PREMIUM MAIL A HANDS-ON GUIDE TO MICROSOFT OUTLOOK WEB ACCESS 2003, PART OF THE BIGPOND PREMIUM MAIL PRODUCT SUITE

Transcription

1 PREMIUM MAIL A HANDS-ON GUIDE TO MICROSOFT OUTLOOK WEB ACCESS 2003, PART OF THE BIGPOND PREMIUM MAIL PRODUCT SUITE

2 Welcome to the Quick Step hands-on training session for Outlook Web Access 2003, part of BigPond Premium Mail. Now, you and your company can take full advantage of advanced messaging and staff collaboration and do it hassle-free. BigPond will host and manage Microsoft Exchange Server for your business and handle the maintenance, troubleshooting, upgrades for the product and more. You don t have to worry about how it works, you just use it. BigPond Premium Mail Benefits No extra servers, no mail server maintenance, just a monthly fee for the use of BigPond Premium Mail. Please note that there may be additional fees and charges as set out in the terms and conditions for BigPond Premium Mail. Users can share calendars, contact lists, tasks and more Feature rich functions accessed via a web browser Update your PocketPC Organiser via Mobile Data Network (GPRS) Full telephone support for users 24 x 7 NO SERVERS, NO SERVER PROBLEMS BigPond provides all the computer hardware required to run your Exchange server. We fully maintain the server 24 hours a day. If there is a hardware failure, it gets fixed by BigPond. NO EXPENSIVE LICENSE FEES With BigPond Premium Mail there are no expensive up-front software license fees to pay. MAIL DATABASE BACK-UP & MAINTENANCE BigPond Premium Mail uses a sophisticated database on the server to keep and calendar events for employees. It s important that this database is maintained and backed up. BigPond provides full management and maintenance - something that requires extensive effort if you re running a Microsoft Exchange Server in your own premises. VIRUS DETECTION Both incoming and outgoing is scanned using commercially available software for vendor identified viruses. There is no need for the users to download virus software on their PC to check for vendor identified mail borne viruses. Our virus checker is automatically updated when the vendor of the virus software identifies a new virus, so your potential exposure to viruses is reduced. STATE-OF-THE-ART DATA CENTRE Our data centre utilises leading edge technology to protect your data, including: security features and intruder protection, large-scale uninterruptible power supply (UPS) systems, redundant bandwidth supply (7,100Mbps) and redundant air-conditioning. PAGE 1

3 GETTING STARTED This step-by-step guide will take you through the various features in Outlook Web Access. WELCOME SHEET Please ensure that you have your WELCOME SHEET. It contains your test address, username and password which are required to use this guide. BEFORE YOU LOGIN Before you login please visit the web site below and enter the address which is printed on the WELCOME SHEET. This will generate some test messages and place them in your BigPond Premium Mailbox. WEB BROWSER Please make sure you are using Internet Explorer 5.5 or better before running this demonstration. PAGE 2

4 LOGGING IN Open Internet Explorer and enter the URL Click the LOGIN link at the top of the screen The login page will appear To access Outlook Web Access you must first login to DeskControl. USERNAME AND PASSWORD Enter the Username from the WELCOME SHEET Enter the Password from the WELCOME SHEET Click SUBMIT The main DeskControl page will appear DeskControl uses your address and password to login. SHOW INBOX In the MESSAGES menu, click SHOW INBOX Outlook Web Access will appear THE OWA SCREEN The OWA screen is divided into two main sections. The Folder Panel shows the folders that store your , contacts etc. and their hierarchy. The Application Bar contains all the main functions and options. The Message and Preview Panels show messages and if enabled, the preview panel as well. PAGE 3

