Microsoft Outlook: Outlook Web App

Transcription

1 Microsoft Outlook: Outlook Web App Using the Outlook Web App (OWA) you can access your BVU from any place you have an Internet connection. To open Microsoft Outlook Web App: 1. Open a new browser window or tab (e.g., in Firefox, Internet Explorer, etc.). 2. Go to 3. Log in using your BVU username and password. Navigation and Appearance Navigating through Microsoft Outlook Once you log into Outlook, you will see the main window. Its components consist of: 1. Navigation Pane on the Left From the navigation pane you can access all of your in your Inbox and in folders in your Cabinet. You can also access your Mail, Calendar, Contacts, and Tasks using the links in the bottom- left corner.

2 2. Menu Bar across the Top The menu bar will allow you to view and organize your mail messages, create new messages, or delete existing ones from you list. You can also use the search bar to search for specific key words within your list of messages. 3. List of Messages in the Middle There is a condensed list of messages showing the subject line, sender, and date the message was sent. 4. Reading Pane on the Right The reading pane shows the full details of any message you have selected in the list of messages. To remove the reading pane: 1. In the Menu bar above your list, click the View drop- down menu. 2. Under the Reading Pane section, choose off. Altering the Appearance of the Inbox By default, your Outlook mailbox will appear in the order the messages were received with the most recent on top. You will also notice that messages are grouped together under headings such as Today, Yesterday, etc. To alter the order of your messages follow the steps below. Reordering Your List 1. In the Menu bar above your list, click the Newest on Top link. 2. You will see the option switch between newest on top and oldest on top. Altering the Arrangement of your List 1. In the Menu bar above your list, click the Conversations by Date drop- down menu. 2. You can then choose to organize your list by any option you wish, such as Date, From, Size, etc. Turning On/Off Conversations The Conversation view is helpful for grouping together multiple related s into one conversation. By default Conversations will be turned on. To turn conversations off: 1. In the Menu bar above your list, click the Conversations by Date drop- down menu. 2. Uncheck the Conversation box.

3 Mail Creating and Sending a Message 1. Click the New button toward the top of your browser window. Or, click the New button > Message. 2. This will open a new window or tab. Fill in the To field. a. This can be done by typing in the person s name, , or by clicking on the To link at the left edge of the To field b. You can use the Check Names icon to make sure you have the right person. Outlook will automatically search the BVU address book. 3. Type in the Subject. 4. Type the body of your . Attaching a File to a Message 1. Click the Attachment icon along the top of the message window. 2. Locate the file. 3. Locate and select the file, and then click the Open button. a. Note: You may attach multiple files by selecting more than one file. Hold down the Ctrl key and single-click on the files. Once you have selected the files you wish to attach, click Open. Using a Signature with s 1. Place your cursor where you want the signature (e.g., at the end of the body of the ). 2. Click the Insert Signature icon at the top. Note: If you haven t created a signature in the Online Web App, this will not work (nothing will happen when you click the icon). If you need help creating a new signature, see the Creating Signatures section. Changing the priority/importance level of an 1. After creating an , click the Importance: High icon to denote the as high priority or the Importance: Low icon to denote the as low priority.

4 Saving Attachment(s) Save One Attachment 1. Open the Click on the attachment you wish to save, select a location, and then click OK. Note: Depending on your browser, this process might vary. For example, in Internet Explorer 9, a yellow bar will pop up at the bottom of the screen asking you to Open or Save the file. Save All Attachments 1. Open the Click the Download All Attachments link to the right of Attachments. 3. Make sure the radio button in front of Save File is select. 4. Click OK. Note: Depending on your browser, this process might vary. For example, in Internet Explorer 9, a yellow bar will pop up at the bottom of the screen asking you to Open or Save the *.zip file. Managing s Sorting and Grouping s For help sorting and adjusting the view of your s, please see the Navigation and Appearance section. Creating Sub- Folders 1. Right-click on the Inbox in the list of folders on the left side of the browser window. 2. A drop-down menu will appear. Select Create New Folder. 3. Give the folder a name and press the Enter key (or click on something else to save the name changes). Note: Folders are arranged alphabetically within the cabinet.

5 Emptying Deleted Items 1. Right-click on the Deleted Items in the list. 2. Select Empty Deleted Items. Creating Signatures To create a signature: 1. Click the Options drop- down menu in the upper- right corner and select See All Options. 2. On the left choose Settings. 3. In the E- Mail Signature textbox type your signature. You can format it however you d like. 4. Optional: To have your signature automatically appear on new s and replies click the checkbox for Automatically include my signature on messages I send. 5. Click the Save button in the bottom- right corner. To return to your mail, click the Mail link in the upper- left breadcrumbs area.

