Outlook 2010 Web Access Getting Started Outlook 2010 Web Access allows you to access your ESC-20 e-mail wherever you have internet access. You can use the following URL to access your e mail: http://mail.esc20.net Navigation Pane: Organizes your email by folders. Right click a folder to create a new subfolder. E Mail: Click on a message to view it. Allows you to drag and drop your email into folders. Search Field: Allows you to search for E mail messages. Options: Provides access your account settings, rules and junk mail settings. Section Buttons: Provide quick navigation between the various sections of Outlook. Message Pane: Displays the highlighted E mail message. Options The Options button gives you access to many of the features that are found in the Backstage area or the Outlook client. You can manage rules for your mail, out of office replies and add or edit your signature file. 1
Working with E Mail Messages Creating an E mail 1. From the Email Section, click on the New button. 2. Enter the recipient s E mail address or navigate to it in your address book by clicking on the To button. 3. Separate multiple names with semicolons. 4. To attach a file to the E mail, click on the Attach File button. Creating a Signature Creating a personalized signature can save lots of time. Follow the instructions below to create your own signature. 1. Click on the Options button. 2. Click on Settings on the left side of the screen. 3. Click on the E mail tab. 4. Type your signature information in the text box. Use the toolbars to customize your signature file. 5. Check Automatically include my signature on message I send, if you would like your signature automatically added to your messages. 6. Click on the Save button at the bottom of the screen when finished. 7. Click on the My Mail button to return to your inbox. 2
Introducing the Conversation View Conversation view groups e mails based on the subject line. This new feature allows you to avoid jumping back and forth between messages in a series. Click the arrow to expand or collapse a conversation group. Unread messages will be bold. Click Collapse All or Expand All to expand or collapse the messages in a conversation. Click on the arrow to expand or collapse the message. Messages will display your last action. Click on the expand icon to open the message in a new window. 3
Ignoring Conversations You can ignore conversations that either do not pertain to you or no longer have relevance. Be careful as the ignore function deletes all messages in the conversation as well as future messages in the conversation. 1. Right click on the conversation you would like to ignore. 2. Select Ignore Conversation from the menu that opens. 3. A warning message will display letting you know that this conversation will be deleted, along with any future messages that are part of the conversation. Click the OK button to continue. 4
Organize Your E Mail Creating Categories and Flagging Messages To flag an e mail message: Right click to set a category for your message. 1. Right click on the flag to the right of the e mail message. 2. Select the desired flag setting from the menu that opens. Right click to flag the message. To set a category for you message: 1. Right click on the category indicator to the right of the message. 2. Select the desired category from the menu that opens. Select Manage Categories to edit or add categories. Note: You can also add categories and flags to messages from the message window. Creating a Folder 1. Right click on the e mail folder where you want to create the new folder. 2. Select Create New Folder from the menu that opens. 3. Type the name for your folder and hit the Enter key on your keyboard. Moving E mail to a Folder 1. Click on the e mail message you would like to move and drag it to the desired folder. OR 1. Click on the e mail message. 2. Click on the Move drop down and select the appropriate destination folder or action. 5
Creating and Applying Rules to E Mail Rules allow you to automatically move message to a specific folder when received or to provide a response when you are out of the office. Inbox Rules 1. Click on the Options button. 2. Select Organize E mail on the left side of the screen. 3. Click on the Inbox Rules tab. 4. Click on the New button. 5. Select the When the message arrives, and: categroy that best suits your rule (i.e. messages from a certain user or with a certain subject). 6. Select the Do the following: action you would like the rule to perform (i.e. move to a specific folder). 7. Click the Save button. Automatic Reply 1. Click on the Options button. 2. Select Organize E mail on the left side of the screen. 3. Click on the Automatic Replies tab. 4. Select Send automatic replies. 5. Specify a reply period if desired. 6. Type a reply for all ESC-20 Senders in the first test box. 7. Select which external senders should receive your reply. 8. Type (or cut and paste) your reply for all non ESC-20 senders in the second text box. 9. Click the Save button. 6
Manage Your Tasks Creating a Task 1. Click on the Tasks section button. 2. Click on the New button. 3. Enter all of the task information in the window that opens. 4. Click on the Save and Close button. 7
Working with Calendars Open a shared calendar or share one of your own. Select a calendar view. Right click to manage your calendars. Reschedule an appointment by dragging it to free calendar space. Double click free space to open a new appointment window. Sharing a Calendar 1. Click on the Calendar section button. 2. Click on the Share button. 3. From the drop down menu, select the calendar you would like to share. 4. In the Sharing Invitation window that opens, enter the email address of the recipient, sharing options and a message if necessary. 5. Click on the Send button. 8
Creating an Appointment 1. Click on the Calendar section button. 2. Click on the New button. 3. Enter all of the appointment information in the window that opens. 4. To invite others to your meeting, click on the Invite Attendees button. 5. Click on the Save and Close button (or Send if you have invited others). Scheduling Assistant The Scheduling Assistant is similar to the Busy Search function in GroupWise. It allows you to see open timeslots on your colleagues schedules. 1. Click on the Calendar section button. 2. Click on the New button. 3. Enter all of the appointment information in the window that opens. 4. Invite others to your meeting by clicking on the Invite Attendees button. 5. Enter the e mail addresses of the attendees in the To field. 6. Click on the Scheduling Assistant tab. 7. Click on an open time slot (the column will appear open next to each attendee s name). If no open slot appears on that day, use the calendar on the right to choose another day. 8. Click on the Appointment tab to return to the appointment. 9. Click the Send button to send your appointment. 9