If you encounter difficulty or need further assistance the Archdiocesan help desk can be reached at (410) , option 1. Access Methods:

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1 ArchMail ( is a centrally hosted system for the employees of the Archdiocese. To simplify employee access multiple methods for accessing have been established. This guide identifies these methods and provides instruction on configuring and using them. The ArchMail system includes a state of the art SPAM filter that is continually updated to filter unwanted . On occasion the SPAM filter may identify legitimate items as SPAM and place them in your quarantined mailbox. This guide includes instruction on how to access your SPAM quarantine mailbox to review and release desired messages. Quarantined messages will only be maintained for 14 days so users should establish habits that ensure legitimate messages are not lost. If you encounter difficulty or need further assistance the Archdiocesan help desk can be reached at (410) , option 1. Access Methods: Webmail Webmail is a web based portal for accessing your , calendar, and contacts from any computer that has an internet connection. Webmail requires no configuration on the local computer and can be used in tandem with any other method for checking your ArchMail. POP3 POP3 is a popular method for accessing mail that allows you to check your by configuring an client to retrieve your mail from the ArchMail system. Popular clients include Outlook, Thunderbird, and Entourage. POP3 allows the user to bring multiple addresses together into one place minimizing the effort required. POP3 supports the movement of only and will not synchronize calendars or contacts with the ArchMail system. Page 1 of 60

2 Outlook (web connected) The full version of Microsoft Outlook 2003 and 2007 can be configured to connect directly to the ArchMail system. This method expands on basic functionality and support advanced features such as access to the global address list and calendar sharing. Configuring Outlook to in this manner results in additional internet traffic and should only be used by individuals with adequate internet speeds. Page 2 of 60

3 Table of Contents Outlook Web Access (OWA) Accessing OWA...5 Outlook Web Access Interface...7 Using Outlook Web Access Features...10 Using Contacts...26 Finding Names...28 Distribution List...29 Calendar...31 Logging Out...36 SPAM Portal...37 Configuring Clients: Outlook Outlook (Exchange over HTTP)...46 Outlook Express...50 Mozilla Thunderbird...55

4 Introduction Did you know you can access your Archdiocesan from any computer with an internet connection? Microsoft Outlook Web Access (OWA) allows you to send and receive , manage your calendar, and look up contacts. In fact, OWA includes most of the same functionality as Microsoft Outlook. About this Guide This guide was developed to help employees of Central Services use available technology to assist their work when outside of the Catholic Center. Specifically, it addresses common questions concerning Microsoft Outlook Web Access and the most frequently used functions. Please assist us in keeping this document current and correct. If you find information that needs updating, please contact the Help Desk. In addition, we invite and encourage your feedback. Future revisions will incorporate your suggestions for improvement. Microsoft Outlook Web Access (OWA) Requirements Microsoft Outlook Web Access (OWA) is a web-based application. Any computer equipped with an internet browser (such as Microsoft Internet Explorer) and an active internet connection can run OWA. For full functionality of the premium features in Outlook Web Access 2003, Microsoft Internet Explorer (IE) version 6.0 SP 1 or above is required. Note: OWA will function with other Internet browsers such as Netscape or Firefox, but certain features will not necessarily be available. Also, the appearance may differ from the screens shown in this guide. Page 4 of 60

5 Accessing OWA Use the following steps to access Outlook Web Access (OWA). 1. Open your internet browser (program you use to access the internet ex.: Internet Explorer). 2. In the Address line of the browser window, type: webmail.archbalt.org 3. Press the [Enter] key. The browser displays the internet portal for Archdiocese of Baltimore hosted . Page 5 of 60

6 4. Click the ARCHMAIL button. 5. The OWA login window displays. In the User name field, enter your AOB address. In the Password field, enter the password used to log in to your computer. Click OK. 6. The system displays the Outlook Web Access Interface, discussed in the following section. Page 6 of 60