5 SORTING YOUR INBOX Click the SUBJECT title Messages are sorted by Subject (A-Z) Click the SUBJECT title again The list will be sorted by Subject is descending order (Z-A) You can sort the content of the folders by clicking on the column heading. When first clicked, the contents of the folder will be sorted alphabetically (A-Z). If you click the same column again, the contents will be sorted in reverse alphabetical order (Z-A). TYPE-DOWN SEARCH Click the FROM title Messages are sorted by Sender (A-Z) Now press the letter L on the keyboard Type-down Search should now find the first message from the person whose name starts with the letter L Type-down search allows you to look for a message, contact or task by typing on your keyboard. To search for a particular message in your Inbox, select the column you want to search, and then start typing the word you re looking for. Outlook Web Access highlights the message that best matches what you type. If it can t find an exact match, Outlook Web Access highlights the message that contains the closest match. You can use type-down search only in columns that display user-related information, such as subject, sender or recipient. You can t search for a message within a group view, such as By Sender, By Subject, or By Conversation Topic. FLAG MESSAGES FOR FOLLOW-UP Click once on the message flag The flag will change to red Click the message flag again The flag will change to complete Click again The flag will change back to red Right click on the message flag A menu with a choice of six colours will appear. Click the flag column heading to sort your messages by colour Message flags are displayed in the last column of the Inbox view. Use flags to remind yourself to follow-up an issue or to categorise messages in your Inbox. Outlook Web Access provides six colours - red, blue, yellow, green, orange, and purple, that can be used to mean different things. For example, you can flag all personal messages in blue, all business-related messages in green, all messages that must be followed up within 24 hours in red, and so on. PAGE 4

6 MESSAGE VIEWS Change the view to the standard views Messages Unread messages Two-line view Send to Change the Message view to the Group by Views Bt Sender By Subject By Conversation Topic Unread By Coversation Topic There are eight views for the mailbox: Messages: Displays all messages as they arrive in your Inbox. This is the default view. Unread Messages: Displays only the unread messages in your Inbox. Two-Line View: Displays a two-line view of all messages in your Inbox. By Sender: Groups and displays messages sorted by sender. By Subject: Groups and displays messages sorted by subject. By Conversation Topic: Groups and displays messages sorted by the topic of conversation. Unread By Conversation Topic: Groups and displays only the unread messages by topic of conversation. PREVIEW PANE From the PREVIEW PANE menu select RIGHT From the PREVIEW PANE menu Select BOTTOM The preview pane will show you a preview of the message without having to open the message. It is a fast way to sort through in your Inbox. By the default settings, when a message is viewed in the preview panel it is left unread. In the Options page, you can set messages that are previewed for a number of seconds to be marked as read. SCROLLING TO PAGES Enter a number in the ITEMS box Press the ENTER key on the keyboard Navigate the Inbox using the FORWARD, BACK and STEP buttons A folder often contains more items than can be displayed in a single window. To go to a specific item, in the Items box, type an item number, and then press the ENTER key on the keyboard. To scroll through the contents of a folder, click Previous Page and Next Page. You can also click First Page and Last Page to jump to the beginning or end of folder contents. PAGE 5

7 READING A MESSAGE Locate the titled German Sales Report and double click the title to read it Right click on the Address for Eric and select ADD TO CONTACTS The Contact page will appear Enter the LAST NAME as Pandan Enter the FIRST NAME as Eric Click SAVE AND CLOSE CREATING A NEW MESSAGE Click the NEW MAIL button A blank message window will appear Enter eric in the TO text box Click the CHECK NAMES button The name will be expanded to the full address for Eric ADDING A CC RECIPIENT In the CC... text box enter adam Click the CHECK NAMES button The address will turn red and the Check Names Dialog will appear Select a name in the list and click OK A maximum of 100 names is returned for you to select from. If you don t see the recipient you re looking for, refine the name you originally typed. ADDING A BCC RECIPIENT Click the BCC... button Select Global Address List from the FIND NAMES in drop-down list Type A in the DISPLAY NAME box Click FIND Click the CHECK NAMES button The address will turn red and the Check Names Dialog will appear Select a name in the list and click OK FORMAT MESSAGE in the message box enter The quicke brown foc jumped over the lazzy dog Then use the various formatting functions on the toolbar The last two icons set the text direction in individual paragraphs from left to right or from right to left. This option requires Microsoft Internet Explorer 6 or later. PAGE 6

