Microsoft Office 2007 Access Excel OneNote Outlook Exchange 2007 OWA Premium & OWA Light PowerPoint Project Publisher SharePoint Visio Word
Table of Contents Outlook Web Access (OWA)... 1 The Logon Screen... 1 Creating a Shortcut to OWA... 2 OWA s Interface... 3 The Navigation Pane... 4 The Toolbar Options... 5 Accessibility for Blind and Low Vision Users... 6 Composing and Sending Messages... 7 Creating a New Message... 7 Message Toolbar Options... 8 Saving a Message... 8 Adding a Signature... 9 Flags and Reminders... 10 Apply Category... 10 Moving or Copying an Item... 11 Searching for an Item... 11 Working with Attachments... 11 Adding an Attachment... 12 Removing an Attachment... 12 Opening an Attachment... 13 Working with Calendars... 14 Creating a New Personal Calendar... 14 Creating a Recurring Calendar Items... 15 Requesting a Meeting/Appointment... 16 Meeting Request Toolbar Options... 17 Modifying a Meeting... 17 Replying To or Forward a Meeting Request... 18 Replying a Meeting Request... 18 Forwarding a Meeting Request... 18 Scheduling Assistant... 19 Resources... 20 Working with Contacts... 21 Creating a Contact... 21 Creating a Distribution List... 22 GAL Interface... 23 Using the Global Address List... 24 The Toolbar... 25 Show/Hide Reading Pane... 25 Show Multiple/Single Lines... 26 Composing an Email from the GAL... 26 Working with Tasks... 27 Creating a Task... 27 Task Toolbar Options... 28 i
Working with Voicemail... 29 Voicemail via Blackberry... 30 Options... 31 Regional Settings... 31 Language... 31 Date and Time Formats... 32 Messaging... 32 Email Signature... 33 Message Format... 33 Message Tracking Options... 33 Reading Pane Options... 33 Spelling... 34 Spelling Options... 34 Dictionary Language... 34 Calendar Options... 35 Calendar View... 35 Calendar Work Week... 35 Date and Time Formats... 35 Out of Office Assistant... 36 General Settings... 37 Email Name Resolution... 37 Appearance... 37 Accessibility... 37 Deleted Items... 37 Recover Deleted Items... 38 OWA Light... Error! Bookmark not defined. OWA Light Interface... 39 The Navigation Pane... 40 The Toolbar Options... 40 Creating a Recurring Calendar Item... 41 Creating a Personal Calendar... 42 Scheduling Assistant... 43 Accessibility for Blind and Low Vision Users... 44 Options... 45 Regional Settings... 45 Language... 45 Date and Time Formats... 45 Messaging... 46 Message Options... 46 Email Signature... 46 Message Tracking Options... 46 Email Name Resolution... 46 Deleted Items... 47 Junk E-Mail Options... 47 Filters... 47 Safe Senders List... 47 ii
Calendar Options... 48 Calendar View... 48 Calendar Work Week... 48 Out of Office Assistant... 48 Accessibility... 49 Mobile Devices... 49 References... 38 iii
Outlook Web Access (OWA) Outlook Web Access is a browser-based email client accessible from the web. OWA is ideal for accessing your email from home or when you are using a shared computer or computers that do not have an email client such as Microsoft Outlook 2007. OWA Web link: https:\\owa.algonquincollege.com The Logon Screen On the logon screen, you will find a lot more options than just entering the username and password. This is a public or shared computer: Select this option if you use OWA on a public computer. Be sure to log off when you have finished and close all windows to end your session. This is a private computer: Select this option if you are the only person who uses this computer. Your server will allow a longer period of inactivity. Use Outlook Web Access Light: The light client provides fewer features and is sometimes faster. Use the Light Client if you are on a slow connection or using a computer with unusually strict browser security settings. If you are using a browser other than Internet Explorer 6 or later, you must use the Light Client. Domain\user name and Password: Type in woodroffe as the domain and a backslash (\) and your network username followed by your password. Click on Log On. 1
Creating a Shortcut to OWA Creating an Icon on your desktop will allow you to quickly access to your email. 1. Open the Web site in Microsoft Internet Explorer. 2. Click and drag the Internet Explorer icon in the Address bar (next to the URL) to your desktop. 3. You should now see a new icon on your desk top. 4. Double clicking on this new icon will now open https://owa.algonquincollege.com in a new browser window. 2
OWA s Interface The OWA interface is Outlook 2007 look-alike. G I H J F A D C E B A Navigation Pane: Contains buttons and icons you can click to move among Outlook s folders and tools. C Inbox: Folder that displays your incoming e-mail messages. E Reading Pane: Displays the selected message. G Global Address List: Access to your contacts as well as everyone within the organization. I Options: You can customize OWA by controlling features such as language settings and message and calendar options. You can perform maintenance tasks like changing your password. B Navigation Pane Buttons: Displays folders and tools for a certain category i.e. Mail, Calendar, or Contacts. D Search: OWA gives several ways to search for information in your Exchange mailbox. F Help: The Help feature gives access to a complete OWA knowledge base. H Open Other Mailbox: You can access to mailbox other than your own. J Log Off: Protect your privacy by logging off every time you are finished using OWA. 3
