Getting Started The Outlook Web Access Window

Transcription

1 QUICK Source Microsoft Outlook Web Access in Exchange Server 2003 Getting Started The Outlook Web Access Window ❶ ❷ ❸ ❹ ❺ ❻ ❼ ❽ Using the Reading Pane The Reading Pane allows you to view your messages without opening a separate window. To change the location of the Reading Pane, click the arrow on the Show/Hide Reading Pane button on the toolbar and select Right or Bottom from the resulting menu. To turn off the Reading Pane, click the arrow on the Show/Hide Reading Pane button on the toolbar and select Off from the resulting menu. To resize the Reading Pane, point to the left border (Right view) or top border (Bottom view) of the Reading Pane. When the pointer becomes a double-headed arrow the border to resize. Note: To change Reading Pane options, click the Options shortcut in the Navigation Pane. Scroll down to the Reading, click and drag Pane Options section and make desired selections. Click the Save and Close button when you are finished. ❶ Internet Explorer Menu Bar contains all of the tools for use with Internet Explorer. ❷ Internet Explorer Standard Toolbar contains shortcuts for standard Internet Explorer actions and tools. ❸ Internet Explorer Address Bar contains the Web address of the current location. ❹ Folder Bar displays the current folder location. ❺ Navigation Pane contains shortcuts to folders and locations, as well as a hierarchical list of all folders. ❻ Outlook Web Access Toolbar contains shortcuts for standard Outlook Web Access actions and tools. (This toolbar changes depending on the current section view.) ❼ Reading Pane displays the contents of the selected message. ❽ View Pane displays the contents of the selected folder. Note: You must have Internet Explorer 5.01 or later to access all of the features contained in this guide. Using the Navigation Pane The following locations are accessible from the Navigation Pane: Inbox the main area where you can read, compose, receive, and send . Calendar the scheduler/planner where you can create and manage appointments and tasks. Contacts the contact list where you can store and manage names, addresses, phone numbers, and other information about your contacts. Tasks the task list where you can create, sort, prioritize, and track tasks, as well as assign tasks to others. Public Folders the shared information area where you can share files and post information for others in your workgroup or organization to view. Rules the rules list where you can create and view rules to manage your messages. Options contains tools for customizing your Outlook Web Access features. Note: Click the Refresh button on the Internet Explorer Standard toolbar to refresh your Outlook Web Access page. Creating a New Folder 1. In the Navigation Pane, right-click the folder you want to place the new folder in and select New Folder from the pop-up menu. 2. Enter a name for the folder in the Name box. 3. Click the down arrow on the Folder contains box and select the type of contents the folder will contain. Moving and Copying Items 1. Select the item that you want to move or copy. 2. Click the Move/Copy 3. Select a location to move or copy the item to. 4. Do one of the following: To move the item to another location, click the Move button. To copy the item to another location, leaving the original in its current location, click the Copy button. Searching Folders 1. Select the folder you want to search. 2. Click the Search 3. Optional: To search the subfolders of the selected folder, check the Search Subfolders box. 4. Enter a word or phrase in the Look in the Subject for these word(s) box. (Enclose the word or phrase in quotation marks to find exact results.) 5. Optional: To search the message body, check the Also search in message body box. 6. Optional: Enter a name in the From or Sent To box. 7. Click the Find Now button. 8. Double-click the message you want to view in the Search Results box. Logging Off Be sure to log off when you are finished with your Outlook Web Access session. This protects the security of your account, especially if you are working on a public workstation. 1. Click the Log Off button in the right corner of the toolbar. 2. Click the Close button to close the browser window. Note: To ensure that you are logged out, close all open browser windows. 1 Copyright 2004 by QUICK Source

2 Creating a Message 1. Click the Inbox shortcut in the Navigation Pane. 2. Click the New 3. Enter recipient names or addresses in the To, Cc, and Bcc boxes. (Separate multiple addresses with a semicolon.) 