Outlook Web Access User Guide

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2 Table of Contents Title Page How to login...3 Create a new message/send attachment...5 Remove the reading pane...10 Calendar functions...11 Distribution lists...11 Contacts list...13 Tasks...18 Options...19 Out of Office Assistant...19 Messaging Options...19 Reading Pane Security...20 Spelling Options...20 Privacy June Appearance...21 Date & Time formats...21 Calendar Options...21 Reminder Options...21 Contact Options...21 Password...21 Recover Deleted Items...21 Public Folders...22 Rules...23 Page 2 of 24

3 How to Log in Using Internet Explorer (or another browser but IE is preferred) go to the following site: Enter User name: (first name.last name format) Rebecca.Morgan Enter your Password: Click OK Page 3 of 24

4 You may see this screen instead: Use Illinois\Firstname.Lastname Example: Illinois\Rebecca.Morgan Click in the Password box or press the tab key to go to the Password box. Enter your password, leave the defaults and click Log On. NOTE: If using a pop-up blocker make sure to allow the source webmail.illinois.gov, otherwise you will not be able to send mail. Page 4 of 24

5 To create a new message/send an attachment Click Address the message by clicking To Page 5 of 24

6 Type in the Last name and the First name of the person you want to address the message to and click Find. Page 6 of 24

7 Click to highlight the name of the person, then click the To button next to Add recipient to This will add the name to the message; if you have additional recipients go through the Find procedure again. When complete click Close. To add an attachment click: Page 7 of 24

8 Click Browse to choose the attachment. After choosing the attachment click Attach. This will add the file to the current file attachments area. Page 8 of 24

9 If you would like to remove the attachment, click the box in the front of the attachment and click the Remove button. If you would like to add another attachment click Browse and repeat the process. Click Close when complete. Page 9 of 24

10 Reading Pane To remove the second column click a list of options: in the group of icons above. This will display Click Off. This will remove the reading pane window or you can move it around to the right or the bottom. Page 10 of 24

11 Calendar You can view your calendar items, create a message, appointment, contact, distribution list, task, folder and view your reminders. To Create a distribution list Click New Click Distribution List Type in a name that describes the list (i.e. planning group) Click Find Names Page 11 of 24

12 Type in the name of the first person you want to add to the group. Click Find. Click to highlight the name of the person you want to add and then click Add recipient to.distribution List. Repeat procedures until you ve added everyone to the group, and then click Close on the Find Names screen. Click Save and Close on the Distribution List screen. Page 12 of 24

13 You can view your distribution lists in your Contacts folder the view on the contacts folder by clicking the arrow beside Contacts:. You can change Contacts Click Contacts Click Address Book The Global Address List (GAL) and Contacts lists will not be displayed. Type in the name you would like to address a message or add to your contacts list. Page 13 of 24

14 Type in last name, then first name and click Find. Click to highlight the name of the person you want to send to, click Properties to see the information. Page 14 of 24

15 Click Add to Contacts if you want to add this person to your contacts list. It MAY prompt you to log into Outlook again. Page 15 of 24

16 If prompted again type in your user name (first name/last name format) Rebecca.Morgan and type in your password and click OK. If not, then go to the next step. Page 16 of 24

17 The Contact details will appear. Click Save and Close and the entry will be added to your contacts list. You can close the Contacts window or choose to send the person an by clicking New Message. Page 17 of 24

18 Tasks To create a task click New Click Task Name the task as you see fit. Add the due date, start date, status, priority etc. Then click Save and Close You can view all tasks in the task folder. Page 18 of 24

19 OPTIONS In the options category you can perform the following functions: Set up a rule (Out of Office assistant) Choose messaging Options which display how you view your Webmail. Change the reading pane options how you view your mailbox. Spelling Security Privacy and Junk prevention options Appearance (color scheme) Calendar options (how it s displayed) Reminder options (Internet Explorer 5 and later is required) Contact options (which address book to choose from) Password (change) Recover Deleted items Out of the Office Assistant Choose then type in an Auto-Reply to senders. Messaging Options Displays the number of items per page (options range from ) Choose what to do after moving or deleting an item (open the next item, previous item or return to the view) Page 19 of 24

