Exchange Self-Paced Training Guide Howard County Public Schools Technology Department Document ID No: MAIL02 Revision Date: 03/11/2013 =Warning =Timesaver =Note Access Exchange 1. Launch an Internet browser. For training purposes, please launch FireFox or Internet Explorer. 2. In the browser s Address Bar, enter https://mail.hcpss.org 3. Bookmark the website (if this is your own computer). 4. Click the Additional Support link in the lower right corner of the login page. 5. Bookmark the website (if this is your own computer). This webpage contains additional Exchange resources. 6. Click Resources Help and Tutorials. Note the Contact List Conversion Tool for copying your CLC mail lists into Exchange in the Getting Started section. 7. Click Sign in to return to the Exchange login. 8. On the log in page in the Security section, select the appropriate option for the computer you are using for this training. 9. Verify the Use the light version of Outlook Web App is not selected. 10. Enter your computer credentials in the User Name and Password fields. 11. Click Sign in. NOTE: The light version of Outlook Web App can be used for tablets, mobile devices and older web browsers. Options Create an Email Signature 1. Click Options in the top-right corner of the window. 2. Select See All Options. 3. Click Settings. 4. Verify the Mail folder is selected. 5. Create your email signature in the E-Mail Signature section. Include at a minimum, name, position and location. NOTE: Click the Automatically include my signature on messages I send checkbox if you want your signature to appear automatically in all new email messages. NOTE: Creating an Email Signature must be done using Internet Explorer or FireFox. http://intranet.hcpss.org/it/documentation Page 1 of 6
Display Bcc 1. Click the Always show Bcc checkbox to display the Bcc line to all new messages. 2. Click Save. 3. Click Mail in the upper left corner to exit options. Mail Check Personal Storage Space 1. Hover over your name in the Navigation Pane. 2. Note current storage space utilized. Verify Messages Copied from CLC 1. Click the Inbox folder in the Navigation Pane. Unread messages will appear in bold with a closed envelope icon and messages that have been read will appear with an opened envelope icon in the List View. 2. Verify messages from CLC are in your Inbox. Adjust Reading Pane 1. The Reading Pane allows you read items in your mailbox without opening them. From the toolbar, click View to change the location of the Reading Pane. 2. From the Reading Pane, select a position you prefer (Right, Bottom, Off). Create and Send a New Message 1. Click the Mail folder in the Navigation Pane. 2. From the toolbar, click New to create a new message. 3. In the To field, enter an email address of your email buddy in the training session with you. If a name does not immediately display, click the Check names appropriate name. NOTE: Click the To link to use the Address Book. 4. In the Subject: field, enter a subject for the message. icon to select the 5. Type your message in the body area. Exchange does not have a built-in spell check tool. Your browser spell check will indicate any possible misspelled words with a red underline. 6. Click Send. http://intranet.hcpss.org/it/documentation Page 2 of 6
Open a Message 1. Click the Inbox folder in the Navigation Pane. Unread messages will appear in bold with a closed envelope icon and messages that have been read will appear with an opened envelope icon in the List View. 2. Locate the message sent from your email buddy. 3. Click the message to display the message in the Reading Pane. NOTE: Double-click the message to open in a separate window. Reply to a Message 1. Click the Reply button and type a reply to your email buddy s message. 2. Click the Send button. Use Conversation View By default, Outlook Web App uses Conversation view in all e-mail folders whenever the Reading Pane is turned on. Conversation groups all messages with the same subject together into one item. 1. Click the Inbox folder. 2. In the List View, select the email from your email buddy. All messages relating to this email will be displayed in the Reading Pane. 3. In the Reading Pane, click the arrow next to a message to expand the message. 4. Click the arrow again to collapse this message. 5. From the View menu, select Use Conversation to turn Conversation view off. NOTE: If you prefer using Conversation view, select Use Conversation again to turn this feature on. View Sent Items folder 1. Click the Sent Items folder in the Navigation Pane. 2. View messages you have sent in this folder. Delete a Message 1. Click the Inbox folder. 2. Select the message from your email buddy. 3. From the toolbar, click Delete or press <Delete> on the keyboard. http://intranet.hcpss.org/it/documentation Page 3 of 6