The Navigation Pane Each type of folder in your mailbox (mail, calendar, contacts, and tasks) has its own set of toolbar options that are specific to its function or purpose. Mail Calendar Contact Tasks Documents Provides access to all of the folders in your Microsoft Exchange mailbox (Deleted Items, Calendar, Contacts, Drafts, Inbox, Junk E-Mail, Notes, Outbox, Sent Items, and Tasks) and any personal folders that you have created. Lets you navigate your calendar and create additional calendar folders. The options in Contacts also let you create additional contact folders and select with contacts to display. Lets you view and work with your tasks. The options in Tasks also let you create additional task folder and select which tasks to display. Gives you access to Windows file shares. NOTE: This feature requires the use of SharePoint, and is not yet available at the College. Public Folders Lets you view and manage public folders. NOTE: This feature requires the use of SharePoint, and is not yet available at the College. 4
The Toolbar Options This feature provides a one-click access to all folders in your mailbox. Create a new email message. Show or hide the reading pane. Display each email message on a single line. Display each email message on multiple lines. Delete the selected email message or messages. Check the server for new messages. The button also refreshes your browser window. Reply to the sender. Reply to all recipients. Forward an email to a recipient or recipients. To jump to the start of the folder contents. To open the previous page in the folder. To open the next page in the folder. To jump to the end of the folder contents. 5
Accessibility for Blind and Low Vision Users Many accessibility features are built into OWA. These features are available to everyone, without the need for additional assistive technology products. OWA Light is optimized for accessibility, including users who are visually impaired or who have low vision. OWA Light provides fewer features than OWA Premium, however it contains full screen tips, logical reading order (from left to right), and header navigation. To Switch to OWA Light 1. Click on Options. 2. Select General Settings. 3. On the General Settings page, under Accessibility, select Use the blind and low vision experience. 4. Click on Save or press CTRL + S to save your changes. 5. You must log off from OWA and log on again to complete the change to OWA Light. 6
Composing and Sending Messages This module explains the basics of creating an email. Creating a New Message 1. Click on the Mail tab in the Navigation Pane. 2. Click on the New button on the Toolbar. 3. Enter the recipient s email address in the To:, Cc: and/ or Bcc: field(s). To show the Bcc: field, click on Options and click on check mark on Show Bcc. 4. Type in the subject of the email in the Subject field. 5. Click on the body of the message to write your message. 6. Click on Send to send the message. 7
Message Toolbar Options Sends the message to the recipients. Saves the message in the Drafts folder but does not send the message. Attaches a file to the message. Opens the Global Address List to look up recipient names. Checks the names of the message recipients in the Global Address Book. Sets the importance of the message to High. Sets the importance of the message to Low. Inserts a signature at the end of the message. Checks the spelling in the body of the message. Sets the Format of the message to HTML or plain text. Saving a Message You can save a message for future completion. By default, saved messages are stored in the Drafts folder. 1. Open a new message, or reply or forward an existing one. 2. On the toolbar, click on the Save ( ) button or press CTRL + S. 8
Adding a Signature A signature is a file that appears at the bottom of all of your outgoing messages. 1. Click on Options. 2. Select Messaging. 3. In the Messaging page, under E-mail Signature box, type and format the signature that you want to use. 4. To add your signature to all outgoing messages, select the Automatically include my signature on outgoing messages check box. 5. Click on the Save ( ) button or press CTRL + S. 9
Flags and Reminders Use the flags to remind yourself to follow up on specific items in your Inbox. OWA provides five preconfigured reminder flags. You can also set the due date yourself. Today Tomorrow This Week Next Week No Date 1. Click on the flag ( ) icon to flag an item. You can also right-click on the flag, then select the flag that you want from the menu. You also have the option to modify or remove and set a date reminder for the flag. Apply Category Categories help you organize items in your mailbox. Each category is assigned a colour and a name. You can apply a category to anything in your mailbox, a calendar item, a contact, and or a task. 1. Click on the category ( ) icon to categorize an item. You can also right-click on the ( )category, then select the category that you want from the menu. You also have the option to modify or delete the category. 10
