Microsoft®Office Outlook Web Access Training: Getting Started Western Connecticut State University presents: Microsoft®Office Outlook Web Access Training: Getting Started

We will be looking at… How to access your Email via the web The page layout Composing messages Reading messages -Replying -Deleting messages -Printing messages Using the Calendar Creating and managing Contacts Basic Mail Management

What is Outlook Web Access? Outlook Web Access, or OWA, allows you to access your email from anywhere in the world via the Internet. It features many of the same features as the full version of Outlook installed on your University computer, and a similar layout. In this presentation, we will cover the basic functionality of OWA, and will discuss browser compatibility.

Browser Compatibility There are two versions available for Outlook Web Access. The standard version of Outlook Web Access works with Internet Explorer 6.0 or later. This version provides more robust features that will be discussed in the presentation. Those who use other browsers such as Firefox, Safari, Opera will automatically use Outlook Web Access Light. OWA Light provides much of the same functionality as OWA. Any differences between OWA and OWA Light will be highlighted throughout the presentation.

Getting Started

Outlook Web Access – Getting Started First, open up the web browser of your choice. Then, enter the following URL: http://mail.wcsu.edu. Mail management

Outlook Web Access - Login To log in, you will simply enter your Windows username and password. There is no longer a separate password used to access email via the web. Mail management

Outlook Web Access – Login Options This is a public or shared computer Select this option if you use Outlook Web Access on a public computer. Be sure to log off when you have finished using Outlook Web Access and close all windows to end your session. Mail management

Outlook Web Access – Choosing Light 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 can only use the Light client. Mail management

Outlook Web Access As you can see, the view is very similar to that of the Outlook client. The term client refers to the Outlook program installed on your computer. For more information about using Outlook Web Access, ask for the Outlook Web Access resource card provided by our training staff. Mail management

The Outlook Web Access Window Menu Bar View Pane Reading Pane Navigation Pane Environment

Outlook Web Access - Navigation pane Mail Folders Navigation

Outlook Web Access Light - Navigation pane Mail Folders

Navigation Options Outlook Web Access navigation Mail – the main area where you can read, compose, receive and send email. Calendar – the scheduler, or planner, where you can set and manage appointments and tasks. Contacts – contains your contact list where you can store names, e-mail addresses, and other information. Tasks – the task list where you can create and manage tasks. This element is not available in OWA Light. Documents – this feature is currently not supported. Public Folders – displays all available public folders in a hierarchical format. This element is not available in OWA light. Outlook Web Access Light navigation Environment – break down of left pane. Show entire left pane shown

Reading Mail

Reading Mail in Outlook Web Access To view a message, you can click on the message in the Mail pane, and the message will show up in the Reader Pane. You can also double- click on the message to view it in a separate window. Reading

Reading Mail in Outlook Web Access Light To view a message, click on the subject of the message (blue text) in the Mail pane. The message will then appear in the same Window. Reading

Reading Mail – New message indicator The Inbox icon on the left is bolded when there are new messages, and indicates the number of unread messages. In Lotus Notes, new messages were indicated in red. In Outlook, new messages are bolded and in black. OWA Reading OWA Light

Reading Mail in the Reading Pane Options to Reply, Reply to All, Forward, and create a new message are all on the top toolbar above the Reading Pane. This toolbar has less features in Outlook Web Access Light. You can click on the button to delete messages in the Mail pane, or press the Delete key on the keyboard if the message is selected. You can also create a new messages, appointments, meeting requests, contacts, distribution lists, and tasks by clicking on the arrow to the right of the New button (This feature does not appear in the Light version) Reading

Reading pane options (OWA only) You can set your reading pane to look just like Lotus Notes. Click on the View icon to change the view to Bottom, or turn off the Reading Pane.

Reading Mail in a separate window If you choose to double click on a message, and open it in a separate window, you will see the screen below: Reading You will have all of the same message options as you would in the Reading Pane, such as Reply, Reply to All, Forward, and Delete, as well as Print and Copy to/Move to Folder. This feature is not available in OWA Light.