4. Enter a subject in the Subject box. 5. Enter message text in the message box. 6. Click the Send button when you are finished. Reading a New Message 1. Click the Check for New Messages 2. In the View Pane, double-click the message you want to read. 3. To close the message, click the Close button in the upperright corner of the message window. Note: To view the message without opening it in a separate window, click once on the message and its contents will appear in the Reading Pane. Opening or Saving an Attachment 1. Select or open the message that contains an attachment. (A paper clip icon will be displayed next to the message in the View Pane.) 2. Right-click the name of the attachment in the Reading Pane or message window and do one of the following: To open an attachment, select Open from the pop-up menu. To save the attachment to your computer, select Save Target As from the pop-up menu. Select a location for the file and click the Save button. Note: Outlook Web Access will not allow you to open files that may contain viruses (i.e..xml,.js,.mht). You will be required to save these files to your computer before you can open them. Replying to a Message 1. Select the message you want to reply to. 2. Do one of the following: To reply to the sender only, click the Reply button on To reply to the sender and all recipients, click the Reply to all 3. Enter reply text in the message box. 4. Click the Send button. Forwarding a Message 1. Select the message you want to forward. 2. Click the Forward 3. Enter recipient names or addresses in the To, Cc, and Bcc boxes. (Separate multiple addresses with a semicolon.) 4. Optional: Enter a new subject in the Subject box. 5. Optional: Enter additional text in the message box. 6. Click the Send button. Setting Default Formatting You can set default formatting for all outgoing messages. 2. Under Messaging Options, click the Choose Font button. 3. Select formatting options in the Font dialog box. 5. Click the Save and Close Sorting Messages You can view your mail messages by specific criteria such as subject, sender, or conversation topic. To sort messages, click the arrow next to the Inbox list on the Folder Bar and select a view from the resulting menu. Note: To quickly sort messages, click a column heading (i.e., From, Received, Subject, etc.) in the View Pane. Click the heading again to switch between ascending and descending order. Checking Spelling 1. Create the message you want to check spelling for. 2. Click the Spelling button on the toolbar, or press the F7 key. 3. Do one of the following: If Outlook Web Access encounters a spelling error, make corrections for each highlighted word. If Outlook Web Access does not encounter a spelling error, click the Close button. Note: To change spelling options, click the Options shortcut in the Navigation Pane. Make desired selections in the Spelling Options section. Click the Save and Close button. Saving a Draft of a Message You can save an message to your Drafts folder to send or complete at a later time. 1. Create the message that you want to save. 2. Click the Save 3. Click the Close button to close the message window. Note: To send the message, click the Drafts folder in the Navigation Pane. In the View Pane, double-click the message that you want to send and click the Send Inserting a File 1. Create the message that you want to attach a file to. 2. Click the Add Attachment 3. Click the Browse button. 4. Locate and select the file that you want to attach. 5. Click the Attach button. 6. Click the Close button when you are finished. Note: To remove an attachment from a message, click the Attachments button and check the box next to the file you want to remove in the Current file attachments box. Click the Remove button and then click the Close button. Inserting a Hyperlink When you enter a Web address into a message, Outlook Web Access recognizes the text as a Web address and changes the text into a hyperlink. (Blue underlined text denotes an active hyperlink.) Note: If you receive a message with a hyperlink, click once on the link to go to the Web page. Printing a Message 1. Open the message you want to print. 2. Click the Print 3. Select print options in the Print dialog box. 4. Click the Print button. 2 Copyright 2004 by QUICK Source

3 Mail Extras Mail Extras Inserting a Signature 2. Under Messaging Options, click the Edit Signature button. 3. Enter and format signature text. 4. Click the Save and Close button. (A check mark will appear in the Automatically include my signature on outgoing messages box. To turn this feature off, clear the box.) 5. Click the Save and Close Note: If you choose not to automatically include your signature on all outgoing messages, you can still include your signature on individual messages. Create the message and click the Insert Signature Working with Desktop Alerts When you receive a new message, a Desktop Alert will appear on your desktop. Click once on the alert to go to your Inbox. To turn this feature off, click the Options shortcut in the Navigation Pane. Under Messaging Options, clear the Display a notification message when new mail arrives box. The change will take effect the next time you log on. Note: This feature will not work if you have a pop-up blocker enabled. Using the Out of Office Assistant The Out of Office Assistant sends an automatic reply when you receive an message while you are away. A reply is sent the first time you receive a message from each sender. 2. Under Out of Office Assistant, select I m currently out of the office. 3. Enter reply text in the text box. 4. Click the Save and Close Note: To disable this feature, select I m currently in the office. Creating Rules Rules allow you to manage your messages by performing actions that meet specific conditions. 1. Click the Rules shortcut in the Navigation Pane. 2. Click the New button on 3. Optional: Enter a name for the rule in the Rule Name box. (If you do not enter a name, Outlook Web Access will assign a name based on the rule criteria.) 4. Enter or select criteria in the When a message arrives section. 