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

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

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

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

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

6. 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

7. MAIL 7

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

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

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

11. Folders - Inbox 11

12. Folders - Drafts 12

13. Folders – Sent Items 13

14. Folders – Deleted Items 14

15. Selected View Pane 15 Selected View Pane

16. 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

17. 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

18. Reading Pane – Displays Selected Email Message 18 SubjectSender Recipient Message

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

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

21. …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

22. Replying to Email Selected message (highlighted) Email message Actions 22

23. Replying to an Email Message: ( Before Clicking Reply ) 23

24. 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

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

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

27. People 27

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

29. 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

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

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

32. Contacts View 32 Added Contacts

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

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

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

36. View Added Group Added Group 36

37. Contact Menu Bar Views 37

38. Sending Group Emails Click on Mail icon 38

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

40. Calendar 40

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

42. Monthly Calendar view 42

43. Weekly Calendar View 43

44. Work Week Calendar View 44

45. Daily Calendar View 45

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

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

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

49. Scheduled Event Calendar Entry 49 Received request to Join event

50. Tasks 50

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

52. Tasks + Flagged Items 52 Flagged Items

53. Tasks 53

54. Basic Navigation 54

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

56. 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

57. Settings: Automatic Reply for Out-of Office 57

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

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

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

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

62. Display Settings – Message List 62 Subject on Top

63. Display Settings – Reading Pane 63 Reading Pane: Layout

64. Show Reading Pane on Right 64

65. Show Reading Pane on the Bottom 65

66. Show Reading Pane on the Bottom 66

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

68. Change Theme 68 New Theme

69. Settings - Options 69

70. Recommended Browser Listing 70

71. Recommended Browser Listing cont. 71

72. House-Cleaning Tips Cleanup Tips “It is time to do some fall cleaning.” Time to clean up your email 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 emails, especially with attachments. Emails with important attachments; Save to new desktop folder. Empty your GroupWise “Trash” and “Junk Mail.” 72