OUTLOOK WEB ACCESS UOW USER GUIDE INDEX

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1 OUTLOOK WEB ACCESS UOW USER GUIDE INDEX ACCESSING MAIL... 2 SETTING UP... 2 OPTIONS... 3 VIEWING... 4 ARRANGE MESSAGES... 4 CREATING/SENDING A NEW MESSAGE... 5 REPLYING TO MESSAGES... 5 FORWARDING MESSAGES... 5 ATTACHMENTS... 5 SENDING AN ATTACHMENT... 5 RECEIVING AND READING ATTACHMENTS... 6 OPENING AN ATTACHMENT... 6 DELETING MESSAGES... 6 EMPTY DELETED ITEMS FOLDER... 6 MANAGING YOUR MAIL... 7 QUOTA... 7 CHANGING YOUR PASSWORD... 7 SIGNING OUT... 7 RULES... 8 CREATING A RULE... 8 DELETING OR EDITING RULES... 9 VACATION OR OUT OF OFFICE REPLY FORWARD YOUR TO ANOTHER ACCOUNT MANAGING FOLDERS CREATING FOLDERS DELETING FOLDERS AND THEIR CONTENTS MOVING MESSAGES TO FOLDERS CONTACTS SETTING UP CONTACTS USING YOUR CONTACTS USING THE UNIVERSITY DIRECTORY GROUPS/DISTRIBUTION LISTS SHARED MAILBOXES SHARING FOLDERS CALENDAR... 16

2 ACCESSING CALENDAR ALL DAY EVENTS APPOINTMENTS Create an Appointment To Delete an appointment To Edit an appointment MEETINGS MANAGING RESPONSES VIEWING OTHER CALENDARS OWA Sharing Calendars RESOURCES... 20

3 OUTLOOK WEB ACCESS 2007 Please note that this userguide has been written for Outlook Web Access using Internet Explorer. If you use a different browser, you will not have access to all of the features mentioned in this userguide. A userguide for Safari/Firefox is available at This userguide is intended for University of Wollongong users only. Outlook Web Access is more than just an application. It also has a Calendar, a Contacts database and Tasks (list of to-do items). This document is not intended as a full manual. Use the Help button if you require further information or contact your local IT Support team or ITS Technical Support on ext Note: Channels on the left side of the screen as follows: Use Mail to send and receive from this account as well as any added POP accounts. Create mail folders and sub-folders to organise mail Use Calendar as your electronic diary to schedule and plan meetings for yourself or other people connected via the UOW server Use to maintain a database of contacts. Also, create contact groups, categorize contacts, access other contact databases, and send mail Use this as a To Do List. Prioritise tasks or delegate tasks to others and track their progress not currently available at UOW, replaced with Shared Mailboxes. See Userguide: Outlook 07 Exchange Shared Mailboxes ITS TRAINING 1 of 22

4 ACCESSING MAIL USING OUTLOOK WEB ACCESS 1 Open your browser 2 In the Address or Location line type The Sign In page will open as below 3 Type your username and password 4 Click Log On Security: Public or Shared Computer The difference between the two is primarily how long your Outlook Web Access session can be inactive before you are automatically logged off. It is recommended that you use the Public option whenever you use a computer that is shared or that does not comply with the University of Wollongong security requirements. By default, if you select Public, Outlook Web Access logs you off after 10 minutes of inactivity. In addition, if you select Public, your username is not cached. If you select Private, the connection can remain inactive for 8 hours before it will be logged off. SETTING UP List of folders on the left side. Inbox list of s Reading Pane (Navigation Pane) Channels Channels Options Help ITS TRAINING 2 of 22

5 OPTIONS Most of the default settings can remain as set. However, if you wish to change some of the options, click the Options button at the top right of your screen. Regional Settings Messaging Spelling Calendar Options Out of Office Asst Rules Language settings, Date and Time formats Current Time Zone Set up sounds, notifications etc Signature Message Format (html or Plain text) Message Tracking Options (responding to requests for receipts) Reading Pane Options (how your mail window is displayed) Spelling and Dictionary Options Display options Working week options Reminder options Auto Processing Set up auto replies for when you are out of the office. Set up filters/rules for your account Junk Change password General Settings Deleted Items Do not use the Change Password facility on Outlook Web Access. To change your password, you must go to the University intranet at and click on Change My Password Where to check for names Appearance Accessibility When to empty the Deleted Items folder Recovering recently deleted items Mobile Devices ITS supports synchronised mobile devices (Windows mobiles 5 & 6). Note: Outside of this will be a best effort only. Please contact ITS on ext 3000 for information and help on configuring your PDA. WARNING There is an option on this page to "Wipe All Data from Device". This may be handy if you lose your mobile, however, be very careful not to click it by mistake. Notes: Adding a signature to your Web Access will NOT override your signature in your MS Outlook client. Contacts: Web Access interacts with MS Outlook so that you will can see and/or edit Contacts in either program. Calendar: Web Access interacts with MS Outlook so that you will see your Calendar entries in either program. ITS TRAINING 3 of 22

