Eurojust Webmail 2013 User Guide By Vili Georgieva ICT Trainer 27 October 2015 Final
Working with Outlook Web App (Webmail) The Outlook Web App (OWA) is a web application that allows you to access your corporate e-mail from anywhere in the world as long as you have access to the internet and a web browser. This type of e-mail access is called webmail. There are many web browsers available nonetheless your experience will be the same whichever browser you choose. Internet Explorer Google Chrome Mozilla Firefox Safari When working on webmail, you do have to be online both to view your messages and to write and send new ones. This means you can't just download your new messages, disconnect and look at them offline, and you can't look at old emails without being on the Internet. Similarly you can't compose a message offline and then connect and send it. Important Security Considerations Always be aware of your surroundings whenever working in public spaces. Be particularly vigilant about people walking behind you. By looking over someone's shoulder, it is possible to obtain information from the computer screen and/or the user. This direct observation technique is called Shoulder Surfing, commonly used to obtain passwords, PINs, security codes, and similar data. If you are using a public computer (from an internet café for example) be sure to choose the checkbox This is a public or shared computer when logging in from a public space. Do not open attachments directly from your inbox! If you do, a so called temporary file is created in the local computer and it can be accessed by others afterwards. Alternatively, download the file to a USB stick and open the file from there. To access your webmail, on your browser, in the address bar, type: webmail.eurojust.europa.eu In the User name (1) box, type your Eurojust account, for example, tpilot In the Password (2) box, type your current Windows password and click Sign in. (3) IM Unit Last updated: 26-Nov-2015 Page 1 of 10
The Main Outlook Web App Window The image below shows the main webmail screen. Your Inbox (1) is the selected folder by default, but you don t see any preview of messages, as no message is selected. If you wish always the last message to be selected, click the link in the preview pane (2). If you have any reminders, they will be visible in the title ribbon (3). The different categories of items mail, calendar, people (contacts) and tasks, are also accessible from the tile ribbon. To open another mailbox or sign out of your mailbox, you have to click your username (4). Settings (5) should be used in order to modify any personal preferences of your mailbox. Mail By default, the messages in your Inbox are organised by Conversations. This view is very useful, as it keeps the responses together, under the same subject (or conversation ). To change the way your messages are displayed, click Conversations by Date and from the dropdown that appears, under Conversation select Off. Through the button Expand messages you might select to see in preview the whole messages, or just their metadata (date/time, subject, sender). Information Management Unit Last updated: 26-Nov-2015 Page 2 of 10
Search mail and people The Search function (1) performs a search of the word inserted by you in terms of: Keyword (2) Sender (3) Person (4) Also, in the left pane, you can specify in which folder you search, and when was the message sent. Calendar While working with the Calendar, it is very easy to switch between daily, weekly and monthly views, or to select amongst consecutive elements (days, weeks, months) depending on the view. To easily access open another person s calendar, right-click your own and select Open calendar. Information Management Unit Last updated: 26-Nov-2015 Page 3 of 10
New event In order to create a new event (meeting), please use the New event (1) button. When choosing a location for the new event, click the Add room (2) button. IMPORTANT! In the drop down list ONLY the available rooms will be displayed, therefore select the exact date and time before looking for location. It is very important to use the SCHEDULING ASSISTANT (3) before sending the meeting request, in order to make sure every required person is available at the time of the event. Information Management Unit Last updated: 26-Nov-2015 Page 4 of 10
Through the scheduling assistant you can see if all requested persons (1) are available for the appropriate day and time (2). In case of conflicts, the time of the meeting should be changed. If this brings conflict with the room availability, you can use the Change room (3) button, and select another room. Be aware that selecting the Any available room (4) option will randomly chose a room for you. People Looking for people was never easier, compared to previous versions of webmail. Apart from the personal My Contacts (1) which you might have added, there is a very detailed address book, called Directory (2), which gives all categories of contacts that exists in the Eurojust address book: rooms, users, distribution lists, external users, etc. Once a contact is located and selected, in the preview pane you visualise all details regarding this person, which are registered in Eurojust s active directory. From within the contact s details, you can perform a few actions automatically: Add to contacts (3), Send mail (4), or Schedule a meeting (5). Tasks Tasks (1) could be created either from existing mails, which are flagged (2), or by selecting New task (3) and inserting all details regarding the new task. Another useful view in the Tasks pane could be the view ITEMS BY DUE DATE (4). Information Management Unit Last updated: 26-Nov-2015 Page 5 of 10
