Outlook Web Application (OWA) Basic Training

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1 Outlk Web Applicatin (OWA) Basic Training Requirements t use OWA Full Versin: Yu must use at least versin 7 f Internet Explrer, Safari n Mac, and Firefx 3.X. (Ggle Chrme r Internet Explrer versin 6, yu will default t OWA Light) What is Outlk Web App 2010? Accessing OWA Navigating OWA Sectins f OWA OWA Mail Screen Yur Inbx and Managing Srting Messages Creating/Sending Messages Add an Attachment Create a New Flder Mve t Flders OWA Calendar Custmize OWA Calendar View Adding an Appintment Creating a Meeting Request Using the Scheduling Assistant Calendar Sharing Adding a Calendar Cntacts Accessing Cntacts The Glbal Address List The Persnal Cntact List Creating New Cntacts Search OWA Hw t Search Advanced Features Signature Out f Office Messaging Set Mail Rules Sign Out Page 1 f 26

2 What is Outlk Web App 2010? The Outlk Web App allws yu t access yur and calendar frm any cmputer that has Internet access via a Web brwser. T access OWA: 1. G t 2. Click n This is a public r shared cmputer if yu are NOT using yur wrk cmputer, r are n a cmputer that is in a public space (kisk machine, library cmputer, htel business center). 3. Click n This is a private cmputer if yu are using yur wrk cmputer. 4. Enter yur netwrk user name and passwrd in the bxes. Then click Sign In. Yu are nw signed in t OWA. Navigating OWA OWA is designed t clsely mimic the lk and feel f Outlk The Mail screen is divided int three panes: The Navigatin Pane, Message View Pane, and Reading Pane. The Navigatin Pane cntains mail flders and prvides easy access t Calendars, Cntacts, and Tasks. The Message View Pane functins as the inbx and cntains all received mail. The Reading Pane displays the cntents f a selected message. Page 2 f 26

3 Sectins f OWA Click n the selectin tab t access the varius tls in OWA Mail Cmpse, send, read, and reply t s. Calendar Create and manage appintments and meetings. Cntacts Manage and stre cntact infrmatin. Tasks T-d items with ptinal reminders. OWA Mail Screen Yur Inbx and Managing The inbx allws yu t send, receive, and archive . The fllwing image illustrates the tls available in the inbx. Page 3 f 26

4 Srting Messages T srt yur messages: 1. Click Cnversatins by Date. 2. Select the criteria yu wish t srt by frm the Drp Dwn List. Page 4 f 26

5 Creating/Sending Messages T create a message 1. Click n the New buttn in the tlbar and chse Message. 2. Type an address in the T: field. If yu have sent a message t this address befre, the Aut Cmplete feature will display the address. Click n the displayed address t aut-ppulate the T: field. T lk up an address, Click the T: t pen the Glbal Address List. Type the name f the persn yu wuld like t find and Click the Magnifying Glass. Yu will see a list f pssible addresses. Click the address yu are lking fr, then click the T, Cc r Bcc icns at the bttm f the screen t add the selected address t that field. Yu may search fr mre than ne address. Page 5 f 26

6 3. Click OK when yu are finished gathering addresses. Add a subject and bdy t yur message, and click Send t send the message. Add an Attachment 1. Click n the Paper Clip icn. 2. Brwse yur cmputer and click the file yu want t attach. 3. Click pen. Page 6 f 26

7 4. Yur file is nw attached t yur message. Create a New Flder Creating new flders allws yu t stre yur messages in an rganized way. 1. In the navigatin pane, right click n the flder that will cntain yur new flder. 2. Click create new flder frm the drp dwn menu. Page 7 f 26

8 3. Type a name fr the new flder, and press enter n yur keybard. 4. The new flder has been created. Mve t Flders Mving remves a message frm the message pane and places it in the destinatin flder. 1. Click n the yu want t mve. 2. Click n the mve drpdwn menu. 3. Click the destinatin flder frm the list that appears. Page 8 f 26

9 OR 1. Drag and drp the yu want t mve int the destinatin flder. OWA Calendar Custmize OWA Calendar View OWA has fur views yu can use t display yur schedule and appintments: Day View Displays a single day s appintments by the hur. Wrk Week View Displays appintments in a 5 day frmat: Mnday thrugh Friday. Week View Displays appintments fr the entire week: Sunday thrugh Saturday. Page 9 f 26