7 Outlook Web Access Interface Folder Bar OWA Toolbar View Pane Reading Pane Folder List Navigation Pane Outlook Menu and Toolbars Item Menu Bar Standard Toolbar Folder List Web Access Toolbar Navigation Pane View Pane Folder Bar Reading Pane Description Contains all of the tools and commands for use with Internet Explorer. Contains shortcuts for standard actions and tools with Internet Explorer. Displays the current folder location. Contains shortcuts for standard OWA actions and tools. Contains shortcuts to folders and locations, and to a hierarchical list of folders. Displays the content of the selected folder. Displays the current folder location and view setting. Displays the content of the selected message. Page 7 of 60

8 Using the Navigation Pane The Navigation Pane provides shortcuts to access the main folders in OWA. It consists of two sections. The top section displays the Folder List providing shortcuts to corresponding folders and views. The bottom section contains buttons to access the Inbox, Calendar, Contacts, Tasks, Public Folders, Rules, and Options. Inbox allows users to read, compose, receive and send s. Calendar is an appointment scheduler and planner. Appointments and tasks can be created and manipulated here. Contacts contain a list of names, addresses, phone numbers, and other personal information of recipients. Tasks are lists of activities that users can create, sort, track, and prioritize. Public Folders is a depository of information that can be viewed by anyone who uses the same Exchange server. Rules are used to create and view protocols to manage the messages. Options have customization features and user preference settings. Page 8 of 60

9 The Outlook Web Access Toolbar Toolbars provide shortcuts to menu commands. Buttons on the OWA toolbar display based on the OWA features in the use. When using the Inbox, the toolbar includes buttons for sending and receiving messages. Buttons for scheduling appointments are displayed when the Calendar is used. Icon Description Compose New Items Move/Copy Folder Delete Marked Items Reply Reply to All Forward Show/Hide Reading Pane Check for New Messages Search Address Book Help Page 9 of 60

10 Using Outlook Web Access Features OWA can be used for all needs. Its features simplify message addressing, creation, sending, receiving and reading. Inbox View Pane Many options are available for controlling how messages appear on the Inbox View Pane. You can select to display a specific number of messages. Also, you can filter or sort messages based on personal preferences. Number of Messages Displayed Use the following steps to configure OWA to display a specific number of messages in the Inbox View Pane. 1. Click Options on the Navigation Pane. The system displays OWA configuration options on the Options View Pane. 2. Under Messaging Options, click the Number of items to display per page dropdown arrow. Select the number of messages to display per page. 3. Click Save and Close on the toolbar to save the display setting Page 10 of 60

11 Navigating through Message Pages When the number of messages in the Inbox is greater than the number of messages displayed on each page of messages, you will need to navigate through multiple pages of messages to view all of the messages (depending on the filter/sorting option selected). To navigate through message pages: Click the Next Page Click the Previous Page messages Click the Last Page Click the First Page messages. button on the Folder Bar to move to the next page of messages button on the Folder Bar to move to the previous page of button on the Folder Bar to move to the last page of messages. button on the Folder Bar to move to the first page of To advance through multiple pages of items quickly, you can also type an item number in the Items field. For example, to skip the first 100 messages and display message 101, type 101 in the Items field. Page 11 of 60

12 Filter/Sort Options Several options are available to sort messages based on selected criteria. You can also filter messages so that only certain ones are displayed. To apply filter or sort criteria, click the Inbox drop-down arrow on the Folder Bar. Options for filtering and sorting messages are displayed below and explained in the table on the following page. Page 12 of 60

13 Descriptions of Filter/Sort Options Option Type Action Two-Line View Filter Displays all messages in Inbox with sender and date/time of receipt on the first line and remaining information on the second line. Messages Filter Displays all messages in Inbox. Unread Messages Filter Excludes messages already read. By Sender Sort Arranges messages by sender. By Subject Sort Arranges messages by subject. By Conversation Topic Sort Arranges messages by conversation topic. Sent To Sort Arranges messages by recipient. Reading Messages The number of unread messages displays next to the Inbox folder on the OWA Folder List. To read a message: 1. Click the Check for New Messages button on the OWA toolbar. 2. In the View Pane, double-click the message to read. A new window opens displaying the contents of the message. 3. Click the Close button on the upper right corner of the message window to close the message. Page 13 of 60

