Microsoft Outlook 2010 Outlook Web Access (OWA)

Microsoft Outlook 2010 Outlook Web Access (OWA) A quick reference guide to becoming familiar with the Microsoft Outlook Web Access interface including logging in, understanding tools for composing email or working with calendars, and the out of office assistant Information Technology Department Research and Academic Computing Team Hershey PA 17033 http://infonet/it

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Table of Contents Objectives... Page 4 Getting Started with the OWA What is the OWA?... Page 5 How do I Log In?... Page 5 Looking at the Work Area... Page 6 Using the OWA Using Mail... Page 7-9 Setting Up a Signature... Page 9 The Out of Office Assistant... Page 10 Calendar Activity Working with Calendars... Page 11 Creating Appointments... Page 12 Meeting Requests... Page 12-13 Resources... Page 13 Last Modified: Summer 2010 Microsoft Outlook Web Access (OWA) Page 3

Objectives Introduce the Microsoft Office Outlook Web Access (OWA) Log in Preparing and Receiving Messages Apply Signatures Work with Calendars Set up an Out of Office Assistant Microsoft Outlook Web Access (OWA) Page 4

Getting Started with the OWA What is the Outlook Web Access? The Outlook Web Access (OWA) is a web-based solution to using Outlook from any computer with a web browser such as Internet Explorer. In order to access your account, you will want to use the following URL https://mail.hmc.psu.edu/owa Notice that the path is indicating a secure connection you will need to log in with your epass ID and password just as you normally would from any workstation. The Logon Screen When navigating to the OWA you will be first presented with the logon screen (below). 1. Under Security, choose one of the following: a. This is a public or shared computer is the default setting. If you select this option, you will be automatically logged off after 15 minutes of inactivity. It goes to help protect against unauthorized access in your account. b. This is a private computer. If you are the only person who uses the computer, select this option. This will provide a 2-hour window in standby before being timed out. 2. Optional Choice: If you feel it may be necessary, select the Use the light version of Outlook Web App. This provides a faster performance (albeit, fewer features). This setting is recommended for those on a dial-up connection. 3. Click the Sign in button. Microsoft Outlook Web Access (OWA) Page 5

Getting Started with the OWA The OWA User Interface The Outlook Web Access (OWA) provides a familiar web environment so you can work and collaborate efficiently wherever you are. The window area includes a small menu bar toward the top of your screen, and a variety of tools for composing e-mails, meetings, appointments, tasks, and more. 3 1 2 4 1. Folder Viewing Pane: This area is dedicated to display the items in the current folder (default is your inbox). Unread items are displayed in bold. 2. Reading Pane: This area is used as a preview of the email that is currently selected. 3. Folder List Pane: Displays the list of your personal folders when in the Mail view. Clicking on the folder will display the contents by list in the Folder Viewing Pane. 4. Navigation Pane: This section allows you to switch between other areas of your Outlook account, such as your Inbox, Calendar, Address Book (Contacts), and a To-Do list (Tasks) Microsoft Outlook Web Access (OWA) Page 6

Using the Mailbox Using Mail To read messages, from your Inbox - simply click on the message you would like to view from the folder view pane. A preview of the message will be displayed in the reading pane. Double-click the email to view it in a new window. To check for new messages: Click the Check for new messages button To open a message: Double-click a message to open in a new window, single click to preview in the reading pane. To delete a message: 1. Select the message that you want to delete 2. Click the Delete toolbar button, or press Delete key on your keyboard To open message attachments: 1. Open the message containing the attachment 2. In the message header, click the attachment file name 3. Click Open To Reply to a message: 1. Select the message you want to reply or forward and choose from the following options Replies to the sender only. Replies to all email addresses on found in the To & Cc fields. Sends the message to another alias 2. Then, insert a new email address in the To field 3. Type any additional text information into the message body 4. Click the send button. Microsoft Outlook Web Access (OWA) Page 7

Using the Mailbox To create a new message: 1. From the Inbox > Click New Message 2. Enter recipient(s) email address into the To field, separate each with a semi-colon (;) 3. If necessary, use the Cc field for anyone you would wish to receive a copy of the email 4. Use a Bcc field to send a blind copy of the mail 5. Use the Subject field to provide a descriptive name to your email 6. To attach a file, use the attach button (looks like a paperclip) from the toolbar. - Use the Browse button to search for the file you wish to attach - Click the Attach button to add the file to the email 7. Level of Importance (optional) - Red explanation button sets the email to high importance - Blue down arrow sets the email to low importance - Selecting neither will send the email as normal importance 8. Requesting a Delivery or Read Receipt (optional) - Click the Options button from the toolbar - Check the options you would like from under the Tracking Options - Click OK 9. Click Send Microsoft Outlook Web Access (OWA) Page 8

