Outlook Web Access ( )

Outlook Web Access (Email) Outlook Web Access 2003 offers many features but is still not as robust as the Outlook program. Go to the Rondout homepage,...
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Outlook Web Access (Email) Outlook Web Access 2003 offers many features but is still not as robust as the Outlook program. Go to the Rondout homepage, rondout.k12.ny.us - on the right side of the page is an email link, click on the email link.

To log on to your email go to the email link from any building at Rondout, or the any computer not in the district (from home type www.rondout.k12.ny.us in your address bar). You will see one of the windows pictured below: These windows are security warnings. If one shows up on your computer, just click on the YES button or the CONTINUE…not recommended. These warnings show up because we host our own email and it is not necessarily recognized by the outside world. The next window is the log on window as pictured on page 2. If a window asks if you are working on a public or private computer and you are at home, select private computer.

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LOG IN

Please note—you must enter your domain before your name as shown in the example above; for staff, rocscurr\firstnamelastinitial – rocscurr\jsmith, for clerical and administrations, rocsadmin domain, type rocsadmin instead of rocscurr. Make sure you use the BACKSLASH – located under the Backspace key on your keyboard. When you are logged in it may look something like the window below:

Remember, you can access email from any computer in the district and from your home computer and your password for Outlook is the same as your password for the network log on.

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Buttons and Descriptions Displays Help that is specific to the window you're working in Allows you to create a new item, such as an e-mail message, a contact, or a task. This menu is always available. The icon displayed varies, depending on the window you're working in, as does the list of options displayed when you click the arrow next to the button. Checks the server for new messages. This button also refreshes your browser window. Allows you to search your Microsoft Exchange mailbox folders and your organization's public folders. You can base your search on one or more message characteristics, such as sender, subject line, or text in the message body. Allows you to organize messages and other items in your mailbox. You can move messages from one folder to another, or copy them to a different location. Moves the selected item—such as a contact, appointment, or message—to the Deleted Items folder. Hold down SHIFT when you click this button to permanently delete the selected items. Reply to the sender. Reply to all. (Be very careful using this.) Forward the e-mail to someone else. Permanently deletes all items in the Deleted Items folder. You can, however, recover deleted items for a limited time after removing them from Deleted Items. Contact a system administrator about the expiration period for deleted items. Allows you to select a Reading Pane, which provides two ways to preview messages without opening them. You can preview messages in the bottom half of the view or side-by-side with the list of messages. You can also turn off the Reading Pane. You can also set the size of the Reading Pane for each folder. In the message list, place your pointer over the line that separates the Reading Pane from the messages, click, and then adjust the pane to the size you want. Opens the Find Names dialog box, which allows you to search your organization's global address list or your contacts. You can also address a new message from the Find Names dialog box by selecting a name from the list and clicking Add recipient to...New Message. (You will be able to find any employee in the Augusta School Department who has an e-mail address.)

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Allows you to quit Outlook Web Access. This helps prevent others from using the computer to view the contents of your mailbox. Important Click Log Off before you close your Outlook Web Access browser window or navigate to another Web site.

Working in Outlook Web Access Once you have logged in to Outlook your computer screen should look similar to this: Page of messages Current folder view

Folders

Reading Pane

Button Bar

Current folder You can actually have four panes visible as labeled above.

Email Let’s begin with the Inbox View. You are seeing the default of OWA when it opens - the Inbox. As in all things Microsoft you can change just about everything there is in this program. To change the way the Inbox looks click on the words Two Line View. When you do you will see a drop down menu like the one pictured on the left. You can change

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your view by choosing any one of these options. Try each one to see what it does to your OWA and how it looks. The generally preferred view is either Two Line or Messages, but the choice is yours. Also note, if things appear different the next time you log into Outlook, check the View to make sure it wasn’t changed accidentally. You can also set the number of messages you view on a page. If you change this it also affects the number of contacts and tasks you will see. In the Button Bar on the left of the window, click on Options. Scroll down to Messaging Options.

