1 INFORMATION TECHNOLOGY SERVICES AN INTRODUCTION TO OUTLOOK WEB ACCESS (OWA) The Prince William County School Division does not discriminate in employment or in its educational programs and activities against individuals with disabilities, nor on the basis of age, gender, race, color, religion or national origin.
2 TABLE OF CONTENTS MICROSOFT OFFICE OUTLOOK WEB ACCESS (OWA)... 4 Signing In To Office 365 OWA... 4 Setting the language and Time Zone... 4 Navigation Bar... 5 The Outlook Window... 5 Create a New Mail Message... 6 Adding an Attachment or Picture... 7 Sending a Message or Saving a Draft... 7 Working with Drafts... 7 Create a Signature... 8 Receiving Messages... 9 Opening a Message Attachment... 9 Replying to a Message Forwarding a Message Printing Messages Flagging Messages Searching Filtering and Sorting Messages Deleting Messages OUTLOOK SETTINGS RULES Set Automatic Replies Create an Away Message Creating an Inbox Rule Edit or Delete Rules MANAGING FOLDERS Moving Messages to Folders To Create a New Folder: To Rename a Folder: To Move a Folder in the List To Add a Folder Link to Favorites To Delete A Folder: To Empty a Folder To Empty the Deleted Items Folder: PWCS SIS Office Page 2 of 34 July 2, 2014
3 TASKS CATEGORIES Apply a Category Add a New (Personal) Category To Delete a Personal Category CALENDAR MEETINGS AND APPOINTMENTS Creating Appointments Editing or Deleting Appointments Creating Meetings The Scheduling Assistant Rescheduling or Canceling Meetings Responding to Meeting Invitations SHARING FOLDERS AND CALENDARS To Share a Folder (Owner) Permission Levels (Roles) Remove permissions Adding a Shared Folder (Recipient) Deleting a Shared Folder (Recipient) To Share a Calendar (Owner) Stop Sharing a Calendar (Owner) Stop Viewing a Shared Calendar (Recipient) CONTACTS (PEOPLE) Create a New Contact Add a Contact from an Creating and Editing Contact Groups To Edit or Delete the Group SIGN OUT OF OUTLOOK WEB ACCESS Multiple Microsoft Accounts - Workstation PWCS SIS Office Page 3 of 34 July 2, 2014
4 MICROSOFT OFFICE OUTLOOK WEB ACCESS (OWA) Microsoft Office 365 Outlook Web Access (OWA) is a new web-based system for Prince William County Public Schools faculty and staff. It allows users to access their , calendars and contacts from any computer with an Internet connection. This document provides an overview of the Office 365 OWA interface and describes how to perform basic tasks such as sending and receiving , managing folders, calendaring appointments and meetings, creating contacts and groups, and setting up sharing/proxy access. Signing In To Office 365 OWA To sign in to Office 365 OWA, complete the following steps. The sign in page will automatically adapt to the screen resolution and capabilities of different devices, operating systems and web browsers. 1. Launch an internet browser and enter the URL: 2. Enter your PWCS address: 3. DO NOT Select the Keep me signed in checkbox. This checkbox may be selected only if the workstation is your personal workstation, and not a workstation that may be accessed by a student or other staff member. 4. Click on the Sign-in button. Setting the language and Time Zone A setup screen that may be viewed during the initial setup of Outlook Web Access is the preferred display language and home time zone. From the drop down menus, select the appropriate entries; then click Save. PWCS SIS Office Page 4 of 34 July 2, 2014
5 Navigation Bar The Navigation bar at the top of the Office 365 OWA interface provides access to the primary components of OWA. Click Outlook for , Calendar for appointments and meetings, and People for contact lists. On the right side of the Navigation Bar is the name of the logged in account. Click on the Settings icon to access and customize the OWA settings, or click on the Help icon to access online help. The Outlook Window When signing in to OWA, the Outlook view displays by default. When in another view, switch back to the Outlook view by clicking Outlook on the Navigation bar. The Outlook view consists of the folder list, the message list, the reading pane and the Instant Search box. PWCS SIS Office Page 5 of 34 July 2, 2014
6 Create a New Mail Message To create a new message in the Outlook view, click in the upper left corner of the page. A blank message form displays in the Reading Pane on the right. To open the message form in a separate window, click on the popout icon in the upper right corner of the form. 1. On the To line, type the address of each recipient separated by a semi-colon, then press the Enter key. Recipients may also be added by typing the person s name. OWA will search for matches as the name is entered. If a match is found, select the person from the displayed list. If no match is found or the returned matches are not correct, search for the person in the Contacts folder and in the Global Address List. 2. Repeat Step 1 above to add recipients to the Cc: line. 3. To add the Bcc line, click on the menu icon (three ellipses) at the top of the message form and click show Bcc on the menu. 4. On the Subject line, type the subject of the message. 5. Type the body of the message in the space below the toolbar. 6. To change the importance level of the message, click the menu icon and select set importance from the menu. 7. To request a delivery or read receipt, click on the menu icon, click show message options on the menu, select the Delivery Receipt or Request a Read Receipt checkbox from the options and then click the okay button. PWCS SIS Office Page 6 of 34 July 2, 2014