View Deleted Items folder 1. Click the Deleted Items folder in the Navigation Pane. 2. View messages you have deleted in this folder. NOTE: You can drag and drop items from your Deleted Items folder back to any folder, e.g. Inbox. 3. From the toolbar, click Empty to delete all emails in this folder or select individual items and delete using the directions above. NOTE: Items in your Deleted Items folder counts against your Exchange storage space. Print a Message 1. Click the Inbox folder. 2. Double-click a message to open it in its own window. 3. Click the Printable View icon. NOTE: Do not actually print this message. Open a Message with an Attachment 1. Open the new message from Jenny Elam with the subject line Exchange Training. Messages with an attachment will include a paper clip icon. You have the option to open an attachment using the appropriate application or save the attachment. You can also use Open as Web Page to view the attachment immediately. 2. Click one of the attached documents located in the message heading information and save the file to your desktop. 3. Repeat the process with the other attached document. 4. Click the Mail icon in the Navigation Pane to return to your Inbox. NOTE: The attachments include an Exchange Quick Reference Guide and this Self-Paced Training Guide. Mailbox Management Create a Folder 1. Right-click (Windows) or Control-click (Mac) any folder in the Navigation Pane, e.g. Inbox. 2. Select New Folder from the menu. 3. Enter a name for this new folder. 4. Press Enter (Windows) or Return (Mac) on your keyboard to save your changes. Move a Message to a Folder 1. Select a message from your Inbox to move. 2. Drag and drop this message into your new folder. 3. Drag and drop this message back into your Inbox. http://intranet.hcpss.org/it/documentation Page 4 of 6
Delete a Folder 1. Right-click (Windows) or Control-click (Mac) the new folder you created. 2. Select Delete from the menu. 3. Click Yes to confirm. Contacts NOTE: Any content stored in a folder you delete will be moved to the Deleted Items folder. View Your Contacts 1. Click the Contacts button in the Navigation Pane. 2. Verify your contacts from CLC transferred correctly. Create a Contact 1. Click the Contacts button in the Navigation Pane. 2. From the toolbar, click New. 3. In the new contact window, type the information you want to include for the contact. 4. Click Save and Close. Create a Mail Group 1. Click the Contacts button in the Navigation Pane. 2. From the toolbar, click the down-down arrow next to New. 3. Click Group. 4. In the Group Name field enter a name. 5. In the Members field, enter email addresses for all recipients to be included in this group email. 6. In the Notes field, enter any appropriate notes. 7. Click Save and Close. NOTE: Mail Lists from CLC will not be migrated to Exchange but you can use Contact List Conversion Tool for copying your CLC mail lists into Exchange. Refer to the Getting Started section on the Resources Help and Tutorials website. http://intranet.hcpss.org/it/documentation Page 5 of 6
Calendar NOTE: Skip to the next section if you do not use your calendar View your Calendar 1. Click the Calendar icon in the Quick Launch Bar at the bottom of the Navigation Pane. NOTE: Click the ellipsis icon Bar in the Navigation Pane. if you wish to expand the Quick Launch 2. Click the different calendar view buttons (Day, Week, Work Week, Month). 3. Verify your events from CLC transferred. Create an Appointment 1. Click the Calendar icon in the Navigation Pane. 2. Double-click on a date and time on your calendar for the appointment. 3. Complete the Subject and Location fields and any additional information in the appointment window. 4. If necessary, adjust the Start time and/or End time of the appointment. 5. Click Save and Close. Notice this new appointment appears on your calendar. Create a Meeting Request NOTE: Skip to the next section if you do not invite members to meetings 1. Click the Calendar icon in your Navigation Pane. 2. From the toolbar, click the drop-down arrow next to New. 3. Select Meeting Request. 4. Complete the Subject and Location fields and any additional information in the appointment window. 5. If necessary, adjust the Start time and/or End time of the appointment. 6. Click the To: field and invite your email buddy to this meeting. This process is the same as addressing an email message. 7. Click the Scheduling Assistant tab. 8. Click a time that best meets the needs of the recipients (your email buddy ) in the Suggested Times section. 9. Click the Request a response to this invitation checkbox to get a confirmation email from your email buddy. 10. Click Send. Sign out 1. Click the sign out button in upper right of the screen. 2. Click Back to Login to return to Exchange. http://intranet.hcpss.org/it/documentation Page 6 of 6