Miscellaneous Set automatic replies Let s suppose you are going on a holiday or on a work assignment and forgot to set up your out of office messages when you left the office. You can use webmail to set it up, therefore informing those who send you messages that you are away. To set up your out of office messages, click Settings (1) and then click Set Automatic Replies In the Automatic Replies window, select the option Send automatic replies (2). If you wish the automatic replies to be sent during a specific time, check the box Send replies only during this time period (3) and define the dates/times. In the text box area (4), type your message. If you wish to send messages to senders from outside Eurojust, check the box Send automatic reply messages to senders outside my organization (5). It is important to note that it is possible to define a different message for senders outside Eurojust if appropriate. Click Save (6) and you are done. Change theme You can customise the way your webmail looks like, by selecting Settings and then Change theme. That will change not only the picture, but also the colour scheme of your web mailbox. Information Management Unit Last updated: 26-Nov-2015 Page 6 of 10
Sign out When finished with your webmail, it is very important to sign out of it, especially if you use public computer. That way you ll avoid that the Back button of the browser could be used by someone else, in order to navigate back and view your mailbox. Access to a Shared Mailbox Via Webmail Full To fully access a shared mailbox, including the ability to view its subfolders, click your name (1) then, under Open another mailbox (2) dialogue box, in the field (3), type the name of the shared mailbox you wish to open note that an autocomplete feature will suggest possible matches (4) as you type. Select the one you want and then click Open (5). Outlook Web App will close your own mailbox and open the mailbox you have just selected. To return to your own mailbox, repeat the steps above and type your own name. Quick Your shared mailbox might have many folders and subfolders, however, you are only interested in looking into the Inbox folder of that mailbox. There is a quick way to view it without having to leave your own inbox view. In Webmail, right-click your name (1) and from the dropdown, click Add shared folder (2). In the Add shared folder dialogue box, type the name of the mailbox (notice that the autocomplete feature will suggest possible matches). Once you ve found the desired mailbox, click Add. The inbox for the mailbox will appear at the bottom of the navigation pane, but no subfolders will be visible. Information Management Unit Last updated: 26-Nov-2015 Page 7 of 10
Changing Your Password Before It Expires At any time you can change your password if you so wish. However, if you receive a notification that your password is going to expire in a couple of days and you decide to change it before it expires, follow the steps below. To change your password in Webmail, click Settings (1) and then click Change password (2). In the Change Password screen, in the Current password box (3) type the password you use at the moment; In the New password box (4) type the password you will use from now on; In the Confirm new password box (5) re-type the same password you entered in the previous box (4) and then click save (6). You will be logged out of your email, and will have to provide the new password in order to log in. Changing Your Password After It Has Expired When your password expires, you will be asked to change it before you can access your inbox. After signing in to Webmail, you will be taken automatically to the Change Password screen before you are allowed into your Inbox. After changing your password and clicking Submit, you will be asked to sign in again with the new password. On the confirmation window that you successfully changed your password, click OK. You will be then taken directly to your inbox. Information Management Unit Last updated: 26-Nov-2015 Page 8 of 10
Working With Delivery Reports There are times when you might want to verify what happened to messages you sent or received. This is done through a feature called Delivery Reports. In Webmail, click Settings (1), then click Options (2). In the options window, click organize email (3) then click delivery reports (4). To search for messages you sent to users, click select users (5). In the Address Book window, in the name box (6), type the name of the user(s) concerned and then click Search (7). Select the name of the user you want (8), click + (9) and once you see the name in the To field (10), click OK (11). If more than one user is required, repeat for the next person. Information Management Unit Last updated: 26-Nov-2015 Page 9 of 10
If you wish to narrow down your results, in the Search for these words in the subject line box (12) type any word that will help you find the exact message(s) and then click search (13). To clear the users selected in your search, click the clear button (14). Under search results (15) you will all messages that match your search criteria. Select the message you want (16) and double-click it. The Deliver Report screen will show you all the details about the message and whether or not it was delivered successfully. Click close (17) to leave this page and then click Return to Outlook Web App (18) to return to your inbox. Information Management Unit Last updated: 26-Nov-2015 Page 10 of 10