Microsoft Outlook Web App 2010

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1 BrainStorm Quick Start Card for Microsoft Outlook Web App 2010 Getting Started Microsoft Outlook Web App 2010 is a comprehensive, web-based collaboration tool that makes it easy to send and receive , coordinate schedules and meetings, and keep track of important contacts and tasks from wherever you are. Web App delivers powerful new tools like Conversation view, external calendar sharing, Mail Tips, and the Favorites folder. Managing your and schedule is simpler and more intuitive than ever. And because Outlook Web App supports multiple browsers, you will still have a rich web-based experience no matter which major web browser you use. With Outlook Web App, wherever you go, your Outlook account can go with you. Internet Browser: Enter your server s URL in any web browser to access your Outlook Web App account. Favorites Folder: Quickly access the information you use most by using the favorite folders. Options: Configure your Outlook Web App user interface. Instant Search: Quickly search , contacts, and more. Sign Out: Securely sign out of the server to keep your account safe. Search Contacts: Quickly search for a contact in your address book. List View: Display messages in a single scrollable pane. Conversation View: See an entire message thread in one place. Reading Pane: Display the selected message with its entire conversation. Navigation Pane: Jump between your mail, calendar, contacts, and tasks. Quick Click: Flag an message or quickly categorize your . Signing In Keyboard Shortcuts To sign in to Outlook Web App: Description Open Next Previous Delete Find Names Mark as Read Mark as Unread Type the URL address obtained from your Microsoft Exchange Server administrator into your browser address bar and press ENTER. Enter your user name and password and click Log On. For slower connections or accessibility needs, select Use the light version of Outlook Web App. Shortcut Key Enter Down Arrow Up Arrow Delete Ctrl+N Alt+T Ctrl+Q Ctrl+U 1 A. B. C. D. B C D E Shortcut Key Reply Reply to All Forward Save to Drafts Delete Permanently Send Check Spelling Check Names Ctrl+R Ctrl+Shift+R Ctrl+Shift+F Ctrl+S Ctrl+D Alt+S F7 Ctrl+K Inbox Standard Toolbar Calendar Standard Toolbar A Description F Appointment/Meeting/Message Delete Move to Folder Share a Calendar G E. View/Hide Reading Pane F. Go to Today G. Change Calendar Views H. Check Messages H I J K I. Reply J. Reply K. Forward OUTLOOK WEB APP YOUR WAY: Learn how to customize Outlook Web App to suit your preferences Message Delete/Ignore Move/Copy to Folder Filter Options View Reading Pane 6. Check Messages 7. Search Outlook 8. Advanced Search Options 9. Arrange List View 10.est/Oldest on Top Links to additional online content are indicated throughout this card by the symbol to the left. Visit BrainStormInc.com/cards/outlookwebapp2010. For use by KUMC employees only

2 Working with Messages Introducing Conversation View Even if you re not at your desk, you can write and send as if you were. With Outlook Web App, you can access your anywhere with an Internet connection, so you ll never have to worry about missing that important . Your sleuthing days are over! With the new Conversation view, you ll never again have to waste time bouncing between related messages to put the pieces together. Conversation view groups your by subject, so you ll always know at a glance which messages go together. Creating an Message Click to expand or collapse a conversation group. Quickly expand all or sort conversations in the Reading pane. To create a new message: From the Inbox toolbar, click. Enter the recipient s address, OR navigate to it in your address book by clicking the To button. Separate multiple addresses with semicolons. To attach a file to a message, click the Attach File paper-clip button. 5. Enter a message subject in the Subject line. 6. Complete your message and click Send. Previewing Mail Recipients by Using Mail Tips Be alerted to potential problems before you send an message. Mail Tips warn you if you click Reply All in a message with a large distribution list, reply to a message you ve been cc d or bcc d on, or forward a business message to an external contact, helping you to think before you send. Attaching a Message to a Message Forwarding a message can sometimes get messy. With Outlook Web App, you can avoid bogging down messages with extensive forwarding information. Attach one message directly to another by right-clicking the message you want to attach and selecting Forward as Attachment. A new message window opens with the message attached. Creating a Signature Save yourself the hassle of entering your signature line or contact information on every message you send. Create a personalized signature that is automatically included on new messages. Click Settings. Click Mail. In the Signature box, type and format your signature. 5. To automatically include your signature on all messages, select Automatically include my signature on messages I send. 6. Click Save. Requesting a Delivery Report Not sure if your was delivered? Quickly locate delivery information for messages you ve sent or received within the last two weeks, so you always know where that important message ended up. To create a delivery report: On the Outlook Web App Click Organize . Click Delivery Reports. Search for messages you ve sent or received. Narrow the search by selecting users or entering subject keywords. 