NMC Staff Webmail User Guide. Outlook Web App

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1 NMC Staff Webmail User Guide Outlook Web App

2 Table of Contents Welcome to NMC Webmail... 3 Browser Compatibility & Functionality... 3 Support... 3 Service Hours... 3 Feedback... 3 Getting Started... 4 Password Expiration Warning... 5 A Tour of the Interface (Premium Version)... 6 Managing Messages Calendar A Tour of the Interface (Light Version) Managing Messages Calendar The Address Book Signatures Opening Other Mailboxes Out of Office Document Viewer/Attachments Opening Attachments Security Check Your Mailbox Quota (Premium Version Only) NMC Staff Webmail User Guide 2

3 Welcome to NMC Webmail NMC Webmail allows you to access your from anywhere in the world using a PC with an internet connection and compatible web browser. Microsoft renamed its webmail client to from Outlook Web Access to Outlook Web App to keep it in line with rebranding all its web based applications. It also increased the browsers supported to include those used by non-windows users. This means that users of Apple or Linux devices are able to use the Premium version of the Web App. This guide will explain some of the main functions available to users of both the Premium and Light versions. Only the Light version is available on smartphones and tablet devices. The service is based on the same technology as Microsoft Outlook (called Outlook Web App or OWA) that you use day-to-day and so the functionality is much the same. To start using NMC Webmail visit Browser Compatibility & Functionality The following table shows the browsers that we know will work with NMC Webmail: Browser Internet Explorer Firefox Safari Chrome Versions 7 or later or later 3.1 or later 3.0 or later You may attempt to use browsers that do not appear in the above list, however, the correct functionality of NMC Webmail cannot be guaranteed. There is a known issue with some versions of IE 11. Depending upon certain settings on your PC only the Light version of the Web App will load. However, the Premium version will load in the other browsers listed. Support The service is supported by ICT between 08:00 and 18:00 each business day, if you have any issues or queries relating to the service then please direct them to the ICT Service Desk: Phone: Service Hours We aim to provide NMC Webmail on a 24/7 basis. However, please be aware that technical support is only available during business hours. This means that should the service fail outside of support hours then the service is unlikely to be restored until the next business day. NMC Webmail is provided primarily to give staff the flexibility to work away from the NMC during business hours. Feedback We welcome your feedback; it helps us to improve the service we offer and provides useful information for planning and introducing new services in the future. NMC Staff Webmail User Guide 3

4 Getting Started To access the service, launch an internet browser and type in the address bar. You will then be presented with the logon screen: The Logon Screen Profile selection buttons 2. Light Version option 3. Username and Password 4. Log On button 1. Profile Selection These options differentiate between computers that are trusted and those that are un-trusted. Select the option that is appropriate for the session when logging on. Public Profile Select this option when using a public or shared computer such as those found in internet cafés, hotels, etc. The same applies if you use a privately owned computer in shared accommodation. This option is also appropriate if you are in any doubt about the security of the computer you are using. If you suspect that you have inadequate anti-virus protection on your personal computer or have recently had a virus infection on the machine then use the public / shared profile. When using the public profile you will be automatically logged out after 10 minutes of inactivity. Private Profile Select this option if you are using a private computer that is not available for public use such as your own personal computer. You should be confident that the computer you are using is protected by an anti-virus product that is regularly updated and is protected by a firewall. Note that most home internet routers (such as those provided by Sky, BT, etc.), act as firewalls by default. NMC Staff Webmail User Guide 4

5 In summary, by selecting the private computer profile you are accepting that you are responsible for any NMC data downloaded to the computer you are using. Do not select the private computer profile unless you are using a private and secure computer. 2. Outlook Web App Light The Light version does not have all the functionality of the Premium version 3. Username and Password Enter the username and password assigned to you by ICT. This is the same username and password you use to log on to your PC at work. If you experience difficulties logging on then please contact the ICT Service Desk. 4. Log On Button Once you have entered your username and password and selected the appropriate profile, click this button to get log on. The NMC Webmail service is bound by the ICT User Policy which you must adhere to; additional guidelines specified in this user guide also apply. Password Expiration Warning NMC Webmail will notify you when your account password is due to expire up to 14 days in advance. You should not change your password in the Outlook Web App. Always change your password when connected directly to the NMC network in the office. If your password expires while you are off site you will be unable to log on to webmail. Note that this is the same account password you will use to log on to your PC at work.. NMC Staff Webmail User Guide 5