8 SPELL CHECK YOUR MESSAGE Click the CHECK SPELLING button Follow the on-screen instructions. OPTIONS FOR MESSAGES Click the OPTIONS button Importance: Sets the message importance to Low, Normal, or High. The default setting is Normal. Sensitivity: Sets the message sensitivity to Normal, Personal, Private, or Confidential. The default setting is Normal. Message Receipts: Lets you request a delivery receipt or read receipt for your message. When you send a message that contains a receipt request, you will receive one or both of the following in your Inbox, depending on your selection: Delivered: <subject> To see the date and time the recipient received the message, double click the receipt. Read: <subject> To see the date and time the recipient opened the message, double click the receipt. Digital Signatures and Encryption: Lets you encrypt or digitally sign the message. Note these options are available only if the S/MIME Control is installed. SAVING A MESSAGE Click the SAVE button To view the saved message, click the DRAFTS icon in the folder tree You can save a message you want to send or complete at a later time. This applies to new messages as well as messages you re forwarding. By default, saved messages are stored in your Drafts folder. To recall a saved message, double click the message in the Drafts folder. When you ve fi nished composing your message, click Send on the toolbar. PAGE 7

9 CREATING FOLDERS Right click the INBOX folder in the folder tree and select NEW FOLDER Enter the Name for the new folder Mail for {Your Name} Click OK You can create, rename and delete folders in the folder tree. You can add folders to help you fi le and archive your . USING FOLDERS Drag the messages from the message panel and drop on to the Mail for {Your Name} folder icon Select a batch of s using the SHIFT key on the keyboard and drag them all at once to the Mail for {Your Name} folder icon USING THE CALENDAR Click the CALENDAR icon in the navigation pane The main calendar window will appear Click the icon This will display the Month View Click the icon This will display the Week View Click the icon This will display the Day View Click [10] in the Calendar This will display the Appointments for the 10th While holding down the CTRL key on the keyboard, click on the dates 11, 14, 23 Press the CTRL key on your keyboard, and then click up to six additional days from any month or year. PAGE 8

10 CREATING AN APPOINTMENT Double click on the 9:30am Time Slot In the SUBJECT field, enter Qikphone Presentation In the LOCATION field, enter 123 Main St, City Set the END TIME to 11:00am Click SAVE AND CLOSE Create two more appointments for: 1pm to 2pm 4pm to 5pm Choose a subject of your choice RESPONDING TO MEETING REQUESTS In your Inbox, double click the Meeting Request from Luke with the subject Cocktail Party The Meeting Request page will appear Click the ACCEPT button The Meeting Response page will appear In the COMMENTS section of the Accept form enter I ll be attending, please ensure you have plenty of {insert favourite food or beverage} Click SEND The meeting will be automatically inserted into your diary Click CALENDAR and view the Cocktail Party request REQUESTING MEETINGS Click the NEW APPOINTMENT button The meeting request page will appear In the SUBJECT field, enter Meeting with {your company} In the LOCATION field, enter {Your favourite room} Set the meeting time as per your WELCOME SHEET Click the AVAILABILITY Tab Enter all the names of your colleagues as the WELCOME SHEET Enter all the names of your colleagues as Change the date of the Meeting by entering the Review Date from the WELCOME SHEET Click the SEND Button PAGE 9

