Outlook Web App User s Guide The new Outlook Web App will be replacing your old Outlook Web Access. This upgrade includes many new features that were only previously available through Microsoft Outlook. Getting Started: Launch Internet Explorer and go to http://mail.csgonline.org Click on the Outlook Web Access icon Logon using your CSG Username and Password
Using your inbox: Navigation Pane: The Navigation pane controls what you are looking to do in Outlook Web App. By default, the Mail button will be selected. This will launch the view of your email inbox where you can read messages, reply or create new email messages and send them out. Clicking on the Calendar button will change your screen to the calendar view which will be discussed later. View Messages Pane: The View Messages pane displays your current emails. The email that you are currently reading (in the Reading Pane) will be highlighted. To view a different message, simply click once on the message you wish to read. Double-clicking on a message or click on the small arrow to the left of the email will open up the conversation view. The conversation view will list all emails in a particular conversation, making it easy for you to find the information that you are looking for very quickly. Reading Pane: The Reading Pane displays the message that is highlighted in the View Messages pane. To quickly reply the message being displayed, click on the single arrow curving left in the upper right-hand corner of the message. A new screen will open up for your reply email. To quickly forward a message on, do the same but click on the single arrow curving right. Additional options are displayed by clicking Actions.
Creating a new email: First make sure that you are on the mail view by clicking Mail on the Navigation Pane. Next, click New in the View Messages Pane. This will open up a blank email inside of a new window. To add recipients to your email, click the To button. This will launch a new version of the Global Address Book. Type the name that you re looking for in the search box and then click the Magnifying Glass icon. Your results will be displayed in center of the screen. Highlight the name you were looking for and click To or CC to add them to the email. When you have added all of your recipient s names, click OK in the lower right-hand corner of the window, then click Send on the email itself.
Deleting Email: You can delete emails in several ways. The easiest method is to simply highlight the email that you wish to delete in the View Messages Pane and press the Delete Key on your keyboard. Alternate methods are to click delete in the View Messages Pane or right-click a message and select delete. You can also delete an entire string of emails (conversation) by right clicking on an email in the conversation and selecting Ignore Conversation. This will delete all messages in the conversation, including any unread messages so make sure that is what you want to do before clicking it. Outlook will prompt you to make sure you wanted to delete the entire conversation. If so, click OK. Helpful Inbox Tips: You can narrow down the messages in your inbox by using the filter option at the top of the View Messages Pane. Click the drop-down menu beside the Filter button, and then choose the filter that you want to use. Click on your desired filter (a checkmark will appear), then click Apply. While you inbox is being filtered, the filter option will remain highlighted and the filter type that you have chosen is displayed. To turn off the filter, click the filter option again, or click the clear filter option.
You can determine your mailbox s size by simply moving your mouse cursor over your name in the Navigation Pane. Outlook Web App will limit you to a mailbox size of 200 MB s. Make sure that you keep your inbox cleaned out so that this limit is not reached. When you exceed your mailbox limit, you will not be able to receive any more messages until some are deleted. You can now use webmail to turn on/off automatic replies (Out-of-Office). To do so, click on the Options button in the top right corner of your screen. From there select Set Automatic Replies to access the setup screen for your Out of Office message. Your automatic replies can be turned on/off manually or can be set with an automatic starting and ending date/time. After entering your out of office message, remember to click the Save button at the bottom of the screen for your changes to take place.
When your Out of Office message is on, Outlook will prompt you whether or not to keep it on when you are checking your mail. This is a reminder that Automatic Replies are being sent. You can choose to turn off the messages or have them continue to be sent out. You can now add a signature to your emails via webmail. To do so, click the Options button in the upper right corner, See All Options, then click Settings on the left and ensure that the Mail tab is selected. Click the box for Automatically include my signature on messages I send if you would like your signature attached to all outgoing email that you send. Again make sure to click Save in the lower right corner to save your changes. You can turn on an automatic spell checker. To do so, click the Options button in the upper right corner, See All Options, then click Settings on the left and ensure that the Spelling tab is selected. Check the box for Always check spelling before sending. You can choose to ignore words in upper case or words containing numbers, just check the corresponding boxes. Click the Save button in the lower right to save your changes.
You can now change your email/network password via webmail. Click the Options button in the upper right corner and then select Change Your Password Enter your current password, then either click in the New password box or press the Tab key on your keyboard to move the cursor down. Finally, type your new password again in the Confirm new password box and click Save in the lower right. Changing your password here will also change your password that you use to log onto CSG computers, so make sure to use something that you can remember. Please ensure that your new password is at least 6 characters long. Passwords are always case sensitive, so pay close attention when using capital letters.
Using your Calendar: To access your calendar, click the Calendar button on the Navigation Pane. This pane will now display a monthly calendar on the top and People s shared calendars below. The View Messages pane is now where you can view days of your calendar. For example, the image above has 3 appointments scheduled on Wednesday, April 6th. The Reading pane will display individual appointment details of the message highlighted (clicked on) in the View Messages pane. Create new appointments by clicking on the date in the small calendar on the Navigation Pane and then double-clicking on the start time of the appointment in the View Messages pane. A new window will open up for you to enter details of your appointment.
Enter a Subject and if needed a Location for your appointment Give your appointment a starting and ending time Marking your appointment as private will hide all details of the appointment to everyone else Use the invite attendees button at the top of the window to request others to join a meeting Remember to click the Save and Close button to add the appointment to your calendar Reminders will p opup when you are in the Outlook Web App regardless of what view you are in. For example, you can be checking your email and a reminder could popup about an upcoming appointment. Snooze the reminder like an alarm if you would like to be reminded at a later time, or dismiss the reminder if you do not need to see it again. Your appointment is listed here Dismiss or snooze your appointment *Please note the drop-down menu to specify a snooze time. Sharing your calendar: Sharing your calendar allows others to view your appointments. You can also send requests to other individuals to share their calendars with you. To share your calendar, click Share then Share this Calendar. This will open a separate window similar to a new email window. Click the To button and add the person that you want to share your calendar with. You may add a note in the body section as your recipient will receive the request just like a standard email. After they accept your request, they will be able to view your calendar. If you would like to view their calendar as well, check the box for I want
to request permission to view the recipient s Calendar folder. Again, if accepted you will now be able to view their calendar. Now to view your shared calendars, simply click the checkbox beside the shared calendar you would like to view. You can view multiple calendars at once and change their views using the day, work-week, week, or month view buttons above the calendars. This can come in very helpful when trying to determine the best time for meetings as it make comparing everyone s schedules a breeze. You can also print the calendar views simply by clicking on the small printer icon above the calendars.