Composing Mail

Create a new message It’s time to look at writing and sending an e-mail message using Outlook Web Access To create a new message, click on the New button above the mail pane. A mail message window will appear. composing All of the old ways to get started in Outlook still work:Whether you prefer to use the New button or press CTRL+N, you’ll just do what you’ve always done to open a new message.

Use the Address Book to add recipients Do you use the Address Book to add names to the To, Cc, and Bcc fields? You can by clicking on To, Cc, or Bcc. The Address Book window will appear (as shown at right). composing

Use the Address Book to add recipients When searching for users in Lotus Notes, you used to search by last name, then first name. When searching for contacts in Outlook, you must search the first name then last name. composing To search for a user, type the name of the person you are looking for, and click on the Search button.

Use the Address Book to add recipients Once you are able to find a user in the Address Book, you can click on any of the To -> Cc-> or Bcc -> buttons to add the recipient to the mail message. The recipient’s name will then appear in the selected box. composing

Using Check Names If you are typing a name of a student, faculty or staff member directly into the To, Cc, or Bcc fields, you will need to check that the name you typed matches the entry in the Global Contacts. To check the name(s), click the Check Names button, or press Ctrl + K on your keyboard To choose the proper recipient from the Check Names list. Click on the correct name to add them as a recipient. composing You can use Bcc (short for blind carbon copy) to send messages without exposing the names of the recipients to each other—it’s one way to respect the privacy of the people to whom you’re sending e-mail. Tip: You can show or hide the Bcc field as you need to by adding the Show Bcc button to the Quick Access Toolbar. However, you don’t have to turn on or off the Bcc field every time you send a message; the Bcc field won’t show on the received message, even if you don’t turn it off in the sent message. The name should then show up as underlined in the To, Cc, or Bcc box, seen at right.

About Signatures Do you use a personal e-mail signature at the end of your Lotus Notes messages? You can create signatures for use in Outlook as well. A signature is a block of text automatically appended at the bottom of an e-mail message. It usually contains your name, title, organization, and business contact information. composing

Creating your signature To create a signature, click on the Options button on the top right-hand corner of the Outlook Web Access page. composing

Creating your signature To add a Signature, click on Messaging, then add a signature in the text box below. Once complete, click the Save button. composing

Include your signature To add an existing signature to an Email message, click on the Signature icon. In the Light version, your signature will automatically append to the message. The Insert Signature button is not present. composing Any signatures that you have created will show up in the body text.

Use Spell Check (OWA only) You can use Spell Check to double-check for spelling and grammar mistakes. To use Spelling & Grammar, click on the Check Spelling button on the message toolbar. This feature is not available in the Light version. composing

Include an attachment Where you’ll find Attach File You can attach a file by clicking on the Attachment button on the mail toolbar. composing

Calendar

The Calendar view in Outlook Web Access Click on the Calendar button in the Navigation page to view the calendar.

The Calendar view in Outlook Web Access Light Click on the Calendar button in the Navigation page to view the calendar.

The Calendar view The design of the calendar in Outlook 2007 Web Access makes it easy to see what’s what. The picture shows some examples: Big buttons make it easy to quickly switch between daily, weekly, and monthly calendar views (Not available in Light). Back and Forward buttons let you quickly go to the next day, week, or month in the calendar.

Setting up an Appointment In Outlook Web Access, you can click ‘New’ to create a new appointment on the Calendar page. In Outlook Web Access Light, you can click ‘New Appointment’ to create a new appointment on the Calendar page.

Setting up an Appointment When you create any type of calendar entry, a reminder is set automatically. To change the reminder time for an appointment: On the Appointment tab, click the arrow to open the Reminder list and then select a time. Once you’ve made a change, click Save & Close on the far left of the toolbar.