7 Adding an Attachment or Picture To add an attachment 1. Click Insert at the top of the message form. 2. Then select attachment from the drop down menu. 3. Locate and select the file that is to be attached in the Choose File to Upload dialog box and then click the open button. 4. The attachment will appear below the subject line. To insert a picture directly into the body of the message, 1. Click Insert at the top of the message form. 2. Then select picture from the drop down menu. 3. Locate and select the picture that is to be included in the Choose File to Upload dialog box and then click the open button. 4. The picture will appear in the body of the message. (Pictures may also be inserted as a file attachment). Note: messages, including messages with attachments, cannot exceed 25MB in size. Sending a Message or Saving a Draft To send the message, click SEND at the top of the message form. To save the message as a Draft to be sent at a later time, click on the menu icon and select save from the menu. The message will be saved into the Drafts folder and can be accessed from the folder list. A counter appears next to the folder to indicate the number of drafts in the folder. To discard the message without saving, click on DISCARD. Working with Drafts When a message cannot be finished right away, or if it is not ready to be sent, Outlook Web App automatically saves the message as it is created and adds it to the Drafts folder. When ready to send the message: 1. Find the Drafts folder in the folder list and click on it. 2. Click on the message to see it in the reading pane. 3. Click Continue editing or, if the message will not be sent after all, click Discard. 4. To send the message, finish editing it and click Send. PWCS SIS Office Page 7 of 34 July 2, 2014
8 Create a Signature A signature on is an important feature as it ensures that senders and recipients know who they are corresponding with and how to contact that person outside of . To create a message signature: 1. In the upper right-hand corner of the Outlook view, click on the Settings icon and select Options from the drop-down list. 2. From the listed options, select the Settings link. 3. The mail settings page opens. 4. In the signature section, enter your Name and contact information. a. Name b. Title/Function c. Department or School/Building Location d. Phone Number e. address 5. Use the formatting toolbar to customize the appearance of the information. 6. Select the checkbox for Automatically include my signature on messages I send. 7. Click Save. PWCS SIS Office Page 8 of 34 July 2, 2014
9 Receiving Messages All new messages are automatically delivered to your Inbox folder. The number of unread messages in a folder appears next to the folder name in the folder list. Also, a blue bar* appears to the left of unread messages in the message list. *Note: If the Office 365 theme is personalized, the colors associated with unread messages and other visual cues will change to the colors associated with the new theme. The message list displays the header of each message, providing basic information about the message such as the sender s name, the message subject, and the date and time the message was received. Icons will display in the message header, providing additional information. A left arrow icon indicates that the message has been replied to. A right arrow icon indicates that the message has been forwarded. A paperclip icon indicates that the message includes one or more attachments. A flag icon indicates that the message has been flagged for follow up. A color bar indicates that a message has been assigned to a category. A bell indicates that the message is a meeting or appointment reminder. In the message list, click to select the message to be read. The message is displayed in the Reading Pane. The message may be opened in a separate window by double-clicking it in the message list, or by selecting the menu icon and choosing open in a separate window. Opening a Message Attachment When a message includes an attachment, open the attachment by clicking on the icon for the attachment, and then click the Open button on the Notification bar at the bottom of the window. The attached file will open in the appropriate application. To save the attachment, click the Icon for the attachment and then click the Save button on the Notification bar. The file will be saved in the Downloads folder. The Notification bar will alert that the file has been downloaded and then prompt to Open, Open Folder or View Downloads. The Downloads folder is located on the workstation C drive. Attachments may be previewed prior to opening or saving. When preview is selected, a pop-up window will open, and the file will be opened in the Online version of the application (Word, Excel, etc.) A user would not have to have Microsoft Office on the workstation in order to preview the attachment. PWCS SIS Office Page 9 of 34 July 2, 2014
10 Replying to a Message A reply to a message may be sent to the person who sent the message (Reply) or to the sender and all other recipients (Reply All). A reply may also be sent to the sender and additional recipients may be added. 1. In the message list, select a message to reply to. 2. In the Reading Pane, click Reply or Reply All. 3. A message form addressed to the original sender as the recipient displays in the Reading Pane. The subject line will also be filled in. 4. Type the response in the space above the original message. 5. Click SEND at the top of the message form. To discard the message without saving or sending the reply, click on DISCARD. Forwarding a Message Messages may also be forwarded to one or more recipients. When a message is forwarded, the subject is automatically copied from the original message, and the FW: prefix is added to indicate that the message is a forwarded message. The text of the original message is also copied into the body of the new message. 1. In the message list, select a message to forward. 2. In the Reading Pane, click Forward. 3. A message form displays in the Reading Pane. The subject line will also be filled in. 4. On the To line, type the address of the person that will receive the forwarded message. 5. Type any additional notes (why the message is being forwarded, etc.) in the space above the original message. 6. Click SEND at the top of the message form. To discard the message without forwarding it, click on DISCARD. Printing Messages To print an message, open the message in the Reading Pane. Select the menu icon and then click Print on the menu. A printer-friendly version of the message will open in a new window and the Print dialog box will open. Select the desired print options and then click the Print button. PWCS SIS Office Page 10 of 34 July 2, 2014
