Outlook Web App 2010 (OWA2010) Quick User Guide The following screen opens after logging into the system. This page shows the navigation pane to the left, the view pane in the middle and the reading pane to the right. Create a new email Reply, Reply All and Forward an email. Click the email to display the message in the reading pane Navigation Pane View Pane Reading Pane Reading an email Clicking an email in the view pane will display the message in the reading pane. Alternately, doubleclicking on a new email will open the message in a new window. Downloading an Attachment Download an attachment by clicking on the email in the view pane to display the email in the reading pane and then clicking the attachment in the reading pane. Click on the email to view in the reading pane Click on the attachment to download 1
Conversation View By grouping messages from a single conversation together, the conversation view enables you to quickly identify the most recent messages and the chain of responses. Conversation view is always preserved, even if individual e-mail messages are located in different folders in the mailbox. Conversation view of an email chain Click the small triangle to expand the view Disabling Conversation View Conversation view can be turned off by clicking the small triangle next to Arrange by: and unchecking the check box next to Conversation in the menu. Replying to an email Click the envelope with the left pointing arrow ( ) to reply to an email. To reply to all, click the overlapping envelopes with the left pointing arrow ( ). Type your response to the email and click the Send button to send your reply. 2
Forwarding an Email Click the envelope with the right pointing arrow ( ) to forward an email. Type in or select the person you wish to forward the email to (see selecting an email recipient below), type in a message (optional) and click the Send button to send the email. (Note the FW: in the title bar of the message) Creating a New Email Click the New button on the view pane to create a new email message. Type in or select the recipient of the email (see selecting an email recipient below), type the message and click Send to send the email. Selecting an Email Recipient There are 2 methods to select a recipient of your email. 1. Type in the name or alias of the person you wish to send the email in the To or Cc field and click the Check Names button ( ) to verify the recipient. If more than 1 match is found, a list of names will appear, click on the recipient that you wish to send the email. 3
2. Click the To or Cc button in the new message to bring up the Address Book (see below). The Address Book, by default, displays the Global Address List (DOE recipients only). If you wish to search your personal contacts, click Contacts in the address book. Click OK when completed. Search for a person by typing in their name Click to browse your personal contacts Double-click the name to add a recipient Adding an attachment Whether replying to, forwarding or creating a new email, the procedure for adding an attachment is the same. Click the paper clip icon ( ) to bring up the add attachment screen. Click Browse and then select the file you want to attach. Click the Choose more files link to add additional attachments. Click the Attach button when completed. Calendars Click Calendar on the Navigation Pane to open the calendar view. The default view is split by the Navigation Pane, View Pane and Reading Pane. Create a new calendar entry Click the appointment to display the details 4
Reading a calendar entry Clicking on an appointment in the view pane will display the detailed contents in the reading pane. Alternately, double-clicking on the appointment in the view pane will open the appointment in a new window. Creating a new calendar entry Click the New button in the view pane to create a new calendar entry. Fill in the Subject and Location fields. Select a start and end time. If you want a reminder to pop up, check the Reminder check box. Select the appropriate Show time as option (Free, Tentative, Busy, Away) If you need to schedule others for a meeting then continue onto Scheduling a meeting, otherwise click Save and Close to save the calendar entry. Scheduling a meeting Click the Scheduling Assistant tab Click Select Attendees (see selecting an email recipient) There may be scheduling conflicts between all users check the view pane. The purple bar indicates that the person is busy during that time; if there is no bar in the time slot, it indicates the person is available. The green line represents the meeting start time and the red line represents the meeting end time. Select a time in which all attendees are available. If this is a recurring meeting, then continue to Recurring Meetings; otherwise click Send to send the meeting request. The green line indicates meeting start time Click the scheduling Assistant tab to schedule a meeting The red line indicates meeting end time 5
Recurring Meetings Click the Recurring meeting button ( ) Fill in all appropriate options Click OK and then click Send to send the meeting request. Note: A recurring meeting must have an end date, selecting No end date can cause calendaring problems in the future. It is recommended that recurring meetings last no longer than 1 year. Contacts Click New to create a new contact Click the small triangle next to the New button for more create options Forward a contact Click on a specific contact to display the contact information in the reading pane Click Contacts to bring up your personal contact list Creating a New Contact Click Contacts in the navigation pane to bring up the contacts view. Click on the New button in the view pane Fill in all the appropriate fields Click Save and Close 6
