School Mail System. - Access through Outlook Web Access. User Guide FOR. Education Bureau (EDB)

School Mail System - Access through Outlook Web Access User Guide FOR Education Bureau (EDB) Version: 1.5.1 May 2013 The Government of the Hong Kong Special Administrative Region The contents of this document remain the property of and may not be reproduced in whole or in part without the express permission of the Government of the HKSAR

Distribution List Copy No. 1 Distribution of Controlled Copy Holder Education Bureau, The Government of the Hong Kong Special Administrative Region 2 Project Team, Microsoft (Hong Kong) Limited Prepared By: Doc. Effective Date: Prepared By: Date: Copy No: Doc. Expiry Date: Reviewed By: Date: Page 2

Amendment History Change Number Revision Description Sections Affected Revision Number Date 1 Add a Section on Archive Mails. 5.13 1.1 15 February 2008 2 Update the Archive Mails section following the introduction of the new mail purging solution by the vendor 3 Add a Section on Encrypt Mails upon the launch of the encryption solution for e-mail transmission among School Mail System Users and between Lotus Notes users and School Mail System users. Update the Archive Mails section to specify users can archive mails locally using Outlook. Update the Add Attachment section to specify the attachment filtering policy adopted by the bureau. 4 Update a picture on how to set up Out of Office Assistant. 5.13 1.2 12 November 2008 5.8 5.13 5.17 1.3 5 May 2009 5.2.2 1.4 29 June 2009 5 Update pictures on Login and Logout after launch of UAG Portal Minor update to reflect changes of standard mailbox sizes Update the step on Change Intranet / OWA Password after launch of UAG Portal 5.1.A 5.14.5, 5.24, 5.24.2, 5.24.3 5.23 1.5 14 June 2012 6 Update workstation requirements 4.2 1.5.1 May 2014 Page 3

Table of Contents 1. PURPOSE... 5 2. SCOPE... 6 3. SYSTEM SUMMARY... 7 3.1. OBJECTIVES... 7 3.2. SYSTEM FUNCTIONS... 7 4. WORKSTATION REQUIREMENT... 8 4.1. COMPUTER HARDWARE... 8 4.2. COMPUTER SOFTWARE... 8 5. OUTLOOK WEB ACCESS OPERATING INSTRUCTIONS (BASIC)... 9 5.1. LOGIN AND LOGOUT... 9 5.2. REGIONAL SETTINGS... 11 5.3. E-MAIL SIGNATURE... 12 5.4. CREATE AND SEND MAIL... 13 5.5. DRAFT MAIL... 19 5.6. ADDRESS BOOK SEARCH (BASIC VERSION)... 20 5.7. ADDRESS BOOK SEARCH (ADVANCED VERSION)... 23 5.8. USE ENCRYPTION IN READING AND SENDING MAIL... 26 5.9. REQUEST FOR READ RECEIPT... 28 5.10. READ MAIL... 30 5.11. REPLY MAIL... 31 5.12. FORWARD MAIL... 32 5.13. PRINT MAIL... 33 5.14. ARCHIVE MAIL... 34 5.15. DELETE MAIL... 36 5.16. RECOVER DELETED MAIL... 37 5.17. ADD ATTACHMENT... 39 5.18. SAVE ATTACHMENT... 42 5.19. FOLDER MANAGEMENT... 43 5.20. FLAG AND REMINDER... 45 5.21. COLOR CATEGORIES... 47 5.22. SET UP OUT OF OFFICE ASSISTANT... 49 5.23. CHANGE INTRANET/OWA PASSWORD... 51 5.24. MAILBOX SPACE INDICATOR... 52 6. OUTLOOK WEB ACCESS OPERATING INSTRUCTIONS (ADVANCED)... 53 6.1. CALENDAR... 53 6.2. TASKS... 58 6.3. RULES... 60 6.4. PERSONAL CONTACTS... 63 6.5. MAILBOX DELEGATION... 66 6.6. OPEN OTHER S MAILBOX... 68 7. APPENDIX I INTERNET EXPLORER SETTINGS... 70 7.1. ENABLE JAVASCRIPT... 70 7.2. ENABLE COOKIES... 72 7.3. DO NOT SAVE ENCRYPTED PAGE... 74 8. APPENDIX II SCHOOL MAIL SYSTEM NEW FEATURES... 75 8.1. NEW FEATURES... 75 Page 4

