VRABE Outlook Web Access (OWA)Basics

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1 VRABE Outlook Web Access (OWA)Basics Logging On 1. Open Internet Explorer. 2. If you are at RHS, you MUST type 3. Outside Rockville High (e.g. home, work) type Windows XP logon 4. Windows XP Username field: Password field: v\username. call for password* Username --- lastnamefirstinitial callahans Windows 2000, ME, or 98 Username field: username Password filed: call for password* Domain field: v address first 5. Click OK. Opening Screens (left pane) 1. Shortcut View - default view Inbox quick access to inbox Calendar quick access to calendar Options allows you to customize mail and calendar Log Off logoff mail server 2. Folder View expanded options Deleted items- mail read and deleted Drafts save mail to be edited or sent at a later date Inbox- stores newly received Unread displayed in bold type (right pane) Allows the creation of additional folders to organize received Organizational folders may be moved, copied, and deleted Outbox- mail waiting to be sent Sent items copies of mail sent 1 11/15/2004

2 Reading Messages 1. Select the desired message you wish to read. 2. Double click on the message to read the message in a new window. 3. With Move/Copy command, you can move or copy a message to an existing folder in your inbox or create a new folder. (Unopened can also be dragged to folders pane and dropped into an existing folder). 4. Use toolbar command X to delete a message. 5. Use toolbar command to check for new mail. Reply, Reply to All, Forward After opening a message, you can to reply back to the sender, reply to all individuals that the message was sent to (including the sender), or forward the message on to a new person. (Note: The following can be completed within the message window or the tool bar.) Re ply 1. Open the message. 2. From the message toolbar, click the Reply button. Reply to All 1. Open the message. 2. From the message toolbar, click the Reply to All button. Forward 1. Open the message. 2. From the message toolbar, click the Forward button. 3. Type in the address of the persons(s) to whom you want the mail forwarded. Sending a New Mail Message 1. Click on the New button. A new mail message will now open in a separate window. 2. In the To, Cc, and Bcc fields, type the names of the recipients. Separate multiple addresses with semicolon. Bcc recipients will receive a copy of the but their names will not appear in the list of recipients. Bcc recipients cannot see the names of other Bcc recipients. 3. In the Subject field, type a brief subject line. 4. Type your message in the message body. 5. Select Send button 2 11/15/2004

3 Using the Global Address Book 1. Open a new message. 2. Click on the To button. The Find Names window will now open. 3. Type in either the first, last or both first and last name into the corresponding fields. 4. Click on the Find button. Any names matching the field descriptions will appear in the results window. 5. Click on the desired name. 6. Click on the desired field address button (To, Cc, or Bcc). 7. Repeat steps 4-6 for multiple mail recipients. 8. Close the Find Names window. Using Personal Contacts 1. Select Contacts from left pane folder view (or Shortcut) to view list of stored Contacts. 2. Click on the desired name or group. 3. Click on Mail icon in tool bar to address new . Creating New Contacts 1. Pull down New Menu choices and select Contacts 2. Fill in information for new Contact 3. Select Save and Close tab to save new contact information and return to previous screen. 3 11/15/2004

4 Creating a Mail Distribution List A distribution list is a group of addresses, usually grouped under a single address. When you send to a distribution list, you're really sending to everyone whose address is included in the list. It's much easier than picking 30 different addresses from your Address Book or Contacts lists. 1. Pull down New Menu choices and select Distribution List 1 2. New Distribution List window will appear (1) 3. Name your Distribution List in the space provided by List Name 4. In the add to Distribution list space selecting, type in addresses, after each individual entry. 5. Use the buttons, to search for people within your global address book. (2) 6. Select after highlighting each recipient Close window when all names have been selected Using Distribution Lists 1. To send mail to recipients on your list, select the list from your Contacts (distribution lists represented by icon after list name) 2. When list window opens, select. Blank will open with your list name in address block. 3. To delete names from your distribution list, highlight the name and then select 4. Additional names may be added to a distribution list at any time. changes. 5. Save and Close and changes. 4 11/15/2004

5 Adding an Attachment 1. Open a new mail message. 2. Add addresses 3. Click on the paper clip button (located on the toolbar). or (located on ) 4. The Attachment Web Dialog window will now open Finding Saved Attachment 5. Click on the Browse button.(1) 6. The Choose File window will open. (2) 7. Locate and select the file that you wish to attach. 8. Click Open. 9. The Choose File window will now close and the Attachment window will again be in view. (1) 10. Click on the Attach button. 11. The file will now be added to the Current file attachments field Close the Attachment window Check to see that the requested attached file is displayed alongside the Attachments tab on Complete the rest of the and Send. 5 11/15/2004

6 Creating Folders Folders allow you to organize s that you wish to save for future reference. (1) 1. To create a new folder, pull down New and select Folder. 2. Create New Folder window will open allowing you to name your new folder (2) 3. Click OK to return your inbox. (If your newly created folder is not visible under Inbox, select the refresh button on your Internet Browser). 4. Click the + sign to displaythe folders you have created To save an to a folder, 1. Drag and drop the mail icon (alongside the you wish to save folder in which you want it placed. OR ) to the 2.Select the Move icon. The Move/Copy Window will open to allow you to select the already created folder in which to save the or to create a new folder. Select OK to return to Inbox /15/2004

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