Notice you have multiple choices here. First, is the number of items to display per page – which is why we got here in the first place. If you click the drop down arrow you will see the choice is from 5 to 100. If you have a dial up connection at home you definitely do not want more than 25 at a time – less would be better though a bit annoying. Next, you can change the option for what happens after you move or delete an item. Probably the safest bet is to leave it the way it is. In this window you can also turn on or off a notification when a new message arrives (this will only work if you have OWA open and running on your computer.) You can also turn on or off a sound when new mail arrives. Lastly, you can include a signature on all outgoing messages. Of course you would have to create that signature first which you can do using Edit Signature. Lastly you can change the font used in OWA. If you make any changes, don’t forget to Save and Close. You can move the pane on the far right or you can close it - the Reading Pane. This is the Show/Hide Reading Pane button – located in about the middle of your toolbar. When you click on it you will get a drop down menu. This menu allows you to move that far right pane a/k/a the Reading Pane – to the Right, Bottom or to turn it off completely. Many people like to keep it open on the bottom of their 5

windows because it allows you to see your mail content without actually opening the email itself. Note that using the Reading Pane at home can cause viruses to self install because the email is ‘automatically opened’. If you close the Reading Pane you will then see a window similar to this:

To sort/order your emails differently you can click on any of the headings. Emails are automatically sorted by the received date. If you want them sorted alphabetically click on From in the light blue bar at the top of the window. If you want them sorted by subject click on Subject, etc. If you want to make one of the fields larger move your mouse pointer to the line between the menu bar titles, hold down your left mouse button and click and drag the line to where you want it. Remember, however, if you make the field larger you may lose some of what you see on the right of the window. This is another place to check if it seems some of your emails have disappeared, re-sort them and see if they are actually there and just not showing.

FILTERING “A view filter is an easy way to see only those items or files stored in OWA folders that meet conditions you specify.” That’s according to Microsoft. However, there are times that a filter is accidentally applied. You open your OWA and all of your emails are gone! Somehow a filter was applied. The filter selectively chooses which items to show, which items you will see. To remove a filter: 1. On the View menu, point to Arrange By, and then click Custom. 2. Click on Filter. 3. Click Clear All.

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Size is the size of that email.

Flags The flags on the far right of the window allow you to mark your emails. Some people use them to keep track of important emails or emails that need to be followed up, etc. Move your mouse pointer to a blank flag next to an email and right click. You will see a drop down menu that looks like this:

You can assign a flag color to whatever importance you would like. For example you may decide any email you put a red flag next to needs immediate attention but one with a purple flag can wait a week. Once you have answered the email you can mark it flag complete or you can just clear the flag.

Envelopes Notice the little envelopes next to each email (on the left of the email.) When you receive an email the envelope will be closed. Once you read the message the envelope will be open. When you reply to an email the envelope will be open with a purple arrow attached and when you forward the arrow will be blue.

Toolbars The Toolbar helps you accomplish many tasks in Outlook and all programs.

The first option on your Toolbar is New. There is a down arrow next to New. If you click the down arrow a drop down list will appear.

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This is the drop down list. This list allows you to start working on a new Message or you can select any of the other options listed such as a new Appointment, etc. We’ll stick with Email for the moment. If you click on the New Message the window opens that allows you type and send your email.

Attachments attachment You must complete the To… box, the rest are optional. CC…sends a copy of your email to another person; Bcc…sends a copy of your email to another person without the recipient knowing you are sending a copy. The Subject: of course is what your email is about. If you want to attach a document/file, clip art, picture, whatever, click on the Attachments: button. When you click on the Attachments button a new window will open which will help you locate the file/photo you want to attach:

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Use the Browse button to open up the following window:

Click the down arrow next to the Look in: box to locate your file. Once you have found your file, click on it once and click the Open button or double click on it. The document/file will then show up in the Attachment window. YOU MUST CLICK ON THE ATTACH BUTTON or the file will not be attached to your email. Once you have attached your document click on the Close button and you will be returned to your email. You can now SpellCheck your email!

