Outlook Web App The Outlook Web App is recommended for anyone who does not have their own dedicated computer. Tech Service employees who share and use many computers should check their e-mail with the Web App rather than using the Microsoft Outlook program. Logging In The Outlook Web Application can be found at http://webmail.ums.psu.edu You may want to add this link to your favorites. (There is also a link on OPP s intranet page marked UMS Outlook Web App ) When entering your user name, you MUST include courses\ before your ID. See the example to the right if your user name is abc123, you would type courses\abc123 Enter your password (same as your Physical Plant login) You will usually want to select This is a public or shared computer UNLESS you are the only person that uses that computer. Click Sign in when ready TSS 11/29/11 Page 1 of 9
Deleting e-mail: To delete an e-mail, just click on the message, and then click Delete, or hit the Delete button on your keyboard. You can select multiple messages by checking the box next to the messages, or to select a range, click the first message, hold SHIFT, then click the last message. Replying and forwarding: If you want to reply to the sender, click the Reply button. If you want to reply to everyone who got the message, click Reply All If you want to pass the message along to someone else, click the Forward button. Writing e-mail: To write a new message, click New Your folders: including sent items, trash, calendar, etc. Your e-mail is shown in this column. New e-mail will appear in bold (like sample three above). To view an e-mail, just click on it (I have clicked on sample one ). You can view messages in a separate window by double-clicking. This is the preview pane. When you click on a message, it will appear here. This e-mail is sample one from the list on the left. TSS 11/29/11 Page 2 of 9
Outlook Web App Writing E-mail When you start a new message, or if you reply to or forward a message, a new window will open for you to compose your e-mail. To add recipients to your message, click on the To button to open the address book (See next page) When you are finished with your message, click on Send If you re writing an e-mail to someone who you ve e-mailed before, you may be able to skip the address book and just start typing their name. Here I have typed wea and Amy s name popped up right away. Just hit enter to add her name to the list. TSS 11/29/11 Page 3 of 9
Outlook Web App Address Book / Writing E-mail If you click the To button on a new message, you will open the Address Book. You can search for someone by typing part of their name in the search box. I typed weaver and hit the enter key. I now have a list of everyone with the name Weaver. I can choose which one I want by clicking on the name (Amy Weaver) and then click on the To -> button to add her to the list of people to receive this message. Her name will appear in the box. You can follow the steps again to search for another name if you want to add more people to the list. When you re finished, click the OK button. TSS 11/29/11 Page 4 of 9
Amy s name now appears in the To box When you are finished with your message, click on Send TSS 11/29/11 Page 5 of 9
Outlook Web App Appointments You may receive appointments for meetings or other events in your e-mail. These messages will show up with a calendar icon instead of the usual envelope. When someone sends you an appointment, they are expecting a response so they will know if you will be attending the event. Click on the appointment to view the details. This example is a party for June 21, 2011 from 12 PM to 3:30 PM. You have three options to respond to the message. Click the green check mark to accept the appointment and tell the sender that you will attend. Click the purple question mark to make the appointment tentative if you are not sure if you will be able to attend. Click the red X to decline the appointment and tell the sender that you can not attend. TSS 11/29/11 Page 6 of 9
When you click a response, you will get 3 options: If you accepted the appointment, you can click on Calendar from the left panel, and you will see the appointment appear. Just click on Send the response now to inform the sender if you will be there or not. Click on Edit the response if you want to add a personal note to the sender. TSS 11/29/11 Page 7 of 9
To help keep your e-mails organized, you can create folders to group your messages together. You can create folders anywhere, including the inbox or the drafts folder. Outlook Web App Managing Folders To create a new folder, right-click on the area you want to add the folder. (For example: Inbox, Drafts, Cabinet). Then click on Create New Folder Then type a name for your new folder and hit enter TSS 11/29/11 Page 8 of 9
To put e-mail in the new folder, click and drag the message to the folder. Another way to move messages is to select the message and then click Move, then click Move to Folder In the pop-up, select the folder you want to move the message to. You may need to click the icon to view folders within folders. Click Move when finished. You can select multiple messages by checking the box next to the messages, or to select a range, click the first message, hold SHIFT, then click the last message. TSS 11/29/11 Page 9 of 9