Transcript Outlook Web Access: Overview

Western Connecticut State University
presents:
®
Microsoft Office
Outlook Web Access
Training:
Getting Started
We will be looking at…
•How to access your Email via the web
•The page layout
•Composing messages
•Reading messages
-Replying
-Deleting messages
-Printing messages
•Using the Calendar
•Creating and managing Contacts
•Basic Mail Management
What is Outlook Web Access?
Outlook Web Access, or OWA, allows you to access your email
from anywhere in the world via the Internet.
It features many of the same features as the full version of
Outlook installed on your University computer, and a similar
layout.
In this presentation, we will cover the basic functionality of
OWA, and will discuss browser compatibility.
Browser Compatibility
There are two versions available for Outlook Web Access.
The standard version of Outlook Web Access works with
Internet Explorer 6.0 or later. This version provides more
robust features that will be discussed in the presentation.
Those who use other browsers such as Firefox, Safari, Opera
will automatically use Outlook Web Access Light.
OWA Light provides much of the same functionality as OWA.
Any differences between OWA and OWA Light will be
highlighted throughout the presentation.
Getting Started
Outlook Web Access – Getting Started
First, open up the web browser of your choice.
Then, enter the following URL: http://mail.wcsu.edu.
Outlook Web Access - Login
To log in, you will simply enter your Windows username and
password. There is no longer a separate password used to access
email via the web.
Outlook Web Access – Login Options
This is a public or shared computer
Select this option if you use Outlook Web Access
on a public computer. Be sure to log off when you
have finished using Outlook Web Access and close
all windows to end your session.
This is a public or shared computer
Select this option if you use Outlook Web Access
on a public computer. Be sure to log off when you
have finished using Outlook Web Access and close
all windows to end your session.
Outlook Web Access – Choosing Light
Use Outlook Web Access Light
The Light client provides fewer features and is sometimes faster.
Use the Light client if you are on a slow connection or using a
computer with unusually strict browser security settings. If you are
using a browser other than Internet Explorer 6 or later, you can only
use the Light client.
Outlook Web Access
As you can see, the view is very similar to that of the Outlook client. The term client
refers to the Outlook program installed on your computer.
For more information about using Outlook Web Access, ask for the Outlook Web
Access resource card provided by our training staff.
The Outlook Web Access Window
Menu Bar
View Pane
Navigation
Pane
Reading Pane
Outlook Web Access - Navigation pane
Mail Folders
Navigation
Outlook Web Access Light - Navigation pane
Navigation
Mail Folders
Navigation Options
Outlook Web Access
navigation
Mail – the main area where you can read,
compose, receive and send email.
Calendar – the scheduler, or planner, where
you can set and manage appointments and
tasks.
Contacts – contains your contact list where you
can store names, e-mail addresses, and other
information.
Outlook Web Access
Light navigation
Tasks – the task list where you can create and
manage tasks. This element is not available in OWA Light.
Documents – this feature is currently not supported.
Public Folders – displays all available public folders in a
hierarchical format. This element is not available in OWA
light.
Reading Mail
Reading Mail in Outlook Web Access
To view a message, you
can click on the message
in the Mail pane, and
the message will show
up in the Reader Pane.
You can also doubleclick on the message to
view it in a separate
window.
Reading Mail in Outlook Web Access Light
To view a message, click
on the subject of the
message (blue text) in
the Mail pane. The
message will then
appear in the same
Window.
Reading Mail – New message indicator
The Inbox icon on the left
is bolded when there are
new messages, and
indicates the number of
unread messages.
OWA
In Lotus Notes, new
messages were indicated in
red.
In Outlook, new messages
are bolded and in black.
OWA Light
Reading Mail in the Reading Pane
Options to Reply, Reply to All, Forward, and create a new message are all on the top
toolbar above the Reading Pane. This toolbar has less features in Outlook Web Access
Light.
You can click on the
button to delete messages in the Mail pane, or press the Delete
key on the keyboard if the message is selected.