1. PURPOSE The document provides necessary information to guide users to access and use their School Mail System mailbox through Outlook Web Access (OWA). Page 5

2. SCOPE This document covers the Outlook Web Access (OWA) and usage from the end user perspective. Page 6

3. SYSTEM SUMMARY 3.1. OBJECTIVES In order to facilitate electronic communication within the EDB, School Mail System is established to provide Electronic Mail service for school users. School users can use this e-mail service to communicate with EDB and other Internet mail users. 3.2. SYSTEM FUNCTIONS The system would support common e-mail functions including: 1. Compose, forward, reply, delete mails, including Internet mails, and return receipt; 2. Handle file attachments; 3. Use directory for locating mail recipients within EDB (EDB Contacts); 4. Use directory for locating mail recipients within the Government (Whole Government Address List) 5. Provide Single-sign-on with EDB Portal (Common Logon System) account. The system would allow users to communicate with other mail users in the Government, which includes: 1. Send and receive e-mail with EDB Office users. 2. Share directory information with other email systems in the same B/D; 3. Support the exchange of emails with users across B/Ds under the existing Government Communication Network (GCN) messaging infrastructure; 4. Comply with the requirements of GCN for email communication across Bureau or Departments Page 7

4. WORKSTATION REQUIREMENT 4.1. COMPUTER HARDWARE Hardware Requirements: Recommended for better performance -- Pentium IV 1 GHz with 512 MB of memory Minimum requirement -- Pentium III 733 MHz with 256 MB of memory 4.2. COMPUTER SOFTWARE Supported Operating Systems: Windows 7 Windows Vista Supported Browsers: Internet Explorer 7.0 or above. Note: JavaScript and cookies should be enabled in the browsers for running the OWA client without error. In addition, Security property "Do not save encrypted pages to disk" under Advanced options of Internet Explorer should not be checked. Please refer to Appendix I for details. Page 8

5. OUTLOOK WEB ACCESS OPERATING INSTRUCTIONS (BASIC) You can access your OWA with a workstation which can access the Internet. 5.1. LOGIN AND LOGOUT A. Login Outlook Web Access 1. Logon EDB Intranet through via the EDB Portal Logon Page (https://portal.edb.gov.hk). Type in your EDB Portal account and password accordingly and then click Logon. For non-edb Portal users, simply use your Windows LAN account to logon. 2. After logon EDB Intranet, you can access OWA through [User Services] -> [Check My Email] -> [School Mail System]. Page 9

OR You can launch the following URL for the OWA login direct and type in your login name and password. https://webmail.edb.gov.hk B. Logout Outlook Web Access For information security consideration, it is highly recommended to log off OWA after using it, especially if you are using common or shared workstation to login your OWA. 1. Click [Log Off]. Log Off 2. Click the box [Log Off]. And then click [Close Windows]. Page 10

5.2. REGIONAL SETTINGS According to your need, you can set your preferred timezone and mailbox language in Regional settings. A. Timezone Timezone for Hong Kong is GMT +8:00. It is suggested to use this timezone for your settings unless you have specific needs (e.g. if you are working out of Hong Kong, other timezone settings may be required). 1. To configure regional settings, click [Options] on the top right hand corner. 2. On the left pane, click [Regional Settings]. 3. If you find the time for the received email is not correct due to the incorrect timezone settings, you can select the current timezone in this option setting. 4. Click [Save] to save your setting. B. Language 1. Follow Steps 1 and 2 above. 2. Select the language. Preferred languages are English (United States) and Chinese (HKSAR). 3. Click [Save] to save your setting. Page 11

5.3. E-MAIL SIGNATURE In OWA, user can preset their desired e-mail signature. 1. To set e-mail signature, click [Options] on the top right hand corner. 2. On the left pane, click [Messaging]. In the [E-mail Signature] section, type your desired e-mail signature. Check the checkbox [Automatically include my signature on outgoing messages]. Click [Save] to save your setting. Enter email signature here Page 12

5.4. CREATE AND SEND MAIL 1. To reach your mailbox by clicking [Mail] -> [Inbox]. Inbox Mailbox 2. Click [New] and [Message]. Then, a blank mail message box will pop up. Page 13