5. Click Search. Identify a conversation group by the double-envelope icon. See which folder a message is stored in. Ignoring a Conversation If you don t want your Inbox cluttered with messages that don t pertain to you, just ignore them! By using the Ignore Conversation command, you can remove a conversation (including all present and future messages in the thread) from your Inbox for good. To ignore a conversation: Select the conversation to ignore. On the Inbox toolbar, click the Delete button arrow. Select Ignore Conversation. To un-ignore a conversation: Select the conversation in the Deleted Items folder. On the Deleted Items toolbar, click Cancel Ignore Conversation. Setting Up Automatic Replies To create a signature: Show which message is a reply to another with thread lines. Stepping out of the office? Set up Automatic Replies to let senders know that you won t be able to respond to right away. To set an automatic reply: Click Organize . Click Automatic Replies. Select Send automatic replies. 5. Type and format the message you ll include in your automatic reply to senders. 6. To create an automatic reply for a specific time period, set the Send replies only during this time period, and select a start and end time for your automatic reply. 7. To send an automatic reply to external senders as well as internal senders, select Send automatic reply messages to external senders, choose whether to send to all external senders or only to those in your contact list, and type your message. 8. Click Save. OUT AND ABOUT: Don t leave senders anxiously awaiting your response send an automatic reply so they know you re out.

3 Organizing Messages Sifting through in your Inbox can quickly become a headache. That s why Outlook Web App offers extensive tools for managing and organizing your . So no more excuses: it s time to get organized. Flagging Messages Do you ever worry you might forget about a message if you don t take immediate action on it? Let Outlook Web App do the remembering for you. Message flagging helps you organize your work and provides a visual reminder of which messages still require your attention. To flag a message: Click the flag to the right of the message to set the default flag. To set a different flag, add a reminder, mark a flag as complete, or clear a flag, right-click on the message flag and select your option. Note: Flagged messages appear on your tasks list. Setting Message Categories Whether your messages are professional or personal, categories make sense of the mayhem and keep your messages easily identifiable. To set a category: Click the Categories button to the right of the message. Select the categories you want to apply to the message. To create, edit, or delete categories, select Manage Categories. Moving Messages Moving your messages is as easy as dragging and dropping. You can declutter your Inbox and organize quickly with folders and subfolders. To move an message: Select the message you want to move. Click and hold the left mouse button as you drag the message to a folder in the folder list. Drop the into the folder by releasing the mouse button. Managing Junk With Outlook Web App, you make the rules. Decide which messages are trash and which messages aren t by right-clicking any message, selecting Junk , and then deciding whether to add the sender to the blocked or safe sender list. Further configure Junk settings from the Outlook Web App toolbar by choosing Options and selecting Block or Allow. Arranging Using the Favorites Folder Quickly access the folders you use most with the Favorites folder, which sits at the top of your folder list. You can drag any folder or subfolder into the Favorites folder to more readily find just what you re looking for. Quickly arrange messages in a folder according to your specifications, such as date or size, with Arrange by. On the Inbox toolbar, click Arrange by to choose from 10 sorting options. Managing Multiple Accounts Juggling multiple accounts can make your workday a circus. Instead, manage multiple accounts from one location to save time and avoid fragmented information, helping you stay on top of all your communications. Downloading from Another Account Send, receive, and read mail from all your accounts in the Outlook Web App by downloading from up to five other accounts. To download from another account: Click Account. Under Connected Accounts, click. Enter the address and password for the account you want to connect to, and then click Next. 5. Once the accounts are connected, click Finish. Using Inbox Rules to Forward Mail Inbox getting out of control? Take charge by setting rules for incoming mail. Inbox rules tell Outlook Web App what to do with messages that meet certain parameters. You can even automatically forward specific messages to another account, so you never have to spend the time doing it yourself. To forward a type of message: toolbar, click Options. Click Organize . Under Inbox Rules, click. Choose the parameters under When the message arrives, and. 5. Click More Options. 6. Under Do the following, choose Forward, Redirect, or Send, and choose which forwarding method to use. 7. Add conditions, actions, or exceptions as desired. You can also name the rule. 8. Click Save. Using Instant Search Setting a Filter RULE YOUR ACCOUNT: Use Inbox rules to automatically sort your mail, so your Inbox will be run just the way you want. Find messages quickly with the Instant Search feature. You can search for messages in an open folder or in your entire Inbox. Further narrow your search by using advanced search options. Set an advanced search criteria. Enter search keywords. Click to search . Click to search open folder or entire Inbox. Show/hide advanced search options. Sift through messages quickly with filters. Filters are now easier than ever to apply, with a convenient menu on the Inbox toolbar. See which filter has been applied. Click to add filter to Favorites. Click to clear the filter. Click the button arrow to see filter options. Select the desired filter and click Apply. ww w.br ainst o r minc.c om Visit BrainStormInc.com/Cards/OutlookWebApp2010.

