PolyU Staff Email Service Outlook Web App (OWA) User Guide Version 2.2 Last Update: 23 December 2014 PolyU Staff Email: www.polyu.edu.hk/email ITS HelpCentre Support: www.polyu.edu.hk/hots ITS HelpCentre Support Hotline: 2766 5900
Table of Contents A. PolyU Staff Email Service... 2 To Login... 3 To Logout... 4 B. Email Messaging... 5 To Compose and Send Email... 5 To Add Attachment... 6 To Reply, Reply All and Forward... 7 C. Viewing and Searching Messages... 8 To View Mail Notifications... 8 Sorting and Grouped by Conversation... 8 Searching... 8 D. Managing your Mailbox... 9 Inbox Rules... 9 Automatic Replies... 11 Email Signature... 12 E. Handling with Calendar... 13 To Make New Event... 13 Scheduling Assistant... 16 To Share Calendar... 17 F. Settings... 19 Language, Date Format, Time Format and Time Zone... 19 To Reply Reading Receipt... 20 Reading Pane Position... 21 Theme... 22 To Remote Wipe your Mobile Device... 23 G. Downloading Office ProPlus and Other Software... 24 H. Office ProPlus Installation... 25 Windows OS... 25 MAC OS... 28 * The following illustrations are based on Internet Explorer 10 and Windows 8. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 1/32
A. PolyU Staff Email Service With PolyU Staff Email, you can your computer via Web or your mobile device. As a PolyU Staff, you can use this free email service to communicate with your colleagues, students and friends. This email includes the popular Office features online and allows you to better prepare coursework, collaborate with fellow instructors, and share curriculum and calendars. The highlighted features include, Access to your email via the Web browsers - Internet Explorer 8, Chrome, Safari and Firefox. Support for Outlook client 2007 / 2010 / 2013 Access to your own address book or one that you create, as well the ability to create new distribution lists Viewing the real-time availability of your contacts and make chatting with them online Calendar sharing and contact availability views for scheduling meetings Access to your email from your mobile device when you re not online using a computer Email and calendars Web conferencing Office Web Apps Large Cloud Based Online Storage SharePoint Team Site *Office 365 ProPlus Software Licenses Cloud-based email and calendars powered by Microsoft Exchange Online. 50 GB storage per user 25 MB per mail Rich online meetings with audio and video, desktop sharing, and virtual whiteboard. Excellent for distance learning; and Borderless connection / chatting with your peers Create and edit Microsoft Word, Excel, PowerPoint, and OneNote documents using your favorite web browser. Store and share files and documents with colleagues/peers over the cloud based online storage, OneDrive for Business. 1 TB online storage Create and manage custom team-focused and project-focused sites for collaboration easily. Install the latest Office version of the following apps: Windows: Word, Excel, PowerPoint, Outlook, Lync, OneNote, Access, Publisher, InfoPath Mac OS: Word, Excel, PowerPoint, Outlook (see Downloading Office ProPlus and Other Software) Note: *Once you are no longer a PolyU staff, this feature will be removed after 5 calendar days. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 2/32
To Login 1. Go to www.polyu.edu.hk/email and click Staff Email Login 2. Enter your NetID (without @polyu.edu.hk ) and NetPassword and then click Sign in 3. Your mailbox will be shown then PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 3/32
To Logout 1. Click your name on the top menu and then click Sign out PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 4/32
B. Email Messaging To Compose and Send Email 1. After logging in (see To Login), your mailbox is shown. Click new mail to compose a new message. 2. Enter the following information Field Names To or Cc Subject (Message) Type of Information Email address of recipients Subject of the Email message Email message content 3. Click Send to send 3 2 PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 5/32
To Add Attachment When composing email, you could adding attachments by a. Browsing a file and then insert b. Drag-and-Drop a. Browsing a file and then insert 1. Click the paper clip INSERT > attachment to attach a file 2. Browse the file and click Open 3. The file is attached. You may attach multiple files. b. Drag-and-Drop 1. Drag a file from desktop or file explorer and drop it INSIDE the message content. From desktop or file explorer PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 6/32
To Reply, Reply All and Forward 1. Select an email from Inbox and click it. The email content will be shown in the reading pane. Note: The reading pane may appear to the right, at the bottom of the emails, or be invisible. (see Theme) 2. Click REPLY, REPLY ALL or FORWARD, the email message which filled with corresponding email addresses in To and Cc, shown in the reading pane, will then be ready for composing. Note: when replying to an email, the corresponding previous email content will be appended under your new message; however no attachments will be included. Attachment can be included by clicking FORWARD. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 7/32
C. Viewing and Searching Messages To View Mail Notifications When a new message is received, a New mail notifications view immediately. will be shown. You could click it to Sorting and Grouped by Conversation Click CONVERSATIONS BY DATE to change your sorting and grouping preference. Searching Enter the word (e.g. test) and click to search. To edit your search result PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 8/32
D. Managing your Mailbox Inbox Rules 1. Click Settings at the top right corner and then Options 2. Click organize email. Under inbox rules, click arrow. 3. You could click some preset rule as listed shown as follows to manage your email a. Create a new rule for arriving messages b. Move messages from someone to a folder c. Move messages with specific words in the subject to a folder d. Move messages sent to a group to a folder e. Delete messages with specific words in the subject In this guide, we will show you how to create a rule that automatically move an email message with a word Advertisement in the subject line to a folder called IGNORE. 4. Click New arrow and Move messages with specific words in the subject to a folder under Inbox Rules. A new inbox rule window will be popped up then. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 9/32