6 A Tour of the Interface (Premium Version) NMC Webmail is based on Microsoft s Outlook Web App (OWA) technology which is a webbased version of the full Microsoft Outlook client found on NMC desktops and laptops. After successfully logging into NMC Webmail you are presented with the Outlook Web App interface. It looks very similar to Outlook 2010 and has much of the same functionality. From the main screen you can perform the following tasks: Read and compose messages, appointments, meeting requests, tasks, notes & contacts Browse mailbox folders Search for people in the global address book Open another mailboxes for which you have access Sign Out Outlook Web App Premium Version 1. Navigation Pane this gives access to your mailbox including Calendar, Contacts, Tasks and Favourites 2. Viewing Pane lists all the messages in the message folder selected in the Navigation Pane 3. Reading Pane displays the message selected in the Viewing Pane 4. Title Bar displays the name of the open mailbox and Sign Out. Also gives you access to other mailboxes (if you have permission). NMC Staff Webmail User Guide 6

7 Navigation Pane The Navigation Pane gives you access to your Inbox, Calendar, Contacts, Tasks and Public Folders. You can also access folders that have been added to Favourites. Clicking on the buttons at the bottom of the Navigation Pane switches the view and the contents of the top section change accordingly. By default, your Inbox is displayed when the Web App opens. If, when the Navigation Pane is displayed, the buttons look like this, the Buttons section is collapsed. To expand the Buttons, just click on the dotted line. NMC Staff Webmail User Guide 7

8 Viewing Pane The viewing pane displays all the messages in the folder selected in the Navigation Pane. By default, messages are displayed in Conversation View. This groups all the messages in a conversation, both sent and received, together regardless of which folder they are in. In this view, all the messages of a selected conversation are displayed in the Reading Pane. Click on the triangle to the left of the message to view a list of all the messages in a conversation. This will expand the list. NMC Staff Webmail User Guide 8

9 At the top of the Viewing Pane is the Menu. This menu allows you to manage your Inbox, compose new messages, delete messages etc. New - Click on New to open a Compose New window Alternatively; click on the downwards pointing triangle to display the submenu showing the two options Message and Meeting Request. Move - Move to Folder moves the selected message to a folder. Copy to Folder copies the selected message to a folder, leaving the original in the current folder. Delete - Click on Delete to send the selected message to the Deleted Items folder. To display the sub-menu, click on the triangle. Ignore Conversation moves all the messages in the selected conversation to the Deleted Items folder. It also moves any new messages in the conversation straight to the Deleted Items folder. Filter - Allows you to filter the contents of the current folder so only the filtered messages are displayed. View allows you to turn off Conversations as well as manage the Reading Pane. See more Conversation options... takes you to the OWA Options tools. (A more detailed explanation of Options can be found ) Note: If when you open your mailbox in OWA, some messages are not displayed, you may have a filter applied. If so, you will see this Click on Clear Filter and all the messages in the current folder will be displayed. Check Messages checks for new messages. NMC Staff Webmail User Guide 9

10 Search Bar Above the Viewing Pane, just below the Menu Bar is the Search Entire Mailbox tool. The basic search will search all your mailboxes based on the terms entered. It is not restricted to addresses or subject. To perform a search, enter the search term in the text box and click on the magnifying glass. The results will be displayed in the Viewing Pane. There is an Advanced Search function available if you wish to perform a more complex search. To display the Advanced Search tool, click on the chevrons to the right of the magnifying glass. The Advanced Search function lets you restrict the search by selecting the options as required. Just place a tick in the box to the left of the option you wish to include. You can also specify where you want to perform the search. By default Entire Mailbox is selected but you can change this to one of the other options in the list. Click on Set Default Location to display the submenu and click on the required location. Results in: From Select from the Drop Down list Subject and message body will look in both the subject and body of the message for the search term. Message body will only look in the body of the message Subject will only look in the subject of the message Select From or Sent to from the drop down. Looks for an address of either the sender or recipient. Category Will look for messages that have been categorized according to whichever category is selected from the drop down list. This Folder This Folder and Subfolders Entire Mailbox Searches the current folder only. Searches the current folder and any sub-folders it may contain. Searches all the Inbox and calendar folders. Discard Search Result When you have finished and want to display all the messages in your Inbox, click on the Discard Search button. Discard Search NMC Staff Webmail User Guide 10

