Outlook Web Access User s Guide- Paris ISD 2009-10 Microsoft s Outlook Web Access is the new web-based program that Paris ISD will use for E-mail. You can access your email and folders from any computer with Internet access. Creating a Shortcut on Your Desktop Right-click in a blank area on your desktop. Click new then shortcut. A create shortcut wizard will begin. Enter http://mymail.parisisd.net/exchange in the type the location of the item field. Click next. Type the name for this shortcut such as New PISD Email. Click finish. A new icon will be placed on your desktop. Right click the new icon. Click properties. Click the change icon button. Select the icon with the envelope. Click ok, ok. The new icon will appear.
Logging In Open Internet Explorer/Mozilla Firefox and go to http://mymail.parisisd.net (notice there is no www ). You will see a brief snapshot of a welcome screen followed by a login box. Enter your NETWORK username and password. (This is the same username and password that you use each time you log on to your computer.) If you do not know your network username and password, check with your Campus Technology Contact. If you are using a computer that multiple users access, DO NOT select remember my password. Click ok. Important: To help protect your mailbox from unauthorized access, Outlook Web Access automatically closes its connection to your mailbox after a period of inactivity. This is particularly important if you use Outlook Web Access from a public-access computer or Internet kiosk. If your session expires and you still need to use Outlook Web Access, refresh your browser and log on again. 2
Logging Out When you are done using Outlook Web Access (), click the log off button and close all browser windows. Logging off helps prevent someone else from accessing your email account. Even if you plan to continue using the Internet, log off and close all browser windows after every Outlook session. In order to use Microsoft s Outlook Web Access, pop-up blockers MUST be turned OFF. If a pop-up blocker is turned on, you will see a yellow bar across the top of the email window. Right-click the yellow bar and select always allow pop-ups from this site. 3
Toolbar Move or copy messages from one location to another reply reply to all change/set pane view- see panes section below Contacts (Address book) New- Click the drop down menu to send a new message, create a new contact, distribution list (group), etc. delete messages forward check for new email/ refresh browser search for messages Navigation Panes The navigation pane is made up of two areas: (See image below.) The left section provides access to your list of email folders and oneclick buttons that provide access to features such as your calendar, task list, contacts, etc. The right section is the reading pane view. This is the section where you view the list of messages and the actual message that you select to read. 4
Folders & One-Click buttons Reading Pane- List of messages will appear here Reading Pane- Individual messages will be read here One of the first settings that you ll want to change is the reading pane view. This setting changes the way that you view your list of messages and the actual message that you select to read. Click the arrow key next to button and select the the show/hide reading pane option that you prefer. Checking Email Login to Outlook Web Access (OWA) using the instructions in the Logging In section. Click inbox from the navigation pane on the left side of the page. Click the check for new messages icon. 5
Depending on how you have set your reading pane, you will see your list of messages in one section. Click on the message that you want to read. The message will be displayed in another section of your reading pane. Outlook Web Access will only display a certain number of messages at one time. You can customize the number of messages to be displayed by following the instructions in the Options section of this handout. Use the next page, previous page, first page, last page buttons to see more email messages. Printing Email Double-click the email message. Click the print icon. 6
Composing a Message Login to Outlook Web Access (OWA) using the instructions in the Logging In section. Click inbox from the navigation pane on the left side of the page. Click the drop down arrow key next to the new icon and select message. A new window will open where you will enter or select the recipient s email address (see instructions below) and compose your message Option 2 described on the next page is the easiest and fastest option. Click send. 7
Sending Messages/Selecting Recipients Sending a Message to Paris ISD Employee Hint: Option 2 is easier and faster! Option 1: If you are sending a message to a Paris ISD employee, click new then message from the main Outlook page. Click the to button. Select global address list from the find names in field. Enter the first few letters of the recipient s last name in the last name field. Click the find button. A list of names matching your request will be displayed. Select the appropriate name and click the To, CC, or Bcc button. To add additional recipients, repeat the above steps. Click the close button to return to the new message window. 8
Compose your message and then click send. Option 2: This option works for finding both Paris ISD employees and names that you have entered in your contacts. In the new message window enter the first few letters of the recipient s last name in the to field and click the check names icon. If OWA finds a match to the name that you entered, the name will be underlined in the to box. If more than one matching name is found, the check names window will appear (shown below). Select the correct name and click ok to add the recipient to the email. Repeat the above steps for adding additional recipients. 9
