BrainStorm Quick Start Card for Microsoft Outlook Web App 2013 With Microsoft Outlook Web App for Exchange Server 2013, you can manage your email, calendar, and contacts wherever you go, on almost any device. Completely redesigned, with a new and intuitive user interface, Outlook Web App is ready to work as soon as you sign in. All of your favorite features from Outlook for the desktop are available in Outlook Web App conversation view, MailTips, folders, multiple calendars, contact sharing, and more. You ll get the same streamlined look on any major browser, tablet, or compatible smartphone. Outlook Web App even adjusts to fit your device s screen size. Plus, you get offline access to your inbox, calendar, and contacts. Offline work is automatically synced and sent the next time you go online. With Outlook Web App, you won t miss a beat. App Launcher: Quickly view, customize, or pin app tiles to the navigation bar. Click an app tile to move between applications or views. Internet Browser: Enter your server s URL in any web browser to access your Outlook Web App account. Navigation Bar: Move between apps that have been pinned to the navigation bar via the app launcher. Settings: Configure settings for automatic mail replies, Outlook Web App themes, and other mail settings. New Mail: Open a new mail message. Instant Search: Quickly search email, contacts, and more. Folders: Access folders in your inbox. Click More to view all folders, assign policies, create new subfolders, and more. People: Click the arrow next to the title to expand and view your People list. Groups: Create, join, or browse groups you already belong to. See shared calendars, documents, and conversations. Presence: See and change your instant messaging availability status. Reading Pane: Display message details and access options for replying to and forwarding a message. Hover over a contact name to see more information about the person. Message List: View and navigate messages organized by conversation if you prefer in your inbox. Quick Click: Flag, delete, or categorize a message in one or two clicks. Signing In To sign in to Outlook Web App: 1. 2. 3. In your browser s address field, enter the URL obtained from your Exchange Server administrator and press Enter. Enter your user ID and password. Click Sign in. Using Keyboard Shortcuts Use the following keyboard shortcuts to navigate the message list: Description Open Next message Previous message Delete New message Send message Mark as read Shortcut Key Enter Down Arrow Up Arrow Delete or Ctrl+D Ctrl+N Alt+S Ctrl+Q Description Mark as unread Reply Reply to all Forward Save to drafts Close item Shortcut Key Ctrl+U Ctrl+R Ctrl+Shift+R Ctrl+Shift+F Ctrl+S Esc Using the Standard Message Menu A. B. C. D. View sender s availability status Reply to sender Reply to all Forward message E. F. G. Access more actions, including Reply by IM, Delete, Print, and Categorize Mark as read/unread View sender info (hover over name or image to see sender details and messaging options) Note: This Quick Start Card is for use by FinishMaster employees only. Do not distribute. A B C D E F G Links to additional online content are indicated throughout this card by the symbol to the left. Visit BrainStormInc.com/Cards/OutlookWebApp2013. Copyright Copyright 2014 2015 BrainStorm, Inc. Inc.
Mastering Email in Outlook Web App At the heart of Outlook Web App 2013 is the email platform, which now offers streamlined options that allow you to compose, send, forward, and reply to messages directly from the reading pane. On the App Launcher, click the Outlook tile to access your inbox and the Outlook view. Creating a New Email Message To compose a new email message: 1. Click the New mail link. 2. In the To field, enter the name or email address of the message recipient. Separate multiple recipients with a semicolon. To search for recipients in your address book, click the plus icon. 3. In the Subject field, enter a subject. 4. Below, in the message area, enter the body of your message. If desired, use the formatting menu to change the way your text appears. 5. Click the SEND link at the top of the message to send it. Attaching a File To attach a file or image to your email message: 1. Click the INSERT link at the top of your message. 2. Select Attachments or OneDrive files, Pictures, or Your signature, depending on the file type you want to attach. 3. Locate and select the file. 4. Click Open, OR drag the file onto the message area. Replying to and Forwarding an Email Message To reply to or forward an email message: 1. Select the message to which you want to respond. 2. Depending on what you want to do, on the message menu, click REPLY, REPLY ALL, or FORWARD. 3. If you want to forward the message, enter the recipient s name or email address in the To field. 4. In the message body area, enter any text desired and then click SEND. Deleting or Discarding a Message To delete a message that you have received: 1. In the message list, hover over the message you want to delete. 