10 Mnth View Displays appintments fr the entire mnth. Adding an Appintment 1. Click New n the Calendar Tlbar. 2. Click Appintment in the drp dwn menu OR Duble click n the date f the appintment n the calendar. 3. In the Appintment windw: a. Type a subject fr the appintment. b. Type a lcatin. c. Select a start and end time/date. d. Turn reminder n/ff and select hw far in advance f the appintment it triggers. e. Add mre details in the bdy sectin f the windw. f. Click Save and Clse. Page 10 f 26

11 4. The appintment is nw visible in yur calendar. Creating a Meeting Request Meeting Request is a tl that allws yu t schedule meetings and invite attendees. Yu receive ntificatin when smene accepts, declines, r prpses a new meeting time. 1. Click New n the Calendar Tlbar. 2. Click Meeting Request. The new meeting windw will pen. 3. Type the address f peple yu want t invite int the T field. Click T t use the Glbal Address List t find attendees. 4. Click n Resurces and select a resurce frm the list t reserve a rm r piece f equipment. 5. Type a subject fr the meeting in the subject field. Page 11 f 26

12 6. Type a lcatin fr the meeting in the Lcatin field. If yu selected a rm in Resurces, it will aut-ppulate here. 7. Select a start and end time/date. 8. Click Send. 9. invitatins will be sent t all invitees and resurces will be reserved during yur scheduled time. Using the Scheduling Assistant The Scheduling Assistant allws yu t check the availability f peple and resurces, displaying Free/Busy indicatrs fr blcks f time thrughut the day. 1. Click New n the Calendar Tlbar. 2. Click Meeting Request. 3. Click the Scheduling Assistant tab. 4. Select a start and end time fr the meeting. 5. Add a name t select attendees frm the Glbal Address List. 6. Add a rm t add a lcatin fr the meeting. Availability is determined by each user s persnal calendar. Unavailable time will appear as a purple blck in the rw next t an attendee s name. Yu can easily see when peple and resurces are available and select an apprpriate meeting time. Adjusting the vertical green and red lines will change the start and end time f yur meeting. The suggested times sectin n the right side f the screen will autmatically ppulate with dates and times where all resurces and peple are available. Page 12 f 26

13 Calendar Sharing Sharing a calendar will allw thers t have mre access t yur scheduling infrmatin than basic Free/Busy indicatrs. 1. Click Share n the Calendar Tlbar. 2. Click Share a Calendar in the drp dwn windw. 3. Click n the calendar yu wish t share. 4. Click n the T buttn t select users t share yur calendar with. 5. Add a subject fr the invitatin. 6. In the Share sectin, click n the level f access yu wish t grant users. 7. Type text int the bdy if desired. Page 13 f 26

14 8. Click Send. 9. The persn(s) being invited will receive an in their inbx requesting a calendar share. In rder t accept, they must click Add This Calendar. Adding a Calendar Yu can add anyne s calendar t yur list in OWA, hwever in rder t see mre than simple Free/Busy infrmatin, yu will need t request permissin. 1. Click Share in the calendar tlbar. 2. Click Add a Calendar. 3. In the Add a Calendar windw, click n Name and select the user yu want frm the Glbal Address List. Page 14 f 26

15 4. Click OK. Cntacts Accessing Cntacts There are tw ways t access cntacts in OWA: The Cntacts menu item in the bttm left will pen yur persnal cntacts list. The Find Smene buttn in the tp right will pen the Glbal Address List in a pp up windw. Page 15 f 26

16 Adding Cntacts There are tw ways t access cntacts in OWA: 1.The Cntacts menu item in the bttm left will pen yur persnal cntacts list. T add a new cntact click the New icn 2. Then cmplete the dialg bx that appears then Save and Clse. Page 16 f 26

17 The Glbal Address List The Glbal Address List cntains all peple and resurces in the rganizatin. It can be used t find cntact infrmatin, invite users t meetings, and check resurce availability. Click n the bk icn next t Find Smene yu access the Glbal Address List. There are a cuple f different features as cmpared t the Cntacts yu pen in the left side navigatin. Glbal Address List (default) this is a list f all peple in the system. All Rms this is a list f all rms available fr bking. Shw ther address lists this is a list f all address bks yu have access t. The Persnal Cntact List Yu can view All, Peple r Grups in yur persnal cntact list. Click the radi buttn under Shw: t select frm these views. When yu click n an address f an individual r grup frm the list, yu can: the individual r grup Set up a meeting request with the grup r individual Frward the grup r individual cntact infrmatin t smene else Page 17 f 26

