Warrick County School Corp.

Transcription

1 Warrick County School Corp. Ou Microsoft Outlook Web Access Guide

2 Getting StartedStyarted Go to the Warrick County School Corp. Home Page ( and click the Web Mail link.

3 Logging In to The WCSC Technology Department has assigned you an user name and password. 1. Enter your WCSC user name and password and click enter. 2. Your personal account will open showing the Inbox and any messages you have received

4 The Inbox contains messages sent to you.

5 Operational toolbars Toolbar- contains shortcuts for standard Outlook Web Access actions and tools. Folder Bar -displays the current location in the folder hierarchy. Outlook Bar -contains shortcuts to Outlook folders located on the left of the window Message List -displays the contents of the active folder. Preview Pane -displays a preview of the selected item. Outlook Bar Use the Outlook Bar to access your Outlook folders. To view your private and public folders in hierarchical format, click the Folders tab. To view shortcuts to your personal folders, click the Shortcuts tab. Calendar -the scheduler/planner where you can create, and make changes to appointments. Contacts -the contact list where you can store names, addresses, phone numbers, and other personal information. Deleted Items -stores items you have deleted until you empty the folder. Drafts -stores messages you have saved, so you can finish and send them at a later time. Inbox -contains messages you have received. Journal -enables you to store information about activities, such as phone calls or meetings. Notes -enables you to post notes, or reminders, for yourself. Outbox -contains messages that are waiting to be sent. Sent Items -contains copies of messages you have sent. Tasks -enables you to post and track personal tasks

6 Messages Creating a Message 1. Click the arrow on the New button. 2. Select Message from the resulting menu. 3. Enter recipient names in the To and Cc boxes, separating multiple addresses with a semicolon. 4. Enter a subject in the Subject box. 5. Enter a message in the message body. 6. Click the Send button when you are done. Receiving New Messages To check for new messages, click the Check for New Messages the Inbox. button. New mail will appear in Reading New Messages To read a new message, double-click the message as it appears in the Inbox. Opening an Attachment If the message you receive contains an attachment, click once on the attachment name to open the attachment. Note: Attachments can contain harmful computer viruses. Replying to a Message 1. Select the message you want to reply to. 2. Click the Reply button to reply to the sender only. Click the Reply to All button to reply to the sender and all recipients of the message. 3. Enter your message in the message body. 4. Click the Send button when you are done. Forwarding a Message 1. Select the message you want to forward. 2. Click the Forward button. 3. Enter recipient names in the To and Cc boxes, separating multiple addresses with a semicolon. 4. Make changes to the subject, as desired. 5. Enter additional message text in the message body. 6. Click the Send button when you are done. Sorting Messages

7 Sort messages by clicking one of the gray column headings in the Message List (e.g. From, Subject, Received, etc.). Click the heading again to switch between ascending or descending order. Printing a Message 1. To print a message, select or open the message you want to print. 2. Click the Print button. 3. Make changes to the print options, as desired. 4. Click the OK button to send the document to the printer. Saving a Draft of a Message If you do not have time to finish and send a message, you can save it as a draft. To save the message to the Drafts folder, click the Save button. Deleting a Message 1. To delete a message, click once on the message as it appears in the Message List. 2. Click the Delete button. The message will be moved to the Deleted Items folder Note: To empty the Deleted Items folder, click the Empty Deleted Items Folder button. Mail Extras Attaching a File 1. Create your message, as usual. 2. Click the Add Attachment button. 3. Click the Browse button. 4. Locate and select the file you want to attach. 5. Click the Open button. 6. Click the Attach button. 7. Repeat steps 3-6 to attach more than one file. 8. Click the Close button when you are done. 9. Click the Send button to send your message. Setting Message Importance 1. Create your message, as usual 2. Click the Importance:High button or the Importance:Low button. Your message will be sent with the designated importance. 3. Click the Send button to send your message. Note: If you do not designate a message importance, your message will be sent with normal importance. Using Message Receipts

