OutlookWebAccess.ppt

Outlook Web Access for Exchange Server 2003 Little Ferry Public Schools Technology Department Introduction Outlook Web Access 2003, which is also referred to as OWA or Web mail allows you to access your email messages, calendars, contacts, tasks, and public folders. This is a totally new version of our Web mail and if you are familiar with the regular Microsoft Outlook application you’ll notice a lot of similarities. You’ll find that this version is much more user friendly and has lots of features that were not available in our previous version. So, lets get started… 5/1/05 1 Accessing your email Outlook Web Access 2003 There are two ways to access Web mail. One is from the Email link on the LFPS website and the second is by opening your web browser (Internet Explorer, Netscape, Firefox, etc.) and typing the following address in the address bar: http://lfexchange.littleferry.k12.nj.us/exchange. HINT: If you are accessing from your home computer you can add the address to your “Favorites” once you have successfully logged onto Web mail Whether you access via our website or by typing the address, you are presented with the “Connect to” dialog box seen on the right. Click on the dialog box to get a larger view. Enter your user name and password. IMPORTANT! For security reasons, you should never check off the Remember my password box Note: Throughout the presentation there are links to larger images and examples. Your cursor will turn to a hand as it passes over these areas. 5/1/05 2 Getting to Know the OWA 2003 Screen Folders and Shortcuts Outlook Web Access 2003 When OWA 2003 first opens you will be presented with a screen divided into 4 main areas: folders, shortcuts, inbox and reading pane. Click on any of the areas on the sample for a larger view. Folders Shortcuts Inbox Folders: Your folders list is where you will find Calendar, Contacts, Inbox, Deleted Items, Junk Email, Sent Items and more. These folders are like any other folder that you might use in the Windows Operating System. You can create new folders in this area by either right-clicking the top level folder or by selecting Folder from the New drop down button at the top of the screen. Unlike our previous Web mail you can now drag and drop items in and out of folders. For example you can drag a single email or many from your inbox to the Deleted Items folder to remove them. Preview Pane Shortcuts: Shortcuts are just that! Quick access to many of the most commonly used items. You have the option of hiding the Folders area and just working with your Shortcuts or shrinking the Shortcuts to a small strip at the bottom of the pane so that you have more room for your folders to display. 5/1/05 3 Return… 5/1/05 4 Return… Options 5/1/05 5 Return… Two-Line View Click on the drop down arrow to change your view 5/1/05 6 Getting to Know the OWA 2003 Screen Inbox Outlook Web Access 2003 Inbox: The Inbox will be your most used folder as it is where all new mail is delivered. When you access OWA for the first time the Inbox view will default to (Two-Line View). This view shows you the basic information about the message such as Sender, Subject, Date, etc across two lines. You can change the view to any of 8 different choices depending upon what you would like to see on your screen. As seen in the screen on the right your choices are Messages, Unread Messages, By Sender, By Subject, By Conversation Type, Unread By Conversation Type, Sent To, and the default Two- Line View If you would like to see your message full-screen instead of only in the Reading Pane you can simply double-click on the message. 5/1/05 7 Getting to Know the OWA 2003 Screen Reading Pane Outlook Web Access 2003 Reading Pane: The Reading Pane which is shown on the right, allows viewing of a selected message without physically opening it. Additionally, a new feature of OWA 2003 is the ability to open attachments in the Reading Pane. If you have used older versions of Outlook you may be used to seeing the Reading Pane on the bottom of your screen. Your choices are Bottom, Right, or if you don’t want to see the Reading Pane, Off. You can easily change the display location of the Reading Pane by clicking on the arrow located next to the Show/Hide Reading Pane button. This button is located in the Main Toolbar at the top of the OWA screen. NOTE: If you suspect that a message may contain a virus or you don’t recognize the sender it is good practice to turn off the Reading Pane. This will stop the automatic opening of the message 5/1/05 8 Let’s Review… Outlook Web Access 2003 Folders Shortcuts Inbox Reading Pane “Show/Hide Reading Pane” Button ü 4 Main Areas ü Folders ü Shortcuts ü Inbox ü Reading Pane ü Important Buttons ü “New” ü “Show/Hide” ü Inbox View Select “New” Button Inbox View Options Hints: * Placing the cursor over icons or buttons will display the function * Shrink the Shortcuts by clicking on the arrow at the top of the Shortcuts area * Double-click a message to see