UFT & UFT Welfare Fund Outlook Web Access (OWA) 2010 User s Guide

Transcription

1 UFT & UFT Welfare Fund Outlook Web Access (OWA) 2010 User s Guide

2 New Features of OWA 2010 Below are some of the new and improved features you will see as you use OWA All of these features are described in detail on the pages listed next to each. Conversation view Conversation view lets users see all messages in a thread, including messages not in the current folder. OWA 2010 provides the same conversation view and experience as Outlook 2010: By default, messages are displayed in threads so that all the messages on a particular topic are grouped. No more searching for a previous message to check what the response is referring to. When a new message in a thread comes in, the whole thread gets moved chronologically to the date/time of the new message. Conversation view has its benefits and drawbacks, but if you don't like it, you can turn it off. Just right-click Arrange By, scroll down to Conversations, and deselect Show Messages In Conversations. Ignore option If you belong to mailing lists, you'll appreciate this new feature in Outlook 2010, which you also get with OWA Sometimes, the group will engage in discussions that don't interest you at all. Now you don't even have to see them. Just select Ignore Conversation from the action menu and any further messages in that conversation will be automatically deleted. This can be a real time-saver. Forward as an attachment It's a little thing, but sometimes it's the little things that matter most. With OWA 2010, you can forward an message as an attachment. This can come in handy if you need to forward a message to someone but don't necessarily want the person to open it immediately. You can create an original message where you can tell the person about the attachment -- or example, you might forward a message that possibly contains a virus to someone who provides technical support for you. Attach messages to messages Sometimes you want to send an attachment with a message. In the past, you could attach a picture, a Word document, an Excel spreadsheet, or almost any file available to you to a message. But you couldn't attach a message from inside your mailbox to a message you were composing. Now you can. For information, see Working with Attachments. Download Multiple Attachments If you receive a message that has multiple attachments, you now have the ability to download all the attachments to your computer as a zip file by clicking Download all attachments at the top of the message. For more information, see Working with Attachments.

3 Delivery report Another new option on the action menu is Open Delivery Report. If you've ever sent an important and then agonized over whether it got to the recipient, this feature will be one of your favorites. You can search for messages you've sent to a specified recipient, messages you've received from a specified recipient, or messages with specific words in the subject line. The delivery report will show you on what date and at what time the message was submitted and when it was successfully delivered. More Web browsers supported One of my pet peeves about previous versions of OWA was that to get the best experience, you had to use IE. It didn't work the same in other browsers, such as a Firefox. You got a "light" version of OWA instead. And if the only computer available to log on to the Internet was a Mac with just Safari as the browser choice, it was no fun at all. OWA 2010 supports the complete, premium experience on Mac OS X with Safari as well as with Firefox. In Exchange 2010, users have access to the standard version of Outlook Web App through Safari and Firefox, in addition to Internet Explorer. For more information, see Outlook Web App Supported Browsers. Side-by-side calendars Another feature that's been on the OWA wish list of many Outlook users is the ability to open up a shared calendar and view it side by side with your own calendar. This is invaluable if you need to make plans that include coordinating your schedule with someone else's. You can share your calendar with other users of your Exchange 2010 server. Filters Users have access to a set of predefined filters to quickly search the contents of folders. Right-click More actions have been added to the right-click menus in Outlook Web App. Right-clicking almost anywhere in Outlook Web App will display a menu of things you can do. The actions available in the right-click menus have been expanded and made more consistent across your mailbox. Favorites You might have noticed a new folder named Favorites at the top of your folder list. You can drag any folder up to Favorites to create a shortcut to that folder. Favorites can make it easier to access the folders you use the most. For more information, see Favorites.

4 Logging On to Outlook Web Access 2010 With this new version of OWA 2010, users in the domain, UFTMASTERAD will notice that the OWA 2010 URL is now secured with an SSL certificate. This feature will greatly enhance security when accessing your mailbox by encrypting communication between your web browser client and the Exchange 2010 server. The URL for accessing through OWA 2010 is or Once your browser initially loads page, you will receive a logon prompt similar to that below:

5 You are required to enter your logon information in the format: User Name along with your network password. It s recommended that you do NOT check the Remember my password box for security reasons, especially when using a public computer. Once your logon credentials are verified, your mailbox will be displayed with the Inbox showing by default. This redirection is done at the server level, so end-users aren t required to remember this change.