14 Viewing Attachments Messages with attachments display with a paper clip icon next to the message in the View Pane. To view an attachment: 1. Open the message. 2. Right-click the Attachments: link to open the expanded menu. 3. Select the Open command to open the attachment, or select the Save Target As command to save it. Note: OWA does not permit opening files that may contain viruses, such as files with extensions.js,.xml, or.mht. It is necessary to save these files to the computer to be able to open them. Page 14 of 60

15 Printing Messages To print messages or other OWA content, you can use the browser s Print function, just like any other web page. To print a message: 1. Open the message to print. 2. Click the Print button on the Standard toolbar. 3. The Print dialog box opens. Select the necessary print options. 4. Click Print. Page 15 of 60

16 Deleting Messages Messages and other Outlook items take up valuable electronic storage space and should be deleted when they are no longer needed. To delete a message: 1. Select the message to delete. If there are multiple messages to delete, hold the [CTRL] key and click the messages. 2. Click the Delete button on the OWA toolbar, or press the [Delete] key. Page 16 of 60

17 Creating and Sending Messages Creating and sending messages in Outlook Web Access is very similar to Microsoft Outlook. The message composition window contains a menu bar, toolbar, and navigation controls for composing and sending an message. There is also a search option for entering a recipient address. Recipient names are entered in the To or Cc text boxes and clicking Check Names button searches the global address book and personal contacts. The Subject text box contains the subject of the message. The Send button transfers the message to its recipient/s. Send Save Check Names Importance Recipient address Carbon copy Message body Page 17 of 60

18 To create and send a message: 1. Click the Inbox shortcut in the Navigation Pane. 2. Click the New Mail Message button on the toolbar. 3. Enter a recipient address in the To: text box. Multiple recipients can be specified but must be separated with semi-colons. The To: box is the primary message recipient. The Cc: box is for specifying the secondary message recipients. The message recipients in the Bcc: box will not be displayed to the primary and secondary recipients. 4. Type a subject for the message in the Subject: text box. 5. Set the level of importance of the message by clicking either the High button or Low button. The priority is Normal by default. 6. Click the Options button. Select desired options. Click Close button. Page 18 of 60

19 Note: There are several options you can use to customize your message using the Options button in the Composition window. The options allow you to set importance and sensitivity of the message. You can also request a delivery receipt or a read receipt. 7. Type the body of the message in the Message body text box. 8. Use the Spelling button on the toolbar to check spelling. 9. Click the Send button to send the message, or the Save button to save the message without sending it. Unsent and saved messages are stored in the Drafts folder. Adding Attachments to To attach a file to an message: 1. Compose a message as described in the previous section. 2. In the composition window, click the Add Attachment button. The Attachments Web Page dialog box opens Click the Browse button to locate the file. 4. Select the file and click the Attach button. The selected file appears in the Current file attachments text box. 5. Click the Close button when all attached files have been selected. 6. Attached files will show in the message composition window next to the Attachments: button. 7. Click the Send button to send the message. Page 19 of 60

20 Replying to Messages/Forwarding Messages Two options are available for replying to a message: Reply and Reply to All. Selecting Reply opens a new composition window with the original sender in the To: text box. Selecting Reply to All sends the message to all recipients including the original sender. Forwarding a message is helpful when you need to pass on messages received from others. Clicking Forward opens a new composition window with a blank To: text box. Reply to sender Reply to all Forward to others Page 20 of 60

21 Flag Messages Flags are used to follow up on an issue or to categorize messages in the Inbox. OWA provides six colored flags: red, blue, yellow, green, orange, and purple that can be used to classify different categories. Message flags are displayed in the last column of the Inbox view. To flag a message: Right-click the flag that corresponds to the message and select the flag color. To flag a message as complete: Right-click the flag and select Flag Complete. To clear a flag from a message: Right-click the flag and select Clear Flag. Page 21 of 60

22 Managing Folders Managing folders is an essential part of organizing messages in the Inbox. To create a folder: 1. Click the drop-down arrow of the New button on the OWA toolbar and select Folder. 2. The Create New Folder dialog box opens. If the folder will be a sub-folder of an existing folder, click the existing folder and type the name of the new folder in the Name: text box; otherwise, click the user s name and type the name of the new folder in the Name: text box. Click the OK button. Page 22 of 60