11 Reminders Reminders will automatically appear on screen on the top right of the screen close to the Address Book button. The number of reminders is also displayed. The Reminders window also displays reminders for tasks as well as appointments in the calendar. You can open, snooze or dismiss items. Click on the triangle to the right of the number of reminders to display the Reminders window. New Message Alert When new messages are received, a new message alert is displayed briefly close to the top right of the screen. Address Book Clicking the icon to the left of the search field presents the address book that defaults to the global address list, this appears in a in a separate window. Alternatively, you can search the global address list directly from the main screen by typing the name of your intended recipient or distribution list. As you type, suggestions will appear in a yellow box that you can click. NMC Staff Webmail User Guide 11

12 Options Options allow you to customise the interface. Set Automatic Replies Change Your Password Create an Inbox Rule See All Options Select a Theme Allows you to set an Out of Office message (Useful in case you forget before going on leave) (For more information, see Out of Office) Do not use this feature to change your password. It is your network password that you use to log onto your PC at the NMC. It may not sync with the NMC network and when you return to the office you may not be able to log in. If you are prompted to change your password while using the OWA, change it while at the NMC on a PC connected directly to the network. Has the same functionality as setting Inbox rules with Outlook on your NMC PC. Displays all the available options that can be set. The ICT service desk may advise you to change some settings from here. Allows you to change the way the OWA looks. Sign Out When you have finished using Webmail, click on Sign Out. NMC Staff Webmail User Guide 12

13 Managing Messages Just as with Outlook on your NMC PC, you can compose new messages, reply and forward messages. Compose a Message Click New from the Viewing Pane to display a new message window Mail Toolbar 3. Formatting Toolbar 2. To/CC/Subject Fields 4. Message Body NMC Staff Webmail User Guide 13

14 1. Mail Toolbar Send - Clicking this button will send the new message immediately. Save - Saves the message into your drafts folder Attach File - Click on this button to attach a file to your message. The standard Open File dialog box will be displayed. Insert Picture this is a new feature of OWA. It allows you to embed images in the body of the message. It will increase the overall size of the message. Address Book - Click on this button to launch the Address Book. Check Names -Checks the name typed in the To, CC or BCC text boxes against the Global Address Book. It does not confirm that external addresses are correct. Importance: High Marks the message as high importance Importance: Low Marks the message as low importance. Insert Signature Inserts a signature to your message. This must be set up in OWA. Permissions Allows you to classify messages as Confidential. Message Format the default format is HTML which is what you should use when composing messages. Alternatively, you can specify Plain Text which is used for compatibility reasons. Check Spelling checks the spelling in the message Options Allows you specify options for the message such as the sensitivity. This is also where you can enable the BCC field or request delivery and read receipts. NMC Staff Webmail User Guide 14

15 2. To/CC/Subject Fields Specify one or more recipients and a subject for the message. Click on To or Cc to display the Address Book. 2. Formatting Toolbar Font Selector Allows you change the font type and size in your message text Bold/Italic/Underline applies Bold, Italic or Underline to selected Bullets and Numbering applies bullets or numbering to selected text Increase and Decrease Indent Increases or decreases the selected text in relation to the left margin. Highlight - applies highlighting to selected text. Font Colour changes the colour of the selected font 4. Message Body Type the body of your message here. The text can be formatted using any of the tools on the Formatting Toolbar (Not available if sending the message as Plain Text). You can also insert your signature at the end of the message. Respond to a message Messages can be replied to and forwarded from the Reading Pane. Reply Reply All Forward Reply to Sender Only Click on the Reply button. A Compose Message window opens with the sender s address already populating the To text box. Just type your reply in the message body and send the message. Reply to All Click on the Reply All button. A Compose Message window opens with the sender s address as well as the addresses of all the recipients of the message. Use this with caution! Do all the recipients really need to receive your reply? Forward Click on the Forward button. A Compose Message window opens. The To box is blank ready for you to enter the address of the recipient of the forwarded message. NMC Staff Webmail User Guide 15

