Using Outlook Web Access (OWA) 1. Open up your web browser. This can any web browser (Internet Explorer, Firefox, Google Chrome, Safari ) on any Operating System (Windows, Mac) 2. Type in the address bar: https://mail.carersvictoria.org.au/exchange and hit the enter key. 3. You will be presented with the following screen below. If this doesn t work, check your Internet connection. NOTE : Premium Client should always be chosen. Basic Client should only be chosen if you are using a very slow Internet connection. When accessing OWA either from home or a work laptop (outside the office) choose Private Computer security. Otherwise if in a Public location, choose Public or Shared Computer. 4. In the first text box you must type in cvic\ and then your username at Carers Victoria. For example If your name is John Smith, your Domain\Username would be cvic\johns 5. Type in the password that you use to logon to your work machine at Carers Victoria and click logon. Passwords are always case sensitive. I:\Documentation\Remote Access VPN_TS\OWA\Using Outlook Web Access.doc 1
By default only the latest 25 items will be shown out of each area (Inbox, Sent Items etc). This is to make sure the loading time is very quick. Navigating to the next 25 emails (or older) requires you to move backwards and forwards through your emails, as shown above in the top right hand corner. 6. You can now use OWA to send and receive emails, access Contacts, Calendars, and Public Folders as you would if you were in the office. 7. When you have finished your session, in the top right hand corner select Log Off and you get the screen below. I:\Documentation\Remote Access VPN_TS\OWA\Using Outlook Web Access.doc 2
NOTE : Staff MUST ensure that they Log Off their OWA session once they have finished using email. I:\Documentation\Remote Access VPN_TS\OWA\Using Outlook Web Access.doc 3
How do I view more than 25 emails at a time on the screen I. To show more than 25 items click Options as shown below. II. III. In Messaging Options use the dropdown to select desired amount of email items then click Save and Close just underneath the Options header. Aside from changing the screen to view more than 25 emails on the 1 page, Options has several other features. Some of these include : Set up an Out of Office Message. Set up a signature. Recover Deleted Emails. (NOTE : This depends on when the email was deleted, as to whether this is able to be retrieved using this feature). I:\Documentation\Remote Access VPN_TS\OWA\Using Outlook Web Access.doc 4
Emails Inbox and Sent Items I. Your Inbox will look exactly the same as if you were in the office using Microsoft Outlook. If you have subfolders within your email, they will also come across, and you can open this up by clicking on the plus sign beside your Inbox and choosing the folder. II. III. As above, you can choose how emails are to be displayed. If you click on the down arrow beside Inbox (Messages) you will get several options. For example you can choose Two-Line View (displays email information on 2 lines), Messages vie (as above), only view Unread Messages, etc. When you want to start a new email, choose New. I:\Documentation\Remote Access VPN_TS\OWA\Using Outlook Web Access.doc 5
IV. You will get the following screen and you can type your email and insert attachments by clicking Attachments: and inserting the attachment you want. V. When you are finished, click Send. VI. VII. Sent Items operate in the same way so you can check what emails you have sent. Signatures are not set up by default. If you wish to set up a signature, this can be done from the Options tab, which will be covered later. I:\Documentation\Remote Access VPN_TS\OWA\Using Outlook Web Access.doc 6
Calendars, Reminders and Contacts I. Calendars view just as they would in the office. The default is to see the current page. You can change this by choosing the 1, 7, or 31 option. II. NOTE : Be careful when choosing 31 where you know you have a lot of calendar entries. Choosing to show 31 days of calendar entries will slow up the connection if there are many entries, and may not show properly as a result. III. To start a new Calendar entry, choose New as per above and this will take you through setting up a new Calendar entry. I:\Documentation\Remote Access VPN_TS\OWA\Using Outlook Web Access.doc 7
IV. Calendar Reminders of upcoming appointments also come across when you use OWA, as shown above. V. Contacts within email can be viewed, and new Contacts added, again like you would normally do when using Microsoft Outlook from the office. I:\Documentation\Remote Access VPN_TS\OWA\Using Outlook Web Access.doc 8
Public Folders I. OWA allows you to view Public Folders also. You go to this by choosing Public Folders from the main screen as per below. II. III. This opens up Public Folders on a new screen as per below, and allows you to access all the things you would normally access. NOTE : Previously it was mentioned for Calendars being slow to open (if they open at all) when a large Calendar is chosen. A prime example of not choosing to view even a 7 day Calendar entry is in in the Respite Connection Calendar. I:\Documentation\Remote Access VPN_TS\OWA\Using Outlook Web Access.doc 9
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Troubleshooting I. Generally speaking, OWA has been set up to look and operate like Microsoft Outlook, so as to ensure that if you are a regular user of Microsoft Outlook, you should not encounter any issues when using the OWA feature. II. Staff who encounter issues should view this section first for resolutions prior to contacting the IT Department. Problem: The address does not open up when I type it into my web browser. Solution: Check your Internet connection by trying another website, especially if you are using a wireless USB adapter, which can suffer from Internet connection dropouts. Problem: My username and password aren t working. Solution: Check the following : a) You are using the right procedure in putting in your Username ( ie, John Smith being cvic\johns). b) Make sure the slash is the right way in putting in your Username. c) Make sure Caps Lock is not on if you have a case sensitive password. d) Have you been able to access OWA before? If not, have you you re your Line Manager) received an email from us advising that you have been successfully set up? III. If you are still experiencing issues logging on, please contact the IT Department I:\Documentation\Remote Access VPN_TS\OWA\Using Outlook Web Access.doc 11