Microsoft Outlook Web Access (OWA)

Microsoft Outlook Web Access (OWA) User Guide Version 1.0

Table of Contents 1 Outlook Web Access (OWA)... 5 1.1 Signing in to OWA... 5 1.2 Setting the language and Time Zone... 6 1.3 Navigation Bar... 6 1.4 The Outlook Window... 7 1.5 Creating a New Mail Message... 7 1.6 Adding an Attachment or Picture... 9 1.7 Sending a Message or Saving a Draft... 9 1.8 Working with Drafts... 10 1.9 Creating a Signature... 10 1.10 Receiving Email Messages... 11 1.11 Opening a Message Attachment... 11 1.12 Replying to a Message... 12 1.13 Forwarding a Message... 12 1.14 Printing Messages... 13 1.15 Flagging Messages... 13 1.16 Searching Email... 14 1.17 Filtering and Sorting Messages... 14 1.18 Deleting Messages... 15 2 Outlook Settings... 17 3 Rules... 19 3.1 Automatic Replies Out of Office Message... 19 3.2 Creating an Inbox Rule... 20 3.3 Edit or Delete Rules... 20 4 Managing Folders... 21 4.1 Moving Messages to Folders... 21 4.2 Creating a New Folder... 22 4.3 Renaming a Folder... 22 4.4 Move a Folder... 23 2 FASNY - ITS

4.5 Add a Folder to Favorites... 23 4.6 Delete a Folder... 23 4.7 Empty a Folder... 24 4.8 Empty the Deleted Items Folder... 24 5 Categories... 25 5.1 Apply a Category... 25 5.2 Add a New (Personal) Category... 25 5.3 Delete a Personal Category... 26 6 Calendar Meetings & Appointments... 27 6.1 Creating Appointments... 28 6.2 Editing or Deleting Appointments... 29 6.3 Creating Meetings... 29 6.4 The Scheduling Assistant... 30 6.5 Rescheduling or Canceling Meetings... 31 6.6 Responding to Meeting Invitations... 32 7 Contacts (People)... 33 7.1 Creating a New Contact... 34 7.2 Adding a Contact from an Email... 34 7.3 Creating and Editing Contact Groups... 35 7.4 Edit or Delete a Group... 35 8 Sign Out of OWA... 37 8.1 Multiple Microsoft Account Workstation... 37 Outlook Web Access User Guide 3

4 FASNY - ITS

1 Outlook Web Access (OWA) Microsoft Office 365 Outlook Web Access (OWA) is a new web-based email system for the French American School of New York faculty, staff and students. It allows users to access their email, calendars and contacts from any computer (Windows or Mac) with an Internet connection. This document provides an overview of the OWA interface and describes how to perform basic tasks such as sending and receiving email, managing folders, using the calendar for appointments and meetings, creating contacts and groups, and setting up shared access to your calendar. 1.1 Signing in to OWA To sign in to OWA, complete the following steps: Note: The sign in page will automatically adapt to the screen resolution and capabilities of different devices (tablets, smartphones, etc ), operating systems and web browsers. 1. Launch an Internet browser (Internet Explorer, Firefox, Safari, etc..) and enter the URL: http://portal.office.com in the address bar. 2. Enter your FASNY email address. 3. Enter your network password (the same password used to log in to the FASNY computers). 4. DO NOT select the Keep me signed in checkbox. 5. Click on the Sign in button. Note: Eventually, you will be able to access the log in page by typing mail.fasny.org in your browser. Outlook Web Access User Guide 5

1.2 Setting the language and Time Zone The very first time you access OWA you will be prompted to enter your preferred display Language and Time zone. From the drop down menus, select the appropriate entries, then click Save. Note: While you can select any language and time zone, you should select English (United States) for the language and Eastern Time (US and Canada) for the time zone. 1.3 Navigation Bar The Navigation Bar at the top of the OWA interface provides access to the primary components of OWA. Click Outlook for email, Calendar for appointments and meetings, and People for contact lists. On the right side of the Navigation Bar is the picture of the user currently logged in. Click on the Settings icon to access and customize the OWA settings, or click on the Help icon to access the online help. 6 FASNY - ITS