16 Calendar To display the Calendar, click on the Calendar button on the Navigation Pane. Day View Work Week View Week View Month View Month View Calendar Toolbar New - Allows you create a New Appointment. Delete Deletes the selected appointment from the calendar. Clicking on the drop down displays the sub-menu where you are able to create new Meeting Requests and new Messages. Click on this button to go back to the current date. NMC Staff Webmail User Guide 16

17 Calendar Day View Calendar Work Week View NMC Staff Webmail User Guide 17

18 Calendar Week View NMC Staff Webmail User Guide 18

19 Creating New Appointments and Meeting Requests To create a new appointment, click New from the Calendar menu. Alternatively, click on the drop down on the New button from the Inbox view and select New Message. The Appointment and Meeting windows have tools and functionality in common. They both require a Subject, Location, Date and Time. They also both have the facility to set reminders and have a message body. An Appointment can be converted to a Message Request by clicking on the Invite Attendees button on the toolbar. Similarly, a Message Request can be converted to an Appointment by clicking on the Cancel Invitation button on the toolbar. New Appointment Window The main difference is that a Meeting Request has a To box as well as Optional and Resources. New Meeting Request NMC Staff Webmail User Guide 19

20 Appointment Menu Bar Meeting Menu Bar Save and Close Saves the appointment details in the calendar and closes the window (Appointment Only) Attachment inserts an attachment to the appointment/meeting. (Both) Repeat lets you set the repeat pattern of an appointment or meeting (Both) Check Spelling - checks the spelling of the appointment/message body (Both) Cancel Invitation Cancels the meeting and sends a notification to those invited. (Meeting Only) Apply Categories Lets you assign a category to the item. (Both) Send Sends the meeting request, saves it in the calendar and closes the window. (Meeting Only) (Both) Only) Insert Picture inserts a picture into the body of the appointment/meeting. Check Names Same as Check Names in Sending Messages (Meeting Invite Attendees lets you send the appointment to others. Turns the appointment into a message request. (Appointment Only) Importance: High and Importance: Low Marks the item for high or low importance. (Both) Printable View Switches to a printable view and opens a Print dialog box. (Both) Format formats the appointment/message as HTML or Plain Text. Scheduling Options Section This section appears on both Appointment and Meeting Request windows. The Start and End time drop down boxes are in 30 minute increments, but you can type a different time if required e.g. 15:45. If the appointment/meeting is for a whole day, place a tick in the box All day event. NMC Staff Webmail User Guide 20

21 By default, a reminder will be displayed 10 minutes before the start of the appointment. This can be changed by selecting a different period from the drop down. Alternatively, if you do not want a reminder, remove the tick from the box. Show time as: Select the required option from the drop down list Free, Tentative, Busy or Away. The appointment will be colour coded so that staff with permission to view your calendar will see at a glance if you are in the office. if you tick the box Private, staff will be able to see that you are not available, but not see the details. Scheduling Assistant Click on Scheduling Assistant to view the availability of who you are inviting to your meeting. NMC Staff Webmail User Guide 21

22 A Tour of the Interface (Light Version) If you are using a mobile device such as smartphone, tablet or ipad you will be accessing webmail via Outlook Web App Light. (Unless your mobile device connects to NMC s service using the built-in client). The light version of Outlook Web App is also optimised to support users who are visually impaired or have low vision, and supports older Web browsers. You can read and send messages, organise contacts and schedule appointments and meetings. This version provides fewer features and is faster for some tasks. You may want to use it if you are on a slow connection or using a computer with unusually strict browser security settings. The light version can be used with almost any browser and has the same features across all browsers. You can choose the Light Version from the login. Just tick the box Use Outlook Web App Light and login using your NMC username and password. NMC Staff Webmail User Guide 22

23 The Main Screen Navigation Pane & Folder List The navigation pane and folder list are combined in the light interface. The navigation pane allows you to switch between your Inbox (Mail), your calendar and your contacts list. The default folder list view will show only the most commonly used folders in the mailbox. To access additional folders such as Tasks or those that you have created yourself, click on Click to view all folders. This will present a pull-down list of folders, make your selection and click the green arrow to view that folder. Viewing Pane The viewing pane displays the contents of the folder you are viewing. When you log in to NMC Webmail you are taken to the Inbox folder. To read a message you must click the subject. To select one or more items tick the check box to the left of the sender name. NMC Staff Webmail User Guide 23