Selecting a Contact Sending a Message to a Contact Outside the District Before sending a message to a contact outside the district, you will want to make sure that they are added to your contact list (address book). The steps below describe two of the easiest ways to do this. Option 1: Adding a Contact after Receiving an Email from the Contact Double-click the message. Right-click on the e-mail address when you receive a message from someone that you know is NOT in your Contacts. When you RIGHT click on the address, your screen should look like the one below. Click add to contacts Click add to contacts (see picture above). An untitled contact menu screen will appear. The email address of the contact should appear in the email field. 10
Make sure that the display name (above the email address) appears correctly. The display name is the way that they will appear in your contacts (address book) (i.e. Jane Smith or Smith, Jane). Enter any additional information about your contact such as last name, first name, phone number, etc. Click the save and close button. If you do not click this button, the information will not be saved! Option 2: Manually Adding a Contact From the main page of Outlook Web Access (OWA) click new then contact. A contact window will open. Enter the last name, first name, display name, and email address for the contact. The display name is the way that they will appear in your contacts (address book) (i.e. Jane Smith or Smith, Jane). The other fields are optional. Click the save and close button in the top left corner. If you do not click the save and close button, your information will be lost! Step 3: Click save and close. Step 1: Enter last name & first name of your Step 2: Enter the display name and email address of Entering additional information is optional. 11
Sending an Email (Contact Outside the District) Hint: Option 2 is easier and faster! Option 1: After your contacts have been added to your contact list (address book), return to the Outlook Web Access main page by clicking inbox from the navigation pane (left side of the page). Click the drop down arrow key next to the new icon and select message. A new window will open where you will enter or select the recipient s email address (see instructions below) and compose your message. Click the To: button. Select contacts from the find names in field. Enter the recipient s last name in the last name field. You can also enter the first few letters of the recipient s last name. Click the find button. Select the appropriate name and click the to, cc, or bcc button. To add additional recipients, repeat the above steps. Click the close button to return to the new message window. Compose your message and then click send. 12
Option 2: This is the easiest and fastest option. This option works for finding both Paris ISD employees and names that you have entered in your contacts. In the new message window enter the first few letters of the recipient s last name in the to field and click the check names icon. If OWA finds a match to the name that you entered, the name will be underlined and appear in your to box. If more than one matching name is found, the check names window will appear (shown below). Select the correct name and click ok to add the recipient to the email. Repeat the above steps for adding additional recipients. 13
Groups (Distribution List) In Outlook Web Access, groups are called distribution lists. Before creating your own distribution lists, you ll need to make sure that all of the contacts are in your address book under global address list (All Paris ISD employees are here) or contacts (All other email addresses are here). Paris ISD Campus groups have already been created. Sending an Email to Entire PISD Campus To send a message to entire campus, follow the instructions for creating a new message. Enter the campus abbreviation listed below. o Headstart- hsm o Givens- gem o Justiss- jem o Aikin- aem o Crockett- cmsm o Travis- tjhm o Paris High- phsm o PASS- mpssm o Central Office- com o Maintenance- mainm o Federal Programs & Special Services- spm Click the check names icon. If OWA finds a match, the group name will be underlined and appear in your to box. If the check names window appears, select the appropriate building and click ok. The group will appear in the to field. It is not necessary to add the group to the Bcc field. Users will not see the entire list of addresses. Type the message and then click send. 14
Creating a Distribution List (Group) From the main Outlook Web Access page, click new then distribution list. Enter a name for your distribution list in the List Name field (Math Department, 5 th Grade Teachers, Friends, etc.). Click find names. Select global address book or contacts from the drop down menu. Names in the global address book are Paris ISD employees. Names in the contact list are names outside the District. Enter the first few letters of the first recipient s last name. Click find. Click the recipient s name from the list and click the add recipient to distribution list button. Repeat the above steps until all recipients have been added to your group. Click the close button. You will be returned to the Distribution List window. The name of your list will appear at the top and the members of the list will appear in the bottom section. Click the save and close button in the top left corner. If you do not click this button, your group will be lost! Removing a Contact from a Distribution List Click the contacts link from the navigation pane (left side of the screen). You will see a list of all contacts and distribution lists (distribution lists have different icon). Double-click the distribution list. Click on the name that you want to remove. Click the remove button. Click the save and close button. 15