1.4 The Outlook Window When signing in to OWA, the Outlook view displays by default. When in another view, switch back to the Outlook view by clicking Outlook on the Navigation Bar. The Outlook view consists of the folder list, the message list, the reading pane and the Instant Search box. 1.5 Creating a New Mail Message To create a new email message in the Outlook view click the New mail icon in the upper left corner of the page. A blank message form displays in the Reading Pane on the right. To open the message form in a separate window, click on the pop out icon in the upper right corner of the form. Outlook Web Access User Guide 7

1. On the To line, type the email address of each recipient separated by a semi-colon, then press the Enter key. Recipients may also be added by typing the person s name. OWA will search for matches as the name is entered. If a match is found, select the person from the displayed list. If not match is found or the returned matches are not correct, search for the person in the Contact folder and in the Global Address list. 2. Repeat Step 1 above to add recipients to the Cc: line (if necessary). 3. To add the Bcc line, click on the menu icon at the top of the message form and click show Bcc on the menu. 4. On the Subject line, type the subject of the message. 5. Type the body of the message in the space below the toolbar. 6. To change the importance level of the message, click the menu icon and select set importance from the menu. 7. To request a delivery or read receipt, click on the menu icon, click Show message options on the menu then select the Delivery Receipt or Request a Read Receipt checkbox from the options and then click the OK button. 8 FASNY - ITS

1.6 Adding an Attachment or Picture To add an attachment: 1. Click Insert at the top of the message form. 2. Select Attachments or OneDrive files from the drop down menu. 3. Locate and select the file that is to be attached in the Choose File to Upload dialog box and then click the Open button. 4. The attachment will appear below the subject line. To insert a picture directly into the body of the message: 1. Click Insert at the top of the message form. 2. Select Pictures inline from the drop down menu. 3. Locate and select the picture that is to be included in the Choose File to Upload dialog box and then click the Open button. 4. The picture will appear in the body of the message (Pictures may also be inserted as a file attachment). Warning: While you can create messages with up to 25MB of files attachment, FASNY cannot guarantee that the recipient email system will accept such large files. 1.7 Sending a Message or Saving a Draft Once you are done composing your message, click SEND at the top of the message form. To save a message as a Draft to be sent at a later time, click on the menu icon and select Save from the menu. The message will be saved into the Drafts folder and can be accessed at a later time. A counter appears next to the folder to indicate the number of drafts in the folder. To discard the message without saving, click on DISCARD. Outlook Web Access User Guide 9

1.8 Working with Drafts When a message cannot be finished right away, or if it is not ready to be sent, OWA automatically saves the messages as it is created and adds it to the Drafts folder. When you are ready to send the message: 1. Find the Drafts folder in the folder list and click on it. 2. Click on the message to see it in the Reading Pane. 3. Continue to compose your message or, if the message will not be sent, click DISCARD. 4. Once you have finished editing the message, and wish to sent it, click SEND. 1.9 Creating a Signature A signature on email is an important feature as it ensures that senders and recipients know who they are corresponding with and how to contact them in person outside of email. To create a message signature: 1. In the upper right corner of the Outlook view click on the Settings icon. 2. Select Options from the drop-down list. 3. Click on the Settings link. 4. The mail settings page opens. 5. In the email signature section, enter the information you wish to use for your signature. 6. Use the formatting toolbar to customize the appearance of the information. 7. Select the checkbox for Automatically include my signature on messages I send. 8. Click Save. 10 FASNY - ITS

1.10 Receiving Email Messages All new messages are automatically delivered to your inbox folder. The number of unread messages in a folder appears next to the folder name. Also, a blue bar appears to the left of unread messages in the message list. Note: If the OWA theme is personalized, the colors associated with unread messages and other visual cues will change to the colors associated with the new theme. The message list displays the header of each message, providing basic information about the message such as the sender s name, the message subject, and the date and time the message was received. Icons will display in the message header, providing additional information. A left arrow icon indicates that the message has been replied to. A right arrow icon indicates that the message has been forwarded. A paperclip icon indicates that the message includes one or more attachments. A flag icon indicates that the message has been flagged for follow up. A color bar indicates that a message has been assigned to a category. In the message list, click to select the message to be read. The message is displayed in the Reading Pane. The message may be opened in a separate window by double-clicking it in the message list, or by selecting the menu icon and choosing open in a separate window. 1.11 Opening a Message Attachment When a message includes an attachment, open the attachment by clicking on the icon for the attachment, OWA will open (preview) the document for you directly in the browser. To save the attachment, click the menu icon and then click the Download button on the Notification bar. for the attachment Note: You do not have to have Microsoft Office installed locally on your computer in order to preview the attachment. Outlook Web Access User Guide 11