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Make sure your cursor is at the beginning of your email and click on the Spelling button. Let’s move backwards. You can Save your email by clicking on the Save button. You can print your email by clicking on the Print button. The next button on your Toolbar allows you to insert a signature – if you’ve created one. you can type a first The next button on your Toolbar is the Check Names button name in the To box and click on the Check Names button. When I typed the name “John” in the To box and clicked on Check Names I got the following:

When I typed John Eager and clicked on the Check Names button the following happened:

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Address Book To access the ADDRESS BOOK click on “To”, “Cc”, or “Bcc”. The Find Names – Web Dialog – Global Address window will open (see next page). When you type a name in the “Display Name” box and hit Enter or Find a list of names will appear. You can double click on the name you want in this window you will see the same window with additional information about that name. You can then type in the name you want or just click the “Add Recipient to” button and choose “To”, “Cc”, or “Bcc”.

The Global Address List is created and updated by the Technology Department. The next two buttons on your Toolbar is the The default Importance Importance buttons level is High (exclamation point) and Low (down arrow) but you can change that by going to the Options button. The Options button also allows you to choose tracking options - receipt or a read receipt for your messages. This option 11

only works with OWA – that means you and the receiver must have OWA. If you send an email to someone with AOL or another type of email you will not get the receipt.

Formatting Toolbar Your new mail window also contains a Formatting Toolbar that allows you to make changes to the formatting of your email. This toolbar works the same as the Formatting Toolbar in Word. Actually, it looks pretty much like it too!

When you receive an email you have the option to Reply, Reply to All, or Forward. Reply of course allows you to reply to the person who sent you the email.

Reply to All would be used if there were people Cc’d on this email and you wanted all of them to be able to read your answer. Forward allows you to send this email, as is, to someone else. You can print this email using the Print button. You can also create a special rule for this email and/or this person by clicking on the Create Rule button.

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This window allows you to name a rule and apply it. Such as, you could say that “When a message arrives from Kristina Flick and it is sent to Mary Craig or check Sent only to me, it will automatically be moved to a specified folder.” If you click on the word specified, a list of your OWA folders appears in a separate window and you can select the folder you want the email moved to, or, copied to. You can have all of Kristina Flick’s emails automatically deleted or forwarded to someone else. To delete a received email just click on it to select it then click on the Delete button on the toolbar. To delete multiple emails, select them, then click the Delete button. There are several ways to select multiple emails. If you want to delete ALL of your emails, place your cursor on an email and hit the CTRL + A keys on your keyboard all emails will be selected. Once they are selected (they’ll be blue) hit the Delete button. Another way to select all of your emails is to place click on the first email so that it is selected (it will be blue), then move to the last email. BEFORE you click on it hold down the Shift key on your keyboard. All emails will be selected (blue) then you can click on the Delete key. If you want to delete some of your emails but not all, click on the first email you want to delete, hold down the CTRL key on your keyboard and click on the next email you want to delete, continue until you have selected all of the emails you want to delete. Then click on the Delete key.

Contacts You can create your own “Address book” in Contacts. When you receive an email from someone you’d like to add to your Contacts list, right click on the person’s name in the email. When you do, you will see the following window:

Click on Add to Contacts to have OWA automatically add this person to your personal Contact list.

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This window will appear, which will allow you to enter the Contact information. The email address will already be entered, and you know it’s correct because it is from the person’s own email. The Contact’s menu screen allows you to add additional information about this contact. When you have finished entering the information remember to click the Save and Close button to retain the information.

You can also manually add contacts. Click on Contacts in the Navigation pane on the left side of your OWA window: A contact menu similar to the one below will appear:

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Click on the New button in the upper left-hand corner. An untitled contact page will appear (just like the one on page 13). Enter all the information you would like to have and click the Save and Close button. A lot of times people forget to click the Save and Close button and then wonder why the new contact isn’t in their list! Unfortunately you cannot use Personal Contact lists to send mail in OWA.

