UQconnect Email+ for Life Basics

UQconnect Email+ for Life Basics Course Objectives Read, Send, Reply to and Delete e-mail Locate and use addresses in an address book Send receive and open attachments Use folders to manage e- mail University of Queensland Library 2009 UQconnect Email+ for Life Basics

Notes University of Queensland 2009 2 of 2 UQconnect Email+ for Life Basics

Table of Contents Getting Started... 4 First Time Sign In Only... 5 Screen Overview... 6 UQconnect Email+ for Life Features... 7 Attachment file types blocked by UQconnect Email+ for Life... 10 Incoming Mail and Responding to Mail... 11 Contacts... 15 Calendar... 16 Quick Tips... 17 UQconnect Email+ For Life Mail... 17 UQconnect Email+ For Life Calendar... 17 UQconnect Email+ For Life Contacts... 18 Help... 19 Exercises 1. Creating and Sending an Email... 7 2. Read and Reply to Email... 11 3. Move/File a Message... 12 4. Print a Message and the Attachment... 13 5. Create an Appointment... 16 6. Organise a Meeting... 16 University of Queensland 2009 3 of 3 UQconnect Email+ for Life Basics

UQconnect Email+ for Life is designed to help you manage the way that you organise day to day affairs of your business and personal life. It is a collection of assorted tools that allow you to manage your communication with colleagues, friends and associates. The tools available for use include Mail, Calendar, Contacts and Tasks. If you have used Microsoft Outlook before then UQconnect Email+ for Life will be very familiar. Please Note: to get the most of UQconnect Email+ for Life you should use Internet Explorer 7or higher. You can use other browsers (eg. Firefox, Safari) but you may not get full functionality. Getting Started UQconnect Email+ for Life can be accessed in one of two different ways via the web. 1. It can be accessed via the tab thru my.uq Note: If you use this method you only have to login the once using your normal my.uq login. or 2. It can be accessed by typing the address https://www.exchangelabs.com directly into the browser. Note: If you use this method you must enter your Nice Name login. Eg. jane.doe@uqconnect.edu.au If you wish to access UQconnect Email+ for Life via a windows based or Macintosh based mail client such as Microsoft Outlook or Mac Mail, for example, then some setup instructions can be found at the following link..http://uqconnect.net/helpdesk/student/email/ Please note: The Nice Name logon can only be used if you are accessing Outlook live (https://outlook.com) directly to view your emails. For all University of Queensland myuq logons you must use your student number to sign in. It is not possible to change your student number logon to a Nice Name logon. If you are unhappy with your existing Nice Name id you can request a change. Think carefully before requesting a change as a brand new account will be created and everything associated with your current LIVE ID will be deleted. It is your responsibility to backup your Email. Note: Your s1234567@student.uq.edu.au will be automatically redirected to your new account. See http://uqconnect.net/helpdesk/student/email/ for more information University of Queensland 2009 4 of 4 UQconnect Email+ for Life Basics

First Time Sign In Only The very first time you sign in to UQconnect Email+ for Life you will need to complete a few items on the account information page. It is necessary to reconfirm your password to enable the account set up to proceed. You are strongly encouraged to change your password to something memorable. The alternate email address is very important if you forget your password. Remember that if you provide a false email address here and forget your password you are unlikely to be able to access you account. Note: Once you have completed this screen and chosen the I Accept button at the bottom you will not see it again when you log in. You have to sign in again after acceptance using your new password When you sign back in you will be asked to complete some choices relating to Outlook Web Access. Choose English (Australia) as the language and the current time zone as Brisbane (GMT+10) Choose OK University of Queensland 2009 5 of 5 UQconnect Email+ for Life Basics

Screen Overview For optimal results UQconnect Email+ for Life is best viewed using Internet Explorer. Mail & Favourite Folders Pane Message Pane Reading Pane Options/Log Off Buttons Navigation Pane Allows quick access to Mail Folders (only e-mail related) and the Favourite Folders can be customised with the folders you use most often. This reading pane will display the messages as selected from the Mail Folders in your inbox, sent items etc. This provides access to all of the tools available in UQconnect Email+ for Life and the toolbar provides access to the commonly used tools in UQconnect Email+ for Life. Allows the user to read their emails by acting as a preview of the message. Optional to turn it on or off. Options: Provides access to the different options available in UQconnect Email+ for Life. Options included will vary depending on the area selected ie. Mail, Calendar, Contacts or Tasks Log Off: For the user to log their account out once finished with Provides centralised navigation and allows you to easily switch between Mail, Calendar, Contacts and Tasks University of Queensland 2009 6 of 6 UQconnect Email+ for Life Basics