3. If you want to have the Bcc field, you can click [Options] and tick the [Show Bcc] checkbox. 4. Type recipients addresses in the [To/Cc/Bcc] fields. You may just enter the mail aliases of the recipients (for users whose e-mail addresses are available in your address book) and click the [tick] button to validate the addresses. Page 14

5. Or, you can choose the users from the address books (i.e. EDB Address book or Whole Government Address book). For details on the use of the address books, please refer to Section 5.6 and 5.7. 6. Type in subject & mail body. 7. You may attach file(s) in your mail (Please refer to Section 5.16 for the detailed steps). 8. Click [Send]. Page 15

Note: a). Before you send the mail, you can check the spelling by pressing the spelling check icon Click [OK].. Then select the language for the spell checking. The words with spelling error will be underlined. Right click the underlined word. Right click the underlined word. Select the correct word or your preferred action. b). School Mail System also provides a feature to do the spell checking automatically before sending e-mail. You can configure this setting by clicking [Options] on the top right hand corner: Page 16

Click [Spelling]. Tick the checkbox [Always check spelling before sending]. Click [Save]. To test the setting, you may compose a testing e-mail with some wrong spelled words. Click [Send]. The words with spelling error will be underlined. Right-click the underlined word. Select the correct word or preferred action. Page 17

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5.5. DRAFT MAIL In the new mail window, check the [Save] icon, the current mail will then be saved in the [Drafts] folder. Page 19

5.6. ADDRESS BOOK SEARCH (BASIC VERSION) 1. Click [Address Book] icon on the right top banner or that beside [To/Cc/bcc] field in a new mail. 2. Click [Show other address list]. 3. Select the address book that you want to use. 01 EDB Address Book (This address book contains all EDB users mail address.) 02 Whole Government Address Book (This address book contains the mail address of all Government users, including EDB users. You can locate users of other Government Bureau/Departments in this address book.) Important Note: The information in Whole Government Address Book is contributed by individual Bureau or Department. EDB Administrator does not hold responsibility for the accuracy of the information. 4. Enter keyword (e.g. ying) in the search text field. Press <Enter>. Searching results will be displayed. Page 20

5. You can right-click the selected contact object. And perform the action that you would like. Open Read the details of the contact object; New Message Create a new message for this contact object; New Meeting Request to Contact Create a new meeting request for this contact object; Add to Contacts Add this contact object information to your contact list. 6. If the address book is opened through clicking the [Address Book] icon beside [To/Cc/Bcc] field in a new mail, you may directly input the target mail address(es) to the [To/Cc/Bcc] field by highlighting the concerned address(es) and clicking [To/Cc/Bcc] button at the bottom of the address book. The address(es) will then be added to the relevant field. Click the [To/Cc/Bcc] to add the address(es). Highlight the selected address(es). 7. Close the address book after finishing the searching. Page 21

Note: This is a basic version of the address book search. Only limited searching criteria and function is provided. Keyword will be lookup in the following order: - DisplayName; - First Name; - Last Name; - E-mail address. Page 22

5.7. ADDRESS BOOK SEARCH (ADVANCED VERSION) Besides the basic version of the address book search, you may use [Address Book (Advanced)] which provides more searching attributes and flexibilities to search the target address(es). 1. Click [Address Book (Advanced)]. 2. Select the address book that you want to use: 01 EDB Address Book (This address book contains all EDB users mail address.) 02 Whole Government Address Book (This address book contains the mail address of all Government users, including EDB users. You can locate users of other Government Bureau/Departments in this address book.) Important Notes: The information in Whole Government Address Book is contributed by individual Bureau or Department. EDB Administrator does not hold responsibility for the accuracy of the information. 3. In the searching criteria box, enter the specific data that you want to search, for example, ying in the field of [Last Name] or Tsuen Wan Govt Primary Page 23

School in the field of [Company/School]. Click [Find]. The searching results will be displayed. Notes: For the field Title, square blanket [ ] should be used, for example, EO[AA]1. 4. Click on the result entry and the corresponding details will be displayed in the right-pane. Details of the result entry. 5. If you want to mark the object for your mail delivery, double-click the entry and the corresponding mail address and display name will be copied to the upper right textbox pending for further action. Page 24