Options Let’s go back to Options and take a closer look. Your first option is the Out of Office Assistant. Did you ever send someone an email and get a reply that this was an automatic response because so and so is on vacation or a business trip? This response is set in the Out of Office Assistant Option. Click on Options. The first option is Out of Office Assistant. You can leave the Office Assistant off by clicking in the circle by I’m currently in the office. To turn the assistant on click in the circle by I’m currently out of the office. You can choose the text you want to appear in your email message. Remember, you must Save and Close in order for this option to work.

We already looked at Messaging Options but not completely. This is where we would tell OWA to automatically include a signature. Ever get those emails where the person’s name, title, address and phone number are included on the 15

bottom? They don’t type that in every time, they have it put in automatically and this is how you do it. You have to select Automatically include my signature on outgoing messages. Click in the square before the sentence and it is selected. Next you need to type in the information you want included in your signature by clicking on the Edit Signature button. You have an open window to type in your signature – as stated earlier you can add your name, title, address --- just your name and school, anything you would like. You can make formatting changes by selecting the text you just typed and changing the font, font size, color, etc. Remember, Save and Close.

Reading Pane Options As you can see you can change the way OWA handles your ‘read’ mail. You can have OWA automatically mark items as read after an amount of time you choose, you can have items marked as read when you move to another selection or you can tell OWA not to automatically mark your items as read. You can move the pane on the far right or you can close it.

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We already looked at the Show/Hide Reading Pane button. When you click on it you will get a drop down menu.

Next is Spelling Options. Along with the ability to manually spell check your email messages you can now have OWA automatically check your spelling (click in the 3rd box down.) Ignoring words in Uppercase can sometimes come in handy, especially if you want to capitalize an entire word. To avoid spell check picking on words with numbers in them you can click Ignore and lastly you can choose a different language for your dictionary.

To the left is a sample of the Folders Pane. The default view is the Inbox View. You can change to other folders by simply clicking on the folder pictured. You can go to your Calendar, Contacts, etc. The number in parenthesis is the number of items in that folder – example, in my Deleted Items there are 141 items. We’ll take a closer look at Calendar and Contacts later in the class. Always remember, when you delete mail from your Inbox it goes to your Deleted Items and needs to be deleted again at some point. You can delete from Deleted Items the same way you delete from your Inbox, one at a time, some, or all, but don’t forget to periodically clean out the Deleted Items folder. Drafts are emails you may have started and not finished, or emails that you finished but never sent. I have to confess I can’t figure out what the emails folder is for. Microsoft explains Notes as: the electronic equivalent of paper sticky notes. Use notes to jot down questions, ideas, reminders, or anything you would write on notepaper. It’s a quick way to save small items or parts of articles you find on the Internet. Of course you could copy it into Word as well, but Outlook can save the item for you too.

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The Journal can automatically record your activities, tracking your actions and the date and time you take them. For example, Journal can track e-mail you send, Office documents you create or modify, and activities you want to remember that might not be stored in a file on your computer, such as phone conversations or handwritten letters you mailed or received. Journal is especially convenient when you want to track all the activities related to a particular contact for, say, billing purposes. You can open a journal entry and review details about the activity, or you can use the journal entry as a shortcut to go directly to the Outlook® item or the file that the journal entry refers to. Here are some of the features you can work with in Journal: Record in Journal Record any activity, even conversations and paper letters. Timeline view Display - when you work on important files and your interaction with specified contacts in chronological order. Find files and Outlook items on a timeline without having to remember where you saved each one. Timer with pause - Keep track of the duration of a phone call or other activity. Pause the clock when you take a break. AutoComplete - Have Outlook fill in the company name for a contact when you type the contact name in a journal entry.

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To use the Junk E-mail folder you need to make some changes. Using the Junk E-mail folder allows you to select who you would like to block from sending you email. We will look at this option in a later class. Outbox stores outgoing emails until you are ready to send them. Pocket Mirror is used for synching Palms or other handhelds. Sent Items keeps track of the emails you have sent. At some point in time you should delete these as well. Just like the Deleted Items folder, the Sent Items folder can really fill up and unless you manually delete the emails stay there forever! Tasks is similar to Journal but allow you to enter Details separately.

