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1 YOUR ncocc-k12.org
2 NCOCC Last Update January 2006 CLC 2
3 The features of Microsoft Outlook Web Access are shown at right. Particularly in the blue bars you see what options you have. The horizontal bar shown below is the one seen when you log in and are in the INBOX. NCOCC Last Update January 2006 CLC 3
4 The Vertical Selections, Folders, give you choices other than INBOX. Calendar is your personal calendar Contacts are those you enter Deleted items must be emptied Drafts not yet sent s Inbox new s and stored s Journal can be used just as that, a journal, or any record keeping Junk s a place to send junk automatically (set up in Options) Notes a great place to keep notes like post-its Outbox being sent Sent items view of s sent Tasks a to do place Notice some of these are repeated in the blue bars. In addition we have: Public Folders this will be set up by district admin Rules rules you want to apply to incoming (this could send directly to a folder) Options choices to personal your Outlook Web Access or OWA Under options we recommend two things be left alone: 1 Out of Office Reply not a recommended thing to use (think of replying to a listserv automatically everyone sees your message) 2 Security this is not set to be used please do not click on this NCOCC Last Update January 2006 CLC 4
5 INBOX New Message To send a message click on New while in the INBOX or go to the dropdown and select New Message To: The intended recipient CC: Others you want to see your BCC: Others you want to receive the message but you do not want to reveal their address **You can type just the start of a lastname and click Check Names and it will autofill or give you options of multiples. Attachments: Used for attaching files such as a Word Document, a PowerPoint or a picture You can click on the word attachments or the paperclip in the toolbar 1 Browse to find file, click on file and then click OPEN it will return you to this screen 2 Click on Attach Wait, it may take several seconds for the file to appear in the Current files attached 3 Click on Close and you will see the attached file beside the word attachment NCOCC Last Update January 2006 CLC 5
6 Notice Spell Check is an option Importance: High & Low: Use sparingly and wisely You may edit your text by changing the font, the alignment and size BUT that doesn t guarantee the user receives it that way depending on their setup. Type in the address of the person you area sending an to OR click on TO The default here is Global Address List where you will find all NCOCC users using this service. To find a particular person, type in the start of their last name in the Last Name field. EX: CRO for CRONBAUGH is enough All users starting with CRO will appear and you can click on the selected name. Then click on TO at the bottom of the screen and that person will appear in your TO section of the message. You can continue to select recipients and select TO or CC or BCC. Close the window to return to editing your message. ALWAYS put in a subject for your Always! Avoid, Hi, Hello, Hey there! As these are often used by spammers. NCOCC Last Update January 2006 CLC 6
7 NCOCC Distribution Lists By typing in the name of a district in the display name filed you will get a list of distribution lists for that district. For instance, lex brings up all the Lexington distribution lists while con brings up all the Constellation Schools lists. Company is the district name and brings all users in that district. Title sorts to teachers, administrators, support personnel, tech coordinators, etc. City will actually bring up the city your school is listed under. To see your personal Contacts change Global Address List to Contacts and proceed the same as above. At right we entered Hea for Heartland COG-NCOCC and brought up the NCOCC staff. By clicking on Cheryl s name and then clicking on To: at the bottom of the window, it moves Cheryl to the To: field of the . Close this window when you have finished selecting your recipients. NCOCC Last Update January 2006 CLC 7
8 You can search by just first name, Job Title, City, or other fields. When you have a name selected the user can click on Properties to see a full description, like a business card, and choose Add Contacts to add that person to personal contacts. to Delete An individual may be deleted by highlighting the and clicking on the X at the top of the screen or if you have the open, there will also be an X at the top of that window. To delete your Deleted Items right click on the trash can and select Empty Deleted Items. NCOCC Last Update January 2006 CLC 8
9 CONTACTS Creating new contacts are as simple or detailed as you want to make them. Just remember Save and Close or you will not keep your work. Notice you can attach documents to a contact by clicking on the paper clip just like attaching a document to an . You can add extra addresses and s if needed. This might be a good way to keep track of notes taken by a particular person; Contracts; Pictures; etc. However, it will increase the amount of space being used. Company = District Department = Building When you click on contacts you ll see your entries much like a business card as shown at left. NCOCC Last Update January 2006 CLC 9