11 Flagging Messages Messages may be flagged with a reminder to followup on them later. There are five defined flags that can be used. When a message is flagged, a red flag appears to the right of the message in the message list. Messages that are flagged will also display in the Tasks folder. To flag a message in the message list: point to the message and then click on the flag icon. When a message is flagged, today is automatically assigned as the follow-up date. To set a different follow-up date, right-click the flag icon and select the desired option from the menu. To mark a flagged message as complete, click the flag icon and the flag becomes a check mark icon. Another method is to right click and select mark complete from the menu. To remove a flag from a message, right-click the flag icon and then select clear flag from the menu. Searching The search box is located above the message list. Begin typing a name or keyword in the search field. Search results from both the Mail folders and the Contacts directories will begin to display. Under the MAIL SEARCH, Click on the link that corresponds to the type of search that is being performed. Click on Keyword to display results in which the the search term is a keyword in an message. Click on From: (name) to obtain a list of items that are from the selected individual. Under PEOPLE SEARCH, persons who have a name that is similar to the search keyword will be listed. Select an individual s name to see messages from that person. This search may include both sent and received messages. PWCS SIS Office Page 11 of 34 July 2, 2014
12 Filtering and Sorting Messages All messages in the current folder (the default is the inbox) are displayed in the message list. At the top of the list are filters that may be used to show only messages that are unread, that have your name on the To or Cc line, or messages that are flagged. To filter the messages, click on the desired filter at the top of the message list. Only those messages that meet the selected criteria are then displayed. By default, messages are grouped by conversation and are sorted by the date received, with the newest message at the top. Select the Conversations by Date sort control at the top of the list to change how the messages in the folder are sorted. Sort by: The default is date. Messages may be sorted by the sender (from), if they have been flagged, have an attachment, what type they are (sharing messages, meeting requests, etc.) or by alphabetized subject text. Order: Messages may be ordered by newest on top or oldest on top. Conversations may be turned on or off. Conversations group messages that have the same subject together, or have been replied to (back and forth). When the conversations option is turned off, all messages are displayed as single items in the sort order defined (by date, from, subject, etc.). Deleting Messages Once a message has been read, replied to or is no longer necessary, it may be deleted. When a message is deleted, it is moved from the Inbox to the Deleted Items folder. To delete a message: 1. In the message list, point to the message to be deleted. 2. When the red appears above the selected message, click it. 3. The message is moved to the Deleted Items folder. Note: As long as the message may be found in the Deleted Items Folder, it may be restored by locating the message and dragging it back to the Inbox or another folder. PWCS SIS Office Page 12 of 34 July 2, 2014
13 OUTLOOK SETTINGS Outlook Web Access contains many options to make the product work just the way the user would like it to. Most of these options are found by selecting the settings icon next to the user name and then choosing an option from the drop-down list. Refresh the screen and update the inbox by selecting Refresh. Select Set automatic replies to set up and organize your by creating automatic replies (away messages) and inbox rules. Select Display settings to change the appearance of the message list, converations, the reading pane and the version of Outlook Web App being used. (A light version of Outlook web is available for older browsers). To change the background appearance of OWA, select Change Theme. Options contains multiple links to the above items as well as links to add a picture to your account, check your mailbox usage, remove synchronized devices, and create safe sender lists as well as block lists for junk . As described on Page 8 of this document, to create a signature in OWA, select the settings icon, then Options from the drop down list, and then settings, mail. On the same mail page users can select how to handle read receipts, change the message format to plain text or select a message font, work with the reading pane and conversations and other message options. Calendar options are also found under options/settings. Note: Be sure to scroll down on the settings pages to see settings that are below the viewing area. PWCS SIS Office Page 13 of 34 July 2, 2014
14 RULES Set Automatic Replies Create an Away Message Select Set automatic replies or Options, Organize to create an away message or rules that will move messages to folders or delete them upon receipt. An Out of Office message can be defined with a start and end date and time and can contain a reply message. Select Send automatic replies To select a specific date and time, place a check in the Send replies only during this time period checkbox. Select a start date and time. Select and end date and time. In the message box, enter your reply message. Click Save. The reply will be sent ONCE to each sender when their message is received. OWA also allows a different away message to be sent to a sender who is outside of PWCS. This away message may be filtered to only send to senders who are in your My Contacts list, or it may be set to reply to all external senders. The reply will be sent ONCE to each external sender when their message is received. PWCS SIS Office Page 14 of 34 July 2, 2014