1.12 Replying to a Message A reply to a message may be sent to the person who sent the message (Reply) or to the sender and all other recipients (Reply All). A reply may also be sent to the sender and additional recipients may be added. 1. In the message list, select a message to reply to. 2. In the Reading Pane, click Reply or Reply All. 3. A message form addressed to the original sender as the recipient displays in the Reading Pane. The subject will also be filled in. 4. Type the response in the space above the original message. 5. Click SEND at the top of the message form. To discard the message without saving or sending the reply, click on DISCARD. 1.13 Forwarding a Message Messages may also be forwarded to one or more recipients. When a message is forwarded, the subject is automatically copied from the original message, and the FW: prefix is added to indicate that the message is a forwarded message. The text of the original message is also copied into the body of the new message. 1. In the message list, select a message to reply to. 2. In the Reading Pane, click Forward. 3. A message form displays in the Reading Pane. 4. On the To line, type the email address(es) of the person(s) that will receive the forwarded message. 5. Type any additional notes in the space above the original message (if necessary). 6. Click SEND at the top of the message form. To discard the message without forwarding it, click on DISCARD. 12 FASNY - ITS

1.14 Printing Messages To print an email message complete the following steps: 1. Open the message in the Reading Pane. 2. Select the menu icon and then click on Print. A printer-friendly version of the message will open in a new window and the Print dialog box will open. 3. Select the desired print options and then click the Print button. 1.15 Flagging Messages Messages may be flagged with a reminder to follow-up on them later. There are five defined flags that can be used. When a message is flagged, a red flag appears to the right of the message in the message list. Messages that are flagged will also display in the Tasks folder. To flag a message in the message list point to the message and then click on the flag icon. Note: When a message is flagged, today is automatically assigned as the follow-up date. To set a different follow-up date, rightclick on the flag icon and select the desired option from the menu. To mark a flagged message as complete, click the flag icon and the flag become a check mark icon. Another method is to right-click and select mark complete from the menu. To remove a flag from a message, right-click the flag icon and then select clear flag from the menu. Outlook Web Access User Guide 13

1.16 Searching Email The search box is located above the message list. Begin typing a name or keyword in the search field. Search results from both the Mail folders and the Contacts directories will begin to display. Under the MAIL SEARCH, click on the link that corresponds to the type of search that is being performed. Click on the Keyword to display results in which the search term is a keyword in an email message. Click on From: (name) to obtain a list of items that are from the selected individual. Under PEOPLE SEARCH, persons who have a name that is similar to the search keyword will be listed. Select an individual s name to see messages from that person. This search may include both sent and received messages. 1.17 Filtering and Sorting Messages All messages in the current folder (the default is the inbox) are displayed in the message list. At the top of the list are filters that may be used to show only messages that are unread, that have your name on the To or Cc line, or messages that are flagged. To filter the messages, click on the desired filter at the top of the message list. Only those messages that meet the selected criteria are then displayed. By default, messages are grouped by conversation and are sorted by the date received, with the newest message at the top. Select the conversation by date sort control at the top of the list to change how the message in the folder are sorted. SORT BY: The default is date. Messages may be sorted by the sender (From), if they have been flagged, have an attachment, what type they are, or by alphabetized subject text. 14 FASNY - ITS

ORDER: Messages may be ordered by newest on top or oldest on top. Conversations may be turned on or off. Conversations group message that have the same subject together, or have been replied to (back and forth). When the conversations option is turned off, all messages are displayed as single email items in the sort order defined (by date, from, subject, etc ). 1.18 Deleting Messages Once a message has been read, replied to or is no longer necessary, it may be deleted. When a message is deleted, it is moved from the inbox (or a subfolder) to the Deleted Items folder. To delete a message: 1. In the message list, point to the message to be deleted. 2. When the red appears, click it. 3. The message is moved to the Deleted Items folder. Note: As long as a message can be found in the Deleted Items folder, it can be restored by locating the message and dragging it back to the Inbox (or a subfolder). If a deleted message cannot be located in the Deleted Items folder, it cannot be restored. Outlook Web Access User Guide 15

