Outlook Web Access 2007 Light Office of Information and Technology

Topics Covered For assistance contact the Help Desk ext. 2247 [email protected]

Intro to Outlook Web Access 2007………………...2 Searching…………………………………………...5 Creating a new E-mail Message……………………6 Calendar…………………………………………....9 Public Folders…………………………………..…13 Contacts…………………………………………...14 Contact Folders……………………………………15 Options….…………………………………………16

Updated January 1, 2010

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Outlook Web Access 2007(OWA) Eastern Washington University supports the use of Outlook Web Access 2007, part of the Exchange Server 2007, for accessing email messages while on the go or when using a shared computer. Outlook Web Access offers many of the features that are available to Outlook 2007 client. OWA comes in Premium and Light versions. Premium can only be accessed through Internet Explorer. This document will deal specifically with OWA Light which viewers will see when using alternative web browsers (Examples: Safari and Firefox).

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To access your EWU e-mail: Go to https://exchange.ewu.edu NOTE: You may also access your e-mail by going to the EWU home page (www.ewu.edu), choosing “Faculty & Staff,” and selecting the “Outlook Web Access” under “Quick Links.” When you navigate to the site, you will be prompted with this login screen. Select whether this is a “public or shared computer”, or a “private computer” We recommend using the “public or shared” option as it will automatically log you out after 15 minutes of inactivity, Whereas the “private” option will leave you logged in for a 24 hour period.

When you first login you will be prompted with this screen, which allows you to set basic language and time options, please make the appropriate selections and press OK.

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OWA Light 2007 is very similar in appearance to Microsoft Office Outlook 2007 application. When logged in you should see the following layout:

Regardless of which function you may be working with, you should always see the following menu at the top left corner of the screen: From this menu, you can quickly navigate to other functions of OWA 2007.

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Searching You can now search the entire EWU Global Address List (GAL) directly from the main OWA 2007 screen. Type in the name of the user you want to search for in the search field at the top of the screen.

Select “Address Book” from the drop down menu and then hit the looking glass at the right to begin the search.

The search will populate with all users that correspond with the information you typed in the search field.

At the top, there are different options to choose from. You can send the user an e-mail, meeting request, or add them to your contacts.

Select the appropriate user and then click the correct option. Shown below is the option to send the user an e-mail.

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Creating a New E-Mail Message To create a new message, select the “Mail” function to the left of the page. This will get you to the main screen of OWA. NOTE: You can also access a New Message through the previous section (Searching, page 5) by selecting the contact and picking “Send E-Mail.”

Select “New Message” from the bar at the top of the screen.

You will see the following window:

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To send the message to a user, click on the “To…” Field. NOTE: You can also choose to add an address to either the “Cc…” or “Bcc…” fields. These allow you to either copy (Cc) the message or blind-copy (Bcc) the message to a separate e-mail address in addition to any that you may type in the “To…” field.

Type in the name of the person you would like to find in the search bar and select the looking glass to begin the search. For a more detailed look at this, refer to “Searching” section (page 5).

A list will then be populated with every user in the Global Address List that corresponds with the information you typed in. Check the appropriate user.

After checking the box next to the appropriate user, select the correct field (To, Cc, Bcc). The user will then appear in the corresponding field.

If you have more than one recipient, repeat these steps to add every recipient. Select “Done” to go back to the e-mail message.

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OWA will bring you back to the new e-mail message, with the recipients of the e-mail listed. From here, type the Subject of your message and the Body.

Sends the Message

Close the message

Save the Message

Mark as High Importance

Mark as Low Importance

Add Attachment

Check Names

1. Send the Message: Once you have typed your email and made the correct modifications choose this option to send the message. 2. Save the Message: If you would like to finish the email at a later point in time the Save Option will save the email in the Drafts folder where you can open it and complete at your convenience. 3. Close Message: If you would like disregard the email you are working on hitting this button will close the email without saving it. 4. Mark as High Importance: This option will mark the email as High Importance when it appears in their inbox. 5. Mark as Low Importance: This option will mark the email as Low Importance when the receiver views their inbox. 6. Add Attachment: This link will allow the sender to add documents, photos and more for the receiver to view. 7. Check Names: When typing emails into the To: section the Check Names Option will check the emails to verify they are correct before you hit the Send Option. 8

Outlook Web Access 2007 Calendar You can use your OWA 2007 calendar to keep track of appointments, presentations, classes, and vacations. In order to work with the OWA 2007 calendar click the “Calendar” link to left of the page.

