Utica Community Schools Technology Department Outlook Web Access Utica Community Schools Technology Department

Outlook Web Access Overview Organize and track all your information Maintain a personal calendar of appointments, events, and meetings Schedule meetings Store names, addresses and other information about contacts Keep a journal of messages sent, received, Office documents, and events Access OWA from the Web

Accessing OWA from the Internet http://ucsmail.uticak12.org Last name,first initial,middle initial Your UCS password Security: Public or shared (15 min.)-internet café,etc. Private (24 hours) Entering text in Outlook Web Access items, it is not considered as activity. Use “Save” button often!

Understanding the OWA Interface Main Screen After entering your username and password, you will be presented with the OWA main screen, which will be similar to the one displayed below. Navigation pane View pane

Understanding the OWA Interface - Inbox Unread messages have bold type. Read messages have plain text. Messages sent as high importance are marked with a red exclamation point to the left of the message. Messages sent with low importance will have blue arrow pointed down to the left of the message. Messages with attachments are marked with a paper clip. Messages you reply to will have a purple arrow in front of the envelope.

Understanding the OWA Tool Bar The OWA toolbar is displayed above the View Pane. See below for an overview of each item on the toolbar. UCS, not contacts

Understanding the OWA Interface - Messages In order to view your messages in OWA, position your mouse over the message you’d like to read in the View Pane, and click it. Your message will be displayed in the View Pane.

Understanding the OWA Interface - Messages Click on column (from,subject, & received) to reverse order. To read a message, click on any part of message.

Understanding the OWA Interface - Messages When you login, your inbox (list of messages) will appear in the view pane. View all messages Toolbar Your message is now open

Opening Attachments Select attachment by double clicking. Note: Download menu may show up when using Safari & attachment might be sent to the desktop. OR simply drag attachment to desktop

Opening Attachments If you run into “issues”, Control click to get this screen and select “Download Link to Disk”

Creating/Sending New Message

Creating/Sending New Message First Method Type in email address

Creating/Sending New Message Second Method Type in last names separated by semicolon & click on the check names button (global address book & contacts) Black (name NOT email address) vs red font Click on red (can’t resolve)

Creating/Sending New Message Second Method, cont. Choose the correct “Smith” from the list by clicking to the left of the name (business card icon represents a contact) Select: “To”, “Cc”, or “Bcc” & then, click “Apply” Selected name is now included

Creating/Sending New Message Third Method To locate a UCS employee or search by grade level , building, etc., click the address book (To:button) When all buildings have been migrated, you will be able to search by multiple topics & add to recipient list (limited list at present time)

Creating/Sending New Message Third Method, cont.

Creating/Sending New Message Third Method, cont. Finding a Group

Adding an Attachment Click the paperclip icon on the toolbar to add an attachment Click “Browse” to locate file/picture Click “Open” to choose picture/file Click “Attach” to add attachment

Adding an Attachment Process may be repeated before you close the window Then, send or return to message

Signature & Out of Office Assistant “Options” Messaging options (items per page, automatically include signature, & enter signature Out of Office (select & enter message)

Printing , file print, or use print icon from browser

Add Contacts

Save Attachment Delete Map Close(exit screen w/o saving) Enter Contact Information Save Attachment Delete Map Close(exit screen w/o saving)

Create Distribution List (group) Click “New” Distribution list Name the list (group) Add names Or use address book. (or use “Find Names” for UCS members)

Create Distribution List (group) Check box to the left of the name Add recipient to “Distribution list” Note: name(s) appear on bottom of window Save after adding additional names Note: To add contacts, copy & paste email address from contact list

Deleting Items This icon sends item to deleted folder

Recovering Deleted Items Mail folders (mail deleted goes into “deleted items” folder Deleted items can then be deleted from folder These “Permanently Deleted” items can be recovered within 4 days To recover: Select “Options” from Navigation pane

Recovering Deleted Items, cont. Select “View Items” Check items and “Recover” or “Permanently Delete”

Select the “Help” button on the view pane toolbar. Getting Help Select the “Help” button on the view pane toolbar.

Got Questions? Stacey Soderman ext.6834 stacey.soderman@uticak12.org Contact: Stacey Soderman ext.6834 stacey.soderman@uticak12.org

Additional Features Calendar Spell check Thesaurus

Calendar - Schedule a Meeting/Appointment Enter recipients by one of the 3 methods Save (puts it on calendar) Send (sends email to recipients) Note: All day event appears at the top of the calendar 30 min delay

Calendar An Appointment is an activity that can be scheduled for any specific time period and consumes a block of only your time. (Note: Full blown version includes meetings and events)

Calendar , cont. Double click on meeting to view details

SPELL CHECK

THESAURUS

Got Questions? Stacey Soderman ext.6834 stacey.soderman@uticak12.org Contact: Stacey Soderman ext.6834 stacey.soderman@uticak12.org