5. Enter or select criteria in the Then section. 6. Click the Save and Close Note: To create a rule based on a received message, open the message and click the Create Rule Marking Messages as Read or Unread 1. Right-click the selected message in the View Pane. 2. Select Mark as Read or Mark as Unread from the pop-up menu. (Unread messages are displayed as bold text.) Note: To quickly mark a selected message as read, press Ctrl + Q. To quickly mark a selected message as unread, press Ctrl + U. Setting Up Delivery and Read Receipts 1. Create the message that you want a delivery or read receipt for. 2. Click the Options button on 3. Under Tracking options, do any of the following: To receive a notification that the message has been delivered, click the Request a delivery receipt for this message box. To request a notification that the message has been opened by the recipient, click the Request a read receipt for this message box. 4. Click the Close button. Note: You can set whether to automatically send a read receipt when one is requested of you. Click the Options shortcut on the Navigation Pane. Under Privacy and Junk Prevention, select Always send a response. Using Quick Flags You can quickly flag a message to organize your messages or remind yourself to follow up on the message. To flag a message, click the flag icon next to the message. To mark a flag as complete, right- click the flag icon and select Flag Complete from the pop-up menu. The flag will turn into a checkmark. To change the flag color, right-click the flag icon and select a color from the pop-up menu. To clear the flag, right-click the flag icon and select Clear Flag from the pop-up menu. Setting Message Options 1. Create the message you want to set options for. 2. Click the Options button on 3. Under Message settings, do any of the following: To set the importance of the message, click the down arrow on the Importance box and select a level of importance. To set the sensitivity of the message, click the down arrow on the Sensitivity box and select a level of sensitivity. 4. Click the Close button. Note: To quickly set the importance level, click the Importance: High or Importance: Low Checking Names Outlook Web Access can match partial names to their corresponding aliases using the Check Names feature. 1. Enter recipient s partial names in the To, Cc, and Bcc boxes. (Separate multiple names with a semicolon.) 2. Click the Check Names (If Outlook Web Access recognizes a name, the address will be filled in automatically. If Outlook Web Access does not recognize a name or if there is more than one match for the name, the name will appear in red and the Check Names dialog box will appear.) 3. In the Check Names dialog box, do one of the following: To delete the recipient from the message, select Delete this recipient from the list. To change to another name, select Change to and select a name from the box. (If no suggestions appear, delete the recipient or click the Cancel button.) 3 Copyright 2004 by QUICK Source

4 Calendar, Tasks & Notes Calendar Scheduling an Appointment 1. Click the Calendar shortcut in the Navigation Pane. 2. Click the New 3. Enter a description in the Subject box. 4. Enter a location in the Location box. 5. Enter start and end times in the appropriate boxes. 6. Click the Save and Close Note: By default, a reminder is set to notify you 15 minutes before a scheduled appointment time. To change the amount of time that you are notified before an appointment, click the down arrow on the Reminder box and select a time from the resulting menu. To turn off the reminder, clear the Reminder box. Scheduling a Recurring Appointment 1. In Calendar, open or create the appointment you want to make recurring. 2. Click the Recurrence button on the toolbar. 3. Select Appointment time, Recurrence pattern, and Range of recurrence. 5. Enter information for the appointment. 6. Click the Save and Close button when you are finished. 7. Optional: To remove recurrence from an appointment, click the Recurrence button, click the Remove Recurrence button, and click the Save and Close button. Note: You will not be able to open a recurring appointment if you have a pop-up blocker enabled. Sending a Meeting Request 1. In Calendar, click the New 2. Click the Invite Attendees 3. In the Required and Optional fields, enter the names of the people that you want to attend the meeting. 4. Enter a description in the Subject box. 5. Enter a location in the Location box. 6. Enter start and end times in the appropriate boxes. 7. Optional: To view the availability of attendees, click the Availability tab. 8. Click the Send button when you are finished. Replying to a Meeting Request By default, when you send a meeting request, a response from attendees is also requested. 1. Click the Inbox shortcut in the Navigation Pane. 2. In the View Pane, double-click the meeting request to open it. 3. Do one of the following: To add the meeting to your calendar, click the Accept To add the meeting to your calendar, labeled as tentative, click the Tentative To decline the meeting request, click the Decline (The meeting will not be added to your calendar.) 4. Optional: Enter a reply in the message box. 5. Click the Send button. Note: If you do not want to send a reply, click the Don t Send Response Cancelling a Meeting 1. In Calendar, select the meeting that you want to cancel. 