Moving or Copying an Item You can reorganize email messages, appointments, meetings, contacts, and tasks in your mailbox. You can also move or copy any item to an existing folder by dragging items between folders. 1. Select the item that you would like to move. 2. Drag the item to move it to the destination folder. Searching for an Item OWA lets you search for any items in your mailbox or address lists. Calendar does not have a search window, but meeting requests and responses are included in search results. 1. Click on the text box, type in the keyword, then hit Enter. 2. Click on the chevrons ( ) to the right of the search window to select additional options to narrow the range of your search. Working with Attachments You can attach one or more files to a message such as pictures, documents, and PDFs. Some attachments may be removed or blocked by Algonquin College s anti-virus software that is being used at the college or by the organization of the recipients of your email. 11
Adding an Attachment 1. In a message, calendar item, contact, or task, click Attach File on the Toolbar. 2. In the Attach Files dialog box, click on Browse to locate the file. 3. Click to highlight the file that you would like to attach, and click Open to add it to the attachment list. 4. Click Attach and the file name will in the Attach Files dialog box. Removing an Attachment You can remove an attachment from an item that you are going to send. 1. Open the item and click on the attachment that you want to remove. 2. Press DEL on the keyboard to remove the attachment. 12
Opening an Attachment Whenever you see a paper clip icon ( ) next to a message, it is an attachment attached to the message. WARNING: Never open an attachment unless you know what it is. Be especially careful of.zip,.bat, and.exe files. 1. Open the message containing the attachment. 2. Double click on the attachment. 3. An Opening Mail Attachment dialog appears to remind you that you should only open files from a trustworthy source. If you do trust the sender, click on Open. If not, click on Cancel. 4. Click on Save. When Saving an Attachment If you are making changes to an attachment, you will need to save it to your computer first. Be sure to check your file size. Any file size 10Mb or over will be un-attachable! 13
Working with Calendars Meetings can be a single occurrence, or can be scheduled to recur on a regular basis, such as a weekly meeting to prepare a report. Creating a New Personal Calendar You may need to create new personal calendars for particular purposes from time to time perhaps, to print blank calendars or to have calendars reflecting the milestones of a particular project. To create a new calendar in OWA: 1. Click the Create New Calendar link in the Navigation Pane. 2. Enter a name for the calendar and press enter. 3. The new calendar will appear in the My Calendars section of the pane. Outlook functions for overlaying multiple calendars are not present in OWA! Personal Calendars are not stored on the server side, so they do not sync with any other existing calendars. 14
Creating a Recurring Calendar Items Most of our schedules reflect a lot of repetition. OWA can help with that. To create a recurring appointment or meeting: 1. Create and define the appointment or meeting as described in the preceding sections, but don t save or send. 2. Click the Recurrence button on the dialog toolbar to open the Recurrence dialog box. 3. Edit the Appointment times if necessary; OWA takes these values from the time fields in the Appointment dialog box. 4. Select a Recurrence Pattern. 5. Further define the pattern by entering a Range of Recurrence. Indicate for how long you want the event to recur. 6. Click located in the bottom-hand side of the toolbar to close the dialog and return to the Appointment dialog box. 15
Requesting a Meeting/Appointment A meeting is an appointment that you share with another person. When you request a meeting, in addition to setting a time and subject, you can add a list of attendees to invite. Recipients can respond to meeting requests by accepting, tentatively accepting, or declining your invitation. 1. In Calendar, on the toolbar, click New. 2. On the Appointment toolbar, click on Invite Attendees. If one or more attendees have a schedule conflict, click the Scheduling Assistant tab to view everyone s schedule. 3. In the Required and Optional text boxes, type the names of the people who should receive this meeting request. 4. In the Start time and End time lists, select the appropriate dates and times. If you want the meeting to occur regularly, click on Recurrence ( ). 5. In the Show time as list, select how your schedule to appear for the duration of the meeting. Your selection (Busy, Free, Tentative, or Out of Office) is what other people see when they view your schedule and schedules of all attendees. 6. Select the Reminder check box to be reminded about this meeting. 7. Type additional instructions as required in the message area to accompany your meeting request. Click on Send. 16