6 VIEWING You can change the way your screen looks by using the buttons just above the Search Inbox The second button (Show/Hide Reading Pane) allows you to show the reading pane at the right or bottom of the list of s. The third button lets you show or hide preview, ie the first line of the New Reading Preview Delete Move to Send/Rec Pane Folder Mail ARRANGE MESSAGES You can arrange your messages in different ways by clicking Arrange By and then selecting one of the following options: Date: Displays all messages as they arrive in your Inbox. This is the default view. Conversation: Groups and displays messages sorted by the topic of conversation. To see all messages from a particular conversation, expand the message group by clicking the plus sign next to the group. From: Sorts all messages by sender. To: Sorts all messages by the recipient. Size: Sorts all messages by size. Subject: Sorts all messages by subject. Unlike Conversation, this does not group the messages. Type: Sorts the messages by type: message, meeting request, voice mail message, or fax message. Attachments: Sorts the messages based on whether or not they have an attachment. Importance: Sorts the messages based on importance. ITS TRAINING 4 of 22

7 CREATING/SENDING A NEW MESSAGE 1. In any mail folder, click New, or press CTRL+N on the keyboard. Note You can also create a new message while you are viewing the address book. On the toolbar, click Address Book, and then use the search text box to find the person or distribution list to which you want to send a message. Right-click the recipient's name in the list, and then click New Message. 2. Enter the recipients that you want in To and Cc fields 3. Type a subject 4. Type your text in the message body 5. When you have finished typing the message, click Send or press ALT+S to send it. REPLYING TO MESSAGES You can reply to the sender by clicking Reply at the top of the message, or you can reply to all recipients by clicking Reply All. A new compose window will open. When you have written your reply, click Send FORWARDING MESSAGES To forward an , click on the Forward button. Type the address of the person and click Send. Note: you can also add your own text to the message. ATTACHMENTS You can attach any kind of file that can be accessed from your computer or through your network to any Outlook Web Access item. You can also remove attachments from an item. Note: Attachments are not copied when you reply to a message. Instead, a placeholder icon replaces the file. If you want an attachment to be included, forward the message instead of replying to it. SENDING AN ATTACHMENT 1. In a message, calendar item, contact, or task, click Attach File on the toolbar. 2. In the Attach Files dialog box, click Browse to locate the file, or, type the path of the file that you wish to attach. 3. If you use Browse, double click the file or highlight the file that you want to attach, and then click Open to add it to the attachments list. 4. Click Attach and the file name will appear in the Attach Files dialog box. 5. To change the file that you selected, click Browse and locate the file that you want. 6. To attach more than one file, click Choose more files in the Attach Files dialog box. 7. To return to the item, click Attach to attach the selected files or click Cancel to return to the item without attaching the files. ITS TRAINING 5 of 22

8 RECEIVING AND READING ATTACHMENTS When a message includes an attachment, Outlook Web Access displays a paper clip icon subject in the message list. next to the message When the message is opened or previewed, the name of the attached file appears in the message heading information. Some attachments, such as.txt files and.gif files will be opened directly by the Web browser. Caution Do not open an attachment unless you trust the content and the person who sent it to you. Attachments are a common method for spreading computer viruses. Therefore, it is recommended that you save the file to your desktop so that your virus protection can scan it. You can also use the Open as Web Page option when you open an attachment if it is available. Not all file types can be opened as a Web page. OPENING AN ATTACHMENT 1. Click the attachment file name that is located in the message heading information. Outlook Web Access gives you the option to open the attachment by using the appropriate application or save the attachment to disk. 2. You can also use Open as Web Page to open the attachment by using your Web browser. DELETING MESSAGES To delete a message or multiple messages from a folder in Outlook Web Access, select the messages, and then click Delete on the toolbar, or right-click and click Delete on the menu. You can also press the DEL key to delete the selected message. Note To select multiple adjacent messages, click the first and last messages in the list while you are holding down the SHIFT key. To select multiple messages that are not adjacent, hold down the CTRL key as you click each message that you want to select. To delete an opened message, click Delete on the toolbar. By default, all deleted messages are sent to the Deleted Items folder. Messages are not permanently removed until you delete them from the Deleted Items folder. If you want to permanently delete a message without sending it to the Deleted Items folder first, select it in the message list, and then press SHIFT+DEL on the keyboard. You can set Outlook Web Access to automatically empty the Deleted Items folder when you log off by clicking Options on the toolbar, clicking Deleted Items in the navigation pane, and then selecting Empty the Deleted Items folder on logoff. EMPTY DELETED ITEMS FOLDER 1. In the navigation pane, right-click Deleted Items. 2. Click Empty Deleted Items. 3. Click OK to verify that you want to permanently delete all items in the Deleted Items folder or click Cancel to cancel the operation without emptying the folder. ITS TRAINING 6 of 22