16 FASNY - ITS

2 Outlook Settings Outlook Web Access contains many options to make the product work just the way you would like it to. Most of these options are found by selecting the settings icon next to the user name and then choosing an option from the drop-down list. Refresh the screen and update the inbox by selecting Refresh. Select Automatic replies to set and organize your email by creating automatic replies (Out of Office) and inbox rules. To change the background appearance of OWA, select Change theme. Select Display settings to change the appearance of the message list, conversations, and the reading pane. Clicking on Options will provide you with some of the same options just described along with other options available to modify OWA behavior. You can add a picture to you account, check your mailbox usage, remove synchronized devices, and create safe sender lists as well as block lists for junk email. You can create (or modify) you signature, select how to handle read receipts, change the message font, work with the reading pane, and many other options. Calendar options are also found under this Options menu. Outlook Web Access User Guide 17

18 FASNY - ITS

3 Rules Rules are actions that Microsoft Outlook Web Access performs automatically upon incoming email messages, based on conditions that you have specified. 3.1 Automatic Replies Out of Office Message Select Automatic replies from the Settings menu. Select Send automatic replies. To select a specific date and time, place a check in the Send replies only during this time period checkbox. Select a start date and time. Select an end date and time. In the message box, enter your reply message. Click Save. The reply will be sent only ONCE to each sender when their email message is received. OWA also allows a different away message to be sent to a sender who is outside of FASNY. This away message may be filtered to only send to senders who are in your My Contacts List, or it may be set to reply to all external senders. Again, the reply will be sent only ONCE to each external sender when their email message is received. Outlook Web Access User Guide 19

3.2 Creating an Inbox Rule To create a new rule: 1. Select the Settings icon. 2. Click on Options. 3. Select Inbox rules. 4. Select the icon to create a new rule. 5. Enter the Name for your rule. 6. Click on the dropdown arrow at the right of When the message arrives, and * field to view the available options. 7. Click on the dropdown arrow at the right of Do the following * field to view the available actions. 8. Click Add exception if necessary. 9. Click on OK. The new rule will appear in the inbox rules list. Rules are active when they are checked (under Enabled). 3.3 Edit or Delete Rules To disable (turn off), edit or delete rules: 1. Select the Settings icon. 2. Click on Options. 3. Select Inbox rules. 4. Select the rule by highlighting the name. 5. Remove the check to disable the rule, click on the trashcan to delete the rule or click on the pencil to modify the rule. 20 FASNY - ITS

4 Managing Folders Users may create personal subfolders and distribute messages to those folders to keep their mail organized. The folder list is located on the left side of the OWA window. Favorites contains links to the folders in Outlook that are used the most. By default, these are the Inbox, Sent Items and Drafts. Inbox: By default, all incoming messages are delivered to the Inbox. Drafts: Copies of in-progress (un-sent) messages are automatically stored in this folder. A counter displays the number of drafts. Sent Items: A copy of every message that is sent is stored in this folder. Deleted Items: Mail that is deleted from the Inbox or other folders is moved to this folder. Junk Email: Incoming messages that are identified as spam are automatically moved to this folder. Notes: This option is not available. Note: Right-clicking on any folder in the folder list will display a menu of actions that may be taken on the selected folder. Some actions will be grayed out when they cannot be performed on the selected folder. For example, the Inbox folder cannot be renamed, deleted or moved. 4.1 Moving Messages to Folders Email messages may be organized by moving them from the Inbox folder to other folders. To move a message to another folder: 1. In the message list, right-click the message to be moved. 2. Click Move on the menu. Outlook Web Access User Guide 21