Meeting Request Toolbar Options Sends the meeting request to the attendees. Saves the meeting to your calendar but does not send the meeting request to attendees. Attaches a file to the meeting request. Sets a recurrence interval for the meeting. Checks the names of the meeting request attendees in the Global Address Book or your Contacts Folder. Sets the importance of the message to High. Sets the importance of the message to Low. Cancels the meeting. Checks the spelling in the text area. Applies a category to the meeting. Prints the meeting. Modifying a Meeting You can open meetings that you ve previously created and make changes. You can also drag meetings from one time to another in any view. To change the time of a meeting, drag the item to the new time. If you change the time of the meeting, OWA will prompt you to send an update to the attendees. 1. Click on Calendar in the Navigation Pane, double-click the meeting that want to modify. 2. In the meeting request form, make changes to the meeting, such as adding attendees, changing date or time, or adding information. 3. Click( ) Send Update. 17
Replying To or Forward a Meeting Request When receiving a meeting request, you have a few options. Accept: Accepts the meeting, adds it to your Calendar, and notifies the person who sent you the meeting that you have accepted. Tentative: You are not sure you are able to attend the meeting. The request is then added to your calendar and notifies the person who sent you the meeting that your attendance is not guaranteed. Decline: Declines the meeting and notifies the person who sent you the meeting that you have declined. Replying a Meeting Request You can reply to a meeting request without accepting the invitation. 1. To send a message only to the meeting organizer, click Reply in the meeting request. 2. To send a message to everyone who was invited, click Reply to All. 3. In the message body, type your reply and then click Send. Forwarding a Meeting Request You can forward a meeting request to someone who should attend the meeting but did not receive the original invitation. 1. In the meeting request, click Forward. 2. In the To: field, type in the name or alias of the recipient(s), and click on Check Names to resolve the name. 3. Click Send. 18
Scheduling Assistant OWA s Scheduling Assistant can do the hard, eye-straining work of identifying upcoming times during which all desired attendees and resources are available. To use the Scheduling Assistant: 1 2 3 4 5 6 7 8 Click the Scheduling Assistant tab beneath the dialog toolbar. Adjust the Start and End times if necessary. Click the Select Attendees; this will open the address book. You will be able to add attendees like you were creating a new meeting. When you close the Address Book, please note that OWA reflects availability information as color bars and displays a key at the bottom of the dialog. Select dates on the Suggested Times calendar to change the time reflected in the availability area. OWA will suggest meeting times based on invitee availability at the bottom of the Suggested Times area. This will appear only when you are creating a non recurring meeting! To accept one of these times, just click on it. If you wish to return to the meeting details dialog, click the Appointment tab. To send the invitation and add the meeting to your calendar, click the Send button. 1 8 7 2 3 5 4 6 19
Resources Throughout the College there are resources that are available for everyone s use. Using the scheduling assistant you can access the availability of these rooms and include them in your meeting requests. Once you have included your resource, don t for get to check the radio button directly beside the room name, otherwise your search will yield no results. These rooms are no longer going to be moderated with the exception of these 3 rooms: o The Presidents Boardroom o The Rosser Boardroom o The International Boardroom Room bookings will be on a first come first serve basis. Be careful not to double book these rooms, as there will be no one to mediate the conflicts for you. 20
Working with Contacts The contacts contain information about people and organizations that you interact with. The Contacts List lets you enter as much or as little information about your contact required (for example: names, job titles, phone numbers, addresses, and email addresses). Creating a Contact Create a contact to store the information about people you communicate with, including their email address, street address, telephone numbers, and other information. 1. Click on Contacts in the Navigation Pane. 2. On the toolbar, click New. 3. Enter as much information as you wish in the window. 4. Click Save & Close button. 21
Creating a Distribution List The Distribution List is a collection of two or more contacts. You can then easily send an email message to everyone on the list by simply selecting the list from your address book when addressing the message. There is no need to add each person individually into the message s To: field. 1. Click on Contacts in the Navigation Pane. 2. Click on the arrow to the right side of the New button, select Distribution List. 3. Type in the name in the Name field. 4. Click on the Select Members icon. 5. Type in the name of the members that you would like to add from the Global Address List. 6. Click Save & Close button. 22