8 You can verify the date and time a message has been received and read by requesting message receipts. Create your message, as usual. 1. Click the Options button. 2. Check the Tell me when this message has been delivered box. 3. Check the Tell me when this message has been read box. 4. Click the Close button. 5. Click the Send button to send your message. 6. You will receive a message receipt when the message has been successfully delivered and when the message has been read. Calendar Viewing your Schedule 1. To view your schedule, first click the Calendar shortcut on the Outlook Bar. 2. Select a view by clicking one of the following buttons: Today - to view today's schedule. Daily View - to view the schedule for the selected day. Weekly View - to view the schedule for the selected week. Monthly View - to view the schedule for the selected month. Creating an Appointment 1. To create an appointment, click the arrow on the New button. 2. Select Appointment from the resulting menu. 3. In the Subject field, enter a description of the appointment. 4. In the Location field, enter the location of the appointment. 5. Enter the start and end times in the Start time and End time drop-down lists. 6. In the Show Time As drop-down list, indicate how you want this appointment to appear on your calendar (Busy, Free, Tentative, or Out of Office). This selection will appear when others view your calendar. 7. Enter additional information about the appointment in the text box. 8. Click the Save and Close button when you are done. Editing an Appointment 1. To make changes to an appointment, double-click the appointment as it appears in the Calendar. 2. Make changes, as desired. 3. Click the Save and Close button when you are done. Creating a Reminder 1. To set a reminder for an appointment or meeting, first create the appointment or meeting. 2. Check the Reminder box. 3. Indicate the amount of time before the appointment or meeting that you want the reminder to occur.

9 4. Click the Save and Close (for appointments), or click the Send or Save button (for meetings). Sending a Meeting Request 1. To send a meeting request, first click the arrow on the New button. 2. Select Appointment from the resulting menu. 3. Click the Invite Attendees button. 4. In the Required and Optional fields, enter the names of the people you want to send the meeting request to. To select names from the Contacts list, click the Required or Optional buttons. 5. Click the Availability tab to find out when the attendees are available. 6. Make changes to the start and end time, as desired, to select a time when attendees are available. 7. Click the Appointment tab. 8. In the Subject field, enter a description of the meeting. 9. In the Location field, enter the location of the meeting. 10. In the Show Time As drop-down list, indicate how you want this meeting to appear on your calendar (Busy, Free, Tentative, or Out of Office). This selection will appear when others view your calendar. 11. Enter additional information about the meeting in the text box. 12. Click the Send button to send the meeting request. Responding to a Meeting Request 1. When you open a meeting request you have received into your Inbox, you will have three response options: Accept - click this button to add the meeting to c/c/c5 your calendar. Tentative - click this button to add the meeting to your calendar, labeled as tentative. Decline - click this button to decline the request and not add the meeting to your calendar. 2. After clicking one of the three response options, a message window will open. Enter a reply to the message, if desired, in the body of the window. 3. Click the Send button to send the response. Or, click the Don't Send Response button to not send a response. Creating a Recurring Item 1. To make a meeting or appointment recurring, first create the meeting or appointment. 2. Click the Recurrence button. 3. Make changes to the appointment start and end time, if needed. 4. Select a Recurrence pattern (Daily, Weekly, Monthly, Yearly). 5. Indicate the recurrence details, as appropriate for the selected pattern. 6. Click the arrow on the Start box to select a start date for the recurrence. 7. Indicate whether you want no end date, a specific number of occurrences, or if you want to end the recurrence on a particular date. 8. Click the OK button when you are done. Contacts Creating a Contact

10 1. Click the arrow on the New button 2. Select Contact from the resulting menu 3. Enter information about the contact in the spaces provided. 4. To provide more details about the contact, click the Details tab. 5. Click the Save and Close button when you are done. Opening a Contact To open a contact, double-click the contact as it appears in the Contacts folder. Deleting a Contact 1. To delete a contact, first click once on the contact as it appears in the Contacts folder. 2. Click the Delete button. Sorting Contacts Outlook Web Access provides several options for viewing your contacts. To select a sorting option, click the arrow on the View the resulting menu. drop-down menu and select a view from Address Cards - displays basic information for each contact. Detailed Address Cards - displays detailed information for each contact. Phone List - displays contact names and their phone numbers. By Company - displays contacts and their company names. By Location - displays contacts according to location. By Follow Up Flag - displays contacts that you have flagged and need to follow up on. Creating a Message from a Contact 1. To create a message from a contact, first open the contact you want to send a message to. 2. Click the Send mail to contact button. 3. Create the message, as usual. 4. Click the Send button when you are done. Moving a Contact 1. To move a contact, first click once on the contact as it appears in the Contacts folder. 2. Click the Move button. 3. In the Move/Copy Item dialog box, select the destination folder. 4. Click the OK button. Attaching a File to a Contact Store information pertaining to a contact in one location by attaching files to the contact. 1. To attach a file to a contact, first open the contact. 2. Click the Add Attachment button. 3. Click the Browse button.