11 CHANGING MEETINGS Click once on the meeting you have just created and drag it 30 minutes earlier An Alert Dialog box will appear In the text box at the bottom of the page, enter the reason for moving the meeting CANCEL A MEETING Click on the meeting you wish to delete A blue border will appear around the message. On the toolbar, click DELETE An Alert dialogue box will appear In the Alert dialog box, click YES to send a cancellation notice to the people you invited to the meeting Enter a reason for cancelling the meeting in the message box Click the SEND Button Tip: If you want to include a message with the cancellation, such as the reason you re cancelling the meeting, type your message in the body of the cancellation form. CALENDAR AND TASK REMINDERS Click the ALARM icon on the toolbar in the calendar section Hold the SHIFT key on the keyboard down and select all appointments Select 1 Hour in the Snooze menu Click SNOOZE Dismiss or snooze reminders When the Reminder dialog box opens, it lists all Calendar items and tasks for which reminders aren t dismissed. Subject lists the name of the item, and Due In indicates how long until the item starts or is due. If the scheduled time for a meeting or appointment or the due date for a task is passed, the reminder indicates how long the item is overdue. Dismissing a reminder closes the reminder and ends all future reminders for the selected item. You can set reminders on your appointments and meetings. You can then determine how long before an appointment or a meeting the reminder message will appear. Note: For calendar reminders to work, Enable Reminders for Calendar Items must be selected on your Options page. After you enable reminders, you can choose to have a sound accompany the reminder. (The sound option doesn t work on Unix computers). Calendar reminders work only on appointments and meetings stored in your Calendar folder and reminders on tasks. PAGE 10

12 CONTACTS Click the CONTACTS Icon on the Navigation bar Click the NEW CONTACT button and add two new contacts of your choice Click the CARD VIEW menu at the top of the screen and select the view you wish to see of the cards TASKS Click the TASKS Icon on the Navigation bar Click the NEW TASK button and enter a new task of your choice Click the TASK VIEW menu at the top of the screen and select the view you wish to see of the tasks PUBLIC FOLDERS Public folders are an easy and effective way to collect, organise, and share information with other people in your workgroup or organisation. 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 organisation 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. PAGE 11

13 OUT OF OFFICE ASSISTANT The Out of Office Assistant generates automatic replies to messages that you receive while you re away. Each time you activate the assistant, Outlook Web Access sends an automatic reply to someone the first time he or she sends you a message. MESSAGING OPTIONS Use the following procedures to customise your messaging options. Under Messaging Options, in the list next to Number of items to display per page, select a number. The higher the number, the longer each page takes to refresh. Outlook Web Access can open the next item in the list (the default), open the previous item, or return to the window you moved or deleted the item from and select - but not open - the next item in the list. READING PANE OPTIONS Use the following options to determine whether items displayed in the Reading Pane will be marked as read or left as unread. Even if you view an item in the Reading Pane, you may want to leave the item marked as unread as a reminder to return to it later. SPELLING OPTIONS Use this functionality to ensure that all of your messages are checked and any spelling mistakes identified and corrected. PRIVACY & JUNK PREVENTION This option helps you to manage junk and better protect your privacy on the internet. PAGE 12

14 APPEARANCE You can customise the appearance of Outlook Web Access by selecting a colour scheme that matches your current Windows theme or colour scheme. To set the date and time formats used in your message folders and calendar items, use the drop-down lists to select your preferred format for the different styles. CALENDAR OPTIONS The Outlook Web Access calander can be configured to suit you or your business requirements. Options include the day your week begins, what time your day starts and others. Simply choose the options that work best for you. REMINDER OPTIONS A Pop-up Reminder message can be enabled for both appointments and tasks. Select the Enable reminders for Calendar items check box for Calendar items and the Enable reminders for Task items check box for Tasks. When the Pop-up message appears, a sound alert can also occur. To enable this, select the Play a sound when a reminder is due check box. In the Default reminder list, select the amount of time before the item occurs that you would like to receive a reminder. CONTACT OPTIONS You can select which address book to search first when resolving the name of a contact (i.e. when you click check names). You can search your organisation s address book as the first place to search or set your personal contacts as the first place to search. RECOVER DELETED ITEMS After you delete an item from your Deleted Items folder it is permanently deleted. However, you can recover a deleted item if you change your mind about deleting it (deleted items are recoverable only for a limited time). PAGE 13