A GAL Interface D E I H B C F G A Address Book: Contains the GAL which is the default, and automatic contact lists such as all contacts and contact lists that the user has created. C Folders: Allows you to create a new contact folder for easy access to frequently contacted contacts. E Search Box: The search box allows you to quickly search for a contact by their first name, last name, or their user name. G Contact Card: When you have a contact selected, their contact card will appear. Providing you with all the information about them that they have provided. B Contacts: Allows you to change how your contacts are being displayed. D Viewing Options: The icons below allow you to change how the GAL and address book is viewed. F Contact List: The default list (the GAL) appears as soon as you open the GAL. You can enter the information in the search field or change your viewing option the information here changes as well. H Help: The Help feature gives access to a complete OWA knowledge base. I Compose Email Icon: Once you have selected a contact, you can click this icon and you can begin to compose your email directly from this screen. 23
Using the Global Address List The OWA GAL contains information for all email users (except for student contact list), distribution groups, and Exchange resources within our organization. You can easily access the GAL by clicking the ( ) icon found in the upper left hand corner of your OWA email screen. 1. In the text box on the banner, type in the first and/or the last name, or the email address and press <Enter>. 2. The results are listed by the person s first, last name, and email address if there are common names. Click on the name of the person that you are looking for. Another way to perform a search, click on the GAL icon ( ) on the banner, type in the first and/or the last name, or the email address and press <Enter>. 24
The Toolbar Within the GAL toolbar you can change the way the GAL is viewed. This allows you to quickly modify the view to suit your needs. The a few options are Show ( ) and Hide ( ) reading pane; Show multiple lines ( )and Show single lines ( ), and Compose email ( ). Show/Hide Reading Pane When you have selected to Show the Reading Pane ( ) client information can now be viewed in the format of a Client Card on the right hand side of the screen. When you have selected to Hide the Reading Pane by selecting the shown across the full span of your screen. all client contact details are 25
Show Multiple/Single Lines When you have selected the Multiple Lines view the contact information appears on multiple lines and provides additional information such as the clients email addresses. When you have Single Line view selected the Contact information is displayed on one line and if more information is required you will need to either display it in the reading pane or double click the contact. Composing an Email from the GAL Directly from the GAL you can compose an email simply by selecting the Compose Message Icon ( ).. It will then open the new message window and will bring over the email addresses of any contacts you have selected. 26
Working with Tasks A task lets you create and track a project or an assignment. For example, you can create a task to work on a document or report, then add a reminder, start date and due date, and notes to the task. Creating a Task 1. Click on Tasks in the Navigation Pane. 2. Click on New. 3. Enter the subject and other properties that you want to include. 4. Click Save & Close button. 27
Task Toolbar Options Saves the task and closes the task from the browser. Marks the task as complete. Attaches a file to the task. Sets a recurrence interval for the task. Forwards the task to a recipient. Deletes the task. Applies a category to the task. 28
Working with Voicemail Voicemail is integrated into your email. You will notice that the details will include the person s name but also their extension for internal callers and the full phone number for external callers. You will automatically receive any voicemails as an email that contains a WAV File. To listen to a Voicemail you will need to do the following: 1. Open the message 2. Select the file to Open or Save 3. Opening it will automatically open it in your media player I.E windows media player. You will need speakers to listen to this voicemail audio. If no speakers are available, you can access your voicemail using the phone. You will need to dial extension 1400, and enter your extension number and password. To reset your voicemail password, login into the following site using your network username and password. https://voicemail.algonquincollege.com/ciscopca/logon.do. 29
Voicemail via Blackberry Not only can you sync your Blackberry to receive your emails But you can also receive your voicemails as well. To listen to a voicemail please use the following instructions; 1. On the Blackberry, access your emails section via home screen ( ). 2. Any email that has an attachment of VoiceMessage.wav contains a voicemail message. Once you have been migrated to Exchange your will need assistance to active your blackberry. This can be done with a quick visit to the ITS Service Desk. 30
Options You can customize OWA by controlling features such as language settings, message and calendar options as well as setting up for Out of Office Assistant. After you make changes to the settings on the Options page, be sure to click on Save on the toolbar to apply your changes. Regional Settings You can configure the languages that are available and the date and time formats. 1. Click Options on the banner. 2. Click Regional Settings from the list. 3. Make the changes and click on Save on the toolbar to apply your changes. Language The Language settings let you change the language that is used for OWA. 31
