SCOUT ASSOCIATION OF HONG KONG EMAIL SERVICE USER TRAINING 2013
TRAINING AGENDA A. Getting started in Webmail 1. Outlook Web Access (OWA) Email Account Logon Page 2. OWA General Feature 3. Reset Password 4. Change Webmail language 5. Creating and Using Email Signature 6. Contact 6.1 Manage Contact 6.2 Manage Distribution List 7. Using Out-of-office Assistant 8. Mailbox Rule Setting 9. Auto-Forwarding using Mailbox Rule 9.1 Auto-Forwarding (keep copy) 9.2 Auto-Forwarding (do NOT keep copy) 10. Other Mailbox Rule Setting Examples 11. Junk Mail Setting 12. check your existing usage and quota size B. Calendar 13. Personal Calendar 14. Create appointment 2
1. Outlook Web Access Email Account Setup 1 Open your Internet Explorer https://webmail.scout.org.hk, and enter the following address: You can simply check the option for logging in via a public or shared computer for more secured measures. The web page will look like the following. There is another option for the Light Version of Outlook. 2 3 4 Please enter your Email Address (e.g. itse@scout.org.hk) and password. 5 Click the Log On button. 3
2. OWA General Feature 1 2 OWA Bar Navigation Pane 3 Inbox Toolbar 4 Reading Pane 4
Features in Navigation Pane This section lists all email folders including all the folders you have created as well as the standard folders (e.g. Calendar and Tasks). This section is made up of buttons which allow you to quickly access your Inbox, Calendar, Contacts and so forth. 5
Features on OWA bar Click on the Address Book icon to open the Address Book Use the Find Someone box to quickly search a contact in the Global Address Book. Click on the relevant person and their contact details and scheduling information will open. Click on the Options button to display a list of options relevant to the folder you are in (e.g. if you press Options when in an email folder you will get a list of Email and Message options). It shows your own email account For data privacy and security reason, please remember to log off every time after use. 6
Features on Inbox Toolbar The Inbox, Calendar, Contacts and other folders all have specific toolbars which allow you to carry out functions based on that particular folder. The toolbar displayed below will be visible when you are in your Inbox and other email folders: Indicates how many messages are in the current folder Click New to create a new message. Alternatively click on the drop down arrow to display other new item options e.g. Appointment, contact etc. Click and choose a specific folder to file your message Delete selected message(s) Click to show on Right / bottom or hide your reading pane. Click to toggle between single or multiple line view. Please turn to next page for more feature keys 7
Features on Inbox Toolbar con t Check for new messages Reply to all recipients of message Enter a search term to search the current Email folder Forward message to a recipient or recipients Reply to sender of message 8
3. Reset Password 1 Go to Options on the OWA Bar 5 Click Save 2 Click Change Password 3 Enter Old Password and New Password 4 Enter New Password again for confirmation 9
4. Change Webmail Language 1 5 2 3 Choose your own language 4 Click this link in order to change default folders matching the new language (e.g. Inbox 收件匣 ) 10
5. Creating and Using email signature 1 3 Click Save after finished Go to Messaging in the Options on the OWA Bar 2 Type your information in the E-mail Signature Box. Pls refer to the suggested format of Scout Email Signature 11
6.1 Manage contact 1 You can either click the New Contact icon in the toolbar on the Reading Pane of your inbox or choose Contacts in the Navigation Pane and do the same. 2 The new contact screen will appear as the picture on the right. 3 Complete the details as required. Please note that you do not need to populate all the fields. Click Save and Close. You will be returned to your Contacts folder with the new Contact listed. 12
Editing and deleting a contact 1 2 3 To edit a Contact: Double click to open the Contact that you wish to edit. Make the required changes. Click Save and Close. The changes will be saved. 1 2 To delete a Contact: Highlight the Contact you wish to delete. Click the delete button: 3 OR Hit the delete key on your keyboard. 13
To view your Contacts: Click Contacts on the Navigation pane. Viewing your contacts If you have your Reading Pane open click once on the contact you wish to view, the details will be displayed in the Reading Pane. OR If you do not have your Reading Pane open double click on the Contact you wish to view. Their details will be displayed on the screen. 14
Sorting your contacts To sort your contacts: From within the Contacts folder click on the category to the right of Arrange by: (in the example below this is First name) and click on the category you wish to sort by: 15