You can also create a new
messages, appointments,
meeting requests, contacts,
distribution lists, and tasks by
clicking on the arrow to the
right of the New button (This
feature does not appear in the
Light version)
Reading pane options (OWA only)
You can set your reading pane to look just like Lotus Notes.
Click on the View
icon to change the view to Bottom, or turn off the Reading Pane.
Reading Mail in a separate window
If you choose to double click on a message, and open it in a separate window, you will
see the screen below:
You will have all of the same message options as you would in the Reading Pane, such as
Reply, Reply to All, Forward, and Delete, as well as Print and Copy to/Move to Folder.
This feature is not available in OWA Light.
Composing Mail
Create a new message
It’s time to look at writing
and sending an e-mail
message using Outlook
Web Access
To create a new message,
click on the New button
above the mail pane.
A mail message window will appear.
Use the Address Book to add recipients
Do you use the Address
Book to add names to
the To, Cc, and Bcc
fields?
You can by clicking
on To, Cc, or Bcc.
The Address Book window
will appear (as shown at
right).
Use the Address Book to add recipients
When searching for
users in Lotus Notes,
you used to search by
last name, then first
name. When searching
for contacts in Outlook,
you must search the first
name then last name.
To search for a user, type the name of the person you are looking for, and
click on the Search button.
Use the Address Book to add recipients
Once you are able to
find a user in the
Address Book, you can
click on any of the To ->
Cc-> or Bcc -> buttons to
add the recipient to the
mail message.
The recipient’s name
will then appear in the
selected box.
Using Check Names
1
If you are typing a name of a student, faculty
or staff member directly into the To, Cc, or
Bcc fields, you will need to check that the
name you typed matches the entry in the
Global Contacts.
To check the name(s), click the Check Names
button, or press Ctrl + K on your keyboard
2
To choose the proper recipient from the Check
Names list. Click on the correct name to add them
as a recipient.
3
The name should
then show up as
underlined in the
To, Cc, or Bcc box,
seen at right.
About Signatures
Do you use a personal e-mail signature at the end of your Lotus Notes messages?
You can create signatures for use in Outlook as well.
A signature is a block of text automatically appended at the bottom of an e-mail message.
It usually contains your name, title, organization, and business contact information.
Creating your signature
To create a signature, click on the Options
corner of the Outlook Web Access page.
button on the top right-hand
Creating your signature
1 To add a Signature, click on Messaging, then add a signature in the text box below.
2 Once complete, click the Save button.
2
1
Include your signature
To add an existing
signature to an Email
message, click on the
Signature
icon.
In the Light version, your
signature will
automatically append to
the message. The Insert
Signature button is not
present.
Any signatures that you have created will show up in the body text.
Use Spell Check (OWA only)
You can use Spell Check
to double-check for
spelling and grammar
mistakes.
To use Spelling & Grammar, click on the Check Spelling
button on the message toolbar.
This feature is not available in the Light version.
Include an attachment
Where you’ll find
Attach File
You can attach a file by clicking on the Attachment
button on the mail toolbar.
Calendar
The Calendar view in Outlook Web Access
Click on the
Calendar
button in
the
Navigation
page to
view the
calendar.
The Calendar view in Outlook Web Access Light
Click on the
Calendar
button in
the
Navigation
page to
view the
calendar.
The Calendar view
1
2
The design of the
calendar in Outlook
2007 Web Access makes
it easy to see what’s
what.
The picture shows some examples:
1
Big buttons make it easy to quickly switch between daily, weekly,
and monthly calendar views (Not available in Light).
2
Back and Forward buttons let you quickly go to the next day, week,
or month in the calendar.
Setting up an Appointment
In Outlook Web Access, you can click ‘New’ to create a
new appointment on the Calendar page.
In Outlook Web Access Light, you can click ‘New
Appointment’ to create a new appointment on the
Calendar page.
Setting up an Appointment
When you create any
type of calendar entry, a
reminder is set
automatically.
2
1
To change the reminder time for an appointment:
1
On the Appointment tab, click the arrow to open the
Reminder list and then select a time.