15 OUTLOOK WEB ACCESS KEYBOARD SHORTCUTS CALENDAR (DAILY VIEW) ENTER Open the selected appointment or meeting. CTRL+N Create a new appointment or meeting. DEL Delete the selected appointment or meeting. For recurring appointments or meetings, only the selected occurrence is deleted. TAB In tab order, select the next element in the Calendar Daily view. Appointments and meetings are also selected in turn. SHIFT+TAB In tab order, select the previous element in the Calendar Daily view. Appointments and meetings are also selected in turn. CALENDAR (MONTHLY VIEW DATE SELECTOR) ENTER View the selected date. RIGHT ARROW Select the next day. LEFT ARROW Select the previous day. DOWN ARROW Select the same day of the next week. UP ARROW Select the same day of the previous week. CTRL+RIGHT ARROW Select the next month. CTRL+LEFT ARROW Select the previous month. CTRL+SHIFT+RIGHT ARROW Select the same month of the next year. CTRL+SHIFT+LEFT ARROW Select the same month of the previous year. CONTACTS ENTER Open the selected contact. CTRL+N Create a new contact. DEL Delete the selected contact. SHIFT+DEL Permanently delete the selected contact. UP ARROW Select the previous contact in the list. DOWN ARROW Select the next contact in the list. SHIFT+UP ARROW Select the current and previous contacts in the list. SHIFT+DOWN ARROW Select the current and next contacts in the list. HOME Select the fi rst or topmost contact in the list. END Select the last contact in the list. PAGE UP For contact lists of two or more pages, select the fi rst contact on the previous page. PAGE DOWN For contact lists of two or more pages, select the fi rst contact on the next page. TAB In tab order, select the next element in the Contacts view. SHIFT+TAB In tab order, select the previous element in the Contacts view. INBOX AND OTHER FOLDERS ENTER Open the selected message. CTRL+N Open a new message form. CTRL+Q Mark the selected message as read. CTRL+U Mark the selected message as unread. CTRL+R Reply to the selected message. CTRL+SHIFT+R Reply all to the selected message. CTRL+SHIFT+F Forward the selected message. DEL Delete the selected message. SHIFT+DEL Permanently delete the selected message. UP ARROW Select the previous message in the list. DOWN ARROW Select the next message in the list. SHIFT+UP ARROW Select the current and previous messages in the list. SHIFT+DOWN ARROW Select the current and next messages in the list. HOME Select the fi rst or topmost message in the list. END Select the last message in the list. PAGE UP For message lists of two or more pages, select the fi rst message on the previous page. PAGE DOWN For message lists of two or more pages, select the fi rst message on the next page. TAB In tab order, select the next element in the Inbox view. SHIFT+TAB In tab order, select the previous element in the Inbox view. OPTIONS CTRL+S Save your changes and close the Options page. PUBLIC FOLDERS (POSTS) ENTER Open the selected post. CTRL+N Create a new post. CTRL+R Reply to a post. CTRL+Q Mark the selected post as read. CTRL+U Mark the selected post as unread. PAGE 14