6. Then, click the button [Send to Clipboard]. The address(es) in the textbox will be sent to the clipboard. 7. If there is a pop up asking you if you want to allow the webpage to access your clipboard, click [Allow access]. 8. Open a new e-mail and perform paste action to input your searching result in the clipboard to the corresponding address field (e.g. To, Cc or Bcc). 9. Click [Check Name] icon. 10. Click [Send] icon to send the e-mail to the target address(es). 11. Close the address book after finishing the searching. Page 25

5.8. USE ENCRYPTION IN READING AND SENDING MAIL School Mail System users can exchange encrypted e-mails with other School Mail System users and Lotus Notes users. Before encryption can work, you must download and install the S/MIMIE certificate (Note: S/MIMIE certificate is one kind of e-certificate and all EDB s S/MIME certificates are generated internally by EDB Administrator) to your School Mail System account first. For details, please refer the user guide on Encryption Solution for Use among School Mail System Users which is available at the Intranet (https://portal.edb.gov.hk) through the path Information Directory -> E. Information Technology --> 7. Office Systems User Guide -> Office Systems & Emails -> 5. School Mail System -> b. Encryption Solution for Use among School Mail System Users. The procedures to send encrypted e-mail through School Mail System are: 1. After drafting the mail, click [To] to select mail recipient. 2. Choose the target mail recipient. You can send encrypted e-mail to recipient with message [The recipient has a valid digital ID for encrypting e-mail messages] shown on the Address Book. Click [OK] to continue. 3. Click the Encrypt button as circled below to enable the encryption function. Click Send to send out the mail. Page 26

4. To decrypt any encrypted e-mail received, you can open the mail as normal as any encrypted email will be decrypted automatically once your Certificate is correctly installed. Note: (1) While School Mail System users can send encrypted mails to all EDB users (including school and office users), the target recipient may not able to open the mail unless he/she has installed the appropriate S/MIME certificate. (2) The procedures for Lotus Notes users to use S/MIME certificate can be found at the document Encryption Solution for Use between Lotus Notes Users and School Mail System Users available at the Intranet (https://portal.edb.gov.hk) through the path Information Directory -> E. Information Technology --> 7. Office Systems User Guide -> Office Systems & Emails -> 2. Lotus Notes - > l. Encryption Solution for Use between Lotus Notes Users and School Mail System Users. Page 27

5.9. REQUEST FOR READ RECEIPT Note: This option works only if target recipient mail system supports this feature. 1. In the new mail window, click the [Options] box on the top right hand corner. 2. Tick the checkbox for [Request a read receipt for this message]. Then click [OK]. 3. Draft and send the e-mail as usual. 4. When the recipient receives and opens your e-mail, his/her mailbox will generate an automatic response telling that he/she has read the e-mail. 5. You will then get the read receipt response from the recipient. Page 28

Important Note: The default setting for OWA users of Read receipt response is set to Auto Response. This setting can be modified by user. But users are suggested not to modify this setting. Page 29

5.10. READ MAIL 1. To read your mail, click [Mail] -> [Inbox]. Your [Inbox] folder will open and display any messages you have received. 2. Mail would be bolded if it has not been read. 3. Double click on the selected roll to open the mail. 4. The selected mail would then be shown in a new pop up window. Page 30

5.11. REPLY MAIL 1. Open the mail. 2. Click [Reply] or [Reply to All] button. 3. Type in mail body and click [Send] to send the e-mail. Note: When user clicks the [Reply] or [Reply to All] button, the School Mail System will automatically remove the attachments, if any, embedded from the reply. Page 31

5.12. FORWARD MAIL 1. Open the mail. 2. Click [Forward] button 3. Type in mail body and the address of the recipient(s). Click [Send] to send the e-mail. Page 32