You should see a screen similar to the following:

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Creating an Appointment To create a new appointment on your calendar, select “New Appointment” above the calendar.

You should see the following screen:

You should always type a Subject for each appointment as this is what describes what the appointment is for. Likewise you should also include a location if possible for each appoint, although it is not required. The only required features are the Start Time and End Time, which signify the beginning and ending of the appointment.

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Save and Close

Cancel

Add Attachment

Invite Attendees

Recurrence

1. Save and Close: Saves the appointment window, and saves it to your personal calendar. 2. Add Attachment: Allows you to attach files to an appointment. As with e-mail, there is a 10MB file size limit for attachments. 3. Cancel: Exits the appointment without saving the information. 4. Recurrence: Allows you to make a repeating appointment. This option has many different choices as shown below. A common recurrence is “Yearly” for birthdays.

5. Invite Attendees: You can choose this option if you would like to invite other people to a particular appointment. This is commonly used when scheduling meetings with 11

individuals or groups. If you choose this option, the Appointment is changed to a Meeting. When you click this option you will see “Required,” “Optional,” and “Resources” as shown below:

You can either type in the person’s e-mail address, or click one of the aforementioned options (pages 5 and 7) and the GAL will appear, therefore allowing you to choose anyone with an EWU e-mail address to invite to your appointment. Note: You can also set a meeting “Location.” It is recommended you do so, and leave “Request a response to this invitation” checked. If the person you are inviting to the meeting responds to your invitation then you will get an e-mail message back stating so. If you choose to invite other individuals or a group of people to your appointment, it is helpful to use the “Scheduling Assistant” tab. From this tab you may view your invitees’ calendars, and also change the appointment time on the fly. See the “Scheduling Assistant” tab below:

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Lets you know how many of the attendees are free. If there are any conflicts, OWA will notify you.

Lets you know the availability of the resources that you may have previously selected.

Public Folders OWA Light users will not have access to some of the resources that are available to OWA Premium users. Viewing Public Folders is available in Premium OWA only. You will need to have access to Outlook or Entourage to use the Public Folder resource. Contact the Help Desk at 359.2247 for more information.

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Contacts Click on the Contacts Tab to view, create, and organize your contacts.

Select “New Contact” to add someone into your address book.

The window below will appear, fill out the blanks and hit the “Save and Close”. You can also attach a file to the Contact Card if desired.

Save and

Attach

Close

File

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Creating Contact Folders Select Manage Contacts Folders to create folders for storing contacts.

Other actions other than creating folders that can be performed in the Manage Contacts Folders Section would be to Rename or Delete Contact Folders.

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Options Select the Options Button in the top right corner of Outlook Web Access to access options such as regional settings, junk e-mail, calendar, out of the office assistant, and more.

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Regional Settings Change the Language and Time settings with the Language and Region Options Tab.

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Messaging Change your inbox display options, create email signatures, and more in the message options. Organize your inbox by selecting how many messages you want to appear on a page. Personalize your email experience by creating an email signature.

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Junk-E-mail Add email addresses to your Safe Senders List or Block Senders List using the Junk E-mail Options. Use this tool to manage not only your Junk E-mail but also messages from servers other than Eastern Washington University.

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Calendar Calendar Options will allow you to control the viewing options. Personalize your experience by creating a Calendar that fits your unique style.

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Out of the Office Assistance The Out of the Office Assistant will allow the user to create Out of the Office Messages that will automatically respond to incoming emails. This feature is often referred to as Vacation Messaging.

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Change Password Change your account password. Note: this will also change your Eastern Domain Password.

Accessibility Change the Accessibility of Outlook Web Access.

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Mobile Devices Outlook Web Access allows you to sync your email with a mobile device, to receive email while on the go.

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