2
Once you’ve made a change, click Save & Close on the
far left of the toolbar.
Want to create a meeting? Invite others
An appointment is just
for yourself.
1
When others are
involved, create a
meeting.
1
2
Type names directly in the box
or click the Required, Optional, or
Resources buttons to add invitees
by selecting from the Address
Book.
On the toolbar, click the
Invite Attendees
button.
Create an Out of Office Notification
Just like in Lotus Notes, you can create an
Out of Office message using the Out of
Office Assistant.
To create an Out of Office message, click on ‘Options’
on the top-right hand corner of the Outlook screen.
On the Options screen, click on the Out of Office
Assistant link.
Create an Out of Office Notification
1
1
2
2
To create an Out of
Office message,
select ‘Send Out of
Office auto-replies’.
You can also specify a
time range by
checking ‘Only send
during this time
range’.
Next, you can type a customized message that will be used to auto-reply
to messages sent by others. You can set up messages for both inside and
outside of your organization. When complete, click Save on the top lefthand corner of the screen.
Create a task (Outlook Web Access only)
1
1 To view your tasks, click on the Task button
in the Navigation pane on the bottom lefthand corner of the screen. You can then
enter the task information, and a follow-up
date & time.
2 In the screen below, enter your task
information. When complete, click on ‘Save
& Close’.
2
Contacts
Viewing Contacts
OWA
Are you keeping a
message around so
that you’ll have a
contact’s e-mail
address handy? Here’s
a better idea:
Create a contact entry
in Contacts.
To view the Contacts
OWA Light page, click on the
Contacts button on the
bottom left-hand
corner
Create a Contact
1
2
1 To create a new contact, click on the New button on the
Contacts screen. In OWA Light, the button is called New
Contact
.
2 Fill in the blank fields. When complete, click Save & Close.
Create a Distribution List (OWA only)
1
2
1 To create a new contact, click on the arrow to the right of the New button on any
screen, and choose Distribution List.
2 To add members to the group, click on the Members button, and choose members from
the Address Book. When complete, click Save & Close.
Basic Mail Management
Creating folders
Previous lessons
described ways to act on
messages and ways to
sort and organize them
within a category.
But what if you want to sort messages into distinct groups
and keep them separate from other messages (thereby
getting them out of your Inbox)?
Folders can help you do this.
Why create folders?
The picture shows an
example of using
folders: “Demo Folder”
and “Personal.”
You may already use a filing system in your office. Once you
learn how to create folders, you can easily adapt any existing
folder-naming system to Outlook.
How to create a folder in OWA
Knowing why to create
folders isn’t enough, of
course.
In order to use folders,
you need to know how
to use them. Luckily, it’s
simple.
To create a folder in your mailbox:
1. Right-click on your name in the Mail pane. In this case, the
name is Demo User.
2. Click Create New Folder on the shortcut menu, as shown
in the picture.
How to create a folder in OWA Light
1.
1 Click on Manage
Folders.
2
1
2.
2 Enter the information
about the folder(s)
that you choose in
the fields to the right
of the Navigation
pane.
Moving messages to folders in OWA
Once you’ve created a
folder, you can move
one message or multiple
messages to the new
folder.
To select a message, click on the message. To select multiple
messages, press Ctrl+Click selected messages.
To copy to a folder, press the Move or Copy to Folder
button.
Moving messages to folders in OWA Light
Once you’ve created a
folder, you can move
one message or multiple
messages to the new
folder.
To select a message or multiple message, select the checkbox
next to the message.
To copy to a folder, press the Move
button.
Moving messages to folders in OWA Light
A Move or Copy to Folder window will appear.
Select the desired folder from the drop-down menu for
which you want to move your mail message(s) to, then
click Move.
Moving messages to folders in OWA
A Move or Copy to Folder window will appear.
Click on the desired folder for which you want to move
your mail message(s) to, then click Move.
Logout of Outlook Web Access
To Logout of the system, click on the Logout button on
the top right-hand corner of the screen.
Questions???
If you have any further questions about Outlook 2007, please
contact [email protected].
Thank you.