5.13. PRINT MAIL 1. Open the mail. 2. Click the [print] button. 3. Choose the printer and click [OK]. Page 33

5.14. ARCHIVE MAIL 1. Except mails under [Managed Folders -> Archive], all mails in the [Inbox] and other folders and their sub-folders older than 180 days will not be retained in School Mail System and will be purged regularly. 2. To retain the useful mail(s), you should move those useful mails to the [Archive] folder which can be found under the [Managed Folders] just below the [Junk E-mail] folder. 3. Emails kept in this [Archive] folder will not be purged. 4. You can create sub-folders under this [Archive] folder as usual following the procedures stipulated in Section 5.19 on Folder Management. Mails inside the sub-folders of [Archive] folder will not be purged as well. 5. Mails under this [Archive] folder and their sub-folders will be counted against the storage quota (User may follow the procedures in Section 5.24 on Mailbox Space Indicator to view the latest space usage information). 6. For your reference, upon clicking the [Archive] folder, you will see the policy statement of the folder just above the middle section of the OWA page. You may hide the policy statement by clicking the [Click to hide] option. Note: Besides moving the mails to the [Archive] folder, users can also archive the useful mails onto workstation/removable storage media locally using Office Outlook. For details, please refer to the relevant setup guides which are available under EDB Intranet (https://portal.edb.gov.hk) through the path Page 34

Information Directory -> E. Information Technology --> 7. Office Systems User Guide -> Office Systems & Emails -> 7. School Mail System -> c. Outlook 2003 Setup Guides / d. Outlook 2007 Setup Guides / e. Outlook 2010 Guides". Page 35

5.15. DELETE MAIL 1. Click the mail to be deleted so that it is highlighted. 2. Click the [Delete] button on the tool bar to delete the selected mail(s). 3. You can also opt to right-click the selected e-mail(s) and click [Delete] on the pop up box to delete the mail(s). 4. The mail(s) would be removed from [Inbox] and would be stored in [Deleted Items] box. 5. Go to the [Deleted Items] folder. Right click this folder and click the [Empty Deleted Items] option to delete all the mails therein. Note: a). Any mails in the [Deleted Items] folder will be emptied from the folder automatically if they have been retained in the [Deleted Items] folder for more than 48 hours. b). All mails cleaned from the [Deleted Items] folder can be recovered where necessary if they have not been permanently deleted. Please refer to Section 5.15 for details. Page 36

5.16. RECOVER DELETED MAIL 1. By using the [Recover Deleted Items] option, user can recover the deleted mails from the [Deleted Items] folder if they have not yet been permanently deleted. To do so, click [Options] on the top right hand corner. 2. On the left pane, click [Deleted Items]. Select the e-mails that you want to recover. Then click [Recover to Deleted Items Folder]. If you click [Permanently Delete], the selected mails will be deleted permanently. Click this link to recover deleted mail. Click this link to delete emails permanently. 3. If you want to empty the Deleted Items folder every time when you logoff, you can select the option [Empty the Deleted Items folder on logoff]. Page 37

Note: Mail System will purge mails older than 180 days, no matter whether they have been read or not, for the folders [Inbox], [Sent Items], [Deleted Items] and their sub-folders of the mailbox in the periodic server housekeeping exercise. Any mail cleaned by Mail System purging policy or by clicking the [Permanently Delete] option cannot be recovered. Page 38

5.17. ADD ATTACHMENT You can attach file(s) to a mail. 1. In a message window, click the [Attachment] icon and then click [Browse] to select the file(s) to be attached. 2. If you want to attach more files, you can click [Choose more files]. 3. Click [Attach] and the selected file(s) would be attached to the mail. Note: For sake of security and stability of server performance, the EDB mailing system executes attachment filtering policy to filter out the following two kinds of attachment from routing through the system: a) attachment s size is too large, making the size of the mail exceed 10MB. If you send a mail exceeding 10MB, subject to the size of the mail you have sent, a system message may prompt up informing you that the message could not be sent or you may receive a Delivery Failure Report telling you that the mail could not be sent due to the oversizing of the mail. Page 39

b) the attachment type is one of those which could easily spread virus or worm. The attachment will be blocked and deleted by the system in the process of delivery, and therefore become non-executable, while the message itself will continue to be delivered to the recipients. For recipients of the Notes (not applicable to Notes Users viewing at Domino Web Access client) and School Mail System, we have a customized message to inform them of the attachment deletion; however, such notice is not available for Notes recipients with Domino Web Access client only and recipients with mail systems outside the EDB. The following table lists the major file types that will be blocked under the attachment filtering policy of the EDB mailing system. However, the list is by no means exhaustive. File types.ade.adp.asx.bas.bat.chm.com.cpl.crt.exe.hlp.hta.inf.ins.js.jse.jsp.lnk.mda.mdb.mde.mdt.mdw.mdz.msc.msi.msp.mst.ops.pcd.pif.prf.reg.scf.scr.sct.shb.shs.url.vb.vbe.vbs.wk1.wk2.wk3.wk4.wks.wsc.wsf.wsh Page 40

