Outlook Web App (OWA) 2016 Quick Reference Guide

Transcription

1 Outlook Web App (OWA) 2016 Quick Reference Guide Microsoft Exchange 2016 has brought several improvements to its web based mail application, Outlook Web App. This guide describes how to accomlish some of the more common tasks in OWA. The mobile version of OWA is also very functional for both Apple and Android devices. Logging In Open Internet Explorer, Chrome or Safari and go to Enter your Marquis or Consonus username and password and select sign in General Navigation Once you are logged in, you can select the main navigation button to choose between Mail, Calendar, People (Contacts) or Tasks. In many areas throughout the application, you will find this symbol: It is used to hide and expose sections or sub-menus within Outlook Web App. You can use it to give more viewing area on your screen or show you options that are otherwise hidden.

2 To access your mailbox, choose "Mail" from the main navigation button Viewing Choose Mail from the main navigation button Your main Mail screen will be presented From here you can manage your just as any standard mail application In many areas of Mail, you can find additional options by choosing the down caret and shown below The main Mail menu bar is conveniently laid out to perform the most common tasks. Use the Search Bar to search through Mail and find People.

3 Composing a Message Select "New" from the main Mail menu bar Enter the appropriate information in the new message fields Include any necessary documents by selecting "Attach" from the menu bar For additional options, choose the " " from the menu bar Select "Send" to send the message Creating a Subfolder in Your Maibox From the menu bar on the left, right click on the folder you want to create a subfolder in Choose "Create new folder" Enter the name of the new folder Calendar To access the Calendar, choose "Calendar" from the main navigation button Creating a New Event 6. Select "New" from the menu bar Enter the details of the event To add people to the invite, enter the names under the People section on the right If you would like OWA to automatically send an reminder prior to the event, choose "Add an reminder" Attach files using the "Attach" option from the top menu bar When all of the necessary information is entered, choose "Save" from the top menu bar Change the Calendar View From the main Calendar view, choose "Day", "Work week", "Week" or "Month" from the options in the upper right menu Choose "Today" to quickly jump to the current day's view Share Your Calendar From the main Calendar view, choose "Share" then "Calendar" Choose the people within the organization that you would like to share your calendar with Choose the level of detail you want the user to see from the drop down menu Choose "Send" Open a Shared Calendar From the main Calendar view, right click on My Calendars

4 Choose "Open Calendar" Enter the name of the person that has shared their calendar with you Choose "Open" Contacts To access your Contacts, choose "People" from the main navigation button. From this section you can create new Contacts and your own custom Contact groups. You can also search through your own personal contacts or the entire organization by using the "Search People" option in the upper left section of the screen. Create a New Contact From the main People view, choose "New" Add the appropriate contact information to the "Add contact" form Choose "Save" Create a New Contact List / Personal Distribution Group From the main People view, choose the down caret next to "New" Choose "Contact list" Enter the name of the list you want to create Add the names of the people you want included in the list. These can be company employees or your own personal contacts. Choose "save" Public Folders Public Folders are most commonly used to share documents and calendars with other employees in the organization. In pervious versions of OWA, Microsoft had made Public Folders relatively simple to navigate. As Microsoft is encouraging companies to use alternatives to Public Folders for colaboration services, OWA 2016 comes with changes that make the folders less convenient to work with. Viewing a Public Folder From the main Mail view, right click on "Favorites" and choose "Add public folder to Favorites"

5 Navigate to the Public Folder you wish to view Note: You have to drill down to the sub folder that actually contains the pdf documents in it. If you add any folders that contain sub folders they will show up as empty once you try to access them under your Favorites. In the example below you have to select "Student/Internship". If you selected "2016 Audit Tracking" the folder would then appear empty once you try to access it from your Favorites list. Choose the "Add to Favorites" option Repeat steps 2 and 3 for all Public Folders you wish to view Public Folders will now appear under your OWA Favorites menu Sorting and Removing a Public Folder Right click on the Public Folder in your Favorites you would like to sort or remove From here you can move up or down in the list. You can also remove the Public Folder completely

6 Adding Content a Public Folder 6. You must have been given rights to add content to a Public Folder before you can post documents Open the Public Folder you want to add content to Select "New" from the menu bar Enter the subject of the post Attach any documents you would like included in the post When complete, choose "Post" from the menu bar Common Questions on Public Folders I have two folders with the same name in my Favorites. Can I rename them to make it easier to identify the content in each folder. Only the owner of the Public Folder can change the name.