The Address Book (Recipients) Recipients You can verify email addresses and select recipients from a global address book when composing your email message. To check recipient names: Click the Check Names button If Outlook Exchange doesn t identify a recipient (or email address) that was entered, the name will appear in red Select Delete this recipient from the list, and click OK To find recipients in the Address Book: Signatures When creating a new message, click either the To or Cc buttons Be sure the Default Global Address List is selected Enter the name or other description in the appropriate boxes and then click Find Select the name you wish to use Click either the To or Cc button at the bottom of the window Click OK Signatures are an optional feature to include in your email messages. Typically, a signature sits at the footer of any message you send and includes your business contact information such as a phone/fax line, address, and department or title. To set up a signature: 1. Click the Options button 2. Choose Settings from the left navigation, and be sure the Mail tab is selected at the top 3. In the E-Mail Signature window, type and format your signature to your liking 4. Check the box at the bottom that says, Automatically include my signature on outgoing messages. 5. Click Save in the bottom right corner Microsoft Outlook Web Access (OWA) Page 9

The Out of Office Assistant Out of Office Assistant At times when you are away with limited access to reply to your messages, you can set up an automatic feature called the Out of Office Assistant to send a quick reply that indicates that you are unavailable for an extended period of time. To set up an Out of Office Assistant: 1. Click the Options button 2. Choose Account from the left navigation 3. Look to the right side of the screen and click the button that reads, Tell people you re on vacation 4. Select the option, Send automatic replies and set a date range if necessary 5. In the text box, type a message along the lines of, I m away on vacation and will return next week. 6. Click Save Microsoft Outlook Web Access (OWA) Page 10

Using Calendars Calendars The Outlook Web Access calendar has many of the same features as available in the Outlook 2010 application. Using the calendar tools, you can chose the options you want. By default, the calendar is in the current day view. Options are available to switch between a daily, weekly and monthly view. You can follow up and check on existing or previous scheduled appointments, or create new ones. To open and view your calendar: 1. Click the Calendar button on the left navigation pane 2. To view appointments for the current day, click on the Today button in the toolbar 3. To view appointments for the week, click the Work Week or Week button in the toolbar 4. To view appointments for the month, click the Month button in the toolbar Microsoft Outlook Web Access (OWA) Page 11

Using Calendars Creating Appointments: 1. With the calendar open, click on the down arrow attached with the New button 2. Click Appointment 3. Insert a short description in the Subject field 4. Insert where the appointment is to take place in the Location field 5. Select the correct date(s) and time(s) from the Start/End time drop-down menus 6. Be sure to select how you want the appointment to show in your calendar use the show time as drop down menu to mark as Free, Tentative, Busy, Away 7. If necessary, apply a recurrence (optional) use the Recurrence toolbar button, select the recurrence pattern needed and then click OK 8. Click the Save and Close button in the top left of the window Meeting Requests: 1. With the calendar open, click on the down arrow attached with the New button 2. Click Meeting Request 3. Insert the names (or email addresses) of the required (To) and optional attendees (Optional) in the proper fields 4. Click the Scheduling Assistant tab to verify the schedule of the attendees 5. Type a brief description into the Subject field 6. Type the location in the location field 7. Select and set the Start/End Date(s) and Time(s) from the drop-down menus 8. Type information about the meeting into the message body as needed 9. Click Send Microsoft Outlook Web Access (OWA) Page 12

Using Calendars Responding to Meeting Requests: If someone schedules a meeting that includes you, you will receive a calendar item in your inbox. To let the meeting originator aware of your attendance, you will need to respond to the meeting request by marking either accept, tentative, or decline. 1. Double-click on the meeting request from your inbox 2. Choose one of the following options as to how you plan to attend: Adds the meeting to your calendar and sets your availability to busy Adds the meeting to your calendar but indicates that your availability is tentative Ignores and deletes the meeting request. Your calendar is not impacted 3. If a new message window appears, type a response the meeting originator has likely requested a meeting response 4. Click the Send button To report any issues, contact the IT Technical Support Center at x6281 Microsoft Outlook Web Access (OWA) Page 13