Using Outlook Web Access (OWA) 2013

Transcription

1 Using Outlook Web Access (OWA) 2013 Logging on to OWA 2013 Open Internet Explorer. In the Address bar, type Note: Make sure to include the s after http in the site address! Press Enter Navigating in OWA 2013 OWA 2013 functions similarly to Outlook 2013 when navigating. However, the listing of available folders has been moved to the upper right portion of the screen. The folder currently open is marked with a white arrow underneath. To open another folder, simply click on the desired folder and it will open. Composing a New Mail Message To compose a new mail message, make sure you are in Mail view (the word Mail should have a small white arrow underneath it and your mailbox should be open on the screen). Click on the New mail button, circled in red below. For Security: Choose Private computer only if the computer you are using has Up-to-date antivirus software A software firewall The same computer logon is not used by multiple users on the computer Do not select Private computer if you are connecting from outside of your home or if your computer does not meet the above security guidelines. By default, the Light version of OWA is selected. This is much faster, but does not allow the ability to open other s mailboxes. Do not uncheck the Light version if you are connecting from outside of your home or if your computer does not meet the above security guidelines. In the username field, enter your username (this will be the same information as that you use to log on to your computer at the Chancery). In the password field, type your password (again, this is the same password as you use to logon to your computer at the Chancery). Click the Sign In button. Your mailbox will open in OWA 2013.

2 The new message will appear on the right hand side of the screen. In this example, we will be searching for Vicki Blauvelt. blau is typed into the search box. Once a portion of the name is input, press Enter to search for matches. If you would like to select a recipient from the Global Address List (GAL) or your Contacts, click on the To button. As expected, Victoria Blauvelt is returned by our search. As she is the only match, her address is automatically added to the To field. To add a recipient from your Contacts folder, select their name from the listing of your contacts (or search, as above). To search the GAL for a specific individual, type a portion of their name into the search box, circled in red below. Double click on their name to add the to the To-> field. Once all desired recipients have been added, click on OK, circled in red below.

3 You will be returned to the previous window, which will now have the selected recipients in the To field. Select Attachments from the menu that appears. If you are composing a message only to recipients in the GAL or your Contacts, you can simply type a portion of their name into the To field and click Search Contacts and Directory, when it appears (circled in red below). As in Outlook itself, you may also press Ctrl + K to initiate the search process. A dialog box will appear, allowing you to select the desired file(s) and attach to the message. Opening Another User s Mailbox Please note that the option to open another user s mailbox is available only when using full OWA. For security reasons, this option should never be selected when using a public or shared computer, or one which does not otherwise comply with the security requirements previously specified. You may easily use OWA 2013 to view mailboxes, calendars, and contacts to which you have delegate access. OWA will automatically search through the GAL and your Contacts and try to match the input with a recipient. If multiple recipients contain the input, you will be prompted to select the desired recipient. To open another user s mailbox, click on your name in the upper right hand corner. A dialog box will appear. You may also input addresses into the To field by typing the desired address. Press Enter to complete address entry. Once your message is addressed as desired, fill in the Subject and message body as appropriate. Click on the Send button (circled in red below) to send the message. In the Select mailbox: field, type the name of the mailbox you wish to open and press Enter. A list of possible (available?) matches will appear, select the mailbox you wish to open, and click Open. Adding an Attachment To add an attachment to your message, prior to sending, click on the Insert button, circled in red below. A new browser tab or window (depending on what web browser you are using) will open, containing the specified mailbox.

4 Checking Mailbox Size To see your current mailbox size, click on the Settings icon (it looks like a gear) in the upper right hand corner of the screen, just to the right of your name. Creating a New Appointment To create a new appointment, make sure you are in Calendar view (the word Calendar should have a small white arrow underneath it and your calendar should be open on the screen). Note that in OWA 2013, categories are shown and color coded for calendar items. Click on the New event button, circled in red below. Select Options from the menu that appears. By default, Account should be selected. This will show your current mailbox usage. The screen will change, to display your new appointment. New Messages When a new message is received, the message will appear immediately in your mailbox and the word Inbox will be bolded, with the number of messages in text in blue next to it, as below. Input a subject and location for your meeting as desired and select the desired date and time (to create an all day meeting, change the Duration drop down to All day).

5 Attendees may be added using any of the methods covered in composing a new mail message. In this example, we will invite Victoria Blauvelt to attend a meeting. Tasks To view Tasks, switch to Tasks view (the word Tasks should have a small white arrow underneath it and your tasks should be open on the screen). To see the attendees availability, click on the Scheduling Assistant button. As in Outlook, Free/Busy information can be seen here and the meeting rescheduled, if necessary. Once the meeting is scheduled so that all required attendees are available at the selected time, click the OK button to return to the invitation. To send your invitation, click the Send button. Reminders Please note that if you have a meeting scheduled and are logged on to OWA 2013, a meeting reminder will appear on your screen at the set reminder time (typically, 15 minutes prior to the meeting start time). People/Contacts To view People, switch to People view (the word People should have a small white arrow underneath it and your contacts should be open on the screen). You can view and edit your tasks as desired. Documents OWA 2013 does not include the ability to access documents. If you need offsite file access, please speak with your department director regarding VPN access. Automatic Replies/Out of Office As in Outlook 2013, out of office has been renamed to Automatic Replies. These may be turned on or off (or scheduled to do so at set times) via OWA To access Automatic Replies, click on the Settings icon (it looks like a gear) in the upper right hand corner of the screen, just to the right of your name. Select Options from the menu that appears. In OWA 2013, you may create and edit distribution lists, if desired. Also, any photos or comments associated with a given contact can be viewed.

6 On the left hand side of the screen, select organize . Select automatic replies at the top of this screen. Follow the instructions to complete the password change process. Note that, if your password is changed using OWA 2013, the password change will apply to your Chancery workstation when you are next onsite. To Log Off When finished using OWA 2013, please make sure to log off. You may do so by clicking your name in the upper right hand corner of the screen, and selecting Sign out from the menu that appears. Change Password You may change your password at any point in time, by using OWA To do so, click on the Settings icon (it looks like a gear) in the upper right hand corner of the screen, just to the right of your name. After logging off, please make sure to close all open web browser windows, to prevent anyone else from accessing your account. Select Options from the menu that appears. On the left hand side of the screen, select settings. Select password at the top of this screen.