You can move straight through this tutorial using the space bar on the keyboard, the <ENTER> key, or the Left/Right Arrow Keys. Use the buttons below if you want to view specific modules within the tutorial. Use the button in the bottom right corner of each slide to advance or to return to this slide Press <ESC> to exit the show at any time ELMIRA CITY SCHOOL DISTRICT Getting Started Customize Send/Receive Mail Switching to OUTLOOK 2003 http://www.sctboces.org/isc/iss/trainings/owa/ Contacts & Distribution Lists Scheduling Important Info CREATED BY CHERYL TICE Log onto the computer as yourself (adult log-in) Open INTERNET EXPLORER Type https://email.elmiracityschools.com into the address bar at the top of the Internet Explorer window and press <ENTER> on your keyboard. https://email.elmiracityschools.com Older versions of Internet Explorer (older than Internet Explorer 5.0) Newer versions of Internet Explorer Depending on your version of Internet Explorer, you will get a Security Alert box. View the next slide for further details on these options... ctice@elmiracityschools.com ******* Log in with your email address (userid@elmiracity schools.com) OR elmira\userid and your network password Your password for the network is now the same as your e-mail password, so when one changes, the other one changes!
2 Versions of Outlook WebAccess: Premium Client runs only in Internet Explorer 5.0 6.x for Windows Provides all Outlook Web Access features Best for longer access Basic Client runs in most common browsers Provides fewer features than Premium client but offers faster performance Best for quick access E-mail Toolbar Security: Public Option automatically logs you out after 15 minutes of inactivity (Use on school computers) Private Option allows 24 hours of inactivity before automatically logging you out Use this option if your computer is only accessible by you!! Folders List Shortcuts You will doubleclick each e-mail to view the message... You can change the look of your Inbox to a view that looks similar to other e-mail programs (such as GroupWise). Use the FROM, SUBJECT, & RECEIVED buttons to further organize e-mail. The default view is Two Line View. The next slide demonstrates how to change from the Two Line View to Messages View. View the next slide to see the demo... You can view all New choices by clicking the Down Arrow to the right of the NEW button. The NEW button changes depending on the folder you have selected in the FOLDERS LIST on the left side of the screen. In the CALENDAR Folder, the NEW button has a picture of a calendar on it and opens a new appointment box. In the CONTACTS Folder, the NEW button has a picture of a business card on it and opens a new INDIVIDUAL CONTACT box. In the INBOX Folder, the NEW button has a picture of an envelope and message, and opens a new e-mail message. Check for New Mail this button refreshes your INBOX folder (you will need to refresh your screen to see new mail you can also press F5 on your keyboard to refresh the screen) Search this button helps you search for a particular e-mail message by searching for the sender, a phrase, etc. Results show at the bottom of the box. Double click to open Move this button helps you move e- mails from one folder to another. Select the e-mail you want to move, click the button, and select the folder for its destination. Delete deletes the selected e-mail message(s). Use <CTRL> or <SHIFT> keys to select more than one message at a time. Click the down-arrow next to the Reading Pane icon to put the Preview Pane on the right or bottom of the window, or to turn it off.