4 Working with Contacts Managing Tasks Stay in touch with your personal and professional contacts by using the Contacts tab, where you can easily keep and organize contact information. Use Contacts to collect and store phone numbers, business information, addresses, and more. Because you always have more to do than time to do it, Outlook Web App offers intuitive tools to help you manage your to-do list and prioritize your daily tasks. View selected contact information in the Reading pane. Quickly search contacts from the search bar. Search tasks from the search bar. Create new tasks from the Task toolbar, or quickly enter tasks in the task bar. View selected task information in the Reading pane. Create a new contact. Access your contacts from the Contacts tab on the Navigation pane. View tasks from the Task tab on the Navigation pane. Adding a Contact Creating a Task To create a new contact: To create a new task: On the Contacts toolbar, click. In the window, insert your contact s information. You can use the scroll bar to see the full form, or you can jump to certain sections by clicking on them in the Jump to: line. From the toolbar, categorize the contact. When you finish, click Save & Close. On the Tasks Standard toolbar, click. Type a subject for your task. Set start and end dates for the task. Choose additional actions such as categorizing the task or setting the task s priority. 5. When you complete the task form, click the Save & Close button. BECOME A TASK MASTER: Learn to set tasks for messages and for projects so you can always stay on top of your to-do list. Creating a Contact Group Retyping the same messages over and over for a large group or distribution list can be time consuming and tedious. By adding participants addresses to a group distribution list, you can more easily group members, making sure everyone is up to date. To create a group distribution list: On Contacts Standard toolbar, click the button arrow and choose Group. Name the contact group. Click the Members button to open the address book. Add members from your contacts list, address book, or enter names manually. Select contacts you want to add to the group, and click Members to add them to the list. 5. When you finish adding contact group members, click OK. Selected contacts appear in the Members line. 6. Click Add to Group to add contacts to the group. Group members appear in the middle box. 7. Add group notes if desired. 8. When you finish, click Save & Close. Quickly set categories or due dates by right-clicking on the category next to the message. Setting Reminders Feel forgetful some days? Don t rely on your memory to tell you when your tasks are due. Set reminders on your schedule so Outlook Web App can keep you on task and on track. To set a reminder on a task: Select the task you want to set a reminder on. In the Reading pane, select the Reminder check box and set the time for the reminder, OR in the List view, right-click on the reminder flag on the task, and choose Set Date and Reminder, and in the Date and Reminder dialog box that appears, set the reminder details and click OK. A reminder window will appear on your screen at the scheduled time. You can dismiss the reminder to close it permanently, or you can click Snooze to have the reminder appear again at the designated time.

5 Working with Calendars Sharing a Calendar Ditch the daily planner. Instead, manage all your calendar meetings, appointments, and tasks in one dynamic interface. Tired of trying to find a free time to meet with your colleagues? With Outlook Web App, you can share your calendar with coworkers, making coordinating schedules a walk in the park. Create a new calendar item or meeting request. Change the calendar view to day, workweek, week, or month view. View your calendar by clicking the Calendar tab on the Navigation pane. Categorize calendar items and set as busy, tentative, or free. Creating a Meeting Request To create a meeting request: On the Calendar Standard toolbar, click the button arrow. Select Meeting Request. Click To to open the address book. Select the meeting recipients and click the To, Optional, or Resources buttons at the bottom of the dialog box to invite the selected contacts to the meeting. 5. Click OK. 6. In the Meeting Request dialog box, enter the meeting details. 7. Click Save & Close. Creating an Appointment To create an appointment: On the Calendar Standard toolbar, click. Enter a subject and location for the meeting. Enter a start and end date and time for the meeting. To set a reminder, select the Reminder check box. 5. Type and format your meeting notes. 6. Click Save & Close. Setting Calendar Categories Visually organize your calendar by adding categories to your appointments. In the Appointment dialog box, click the Categories button and select a category or categories to apply to your appointment. The appointment will display on the calendar, with the category color. Creating a Recurring Calendar Item You don t need to manually schedule appointments that occur each day, week, or month. Create a recurring calendar item to keep standing meetings always on your schedule. In the Appointment dialog, click the Repeat button and then in the Repetition dialog box, specify how often you want the appointment to repeat. To share a calendar: On the Calendar Standard toolbar, click Share. Select Share a Calendar, and choose the calendar you want to share. Click To to open the address book and find contacts to share your calendar with. Select a contact, and at the bottom of the Address Book dialog box, click To to share the calendar with the selected contact. 