UQconnect Email+ for Life Features UQconnect Email+ for Life has the following features Mail Calendar Contacts Tasks Allows you to create, read, reply, forward and store your electronic mail Provides you with a daily, weekly or monthly view to plan your life This is your list of personal or business contacts This is your electronic of things to do list Mail Exercise 1 Creating and Sending an Email Make sure you are in the Inbox of the Mail section of Mail + for Life. On the Inbox toolbar to the right, point and click on the little arrow next to New, and then click Message or just press New on the toolbar. Enter recipient names in the To:, Cc:, or Bcc: Fields (To field: A message is for the recipients, Cc (carbon copy) field: A message is for information only and Bcc (blind carbon copy) fields: A message is for information only but the names of the recipients in the Bcc box aren't visible to any other recipients.). Separate addressee names with a semicolon (;). Note: To view the From and BCC fields you will need to switch them on through the University of Queensland 2009 7 of 7 UQconnect Email+ for Life Basics

Options button. To select recipient names from a list in the Address Book, click the Address Book button on the Message ribbon or the To, Cc or Bcc buttons. If you type in the addressee names rather than use the address book and the name is not unique you will be asked to choose from a list of the ambiguous names that will appear once you click send. Optional: Once you have entered a subject and a body you can mark the message important by pressing the exclamation mark on the toolbar. If you need to save a copy of the message prior to sending it, click on the Save button and the message will then be copied into the drafts folder in the Mail folder pane. Select the paperclip button on the Message ribbon to attach a file to the message. The Attach Files Webpage Dialog allows you to browse to the document you wish to attach. Note: You can attach up to 20mb s worth of attachment University of Queensland 2009 8 of 8 UQconnect Email+ for Life Basics

You can then send the email by pressing the Send button. The message will then appear in your Sent Items folder in the Mail & Favourite Folders pane. University of Queensland 2009 9 of 9 UQconnect Email+ for Life Basics

Attachment file types blocked by UQconnect Email+ for Life There are two levels of attachment security. Access to Level 1 files is blocked and can't be changed. When you receive an attachment with a Level 2 file type, you will be prompted to save the file to your hard disk. If you have inserted an attachment file type that is blocked by UQconnect Email+ for Life for security reasons it will be removed prior to delivery. These file types, such as.exe,.bat,.scr, and.js, are blocked because they can potentially contain viruses. Level 1 - File extension File type (Automatically blocked).ade Microsoft Access project extension.adp Microsoft Access project.app FoxPro generated application.bas Microsoft Visual Basic class module.bat Batch file.chm Compiled HTML Help file.cmd Windows NT Command Script.com Microsoft MS-DOS program.cpl Control Panel extension.crt Security certificate.csh Unix shell script.exe Program.fxp FoxPro file.hlp Help file.hta HTML program.inf Setup Information.ins Internet Naming Service.isp Internet Communication settings.js JScript file.jse Jscript Encoded Script file.ksh Unix shell script.lnk Shortcut.mda Microsoft Access add-in program.mdb Microsoft Access database.mde Microsoft Access MDE database.mdt Microsoft Access add-in data.mdw Microsoft Access workgroup information.mdz Microsoft Access wizard program.msc Microsoft Common Console Document.msi Microsoft Windows Installer package.msp Windows Installer patch.mst Visual Test source files.ops FoxPro file.pcd Photo CD image or MS Visual Test compiled script.pif Shortcut to MS-DOS program.prf UQconnect Email+ for Life profile information (msrating.dll).prg FoxPro program source file.reg Registration entries.scf Microsoft Windows Explorer command.scr Screen saver.sct Windows Script Component.shb Shortcut into a document.shs Shell Scrap Object.url Internet shortcut.vb VBScript file.vbe VBScript Encoded Script file.vbs VBScript file.wsc Windows Script Component.wsf Windows Script file.wsh Windows Script Host Settings file.xsl XML file that can contain script To delete an attachment that is blocked before you send the email, just left mouse click the attachment once and press the delete key on the keyboard. University of Queensland 2009 10 of 10 UQconnect Email+ for Life Basics

Incoming Mail and Responding to Mail Exercise 2 Read and Reply to Email Open an Incoming email by selecting the Inbox from the Mail & Favourite Folders pane and double click on the specific message in the reading pane. Note: To help find a message the view can be sorted by clicking on the Message Pane Arrange by: column heading. You can arrange by Date, From, To, Size, Subject, Type, Attachments, Importance, Flag Due Date or Flag Start Date. You can also choose to sort in ascending or descending order. You can delete a message by pressing the delete button on the toolbar in the message or on the delete button in the Message Pane Choosing Reply will allow you to send a response to the sender by typing in the body of the message. (Note:the original message will be included in the response but not the attachment) Choosing Reply to All will allow you to send a response to the sender and the other recipients of the message. (Note:the original message will be included in the response but not the attachment) Choosing Forward will allow you send a copy of this message to a third party including the attached files. Enter the recipients and any additional message prior to sending. University of Queensland 2009 11 of 11 UQconnect Email+ for Life Basics