6 At the top of web page in the address bar you will notice the security lock icon. This indicates an SSL-secured webpage. If you place your cursor over the security lock icon for a few seconds, it shows that the site is verified by If you click on the security lock icon it tells you about your connection to uft.org If you then click on the used (i.e., 40-bit, 128-bit) button it will tell you the encryption strength being

7 Basic Website Navigation The first screen you see once you logon to OWA will be your Inbox. You will see a menu bar down the left side of the screen and a smaller toolbar on the top of your Inbox. Everything you can do in OWA can be accessed from one of these two areas. The menu bar on the left side of the screen will stay the same regardless of the OWA feature you are using. The toolbar is specific to the feature (Inbox, Contacts, Calendar, etc.) that you are currently viewing.

8 Outlook Web Access Shortcut/Menu Bar The OWA menu bar located on the left side of the screen gives you shortcut access to all of the OWA features. In a previous version of OWA this menu could be viewed in two different ways: folders or shortcuts. In this version the two menus have been combined into one. The Outlook Mail folder view can be hidden by clicking on the down arrow button. When the button is clicked the folder pane will not display. Button looks like this when folders are hidden. Click the button to unhide folders. The Outlook shortcuts at the bottom of the menu can be displayed as small buttons by clicking on the dot line above the Mail icon. When you click this the shortcuts will be displayed this way. Click the dot line above the shortcuts to revert to the large shortcuts view. This menu will display different options depending on which of the Outlook areas you are in (Mail, Calendar, Contacts or Tasks) The button to the right of the menu above will refresh the view of the folders when it is clicked. This can be used to refresh the count of unread messages in the Inbox. Clicking on the down arrow to the right of each menu option opens a sub-menu. For example; the sub-menu options for New are for a new Message or a new Meeting Request. If you click on the menu option itself it will do that action that is represented by the menu item. For example; if you are in the Mail area and you click on New it will open window for a new .

9 Reading and Mailbox Navigation The OWA 2010 Inbox is similar to the Microsoft Office Outlook 2010 Inbox. By default mail messages are displayed in order by date, with the most recent messages at the top of the list. The two links that control message sorting are found below the Search Entire Mailbox search field (see highlighted below). You can sort by any of the fields in your inbox simply by clicking the label Arrange by Date and click on Newest on Top to change the sort order. The labels will change to display your sort selections. In addition, the Inbox toolbar has several other buttons that are useful for managing your mailbox. Here is an overview: At upper left corner is displayed the Outlook area you are in and pertinent information about it. In this example you are in Mail and it shows that there are 23 items in your Inbox Unread messages are identified in the Unread Mail folder and also next to the folder that they are found in. There is 1 unread message.

10 Search You can enter the text you want to search for into the Search Entire Mailbox field and click on the spy glass to process search. You can also click on the down arrow to specify where you want to search for the specified text within all of your messages. Check for new mail OWA checks for new mail on the server every 5 minutes. If you d like to check manually, click the Refresh button. Move This will move selected message(s) to the folder of your choice. You can also create new folders during this process. Delete This will delete the selected item(s) from your Inbox. View This option will split your Inbox in two parts. One portion will display the message list, and the other portion will display the contents of the selected message. You can set portion Right, Bottom or Off. You can also group messages by subject by selecting Use Conversation.

11 Filter This option allows you to show items based on your selected criteria. For example you can select to show only messages that are Unread. To read a message that is in your Inbox, double-click on it. The message will open in a new window with its own toolbar. When you have read the message you close it by clicking on the X at the top right of the window, or you can click on one of the toolbar buttons to Reply, Forward, Print, Move to Folder, or Delete the displayed message. The blue up/down arrows will automatically move you to the previous or next message in your Inbox.