Want to create a meeting? Invite others An appointment is just for yourself. When others are involved, create a meeting. On the toolbar, click the Invite Attendees button. Type names directly in the box or click the Required, Optional, or Resources buttons to add invitees by selecting from the Address Book.

Create an Out of Office Notification Just like in Lotus Notes, you can create an Out of Office message using the Out of Office Assistant. To create an Out of Office message, click on ‘Options’ on the top-right hand corner of the Outlook screen. On the Options screen, click on the Out of Office Assistant link.

Create an Out of Office Notification To create an Out of Office message, select ‘Send Out of Office auto-replies’. You can also specify a time range by checking ‘Only send during this time range’. Next, you can type a customized message that will be used to auto-reply to messages sent by others. You can set up messages for both inside and outside of your organization. When complete, click Save on the top left-hand corner of the screen.

Create a task (Outlook Web Access only) To view your tasks, click on the Task button in the Navigation pane on the bottom left-hand corner of the screen. You can then enter the task information, and a follow-up date & time. In the screen below, enter your task information. When complete, click on ‘Save & Close’.

Contacts

Viewing Contacts Are you keeping a message around so that you’ll have a contact’s e-mail address handy? Here’s a better idea: Create a contact entry in Contacts. To view the Contacts page, click on the Contacts button on the bottom left-hand corner OWA OWA Light

Create a Contact To create a new contact, click on the New button on the Contacts screen. In OWA Light, the button is called New Contact . Fill in the blank fields. When complete, click Save & Close.

Create a Distribution List (OWA only) To create a new contact, click on the arrow to the right of the New button on any screen, and choose Distribution List. To add members to the group, click on the Members button, and choose members from the Address Book. When complete, click Save & Close.

Basic Mail Management

Creating folders Previous lessons described ways to act on messages and ways to sort and organize them within a category. But what if you want to sort messages into distinct groups and keep them separate from other messages (thereby getting them out of your Inbox)? Folders can help you do this. Mail management

Why create folders? The picture shows an example of using folders: “Demo Folder” and “Personal.” You may already use a filing system in your office. Once you learn how to create folders, you can easily adapt any existing folder-naming system to Outlook. Mail management Note: If you remember the lesson on flagging messages for follow-up, you may be wondering what happens to a flagged message if you move it from your Inbox to a folder. Because that flagged message also appears in the To-Do Bar, in Tasks, and in Calendar, these reminders stay put in those places even if you move the underlying message.

How to create a folder in OWA Knowing why to create folders isn’t enough, of course. In order to use folders, you need to know how to use them. Luckily, it’s simple. To create a folder in your mailbox: Mail management Right-click on your name in the Mail pane. In this case, the name is Demo User. Click Create New Folder on the shortcut menu, as shown in the picture.

How to create a folder in OWA Light Click on Manage Folders. Enter the information about the folder(s) that you choose in the fields to the right of the Navigation pane. Mail management

Moving messages to folders in OWA Once you’ve created a folder, you can move one message or multiple messages to the new folder. Mail management To select a message, click on the message. To select multiple messages, press Ctrl+Click selected messages. To copy to a folder, press the Move or Copy to Folder button.

Moving messages to folders in OWA Light Once you’ve created a folder, you can move one message or multiple messages to the new folder. Mail management To select a message or multiple message, select the checkbox next to the message. To copy to a folder, press the Move button.

Moving messages to folders in OWA Light A Move or Copy to Folder window will appear. Select the desired folder from the drop-down menu for which you want to move your mail message(s) to, then click Move. Mail management

Moving messages to folders in OWA A Move or Copy to Folder window will appear. Click on the desired folder for which you want to move your mail message(s) to, then click Move. Mail management

Logout of Outlook Web Access To Logout of the system, click on the Logout button on the top right-hand corner of the screen. Mail management

Questions??? If you have any further questions about Outlook 2007, please contact Request_university_computing@wcsu.edu. Mail management

Thank you. Mail management