15 Creating an Inbox Rule Rules are actions to be taken on messages. Rules may be created using an message as a rule template, or under Settings, Options, Organize , Inbox Rules. To create a new rule, 1. Select the Settings icon. 2. Click on options. 3. Select Organize from the list. 4. Select Inbox Rules at the top of the window. 5. Select the icon to view and choose from the available options. 6. A New Inbox Rule window will open. 7. In the Name box, enter a name for the new rule sign. 8. Click on the dropdown arrow at the right of the conditions box to view the available options. 9. Click on the dropdown arrow at the right of the Do the following action box to view the available actions. 10. Click More options for additional options (add more conditions and/or rule exceptions) 11. Click Save to save the rule. 12. The rule will appear in the inbox rules list. 13. The rule is active when it is checked. Edit or Delete Rules To turn off, edit or delete the rule, select Settings, Options, organize , inbox rules. 1. Select the rule by highlighting the name. 2. Remove the check to turn off the rule. 3. Click on the pencil icon to change the rule. 4. Click on the trash can to delete the rule. 5. Click on the arrows to move the rule higher or lower on the rules list. PWCS SIS Office Page 15 of 34 July 2, 2014
16 MANAGING FOLDERS Users may create personal subfolders and distribute messages to those folders to keep their mail organized. The folder list is located on the left side of the OWA window. 1. To Turn the folder list off (or on), click on the carets displayed under New Mail. 2. Expand or contract the folder lists under favorites, people and the user name by clicking on the triangle marker in front of each list. 3. Favorites contains links to the folders in Outlook that are used the most. By default, these are the Inbox, Sent Items and Drafts. 4. Inbox: By default, all incoming messages are delivered to the Inbox. 5. Drafts: Copies of in-progress (un-sent) messages are automatically stored in this folder. A counter displays the number of drafts. 6. Sent Items: A copy of every message that is sent is stored in this folder. 7. Deleted Items: Mail that is deleted from the Inbox or other folders is moved to this folder. 8. Junk Incoming messages that are identified as spam are automatically moved to this folder. 9. Notes: This is a read-only folder. To create or edit items in this folder, Outlook desktop must be used. Right-clicking on any folder in the folder list will display a menu of actions that may be taken on the selected folder. Some actions will be grayed out when they cannot be performed on the selected folder. For example, the Inbox folder cannot be renamed, deleted, or moved. Moving Messages to Folders Messages may be organized by moving them from the Inbox folder to other folders. To move a message to another folder: 1. In the message list, right-click the message that is to be moved, 2. Point to move on the menu, and then 3. Click the desired folder from the displayed list. 4. The message will be moved. 5. Messages may also be moved by dragging the message from the Inbox to the desired folder in the folder list. PWCS SIS Office Page 16 of 34 July 2, 2014
17 To Create a New Folder: The folders you create can be at the same level as the default folders, for example, the Inbox or Sent Items folders. Or you can create subfolders within any existing folder. For example, you can create subfolders within your Inbox. Folders that are created in Calendar, Contacts, or Tasks are created as subfolders of their parent folders. Subfolders are created as the same type as the parent folder. For example, if you create a subfolder of your Calendar folder, the new folder will also be a calendar folder. In the folder list, right-click the folder that the new folder will display under (the Inbox) and then click create new folder on the menu. Type a name for the new folder in the box that appears and then press the Enter key. The folder will appear under the primary folder. To Rename a Folder: In the folder list, right-click on the folder to be renamed and then click rename on the menu. Type a new name for the folder and then press the Enter key. To Move a Folder in the List In the folder list, right-click on the folder to be moved and then click move on the menu. The move folder list will open, displaying all current folders. Select the new location of the folder by highlighting the folder that will contain the folder. Alternatively, drag and drop the folder in the desired location. Folders at the same level will be displayed in alpha order. To Add a Folder Link to Favorites Folders may appear in two locations; under the Folders lists and again under Favorites as a link. To add a folder to Favorites (as a link), the folder must first exist in the Folder list. 1. In the folder list, right-click on the folder to be added under Favorites and then click add to Favorites on the menu. 2. The folder link will appear under favorites. 3. The folder also remains in the original location. Folders that have been added to the favorites list may be dragged or moved to appear in a userpreferred order. They may also be removed from the favorites list, which simply removes the link. PWCS SIS Office Page 17 of 34 July 2, 2014
