Union County Schools has recently upgraded their email environment to add many features to our current system. This document is provided for the employees of Union County Schools as a introduction to the new email system. A few important notes about the new system: Microsoft Outlook Express will no longer function because of standardization as well as the numerous security holes that are present in the software. New Message Delivery Limits have been put into place to make sure that messages we are sending out do not exceed normal limits. The limits are: Sending Size Limit: 10MB, Receiving Size Limit: 10 MB and Recipient Limit: 5000. New Email storage limits have been instituted as well. The system will issue a warning when these limits are exceeded and email will stop when a certain point is reached. If the storage limits or the delivery limits need to be adjusted these can be modified individually. Outlook Web Access has been greatly improved and will be the main application utilized to retrieve email under the new system. Anyone currently running Outlook Express will be upgraded to Outlook Web Access with a username and password. Outlook Web Access provides a secure way to check your email from any browser onsite or at home. The balance of this document are instructions on how to fully utilize the Outlook Web Access. Outlook Web Access for staff will be accessible via the Union County Schools web site at www.union.k12.sc.us. We are going to migrate users over to the new system please check with the email phonebook document for users that have been migrated to the new system.
Outlook Web Access Instructions for Use The new email client will be Outlook Web Access. The client can be accessed through Internet Explorer or Netscape Navigator from anywhere on the Internet. Click on www.union.k12.sc.us and look for the OUTLOOK ACCESS link. This link will take you to another page that will contain these instructions and the old and new versions of Outlook Web Access (OWA). It will also contain a listing of users upgraded to the new OWA. To start OWA simply click on the Outlook Web Access 2003 link and a logon screen will appear. In the fields you will type in your username and password given to you by the Technology Department. If you are an existing user you only have to type the first part of your email (prior to @union.k12.sc.us) and the password given to you by Technology. If this does not work or you are having issues please contact the Technology department. For security reasons please do not click on Remember my password.
Toolbar Page Selectors Folder List Email Listing Preview/Reading Pane Shortcut Menu This is the new user interface. It is very similar to Outlook and Outlook Express that runs on your desktop. The arrows will be used in this document to point you to the location on the interface in which we will be working. Let s start with the Folder List.
Explanations of icons: - Click on this icon to refresh the folder list. Sometimes as you delete items or read items the numbers do not reflect. Clicking on Refresh will allow the numbers to be correct. - Click on this icon to condense all of the folders under the username. In this case the only thing you would see in the folder list would be the word Folder. Click it again to see all of your folders again. +/- These icons will either expand the folder or compress the folder. As you can see in the figure above Administrator has a beside it and Inbox has a + beside it. Clicking the plus changes what you have above into:
The folder list works just like the Shortcut menu which we will go over shortly. Clicking on one of the folder listings will take you to that portion of the Email system. We will go over in depth the inbox area and we will touch very briefly the other areas. Just remember all of the areas work pretty much the same. The icon toolbars are the main ways to perform functions against the different areas. We urge you to play around inside the other areas and see where they would be useful to you. Training classes will be given on using the system to its fullest. Currently the email system is comprised of the following applications:
Calendar A location to keep all appointments, meetings, and things you want to remember. Clicking on New will allow you to add a calendar item. When you are setting up the item make sure to mark reminder. This will actually remind you that you have an appointment and what time it is. Remember to add as much detail as possible.
Contacts A location to keep all of your contact s information or an online rolodex. Also the more information you have the better off the information is. To add a new contact simply click on new and enter all of the information.
Journal The journal is a location to record details on conversations or daily thoughts. Once these items are saved they cannot be modified however they can be deleted. Again by selecting new you can start a new Journal item.
Notes Notes are a lot like Journal except that is it mainly used for very short reminders. Think of notes as Post-it-notes.
Tasks Tasks is an application that is pretty much just a to-do list with a place to mark when complete.
Inbox The remainder of these instructions will deal just with the Inbox application. This is the main mail send and receive area. If we refer back to the picture of the Inbox with the arrows we can see the various sections that make up the Inbox application. Toolbar Page Selectors Folder List Email Listing Preview/Reading Pane Shortcut Menu
Lets start with the toolbar: The New function is common to every application in the Outlook Web Access. In Inbox this is how you start a new mail message. When it is clicked the following screen appears.
Type the email of the person you want to send the email to in the To box. The Cc box is for anyone that you would like to send the email to as a Carbon Copy, this is mainly used as a for your information. The Bcc is called Blind Carbon Copy which means the person that receives this message will not know that it was also sent to this person. Make sure that you fill something in for the Subject. This is a short description of the message to the person that you are sending it to. To attach or include a file in the message simply click on Attachment and then browse to the file you want to include in the message. The big space at the bottom is for the body of the message. There are other inbox icons on the toolbar as well they are listed below: - This is the move/copy routine. It will move or copy the selected email to another folder. - Deletes the current message. - Reply, Reply to All and Forward. These icons allow you to send the currently selected message to another user or respond to the message easily. - Allows you to change the view and organize the screen differently. - Send and Receive new email.
The last area that is included in this instruction manual is the option listing. This area is a way to change configuration settings. Details about this area will be covered in the Professional Development. To change the options within Outlook Web Access in the shortcut menu click on Options. The following screen will appear: These settings when changed apply to your Web Access only. These settings will be saved so that anytime you logon to your web access they will come up.