition to the default Microsoft Outlook Calendar, you can create other Outlook calendars just like you can in Google. For example, you can create a calendar for your personal appointments, separate from your work calendar. The number of additional calendars you can create is unlimited. 2. Right-Click My Calendar in the left navigation pane. 3. Click New Calendar. 4. Name the calendar and press enter. The new calendar appears in the Calendar Navigation Pane. To view a calendar, select the check box for the calendar. When multiple check boxes are selected, the calendars appear in side-by-side view and can be switched to the calendar overlay view. Delete a Calendar 1. Right Click on the calendar name. 2. Click Delete. Share a Calendar It may be helpful to share a calendar with colleagues at Ithaca College. When a calendar is shared it will appear in the Shared Calendar viewing pane and provide a quick way to see availability before trying to schedule a meeting. By default, your calendars can be viewed only by others to whom you have granted permissions. When you share your calendar with someone, that person can open your calendar and view it. When you share your calendar, you can decide what level of calendar details you want to allow others to see. 2. Click on Share. 3. Type the user s name in Share with field. 4. Select correct user. 5. Select the permission level from the drop down menu. 6. Click Send. Page 3 of 7

4 View a Shared Calendar By viewing a shared calendar, you can easily see someone s availability before trying to schedule a meeting. This option may be helpful for work groups or project teams. When a calendar is shared, it will appear in the Shared Calendar viewing pane. By default, calendars can only be viewed by others who have been granted permissions. When you view a shared calendar, you will not have permissions to create or edit events on the calendar. You will be invited to open a shared calendar via an message. 2. Right-Click People s Calendar in the left navigation pane. 3. Click Open Calendar. 4. Type in the user s name in the From Directory field. 5. Click Open. 6. This calendar will now appear under People s Calendars in OWA 7. Make sure the box is check marked to view the calendar. Permissions By default, others can only see free/busy times. When proposing a meeting and using the Scheduling Assistant, everyone can see blocks of time when you are busy, but cannot see other details, such as subject, location, participants, notes, or attachments. You can grant additional permissions to others to see your calendar ONLY in the Outlook 2010 or client. In OWA, in a limited way, you can edit permissions once they have been granted. 2. Right-click Calendar under My Calendars on the left navigation pane. 3. Click permissions. 4. Find the user you wish to edit. 5. Change the permission level from the drop down menu or click the X to remove their permissions. 6. Click Save. Respond to a Meeting Request 1. Click on Inbox. 2. Find meeting invitation. 3. Click the meeting request to view it in the Reading Pane. 4. Click one of the following options at the top of the meeting request: Accept, Tentative or Decline. If you decline a meeting, the meeting will be removed from your calendar. If you change your mind you will need to contact the organizer to get the declined meeting re-added to your calendar. If you are not sure, respond with Tentative; that response will keep the meeting on your calendar. You can also respond to a meeting request by opening it and selecting the Accept, Tentative, or Decline button at the top of the request. After you've accepted a meeting request, you can decline it or change your response to Tentative by rightclicking the meeting in your calendar. If you select Don't send a response when you accept or decline a meeting, the meeting organizer won't know whether you're going to attend. Page 4 of 7

5 Create a Contact Group A Contact Group is a grouping of addresses collected under one name. Creating Contact Groups can make it easier when scheduling meetings involving multiple people. You can include Contact Groups in meeting requests. 1. In the Navigation Pane at the top of the window, click People. 2. In the top-left corner, click New. 3. Click Create Group. 4. In the new group window, enter the information you want to include for the group. Group Name is the display name for the group. 5. Members lets you enter the members you want in your group. You can add members to a group by searching and selecting the users in the Members field 6. The Notes field is where you can add information about the group. 7. When you've finished adding names, click Save. Schedule an Appointment/Meeting 1. In Calendar, in the top-left corner, click New Event. 2. In the Event box, type a brief description of the appointment. 3. In the Location box, type the location where the appointment occurs. 4. In the Attendees box, add any invitees if you wish to invite others (meeting). 5. In the Start box, select the appropriate date and time. 6. In the Duration box, set the length of the appointment/meeting. 7. In the Show as list, select 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. 8. In the Reminder box, choose the appropriate reminder time. 9. In the Calendar box, choose the calendar to which this event should be added. 10. In the Repeat box, select a recurrence, if desired. 11. If you want to prevent other people from viewing the details of the appointment, check Mark as Private. 12. In the message body, type any additional information, for example, a list of materials to bring with you to the appointment. 13. Click Save/Send. You can also create a new appointment by double-clicking a time slot on any calendar view. An appointment can be a one-time event, or it can repeat. You can use the Scheduling Assistant to check the availability of all attendees before you send the meeting request. Change Meeting Information 1. In Calendar, double-click the meeting you want to modify. 2. In the meeting request form, make changes to the meeting, such as adding attendees, changing date or time, or adding information. 3. If one or more attendees have a schedule conflict, click the Scheduling Assistant tab to view everyone's schedule. This will help you find a more convenient time. 4. On the toolbar, click Send Update. You can also drag meetings from one time to another in any view. To change the time of a meeting, drag the item to the new time. If you change the time of a meeting, you'll be prompted to send an update. If you cancel a meeting, you'll be prompted to notify attendees by sending a cancellation notice. Page 5 of 7

