OWA Basics (Outlook Web Access - Application) How To The Basics

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1 OWA Basics (Outlook Web Access - Application) How To The Basics OWA Access: WUSD Technology Services This document has instructions for logging into Outlook Web Application (OWA) by WUSD District Employees. WUSD Technology Services Washington Unified School District VoIP Ext 1400

2 Contents OWA What is Outlook Web App 2010?... 3 The OWA Mail Screen... 4 The Sections of Outlook Web App The Inbox and Managing Sorting Messages... 6 Create/Sending a Message... 7 Add an Attachment Create a New Folder Move s to Folders Copy s to Folders Calendar OWA Calendar Screen Customizing OWA Calendar View How to Enter a Meeting Request Check Availability of People you invite to Meetings Contacts Access Contacts Using Find Someone (Global Address List) Using Your Personal Contact List Creating New Contacts Search OWA How to search Advanced Features Out of Office message Logging Off Sign Out

3 Requirements to use OWA Full Version: You must use at least version 7 of IE, Safari on Mac and Firefox 3.X (these two achieve 99% feature availability). If you are using Google chrome, you will be forced into OWA light. Same goes for IE 6. WUSD via OWA 2010 What is Outlook Web App 2010? Outlook Web Access allows you to access your WUSD from any computer that has internet access via a web browser. Outlook Web Access 2010 is now compatible with all main browsers (i.e., Internet Explorer, Firefox, Google Chrome and Safari). To access OWA do the following: 1. Open Internet Explorer or any browser 2. Enter the address: 3. Enter your WUSD username and password and then click on the Sign In button. 4. When entering your username, use the following conventions: username 3

4 The OWA Mail Screen 4

5 The Sections of Outlook Web App 2010 Click on the section tab to access the various sections of OWA 1. Mail Compose, send, read and reply to s 2. Calendar Create appointments and meetings 3. Contacts Manage and store contact information 4. Tasks List of to-do items with optional reminder 5. Public folders shared information area The Inbox and Managing The Inbox allows you to send and receive s. The following image illustrates the tools that are available while in your inbox. 5

6 Select the View menu. You have 3 choices here: 1. Right - This puts the reading pane to the right of the message pane 2. Bottom This puts the reading pane on the bottom, with message pane on top 3. Off This turns the pane off. You will need to double click a message to open it in this view. Sorting Messages To sort your messages, use the Arrange by Date command to sort by any of the field headings. Arrange by Date 6

7 Create/Sending a Message Click on the New button on the toolbar and choose Message. Type an address in the To field. If you have sent a message to this address before, the Auto Complete feature will show the address in green below. Click on the green area to move the address into the To field. 7

8 If you need to look up an address, simply click on To and Global Address List will open. Type the name of the person you would like to find and click the magnifying glass to search for that address. After clicking to search, you will see a list of possible addresses (you may only see one) 8

9 Pick an address by clicking on it, and then click To, Cc or Bcc to populate that field with the address you want. You can go search for more addresses, and populate them in the fields as well. Click OK when you are done gathering addresses. 9

10 Now you can add a subject, and body to your message. Click Send to send the message. 10

11 Add an Attachment To attach a file to a new message, click on the Paper Clip button, a new window will open, Click on the Browse button and select the file you want to attach, then click on open. Click the attach button and then the close button. Create a New Folder From the Navigation Pane; right click on the folder that you want to place the new folder within, select Create New Folder from the drop down menu. 11

12 Type a name for the new folder and hit enter on your keyboard. The new folder will appear under the folder you created it in. In example below, the new folder Test Folder appears under the Inbox folder. 12

13 Move s to Folders Select the that you want to move/copy in the View Pane, click on the Move dropdown menu and select the location you would like to move/copy the to. You can choose a folder that appears in the dropdown Or you can click on Move to Folder. If you choose this, a new window will appear, and you can choose the folder to move to from the list (see Move to Folder image below) 13

14 Copy s to Folders You can also copy s to folders, keeping the original in your message pane, and sending a copy to a folder. To do this: Click on the Move dropdown menu Select Copy to Folder A Copy to Folder window will open (see image below) where you can choose the folder you want to copy the to. Click Copy when you are done. 14

15 Calendar OWA Calendar Screen 15

16 Customizing OWA Calendar View Using the buttons in the image below, you can change the way your Calendar displays your appointments. Choose between a Day, Work Week, Week, or Month View. Simply click the button corresponding to the view you want to change it. Day View This view displays a single day s appointments by the hour. Work Week View This view displays your appointments in a 5 day week format (Mon Fri). Week View This view displays your appointments for the entire week (Sun Sat). Month View This view displays your appointments for the entire month. Adding an Appointment To add an Appointment, click New on the Calendar Toolbar and choose Appointment. Alternatively, you can add appointments by double clicking on a date on the calendar. 16

17 After clicking on the Appointment you will see a window like the one below. Type a subject for the appointment Type a location Choose a start and time/date Choose how much time before the appointed time you would like a reminder of the appointment Type text in the body to add more details about the appointment (optional) Click Save and Close after you are finished typing in information The appointment will now show on your calendar 17