You can add folders to your Folders List (such as a Cabinet folder) to organize your Outlook e-mail: Click the down-arrow next to the NEW button Select FOLDER Type the name of the folder in the field at the top of the box Click the name of the folder in the list where you want the new folder go Click OK Click the Update All Folders button above the folders list to see the folder in the list Cabinet Keep your e-mail free from clutter. Delete messages from your Inbox and Sent Items folder regularly. Then empty the DELETED ITEMS folder. Hold down the <CTRL> or the <SHIFT> key to help you select a range of messages to delete all at once. Moving Items from One Folder to Another: You can click and drag messages from one folder to another. A more precise way is to use the MOVE button Select the message(s) to be moved Click the MOVE button Select the destination folder from the list Click MOVE at the bottom of the dialog box To change options, click the OPTIONS shortcut in the bottom left corner of the main Outlook window... I am not in my office right now. I will return from vacation on 9/9/2003. If you need immediate assistance call OUT of OFFICE ASSISTANT: When this feature is enabled, it sends an automatic response to anyone who sends you e-mail. [Remember to click SAVE & CLOSE ] MESSAGING OPTIONS: Change the # of e-mails displayed on each page at one time; New mail notification; Add a signature to your e-mail; Choose font... You can add a signature to your e-mail messages. Add it automatically to every e-mail by clicking the check box in the E-Mail OPTIONS to Automatically include my signature on outgoing messages You can choose when to add a signature by clicking the INSERT SIGNATURE button on a new mail message On SHORTCUTS Toolbar Creating a Signature: Select the OPTIONS shortcut on the left side of the screen. Type in your signature Click SAVE & CLOSE Manage Junk E-mail Lists Reading Pane: When a message is selected, the text shows in the Reading Pane. Check the desired options SPELLING OPTIONS: Check the desired boxes. PRIVACY & JUNK E-MAIL PREVENTION: Click the desired boxes. If you want to FILTER junk mail, check the box, then click MANAGE JUNK E- MAIL LISTS... & follow the directions
Leave this box checked! Deselecting this box makes you vulnerable to spam and exploits. APPEARANCE: Change the color of the OWA window (use the drop-down arrow to select a color) MORE CALENDAR OPTIONS DATE & TIME FORMATS and CALENDAR OPTIONS: Change the way the Calendar folder displays dates and times. CONTACT OPTIONS: When using the address book, choose whether you want to check the Global List or your Contacts folder first. This option may not be available, so make sure if you delete something that you no longer need it! Sends your message Saves draft to your Drafts folder to be finished later Prints the message (before you send it) Spell Checker Attach file to your message Check Names Button Makes message High Priority Makes message Low Priority Formatting Toolbar Type your message here You can change the importance here as well. If you change the SENSITIVITY keep in mind that it only asks the recipient to treat it as confidential and doesn't actually restrict what can be done with the message Click next to the desired tracking option (This will add e-mail to your inbox) You will need to check this option for each e-mail you want to track it does not become the default in the web version once you select it! To create a new e- mail, be sure the INBOX is selected in the FOLDERS list and click NEW
If you know how the name of the person is represented in the Address Book (i.e. - Jenny Farr s name is Jennifer Farr in the Address Book), then you can type the names into the TO: field of a New Mail Message. Separate names with a semi-colon < ; > Click the NEXT button to view a demonstration of how to use the CHECK NAMES BUTTON Cheryl Cheryl Tice; Tice; Jenny Jenny Kathleen Farr; Farr; Wheeler Kathleen Kathleen Wheeler Wheeler If the names are underlined in black, they were found in the Address Book. If they are underlined in red, they were not found in the Address Book or your Contacts. 1. Type a name into the To: box (someone Now, who click is OK to in the Global Address Book or your continue Contacts) the demo & 2. Click the CHECK NAMES Button delete the recipient from your list Click the NEW button on the toolbar To view the Address Book, click the To:, Cc:, or Bcc: button on a new mail message Type part or all of the first name into the DISPLAY NAME field and click FIND ch Select the name from the list and click To, Cc (Carbon Copy), or Bcc (Blind Carbon Copy) [You will see the name you selected next to the To, Cc, or Bcc field in your new mail message] To find another name, Delete the name you typed in the Display Name field and type another name; Choose the name from the list below and click the To button [Keep doing these steps until you find all the names you are looking for] Click CLOSE when you are finished Click the button to view a demo of the ADDRESS BOOK Ch ch Cheryl Tice Double click to open new mail in your Inbox Click the Reply or Reply to All button Dan Tice [DATICE@mail.sctboces.org]
Type your reply message and then click Send... To open an attachment: Right-click on the attachment Select Open You can also Save and Print the attachment from that menu Open a new mail message (you can also attach documents to forwarded messages or replies) Click the ATTACHMENTS button Click BROWSE... Double-click the file; or select it and click OPEN Click ATTACH Click BROWSE... to attach another file; or Click CLOSE View the next slide for a demo...