12 Messages with attachments will display the attached file (see highlight). To view the attachment, click on it and select either Open with or Save File from the pop-up window. There is an option (see below) that you can check to have it Do this automatically for files like this from now on. Important Note: If you select Open with from the pop-up menu, the document will display in a new browser window, and to save any changes you will have to save document locally. Composing and Sending Messages New Messages To create a new message, simply click on the New button while viewing your Inbox. A blank message window will appear and you can type your message and subject line.

13 To address the you can either type in the address in the proper format for example, or you can click on the To.. field or click on the address book icon to display a copy of the UMB Global Address book. To choose a name simply type the first few letters of the last name and click on the spy glass to search. Highlight the desired name in the bottom of the window and click on To - >, CC - >, or BCC - > to add the address. Click OK when you are done. Note: To check to see if you have the right person by right clicking on the selected name and selecting Properties from the drop-down menu (see below) to see the complete details for the selected address:

14 If you know a portion of the employee s name simply type as much as you know in the To.. field and then click the Check Names button: A window will appear displaying matching names. Select the desired name from the list. When the is complete and properly addressed, click on the Send button to send the message. If you are not ready to send the message, click on the Save button. This will save the to your OWA Drafts folder. You can retrieve and send this message later by clicking on the Drafts folder, which is accessible from the Folders view of the OWA menu bar.

15 Message Attachments If you wish to attach a document or other file to the you are sending, click on the Attach File icon on the message toolbar. The Attach Files window will open up. Attaching files using OWA 2010 takes a couple of steps: Click the Browse button to choose the file you wish to attach. From the dialog box that appears find and select the desired file and click Open. Click Attach bottom of window to actually attach the file to your message. The selected file will appear in your next to Attached: and you are done attaching the file. Repeat these steps for any additional files you wish to attach.

16 Message Options When typing a message you have several options: Text Formatting You can change various aspects of the font and paragraphs by choosing from the options on the bottom message toolbar. You can change the font type, style, size, color, highlighting (bold, italic, etc.) alignment (right, left, center), indent, and also add bullets and numbering. Importance High/Low To mark a message with a importance high click the exclamation point and for importance low click the down arrow. More Message Options Click on the New Message Options button to display more options.

17 You can use the Tracking Options to receive a notification when the message has been either delivered to the individual s Inbox, or when the message has been read. Replying to and Forwarding Existing Messages Replying to and forwarding existing messages can be done in two ways. From the Inbox when you highlight the message you desire to reply to or forward it will display in the reading pane. Click on the appropriate button on the message toolbar.

18 You may also double-click on the desired to open it in its own window and then click on the appropriate button on the message toolbar. Notes: If you select Reply to All, your message response will be sent to the sender and all of the recipients. This means that if you choose Reply to All when responding to a message that originally sent to a distribution list your response will be sent to all the distribution list members! For messages with attachment(s), if you choose Forward, any attachments to the original message will be sent to the new recipient. If you choose Reply or Reply to All, the attachments will not be sent. Rules This new feature in OWA 2010 allows you to automatically file messages in your Inbox or in sub-folders based on criteria that you setup. For example, if you have subscribed to an list, you can setup a rule to file all messages from list in a folder that you designate. To setup rules click on the Options shortcut on the right side of the screen. Click on Create an Inbox Rule to display the Inbox Rules setup window.

19 At the Inbox Rules click on New In the New Inbox Rule window you can define the new rule. You can also click on More Options for additional specifications.

20 At the Inbox Rules window you can also click on the down arrow next to the New shortcut to view a drop-down menu of possible choices for new Rules. You can file a message based on the From field or from words in the Subject Line. You can also file messages based on their importance flag (high, low, or normal). All three of these criteria can be combined. You can also file messages that have been sent to you and other recipients (such as a distribution list). Then you should select the action that you want OWA to take. It can move or copy the message to a folder that you designate, delete it, or forward it to another address. Once you have made your selections, give your rule a name and click Save and Close to save the rule. You can manage rules you ve created from the main Rules window. Deleted Items When you delete items from your Inbox they are moved into the Deleted Items folder. Deleted items from your Calendar, Tasks, and Contacts also end up in the Deleted Items folder. Items in the Deleted Items folder are not automatically removed from OWA 2010 until you empty the Deleted Items folder. To do this, you can click on the Empty shortcut on the Deleted Items toolbar. This will delete all items in the folder. You will need to reply to a Yes/No prompt to conclude the action.