Searching for a contact 1 2 3 4 Click on the Search field on the Contacts toolbar Enter all or part of the Contact s name. Click on the drop down menu to specify the search location When you are ready to search either press the return key or click on the magnifying glass icon The Contacts meeting your search criteria will be displayed 16
Emailing a contact 1 2 3 To email a Contact: From within your Contacts folder double click on the Contact that you wish to email. Click on the New Message To Contact icon: 4 The New Message dialog box will open with the Contact s email address already entered into the "To:" field. 17
6.2 Create a Distribution List (Email Group) 5 Click Save and Close 2 Click Members 4 Click Add to List Click New Distribution List 1 3 Select contact and click Members 18
7. Out of office assistant message When you are unable to check your email for a period of time you may want to set up an Out of Office reply. You can create separate Out of Office messages for internal and external senders and set Out of Office replies to appear at particular times. Once the Out Of Office reply is switched on anyone who attempts to email you will receive an automated message created by you. The sender is then aware that you are away from your email. To access the Out of Office Reply: 1 Go to Options on the OWA Bar 2 Scroll down until you reach the Out of Office Assistant section Please turn to next page for further steps 19
Out of office assistant message (2) 5 Click on the Save button to save your changes 1 To turn on the Out of Office Reply click on this radio button 2 If you want the set a time period for Out-of-Office Reply, click the checkbox and enter the start and end times here 3 Enter your reply message here for inside organization (scout.org.hk) 4 Click on these 2 options to make sure external senders also receive Out-ofoffice message. 5 Enter your reply message here for External Senders (non scout.org.hk) 21
Switching off the out of office reply 2 Click on the Save button to save your changes 1 Click on the radio button to the left of "Do not send Out of Office auto-replies" 22
8. Mailbox Rules Setting Click Options 1 3 Create a New Rule Click Rules 2 23
9.1 Auto-forward all emails to other email address (keep copy) Click New Rule 1 Click Create a new rule for a arriving message for auto-forward email 2 You will see this screen after click create a new rule for arriving message 3 24
Auto-forward all emails to other email address (keep copy) (2) Click Forward or redirect 3 1 2 Click People or distribution lists to select forward mailbox Click Redirect the message to 25
Auto-forward all emails to other email address (keep copy) (3) 4A. Click a mailbox from your contact list; all emails will forward to that mailbox 4A 4B. Or you can directly type destination mailbox here 4C. Destination email address can be more than one (please use ; to separate each email address) 4B 5 4C 5. Click OK for rule confirmation 26
Auto-forward all emails to other email address (keep copy) (4) Check the description that match your choice: Set auto-forward rule to forward all arrived email to destination mailbox(es) 6 Set the rule name 7 Confirm the rule setting by clicking OK 8 27
9.2 Auto-forward all emails to other email address ( Do NOT keep copy) Select email address 2 Select Redirect message 1 3 Click Delete the message 4 Click Save 28
10. Other Mailbox Rules Examples Example: move specific sender email to certain folder 29
Other Mailbox Rules Examples (2) Example: automatically move email with specific wordings into certain folders 30
11. Junk Mail Setting Option > Junk E-mail 1 Select Automatically filter junk e-mail 2 Edit Safe sender list; block sender list & safe recipients list 31
Manage Sender & Recipients List Safe Senders List E-mail from e-mail addresses in your Safe Senders List will never be treated as junk e-mail. You can include e-mail addresses or entire domain names in this list. Blocked Senders List E-mail from e-mail addresses or domain names on your Blocked Senders List will always be treated as junk e-mail. Safe Recipients List E-mail that is sent to e-mail addresses or domain names in your Safe Recipients List will never be treated as junk e-mail. Never include your own e-mail address in this list. 32
12. How To Check Your Usage And Quota? Place the mouse cursor on top of your mailbox name for a while, a popup will show up and display your existing usage and quota 33
CALENDAR 34
OWA Personal Calendar Click Calendar or Mail > Calendar 35
OWA Personal Calendar Daily/ Weekly/Monthly view 36
Create Appointment Click New or double click to create new appointment Double Click 37
Schedule Assistant 1. Create appointment 2. Click scheduling assistant 3. Type attendees name and check their schedule in specific time 4. Send invitation to attendee 2 3 38
THANKS!