18 To Delete A Folder: In the folder list, right-click on the folder to be deleted and then click delete on the menu. The delete folder dialog box will open. Click OK to confirm the delete action. To Empty a Folder In the folder list, right-click on the folder to be emptied and then click empty on the menu. The empty folder dialog box will open. Click OK to confirm the move of all of the items in the current folder to the Deleted Items folder. To Empty the Deleted Items Folder: By default, every item that is deleted from the mailbox is moved to the Deleted Items folder. The item is not permanently deleted until you empty the Deleted Items Folder or select the item from inside the Deleted Items folder and choose to permanently delete. To permanently delete one or more items from the Deleted Items folder: 1. Open the Deleted Items folder. 2. Select the item(s) to be permanently deleted. 3. Right-click and choose delete. 4. Click OK to the message. To permanently delete ALL of the items in the Deleted items folder, including deleted folders: 1. Right-click the folder and choose empty. 2. The empty folder dialog box will open. 3. Click OK to the message PWCS SIS Office Page 18 of 34 July 2, 2014
19 TASKS Use the Tasks feature in Outlook Web Access to track items that require attention. TASKS may be found at the bottom of the Folder list on the left side of the Outlook window. Click on the TASKS folder to open the Task View. Note: Items that have been flagged in the Inbox will appear in the Tasks list. To create a New Task: 1. In Tasks view, click the New Task link 2. In the Subject field, enter the task title. 3. Click the Due field and select a date from the calendar. 4. Click Show More Detail to view additional optional fields. 5. Add Notes about the task in the text box at the bottom of the window. 6. Click Save to save the task. To mark a Task as complete, do one of the following: 1. Select a task, and in the top right corner of the task details box, click COMPLETE. 2. Hover over the quick links of a task and click the Mark Complete icon. PWCS SIS Office Page 19 of 34 July 2, 2014
20 CATEGORIES OWA allows you to set a Category for each message. Categories are colored markers which can be applied to messages, contacts, calendar items etc. It is particularly useful for adding a visual indicator for particular types of item in your calendar so that they stand out, such as important appointments. Items may have more than one category assigned. There are six built-in categories named after their associated colors, and you can add more categories of your choice. Built-in categories cannot be renamed using OWA, you will need to use the full version of Outlook if you wish to rename them. Apply a Category To apply an existing category to a message: 1. Right click on the message in your message list. 2. Select Categorize from the pop-up menu. The category list will open. 3. Click on the desired category. Categories may be applied to contacts, calendar items, and tasks. In each case, select the item and right click and look for Categorize in the menu. For more advanced options, including creating a new category, changing the color of a category, or deleting a category, click Manage Categories... Add a New (Personal) Category To add a new category, select Add new category at the bottom of the manage categories window. 1. A new category name box will open. 2. Enter a name for the new category. 3. Choose a color by selecting the drop down arrow in front of the name box. 4. Click OK. 5. The new category will appear on the category list in alpha order. Note: If you forgot to select a color when naming the category, view the list and click on the box in front of the category name to get the color options window. Select a color. To Delete a Personal Category 1. To delete a personal category, right click any item and choose categorize. 2. When the category list opens, select the category and click the X to the right. The category will be deleted. PWCS SIS Office Page 20 of 34 July 2, 2014
21 CALENDAR MEETINGS AND APPOINTMENTS The Calendar view tracks appointments and meetings. The calendar may be viewed four different ways; day, work week, week or month. This selection is made in the upper right corner of the view. Month view is the default view. Creating Appointments An appointment is a block of time marked on the calendar for a specific activity. Appointments may be a single occurrence or may be scheduled to repeat. Appointments appear only on the Calendar. To create an appointment: 1. Click Calendar on the Navigation bar to switch to the Calendar view. 2. Click New Event in the upper left corner of the page. A blank calendar item form will be displayed. 3. On the Event line, type a description of the event. 4. On the Location line, type the physical location of the event. 5. Note: Adding attendees will change the item from an appointment to a meeting. PWCS SIS Office Page 21 of 34 July 2, 2014
22 6. Under Start, select the date of the event and the time of day that the event will start. (A box for the start time may not display until the meeting duration is entered.) 7. Under Duration, select the duration (length of time) of the event. 8. Under Show As, select how the event will be displayed on the calendar (Free, Working Elsewhere, Tentative, Busy or Away) 9. Under Reminder, select when to be reminded about the event. 10. To set a recurring schedule for the event (a meeting that takes place every Monday at 10:00), select a repeat pattern under Repeat. Selecting Other allows for a customized repeat pattern. 11. In the Notes box, type any additional information. 12. Click Save at the top of the calendar form to save the event. Editing or Deleting Appointments If the information about an appointment has changed since it was created, the appointment may be edited. Appointments may also be deleted and removed from the calendar. To edit an appointment 1. Click the event on the calendar to display a quick view of the event. 2. Then click Edit. 3. Make the desired changes. 4. Click save at the top of the calendar item form. Note: If you are editing a repeating event, when prompted, select edit occurrence to have the change affect only that occurrence or edit series to edit every event in the series. PWCS SIS Office Page 22 of 34 July 2, 2014