If you have configured your workstation to hide the file extension, you may wish to follow the below steps to reset the workstation so that all file extensions will be unhidden and you can view the file type of an attachment easily. 1. In [Control Panel 控 制 台 ] 2. Double click [Folder options 資 料 夾 選 項 ] 3. Click [View 檢 視 ]. Then, uncheck the checkbox [Hide known file types extension 隱 藏 已 知 檔 案 的 附 檔 名 ] and click [OK]. Page 41

5.18. SAVE ATTACHMENT 1. Right-click the attachment that you want to save and then click [Save as]. 2. And then, choose the location and click [Save]. Page 42

5.19. FOLDER MANAGEMENT A. Mail Folders OWA comes with a set of default folders, which allows you to organize your mails, as well as your personal contacts and calendar: [Calendar] Displays your calendar items. [Contacts] Displays contacts you have created. [Deleted Items] Where messages marked for deletion are stored. [Drafts] Where you can save a message until you are ready to send it. [Inbox] - Where new messages appear. [Junk E-mail] - It is the folder where junk mails are stored. You will see in Section 6.3 of this guide on how a rule can be set to identify incoming mails from a particular address or having particular text be blocked from your [Inbox] folder and be sent to the Junk Folder directly. [Managed Folder Archive] Where you can archive the useful mails. [Notes] Display notes that you have created. [Outbox] Display messages waiting to send. [Sent Items] Store the sent messages. [Sync Issues] If Exchange ActiveSync (Access of the mailbox through mobile device) is used, error related to the message synchronization will be stored. [Tasks] Display task that you have created. [Search Folders] It is a virtual folder that provides a view of all messages that match specific search criteria. Since the searching function is not available for OWA users, please ignore this folder.. B. Create Folders 1. Select the location that you want to create folder. Then, right-click that location and select [Create New Folder]. 2. A textbox will be available for you to enter the folder name. Enter the name for the folder and the new folder will be created. Page 43

C. Move Mail to Folder 1. Select the mail(s) to be moved; 2. Drag and drop the mail(s) directly to your target folder. D. Delete Folder 1. Right-click the folder you want to delete. 2. Select [Delete] from the menu. Page 44

5.20. FLAG AND REMINDER It is a tool which helps you to remind yourself to follow up on specific items in your mailbox on a specified pre-set date. A. Follow Up Flag 1. Select the mail that you want to mark as Follow Up and click [Follow Up] icon on the right corner of the row. 2. Or you can open the mail, and click [Follow Up] icon on the tool bar. 3. Then select the desired due date, for example, today, tomorrow, next week, etc. as appropriate. 4. After you mark the follow-up flag, you can sort those messages which have been flagged with Follow Up according to the flag due date and flag start date: [Flag Due Date] Sorts the messages based on the due date of the flag. [Flag Start Date] Sorts the messages based on the date that the flag was added; Page 45

5. To clear the flag, select the mail and click [Follow Up] flag. The follow up flag will change to a tick icon. B. Reminder 1. In addition to the flag, you can add reminder to mails. To do so, right click the selected mail and select [ Set Date and Reminder] from the menu. 2. You can also use the [Mark Complete], [Clear Flag], and [Set Default Flag] functions. Page 46

5.21. COLOR CATEGORIES This tool helps you to organize items in your mailbox. Each category is assigned with a color. You can apply a category to a mail, a calendar item, a contact, and or a task according to their contents, sender, etc, to suit your special needs. 1. Open a mail that you want to apply category. Click the Color Categories icon. 2. Select the color (e.g. Green) that your want to apply. 3. Categories applied. 4. You can search your mails which have been applied with color category. Tick the Category checkbox and select the selected category (e.g. Green Category). Click search icon. Page 47

5. Result displayed. Page 48

5.22. SET UP OUT OF OFFICE ASSISTANT 1. Click the icon [Options] on the top right hand corner. 2. Select the option [Out of Office Assistant]. 3. On the right pane, you can enable or disable the Out of Office Assistant. [Do not send Out of Office auto-replies] By choosing this option, [Out of Office Assistant] will be disabled. [Send Out of Office auto-replies] By choosing this option, [Out of Office Assistant] will be enabled and auto-replies will be delivered to those senders within EDB School Mail System. You can specify the effective time range for the [Out of Office Assistant]. Page 49