6 Best Practices If multiple users are working on a calendar, use the same version of Outlook at the same patch level: When working on the same calendar use the same Outlook version with the same service pack and "update" levels. An Outlook client up-to-date and an Outlook client that is not up-to-date might have a different behavior while processing a meeting and conflicts might appear. Always process meeting invites from the Inbox folder: Normally when a user is invited to a meeting, an message will appear in his Inbox folder, containing the meeting invites. At the same time the meeting will be placed in the Calendar as tentative. These operations are automatically made by Outlook and Exchange. We recommend that the user that receives the meeting invite process it using the meeting invite message from Inbox. Deleting the meeting request message from Inbox, before manually processing the meeting, will delete also the tentative meeting from your calendar. Once the meeting is processed using the meeting invite message, you will see that the meeting will change from Tentative to Accepted Always process meetings invites that you receive: When receiving a meeting request, a meeting/appointment will be placed in your calendar as Tentative. Process the meeting request by accepting/ declining it. This will inform the meeting organizer about your presence in the meeting. Always process any updates you receive for accepted meetings. Leaving the meeting as Tentative without processing it will potentially create conflicts and the information in your calendar won t be accurate. Always send responses to a meeting request: It is important for meeting organizers to know who is attending a meeting. Organizers know this because of the meeting response s. Always send an response even if it is only tentative. Do not delete meetings from your calendar: Once you accepted a meeting and you are no longer able to participate do not delete the meeting from your calendar! If you delete the meeting, the organizer will not be informed that you declined the meeting and in his calendar you will still appear in the attendees list. If you are not going to participate in a meeting that you previously accepted, use the Decline button to send the meeting cancellation message. When you decline a meeting the organizer will receive this message and you will be removed from the attendees list. Also if you are not able to attend to a meeting at the proposed time you can always use the Proposed New Time feature of Outlook in order to inform the organizer. Note: You will not receive any meeting updates for a meeting you declined. Accept meeting cancellations: If you receive a meeting cancellation message, open the message and click on the Remove from Calendar button. The meeting will be removed from the calendar. By doing this you will avoid having a cancelled meeting still appear in your calendar. Schedule an end date for recurring meetings: We recommend using an End Date for a recurring meeting. Don't delete meetings from the calendar, "cancel" the meeting and send notification to attendees: If you are the organizer and need to cancel a meeting or a series of meetings, open the meeting and click Cancel the Meeting. Do not simply delete the meeting from the calendar. Always send a notice to the attendees. Attendees will receive in their inbox the Cancellation message and will have the possibility to remove the meeting from their calendar (with the Remove from Calendar button). Important: All occurrences for the meeting will be deleted. Don't use a mobile device to accept/decline meetings: Mobile devices process meeting requests differently. Invitations do not disappear from Inbox when responded to using a mobile device. Responses can be handled through the calendar application by clicking directly on the meeting and accepting/declining but this action will not remove the invite from the computer Inbox and may cause confusion. Never forward meeting requests either as meeting Organizer or Attendee: You as the meeting organizer or attendee, should never forward a meeting request because the new recipient will not be automatically added to the original "attendee" list. As the organizer, you must add the new recipient to the meeting attendee list and send "an update" to the original meeting. Page 6 of 7

7 For More Information If you would like additional help, a variety of support services are available: More information on Microsoft Outlook 2010 for Windows, click on the blue question mark in the application to open the built-in Help, or go to Microsoft Outlook 2010 for Windows Help online at For more information on Microsoft Office 365, go to Online documentation and tutorials on IC-supported computing software and systems are available from ITS at Frontline computing support is available through the ITS Helpdesk in 104 Job Hall; send to [email protected] or call Backline consulting support is available in the Technology Learning Center, room 101 Friends Hall. Copyright 2012 Ithaca College - All rights reserved. This publication may be duplicated in its entirety for use in not-for-profit educational settings. All copies must include this copyright statement. Any other use requires permission from Information Technology Services at Ithaca College, , [email protected]. Page 7 of 7