Date and Time Formats These settings let you set the date style, time style and current time zone that is used for OWA. Messaging The messaging options in OWA let you configure individual message settings such as notifications, email signature, and message format. 32
Email Signature An email signature that you can manually or automatically add to the end of an outgoing message. Message Format You can compose messages in HTML or plain text. HTML lets you control the font and the size, style, and colour. Message Tracking Options You can control how OWA responds to email messages that you receive for which the sender has requested a read receipt. Reading Pane Options The Reading Pane lets you read items in your mailbox without opening them. It is available in all views (Mail, Calendar, Contacts, and Tasks). 33
Spelling OWA Premium will check the spelling of outgoing messages for you. Spelling Options Select the option that best suites you. You can check the spelling of a message while you are composing it by clicking Checking Spelling or by pressing F7 on your keyboard. Dictionary Language The Dictionary Language settings let you choose the language that you want to use and the spell checker then flags any words that may not be spelled correctly. 34
Calendar Options You can modify the way the calendar is displayed. Calendar View You can select the first day of the work week. You can also choose 15-minute increments or 30- minute increments. Calendar Work Week By default, the work days are Monday through Friday. You can also set the start and end time of the work days. Date and Time Formats By default, reminders are turned on. You can turn off these options off by un-checking the check boxes. 35
Out of Office Assistant When the Out of Office Assistant is turned on, it generates replies to senders based on the Out of Office message that you have created. 36
General Settings Email Name Resolution By default, Global Address List is selected. This means OWA uses the college s contact directory first. If you choose Contacts, OWA uses only the default Contact folder. Appearance You can select a colour scheme for OWA. Accessibility You can also choose to optimize OWA for accessibility at the login page. Deleted Items You can set Deleted Items to permanently delete all the items in the Deleted Items folder when you log off and end of your OWA session. 37
Recover Deleted Items You can recover items that have been emptied from the Deleted Items folder. 38
Notes 39
Microsoft Office 2007 Access Excel OneNote Outlook Exchange 2007 OWA Light PowerPoint Project Publisher SharePoint Visio Word 40
OWA Light Interface The OWA Light interface is very similar but not an exact replica of Outlook 2007. It allows the user to use the primary functions of the Outlook 2007 including mail and calendar features. D G E H F B C A A Navigation Pane: Contains buttons and icons you can click to move among Outlook s folders and tools. C Inbox: Folder that displays your incoming e- mail messages. E Options: You can customize OWA Light by controlling features such as regional settings and message and calendar options. G Global Address List: Access to your contacts as well as everyone within the organization. B Navigation Pane Buttons: Displays folders and tools for a certain category i.e. Mail, Calendar, or Contacts. D Search: OWA Light gives several ways to search for information in your Exchange mailbox. F Log Off: Protect your privacy by logging off every time you are finished using OWA Light. H Help: The Help feature gives access to a complete OWA Light knowledge base. 39
The Navigation Pane Each type of folder in your mailbox (mail, calendar, contacts, and tasks) has its own set of toolbar options that are specific to its function or purpose. Mail Calendar Contacts Manage Folders Provides access to all of the folders in you Microsoft Exchange mailbox and any personal folders that you have created. Lets you navigate your calendar and create additional calendar folders. The options in Contacts also let you create additional contact folders and select with contacts to display. Lets you add, delete, rename and move your current folders The Toolbar Options This feature provides a one-click access to all folders in your mailbox. Create a new email message. Allows you to move your messages to alternate folders. Delete the selected email message or messages. Allows you to move selected emails directly to the junk folder. Allows you to mark selected emails as Read. Allows you to mark selected emails as New. Check the server for new messages. The button also refreshes your browser window. To jump to the start of the folder contents. To open the previous page in the folder. To open the next page in the folder. To jump to the end of the folder contents. 40