Sending a Message to a Distribution List (Group) Use these instructions for sending a message to groups (distribution lists) that you have created. Click new then message. In the to box, enter the first few letters of the group/distribution list name. Click the check names icon. If more than one matching group is found, the check names window will appear. Select the correct group and click ok to add the group to the email. Repeat the above steps for adding additional recipients. Enter a subject, compose the message, and click send. Managing/Editing a Contact Click the contacts link from the navigation pane (left side of the screen). You will see a list of all contacts and distribution lists (distribution lists have different icon). Double-click the contact that you need to edit. Edit the contact s information. Click the save and close button. Deleting a Contact Click the contacts link from the navigation pane (left side of the screen). You will see a list of all contacts and distribution lists (distribution lists have different icon). Click on the contact s name. Click the delete button from the toolbar across the top. 16
Sending an Attachment From the main Outlook Web Access page, click new then message. Use the instructions above to enter the recipient/s in the To, CC, or Bcc fields. Enter the subject. Click in the text area where you will type the body of your email. Click the paperclip button from the toolbar. Click the browse button and navigate to the file that you want to attach. Once you find the file, click the file name then click the open button. The file will be listed in the box next to the browse button. Click the attach button. The file will be listed in the current file attachments section. Click close. You will be returned to your email window. Compose your message and then click send. 17
Other OWA Options Inbox View There are multiple options for setting the way in which you view your list of messages. To change the Inbox view, click the arrow key next to inbox. Select the view. The messages view is the view in which you are most likely accustomed to viewing. However, you can also view your mailbox by subject, sender, unread messages, etc. Sorting Messages You can sort your messages by sender, subject, or date by clicking on the appropriate title at the top of the column. Deleting Deleted Items OWA does not automatically empty the deleted items/junk mail folder upon exit. 18
To delete all items in your deleted items folder, click the folder name (deleted items). Click the empty deleted items icon (trash can) to delete all mail in this folder. You can also delete items one at a time by clicking the message and then clicking the delete icon (X). Deleting Items from Other Folders To delete ALL mail from folders other than deleted items, you ll need to select all messages by clicking on the first message. Press and hold the shift key and click on the last message. This will hi-light all messages. Click the delete (X) button from the toolbar. Creating Folders Click the Inbox folder on the left side of the page. Right-click on the inbox folder and then click new folder. Type the name of your new folder and then click ok. The new folder will appear as a sub-folder in your inbox. You can create as many folders as you need. Moving a Message to a Folder Click on the message that you want to move. Hold your mouse down and drag the message to the folder. Release the mouse. Copying a Message to a Folder Click on the message that you want to copy. Click the move/copy icon 19
Click inbox and then click the folder to which you want to copy the message. Click the copy button. Flagging Messages You can organize your inbox by flagging messages using colored flags. There are six flag colors to use: Red, Blue, Yellow, Green, Orange, and Purple. To assign a flag to a message, click the message. Right-click the grey flag in the far right column. Click the colored flag. You can also right-click the flag and select the checkmark to indicate that the task has been completed. Using the OWA Calendar The Microsoft OWA Calendar is the scheduling component of Outlook Web Access. It integrates with e-mail and contacts. You can view a day, a week, or a month. You can use the OWA Calendar to manage your daily, weekly, monthly, and yearly activities. To access the OWA calendar, click the calendar button from the navigation pane on the left side of the page. You can view your calendar by the day, week, or month. 20
Scheduling an Appointment Double click the day on which the appointment/event will occur. Enter a title in the subject field and select the start and stop time. Enter a location (optional). Enter notes or comments about the meeting in the bottom section of the window (optional). If the appointment or event is all day, check the all day event box. If you want to be reminded about the appointment, check the reminder box and select the number of minutes prior to the appointment that you want to receive a reminder. If the event is a recurring event, such as a birthday, click the recurrence button from the top of the window. Complete the information in this window and click ok. When you have entered all information, you MUST click save and close. If you do not click this button, your information will be lost. Inviting Attendees to Meeting/Appointment Schedule the appointment following the instructions above. After date, time, location, meeting title (subject) have been entered, click the invite attendees button. The window below will appear. 21
Enter the first few letters of the recipient s last name in the required or optional box. (Adding a name in the required box indicates that the recipient is required to attend. Adding a name in the optional box indicates that the appointment/meeting is optional for that recipient.) Click the check names icon. If OWA finds a match, the name will be underline and appear in the required or optional box. If there is more than one matching name, the check names window will appear. Select the appropriate name and click ok. Please be aware that notes/comments that you have entered will be available for all invitees to see. Click the send button. The recipients will receive an email indicating that they have been invited (or required) to attend a meeting. They will have the option to accept or decline the invitation if the meeting was optional. If the recipient accepts, the meeting will be added to their calendar. Canceling a Meeting/Appointment Open your calendar and click the title of the meeting. Click the delete (X) icon from the toolbar. If others have been invited to attend the meeting, you will receive an alert that asks you if you want the others to be notified that the meeting has been canceled. Click yes. 22