24 Search Bar As with the full Outlook client, you can search within a folder for items by typing keywords in the search field. You can expand your search to include subfolders by using the pull-down list of options to the right of the search field. Once you have typed in your search criteria and made a selection from the pull-down list then click the magnifying glass to begin. During a search, your keywords are matched against message recipient names, message subjects and the message body. Search the Address Book You can use the search bar to search the global address book directly. Simply type in a name then select Address Book from the pull-down list and click the magnifying glass. Searches are performed not on the PC you are using but on the NMC s mail server making searches relatively fast. Click the red X button to clear your search results and return the original folder view. Address Book - As an alternative to searching the address book from the search bar; click this button to browse the address book directly. Help - For more information on using NMC Webmail click this button to read the original Outlook Web App documentation Options - It is possible to customise numerous aspects of the NCM Webmail service from here. The ICT service desk may advise you to change some settings here. Sign Out - Clicking on this button safely signs you out of NMC Webmail. Toolbar - New Message - Click on this button to start composing a new message.. Move - This allows you to move selected items to another folder viewing. Delete - Use this button to delete selected items in the folder you are Mark as Read/Unread Use these buttons to mark selected items at read or unread Junk marks the selected item as Junk Mail and moves it to the Junk E- Mail Folder. You are also asked if you want to add the sender to the Blocked Senders list. (From the Junk folder you can unmark mail as Junk and remove add the sender to Safe Senders list.) Check Messages checks for new messages Navigation Buttons Found at the top and bottom of the screen. Takes you to next page, previous page, last page etc. NMC Staff Webmail User Guide 24

25 Managing Messages Compose a New Message To compose a new message, click on the New Message button while viewing a mail folder. The display will change to a new message view Recipient and Subject Fields Type the full name of the person(s) in the global address list in these fields or the full address if the recipient is not an NMC staff member. Alternatively, click on To, Cc, or Bcc to use the address book. 2. Toolbar Send - Once you have completed your message, included any attachments and chosen a subject, click this button to send your message to the specified recipients. Close - To close the message without sending or saving it, click Close. This will return you to the previous screen Save - If you do not wish to send the message straight away and would like to come back to it later, clicking this button will save the message into your Drafts folder. Message Importance - Specify whether the message is of high or low importance using these buttons Attach File - Click this button to attach one or more attachments to the message NMC Staff Webmail User Guide 25

26 3. Attachments - You can attach one or more files to a message by clicking the attachments link beneath the subject field or by using the button on the toolbar. When you click one of these options the new message view is replaced with the attachments list. Choose a file to attach by clicking Browse and selecting your chosen file, and then click the Attach button to upload it from your PC to the server. Depending on the speed of your connection this may take some time. These buttons appear beneath the navigation pane on the left-hand side. If the file is attached successfully then it will now appear in the attachment list. Repeat the process to add more files or click on Done to return to your message. You may remove attachments from the message by selecting them in the attachment list and clicking the remove button. Respond to a Message When you view a message in the viewing pane the toolbar changes to give you access to buttons that allow you to reply to and forward messages. Reply Click on this button to reply to the sender. Reply All Click on this button to reply to the sender and all the other recipients of the message. Forward - Forward the message to another recipient. When you click on any of these buttons, a message window will be displayed in the viewing pane. The buttons on the toolbar will change so you can perform the same actions as when composing a new message. NMC Staff Webmail User Guide 26

27 Calendar Click Calendar on the Navigation Pane to display the calendar. Only the Day view is available in Light Toolbar 2. Navigation Pane gives you access to Mail, Calendar and Contacts. New Appointment Creates a new appointment in your calendar. New Meeting Request creates a new meeting request and allows you to invite attendees. Today Click here to return the calendar to the current day. 3. Month View The month view allows you to select the date you wish to view. Use the scroll arrows at the top to go forward and backward a month at a time. Dates with meetings and appointments are bold. 4. Calendar Entries any appointments and meetings appear in this view with the subject and location details together with who sent the invitation. To view an entry, click on the subject. NMC Staff Webmail User Guide 27