23 To delete an appointment 1. Click the event on the calendar to display a quick view of the event. 2. Then click Delete. 3. The delete event dialog box opens, asking for confirmation. 4. Click the Delete button to confirm. Note: If you are deleting a repeating event, when prompted, select delete occurrence to have the change affect only that occurrence or delete series to delete every event in the series. Creating Meetings Meetings are appointments that include other people by invitation. Responses to a meeting invitation will appear in the Inbox folder. Like an appointment, meetings can have a single occurrence, or may be scheduled to repeat. To create a meeting: 1. Click New Event in the upper left hand corner of the Calendar view. A blank calendar form displays. 2. On the Event line, type a short description of the meeting. 3. On the Location line, type the physical location of the meeting. 4. On the Attendees line, type the address of each person invited to the meeting. a. Each person will automatically be added with a status of required. b. To change their status, right-click the name and then click attendance optional on the menu. 5. After attendees have been added, use the Scheduling Assistant to check their availability. (See next page for details.) 6. Under Start, select the date of the event and the time of day that the event will start. (A box for the start time may not display until the meeting duration is entered.) 7. Under Duration, select the duration (length of time) of the event. 8. Under Show As, select how the event time will be displayed on the calendar (Free, Working Elsewhere, Tentative, Busy or Away) 9. Under Reminder, select when to be reminded about the event. Reminder notifications will appear in the Navigation bar. PWCS SIS Office Page 23 of 34 July 2, 2014
24 10. To set a recurring schedule for the event (a meeting that takes place every Monday at 10:00), select a repeat pattern under Repeat. Selecting Other allows for a customized repeat pattern. 11. In the Notes box, type any additional information. 12. Click SEND at the top of the calendar form to save and send the event. A meeting invitation is sent to each attendee and the meeting is added to the calendar. 13. Each person who receives the meeting invitation can accept, tentatively accept, or decline the invitation. The Scheduling Assistant The Scheduling Assistant is used to check whether or not the invited attendees are available for the selected meeting time and date. Click on Scheduling Assistant at the top of the event window to open the view. The meeting details will be displayed in the column to the left. Additional columns are displayed for each prospective attendee. Use the links to select different dates and the scroll bar to view different times of the day. The picture below displays the day view. A week view is also available. Changes to the meeting may be made directly on the Scheduling Assistant window. Click OK in the upper left corner of the window to return to the appointment form, saving any changes made. Note: The value of the Scheduling Assistant is dependent on how the requested attendees use the calendar. If an attendee does not keep appointments and meetings on the Outlook calendar, then the scheduling assistant will show them always as available. PWCS SIS Office Page 24 of 34 July 2, 2014
25 Rescheduling or Canceling Meetings To reschedule a meeting: 1. Click the meeting on the calendar to display a quick view of the meeting, and then click Edit. 2. On the calendar item form, under Start, change the starting date or time. 3. Make any other changes as desired. 4. Click Send at the top of the calendar form to send an update to all attendees. To cancel a meeting: 1. Click the meeting on the calendar to display a quick view of the meeting and then click Cancel. 2. The cancel meeting dialog box will open, requesting confirmation. Click the Yes button and a message window will open. 3. Click Send at the top of the message window to send the cancellation notice to all attendees. 4. If you want to include a message with the cancellation notice, type the message in the space below the toolbar before sending the message. Responding to Meeting Invitations Meeting invitations appear in the Inbox folder. Respond to a meeting invitation by accepting, tentatively accepting, or declining the invitation. To respond to a meeting invitation: 1. Click Outlook on the Navigation bar to switch to the Outlook view. 2. In the message list, click to select the meeting invitation. 3. In the reading pane, do one of the following: a. Click Accept to accept the meeting invitation and add it to the calendar. b. Click Tentative to accept the meeting invitation but indicate that you may not attend. The meeting is added to the calendar. c. Click Decline to decline the meeting invitation. The meeting is not added to the calendar. 4. Click Edit the response before sending, send the response now, or don t send the response from the menu. When edit the response before sending is the selected option, a message form addressed to the sender of the meeting invitation displays in the reading pane. Type a response, and then click send at the top of the message form. PWCS SIS Office Page 25 of 34 July 2, 2014
26 SHARING FOLDERS AND CALENDARS Outlook Web App users can right-click on the Inbox, select "permissions" and then add the name or names of the people who can then view the inbox. After that, each person who has been named to view that inbox can go to their own mailbox's root folder, right-click on it and then select "add shared folder..." and enter the name of the person who has given them permission to view their inbox. To Share a Folder (Owner) Important: When granting an individual any permissions on your root mailbox, any folder you create after this will be granted the same permissions to that individual. Example: After granting an individual "Folder Visible" permissions to the root mailbox, that individual will automatically be granted "folder visible" permissions to all new folders as well. 1. Locate a folder in the folder list. 2. Right-click the folder and select Permissions from the menu. 3. Click the PLUS SIGN (+) at the top left of the dialog box. 4. Enter the name of the person that the folder will be shared with. Click Add. After selecting an individual and clicking add, highlight the individual s name in the permissions list. Choose from several predefined permissions settings in the drop-down menu or configure custom permissions. Each of the listed predefined permissions allow the selected user to have access to the folder in different ways. Note: When adding more than one user, each user s permissions will need to be set individually. Once the desired permissions have been selected, click OK. Notify the person that a folder has been shared. Note: When giving permissions to view any folder other than the Inbox, there s one more step. After setting permissions for the folder to be shared, the owner also needs to click the mailbox s root folder ( User Name ) and the Inbox and grant Folder visible permissions to that as well. PWCS SIS Office Page 26 of 34 July 2, 2014