Type the auto-reply message here. 4. Type your Out of Office auto-reply message in the concerned textbook. 5. For non-edb School Mail System senders, which is named as External Sender in OWA, (e.g. EDB Notes users or senders from other domains like <your_friend@msn.com>), you have to tick one of the following checkboxes appropriately before they will receive the auto-replies. [Send Out of Office auto-replies only to senders in my Contacts List] By choosing this option, Out of Office auto-replies will be available to the External Senders that exists in your contacts list. [Send Out of Office auto-replies to anyone outside my organization] By choosing this option, Out of Office auto-replies will be available for any External Sender. Type the auto-reply message for External Sender here. You may use the same Out of Office message for Internal Senders to reply the External Senders. Or you can make another Out of Office message to reply the external senders by typing your message in the above text box.. 6. Click [Save] to save your settings. Page 50

5.23. CHANGE INTRANET/OWA PASSWORD 1. Type in your EDB Portal account and password accordingly and then click Logon. For non-edb Portal users, simply use your Windows LAN account to logon. 2. Click the drop down menu as shown below and click Change my password 3. You ll be taken to the Change Password screen. Enter your current password and type your new password twice and click Save. Your password will be changed accordingly. Page 51

5.24. MAILBOX SPACE INDICATOR Each School Mail System mailbox has a storage quota. User may check the latest space usage information of the mailbox by using the Mailbox Space Indicator function. 1. Locate your mailbox name at the left pane and move the mouse to it. The latest mailbox space information will then be shown up. 1. Move the mouse and point it to the mailbox name. 2. Mailbox space usage information box will appear. 2. If your mailbox space is almost full (i.e. >90%), mailbox space usage information textbox will appear on top of the left pane after you login into your OWA. 3. Besides, system message will be generated by the system alerting those users that their mailbox are almost full (i.e. >90%). This message will be sent at around 1:00a.m. everyday. Page 52

6. OUTLOOK WEB ACCESS OPERATING INSTRUCTIONS (ADVANCED) 6.1. CALENDAR 1. To access the Calendar, you can click the [Calendar] icon on the left pane. 2. Choose your desired calendar view, including view by day/week/month. The highlighted cell in the Calendar is the date for current day. Page 53

3. Select the date for the event and click the [New] icon. Then, select [Appointment] or [Meeting Request]. 4. Or you can double-click the relevant cell of the date or time to create your event directly. Page 54

5. The icons on the tool bar: - Add attachment to this event. - Set this event as a recurrent event. - Spell Checking. - Invite Attendee to your event or appointment. - Set the importance (High or Low). 6. If you want to check your availability, you can click the tab [Scheduling Assistant]. Page 55

7. After checking, you can back to appointment screen and click [Save and Close] to save your event. You will see the new event is created in the calendar already. 8. If you want to update or delete the event, you can double-click the event. Then, update or delete the event: Update Modify and save it. Delete Click the delete icon to delete it. 9. If you received a calendar task (Meeting Request) and think it is useful for your Page 56

counterpart, you can forward the calendar task to your counterpart and mark his/her calendar. To do so, click [Forward]. 10. Enter the recipient information and click [Send] to send it. Page 57

6.2. TASKS 1. In OWA, you can create task to remind yourself that you have some tasks that you need to do. On the left pane, click the [Tasks] icon. 2. In the [Tasks] section, click [New] icon to create a new task. 3. Enter your task details. Then click [Save and Close] to save your task. Page 58

4. After you have completed the task, you can mark the task as completed by clicking the follow up flag. 5. You can also open the task and update task status or details. Click [Save and Close] to save your update. 6. If you want to delete the task, click the delete icon. Page 59