5. Enter a name for the rule from the new inbox rule window e.g. Move email subject "Advertisement" to folder "IGNORE 5 6 7 8 6. Click Enter words to include any words that will trigger the rule i. Enter Advertisement in the specify words or phrases window ii. Click the + sign You may add multiple words for one rule. iii. Click ok 7. Click Select one from the new inbox rule window i. Select a folder. In this case, we select a new folder named IGNORE under Inbox. ii. Click ok 8. Click save from the new inbox rule window 9. The rule is then added to the list. Click it to view the detail shown at the right pane. You may create your own rules similarly. Note: To return to your mail box, click Mail at the right top corner. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 10/32
Automatic Replies Your email account could reply an email automatically to sender when an email sent to you within a preset time period. 1. Click Settings > Set automatic replies in the main page of your mailbox. The Automatic Replies section will be shown then. 2 Click this 3 Check this and select time period 4 Enter the message you would like to send to each sender inside your organization 5 If you want to send an auto reply to sender who outside your organization, select this. You can choose to send auto reply to sender who are in your contact list only (to avoid reply to SPAM or anonymous) or to all senders outside your organization. 6 Click this and the rule will be effective during the specific period. Note: To return to your mail box, click Mail at the right top corner. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 11/32
Email Signature 1. Click Settings at the top right corner and then Options 2. Click settings on the left panel and then mail on the right top pane 3 2 4 3. Under the email signature, enter your email signature. Your signature can be in HTML format, containing multiple lines and hyperlinks. 4. By default, your signature will only be applied when composing email. To add your signature when replying or forwarding, you could check Automatically include my signature on messages I send. 5. Click Save Note: To return to your mail box, click Mail at the right top corner. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 12/32
E. Handling with Calendar To Make New Event An event can be an appointment, a meeting, or an all-day event. You could mark down your event with event name, location, attendees, date, time, duration, etc. Email will be automatically sent to the attendees and the event will be marked automatically in your recipients calendar if their email system supported. 1. Click Calendar view and then click new event to add an appointment. Click day / work week / week / month to change your calendar view The event interface will be shown as below. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 13/32
2 Enter event name and location 3 Enter recipients email 0 4 Select date, time and duration 5 7 In the Show as list, select how your and your recipients schedule to appear for the duration of the meeting such as Busy and Free. Click this, if your event occurs regularly. You could set your preference as shown below. 6 Select this to set reminder about the event. This also reminds all recipients if they have reminders enabled on their calendars. 9 Click SEND. The event is then sent to attendee(s), and added to your schedule. 8 Type a message to accompany your event in the message text area PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 14/32
Each person who receives your meeting request could accept, accept it tentatively or decline. At Recipient s Side The email of the meeting request at recipient s side is shown as follow. Recipient could choose from the option ACCECPT, TENTATIVE or DECLINE. The event will then be added to the recipient s calendar. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 15/32
Scheduling Assistant The availabilities of your friends could be checked by using Schedule Assistant when you organizing your event. Similar to making new event (see To Make New Event), click Calendar view > new event and set the detail of your event such as the start date and time, and duration before using Schedule Assistant. Note: The availabilities of your colleagues/friends can be checked only when they are using PolyU Staff Email. 1. Click SCHEDULING ASSISTANT 2. Under Attendees, enter the name or email address of the people you want to send. If there is no suggestion, you may click Use this address: <email address> or click Search Contacts & Directory to search. You may add more than one Attendees. 3. The availability of each attendees are displayed on the date and time of your event. To change the date and time, you could click on the grid directly. 4. After verifying availability, click the OK at the left top corner to edit your event continuously (see To Make New Event). PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 16/32
To Share Calendar You could share your calendar. 1. Click Calendar view 2. Select a calendar which you want to share, if there is more than one calendar. 3. Click SHARE OR right click on the calendar and select share calendar 4. Under Share with, enter the name or email address of the people you want to share your calendar. If there is no suggestion, you may click Use this address: <email address> or click Search Contacts & Directory to search. You may add more than one recipients. 5. You could edit permission of each recipient 6. Click SEND at the left top corner PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 17/32
At Recipient s Side 1. The email of the sharing invitation at recipient s side is shown as follow. Recipient could add the calendar by clicking ADD CALENDAR and may share his/her own calendar by clicking SHARE MY CALENDAR BACK. F 2. The calendar and its event is shown in different color. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 18/32
F. Settings Language, Date Format, Time Format and Time Zone There are more than 100 different regional languages to be chosen. While changing the setting, both time and date format will be changed accordingly. 1. Click Settings at the top right corner and then Options 2. Click settings on the left panel and then regional on the right top panel 3. Select your Language, Date format, Time format and Current time zone Note: After you save your language preference, the interface language of Outlook will be changed too. Before the changes After the changes Note: To return to your mail box, click Mail at the right top corner. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 19/32