2. When the trashcan icon appears above the selected message, click it. To discard a message that you are creating: 1. In the message creation pane, click the DISCARD link. 2. Select discard to confirm your choice. Navigating Email Messages and Folders Message navigation is straightforward thanks to easy filtering tools, folder options, and conversation view. From the Outlook view, on the left side of the page, simply click the More link under the Folders group to get to the Folders view. Click here to display messages according to date, sender, subject, and more; to sort messages with oldest or newest on top; or to turn conversation view on or off. Click one of these options to filter messages in the message list. Click the arrow next to a folder to expand its contents. To create a new subfolder or to move a folder to your Favorites, right-click the folder and then select either Create new folder or Add to Favorites. Conversation view displays the most recent message in the conversation first, and it includes all messages involved. Click the arrow to expand the conversation. Searching Email Instant searching makes finding messages, contacts, and appointments a breeze, no matter how cluttered your inbox is. In the search field, begin typing a name or keyword. Search results begin to appear immediately. Click the link that corresponds to the type of search you re performing. For example, click Keyword to display results in which your search term is a keyword in the message. STAY ORGANIZED: Learn how to keep your inbox organized by using color-coded categories. Copyright 2015 BrainStorm, Inc.
Customizing Your Email Outlook Web App is much more than a tool for email delivery. It s the go-to spot for creating robust message rules, customizing mail settings, sending instant messages, and setting up custom text notifications all so you ll never miss a beat in your busy day. Creating Inbox Rules Ever wish your inbox could manage itself? With inbox rules in Outlook Web App, it s not only possible, it s easy! Create rules to categorize messages by topic, automatically forward mail from specific senders, and more. To create a rule: 2. Under Mail, in the Automatic Processing group, select Inbox rules. 3. Click the Add button. 4. In the New inbox rule window create a name for your rule. 5. Expand the When the the message arrives, and drop down menu then select a condition from the list. Click Add condition to add another rule. 6. Under Do the following, open the drop down menu and select the action you want to occur; add more actions by clicking Add action. 7. To make an exception to the rule click Add exception and select an option from the drop down menu. 8. To delete an action, condition, or exception click the to the left of the item. 9. Click OK to save. Note: Conditions must exist to apply a rule. For example, a rule for a contact can only be applied if the contact has already been created. DON T BREAK THE RULES: Learn how to prioritize, enable, and disable rules. Setting Automatic Replies Going to be out of the office for a week? Let associates know by setting up an automatic reply for email that you receive. To set up an automatic reply: 2. Under Mail, in the Automatic Processing group, click Automatic replies and then choose Send automatic replies. 4. Check the Send replies only during this time period check box and click the Start time and End time fields to specify the duration for your automatic replies. 5. Enter the text for your automatic reply. 6. Choose how replies will be sent to senders outside your organization. 7. Click SAVE. Creating a Message Signature Who has time to type out their contact information each time they send an email message? Simplify your day by creating a custom signature that automatically appears on any email you send. To create a message signature: 2. Under Mail, in the Layout group, click Email signature. 3. In the email signature section, enter your name and contact information as desired. Use the formatting toolbar to customize its design. 4. Select Automatically include my signature on messages I send to make this your default signature. 5. Click SAVE. Sending an Instant Message Sometimes email isn t fast enough. With Outlook Web App, you can reach a contact in no time by sending an instant message (IM) directly from your inbox. You can automatically sign in to instant messaging by clicking your profile picture on the Outlook navigation bar. To send an IM directly from your inbox: 1. In the reading pane, click a contact s name or picture. 2. When the contact card appears, click the IM button. 3. Type your message at the bottom of the IM pane. 4. Press Enter to send the message. Your contact will receive an invitation to join the IM session. 5. Continue messaging back and forth, pressing Enter each time you finish a message, until the conversation ends. 6. Click the X in the top right corner of the message pane to close it. Setting Up Text Notifications Are you constantly on the move and worried that you might miss an important email message? Configure Outlook Web App to send a text message to your mobile phone when specific messages are received. To set up a text notification: 2. Click the phone link. 3. Click the text messaging link. 4. Click the turn on notifications button. 5. Follow the onscreen directions, clicking Next after each step and Finish when complete. 6. After you set up notifications, follow the directions for creating a message rule to define what type of messages warrant a notification. Copyright 2014 2015 BrainStorm, Inc.