20 Display a notification message when new mail arrives Play a sound when new mail arrives Automatically include signature on outgoing messages you can edit the signature in this area. Mail editor font: You can set the default font, size, & style used to reply to messages. Reading Pane Options Mark item displayed in reading pane as read (change the number of seconds before marking it as read) Mark the item as read when selection changes. Do not automatically mark items as read. Security Download the latest version of S/MIME control. Spelling Options Ignore words in UPPERCASE Ignore words with numbers Always check spelling before sending Select the language of the dictionary to use while checking spelling. Privacy and Junk Prevention Filter Junk Choose how to respond to requests (always send or do not automatically send). Block external content in HTML messages Page 20 of 24

21 Appearance Select the color scheme. Date and Time Formats Style and Time zone options Calendar options Week, day start/end time, first week of the year. Reminder options Note: must have IE 5 or later Enables reminders for calendar items, tasks and choose to play a sound when reminder is due change default time (options range from 5 min 2 days) Contact Options Check names first in Global address list or contacts Password Change your password here. You will need to enter the domain (Illinois.gov), old password and new password (following the password guidelines in the PIM Standards & Policies guide. Recover Deleted Items You can view the items you deleted from your trash. Page 21 of 24

22 Public Folders Public folders are an easy and effective way to collect, organize, and share information with other people in your workgroup or organization. You can use public folders to share files or post information on an electronic bulletin board. You can also use them to store items, such as calendars and contacts, which are shared by two or more people. Public folders, which are stored on Microsoft Exchange Server computers, are created and designed by administrators and other people in your organization who have the appropriate access permissions. These access permissions determine who can view, create, and modify items in the folders. Anyone who uses your server can read and post items to your server's public folders and to public folders on other servers. Note Depending on the server where a particular public folder resides, you may be prompted for security credentials, such as a password, when you try to open that folder. To open a public folder 1. Click Public Folders. Microsoft Office Outlook Web Access displays the public folder tree in its own browser window. 2. Click the plus sign next to Public Folders to expand the display of your organization's public folders. Click the plus sign next to a folder to view additional folders nested within it. 3. To open the public folder, click it. The messages posted to that folder are displayed in the adjacent viewing area. Page 22 of 24

23 Rules You can manage your messages by using rules to automatically perform actions on incoming messages. After you create a rule, Microsoft Office Outlook Web Access applies the rule to messages that arrive in your Inbox. For example, you can automatically forward all messages sent by an individual to your manager when they arrive in your Inbox. Notes: A rule in gray type can't be modified by Outlook Web Access because its conditions can't be interpreted or it doesn't specify an action. A rule in red type contains an error related to the folder you want the rule to move or copy the message to. Select the rule, click Modify, and then correct the rule. To create a rule: 1. Click Rules. 2. In the Rules screen, click New. 3. In the Rule Name box, type a name for the rule if you want to give the rule a specific name. If you leave this box blank, Outlook Web Access will generate a name from the rule criteria you specify (for example, "Sent only to me"). 4. In the Edit Rule dialog box, specify any or all of the following conditions: o To base the rule on who sent the message, type the alias or address of the user name or distribution list in the From field contains box. To find the person or distribution list in your organization's address book or your contacts, click Address Book. o To base the rule on words in the subject of the message, type the words in the Subject contains box. o To base the rule on the importance setting of the message, select the importance in the Importance is menu. o To base the rule on who the message was sent to, type the alias or address of the user name or distribution list in the People or Distribution List box. Separate two or more entries with a semicolon (;). To find the Page 23 of 24

24 person or distribution list in your organization's address book or your contacts, click Address Book. o To base the rule on messages that are sent only to you, select the Sent only to me check box. 5. Specify what to do with the message if it meets the conditions you set in step 4: o To move the message to a folder, select Move it to the specified folder, click specified, and then select the appropriate folder in the Move/Copy Item dialog box. o To copy the message to a folder, select Copy it to the specified folder, click specified, and then select the appropriate folder in the Move/Copy Item dialog box. o o To delete the message, select Delete it. To forward the message to someone, select Forward it to, and then type the alias or address of the person or distribution list in the adjacent box. Separate two or more entries with a semicolon (;). To find the person or distribution list in your organization's address book or your contacts, click Address Book kept in your Inbox. 6. Click Save and Close.. By default, a copy of the forwarded message is You can also create a quick auto-reply rule by choosing Options (See Options section page 11) Out of the office assistant. Click I m currently out of the office and type in your auto reply. Click Save and Close to save your auto-reply. Page 24 of 24