Exercise 3 Move/File a Message Click on the Move to Folder button on the toolbar in the Mail Message Pane. Choose Move to Folder. If you do not currently have a folder to move the message into then on the Move to Folder pop up window select the view you wish to create the new folder in. Choose the Create New Folder button at the bottom You can create as many folders as you need in one go by simply repeating the above steps. Once you have created your folder(s) you can choose the Move button at the bottom to move the message to the folder. The message now appears in the folder you have created and chosen. It is no longer in the Inbox. Note: Once you have created folders it is possible University of Queensland 2009 12 of 12 UQconnect Email+ for Life Basics

to move message between the Inbox and a folder by clicking and dragging with your mouse. If you choose the Copy to Folder option you place a copy of the message in the selected folder and it still appears in the Inbox. Note: This message is still included in your mail quota whilst it is in a folder within the inbox. You do, though, have a 10 Gigabyte storage limit. Exercise 4 Print a Message In the Message Pane open the message you want to Print Press the Printable View button Make your print choices and choose Print Note: It is not currently possible to print the message and the attachment at the same time. You need to open any attachment separately in order to print it. University of Queensland 2009 13 of 13 UQconnect Email+ for Life Basics

Exercise 5 Customising Student Email+ for Life This allows you to setup options specific to your email account such as a signature or out of office reply. Choose the Options button at the top right hand corner of the screen Customize options (default view) Mail Regional Spelling Calendar General Alter mail options, Enter a signature, Change the message format and tracking options Set language, date and time options Choose the dictionary language and spelling options Set the working week display, reminder and automatic processing options Alter the appearance, name resolution and accessibility options Organize Options Out of Office Inbox Rules Set up, modify and enable Out of Office messages Create and manage rules to control the way your Inbox handles messages University of Queensland 2009 14 of 14 UQconnect Email+ for Life Basics

Security Options Junk E-Mail Control how junk email is filtered and manage the safe and block senders list Click on My Mail at the top right hand side of the screen when you have finished to return to the Inbox. Contacts In addition to the Universities Global Address book, the Contacts folder is your e-mail address book and information storage for the people and businesses you want to communicate with. Exercise 6 Address Book/Contacts Use the Contacts folder to store the e-mail address, street address, multiple phone numbers, and any other information that relates to the contact. You can create a new contact by choosing the New button in contacts view and filling in the information in the window that opens up or by Right Mouse clicking a name in an email and choosing Add to Contacts. University of Queensland 2009 15 of 15 UQconnect Email+ for Life Basics

Calendar The UQconnect Email+ for Life Calendar is the calendar and scheduling component of UQconnect Email+ for Life, and is fully integrated with e-mail, contacts, and other features. You can view a day, week, or month at once. With Calendar you can: Exercise 7 Create an Appointment Choose the New button to create an Appointment Fill in the details such as Subject, Location, Start and Finish times. Set a reminder and add extra detail and even attachments. Save and Close the appointment to enter it into the calendar. Exercise 8 Organise a Meeting Choose the black arrow beside the New button to create an Meeting Request Fill in who is Required to attend and who is Optional. Enter their email addresses in the appropriate field. Also fill in the details of the meeting such as Subject, Location, Start and Finish times. Set a reminder and add extra detail and even attachments. University of Queensland 2009 16 of 16 UQconnect Email+ for Life Basics

Quick Tips UQconnect Email+ For Life Mail Mail Essentials How Do I? Click compose a new message send a message Receive messages Delete a message New Button Send Button Send/Receive button Delete button Mail Features How Do I? Add an attachment reply to a message forward a message Sort Messages Managing Mail How Do I? Show/Hide Reading Pane Create a mail folder Move a message Delete a folder Click Attach button Reply Button Forward Button Click on the column heading and choose from list Click Click the View button Click the Move to Folder button and Create the folder Click and drag the message to the desired folder Right Mouse Click the folder and choose Delete UQconnect Email+ For Life Calendar Calendar Essentials How Do I? Click Access the Calendar Calendar button See the working week See the full week See a month See the day in the navigator See today Select Work Week button Select Week button Month button Day button Today button University of Queensland 2009 17 of 17 UQconnect Email+ for Life Basics

See a specific date Use the Calendar Date Navigator in the top left hand corner Calendar Appointments How Do I? Schedule Appointments Re-schedule Schedule an event Delete an activity Schedule recurring appointments Click New Button Double-click appointment Choose the All day event tick box when creating an appointment or meeting Delete button Click the Recurrence button Print your schedule Print button at top right hand of screen Calendar Meetings How Do I? Schedule a Meeting Accept a meeting request Click Click the black drop down arrow on the New Button Track meeting responses Cancel a meeting Open meeting request press Open scheduled meeting press Tracking Tab Open Meeting Click cancel meeting button UQconnect Email+ For Life Contacts Contact Essentials How Do I? Click Create a contact Add more details for a Double click contact to edit contact Delete a contact Delete Button or Right-click and select Delete University of Queensland 2009 18 of 18 UQconnect Email+ for Life Basics

Create a distribution list Organise contacts send E-mail to a contact Choose the black drop down arrow next to the New button and select Distribution List Click the column heading and choose from the list Choose the New Message to Contact button Help To Use Help 1. Press the blue question mark button and the UQconnect Email+ for Life Help will appear 2. The displayed help will be relevant to the section you are in 3. Alternatively type search text into the search box at the top right. University of Queensland 2009 19 of 19 UQconnect Email+ for Life Basics