Working with the Calendar Outlook Web App includes a dynamic calendar where you can connect, categorize, and schedule efficiently and almost effortlessly. Simply click Calendar on the navigation bar to get started. The default view is the agenda, which shows the month and the selected day s agendas side by side. Click to add a new event. Click to move from month to month. Click to view the calendar in a different format, such as week view or day view. Scheduling a Meeting Need to do more than just create an event on your calendar? Use Outlook Web App to schedule a meeting. Invite multiple attendees, require responses, check attendees schedules, and more. To schedule a meeting: 1. In the upper-left of your calendar, click the New button, OR double-click the date on which you want to schedule your meeting. 2. Name the meeting and specify its location. 3. In the Attendees field, enter the email addresses of contacts you want to invite. Separate names with a semicolon. 4. If desired, check attendees schedules for a compatible time by clicking the SCHEDULING ASSISTANT button at the top of the window. If you prefer not to use the Scheduling Assistant, go to Step 5. After resolving any conflicts, click OK. View your own or shared calendars. Categorize events by color. Creating a New Event To add an event to your calendar: Click an event to see details. View the agenda of the selected day. 1. In the upper-left corner of your calendar, click the New link OR double-click the date on which you want to schedule your event. 2. Name your event and, if desired, specify a location. 3. Specify a date and time using the drop down menus below the Start field. 4. Use the drop down menu in the Duration field to specify the length of the event. 5. Click the Show As drop down menu to select the availability status you want to use during the event, such as Free, Away, or Busy. 6. Use the Reminder drop down menu to select when you d like to be reminded of the event. 7. If the event is recurring, such as a meeting that occurs at the same time and place every week, use the dropdown menu in the Repeat field to select the appropriate frequency, or click Other to create a customized recurrence. 8. If you d like to categorize the event with a color that relates to a certain topic or situation, click the More Actions button at the top of the event dialogue box, select Categorize, and then click the appropriate category. 9. Click the SAVE link at the top of the event dialogue box to save your event and make it appear on the calendar. Enter the desired date, time, and duration. View attendees and their availability status. Responding to a Meeting Request View and scroll through side-by-side calendars of attendees. 5. If you did not use the Scheduling Assistant in Step 4, enter the date, time, and length of your event in the Start and Duration fields. 6. Select the Request responses check box to let attendees know that they must respond to your meeting request. 7. Enter any additional information about the meeting in the field at the bottom of the window. 8. Click the SAVE button at the top of the page. Meeting requests are received in the form of email messages in your inbox. Select a meeting request to respond to it. View event details, including notifications of any personal conflicts. Click ACCEPT, TENTATIVE, or DECLINE, and then choose whether to send the response right away or to include a message with your response. Sharing Your Calendar To share your calendar: 1. Right-click the name of the calendar you want to share, and select Share Calendar. 2. In the Share With field, enter the name or email address of the person with whom you want to share the calendar. 3. When the person s name appears, select Availability Only, Limited Details, or Full Details, depending on the type of sharing rights you want to grant. 4. Click SEND. Copyright 2014 2015 BrainStorm, Inc.