6 Calendar Viewing the Calendar Meetings and appointments are created and edited using the calendar tool in Outlook Web App. The calendar is viewed by clicking on Calendar in the lower left- hand corner of your browser window. Once in the Calendar, the ribbon at the top of the browser window will display options to change the view of the Calendar, as well as create new meetings and appointments. The Calendar may be viewed by Day, Work (Mon- Fri), Week (Sun- Sat), or Month. Simply click the ribbon button corresponding to the display method you prefer. Creating a New Meeting or Appointment To create a new event on your calendar, click the small arrow next to the New button and select Appointment, Meeting Request, or Message. The main difference between an appointment and a meeting is that an appointment is only for your calendar and a meeting is between other users and yourself, which will require inviting others to attend. An appointment can be converted into a meeting by clicking the Invite Attendees button.

7 Tips for Making a New Meeting 1. Enter names of invitees in the To field. 2. You can use the Optional field if there are any people you think may be interested in joining the meeting (like CC on an ). 3. The Resources field can be used for somebody who may be responsible for setup for the meeting. 4. Include a subject in the Subject field since this is what is displayed on the calendar. 5. Don t forget to give a Location! 6. Select the time of the meeting by manually entering the times in the Start time and End time fields. If it is an all- day event, simply check the All day event checkbox. 7. Use the Scheduling Assistant! This feature can show you the schedules of all of your invitees and can save a big headache down the road. 8. Check the Show time as option. By default the status is set to Busy. 9. Use the Check Names button at the top to ensure you are sending invitations to the right people. 10. If you d like to set a recurring meeting, use the Repeat button at the top. 11. When you re finished setting up your meeting, click the Send button. If you re creating an appointment, click Save and Close.

8 Managing Meetings and Appointments Once you have meetings and appointments created you may manage them with the calendar. Note that only accounts and categories with checked boxes will show up on the calendar. If you don t see any events on your calendar, take a look at My Calendars to make sure the appropriate boxes are checked. Meetings and appointments, which you have created, may be edited by: Dragging the event to a new day to change the event date; Double- clicking on the event to open and edit; or Right- clicking on the event and selecting an option from the list. Attachments Attachments can be sent with meeting requests. Simply click the Attach button toward the top of the browser window. Click the X next to the attachment you would like to delete. You may also right- click on the attachment and select Save link as to download the attachment. Contacts Your contacts can be found under the Contacts area on the left. Contact To create a new, personal contact: 1. Select Contacts on the left under My Contacts. 2. Click the New drop- down menu at the top and select Contact. 3. A new window or tab will open. a. Type in the person s First name, Last name, E- mail, and any other fields you would like. b. Click the Save and Close button in the top- left corner.

9 Group To create a new group: 1. Click the New drop- down menu at the top and select Group. 2. A new window or tab will open (make sure you have pop- ups enabled for Outlook). 3. Type the name in the Group Name textbox. 4. Type in the Members textbox to begin adding people. Or click the Members link to open the address book. 5. Then click the Add to Group link. The name(s) and address(es) will be displayed below. 6. When you re finished adding members to the group, click the Save and Close link in the upper- left corner. To modify a group after it s been saved, simply double- click the group name. Out of Office If you will be out of the office for an extended period of time, it is helpful to set up an automatic Out of Office reply to s you receive. 1. In the top right corner, under the Options menu, select Set Automatic Replies.

10 2. Click the Send Automatic Replies radio button. 3. Select the Send replies only during this time period checkbox and adjust the Start time and End time. This way you don t have to remember to disable the reply message when you return! 4. In the textbox provided, type and format your reply message. For example, you might want to write something like I am out of the office from to. I will respond to your as soon as possible upon my return. 5. Optional: To enable Outlook to send your reply to any received outside of BVU, select the Send automatic reply messages to senders outside my organization checkbox and enter your away message. Note: One reason you might not want this option is if you subscribe to a lot of listservs. 6. Click Save.

11 Getting Help For help using Outlook, please contact the TLTC at , or Video Tutorials There are hundreds of short, video tutorials to help you learn Outlook and other programs. 1. Log in to ANGEL ( with your BVU username and password. 2. Click Go to Atomic Learning on the right. 3. Use the Applications, Versions, and/or Platforms drop- down menus to find video tutorials for Outlook Web Access.