9 MANAGING YOUR MAIL QUOTA To see your current quota, hover your cursor over your mailbox name To reduce quota, you should delete items and empty the deleted items folder. s with attachments will lead to an increased quota usage. Save attachments to your computer or disk and delete them from your messages. You should make sure your Sent folder does not contain unwanted s and attachments. CHANGING YOUR PASSWORD Your UOW password is linked to many University systems and must only be changed/managed via the University website, in the same way you have always done. Go to the staff intranet at and click on the Welcome Page. Change Password is located just below your personal details. SIGNING OUT It is important to sign out of your account when you have finished using WebMail. To do this, click on Sign Out on the top right side of the screen. (see note on page 3 of these notes re Public vs Private computer automatic log out times) ITS TRAINING 7 of 22

10 RULES Rules work by applying conditions to messages received. When you create a rule you must specify conditions and the action to be taken if the condition exists. NOTE: Rules that you created in Mirapoint webmail will NOT transfer to Outlook Web Access. Rules that you create in Outlook Web Access can only be server based Server based Rules that you create in Outlook Web Access will also apply to your client (Outlook 2007 or Entourage) CREATING A RULE Click Options at the top of your screen. Click Rules in the list of Options Click New Rule, and the following window will display Click Delete Disabled Rules and you might also like to click do not show me this message again Click New Rule: Move messages from someone to a folder Clicking this option creates a rule with some options already selected. When the new rule window opens, click the people or distribution lists and specified links to complete the information. Enter a name in the Name box to name the rule. Click Save to save the rule or Cancel to cancel the rule without saving. Move messages that have specific words in the subject to a folder Clicking this option creates a rule with some options already selected. When the new rule window opens, click the specific words and specified links to complete the information. Enter a name in the Name box to name the rule. Click Save to save the rule or Cancel to cancel the rule without saving. Move messages sent to a distribution list to a folder Clicking this option creates a rule with some options already selected. When the new rule window opens, click the people or distribution lists and specified links to complete the information. Enter a name in the Name box to name the rule. Click Save to save the rule or Cancel to cancel the rule without saving. Delete messages that have specific words in the subject Clicking this option creates a rule with some options already selected. When the new rule window opens, click the specific words link to complete the information. Enter a name in the Name box to name the rule. Click Save to save the rule or Cancel to cancel the rule without saving. Create a new rule for arriving messages Clicking this option opens a new rule window without any of the criteria or actions for your new rule selected. Use the new rule window to select and define the criteria and actions for your rule. Enter a name in the Name box to name the rule. Click Save to save the rule or Cancel to cancel the rule without saving. ITS TRAINING 8 of 22

11 DELETING OR EDITING RULES Click Options at the top of your screen. Click Rules in the list of Options To delete a rule, select the rule and click the Delete icon To edit a rule, select the rule and click Change Rule Make changes and then click Save To edit or change a rule, Click on Change Rule ITS TRAINING 9 of 22

12 VACATION OR OUT OF OFFICE REPLY Use the Office Assistant to set up an out of office reply for UOW ers and a separate one for ers who are external to the UOW. Note, you can also choose a date/time to begin and end the message being sent. 1. Click on the Options button 2. Click on Out of Office Assistant 3. Fill in details as required (sample below) 4. Click Save at the top of the window if you forget, when you exit the window you will be reminded to Save changes to Options NOTE: You will have noticed that you can set dates for the auto replies. However, when you next log into your computer you will see the adjacent reminder. ITS TRAINING 10 of 22

