Outlook Web Access Getting Started

Transcription

1 Getting Started

2 Outlook Web Access Getting Started First, open up the web browser of your choice. Then, enter the following URL:

3 Outlook Web Access Login To log in, you will simply enter your PTS username and password.

4 Outlook Web Access Login Options This is a public or shared computer Select this option if you use Outlook Web Access on a public computer. Be sure to log off when you have finished using Outlook Web Access and close all windows to end your session. This is a public or shared computer Select this option if you use Outlook Web Access on a public computer. Be sure to log off when you have finished using Outlook Web Access and close all windows to end your session.

5 Outlook Web Access Choosing Light Use Outlook Web Access Light The Light client provides fewer features and is sometimes faster. Use the Light client if you are on a slow connection or using a computer with unusually strict browser security settings. If you are using a browser other than Internet Explorer 6 or later, you can only use the Light client.

6 Outlook Web Access As you can see, the view is very similar to that of the Outlook client.

7 The Outlook Web Access Window Menu Bar View Pane Reading Pane Navigation Pane

8 Outlook Web Access Navigation pane Mail Folders Navigation

9 Outlook Web Access Light Navigation pane Navigation Mail Folders

10 Navigation Options Outlook Web Access navigation Mail the main area where you can read, compose, receive and send . Calendar the scheduler, or planner, where you can set and manage appointments and tasks. Contacts contains your contact list where you can store names, e mail addresses, and other information. Outlook Web Access Light navigation Tasks the task list where you can create and manage tasks. This element is not available in OWA Light. Public Folders displays all available public folders in a hierarchical format. This element is not available in OWA light.

11 Reading Mail

12 Reading Mail in Outlook Web Access To view a message, you can click on the message in the Mail pane, and the message will show up in the Reader Pane. You can also doubleclick on the message to view it in a separate window.

13 Reading Mail in Outlook Web Access Light To view a message, click on the subject of the message (blue text) in the Mail pane. The message will then appear in the same Window.

14 Reading Mail New message indicator The Inbox icon on the left is bolded when there are new messages, and indicates the number of unread messages. OWA In Outlook, new messages are bolded and in black. OWA Light

15 Reading Mail in the Reading Pane Options to Reply, Reply to All, Forward, and create a new message are all on the top toolbar above the Reading Pane. This toolbar has less features in Outlook Web Access Light. You can click on the button to delete messages in the Mail pane, or press the Delete key on the keyboard if the message is selected. You can also create a new messages, appointments, meeting requests, contacts, distribution lists, and tasks by clicking on the arrow to the right of the New button (This feature does not appear in the Light version)

16 Reading pane options (OWA only) You can set your reading pane to look just like the full Outlook client. Click on the View icon to change the view to Bottom, or turn off the Reading Pane.

17 Reading Mail in a separate window If you choose to double click on a message, and open it in a separate window, you will see the screen below: You will have all of the same message options as you would in the Reading Pane, such as Reply, Reply to All, Forward, and Delete, as well as Print and Copy to/move to Folder. This feature is not available in OWA Light.

18 Composing Mail

19 Create a new message It s time to look at writing and sending an e mail message using Outlook Web Access To create a new message, click on the New button above the mail pane. A mail message window will appear.

20 Use the Address Book to add recipients Do you use the Address Book to add names to the To, Cc, and Bcc fields? You can by clicking on To, Cc, or Bcc. The Address Book window will appear (as shown at right).

21 Use the Address Book to add recipients When searching for contacts in Outlook, you must search the first name then last name. To search for a user, type the name of the person you are looking for, and click on the Search button.

22 Use the Address Book to add recipients Once you are able to find a user in the Address Book, you can click on any of the To > Cc > or Bcc > buttons to add the recipient to the mail message. The recipient s name will then appear in the selected box.

23 Using Check Names If you are typing a name of a person in the address Book member directly into the To, Cc, or Bcc fields, you will need to check that the name you typed matches the entry in the Global Contacts. To check the name(s), click the Check Names button, or press Ctrl + K on your keyboard To choose the proper recipient from the Check Names list. Click on the correct name to add them as a recipient. The name should then show up as underlined in the To, Cc, or Bcc box, seen at right.

24 About Signatures Do you use a personal e mail signature at the end of your messages? You can create signatures for use in OWA as well. A signature is a block of text automatically appended at the bottom of an e mail message. It usually contains your name, title, organization, and business contact information.

25 Creating your signature To create a signature, click on the Options button on the top right hand corner of the Outlook Web Access page.

26 Creating your signature To add a Signature, click on Messaging, then add a signature in the text box below. Once complete, click the Save button.

27 Include your signature To add an existing signature to an message, click on the Signature icon. In the Light version, your signature will automatically append to the message. The Insert Signature button is not present. Any signatures that you have created will show up in the body text.