18 How to Enter a Meeting Request Meeting Request is a tool that allows you to setup meetings and invite attendees. If you create the meeting request, you will receive notifications if people have accepted, declined, or proposed a new time for the meeting. To enter a Meeting Request, click the arrow next to New on the Calendar Toolbar and select Meeting Request. After clicking on Meeting Request, you will see a window like the one below 18

19 Simply fill in the information To - In this field type in the address of people you want to invite/request a meeting with. You can use the address book feature to find people, by clicking on the To.. (just like you did when finding addresses for sending a message from earlier in this document) Optional leave this field blank Resources Here you can find a room or piece of equipment to add to the meeting. Just like adding a person in the To.. field, click on the word Resources and the address list will open. Click All Rooms to see a list of rooms available for request. Click on Show other address lists to find list of All Rooms and Equipment Subject Type in a subject for the meeting Location If you picked a room under Resources then this field will have the name of the room in it. If you did not pick a room, type in the location of the meeting. Pick the start/end time/date and pick the time for your reminder Click Send when you are done. An message will be sent to the people/rooms and equipment you invited. 19

20 Check Availability of People you invite to Meetings You can also check the availability of people you are inviting to a meeting by using the Scheduling Assistant. This assistant will show you Free/Busy time for both the people you are inviting and the Resources/Equipment you schedule for a meeting. Suggested Times - The Scheduling Assistance allows you to see when people are free according to what they have entered in their Calendars. There is a Suggested Times box on the right side that will let you know when people/resources are free on a certain date and certain time. To select more Attendees, you can click on Add a name button to select people from the Global Address List. Rooms and resources will also be available this way as well. 20

21 Availability If you see a purple bar across a time frame, this shows that the person/room is unavailable/busy at that time (they have something already scheduled for that time) Everyone can see everyone else s availability, which allows for easy scheduling of meetings. Being able to see someone s availability means that you can see when they re busy and free. If you share your calendar with others, they can see more information (depending on what level of permission you ve given them). The green and red lines indicate the time period of the meeting request. You can move the lines by clicking on a different time period on the calendar. 21

22 Contacts Access Contacts There are two ways to access contacts in OWA. The Contacts menu item on the bottom left will open up your personal contacts in the existing window. The contacts button (Find Someone) at the top right will open up your global address list in a pop-up window. 22

23 Using Find Someone (Global Address List) When you click on the book icon next to Find Someone you access the Global Address List. There are a couple of different features as compared to the Contacts you open in the left side navigation. Global Address List (default) this is a list of all people in the WUSD system All Rooms this is a list of all rooms available for booking Show other address lists this is a list of all address books you have access to 23

24 Using Your Personal Contact List You can view All, People or Groups in your personal contact list. Click the radio button under Show: to select from these views. 24

25 When you click on an address of an individual or group from the list, you can: the individual or group Set up a meeting request with the group or individual Forward the group or individual contact information to someone else 25

26 Creating New Contacts You can create new individual or group contacts. Click on New in the contact toolbar and select: Contact to create an individual contact Group to create a group contact 26

27 When you create either a new group contact, a window opens for you to enter in information about the group. Group Name give the group a name here Members click on the word Members and the Global Address list (GAL) will open for you to find names to add. The names you add will show as a list under Name. 27

28 To add group members from the GAL, First search for a name by typing in the search box and clicking on the little magnifying glass. When you find a name you want to add, click on the name and then click Members at bottom of window. The name will show up in the field next to Members To add more names, search again, click on the name, then Members at bottom When finished adding names, click on OK 28

29 Back in the add group contact window, click on Add to Group to add the names to the group. The names you added will appear as a list under Name. Click Save and Close when you are done. Your new group contact will appear in your contact list. 29

30 Search OWA How to search You'll find a search window at the top of the list for , contacts or tasks. If you click the down arrow next to the search box you will have several choices to choose from: This Folder Searches in folder you are in currently This Folder and Subfolder Searches a folder and its subfolders Entire Mailbox Searches the contents of your entire mailbox Set Default Location Lets you choose what folder to search in by default 30

31 You can also do some advanced searching. For Advanced searching, click the chevrons the right side of the search window to select additional options to narrow the range of your search. In Mail, you can narrow your search to the following: to Results in - the subject and message body, message body only, or subject only. From - or sent to a specific person or group. Category - Items in a specific category After you configure your search, click Enter or Search to start your search. To cancel or clear your search, click. 31

32 Advanced Features Out of Office message Click the Options dropdown menu and select Set Automatic Replies Click the Send automatic replies radio button and choose: Start and End times Type a message about being out of the office, i.e. I will be out of the office from June 1- June 5.. Click Save when you are done 32

33 Sign Out Be sure to sign out so that no one can access your s. Click the Sign Out button in the top right-hand corner, you will then be asked to close the browser by clicking the close button. 33

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