full-screen * Use the “Help” icon to learn more or get help with a screen 5/1/05 9 Creating a New Message The Message Screen Outlook Web Access 2003 Getting to Know the Message Screen: To create a new message single-click the New button and the screen shown on the far right will appear (Fig. 10.1). You may also click on the small arrow next to the New button for other options (Fig. 10.2). On the main toolbar of the message screen you will see a button for Options. Single-click and the screen at the left will appear (Fig. 10.3). This screen allows you to select options unique to this message. Note: Encryption and Digital Signature are not currently available. The options you will use the most on this screen are Request…delivery receipt and Request…read receipt. Please limit your use of the delivery receipt option to critical mail as it creates additional email traffic. Read receipts will always work on our internal mail. They may not work with outside email servers. It is not mandatory that you use any of these options, but you should know that they are available. Creating a New Message continues on the next slide. You will notice that the new message screen has many more formatting items than our previous OWA version. You can format your message with bullets, bold, italics, different fonts, etc. Fig. 10.1 Fig. 10.2 Fig. 10.3 5/1/05 10 Return… 5/1/05 11 Creating a New Message More of the Message Screen Outlook Web Access 2003 More of the Message Screen: Let’s look at the different parts of the screen. Left to right in the example above…Send (envelope icon) does just what it says, so press this button when you have composed and addressed your message to send it on its way; Save (floppy disk icon) saves a draft of your message in the Drafts folder; Print (printer icon) shows available printers so that you can print your message; Insert Signature (pencil Spelling (ABC icon) starts the spell checker; Add Attachment (paperclip icon) allows you to insert an attachment like a picture, Word Doc, etc.; Check Names (people icon) verifies that your recipients are valid; Importance: High (exclamation point icon) marks your message as important; Importance: Low (down arrow icon) marks your message as low priority – both of these options will show icons in the recipients inbox; Encrypt Message…(envelope with lock icon) encrypts your message for security; Add a digital signature…(envelope with ribbon icon) adds a digital signature for security – these options are not currently available; Options…(bullet list icon) specifies specific attributes for this message; Help (question mark icon) provides extensive documentation pertaining to OWA 2003 – It is strongly recommended that you use the help functionality to take advantage of all of the features that OWA 2003 has to offer. The toolbar on the left is used to format your message and offers many of the standard formatting options that most Office programs offer. It should be self- explanatory. 5/1/05 12 Return… Contact Options Addressing Buttons Message Toolbar Formatting Toolbar Find Names Screen 5/1/05 13 Creating a New Message To, Cc, Bcc Outlook Web Access 2003 To…, Cc…, Bcc… buttons: There are two ways to add recipients to your emails. For recipients that are not in the Global Address book or your Contacts list you can type the email address directly into the address areas (johndoe@anymail.com ). Or you can click on the To, Cc, or Bcc buttons to find a name (Fig.14.1). When you click one of the address buttons the screen on the right will appear (Fig 14.2). Depending upon how you set up your Contact Options in the Main Options tab you will either see “Find names in:” Global Address List or Contacts. You can change the name source by clicking on the arrow in the Find names in: box and selecting your choice. Global Address Book: This is like your telephone book at home…it has all of the people and groups in the District. The content of this address book has not changed from how it looked in our old email system. Everyone with an LFPS email address can see and use this list. Contacts: Think of this as your personal address book. Only addresses that you add to this list will appear here. This list is only visible to you and can contain names for anyone with an email address. You can create your own Distribution Lists (Groups) in Contacts. Continue on to find out more about using the address books… Fig. 14.1 Fig. 14.2 5/1/05 14 Creating a New Message Address Books Outlook Web Access 2003 Contacts: Since you have no control over what appears in the Global Address List we’ll concentrate on the Contacts. You can access this list by either clicking on the Contacts icon in the Folders list (Fig. 15.1) or by clicking on Contacts in the Shortcuts (Fig. 15.2). In either case the screen below will appear (Fig. 15.3). Click HERE for a larger view. Fig. 15.1 Fig. 15.2 Fig. 15.3 5/1/05 15 Return… Shortcuts - Contacts Folders - Contacts Contacts Screen 5/1/05 16 Creating a New Message Creating Contacts Outlook Web Access 2003 Create a Contact: Once the Contacts screen is up you can create a new entry by clicking on the New button (Fig. 17.1). The New button displays the dialog below and it is here that you enter your Contact’s data (Fig. 17.2). New button Fig. 17.1 Fig. 17.2 When you are done entering the information in the dialog just click the Save and Close button and the next time you open your Contacts the new entry will be listed. 