3. Click the desired folder from the displayed list. 4. The message has been moved. Note: Email messages can also be moved by dragging them from the Inbox (or any other folders) to the desired folder in the Folders list. 4.2 Creating a New Folder The folders you create can be at the same level as the default folders (the Inbox or Sent Items folders for example). You can create subfolders within any existing email folder. Note: Subfolders that are created in Calendar, Contacts, or Tasks will have the same type as their parent folder. 1. In the folder list, right-click on the folder that will host the new folder. 2. Click Create a new folder on the menu. 3. Type a name for the new folder. 4. Press the Enter key. The new folder will appear under the primary folder. 4.3 Renaming a Folder 1. In the folder list, right-click on the folder to be renamed. 2. Click Rename on the menu. 3. Type a new name for the folder. 4. Press the Enter key. 22 FASNY - ITS

4.4 Move a Folder 1. In the folder list, right-click on the folder to be moved. 2. Click Move on the menu. 3. The move folder list will open; select the new location by clicking on it. Note: Alternatively, you can drag and drop the folder in the desired location. Folders at the same level will be displayed in alpha order. 4.5 Add a Folder to Favorites Folders may appear in two locations, under the Folders list and again under Favorites as a link. To add a folder to Favorites (as a link), the folder must first exist in the Folder list. 1. In the folder list, right-click on the folder to be added under Favorites. 2. Click Add to Favorites on the menu. The folder link will appear under Favorites and will also remain in the original location. Folders that have been added to the Favorites list may be dragged or moved to appear in a user-preferred order. They may also be removed from the Favorites list, which simply removes the link but does not delete the folder itself. 4.6 Delete a Folder 1. In the folder list, right-click on the folder to be deleted. 2. Click Delete on the menu. 3. Click OK to confirm the delete action in the Delete folder dialog box. Outlook Web Access User Guide 23

4.7 Empty a Folder 1. In the folder list, right-click on the folder to be emptied. 2. Click Empty on the menu. 3. Click ok to confirm the move of all of the items in the current folder to the Deleted Items folder. 4.8 Empty the Deleted Items Folder By default, every item that is deleted from the mailbox is moved to the Deleted Items folder. The item is not permanently deleted until you empty the Deleted Items folder. To permanently delete one or more items from the Deleted Items folder: 1. Open the Deleted Items folder. 2. Select the item(s) to be permanently deleted. 3. Right-click and choose Delete. 4. Click OK to confirm the action. To permanently delete ALL of the items in the Deleted Items folder, including deleted folders: 1. Right-click the Deleted Items folder. 2. Click on Empty folder. 3. Click OK to confirm the action. Warning: This action is permanent and cannot be undone. The deleted items will not be recoverable. 24 FASNY - ITS

5 Categories OWA allows you to set a Category for each message. Categories are colored markers, which can be applied to messages, contacts, calendar items, etc. It is particularly useful for adding a visual indicator for particular types of item in your calendar so that they stand out, such as important appointments. Items may have more than one category assigned. There are six builtin categories named after their associated colors, and you can add more categories of you choice. Built-in categories cannot be renamed using OWA. 5.1 Apply a Category To apply an existing category to a message: 1. Right click on the message you wish to categories. 2. Select Categorize from the menu. The Category list will open. 3. Click on the desired category. Categories may be applied to contacts, calendar items, and tasks. In each case, select the item and right click on it and look for Categorize in the menu. For more advanced options, including creating a new category, changing the color of a category, or deleting a category, click Manage Categories. 5.2 Add a New (Personal) Category To add a new category: 1. Select Add new category at the bottom of the manage categories windows. 2. Enter a name for the new category. 3. Choose a color by selecting the drop down arrow in front of the name box. 4. Click OK. 5. The new category will appear on the category list in alpha order. Outlook Web Access User Guide 25

5.3 Delete a Personal Category To delete a personal category: 1. Right click any item and choose categorize. 2. When the category list opens, select the category and click the X to the right. 3. The category will be deleted. 26 FASNY - ITS

6 Calendar Meetings & Appointments The calendar view tracks appointments and meetings. The calendar may be viewed four different ways: day, work week, week or month. This selection is made in the upper right corner of the view. The month view is the default view. Outlook Web Access User Guide 27