Staying Connected with People In Outlook Web App, your contacts are now called what they really are: People. And organizing contact information about the people you know is now easier than ever. Even when you have multiple entries for the same person, you can view all of that information in a single contact card. To get started, click the People tile in the app launcher. Click to add a new contact. Enter a name to search for a person. Click Edit to update a selected person s contact information. Deleting a Contact To remove a person from your contacts: 1. In People view, on your contacts list, select the contact you want to delete. 2. In the upper-right corner of the contact card, click the More actions link and select delete. 3. Click the delete button to confirm your choice. Note: You cannot remove contacts from your company s directory; you can remove them only from your contacts. Creating a Contact List Need to send the same message to everyone in your department but don t want to type out all of their names? Create a contact list and send the same message to everyone at once! To create a contact list: Click a link to view contacts in various folders, including your company s directory. Adding a New Contact View the selected person s contact card in detail. 1. In People view, click New. 2. Click create contact. 3. Enter a name. 4. Enter an email address. 5. Click the plus sign next to any heading to view and select the types of data that you want to add, such as a business, home, or mobile phone number. 6. Enter any other data, as desired, in the appropriate fields. 7. Click SAVE. Click an icon here to take direct action, such as sending email, a meeting request, or an instant message. When you meet new people whether they are clients, friends, or coworkers adding their contact information is easy. To add a new contact: To create a new contact directly from a received email message: 1. Right click the sender s name. 2. Click View details. 3. Click Add to contacts. 4. Select Add to contacts again to open the contact card. Add or delete information as desired. 5. Click Save. 1. In People view, click New. 2. In the window that appears, click Create contact list. 3. Name the contact list. 4. In the Members field, enter an email address or name. When you begin typing, the names of people already in your contacts will appear below. 5. Click a name to add it. 6. If you need to search for a name in your company s directory, begin typing and then click Search contacts and directory. 7. Add as many members as desired. 8. In the Notes field, enter any additional information about the contact list, if desired. 9. Click Save. Searching Contacts To search for a person in your contacts or your company directory: 1. In People view, click within the search field and type the person s first or last name. 2. Press Enter. 3. To narrow or widen your search, on the left, select My contacts and directory, My contacts, or Directory. 4. Click the correct contact from the options that appear below the search field. LINK UP: Learn how to link multiple entries for the same person so all of her data appears on one contact card. Copyright 2015 BrainStorm, Inc.
Working with Tasks Do you have a to-do list that s a mile long? Whether you re on the go or at your desk, use the Tasks feature in Outlook Web App to keep track of what you need to do. To get started, click the Tasks link on the navigation bar. Working Offline New Stuck on a long flight but itching to get some work done? Outlook Web App supports offline access for users with the latest versions of Windows Internet Explorer and Google Chrome. When the feature is enabled, you can do the following even without an Internet connection: Click to create a new task. View and filter your task list. Edit, mark complete, or take more actions on the selected task. Read and reply to messages Send new messages Edit and check your calendar Reply to meeting requests Edit and access your contacts list To enable offline access: Click a link to delete, mark complete, prioritize, or flag a task. View information about the selected task in this area. 1. In the upper-right corner of the page, click the Settings icon and select Offline settings. 2. Select Turn on offline access and click OK. 3. Follow the steps on the screen, clicking Next after each step, until you reach Step 4 of 4. Then click OK. Creating a New Task To create a new task: 1. In Tasks view, click the new task link. 2. In the Subject field, enter the task title. 3. Open the Due menu and select a date from the calendar. 4. To provide more details, click show more details and use the fields that appear to track progress, set start and finish dates, set a reminder, or even track mileage or expenses for a task. 5. Add notes about the task in the text box at the bottom of the pane. 6. Click SAVE. Marking a Task Complete To mark a task complete, do one of the following: Select the task and, in the upper-right corner of the task details area, click COMPLETE. OR Hover over the task s quick links and click the Mark complete icon. To disable offline access: 1. In the upper-right corner of the page, click the Settings icon and select Offline settings. 2. Select Turn off offline access and click OK. Note: Offline access is supported on laptops and notebook devices but not smartphones or tablet devices. A few features are unavailable offline, including shared calendars and the Search feature. BrainStorm, Inc., offers a complete line of end-user training solutions designed to increase user productivity, including: QUICK START CARDS Six-page illustrated reference cards with step-by-step instructions for most user applications QUICKHELP TRAINING On-demand, video-based training for Microsoft programs, accessible through the Office ribbon, the SharePoint app, the Windows 8 app, or the web portal INSTRUCTOR-LED TRAINING On-site and elive instruction led by experienced, high-energy experts For more information from the end-user training professionals, call 1.888.909.4244 or visit. DO MORE: Learn how to be more productive online or offline by adding specialized productivity apps, such as LinkedIn. 2015 BrainStorm, Inc. All rights reserved. Reproduction or transmission of any kind is prohibited without written permission. BrainStorm, Inc. assumes no responsibility for errors or omissions or for any damages that result from the use of this card. Microsoft, Outlook, Windows, Internet Explorer and OneNote are registered trademarks of Microsoft Corporation in the United States and other countries. MSOWA20130415 Copyright 2015 BrainStorm, Inc.