18 Creating New Cntacts Yu can create new individual r grup cntacts. Click n New in the cntact tlbar and select: Cntact t create an individual cntact. Grup t create a grup cntact. When yu create either a new grup cntact, a windw pens fr yu t enter in infrmatin abut the grup. 1. Type a name fr the grup in Grup Name. 2. Click Members and the Glbal Address list (GAL) will pen fr yu t find names t add. Page 18 f 26

19 a. Type the name yu want t search fr in the search bx and click n the little magnifying glass. b. Click n the name and then click Members at bttm f the windw. The name will shw up in the field next t Members. c. T add mre names, repeat steps 1 and 2. d. When finished adding names, click n OK. 3. Back in the add grup cntact windw, click n Add t Grup t add the names t the grup. The names yu added will appear as a list under Name. 4. Click Save and Clse when yu are dne. Yur new grup cntact will appear in yur cntact list. Search OWA Hw t Search Yu'll find a search windw at the tp f the list fr , cntacts r tasks. If yu click the dwn arrw next t the search bx yu will have several chices t chse frm: Page 19 f 26

20 This Flder Searches in flder yu are in currently. This Flder and Subflder Searches a flder and its subflders. Entire Mailbx Searches the cntents f yur entire mailbx. Set Default Lcatin Lets yu chse what flder t search in by default. Yu can als perfrm advanced searching. Fr Advanced searching, click the chevrns t the right side f the search windw t select additinal ptins t narrw the range f yur search. In Mail, yu can narrw yur search t the fllwing: Results in - the subject and message bdy, message bdy nly, r subject nly. Frm - r sent t a specific persn r grup. Categry - Items in a specific categry. After yu cnfigure yur search, click Enter r Search t start yur search. Advanced Features Signature Adding an signature can help t ensure that Cleveland Metrplitan Schls District s meets prfessinal standards, represents the quality f yur wrk and the schls business, and Page 20 f 26

21 prvides relevant infrmatin t supprt Cleveland Metrplitan Schls District s business prcesses. Suggested guidelines t cnsider when creating yur Cleveland Metrplitan Schls District s signature are utlined at Signature Best Practices. 1. Click n Optins in the upper-right prtin f the screen. 2. Click See All Optins in the drp dwn menu. 3. Click n Settings. 4. Type yur signature in the Signature text bx. 5. Click Autmatically include my signature n messages I send if yu want the signature t appear by default n yur utging . Page 21 f 26

22 6. Click Save in the lwer-right prtin f the screen. 7. If yu did nt chse t autmatically include yur signature n utging , yu must manually insert it. In the new windw, Click the Insert Signature buttn. Yur signature will appear in the text f yur message Page 22 f 26

23 Out f Office Messaging 1. Click the Optins drpdwn menu, and select Set Autmatic Replies. 2. Click the Send autmatic replies radi buttn and chse: 3. Select Start and End times. 4. Type a message abut being ut f the ffice, i.e. I will be ut f the ffice frm June 1-June Click Save when yu are dne. Page 23 f 26

24 Set Mail Rules 1. Click n Optins. 2. Click Create Inbx Rule in the drp dwn menu. 3. Click New. This pens the New Inbx Rule windw. 4. Select a cnditin that triggers the rule in the When the message arrives, and: drp dwn menu. Page 24 f 26

25 5. In this example, select It was received frm This pens the Glbal Address List. 6. Search fr a sender in the list and duble click n their name. They will appear in the Frm field at the bttm f the screen. Yu can select mre than ne sender. Click OK when yu are finished. 7. Select an actin fr the rule t take in the D the fllwing: drp dwn menu. 8. In this example, select Mve the message t flder This pens a list f yur flders. Page 25 f 26

26 9. Select the Flder yu want in the list that appears and click OK. 10. Click Save. Yur rule is nw in effect. Sign Out Be sure t sign ut s that n ne can access yur Cleveland Metrplitan Schls District data. Click the Sign Out buttn in the tp right-hand crner; yu will then be asked t clse the brwser by clicking the clse buttn. Page 26 f 26

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