23 Deleting Folders To delete a folder: 1. Select the folder to delete by clicking the folder name in the Folder List. 2. Right-click on the folder to open the drop-down menu. 3. Select the Delete button. 4. The Microsoft Internet Explorer message box opens to confirm the deletion. 5. Click OK. Page 23 of 60

24 Moving and Copying Messages It is often helpful to move/copy messages from your Inbox to a particular folder. The Move button moves the selected message to a new folder and deletes it from the previous folder. The Copy button copies the selected message and places it in the target folder. The original message remains and does not change location. Note: To conserve server space, it is generally not a good idea to retain duplicate copies of messages. To move/copy a message: 1. Select the message in the Inbox. 2. Click the Move/Copy button on the OWA toolbar. The Move/Copy Web Page dialog box opens. 3. Select a destination folder from the Folders List. 4. Click the Move or Copy button. Page 24 of 60

25 Emptying the Deleted Items Folder The Deleted Items folder collects deleted messages prior to you permanently deleting the items or restoring the items to a folder. To empty the Deleted Items folder: 1. Right-click the Deleted Items folder button on the Folder List to open the drop-down menu. 2. Click the Empty Deleted Items button. The Microsoft Internet Explorer dialog box opens to confirm the deletion. 3. Click OK. To restore an item from the Deleted Items folder: 1. Open the Deleted Items folder and select the desired message. 2. Refer to Moving and Copying Messages steps #2 4 to copy/move messages out of the Deleted Items folder. Page 25 of 60

26 Using Contacts The Contacts feature in Outlook Web Access, as in Outlook, is an address book that stores information about individuals such as telephone numbers, street addresses, addresses, job titles, web pages, and notes. The list of contacts can be displayed and printed in different sort orders and layouts. Contacts can also be used to create messages, compose meeting requests, and to view a map of the contact s business or home address. To create a personal contact record: 1. Click the Contacts shortcut in the Navigation Pane. 2. Click the New button on the OWA toolbar. Page 26 of 60

27 3. The Contact dialog box opens. 4. Type the desired information. General and detailed tabs include an array of fields to enter contact details. 5. Click Save and Close. To modify contacts: 1. Double-click the contact name to open the Contact dialog box. 2. Change the desired information. 3. Click Save and Close. To delete items from a personal contact list: 1. Click the contact name. 2. Click Delete. Page 27 of 60

28 Find Names Find Names allows you to locate a contact in the Address Book. To find a user in the address book: 1. Click the Address Book button on the OWA toolbar. The Find Names dialog box opens. 2. Click on the drop-down menu Find names in: Select the search directory (Global Address List or Contacts). 3. Type the criteria in the text fields (such as Last name). 4. Click Find. 5. Click Close when finished searching. Page 28 of 60

29 Distribution Lists Distribution lists allow you to send a message or meeting request to a large group of people without having to enter recipient addresses individually. Any contact with a valid address can be included on a distribution list. Also, contacts can be added, deleted, or updated on a distribution list as needed. To create a distribution list: 1. Click the drop-down arrow on the New button on the main toolbar and select Distribution List. 2. The Distribution List dialog box opens. Enter a name for the distribution list in the List Name: text box. 3. If the address is known, it can be entered in the Add to Distribution List: text box. Then, click Add. Page 29 of 60

30 4. If the address is not known, click Find Names and enter the criteria. (See Find Names for detailed instructions on this feature.) 5. When all names have been added to the distribution list, click Save and Close. To add a name to a distribution list: 1. Select Contacts in the Navigation Pane. All contacts and distribution lists display in the View Pane. 2. Double-click the distribution list you wish to modify. The Distribution List dialog box opens. 3. Add a name to the distribution list by following the steps above (Add, Find Names, Save and Close). To delete a name from a distribution list. 1. Select Contacts in the Navigation Pane. All contacts and distribution lists display in the View Pane. 2. Double-click the distribution list you wish to modify. The Distribution List dialog box opens. 3. Click the name you wish to delete. 4. Click Remove. A warning box will prompt for confirmation of the deletion. Click OK. 5. Click Save and Close. Page 30 of 60