13 FORWARD YOUR TO ANOTHER ACCOUNT Under the University of Wollongong policy governing access, messages sent and received through the services provided by the University are records of University activities. Forwarding your UOW staff mail into a personal ISP is therefore not appropriate. Importantly, the University provides you with a secure and accessible service for your employment with the University. However, forwards can be implemented prior to termination of an appointment to ensure continued communications following the closing of an account. To forward your to another account, prior to your account closure, you need to set up a rule in Outlook Web Access rather than MS Outlook. This will ensure that the rule works from the Server and not the client (client rules only work when the client is open). 1. Open OWA and log in 2. Click the Options button - Top right of window 3. Click Rules on the left side and in the window that opens, 4. Click New Rule and choose create a New rule for arriving messages from the drop down menu 5. Click Forward or redirect. 6. Check the appropriate box (either) 7. Click People or distribution lists 8. Type in the address that your messages are to be forwarded to 9. Click OK 10. Now back in the Rule Description window, under Do the following, click move, copy or delete 11. From the drop down menu, choose Delete. ITS TRAINING 11 of 22

14 12. You will now see the adjacent window, 13. Click Save Note: You will see a message warning you that this rule will be applied to every message sent to this address. Click OK The rule is now set. If you ever want to delete it, select it and press the Delete button. MANAGING FOLDERS CREATING FOLDERS 1 Right click on Inbox and choose Create New Folder 2 Type a name for the new folder and click Enter. DELETING FOLDERS AND THEIR CONTENTS Right Click on the folder and choose Delete Note: if you delete a folder, any items contained in the folder will also be deleted. MOVING MESSAGES TO FOLDERS Drag and drop messages to the destination folder OR Select the message and click the Move or Copy to Folder button ITS TRAINING 12 of 22

15 CONTACTS Contacts is another name for Address Book. You can add or edit those addresses that you use regularly to your Contacts and you can also access the University of Wollongong Directory. Once an address is entered in your list of Contacts, you need only type the first few letters of an address and the autocomplete function will offer a suggested address. Click on the address and press enter. Because of the way WebMail indexes these entries, it is necessary for you to use an entry from your Contact list or the University Directory once, and they will then automatically appear when you begin to type the address. Note: Outlook remembers addresses in two ways. One, those that are listed in your contacts (after an initial use) and two, it retains previously used addresses in memory - these are not stored in your contacts and are not as reliable as entering into your Contacts. SETTING UP CONTACTS 1 Select Contacts from the channels on the left of your screen 2 Click on New and a window will open with many fields to fill in 3 Fill in details you require (Note: you don t have to fill in all details but make sure you enter name and details) 4 Click Save and Close at the top of the window Note: You can also add a contact by right clicking on a sender's name in an and choose "Add to Contacts" USING YOUR CONTACTS When writing an , you can find contacts by clicking on the To: link in your This will normally open the Global Address List (UOW list). Click Contact to see your personal contacts list. OR You can click on the Contacts channel, right click on the person you wish to send the to and chose New Message. To add more than one person, click the To field and double click on additional names these will now appear in the To: field in the Contact window. Click OK to return to the message. ITS TRAINING 13 of 22

16 USING THE UNIVERSITY DIRECTORY 1. In Mail, click New 2. Click the To field 3. Make sure Default Global Address List is highlighted 4. Type a name or part thereof 5. Press Enter 6. You will now see a list of names 7. Double click on the person required their name will appear in the To field at the bottom of the screen. Continue searching and adding. If you wish to find someone in your personal contacts, click Contacts and use the same method. 8. When you have all the recipients listed, click OK to return to the Compose window GROUPS/DISTRIBUTION LISTS To create a list or group of people that you regularly 1. Click Contacts from the menu pane. 2. Click the arrow next to New and select Distribution List 3. Type a name for the new list 4. Click Members 5. Double click on the person required their name will appear in the To field at the bottom of the screen. Continue searching and adding. If you wish to find someone in your personal contacts, click Contacts and use the same method. 6. When you have all the members listed, click OK to return to the list window and click Save and Close The new distribution list will now appear in your Contacts List. ITS TRAINING 14 of 22

17 SHARED MAILBOXES The System Administrator can set up system-wide shared mailboxes and allocate users to share those mailboxes. If you require a shared mailbox you will need to contact ITS on ext More information on Shared Mailboxes, including how to request a new shared mailbox is available at If you have already been included in a Shared Mailbox, you can access the Mailbox by following the instructions below. 1. Click on the pointer to the right of your name at the top of the screen 2. Type the name of the shared mailbox and click Open 3. Click OK The shared Mailbox will open in a separate window as shown below Note: Your original mail window does not close it is still available via the Task Bar. ITS TRAINING 15 of 22