6.3. RULES In OWA, user can create rules to act automatically on new messages you receive that meet certain conditions. 1. To create rules, click [Options] on the top right hand corner. 2. On the left pane, click [Rules]. The following shows an example how to move e-mails from a specified user to a specified folder like [Junk E-Mail] folder: a). Create a new mail rule by click the [New Rule] button. b). Select [Move messages from someone to a folder]. c). In the [Name] field, enter the Rule Name (e.g. From Exch User 02) Page 60

d). Click the link [people or distribution lists]. e). Enter the user e-mail address or select it from address book. Click [OK]. f). Click the link [specified]. g). Select or create your target folder for mail delivery. Click [OK]. Page 61

h). Click [Save] to save the rule. i). If you want to delete the rule, you can select the rule and click the delete button. j). If you found some senders always sending spam mails to you and you want to filter such e-mails to [Junk E-mail] folder, you can use the steps above to create a rule and move spam mail to Junk E-mail folder. k). Clean up the [Junk Mail] folder or any folders which are used to store filtered mails regularly as appropriate. Page 62

6.4. PERSONAL CONTACTS 1. Click [Contact] in the left menu. 2. Click [New] > [Contact]. 3. Under the [Profile] tag, enter information of the new contact entry. Click [Save and Close]. Page 63

4. Finish the creation of a new contact entry. 5. If you want to edit any contact entry, you can double-click the contact entry and then update the details. Click [Save and Close] to save your updating. Page 64

6. If you want to delete any contact entry, you can highlight the contact entry and then click the delete icon. Page 65

6.5. MAILBOX DELEGATION 1. Click [Mailbox Delegation] in the left menu. 2. If you want to share your mailbox to other user, locate the [Mailbox Delegation Settings] section. Then look up user by using the search box [Display Name] or [Account Name] and click [Lookup]. Page 66

3. In the searching results, select the mailbox that you want to delegate. Then, select the folders (i.e. [Inbox], [Calendar], [Contacts] and [Tasks]) that you want to delegate. There are two level of permissions, [None] or [Reviewer], available for share. If you set the permission to [Reviewer], the delegated user can open your delegated folder as Read-Only. If you set the permission to [None], the delegated user is not allowed to access such folder at all. After finish setting the permission, click [Share]. 4. Under [Existing Permission Settings] section, you can find the summary of your mailbox delegation records. 5. If you want to remove the delegation for any user, locate the entry and click [Remove]. If you want to reset the delegation for any user, you also need to remove such delegation entry first. Then configure the permission for such user again. Page 67

6.6. OPEN OTHER S MAILBOX 1. Click [Mailbox Delegation] in the left menu. 2. If an user has shared his/her mailbox for your access, you can open other s mailbox by using the section [Open Other s Mailbox]. Firstly, look up the user by using the search box [Display Name] or [Account Name]. Then, click [Lookup]. 3. In the searching results, select the mailbox that you want to open. Then, select the folder type ([Inbox], [Calendar], [Contacts] or [Tasks]). Click [Open]. 4. The delegated mailbox will be opened. Page 68

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7. APPENDIX I INTERNET EXPLORER SETTINGS 7.1. ENABLE JAVASCRIPT 1. In Internet Explorer (IE), click [Tools] > [Internet Options]. 2. Move to [Security] tab. Click [Custom Level]. 3. Locate and ensure [Scripting] > [Active scripting] > [Enable] is checked. Click [OK]. Page 70

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7.2. ENABLE COOKIES 1. In IE, click [Tools] > [Internet Options]. 2. Move to [Privacy] tab. Click [Advanced]. 3. Ensure the checkbox for [Override automatic cookie handing] is NOT checked. If this checkbox is checked, uncheck it. Click [OK]. Page 72

4. However, if the above setting does not work in your case, you can tick the checkbox. Select [Accept] for both options of [First-party Cookies] and [Third-party Cookies]. Then tick the checkbox [Always allow session cookies] and click [OK]. Page 73

7.3. DO NOT SAVE ENCRYPTED PAGE 1. In IE, click [Tools] > [Internet Options]. 2. Move to [Advanced] tab. Tick the checkbox for [Do not save encrypted pages to disk]. Click [OK]. Page 74

8. APPENDIX II SCHOOL MAIL SYSTEM NEW FEATURES 8.1. NEW FEATURES The School Mail System provides the following new features when compared to the previous iplatform System: E-mail Color categories Set different Auto-replies for Internal/External senders through Out of Office Assistant Out Of Office Assistant scheduling Recover deleted items Set/Use signatures Spell Checking Address Book Lookup Calendar Forward meeting request to related counterparts User Interface/Productivity Flag mails for follow-up Reminders Create task list Note: Please note that the above list just covers some major features and is not exhaustive. -END- Page 75