31 Calendar The Calendar allows you to create and track appointments, meeting requests, and events. In addition to one-time events, you can classify events as recurring if they repeat over time. Others can use the calendar to check whether meeting participants are free to accept the invitation. To display the Calendar, click the Calendar shortcut on the navigation pane. Calendar Daily View Page 31 of 60

32 Calendar Weekly View Calendar Monthly View Page 32 of 60

33 Creating a New Appointment The Calendar allows you to create new appointments as needed. To create a new appointment: 1. Click the New button drop-down arrow on the toolbar and select Appointment. 2. The Appointment dialog box opens. Enter text into the relevant fields on the form. Mark the importance level, if desired. 3. Click Save and Close. Page 33 of 60

34 Modifying an Existing Appointment You can update an existing appointment with new information, as long as you created the original appointment. To modify an existing appointment: 1. Double-click the appointment or event. The Appointment dialog box opens. 2. Type the changes in the appropriate fields. 3. Click Save and Close. Scheduling A Meeting The meeting request function allows you to invite people and schedule resources for an activity. To create a new meeting request: 1. In the Calendar view, click New. The New Appointment dialog box opens. 2. Type the Subject and Location in the text boxes. 3. Select the date and time for the meeting. 4. Click Invite Attendees. 5. Click either Required, Optional, or Resources. The Find Name dialog box opens. Or, you can type in the attendees contact information. 6. Use the Find Names dialog box to locate attendees. Select the attendee name and click Required, Optional, or Resources to add the individual to the meeting request. 7. Click the Availability tab to check attendee availability. 8. Mark the importance level if desired. Click Send to invite the list of attendees. Page 34 of 60

35 Responding to a Meeting Invitation When a meeting is scheduled, potential attendees receive an invitation. Each recipient can respond by opening the invite, then accepting, tentatively accepting, or declining the meeting. To accept a meeting invitation, click Accept on the OWA toolbar. To tentatively accept a meeting invitation, click Tentative on the OWA toolbar. To decline a meeting invitation, click Decline on the OWA toolbar. No matter which response you select, the message response dialog box opens, and after clicking Send, the system sends an automatic response to the meeting organizer. Rescheduling and Canceling a Meeting To reschedule a meeting: 1. In Calendar view, double-click the meeting entry on the calendar. 2. Make the necessary changes, then click Send to send the update to all attendees. To cancel a meeting: 1. In Calendar view, select the meeting to cancel. 2. Click Delete on the OWA toolbar. An Alert dialog box opens. Click Yes to notify attendees of the cancellation. A Cancelled Meeting Notification dialog box opens. 3. Click Send to send the cancellation notice to all attendees. Page 35 of 60

36 Logging Out Logging out of OWA prevents unauthorized use of your account and is recommended prior to visiting other web sites. To log out of OWA, click Log Off at the right edge of the toolbar. NOTES: Page 36 of 60

37 Introduction Did you know that the Division of Information Technology blocks 20,000 40,000 spam messages daily? Spam is defined as: Indiscriminate, unsolicited, unwanted, irrelevant, or inappropriate s sent in mass quantities. Over 70% of inbound messages are spam. MailMarshal is a tool in use to block messages identified as spam. However, because spammers constantly change tactics, it is impossible to be 100% accurate when filtering spam messages. Some messages that should be blocked get through, while a few legitimate s may be blocked. To bridge this gap, and to address differing individual preferences, the Division of Information Technology has made available the Archdiocese Spam Portal. The Spam Portal is a tool that allows you to view blocked spam messages, restore any messages you want to your inbox, and manage your safe and blocked senders lists. About this Guide This guide was developed to help employees of Central Services use the Archdiocesan Spam Portal tool to proactively monitor and manage unwanted (spam). Please assist us in keeping this document current and correct. If you find information that needs updating, please contact the Help Desk. In addition, we invite and encourage your feedback. Future revisions will incorporate your suggestions for improvement. Page 37 of 60

38 Accessing the Spam Portal Use the following steps to access the Spam Portal. 1. Open your internet browser (program you use to access the internet ex.: Internet Explorer). 2. In the Address line of the browser window, type: webmail.archbalt.org 3. Press the [Enter] key. The browser displays the internet portal for Archdiocese of Baltimore hosted Click the SPAM PORTAL button. Page 38 of 60