2. Click the Delete button on the toolbar. 3. Click the Yes button to notify attendees. 4. Optional: Enter text in the message box. 5. Click the Send Meeting Notes Viewing Your Calendar 1. Click the Calendar shortcut in the Navigation Pane. 2. Click a date in the calendar to the right of the calendar view to select it, and do one of the following: To view today s schedule, click the Go to Today in the calendar To view the schedule for the selected day, click the Switch To Daily View To view the schedule for the selected week, click the Switch To Weekly View To view the schedule for the selected month, click the Switch To Monthly View Note: To print your calendar, select the view that you want to print and click the Print button on the toolbar, or press Ctrl + P. Tasks Creating a Task 1. Click the Tasks shortcut in the Navigation Pane. 2. Click the New button on 3. Enter a task name in the Subject box. 4. Optional: Click the Recurrence button, select a recurrence frequency, and click the OK button. 5. Enter due and start dates for the task. 6. Optional: Enter task details or instructions in the task box. 7. Click the Save and Close Marking a Task Complete 1. Open the task that you want to mark as complete. 2. Click the down arrow on the Status box and select Completed from the resulting menu. 3. Click the Save and Close (The task will appear in the task list with a white line through it.) Note: To quickly mark a task as complete, check the Mark Complete box in the task list. Sorting Tasks You can view your tasks by specific criteria such as active tasks, overdue tasks, and completed tasks. To sort tasks, click the arrow next to the Tasks list on the Folder Bar and select a view from the resulting menu. Notes Creating a Note 1. Click the Notes folder in the Folder List. 2. Click the New 3. Enter a subject in the Subject box. 4. Enter note text in the message box. 5. Click the Post button when you are finished. 4 Copyright 2004 by QUICK Source

5 Contacts, Mail Security & Public Folders Contacts Creating a New Contact 1. Click the Contacts shortcut in the Navigation Pane. 2. Click the New button on 3. Enter information for the contact. (Click the arrow on the Address, Phone, and boxes to record additional entries.) 4. Optional: To select how the contact will appear in your Contacts list, click the arrow on the File As box and select a view from the resulting menu. 5. Optional: Click the Details tab and enter additional information for the contact. 6. Click the Save and Close button when you are finished. Sending a Message to a Contact 1. In Contacts, double-click the contact that you want to send a message to. 2. Click the Send mail to contact 3. Enter a subject in the Subject box. 4. Enter message text in the message box. Creating a Distribution List A distribution list allows you to send a message or meeting request to a group of recipients at one time. 1. In Contacts, click the down arrow on the New button on 2. Select Distribution List from the resulting menu. 3. Enter a name for the distribution list in the List Name box. 4. Enter a name or address in the Add to Distribution List box. 5. Click the Add button. 6. Repeat steps 4 and 5 for each recipient you want to add. 7. Click the Save and Close button when you are finished. Note: To send a message to a distribution list, open a new message and enter the list name as you would a contact name. Sorting Contacts You can view your contacts by specific criteria such as company name, location, or phone number. You can also view your contacts by using Detailed Address Cards, which will display all of the information about a contact in your Contacts view. To sort contacts, click the arrow next to the Contacts list on the Folder Bar and select a view from the resulting menu. Mail Security Filtering Junk Outlook Web Access allows you to filter unwanted messages. To turn this feature on, click the Options shortcut in the Navigation Pane. Under Privacy and Junk Prevention, check the Filter Junk box. Click the Save and Close button on Blocking External Content Downloads Some messages include content, such as pictures or sound files, that are downloaded from a Web server when the message is opened. By default, Outlook Web Access blocks this external content. To stop automatic blocking of external content, click the Options shortcut in the Navigation Pane. Under Privacy and Junk Prevention, clear the Block external content in HTML messages box. Click the Save and Close Note: To protect your account, it is best to leave this feature enabled and only disable for specific, legitimate messages. Managing Junk Lists You can specify addresses and domains that you want to receive messages from and ones that you do not want to receive messages from. 2. Under Privacy and Junk Prevention, check the Filter Junk box. 3. Click the Manage Junk Lists button. 4. In the View or Modify list box, do one of the following: To add addresses or domains that you want to receive messages from, select Safe Senders. To add addresses or domains that you do not want to receive messages from, select Blocked Senders. (Messages received from addresses or domains on this list will be sent to your Junk folder.) 5. Click the Add button. 