16 OUTLOOK WEB ACCESS KEYBOARD SHORTCUTS DEL Delete the selected post. SHIFT+DEL Permanently delete the selected post. UP ARROW Select the previous post in the list. DOWN ARROW Select the next post in the list. SHIFT+UP ARROW Select the current and previous posts in the list. SHIFT+DOWN ARROW Select the current and next posts in the list. HOME Select the fi rst or topmost post in the list. END Select the last post in the list. PAGE UP For post lists of two or more pages, select the fi rst post on the previous page. PAGE DOWN For post lists of two or more pages, select the fi rst post on the next page. TAB In tab order, select the next element in the Public Folders view. Posts are not selected in sequence. SHIFT+TAB In tab order, select the previous element in the Public Folders view. Posts are not selected in sequence. RULES CTRL+N Create a new rule. ENTER Modify the selected rule. CTRL+D or DELETE Delete the selected rule. UP ARROW Select the previous rule in the list. DOWN ARROW Select the next rule in the list. CTRL+UP ARROW Move the selected rule up. CTRL+DOWN ARROW Move the selected rule down. CTRL+S Save the rule and close the Edit Rule dialog box. MESSAGE AND MEETING REQUEST FORMS CTRL+> View the next item in the list. CTRL+< View the previous item in the list. CTRL+R Reply to the sender of the item. CTRL+SHIFT+R Reply to everyone in the To and Cc boxes. CTRL+SHIFT+F Forward the item. TAB In tab order, select the next element in the item. SHIFT+TAB In tab order, select the previous element in the item. CTRL+TAB Return to the beginning of the tab sequence in the item. For example, in a meeting request, if an attendee s name is selected, pressing CTRL+TAB resets the focus so that pressing TAB selects Accept in the toolbar. TASKS ENTER Open the selected task. CTRL+N Create a new task. DEL Delete the selected task. For recurring tasks, the entire series is deleted. SHIFT+DEL Permanently delete the selected task. UP ARROW Select the previous task in the list. DOWN ARROW Select the next task in the list. SHIFT+UP ARROW Select the current and previous tasks in the list. SHIFT+DOWN ARROW Select the current and next tasks in the list. HOME Select the fi rst or topmost task in the list. END Select the last task in the list. PAGE UP For task lists of two or more pages, select the fi rst task on the previous page. PAGE DOWN For task lists of two or more pages, select the fi rst task on the next page. TAB In tab order, select the next element in the Tasks view. SHIFT+TAB In tab order, select the previous element in the Tasks view. NEW APPOINTMENT AND MEETING REQUEST FORMS CTRL+S Save the appointment or meeting request. CTRL+D Delete the appointment or meeting request. CTRL+ENTER or ALT+S Send the appointment or meeting request. CTRL+K or ALT+K Resolve the names in the address boxes. ALT+E, ALT+O, or ALT+Q Open the Find Names dialog box from the new meeting request form. NEW MESSAGE FORM CTRL+S Save the message. CTRL+D Delete the message. CTRL+ENTER or ALT+S Send the message. F7 Check the spelling in the message. CTRL+K or ALT+K Resolve the names in the address boxes. ALT+T, ALT+C, or ALT+B Open the Find Names dialog box. PAGE 15

17 OUTLOOK WEB ACCESS KEYBOARD SHORTCUTS TEXT EDITING BACKSPACE Delete the selection or the character to the left of the insertion point. CTRL+BACKSPACE Delete the word to the left of the insertion point but not the space before the word. CTRL+C Copy the selection to the Clipboard. CTRL+V Paste the contents of the Clipboard into the current location. CTRL+X Cut the selection to the Clipboard. DELETE Delete the selection without copying it to the Clipboard. INSERT Toggle between inserting and overwriting text. CTRL+Z Undo the effect of the most recent formatting command. CTRL+Y Reapply the most recent formatting command. CTRL+F Find text. SHIFT+F10 Display the context menu if one exists. This is equivalent to right-clicking an item or element in the text. CTRL+L Display the Hyperlink dialog box, which allows you to insert or change a hyperlink in the text. BIDIRECTIONAL LAYOUT CTRL+LEFT SHIFT Sets the message area for left-to-right typing and editing. This is the orientation for most Western languages. CTRL+RIGHT SHIFT Sets the message area for right-to-left typing and editing. This is the orientation for languages such as Arabic and Hebrew. When you press CTRL+RIGHT SHIFT, the scroll bar will move to the left edge of the message window. TEXT FORMATTING CTRL+B Toggle bold formatting. CTRL+I Toggle italic formatting. CTRL+U Toggle underlining. CTRL+T Increase the paragraph indent. This shortcut doesn t work if you have the S/MIME Control installed. CTRL+SHIFT+T Decrease the paragraph indent. This shortcut doesn t work if you have the S/MIME Control installed. PAGE 16

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