18 If you do not have permission to open the mailbox, the new window displays the following message, "You do not have permission to open this mailbox. Contact your Faculty or Department Technical Support team, or if you prefer you can phone the ITS Technical Support Team on ext 3000 or use the ITS Wizard at Note: You cannot see the shared mailbox as a separate folder in your list of folders. You can see shared mailboxes as usual in your list of folders in the MS Outlook client. Details in the MS Outlook 2007 userguide. SHARING FOLDERS You can grant other people access to one of your mail folders. However, you need to set up the permissions via MS Outlook or other client. It cannot be done via the server on Web Access. Once you have been granted access to another person's mail folder, you can access the Mailbox by following the instructions under Shared Mailboxes above. Type in their username in the Select Mailbox field. CALENDAR Outlook Web Access Calendar is a scheduling tool that helps you manage your own appointments, meetings with other people and daily events. It does not have all of the features of the client MS Outlook Calendar. IMPORTANT It is very important that if you receive an invitation to a meeting that you either decline or accept the invitation and when asked, send the automatic response. If you click Decline, the meeting will be deleted from your calendar. If you Accept, the meeting will remain in your calendar. When you send the response, it allows the organiser of the meeting to keep track of invitees. ACCESSING CALENDAR To access Calendar, click on the Calendar Channel in the Navigation Pane. Views Day Event Meetings with colour categories Other meetings/ appointment ITS TRAINING 16 of 22

19 ALL DAY EVENTS An All Day event is used as a reminder of an event on a particular day, such as a Birthday. It does not occupy a block of time instead it appears as a banner. It displays your time as free APPOINTMENTS Appointments are times that you schedule in your calendar that don t involve inviting other people or resources. You can set reminders for your appointments and schedule recurring appointments. You should also specify how appointments in your calendar are seen by others by designating the time of the appointment as busy, free, out of the office, etc. CREATE AN APPOINTMENT 1. Click New 2. By default a New Appointment window will open 3. Type a Subject 4. Type a Location 5. Select start and end times 6. Select other options: Select whether you want the time to show as Busy or Click Private if you don't want other people to see details. 7. Click Save and Close Note: You can quickly add a new appointment by double clicking in any blank area on the calendar grid however, this will by default open an All Day Event window and you will need to uncheck All Day Event in order to choose particular times. TO DELETE AN APPOINTMENT 1. Right click on the appointment and choose Delete; OR 2. Click on the appointment and press Delete on your keyboard; OR 3. Double click on the appointment and choose Delete from the Ribbon Note: if the appointment is part of a series, you will be asked whether to delete just this occurrence or delete the whole series. ITS TRAINING 17 of 22

20 TO EDIT AN APPOINTMENT 1. Double click or Right click on the appointment and choose Open, make changes and click Save and Close. 2. If you just want to change the day or time, you can drag and drop the appointment to the new day/time. Note: if you click the close button without saving, Outlook will prompt you with the adjacent warning. MEETINGS A meeting usually involves inviting other people and or resources. To Schedule a Meeting 1. Click on the pointer next to New and choose Meeting Request 2. The request opens in an format. You may have already agreed by phone on the meeting day and time and if so, type in the details and click Send. 3. If you wish to schedule a meeting but have not yet checked the other person s availability, fill in the proposed date and start and end time and then click on Scheduling Assistant. 4. This will show any conflicts. On the right side of the screen Calendar will also offer suggested times when all participants are free. Chose one of the free times and the grid will move to that time. 5. Click on Appointment at the top of the page and you ll notice that the time and date of the meeting now reflect the time as chosen by you. 6. Click Send to send an invitation to the meeting. The meeting will automatically appear in your calendar and will also appear in the calendar of any invitees. ITS TRAINING 18 of 22

21 MANAGING RESPONSES The invitee will receive an and will be asked to respond by clicking on the buttons at the top of the . By clicking Accept, the meeting will appear in their calendar. Note: the meeting will initially appear in the invitee s calendar but if they Decline the meeting it will be removed from their calendar. VIEWING OTHER CALENDARS OWA Sharing Calendars You are able to access another users calendar through Outlook Web Access, providing the owner of the calendar has setup delegation access for you. Login to with your username and password. 1. Open a New Window. File Menu New Window. 2. Type in the URL address: *[mailboxname]. The username of the calendar you wish to access. 3. You can add the URL address to your favourites. 4. If you receive the following message You do not have sufficient permissions to access the users calendar. 5. If you receive the following message There is a mistake in the URL address. ITS TRAINING 19 of 22

22 RESOURCES If you require help with this product, please contact your Faculty or Department Technical Support team, or if you prefer you can phone the ITS Technical Support Team on ext 3000 or use the ITS Wizard at ITS TRAINING 20 of 22

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