21 You can also right-click mouse on the Deleted Items folder on the menu bar and select Delete Items.

22 Calendar and Appointments Viewing the Calendar The default view of the calendar is the current day with a smaller view of the current month on the left side of the screen. To change the way the calendar is viewed use the toolbar buttons at the top of the calendar: Day view Displays the current/selected day (this is the default). Work Week view Displays the current/selected work week. Week view Displays the current/selected full week. Displays the current/selected entire month. Takes you to the current date. Making New Appointments There are two ways to create new appointments on your calendar. While viewing the calendar you can click on the New shortcut on the calendar toolbar, or you can simply double-click on the calendar on the space corresponding to the desired start time of the meeting. When you do a blank appointment window will appear.

23 Fill in the subject, the location (if needed) and the appropriate start and end times and dates. If the appointment is a meeting or a trip that will last for several days, place a checkmark in the All day event checkbox. If you wish to be reminded about the meeting, place a checkmark in the Reminder checkbox and choose when you d like to be reminded. The default setting is 15 minutes before the meeting occurs. You can mark your calendar in different colors depending on the type of meeting. Busy will mark your calendar in dark blue. Away will mark your calendar in purple. Tentative will mark your calendar in light blue stripes. Free will mark your calendar in white. This option is useful if you are just giving yourself a reminder (such as for a Birthday) that you don t actually have to attend. Inviting Attendees If you are holding a meeting that you would like other people to attend, click on the Invite Attendees button from the Appointment toolbar. This will add three lines to the top of your appointment: To, Optional, and Resources.

24 In these three fields you will type the appropriate addresses, or click on the field labels (O To, Optional, and Resources ) to display the address book. When you have filled out all of the required information, click Send. This will send the meeting request to the listed individuals. They will send s back to you noting whether or not they will attend. Scheduling Assistant Once you have invited attendees you can click on the Scheduling Assistant tab to determine their availability for the appointment being scheduled.

25 Recurrence If you are scheduling a meeting that will happen on a regular schedule, or a yearly event such as a Birthday, click on the Recurrence button on the Appointment toolbar to setup recurrence information. Choose how often the appointment should recur, and on what day. Next, choose the start and end dates for the recurrence. Example: You have an appointment every 2 weeks on Wednesdays. You have 10 total appointments. You should choose the following: Recurrence Pattern: Weekly Recurs every 2 weeks on Wednesday End after 10 occurrences

26 Contacts To create a new contact, click on the New shortcut on the Contacts toolbar. The contact window will appear. Fill in all relevant information, being sure to scroll down to view the entire screen. You can also use the Jump to shortcuts (see Contacts menu above) to navigate to different parts of the contact window. Click the Save and Close button when you are finished. You can change the way your contacts appear on the screen by selecting an option from the View pull-down menu on the Contacts toolbar.

27 To view the detailed information for a contact, simply double-click on their entry on the Contacts screen. Tasks The Tasks screen in OWA 2010 is redesigned, and allows you to create tasks and set due dates and reminders. Click the New shortcut on the Tasks toolbar to create a new task. Fill in the task header with the desired information. You can track progress on the task by updating the % Complete field as necessary. You can type additional information about the task in the blank space below the header. When you click Save and Close the task will be added to the task list on the main task screen.

28 Options OWA provides several options for customizing the way you view the application. Click on the Options shortcut on the right side of the main OWA window. The Options window is larger than your screen so you will have to use the scrollbar to view the entire window. Each option is discussed in more detail below. In the Options drop-down menu there are options for the following: Set Automatic Replies Change Your Password Create an Inbox Rule See All Options Select a Theme Set Automatic Replies (Out of Office) You can use the Set Automatic Replies (Out of Office Assistant) while you are away to automatically send a message to people the first time they write to you. To set automatic replies, provide pertinent information about your time out of office and a message that you want sent in your replies. Then click on Save to set the reply.