28 Use Spell Check (OWA only) You can use Spell Check to double check for spelling and grammar mistakes. To use Spelling & Grammar, click on the Check Spelling button on the message toolbar. This feature is not available in the Light version.

29 Include an attachment Where you ll find Attach File You can attach a file by clicking on the Attachment button on the mail toolbar.

30 Calendar

31 The Calendar view in Outlook Web Access Click on the Calendar button in the Navigation page to view the calendar.

32 The Calendar view in Outlook Web Access Light Click on the Calendar button in the Navigation page to view the calendar.

33 The Calendar view The design of the calendar in Outlook 2007 Web Access makes it easy to see what s what. The picture shows some examples: Big buttons make it easy to quickly switch between daily, weekly, and monthly calendar views (Not available in Light). Back and Forward buttons let you quickly go to the next day, week, or month in the calendar.

34 Setting up an Appointment In Outlook Web Access, you can click New to create a new appointment on the Calendar page. In Outlook Web Access Light, you can click New Appointment to create a new appointment on the Calendar page.

35 Setting up an Appointment When you create any type of calendar entry, a reminder is set automatically. To change the reminder time for an appointment: On the Appointment tab, click the arrow to open the Reminder list and then select a time. Once you ve made a change, click Save & Close on the far left of the toolbar.

36 Want to create a meeting? Invite others Type names directly in the box or click the Required, Optional, or Resources buttons to add invitees by selecting from the Address Book. An appointment is just for yourself. When others are involved, create a meeting. On the toolbar, click the Invite Attendees button.

37 Create an Out of Office Notification Just like in the full Outlook Client, you can create an Out of Office message using the Out of Office Assistant. To create an Out of Office message, click on Options on the top right hand corner of the Outlook screen. On the Options screen, click on the Out of Office Assistant link.

38 Create an Out of Office Notification To create an Out of Office message, select Send Out of Office auto replies. You can also specify a time range by checking Only send during this time range. Next, you can type a customized message that will be used to auto reply to messages sent by others. You can set up messages for both inside and outside of your organization. When complete, click Save on the top lefthand corner of the screen.

39 Create a task (Outlook Web Access only) To view your tasks, click on the Task button in the Navigation pane on the bottom lefthand corner of the screen. You can then enter the task information, and a follow up date & time. In the screen below, enter your task information. When complete, click on Save & Close.

40 Contacts

41 Viewing Contacts OWA Are you keeping a message around so that you ll have a contact s e mail address handy? Here s a better idea: Create a contact entry in Contacts. OWA Light To view the Contacts page, click on the Contacts button on the bottom left hand corner

42 Create a Contact To create a new contact, click on the New button on the Contacts screen. In OWA Light, the button is called New Contact. Fill in the blank fields. When complete, click Save & Close.

43 Create a Distribution List (OWA only) To create a new contact, click on the arrow to the right of the New button on any screen, and choose Distribution List. To add members to the group, click on the Members button, and choose members from the Address Book. When complete, click Save & Close.

44 Basic Mail Management

45 Creating folders Previous lessons described ways to act on messages and ways to sort and organize them within a category. But what if you want to sort messages into distinct groups and keep them separate from other messages (thereby getting them out of your Inbox)? Folders can help you do this.

46 Why create folders? The picture shows an example of using folders: Demo Folder and Personal. You may already use a filing system in your office. Once you learn how to create folders, you can easily adapt any existing folder naming system to Outlook.

47 How to create a folder in OWA Knowing why to create folders isn t enough, of course. In order to use folders, you need to know how to use them. Luckily, it s simple. To create a folder in your mailbox: 1. Right click on your name in the Mail pane. In this case, the name is Demo User. 2. Click Create New Folder on the shortcut menu, as shown in the picture.

48 How to create a folder in OWA Light 1. Click on Manage Folders. 2. Enter the information about the folder(s) that you choose in the fields to the right of the Navigation pane.

49 Moving messages to folders in OWA Once you ve created a folder, you can move one message or multiple messages to the new folder. To select a message, click on the message. To select multiple messages, press Ctrl+Click selected messages. To copy to a folder, press the Move or Copy to Folder button.

50 Moving messages to folders in OWA Light Once you ve created a folder, you can move one message or multiple messages to the new folder. To select a message or multiple message, select the checkbox next to the message. To copy to a folder, press the Move button.

51 Moving messages to folders in OWA Light A Move or Copy to Folder window will appear. Select the desired folder from the drop down menu for which you want to move your mail message(s) to, then click Move.

52 Moving messages to folders in OWA A Move or Copy to Folder window will appear. Click on the desired folder for which you want to move your mail message(s) to, then click Move.

53 Logout of Outlook Web Access To Logout of the system, click on the Logout button on the top right hand corner of the screen.