11 4. Locate and select the document you want to attach. 5. Click the Open button. 6. Click the Attach button. 7. Click the Close button. Viewing a Map to a Contact 1. To view a map to a contact's address, first open the contact. 2. Click the Display map for this address button. Note: You must have an Internet connection to use this feature. Distribution Lists Creating a Distribution List A distribution list is a collection of contacts. Use a distribution list to address messages or meeting requests 1. Click the arrow on the New button. 2. Select Distribution List from the resulting menu. 3. Enter a name for the list in the List Name box. 4. Enter a contact's name or address in the Add to Distribution List box. 5. Click the Add button. 6. Repeat steps 4 and 5 to add names to the list. 7. When you are done adding names to the list, click the Save and Close button. Customizing Create an AutoReply When you are going to be out of the office, you can create an AutoReply message, which will be sent to everyone who sends you an . You can, for example, let them know how long you will be unavailable and how they can reach you in an emergency. 1. Click the Shortcuts tab on the Outlook Bar. 2. Click the Options button. 3. In the Out of Office Assistant section, enter an AutoReply message in the text box. 4. To turn on the AutoReply feature, click the I'm currently out of the office button. To turn the feature off, click the I'm currently in the office button. 5. Click the Save and Close button when you are done. Incoming Options 1. Click the Shortcuts tab on the Outlook Bar. 2. Click the Options button. 3. In the Options section, check the Display a notification message when new mail arrives box and/or the Play a sound when new mail arrives box. 4. Click the Save and Close button when you are done.

12 Date and Time Formats 1. Click the Shortcuts tab on the Outlook Bar. 2. Click the Options button. 3. In the Date and Time Formats section, select date and time formats, as desired. Also, indicate your Current Time Zone. 4. Click the Save and Close button when you are done. Setting Calendar Options 1. Click the Shortcuts tab on the Outlook Bar. 2. Click the Options button. 3. In the Calendar Options section, indicate which day you want the week to begin on, as well as the Day start time, and the Day end time. 4. Indicate if you want to display week numbers. If so, select which week of the year should be the first week. 5. Click the Save and Close button when you are done. Setting Reminder Options If you are using Microsoft Internet Explorer 5 or later, you can set up the reminder feature. 1. Click the Shortcuts tab on the Outlook Bar. 2. Click the Options button. 3. In the Reminder Options section, check the Enable reminders for Calendar items box, and/or the Play a sound when a reminder comes due box, as desired. 4. Indicate how many minutes before an appointment you want to receive the reminder. 5. Click the Save and Close button when you are done. Recover Deleted Items 1. Click the Shortcuts tab on the Outlook Bar. 2. Click the Options button. 3. In the Recover Deleted Items section, click the View Items button to view the items recently deleted from your Deleted Items folder. 4. Select the item(s) you want to recover. 5. Click the Recover button. Recovered items will be moved into the Deleted Items folder. 6. Click the Close button. 7. Click the Save and Close button. Searching Searching for an Item 1. Click once on the folder you want to search in. 2. To open the Search dialog box, click the Search button. 3. If you want to search the subfolders of the selected folder, check the Search Subfolders box.

13 4. Enter keywords you want to search for in the Look in the Subject for these word(s) box. 5. Check the Also search message body box, if desired. 6. To search for a message from a particular recipient, enter a recipient name in the From box. 7. To search for a message from a particular recipient, enter a name in the Sent To box. 8. Click the Find Now button to start the search. A list of matching items will appear in the Search Results box. 9. To open a matching item, double-click the item. Help To view the Outlook Web Access Help, click the Help shortcut, located on the right end of the Toolbar. Click the topics on the left to view information about how to use Outlook Web Access. Folders Creating a Folder 1. Click the arrow on the New button. 2. Select Folder from the resulting menu. 3. In the Create New Folder dialog box, enter a name for the new folder. 4. In the Folder contains drop-down menu, select the type of items the folder will contain (e.g. Appointment, Contact, Journal, Mail, Note, or Task items). 5. In the folder list, select a location for the new folder. o To make the folder a subfolder, select the folder you want the new folder to be o located in. To make the folder a main folder, click your user name, located at the top of the folder list. 6. Click the OK button when you are done. Note: You may need to refresh your browser window to see the new folder. Deleting a Folder 1. To delete a folder, right-click the folder as it appears in the Outlook Bar. 2. Select Delete from the pop-up menu. 3. Click the OK button to confirm that you want to delete the folder. Moving a Folder 1. To move a folder, right-click the folder. 2. Select Move from the pop-up menu. 3. In the Move/Copy Item dialog box, click once on the folder you want to move the folder to. 4. Click the OK button. The folder will appear in its new location. Copying a Folder 1. To place a copy of a folder in a new location, right-click the folder. 2. Select Copy from the pop-up menu. 3. In the Move/Copy Item dialog box, click once on the folder you want to place a copy of the folder in. 4. Click the OK button. A copy of the folder will appear in the new location.