27 Permission Levels (Roles) When setting up folder permissions, determine exactly how much access a given person has to your folder. The following roles are available: Owner: Allows full rights to the mailbox, including assigning permissions; you should not assign this role to anyone. Publishing Editor: Create, read, edit, and delete all items; create subfolders. Editor: Create, read, edit, and delete all items. Publishing Author: Create and read items; create subfolders; edit and delete items they've created. Author: Create and read items; edit and delete items they've created. Non-editing Author: Create and read items; delete items they've created. Reviewer: Read items. Contributor: Create items. None: Gives no permissions for the selected accounts on the specified folder. Remove permissions Important: If the individual you are going to remove currently has more than one folder which they have permissions to, and you only intend to remove them from one of these folders, then skip steps Start Outlook. 2. Go to the folder list. 3. Right-click on your top level mailbox folder (your name): 4. Select Folder Permissions from the drop-down menu. 5. Select their name from the list and click the Trash Can icon at the top of the window. 6. Click OK. 7. Right-click on the specific folder you wish to remove the individual's permissions from, and select Permissions... from the drop-down menu. 8. Select their name from the list and a. Click the Trash Can icon at the top of the window OR 9. Click OK. b. Change the permission level to None. PWCS SIS Office Page 27 of 34 July 2, 2014
28 Adding a Shared Folder (Recipient) In order to see a shared folder in someone else s mail, the recipient needs to right-click their mailbox s root folder ( User Name ) and select add shared folder Enter the name of the person who has shared their folder(s) and click Add. Depending on the permissions that the owner of the folder has assigned, the contents of the folder may be viewed and edited. When the assigned folder is the individual s Inbox, and it is selected in the folder list, the name of the owner will appear at the top of the message list. Note: While you can view others mail folders using Outlook Web App, you can t send on their behalf-you need the full Outlook client for that. If you reply to a message in another user s inbox, the mail will appear as having been sent by you. Deleting a Shared Folder (Recipient) A shared folder may be deleted by the Owner, or the recipient s permissions may be removed. Note: When the shared folder is deleted by the owner, it does not automatically delete the folder or the owner s name from the recipient s folder list. However, if permissions have been removed, an error message will be displayed when the folder is accessed. 1. To delete a shared folder, right click on the folder name and select remove shared folder. 2. To remove the name of the individual that shared folders, right-click their name (folder) on the folder list and select remove shared folder. Note: Deleting a shared folder (and/or the name of the owner) simply removes it from the folder list. Unless the owner of the folder removes the permissions that were previously set, the folder may be reaccessed and returned to the folder list. PWCS SIS Office Page 28 of 34 July 2, 2014
29 To Share a Calendar (Owner) In Outlook Web App, click Calendar in the Navigation Pane. 1. Click Share (above the reading pane). 2. Type the name or address of the person(s) you want to share your calendar with in the Share with box. This box works just like the To box in an message. 3. You can add more than one person to share your calendar with. 4. After adding who you want to share the calendar with, select how much information they will be able to see. a. Full details will show the time, subject, location, and other details of all items in the calendar. b. Limited details will show the time, subject, and location, but no other information. c. Availability only will show only the time of items on the calendar. d. Editor will have read, write and modify access to all calendar items. e. Delegate Access will allow another person to make changes to the calendar and to respond to meeting requests on your behalf. Note: Calendar items marked Private are always protected. Anyone you share your calendar with will see only the time of items marked Private, and not the subject, location, or other details. To mark a calendar item as private, open the item and place a check in the Mark as Private box midway on the form. 5. Edit the Subject of the message. The default is I d like to share my calendar with you. 6. Unless another calendar has been selected, the primary calendar will be shared. 7. After adding people to share with, setting their access levels, and choosing which calendar to share with them, select Send. (If you decide not to share the calendar, select Discard.) 8. The message will appear in the Sent Items and in the recipient s Inbox. PWCS SIS Office Page 29 of 34 July 2, 2014