28 Creating new appointments and meeting requests To begin the process, click on New Appointment or New Meeting Request to display the page. As with the Premium version, both the Appointment and Meeting Request pages have tools and functionality in common. They both require a subject, location date and time. An appointment can be converted to a meeting request by clicking Invite Attendees. However the meeting cannot be changed back to an appointment. New Appointment Window The main difference is that the meeting request has To.., Optional, And Resources New Meeting Request NMC Staff Webmail User Guide 28

29 Appointment Toolbar Meeting Toolbar Save and Close Saves the appointment and closes the window (Appointment only) Send Sends the meeting request, saves in the calendar (Meeting only) Cancel Cancels the entry and returns to the calendar page. Attachment inserts an attachment. (Both) Recurrence lets you set a recurring pattern to the meeting or appointment. (Both) Check Names Same as check names when sending messages. (Meeting only) Invite Attendees lets you send the appointment to others (Appointment only) Importance: High and Importance: Low. Marks the item for high or low importance (Both). NMC Staff Webmail User Guide 29

30 The Address Book The address book can be called up by clicking Address Book at the top-right of the window or by clicking the To, Cc or Bcc fields when composing a message, appointment or meeting request. Your experience will differ depending on which interface you are using. The premium interface includes Premium Interface This provides a fully functional address book facility offering all of the functionality available in the office. You can search for specific names by typical fully or in part, then pressing enter to search against the global address list. Once you have found the recipient you are looking for you can preview details such as their job title, department, and availability. When you have selected a recipient you can click the To, Cc and Bcc options at the bottom of the screen to populate those fields with the selected recipient, then click OK to return to your message. The premium address book opens in a separate window. Availability The availability feature is unique to the premium interface and allows you to see, at a glance, the availability of another person based their calendar, even if you do not have access rights to it. This is similar to the information found in the scheduling assistant when composing a meeting request. NMC Staff Webmail User Guide 30

31 Light Interface If you are using the Light interface then a reduced functionality address book is available, features such as the ability to see a person s availability are missing. When you activate the address book function, the search bar at the top of the window changes its focus to the address book. Use the search bar to find your intended recipients. Once you have found them, click on the check box to the left of their name and click either the To, Cc or Bcc button above to add them to that field. The light address book will open in the same window in the right-hand pane. When finished, click Done to return to your message. NMC Staff Webmail User Guide 31

32 Signatures Premium Version You can create a signature in OWA. Click on Options See all options to display the available options. You can set other options here also. Any options set via this will apply to all messages sent. Click on Settings to display the tools to create a signature. If you want the signature to appear on all messages sent, place a tick in the box Enter the signature using the formatting tools if necessary. When you have finished, click on Save. NMC Staff Webmail User Guide 32

33 Light Version You can also create a signature in the Light version. Click Options on the top right of the window. The Options page is displayed. Click Messaging to display the Messaging options. Enter your signature in the Signature section. Note: you do not have the same formatting functionality in the Light version as the in Premium. The signature will be displayed on your messages as plain text. Click the Save button You can copy and paste your NMC signature from one of your messages in your Sent Items folder into the edit signature text boxes. NMC Staff Webmail User Guide 33

34 Opening Other Mailboxes There are two ways to display other mailboxes in OWA (providing you have permission to access other mailboxes). Method 1 - Opens the entire mailbox in a separate window. Click on the triangle to the right of your name. The Open Other Mailbox dialog box is displayed. Type the name of the mailbox you want to open. If you have used this name before, it will be suggested. If the correct name is suggested, click on the name and it will populate the Select mailbox: text box. If the suggestion is not correct, just continue typing the name. Click Open. The mailbox will be displayed in full in the current browser window. To go back to your own mailbox, repeat the steps above but type your own name in the dialog box Open Other Mailbox. NMC Staff Webmail User Guide 34