To Reply Reading Receipt If you, a sender, want to check whether an email is read, you could send a read receipt request along with the email. There are some options for replying the reading request. 1. Click Settings at the top right corner and then Options 2. Click settings on the left panel 3. Under the read receipts group, you could decide how to response to the requests of reading receipts. Ask me before sending a response (DEFAULT) A message will appear on the top of your message. You will be notified and optionally send back the receipts. Always send a response You will always send the receipt to the email sender by opening the message. Notice that you will not be alerted and there is no receipts store inside the Sent items folder Never send a response You will never send the receipt to the email sender no matter you opened the message or not. There will not be any messages showing the sender is requesting a read receipts. Note: To return to your mail box, click Mail at the right top corner. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 20/32
Reading Pane Position 1. Click Settings at the top right corner and then Display settings 2. Select reading pane 3. Select the reading pane layout under Layout o Show reading pane on the right o Show reading pane at bottom o Hide reading pane 4. Optionally, you may click Apply to all folders to apply the changes to all folders 5. Select OK at the left top corner PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 21/32
Theme 1. Click Settings at the top right corner and then Change theme 2. Select a theme you prefer 3. Select OK at the left top corner For example, we could change the default blue theme to another one. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 22/32
To Remote Wipe your Mobile Device If your mobile device, i.e. mobile phone and tablet, is lost, you could wipe it to clean all user information. Note: Your mobile device should be synchronized with your Staff Email account. IMPORTANT: This procedure will CLEAR ALL DATA on the mobile device, including installed applications, photos, and personal information. 1. Click Settings at the top right corner and then Mobile devices 2. Under mobile devices, you could see the mobile devices list which are synchronizing with your mailbox. 3. Click the device which you are going to wipe 4. Click to wipe PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 23/32
G. Downloading Office ProPlus and Other Software 1. After logging in (see To Login), your mailbox is shown. 2. Click settings icon at the top right corner and then select Office 365 settings in the menu 3. Click Software on the left 4. Click Install to download the latest version of Office listed. Optionally, you may select different Language and Version. After installation, the computer information and the Remaining installs available will be listed. Remarks: If the installed license is no longer used, please remember to deactivate the particular record by clicking Deactivate. 5. To install other softwares, such as Lync, click the option shown on the left panel to download and install. Remarks: the listed items are vary depending on the operation system using. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 24/32
H. Office ProPlus Installation Windows OS 1. After downloading the application file, doubleclick on it. 2. If the following User Account Control dialog is shown, click Yes to continue. (Wait for a moment.) (To view the installing status, you may click the Office icon at the right-bottom corner on your desktop) 3. Click Next PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 25/32
4. Click No thanks, and then click Accept. 5. Click Sign in, then you could save and open your documents from your OneDrive for Business early in the further. 6. Enter your Staff Email <NetID>@polyu.edu.hk 7. Click Next 8. Click Organization account, if this screen is shown. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 26/32
9. Enter your NetPassword and then click Sign in 10. Click Next 11. If this screen is show, click Next. Optionally, you may change your favorite Office look. 12. Click No, thanks. You may click Take a look. 13. Click All done! The installation is finished. PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 27/32
MAC OS If you have installed Office on your Mac OS already, it is recommended to remove it completely and then install the one downloaded from your Staff Email. Please have a look to the following link as reference. To remove Office for Mac 2011 (including the license file) completely, please refer to http://support.microsoft.com/kb/2398768 To install the latest Office for Mac, you may also view the video http://office.microsoft.com/en-us/videos/video-install-the-latest-office-for-mac-from-office-365-forbusiness-va104235799.aspx?ctt=5&origin=ha102822111 1. After downloading the application file MicrosoftOffice2011.dmg, double-click on it. Note: Please make sure the file is downloaded completely. The file size is 967MB (or 1.01GB when the file shown as detail view). 2. Click the Office Installer 3. Click Continue on the Introduction tag page PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 28/32
4. Click Continue on the License tag page 5. Click Agree, after reading the license. 6. Click Install. Optionally, you may change the install location by clicking Change Install Location and select the corresponding location. 7. Enter the Name and Password of the administration account of your Mac machine 8. Click Install Software PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 29/32
(Wait for a while) 9. Click Close 10. Click Sign in to an existing Office 365 subscription Note: This screen will not be shown if the previous license and subscription is not removed. Please remove them. Details please refer to http://support.microsoft.com/kb/2398768 11. Enter your Staff Email <NetID>@polyu.edu.hk 12. Click Next PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 30/32
13. Click Organizational account, if this screen is shown. 14. Enter your NetPassword and then click Sign In 15. Select your choices and then click Continue. The installation and subscription setting is finished. 16. Click Done PolyU Staff Email Service - Outlook Web App (OWA) - User Guide V2.2 31/32
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