5/1/05 17 Return… New Contact Dialog Contacts Screen 5/1/05 18 Creating a New Message Creating Distribution Lists Outlook Web Access 2003 Create a Distribution List: A Distribution List (also known as a Group) is a single email address that contains email addresses for multiple recipients. You use Distribution Lists to send the same message to multiple recipients on a frequent basis. These lists save time because you don’t have to enter each recipient individually. There are many Distribution Lists defined in our Global Address List, but you may want to combine some of these lists to make your own or create new ones using addresses from the Global list. You can mix addresses from our Global list with those outside of the LFPS email system. Fig. 19.1 To create a new Distribution List, click on the arrow next to the New button and select the Distribution List option (Fig. 19.1). The Untitled Distribution List screen will appear (Fig. 19.2). You add email addresses either by typing them directly into the Add to Distribution List field or by using the Find Names button. Be sure to give the list a name in the List Name field and click Save and Close when you are done. The Fig. 19.2 list will now be part of your personal Contacts List address book. 5/1/05 19 Creating a New Message Create the Message Outlook Web Access 2003 Now that you have all of the pieces that make up a new message, let’s put it all together. You can create a new message no matter which folder you are in simply by clicking on the arrow to the right of the New button and selecting Message. However it is easiest to start in the Inbox folder and when you click New you automatically get the message screen. Keep in mind that the New button will create the default item type for the folder that you are in. Calendar creates an Appointment, Note creates a new Note, etc. Once the Untitled Message screen is displayed you select your recipients (To…, Cc…, Bcc…) and type your text. Change your Options to request a Delivery, Read Receipt or to change the Importance. When you’re done just hit the Send button and your email is on the way! 5/1/05 20 Personalizing OWA Out of Office Assistant Outlook Web Access 2003 Using Options: One of the greatly improved features of OWA 2003 is the ability to personalize your OWA setup. You can do this by accessing the Options button in the Shortcuts area. Fig. 17.1 Out of Office Assistant: OWA can automatically respond to incoming mail when you aren’t available. For instance, you may be away from the District for training or on leave. You can enter a personal message and a short return message is sent on your behalf. You should only use this if you will be away for an extended time or will not be checking your email. You will also need to remember to turn if off when you are available again. Try to include the dates you will be away and if necessary an alternate contact. Always remember to Save and Close when you are done making changes or your preferences won’t be saved. In the next few slides we’ll go through the different personalization options available to you. 5/1/05 21 Personalizing OWA Messaging Options Outlook Web Access 2003 Messaging Options: With Messaging Options you can customize how many items to display on your page, notification options, and the default font for creating and editing messages. You can also create and use a personalized Signature. The title Signature is a little misleading since it can be as simple as your name, either printed or scanned, or it can include address, title, and other information. When you press the Edit Signature button a screen similar to a Notepad or Word Processor screen appears and you can create your signature. Several things to remember about Signatures. You should avoid using your actual scanned signature as it makes it easy for someone to copy and also can’t be displayed in all email programs. Large signatures increase the size of your message so keep the amount of data to a minimum and don’t include when sending to email recipients on our own email system. 5/1/05 22 Personalizing OWA Reading Pane Options Outlook Web Access 2003 Reading Pane Options: Reading Pane Options allow you to change how your messages are handled if you have the Reading Pane enabled. The first choice, “Mark item displayed in reading pane as read” will automatically mark the message Read when it appears in the preview screen. This option can be confusing because it will change the display of an item from Unread to Read without even opening the m