30 Each person in your organization that was selected to share the calendar will receive an message telling them that you ve shared a calendar with them. There will be two buttons on the invitation one to add your calendar to their calendar view, and another to share their calendar with you. Once added, the shared calendar will display in the Calendar view under OTHER CALENDARS. Stop Sharing a Calendar (Owner) To stop sharing your calendar with someone: 1. Click Calendar in the Navigation Pane. 2. Right click on the name of the shared calendar in the list. 3. Click on permissions 4. The Calendar sharing dialog box will open, displaying the names of the persons that the calendar is shared with and their permissions level. 5. To the right of the permissions level of each person is an X. 6. Click on the X to delete that person s access to the shared calendar. 7. Save the changes by clicking Save at the top of the form. Stop Viewing a Shared Calendar (Recipient) To remove a shared calendar, 1. Right click on the calendar name 2. Select remove calendar. 3. The calendar will no longer display under Other Calendars. Note: Deleting a shared calendar simply removes it from the Other Calendars list. Unless the owner of the calendar removes the permissions that were previously set, the calendar may be re-accessed and returned to the list. PWCS SIS Office Page 30 of 34 July 2, 2014
31 CONTACTS (PEOPLE) The People view provides access to all personal contacts and contact groups as well as the Global Address List. The People view consists of the folder list, the contact list, the reading pane and the search box. Contacts are entries you create to store contact information about people or groups. You can use a contact to store as little information as a name and a telephone number, or as much information as you have about an individual or a company. You can also create groups within your Contacts folder. Groups can be used to send to multiple recipients through a single entry. My Contacts/Contacts contains individuals that have been added as (frequent) contacts to your personal contact list. The Directory will contain all of the organization s contacts. This is a searchable directory. Type the name of the person to search. All Rooms will list rooms that have been added as public resources. All Groups will list public organization groups. All Contacts will list organization Contacts. All Users will list all persons designated as users. Offline Global Address List will list all users who are not currently logged into Outlook Web Access. PWCS SIS Office Page 31 of 34 July 2, 2014
32 Create a New Contact In the Navigation Pane, click People. 1. In Contacts, click New at the top of the window. An option box displays. 2. Select create contact. 3. A New Contact form will display. 4. In the new contact window, type the information you want to include for the contact. 5. In some boxes, you can record multiple entries. For example, the list can store up to three different addresses for a contact ( , 2, and E- mail 3). You can also store multiple telephone numbers. 6. Click the plus sign next to an entry label to add more information; another phone number, address, notes about the contact, etc. 7. Use Display As to select how you want the contact to be displayed in the Contacts folder. 8. Use the Addresses section to store the business, home, and other physical addresses for a contact. 9. Use Other and/or Notes to add additional information about the contact (birthday, hobbies, web pages). 10. Click Save to save the new contact information Add a Contact from an To add an individual to the Contact list from a received , select the message and display it in the reading pane. 1. Click on the header where the person s name and picture is displayed. 2. This will open the contact card. 3. In the upper right corner of the card, select Add to Contacts. 4. The Add to Contacts window will open, allowing for personalization of the contact information. 5. Click Save, and the contact is added to the contacts list under My Contacts. PWCS SIS Office Page 32 of 34 July 2, 2014
33 Creating and Editing Contact Groups To Create a Group: 1. Click New in the upper left corner of the People view and then click Create Group in the dialog box. A blank group form displays in the reading pane. 2. In the Group Name box, type a name for the Group. 3. In the Members box, type the address of each person to be added to the group. Note: Members can also be added by typing the person s name in the members box. OWA will search for matches as the name is typed. If a match is found, click to add the person to the group. If no match is found, search for the person in the Contacts folder and in the Global address list. 4. Click Save at the top of the Group form. To Edit or Delete the Group 1. In the contact list, click to select the contact group that is to be edited. The contact card for the group is displayed in the reading pane. 2. In the reading pane, click on the Edit icon. 3. The group form will display. a. Edit the name of the Group by changing the entry in the Group Name box. b. Add additional members by typing the address into the Add Members box. c. Click the delete icon (X) next to the name of a member to be deleted from the group. 4. Click Save at the top of the group form to save the changes. 5. To Delete a Group, select the Group. In the reading pane, click on the menu icon and select delete. PWCS SIS Office Page 33 of 34 July 2, 2014
34 SIGN OUT OF OUTLOOK WEB ACCESS Signing out of Outlook Web Access will prevent someone else from accessing your mailbox. When done with Outlook Web Access, sign out and close all web browser windows. To sign out: 1. Click your name on the right side of the Navigation bar. 2. Then click Sign out on the menu. 3. Close the browser window. Multiple Microsoft Accounts - Workstation When the same workstation has been used to log into multiple Microsoft Outlook accounts, you may see the following screen when logging into Office 365. If your business account is not the one listed, select Use another account. DO NOT click on the Keep me signed in Checkbox if this is a shared workstation. PWCS SIS Office Page 34 of 34 July 2, 2014
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