6. Enter an address or an Internet domain name. 7. Click the OK button. 8. When you are finished, click the OK button. 9. Click the Save and Close Public Folders Reading Posted Messages 1. Click the Public Folders shortcut in the Navigation Pane. (If the public folders are not displayed, click the plus sign next to the Public Folders folder to display all folders in the Folder List.) 2. In the Folder List, click the folder that you want to view. (The contents of the folder will be displayed in the View Pane.) 3. Click once on a message to view the message in the Reading Pane or double-click the message to open it in its own window. Note: You may be prompted to enter a password to access some public folders. Creating a Message for Posting 1. In Public Folders, click the New 2. Enter a subject in the Subject box. 3. Enter message text in the message box. 4. Click the Post Note: To share a file with other users, click the Add Attachment button and click the Browse button. Locate and select the file that you want to attach. Click the Attach button and then click the Close button. Posting a Reply 1. In Public Folders, double-click the message you want to reply to. 2. Click the Post Reply 3. Enter reply text in the message box. 4. Click the Post 5 Copyright 2004 by QUICK Source

6 Shortcuts, Deleting, Recovering & Getting Help Shortcuts Note that some shortcuts may not work if you have a pop-up blocker enabled. Inbox and Folders Open the selected message... Enter Open a new message form... Ctrl + N Mark the selected message as read... Ctrl + Q Mark the selected message as unread... Ctrl + U Reply to the selected message... Ctrl + R Reply to all to the selected message... Ctrl + Shift + R Forward the selected message... Ctrl + Shift + F Delete the selected message... Delete Permanently delete the selected message... Shift + Delete Select the previous message in the list... Up Arrow Select the next message in the list... Down Arrow Select the current and previous messages in the list... Shift + Up Arrow Select the current and next messages in the list... Shift + Down Arrow Select the first message in the list... Home Select the last message in the list... End Select the first message on the previous page (for message lists of two pages or more)... Page Up Select the first message on the next page (for message lists of two pages or more)... Page Down New Message Form Save the message... Ctrl + S Send the message... Ctrl + Enter Check the spelling in the message... F7 Check names in the address boxes... Ctrl + K Text Editing Copy the selection to the Clipboard... Ctrl + C Cut the selection to the Clipboard... Ctrl + X Paste the contents of the Clipboard... Ctrl + V Delete the selection without copying it to the Clipboard... Delete Toggle between inserting and overwriting text... Insert Undo the most recent command... Ctrl + Z Redo the most recent command... Ctrl + Y Find text... Ctrl + F Display the context menu (if one exists)... Shift + F10 Display the Hyperlink text box (for selected text)... Ctrl + L Text Formatting Toggle bold formatting... Ctrl + B Toggle italic formatting... Ctrl + I Toggle underlining... Ctrl + U Increase paragraph indent... Ctrl + T Decrease paragraph indent... Ctrl + Shift + T Note: Increase paragraph indent and decrease paragraph indent keyboard shortcuts do not work if you have the S/MIME Control installed. Deleting & Recovering Deleting an Item 1. Select the item that you want to delete. 2. Click the Delete button on the toolbar, press the Delete key, or press Ctrl + D. Note: The deleted item will appear in your Deleted Items folder. Recovering a Deleted Item 1. Click the Deleted Items folder in the Navigation Pane. 2. Select the item that you want to recover. 3. Right-click the selected item and select Move/Copy to Folder from the pop-up menu. 4. Select a location to move the item to. 5. Click the Move button. Note: To permanently delete items, click the Empty Deleted Items button on the Deleted Items toolbar. Click the OK button to confirm deletion. Recovering a Permanently Deleted Item You can recover permanently deleted items for a limited amount of time. The amount of time is set by the system administrator. 1. Click the Deleted Items folder in the Navigation Pane. 2. Click the Recover Deleted Items button on the Deleted Items toolbar. 3. Select the item that you want to recover. 4. Click the Recover button. (The item will be recovered to your Deleted Items folder.) 5. Click the Close button when you are finished. Getting Help 1. Click the Help 2. Click the plus sign to expand a topic and view its subtopics. 3. Click the name of a subtopic to view Help information in the side pane. 4. Click the Close button to close the Help dialog box. QUICK Source To order call toll-free Microsoft Outlook Web Access in Exchange Server 2003 copyright 2004 by QUICK Source. All rights reserved. No portion of this material may be used, reproduced, transmitted, downloaded, or saved in any retrieval system without the express written permission of the copyright owner. QUICK Source is not responsible for errors or omissions in this guide or damages resulting from the use of this material. Microsoft Outlook Web Access is a registered trademark of Microsoft Corporation. Clip art from ClickArt. Printed in USA. Visit our Web site: 6