Folders While we’re on the subject, have you noticed other people’s emails where they have lots of other folders? Maybe folders named Superintendent, or Tests, or Mary Craig (cause I send such great emails you’ll want to save them?) You can set up your own folders which make it so much easier to find the email you’re looking for. First, highlight Inbox, then click your right mouse button OR click the down arrow next to New in your email. New button

Right mouse click No matter which way you choose, your next step is to select New Folder/Folder. The Create New Folder Screen appears as shown on the right. It’s already set up to be a mail folder (Folder contains) so all you need to do is give the folder a name. Once you name the folder it will appear under the Inbox heading. Notice how the Inbox heading in my window has a + sign. That indicates there are additional folders under that heading. Click on it to see the additional folders (expand the folder.)

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To move emails to your new folder you can just click on the email, hold down your left mouse button, and drag it to the new folder. When you release the left mouse button it will be in the new folder. To move more than one message, select the messages you want to move in the same manner (remember, contiguous messages hold down the Shift key, non-contiguous messages hold down the CTRL key TOGETHER WITH the left mouse key. So, you want to move three emails in a row, go to the first email and select it. Go to the last email and hold down the Shift key BEFORE you press the left mouse button. After you press the Shift key press the left mouse button. Once all the emails are highlighted you can let go of the Shift key but keep holding the mouse button. Your mouse button will change to look like a circle with a line through it as seen on the right. You can then move the email. Remember to keep holding the left mouse button down.

Below your Folders is the Button Bar – that’s the one that contains the Options Menu item. Just as with other toolbars you can leave the Button Bar visible or you can hide it. To hide the Button Bar click on the white down arrowhead on the very top of the bar. The button bar is another way to navigate in Outlook. As you can see you can open your Inbox, Calendar, Contacts, etc. all from the button bar – redundant? Yes as most Microsoft is.

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Calendar Of course you can access the calendar from the button bar or from the folders pane. When you open the calendar the default usually looks something like this:

This is the daily view. These icons allow you to change from the daily view, to the weekly view or the monthly view. To add a new item to your calendar click on the New button. The window that opens is similar to a new mail:

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One of the really nice features is the ability to set a recurring appointment. If you have a Math Department meeting every Tuesday at 4:00 you can set it just once. Click on the New button. Make sure the start date is correct. Notice the end date? That is not for recurring but could be used for a two day conference or a week’s vacation. Click on the Recurrence button. The next window that opens will allow you to set the pattern for your recurring ‘appointment.’

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As you can see you can set the Start and End time, whether the appointment is daily, weekly, monthly, yearly, how it recurs – whether it is every week, every 2, every 3, etc. You can pick the day it recurs. You can set an end date, or not, as you chose. If you decide later on you need to change or remove it you can just click on the Remove Recurrence button.

You can set reminders, or shut off reminders, by clicking on the reminder icon. However, you must have the program up and running for the reminder to work. You can also search your calendar to find appointments you have made if you cannot remember the exact date. If you click on the search icon which will open a window similar to this:

The more boxes you check for your search the better your chances of finding what you’re looking for. I would check Search Subfolders and Also search message body. I did a search for hair in Look in the Subject for these word(s) and came up with the following:

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This is not the definitive manual on Outlook Web Access but will hopefully help you understand some of its features. As always, if you have any questions please feel free to contact anyone in the Computer Technology Department. Additional Notes •

Whenever you send an email a copy is kept in your sent folder



Reply or Reply All to a message copies the email address(es) of the sender(s) into your reply. When you Forward an email you must type in the email of the person you wish to forward to.



Your personal Contact List can contain email addresses of persons outside of Rondout.



You can only use your personal Contact List to email if you are using the Outlook program, here at Rondout OWA does not give you that option.



You can download Office tutorials at http://www.officetutorials.com/ - there are tutorials written at a 3rd and 4th grade level as well as college tutorials.



Additional tutorials in PDF format can be found at http://www.pdftop.com/ebook/outlook+tutorial/

R:\outlook\Outlook Web Access.doc

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