39 5. The Spam Portal login window displays. In the User name field, enter your AOB address. In the Password field, enter the password used to log in to your computer. Click OK. 6. The system displays the Spam Portal interface, discussed in the following section. Page 39 of 60

40 Spam Portal Interface The Spam Portal lets you manage messages that have been blocked by MailMarshal as spam. (Messages blocked for content or viruses are not accessible through the Spam Portal.) You can see the subjects and other information about blocked that is addressed to you. You can unblock any that you want from your spam portal. Review Blocked This page allows you to see a list of messages that MailMarshal has blocked. If other users have allowed you to review their mail, use the list at the top left to select a user. You can only see for one user at a time. The list shows the sender, recipient, subject, date, and size of each message. Optionally the second line of each listing shows the beginning of the message text. You can show or hide this text by clicking Toggle Message Body. The list is sorted in date order with the latest messages first. If there is more than one page of messages, you can move through the list using the page numbers at the bottom of the listing. You can sort the list by clicking on any column heading. Click a heading again to reverse the sort order. Sorting affects the entire list even if there is more than one page of messages. You can view more of the message text by clicking on the subject of a message. This opens the message in Display Message view. To take action on messages: Page 40 of 60

41 1. Select one or more messages by checking the box at the left of each listing. 2. To delete all the messages in a folder, navigate to the folder you wish empty and click the recycle bin next to the folder selection menu. Questions? For assistance using the Archdiocesan Spam Portal, please contact the Archdiocese Information Technology Help Desk at (410) (Option 1) or helpdesk@archbalt.org. Page 41 of 60

42 1. Open Outlook. 2. Click the Tools menu, and select Account Settings On the tab, click New If you are prompted to Choose Service, select Microsoft Exchange, POP3, IMAP, or HTTP, and click Next. 5. In the Auto Account Setup screen, Select Manually configure server settings or additional server types. 6. Click Next. Page 42 of 60

43 7. Since you are configuring Outlook 2003 manually, select Internet and click Next. Page 43 of 60

44 8. Here you will enter your user information provided from the Archdiocese: User Information Your Name: Your name as you would like it to appear in the "From:" field of the recipient's . Address: The full address provided to you by the Archdiocese. (i.e. - username@archbalt.org) Server Information Account Type: POP3 Incoming mail server: webmail.archbalt.org Outgoing mail server (SMTP): webmail.archbalt.org Logon Information User Name: Enter your full address in the format username@archbalt.org Password: Enter your password. Require logon using Secure Password Authentication (SPA): Leave this option unchecked. Page 44 of 60

45 9. Click the More Settings... button, and select the Outgoing Server tab. 10. Click the Advanced tab, and check the box next to This server requires an encrypted connection (SSL) under Incoming Server (POP3), and set it to In the Outgoing server (SMTP) box, enter 25, and select NONE from the drop-down menu next to Use the following type of encrypted connection: Note: Here you may also choose to leave a copy of the messages on the server. We recommend this as it allows for a backup of s in case something were to happen to your computer. 12. Click OK. 13. Click Test Account Settings... After receiving 'Congratulations! All tests completed successfully', click Close. 14. Click Next, and then click Finish. Congratulations! You're done configuring your client to send and retrieve messages and settings from your Archmail account. Questions? For assistance using the Archmail with Outlook , please contact the Archdiocese Information Technology Help Desk at (410) (Option 1) or helpdesk@archbalt.org. Page 45 of 60

46 1. Open Control Panel. 2. Click the mail icon (Classic View) 3. Click the Accounts tab 4. Click New 5. If you are prompted to Choose Service, select Microsoft Exchange, POP3, IMAP, or HTTP, and click Next. 6. In the Auto Account Setup screen, Select Manually configure server settings or additional server types. 7. Click Next. Page 46 of 60

47 8. Since you are configuring Outlook 2003 (07) manually, select Exchange and click Next. 9. Here you enter your server and username information: Microsoft Exchange Server: Farragut.main.archbalt.org Username: Lastname, Firstname (in the format as shown: Lastname Comma Firstname) 10. Click the More Settings... button, and select the connection tab. Page 47 of 60