29 When you are done click Save. Change Your Password You need to provide your current password and then ter your new password and enter your new password a second time for confirmation. When you are done click Save. Create an Inbox Rule This concept was discussed in a precious section. See Section on Rules.

30 Select a Theme From the Options drop-down menu click on the them you want to apply to OWA from the Select a Theme area. This option allows you to add a personal touch and will only impact how OWA looks on your screen. See All Options These are all the Options available: Account o Tell people you re on vacation o Learn how to get Direct Push on your mobile o Connect Outlook to this account o Change your password Organize o Inbox Rules o Automatic Replies o Delivery Reports Groups o Public Groups Settings

31 o Mail o Calendar o General o Sent Items o Regional o Password Phone o Mobile Phones o Text Messaging Block or Allow Messaging Options Messaging Options can be found under Options>Settings>Mail. Scroll down to find the settings you wish to modify. You can create your personal signature that will be attached to every outgoing message. Type and format your signature. You may also set Reading Pane options to determine how to mark Inbox items as read when you view them from the Preview Pane. You can set the default font for any messages that you type.

32 You can choose the way you are notified when you receive new mail in your Inbox. By default both the message and sound notifications are selected. If you find either of these distracting you can deselect them by removing the check mark from the appropriate checkboxes. When you are done click Save. Block or Allow If you click on the Automatically filter junk checkbox you will have the option to manage junk lists. Click on that button to setup your list.

33 There are two dialog boxes for you to setup Safe Senders and Recipients and Blocked Senders. This feature can be useful in reducing the amount of junk ( Spam ) that you receive in your Inbox. Enter the sender or domain name in the appropriate dialog box and click on the button to add it to the list. You must type in the full address (name@company.suffix) in order for this feature to work. When you have entered the names you wish to block or allow, click Save. Regional Settings Regional settings options can be found under Options>Settings>Regional. Scroll down to find the settings you wish to modify. Here you can modify the way that the date and time displays in the various parts of your version of OWA.

34 When you are done click Save. Calendar Options Calendar settings options can be found under Options>Settings>Calendar. Scroll down to find the settings you wish to modify. Calendar options allow you to change the way that you view your calendar. You can change the reminders for your calendar appointments. By default reminders are enabled. If you do not wish to have a pop-up reminder display on your screen you can deselect this option. You can also change the time at which the notification displays on your screen. By default you will receive a reminder 15 minutes before the start of your appointment. This can also be changed in the calendar view for individual appointments.

35 When you are done click Save. Organizing and Managing Your Mailbox Because you will not have access to Personal Folders, managing your Inbox is a little trickier with OWA Follow these tips to ensure that your mailbox does not become too large. 1. Empty your Deleted Items folder frequently. OWA 2010 has a setting that allows you to empty your Deleted Items folder when exiting the application. You can set Empty the Deleted Items folder when I sign out in Options>Settings>Mail Message Options. You can set this feature on or empty the folder manually. 2. Manage your Sent Items folder. OWA automatically keeps a copy of all messages you send. While it may be important to keep some sent items for your records, a lot of your sent items can be safely deleted. 3. Messages with attachments typically take up the most space. When possible, save attachments to your hard drive and delete the original message to save space. 4. To organize your messages within OWA 2010, you can create sub-folders either underneath or on same level as your Inbox folder. To do this, view your OWA menu bar in the Folders view. Right-click mouse on the folder where you want to create a subfolder, and select Create New Folder from the pop-up menu. The new folder will be created. You have to type the name of the folder.

36 Sign Out from OWA 2010 When you have finished using OWA it is important that you properly exit out of the application. This will ensure that your s cannot be read by other people who may use the computer after you. This is especially important if you use a computer in a public location such as a library or airport. To exit properly, click on the sign out shortcut on the main OWA window. You ll find it in the top right corner of the toolbar on any screen within OWA. A screen will display instructing you to close your browser window.