10 RULES Rules are for incoming Where so you want it to go? Should others receive it as well? Should a whole team receive it? This will auto file . To get more information on Rules click on HELP. Calendar A calendar will offer you three views, 1 day, 1 week, or 1 month. When you click on new you can set up appointments. This feature allows you to put the actual time span in, the notes about the appointment, attachments needed, recurrence for repeating appointments, and inviting attendees. Be clear & Be concise Give yourself enough information to remember what the appointment is about 2 months down the road. You have two additional tools with an event: Recurrence Invite Attendees Meet once a month on Tuesdays? Instead of typing each occurrence in tell the program to automatically repeat the event for you. NCOCC Last Update January 2006 CLC 10
11 Once an appointment is entered and saved you can reopen it by double clicking on the frame of the appointment. It will open up as it did when it was created. Invite Attendees If you need certain people to attend you can put them in the required or optional field and they will get an plus a tentative appointment will be placed on their calendar. It moves to BUSY once the response is made to confirm. Resources refer to people who may be resources. Public Folders This view opens in a new window and is filled with calendars and folders deemed important to all staff in your district. Only the Administrator can edit the calendar but you ll be able to view important, upcoming events. You could em ail the admin to add your own facts. NCOCC Last Update January 2006 CLC 11
12 OPTIONS Out of Office Assistant This seems logical but is replicated on a list serve. Default is in the office and what we suggest using. Messaging Options: Make selections to please yourself. You may want to add a signature to your s check the box shown with the arrow at left. It will bring up a screen that will let you design your signature file. See shot below. Notice you can select almost all the formatting choices available in other Microsoft products. Keep it simple and not offensive. What is funny to you may not be to your boss or a parent and it is an automatic feature. You may want to consider putting in a line above your name by using repeating **** or other symbol to make your name stand out from the message. NCOCC Last Update January 2006 CLC 12
13 Reading Pane Options The default choice is the recommended choice - as items are read the Bold font goes away distinguishing read s from unread ones. Spelling Options You know your typing weaknesses and strengths. Make your selections appropriately. A math or tech teacher may want to ignore word with numbers where an English teacher would not. Chronic mis-spellers will want to select, Always check before sending. Security this is not used in our setup at NCOCC Privacy/Junk Allows you to tell OWA what s you KNOW are junk and ones you KNOW you want to come through. Click on Manage Junk Lists Notice you can choose the category and then add the s address that fits. Appearance permits you to change the basic overall color scheme Date and Time Preference Choice NCOCC Last Update January 2006 CLC 13
14 Calendar Options Set to default to your personal preferences. Reminder Options Again this is a personal preference The default choices are all good. (Default reminder can be changed on individual appointments.) Contact Options As you develop your contact list you may want to change the default to Contacts over Global. Global will eventually have all of PCTC and possibly all of NCOCC membership. Recover Deleted Items A rarely needed feature but helpful when needed. You can bring back your most recent deleted files to recover a particular . Remember to Save and Close to keep the changes you have made. Simply selecting Close will NOT save changes. NCOCC Last Update January 2006 CLC 14
15 Create a personal distribution list If you regularly send messages to a group of people, you can create a distribution list to simplify addressing messages and meeting requests. After a distribution list is created, you can send a message or meeting request to multiple recipients at the same time. Distribution lists can include anyone with a valid address. 1. On the main toolbar, click the arrow next to New, and then click Distribution List. 2. In the new distribution list window, in the List Name text box, type the name of your new distribution list. 3. To add a member of your organization to your distribution list, click Find Names. Use the Find Names dialog box to locate the person in your organization's global address list or your contacts, and then click Add recipient to...distribution List. Repeat this step for each person you want to add. Note: You can also type the addresses or aliases for the people you want to add in the Add to Distribution List text box. 4. To add a personal contact or person outside of your organization to your distribution list, type the contact's name or the person's address in the Add to Distribution List text box, and then click Add. Repeat this step for each person you want to add. Tip: To delete the distribution list from your address book in the new distribution list window, click Delete on the toolbar. IMPORTANT: You CANNOT select your distribution list from your contacts list with an open . Instead, to send a message to all the members of the distribution list, go to contacts, open the distribution list and click Send mail to list. NCOCC Last Update January 2006 CLC 15
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