1. Select the down-arrow next to the New button 2. Select CONTACT from the list Arbuckle Jon This person is not in the Global Address Book jarbuckle@yahoo.com 3. You only need to fill in the LAST NAME and FIRST NAME fields and the E-MAIL ADDRESS for your contact. 4. Click SAVE & CLOSE when you are finished ***Only add contacts for those who ARE NOT in the SCT, Elmira, and Corning address books Using Contacts To view your Contacts, go to the CONTACTS folder in your FOLDERS LIST Double click to open a contact Click the SEND MAIL TO CONTACT button, at the top of the Contact box [That will open a NEW MAIL MESSAGE with the person s name in the TO: field] Type a subject in the SUBJECT field and type your message, then click SEND [You can also type your Contact s name into the To: field of a New Mail Message separate multiple names with a semi-colon (;). You must type the Contact s name exactly as it appears in the CONTACT DIALOG BOX] Editing Contacts Go to the CONTACTS folder Double click the contact you want to edit Change the information Click SAVE & CLOSE to update the information Click the drop-down arrow next to the NEW button Select DISTRIBUTION LIST Name the list Type an e-mail address from outside the network and click ADD *** Click SAVE & CLOSE when finished Your Distribution Lists will be found in your CONTACTS folder Instructional Support jdoe@stny.rr.com jdoe@stny.rr.com jdoe@stny.rr.com Click the FIND NAMES button to use the Address Book to find names of staff members to add to the list Go to the CONTACTS folder in your FOLDERS LIST Double click the Distribution List you want to edit Click once on a name you want to remove, then click the REMOVE button Click the FIND NAMES button to add names from the Address Book [or type them into the ADD TO DISTRIBUTION LIST field and click ADD] Click SAVE & CLOSE to update the information To view your Distribution Lists, go to the CONTACTS folder and double click to open a distribution list Click the SEND MAIL TO LIST button, at the top of the Distribution List box [That will open a NEW MAIL MESSAGE with the list name in the TO: field] Type a subject in the SUBJECT field and type your message, then click SEND ***You can also type the name of the list into the To: field of a New Mail Message Separate multiple names, contacts and distribution lists with a semi-colon (;). To be sure you typed it correctly, click the CHECK NAMES button on the mail message
Daily Calendar View in this view, you can double click on a time on the left side of the window to open an Appointment dialog box. 12:30-1:00PM Team Mtg Thumbnail Calendar click a number on the calendar to go to that date. Use the left/right arrows to move month to month. Weekly View this view shows your week at a glance. 12:30-1:00 Team Mtg Thumbnail Calendar click a number on the calendar to go to that date. Use the left/right arrows to move month to month. 3:00PM- Faculty Mtg Click the down arrow next to the NEW button Select APPOINTMENT If you are keeping track of the appointment on your calendar only, type in the information, select the time, etc. and click SAVE & CLOSE to enter it in your calendar If you plan to invite others, click INVITE ATTENDEES Monthly View this view allows you to see your month at a glance and all appointments you have on your schedule for the month. Thumbnail Calendar click a number on the calendar to go to that date. Use the left/right arrows to move month to month. Once you ve selected the attendees, click the AVAILABILITY tab to check to see when everyone is available Click REQUIRED to use the Address Book to invite others to a meeting. The recipient of the appointment can accept or decline. If they accept the appointment, it will automatically be put into their calendar and yours as well! You can use the drop down arrows to change the date and the start/end time A blue bar means that the person is busy (Jenny and I are busy from 1-4 pm on this day, but the appointment only lasts from 11-11:30 a.m., so we are both available at that time.
The HELP link in Outlook Web Access is an excellent tool to use if you have questions. The HELP link is found on the upper right side of the Outlook Web Access Window In your OPTIONS, you can choose the number of e-mails to show at one time in a folder (default is 25 e-mails). Use the arrows to move through your e- mail if you have more than 25 items in the Inbox. Use the links on the left side of the dialog box to learn more about OWA Features. PLEASE remember to use the LOG OFF button (not the ) when you are finished with your e-mail. Never leave your e-mail unattended!