Creating a Personal Distribution List If you often send email to a group of people, a personal distribution list (PDL) may be helpful. PDL s can contain individuals from both the global address book and your personal contact list. Click the small triangle next to the New button in the view pane and select Group Give the group and appropriate group name Click Members to add members to the group Please refer to Selecting an Email Recipient from page 3 of this document to choose your group members. Click Add to Group to add selected members to the group Click Save and Close Passwords The DOE security policy stipulates that passwords are to expire every 90 days. When passwords expire, you are required to change your password as per the DOE password policy. NYCDOE Password Policy: Passwords must be at least 8 characters long. Passwords cannot be repeated - the system remembers your last 10 passwords and will reject any repeated passwords. Passwords must contain 3 of the 4 of the following character types. 1. Capital letters (ABCD) 2. Small letters (abcd) 3. Numeric (1234) 4. Symbols (!@#$) 7
You have the option of changing your password prior to the password expiration date. You may wish to do this for various reasons, such as your password being compromised. Click Options to bring up the options screen Click Change your password Follow the on screen instructions to change your password. If your new password does not satisfy the password policy stated above, you will get the error message shown on the right. Once you have successfully changed your password, you may be prompted to close your browser. Mailbox Maintenance The Division of Instructional and Information Technology (DIIT) maintains the Department of Education s e-mail servers. With over 150,000 mailboxes, there is a fine balance in the resources that are allocated to each person. As such, we must limit the storage space we can provide to each individual. It is important that you actively manage your mailbox to maintain a reasonable size and performance. Deleting Emails To delete an e-mail, right-click on the email and select Delete from the menu. You can also delete an email by clicking once on an email to select it and then click the Delete button ( ). To delete multiple emails hold down the control key and click on each email that is to be deleted to select it. When all the emails are selected, release the control key and click the Delete button. 8
When an email is deleted, it is moved to the Deleted Items folder. The deleted email will remain in the folder for 30 days, after which it is automatically purged from the system. You can also manually purge the Deleted Items folder (see below). Emptying the Deleted Items Folder Navigate to the Deleted Items folder Click Empty to purge Emails in the Deleted Items folder count toward your email storage quota. You can empty your Deleted Items folder by clicking on Deleted Items in the navigation pane and then click the Empty button to empty the Deleted Items folder. You can also purge individual emails by selecting it and clicking the Delete ( ) button. Recovering Deleted Items There are times that an email is accidentally deleted or a previously purged email has information that is very important. You can recover these emails by right clicking on the Deleted Items folder and selecting Recover Deleted Items. Select the email that you wish to recover and click the Recover button ( ). The email will be recovered into the deleted items folder. Please note that email in the Recover Deleted Items folder will be automatically purged after 14 days, making the email unrecoverable. Clicking Delete ( ) in the Recover Deleted Items window will delete the email from the system, making it unrecoverable. Note: All emails - whether they are in your inbox, sent items, deleted items or any other folder - count toward your email size quota. Remember to review and delete outdated email from all folders and to empty the deleted items folder on a regular basis. 9
Attachment Management One of the predominant issues in regards to mailbox size is attachments. When you receive an e-mail with a large attachment, you can download the attached file and then forward a copy of the e-mail without the attachment to yourself. Include a comment on the name and location of the downloaded file then delete the original e-mail with the attachment. You will have a reference on the e-mail server with the original text, but not the attachment. This can save a significant amount of space. 1. Open the email with an attachment 2. Save the attachment to your hard drive 3. Click Forward Click forward Save the attachment 4. Make yourself the recipient of the forwarded email 5. Click the attachment to select it and then press the delete key on your keyboard to remove it Make yourself the recipient Click the attachment to select it 6. Make a note in the message body of the file name and the location the file was saved 7. Click Send Note the location and filename 8. Delete the original message with the attachment 10