Creating a Recurring Calendar Item Most of our schedules reflect a lot of repetition. And, most of our schedules reflect a lot of repetition, too. OWA Light can help with that To create a recurring appointment or meeting: 1. Create and define the appointment or meeting as described in the preceding sections, but don t save or send. 2. Click the Recurrence button on the dialog toolbar to open the Recurrence dialog box. 3. Edit the Start or End times if necessary; OWA Light takes these values from the time fields in the Appointment dialog box. 4. Select a Recurrence Pattern. 5. Further define the pattern by entering a frequency value and selecting from the available options. 6. Set the Start date if necessary; OWA Light takes this from the Appointment dialog. 7. Indicate for how long you want the event to recur 8. Click Save located in the top left-hand side of the toolbar to close the dialog and return to the Appointment dialog box. 41
Creating a Personal Calendar You may need to create new personal calendars for particular purposes from time to time perhaps, to print blank calendars or to have calendars reflecting the milestones of a particular project. To create a new calendar in OWA Light: 1. Click the Manage Calendar link in the Navigation Pane. 2. Enter a name for the calendar and press create. 3. The new calendar will appear in the My Calendars section of the pane. Outlook functions for overlaying multiple calendars are not present in OWA Light! Personal Calendars are not stored on the server side, so they do not sync with any other existing calendar. 42
Scheduling Assistant If the meetings you schedule are anything but simple perhaps involving many, busy participants and high-demand resources then OWA Light s Scheduling Assistant can do the hard, eye-straining work of identifying upcoming times during which all desired attendees and resources are available. To use the Scheduling Assistant: 1. Click the Calendar tab from the Navigation Pane and in the calendar select the day and month you want to schedule a meeting on. 2. Select New Meeting Request 3. Add attendees as Required, Optional or select to add Resources such as a boardroom. 4. In the next screen please ensure your have selected the Scheduling Assistant tab. The Scheduling Assistant will show the suggested times for the attendees and resources available in the center of the screen. Conflicts are address on the right hand side and appear listed by the person s name. 43
Accessibility for Blind and Low Vision Users Many accessibility features are built into OWA Light. These features are available to everyone, without the need for additional assistive technology products. OWA Light is optimized for accessibility, including users who are visually impaired or who have low vision. OWA Light provides fewer features than OWA Premium, however it contains full screen tips, logical reading order (from left to right), and header navigation. 44
Options You can customize OWA Light by controlling features such as language settings, message and calendar options as well as setting up for Out of Office Assistant. After you make changes to the settings on the Options page, be sure to click on Save on the toolbar to apply your changes. Regional Settings You can configure the languages that are available and the date and time formats. 1. Click Options on the banner. 2. Click Regional Settings from the list. 3. Make the changes and click on Save on the toolbar to apply your changes. Language The Language settings let you change the language that is used for OWA Light. Date and Time Formats These settings let you set the date style, time style and current time zone that are used for OWA Light. 45
Messaging The messaging options in OWA Light let you configure individual message settings such as notifications, email signature, and message format. Message Options You can configure the number of items to be displayed in increments of 5 up top 50, and to 75 and 100. Email Signature An email signature that you can manually or automatically add to the end of an outgoing message. Message Tracking Options You can control how OWA Light responds to email messages that you receive for which the sender has requested a read receipt. Email Name Resolution By default, Global address list is selected. This means OWA Light uses the college s contact directory first. 46
Deleted Items You can set Deleted Items to permanently delete all the items in the Deleted Items folder when you log off and end of your OWA Light session. Junk E-Mail Options The Junk E-Mail options in OWA Light let you configure your Junk e-mail preferences including filters and sender lists. Filters OWA Light also allows the user to apply filters by selecting the filter settings or by creating 3 different lists: Safe Senders List Blocked senders List Safe recipients List 47
Calendar Options Calendar View You can select the first day of the week. You can modify the way the calendar is displayed. Calendar Work Week By default, the work days are Monday through Friday. You can also set the start and end time of the work days. Out of Office Assistant When the Out of Office Assistant is turned on, it generates replies to senders based on the Out of Office message that you have created. 48
Accessibility You can also choose to optimize OWA Light for accessibility at the login page. Mobile Devices You can access your device password, and add/remove unused devices. OWA Light Does have it limitations! A few things to be aware of: It does not have an automatic spell checker; you will have to do this manually. You cannot modify rules in OWA Light the way you can in OWA Premium 49
References OWA References: Outlook Help