35 Method 2 Displays the Inbox on the same browser window as your own mailbox. Right click over your mailbox in the Navigation Pane to display the context menu. Click on Open Other User s Inbox to display the dialog box. Either type the name of the Inbox or click on Name to display the Global Address Book to select the Inbox. Click OK. The Inbox will be displayed in the Navigation Pane. Light Interface The light version of the interface does not include a convenient method for accessing other mailboxes. To do this you must you must first logon to NMC Webmail in the normal way, then modify the URL as follows: (Where is the full address for the mailbox being viewed). Opening Individual Folders and Calendars (Both Premium and Light) If you have not been granted Full Access to another mailbox but do have rights to specific folders (calendar, Inbox, etc), you can access that folder using the following URL: (Where foldername is the name of the folder, spaces can be included) For example, if you wanted to access Joe Blog s calendar then you would have to go to the following URL: NMC Staff Webmail User Guide 35

36 This would then present the folder in the browser window with only the mail items and reading pane present. Microsoft did not provide a better way to do this, so use this method only if it is absolutely necessary. Working with Other Mailboxes When you have an additional mailbox open in NMC Webmail, any messages you send from that window will be sent from the additional mailbox. This will only work if you have permission to send from the other mailbox, if you do not have the appropriate rights then your message will fail to send. You can still send messages in your own name from your mailbox which should still be present in the original browser window, simply compose the message from that window. Out of Office You can set an Out of Office message via Webmail regardless of whether you are using the Premium or Light version. Premium Select Set Automatic Replies from Options on the top right of the OWA. Just as with the Outlook client you can set different automatic replies to senders of messages inside and outside the NMC if required. NMC Staff Webmail User Guide 36

37 To specify the start and end time, click the tick box Send replies only during this time period and set the start and end date. The second section of the Automatic Replies sets the reply that is sent to senders outside the NMC. You do not have to set an automatic reply or you could set a different reply. You can specify if you want the reply to go to all senders or just those in your personal contacts list. Once you have completed entering the message, click Save. You can set your Out of Office in advance of being away from the office. Just set the start day and time. It will be activated when the start day/time is reached. NMC Staff Webmail User Guide 37

38 Light You can also turn on automatic replies in OWA Light. The functionality is the same as the Premium version. To access Automatic Replies click on Options and Automatic Replies. Follow the steps as with the Premium version. The only exception is that the reply is in plain text. You cannot apply any formatting to the reply. NMC Staff Webmail User Guide 38

39 Document Viewer/Attachments Both OWA Premium and Light gives you the opportunity to view attachments without downloading them. Click on the link [Open as Web Page] in the Reading Pane of the message. The attachment opens as a web page. From this view you can print the attachment but not make any changes. Note: attachments that are images e.g. JPEG open in the default program for these types of file instead of as a web page. Internet Explorer - If you click on the attachment you are given the choice to Open, Save or Cancel. Clicking on Open will open the attachment in its own application e.g. word documents open in Word. Chrome Clicking on the attachment will automatically begin the download process. NMC Staff Webmail User Guide 39

40 Click on the arrow to display the download options. Opening Attachments To view an attachment you should open the attachment in the browser. You do this by clicking on the attachment and then choosing open. The other option, Save should be avoided. If you are working on a public computer or a shared computer you should not choose the save option. If you accidentally choose save you should delete the attachment from the local computer after you have finished checking your . If you are working on a private non-nmc computer you may use the save option if necessary to download the attachment temporarily to the private computer. When you have finished working you should delete the downloaded attachment from the computer so that it does not remain stored on the computer. The ICT user policy does not permit NMC data to be stored on a non NMC computer. If you download any file and modify the attachment on a non-nmc computer, the changes will not be saved to the original NMC file. Security Always make sure you sign out of the Outlook Web App when you have finished accessing your . Please ensure that you close the browser when you have finished. Outlook Web App may only be used with public internet access (such as in a hotel or internet café) if absolutely necessary. After using Outlook Web App you must ensure that any attachments downloaded using Outlook Web App are deleted from the computer you have used. If you use Outlook Web App with any other non-nmc device such as a home PC or a privately owned smartphone, you must ensure that any attachments downloaded with Outlook Web App are deleted and not left on the device. NMC Staff Webmail User Guide 40

41 Check Your Mailbox Quota (Premium Version Only) A useful feature is the ability to see what your mailbox storage limit is set to and how much of it you are using. Simply hover your mouse over the very top level of the mailbox and wait a few seconds, this notification will appear. Similarly, a notification will appear above the folder list when you are about to exceed your mailbox storage quota limit. NMC Staff Webmail User Guide 41

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