6.1 Creating Appointments An appointment is a block of time marked on the calendar for a specific activity. Appointments may be a single occurrence or may be scheduled to repeat. Appointments appear only on the Calendar. To create an appointment: 1. Click Calendar on the Navigation bar to switch to the Calendar view. 2. Click New event in the upper left corner of the page. A blank calendar item form will be displayed. 3. On the Event line, type a description of the event. 4. On the Location line, type the physical location of the event. (This is optional) Note: Adding attendees will change the item from an appointment to a meeting. 5. Under Start, select the date of the event and the time of day that the event will start. 6. Under Duration, select the duration (length of time) of the event. 7. Under Show As, select how the event will be displayed on the calendar. (Free, Working Elsewhere, Tentative, Busy or Away). 8. Under Reminder, select when to be reminded about the event. 9. To set a recurring schedule for the event, select a repeat pattern under Repeat. Selecting Other allows for a customized repeat pattern. 10. In the Notes box, type any additional information. 11. Click Save at the top of the calendar form to save the event. 28 FASNY - ITS

6.2 Editing or Deleting Appointments If the information about an appointment has changed since it was created, the appointment may be edited. Appointments may also be deleted and removed from the calendar. To edit an appointment: 1. Click the event on the calendar to display a quick view of the event. 2. Click Edit. Note: Alternatively, you can double click the event to open it. 3. Make the desired changes. 4. Click Save at the top of the calendar item form. Note: If you are editing a repeating event, when prompted, select edit occurrence to have the change only affect that occurrence or edit series to edit every event in the series. To delete an appointment: 1. Click the event on the calendar to display a quick view of the event. 2. Click Delete. 3. The Delete event dialog box will open asking for confirmation. 4. Click the Delete button to confirm. Note: If you are deleting a repeating event, when prompted, select delete occurrence to have the change only affect that occurrence or delete series to delete every event in the series. 6.3 Creating Meetings Meetings are appointments that include other people by invitation. Responses to a meeting invitation will appear in the Inbox folder. Like an appointment, meetings can have a single occurrence, or may be scheduled to repeat. To create a meeting: 1. Click New event in the upper left corner of the page. A blank calendar item form will be displayed. 2. On the Event line, type a description of the meeting. 3. On the Location line, type the physical location of the event. (This is optional) Outlook Web Access User Guide 29

4. On the Attendees line, type the email address of each person invited to the meeting. a. Each person will automatically be added with a status of required. b. To change their status, right-click the name and then click Attendance optional on the menu. 5. After attendees have been added, use the Scheduling Assistant to check their availability. 6. Under Start, select the date of the event and the time of day that the event will start. 7. Under Duration, select the duration (length of time) of the event. 8. Under Show As, select how the event will be displayed on the calendar. (Free, Working Elsewhere, Tentative, Busy or Away). 9. Under Reminder, select when to be reminded about the event. Reminder notifications will appear in the Navigation bar. 10. To set a recurring schedule for the event, select a repeat pattern under Repeat. Selecting Other allows for a customized repeat pattern. 11. In the Notes box, type any additional information. 12. Click SEND at the top of the calendar form to save and send the event. A meeting invitation is send to each attendee and the meeting is added to your calendar. 13. Each person who receives the meeting invitation can accept, tentatively accept, or decline the invitation. 6.4 The Scheduling Assistant The Scheduling Assistant is used to check whether or not the invited attendees are available for the selected meeting time and date. Click on Scheduling Assistant at the top of the event window to open the view. The meeting details will be displayed in the column to the left. Additional columns are displayed for each prospective attendee. Use the links to select different dates and the scroll bar to view 30 FASNY - ITS

different times of the day. Changes to the meeting may be made directly on the Scheduling Assistant window. Click OK in the upper left corner of the window to return to the appointment form, saving any changes made. Note: The value of the Scheduling Assistant is dependent on how the requested attendees use the calendar. If an attendee does not keep appointments and meetings on the Outlook calendar, then the Scheduling Assistant will show them as always available. 6.5 Rescheduling or Canceling Meetings To reschedule a meeting: 1. Click the meeting on the calendar to display a quick view of the meeting. 2. Click Edit. 3. On the calendar item form, under Start, change the starting date or time. 4. Make any other changes as desired. 5. Click SEND at the top of the calendar item form to send an update to all attendees. To cancel a meeting: 1. Click the meeting on the calendar to display a quick view of the meeting. 2. Click Cancel. Outlook Web Access User Guide 31