5. Click OK. 6. Select the calendar information you want to share, and type a message to accompany your calendar invitation. 7. Click Send. Using the Scheduling Assistant Save yourself from rescheduling a meeting multiple times because of scheduling conflicts. Instead, find out availability information before you create a meeting request by using the Scheduling Assistant. The Scheduling Assistant gathers information from colleagues and meeting room calendars and determines when all of them are available, so you can be sure to plan your meeting at the best time and place for everyone the first time around. Click to open the Scheduling Assistant. View meeting participants schedules and see how many of the meeting participants are free at each time. View the availability of selected meeting rooms. PENCIL IT IN: Use the Scheduling Assistant to schedule all your calendar items at the best time for everyone. Adjusting Calendar Settings It s your calendar, so you call the shots. Adjust the appearance of your calendar, set reminders, and decide how meeting requests, responses, and notifications are handled. To adjust calendar settings: Click Settings. Click Calendar. When you finish making your changes, click Save. Setting Text Message Notifications Receive text message notifications of calendar items on your cell phone so you re always in the know. In calendar settings, in the Text Messaging Notifications area, choose Set up notifications. After configuring your phone, decide what type of calendar notifications you want to receive.

6 Using Microsoft Office Communicator Syncing Your Mobile Phone with Outlook Web App Do you have something to say that just can t wait? Have a conversation at everyone s convenience by using the chat feature. With your Outlook Web App account connected to Office Communicator, you can use your contact list to chat with friends and colleagues, just as you would use any instant messaging service. So whether you really need to get something off your chest or you re just feeling chatty, Communicator is at your service. Don t be out of the loop just because you re away from a computer. You can access information in your Outlook Web App from your mobile phone by using Exchange ActiveSync. Synchronize your mobile phone to receive and voice mail messages, calendar items, contact information, and tasks data, so you ll never miss important information. Checking the Presence of Contacts Because your Communicator contacts are now integrated into Outlook Web App, checking the presence status of your contacts is easier than ever. Presence status appears as a jelly-bean icon next to a contact s name in Outlook Web App. So whether you are reading, sending, or viewing an message, you can easily see what your contacts status so you can decide whether to send an or more quickly communicate through the chat feature. Whether you re away or busy, you can indicate your status so others know when you re free to talk and when you shouldn t be disturbed. To set your presence status: Click the jelly-bean icon arrow next to your name. Select your status. If you are away or busy, you can click Type to add a note. Update your status as it changes. If you haven t used the chat feature for a while, your status automatically changes to idle. Click Phone. Click Text Messaging. Select Turn On Notifications, and move through the prompts to configure your phone. 5. Click Finish. 6. Once your phone has been successfully synced, choose Calendar notifications or notifications to set up what types of text notifications you ll receive on your phone. Managing Your Mobile Phone Open ActiveSync on your mobile phone. Select Menu. Select Options. Choose the options you want to synchronize to your phone. You can choose from Contacts, Calendar, , and Tasks. 5. Click OK. For further assistance, please contact your appropriate Helpdesk. using Office Communicator right in your web browser. Changing Your Logon Password Feel secure when you check your on the web. Changing your logon password helps keep your account safe so you can feel confident managing your Outlook account from wherever you are. With text message notifications from Outlook Web App to your mobile phone, you won t miss a beat. You can choose to receive notifications when you miss a call, receive a voice mail, or receive a meeting request. Additional Assistance LET S TALK: Easily communicate with friends and colleagues by Click Settings. Click Password. Enter your old password and then enter and confirm your new password. 5. Click Save. Setting Up Text Message Notifications You can decide what information you want synced on your mobile phone. From your mobile phone you can choose to sync calendar, , contacts, and task data. Managing Your Presence To change your logon password: Note: To synchronize data, your mobile phone must be running Windows Mobile 5.0 or a later. You will need to set up an Exchange Active Sync connection between your mobile phone and your server. University of Kansas Medical Center (Kansas City, Salina, and all University locations) The University of Kansas Hospital (Kansas City and all Hospital locations) The University of Kansas Medical Center - Wichita Campus BrainStorm, Inc. All rights reserved. Reproduction or transmission of any kind is prohibited without written permission. BrainStorm, Inc. assumes no responsibility for errors or omissions or for any damages that result from the use of this card. Microsoft and Outlook are registered trademarks of Microsoft Corporation in the United States and other countries. MSOWA