Outlook 2013 Web App (OWA) User Guide Horizon School Division #205

Table of Contents How to Logon Opening View Navigation Mail Contacts Calendar 2

Access your Outlook Web App (OWA) using: mail.hzsd.ca Open browser and type in URL in address line 3

Login into your Outlook Web App using your Windows Username and Password. 4

Opening View in IE 10 New Mail Button Folder pane Selected View Pane Selected message (highlighted) Navigation Bar User’s name Settings message Reading pane 5

Navigation Bar 6 Mail – for managing your mail Calendar – for managing Calendar People – allows you to create groups for sending messages Tasks – Current To do list

MAIL 7

Reading New Mail Button Folder pane Selected View Pane Selected message (highlighted) message Reading pane 8

Folder Pane 9 Create and Navigate between folders Favorites section: add frequently used folders from Name folder Use Drag and Drop

Folders – Public Folders 10 Right-Click Favorites & Select “Add Public Folder” “Horizon Staff” should be listed unless you have already added it

Folders - Inbox 11

Folders - Drafts 12

Folders – Sent Items 13

Folders – Deleted Items 14

Selected View Pane 15 Selected View Pane

16 The message displayed in the Reading pane is highlighted The blue bar indicates unread message The check mark indicates the message is being viewed The Red X is for Deleting the message The Flag allows you to mark the message for follow up

Selected View: Context menu 17 Right click on any message in this view to reveal the context menu Some options are: Delete Move: To move the message to other folder Flag for follow up

Reading Pane – Displays Selected Message 18 SubjectSender Recipient Message

Selected View: Message Status Bar All messages Unread messages Flagged messages All messages to recipient 19

Creating a New Message 20 Click the New Mail Button to generate a message. Form appears

…Creating a New Message… Add the Cc and Subject matter information if applicable Type your Message in the body of the pane Click on Send button if new message 21

Replying to Selected message (highlighted) message Actions 22

Replying to an Message: ( Before Clicking Reply ) 23

Replying to a Message: ( After Clicking Reply ) Add the Cc and Subject information if applicable Type your message in the body of the pane Click on Send button if new message Also have Discard & Insert options Send button 24

Replying to an Message To gain access to more commands, click the Window button in the upper right corner of the Reply message 25

Outlook Auto-saves Drafts 26 If you walk away in the middle of an , Draft notice will appear

People 27

People View New Contact Button Folder Pane Contact List view PaneSelected Contact View Pane Contacts menu bar Edit contact Delete contact 28

Contacts List Options Can list contacts by: First name Last name Company etc. Contact menu lists options: All contact types People Groups People search Contacts menu bar Contact list options 29

Adding Contacts To add contacts, click The following box appears Click on contact 30

Adding Contacts Complete the information requested Click + button to add information Click Save 31

Contacts View 32 Added Contacts

Contacts – Address Books 33 Groupwise Personal Address Book Groupwise Global Address Book

Adding Groups To add contacts, click The following box appears Click on group 34

Adding Groups cont. Type the Group name and Enter Type group member address Outlook populates as you type Type Enter Save group 35 Form for adding Groups

View Added Group Added Group 36

Contact Menu Bar Views 37

Sending Group s Click on Mail icon 38

Sending Group s ( View after clicking on mail icon) Complete Subject Type Click Send Note: The To address is already filled in 39

Calendar 40

Managing Calendar Outlook has the following calendar views: Day Work Week Week Month 41

Monthly Calendar view 42

Weekly Calendar View 43

Work Week Calendar View 44

Daily Calendar View 45

Scheduling a Calendar Event 46 Click New Event Enter Event Information in the form that appears

Scheduling Repeat Options 47 Repeat Options To add attendees Click + Sign

Scheduling a Calendar Event: Attendees 48 Select attendees by clicking + sign Can select individuals or groups Click OK

Scheduled Event Calendar Entry 49 Received request to Join event

Tasks 50

Tasks View – For Adding Tasks 51 Click to add New Tasks

Tasks + Flagged Items 52 Flagged Items

Tasks 53

Basic Navigation 54

Navigation Bar - Signing Out 55 Click down arrow to Sign out of OWA

Navigation Bar - Settings Refresh your view - check for new messages Set automatic replies to Out of Office setting Display settings – modify default view of OWA layout Change Theme – change the background theme of your OWA window within browser Settings 56

Settings: Automatic Reply for Out-of Office 57

Automatic Reply for Out-of Office (John Doe’s Out-of-Office to Ned) 58

Out-of-Office – Your Automatic Update Reminder 59 Automatic pop-up reminder

Display Settings – Message List 60 Message List: Layout Preview Text

Display Settings – Message List 61 Sender’s Name on Top

Display Settings – Message List 62 Subject on Top

Display Settings – Reading Pane 63 Reading Pane: Layout

Show Reading Pane on Right 64

Show Reading Pane on the Bottom 65

Show Reading Pane on the Bottom 66

Settings – Change Theme 67 Select Theme Click OK to change Theme

Change Theme 68 New Theme

Settings - Options 69

Recommended Browser Listing 70

Recommended Browser Listing cont. 71

House-Cleaning Tips Cleanup Tips “It is time to do some fall cleaning.” Time to clean up your box. Rules of thumb, if it’s over a year old, delete it. (Of course if it is important, you may keep it.) Then review your less than a year old s, especially with attachments. s with important attachments; Save to new desktop folder. Empty your GroupWise “Trash” and “Junk Mail.” 72