3. The cancel meeting box will open, requesting confirmation. 4. Click Yes, a message window will open. 5. Click SEND at the top of the message window to send the cancellation notice to all attendees. Note: If you wish to add a message to the cancellation notice, type the message in the space below the toolbar before sending the notice. 6.6 Responding to Meeting Invitations Meeting invitations appear in the Inbox folder. Respond to a meeting invitation by accepting, tentatively accepting, or declining the invitation. To respond to a meeting invitation: 1. Click Outlook on the Navigation bar to switch to the Outlook view. 2. In the message list, click to select the meeting invitation. 3. In the reading pane, do one of the following: a. Click Accept to accept the meeting invitation and add it to your calendar. b. Click Tentative to accept the meeting invitation but indicate that you may not attend. The meeting is added to your calendar. c. Click Decline to decline the meeting invitation. The meeting is not added to your calendar. 4. Click Edit the response before sending, Send the response now, or Don t send the response from the menu. Note: When Edit the response before sending is selected, a message form addressed to the sender of the meeting invitation displays in the reading pane. Type a response, and then click SEND at the top of the message form. 32 FASNY - ITS

7 Contacts (People) The People view provide access to all personal contact and contact groups as well as the Global Address List. The People view consists of the folder list, the contact list, the reading pane and the search box. Contact are entries you create to store contact information about people or groups. You can use a contact to store as little information as a name and a telephone number, or as much information as you have about an individual or a company. You can also create groups within your Contacts folder. Groups can be used to send e-mail to multiple recipients through a single entry. My Contacts Contacts contains individuals that have been added as contacts to your personal contact list. The Directory will contain all of the organization s contacts. This is a searchable directory. Outlook Web Access User Guide 33

7.1 Creating a New Contact To create a New Contact: 1. Click People on the Navigation bar to switch to the People view. 2. Click New in the upper left corner of the page. 3. Select Create contact. 4. In the New Contact window, type the information you want to include for the contact. Note: In some boxes, you can record multiple entries. For example, the Email list can store up to three different email addresses. 5. Use Display As to select how you want the contact to be displayed in the Contacts folder. 6. Click Save once you have entered all the information you wish to save for your new contact. 7.2 Adding a Contact from an Email To add an individual to the Contact list from a received email, select the email message and display it in the reading pane. 1. Click on the header where the person s name and picture is displayed. 2. This will open the contact card. 3. In the upper right corner of the card, select Add to Contacts. 4. Add any information you wish to add. 5. Click SAVE. 34 FASNY - ITS

7.3 Creating and Editing Contact Groups To create a Group: 1. Click New in the upper left corner of the People s view. 2. Select Create group. 3. Enter the name for the Group. 4. In the Members box, type the email address of each person to be added to the group. 5. Click SAVE. Note: Members can also be added by typing the person s name in the members box. OWA search for matches as the name is typed. If a match is found, click to add the person to the group. If no match is found, search for the person in the Contacts folder and in the Global Address List. 7.4 Edit or Delete a Group To edit a Group: 1. In the Contact List, click the group that needs to be edited. 2. In the reading pane, click the Edit icon. 3. Edit the name of the Group, add Members or remove Members by clicking the X next to the name of the member that needs to be removed. 4. Click SAVE. To delete a Group: 1. In the Contact List, click the group that needs to be deleted. 2. In the reading pane, click the menu icon. 3. Select Delete. Outlook Web Access User Guide 35

36 FASNY - ITS

8 Sign Out of OWA Signing out of Outlook Web Access will prevent someone else from accessing your mailbox. When you are done with OWA, sign out and close all web browser windows. To sign out: 1. Click your picture (or the avatar). 2. Select Sign out. 3. Close the browser window. 8.1 Multiple Microsoft Account Workstation When the same workstation has been used to log into multiple Microsoft Outlook accounts, you may see the following screen when logging into OWA. If you account is not the one listed, select Use another account. Warning: Do NOT click ont the Keep me signed in checkbox if this is a shared workstation. Outlook Web Access User Guide 37