A new message window will open with a notice that the meeting has been canceled. Click send. Using Task Manager Use the task manager to manage your to do list. To create a new task, click the tasks button from the navigation pane (left side of the screen). Click the drop down arrow key next to new then task. Enter the title of your task in the subject field (i.e. Enter test grades). Select a due date (optional). Select a start date (optional). Select a priority level (optional). Enter any notes or comments in the text box (optional). If this is a recurring task, you can click the recurrence button and select the appropriate settings. Select the status (optional). Click save and close. If you do not click save and close, your task will NOT be saved! Your task will be added to your task list. 23
If you selected a due date, you will receive a reminder each day listing your upcoming tasks. When you have completed a task, double click it and select the completed option under the status drop down menu. A line will be drawn through the task to indicate that you have completed it. To delete the task from your list, click once on the task and then click the delete (X) button. Options Button Options allows you the ability to personalize your Outlook Web Access (MS Exchange) 2003. Be sure to Save and Close when you are finished, otherwise your changes will not take effect. From the navigation pane, click options. Out of Office Assistant This feature is similar to the auto-responder or vacation message that you may have used in the past. Select I m out of the office and enter a message in the text field. A message will be sent each time you receive an email which will alert the sender that you are away. When you return to work, be sure to change the setting to I m in the office. Delete the message that you entered in the text box. If this is the only option that you are enabling/disabling, be sure to click save and close when you are done. Messaging Options This feature allows you to set the number of messages that are displayed in your inbox, options for new incoming mail, signatures, and default fonts. To change the font and font size that you use each time you compose a message, click the choose font button and select the new font and font 24
size. If this is the only option that you are changing, be sure to click the save and close button before exiting. Reading Pane Options Recommended Setting: Mark item displayed in reading pane as read. Wait 3 seconds before marking item as read. Spelling Options In this section, you can enable/disable spell check. Privacy and Junk Mail Prevention Recommended Setting: Select Filter junk email. Mail suspected to be spam or junk mail will be automatically delivered to your junk mail folder in the navigation pane (left side of page). Check your junk mail folder often to make sure that legitimate emails have not been delivered by mistake. You ll also need to empty your junk mail folder on a regular basis (recommended daily). If you there are legitimate emails that you receive on a regular basis that could be considered junk mail, but you want to be delivered to your inbox, click the manage junk email lists button. Click the add button. 25
Enter the email address from which the mail is sent. Click ok. The email address will be entered as a safe sender and future email will be delivered to your inbox instead of the junk mail folder. If this is the only setting that you are changing, be sure to click the save and close button before exiting. Appearance Click the drop down arrow to select a different color scheme. If this is the only setting that you are changing, be sure to click the save and close button before exiting. You may need to refresh your browser or exit completely in order to see the new color scheme. Calendar Options Set options for how you want your calendar to appear. See page 20 in this user s guide for instructions on using the calendar. Reminder Options These options work with your calendar and task manager. It is recommended that you leave these settings as they are until you have worked with the calendar/tasks feature. 26
Outlook Web Access Opening Attachments/Accessing Internet Links If you are experiencing difficulty opening attachments or accessing internet links from an email, there are two common errors that users experience. The information below should help. Error #1 After clicking on a link or trying to open an attachment, you receive the cannot display the webpage error. After clicking on the attachment or link, look in your address bar. You'll probably notice that the first part of the address begins with http://mymail.parisisd.net followed by a second "http". (http://mymail.parisisd.net/exchweb/bin/redir.asp?url=http://www.bwatchnetworks.c om/track/click_thru.asp?bid=4644%26cid=3243645%26rurl=http%253a%252f%252f 27
www%252ebusinesswatchnetwork%252ecom%252fnewswatch%252fvol9%252ftechw atch8%252ehtm). Click on the address. Delete everything before the second http. Press enter. Your attachment/link should open. Error #2 After clicking on a link or trying to open an attachment, you receive an error message that says you must save the attachment to a disk. Click ok. Right click on the attachment. Select open in new window or open in new tab. Right click the attachment. 28
The link or attachment should open in a new window/tab. Click on the new tab to view the link/attachment. Additional Solution Open Outlook Web Access (OWA) and click the options button from the navigation pane on the left. Scroll down to the Privacy and Junk E-Mail Prevention section. Uncheck the block external content in HTML e-mail messages option. Click save and close. 29