OWA Quick Guide

Version 6.1

1 Author: IHS-IT February, 2016

OWA QUICK GUIDE

Table of Contents 1.

WHERE TO START........................................................................................................................... 3

2.

START PAGE ................................................................................................................................... 3

3.

FRONTPAGE.................................................................................................................................... 5

4.

NAVIGATION PANE ......................................................................................................................... 6 Mail...................................................................................................................................................... 6 Calendar ............................................................................................................................................. 6 Tasks ................................................................................................................................................... 6 Contacts .............................................................................................................................................. 6

5.

EMAIL .............................................................................................................................................. 6 Create a new e-mail message ............................................................................................................ 6 Forward or reply to an e-mail message ............................................................................................. 7 Add an attachment to an e-mail message ........................................................................................ 7 Open or save an e-mail message attachment................................................................................... 8 Signature ............................................................................................................................................ 8

6.

CALENDAR ...................................................................................................................................... 9 Create a calendar appointment ........................................................................................................ 9 Create a new calendar ....................................................................................................................... 9 Add an existing calendar .................................................................................................................. 10 Calendar Views ................................................................................................................................. 12

7.

CONTACTS .................................................................................................................................... 13 Create a contact ............................................................................................................................... 13

8.

TASKS ........................................................................................................................................... 13 Create a task ..................................................................................................................................... 13

9.

PRINTING ...................................................................................................................................... 13 Printing an incoming or outgoing e-mail ........................................................................................ 13 Printing from the calendar............................................................................................................... 15 Day ................................................................................................................................................ 16 Week ............................................................................................................................................. 16 Month ........................................................................................................................................... 17

10.

APPOINTMENTS ........................................................................................................................ 17

11.

DELEGATE ACCESS / PERMISSIONS ......................................................................................... 19

On your Calendar ............................................................................................................................. 19 Change Sharing Permissions ........................................................................................................... 21 12.

MORE OPTIONS......................................................................................................................... 23

Set Automatic Replies ...................................................................................................................... 24 Change Your Password .................................................................................................................... 25 2 Author: IHS-IT July, 2015

OWA QUICK GUIDE Create an Inbox Rule ........................................................................................................................ 25 12.3.1. Example “SPAM Rule” ...................................................................................................... 26 12.3.2. Rule “Forwarding incoming messages to another IHS account” ................................... 26 See all options .................................................................................................................................. 27

1.

WHERE TO START

Open your Web-browser (Internet Explorer, Mozilla Firefox or something else) and go to the following website:

http://owa.ihs.ac.at 2.

START PAGE

Entering the Webmail-Address of IHS-OWA will bring you to the site you see above. Now you have to enter your IHS username and your password. You have two options available (for security mode): -

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This is a public or shared computer Select this option if you use Outlook Web App on a public computer. Be sure to sign out when you´ve finished and close all windows to end your session. This is a private computer 3

Author: IHS-IT July, 2015

OWA QUICK GUIDE Select this option if you´re the only person who uses this computer. Your server will allow a longer period of inactivity before signing you out.

This screen will only be shown at first login to Outlook Web Access.

4 Author: IHS-IT July, 2015

OWA QUICK GUIDE

3. FRONTPAGE 1 … Navigation Pane, 2 … Messages, 3 … Reading Pane. 4 … Logout, 5 … opening another Mailbox, 6 … Actions

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4.

NAVIGATION PANE

Mail Mail contains mail-related folders like your Inbox, Sent Items, and Search Folders. Use the Favorites section at the top of the pane for easy access to frequently used folders.

Calendar View and schedule appointments, events, and meetings. View shared calendars and compare calendars by viewing them side-by-side.

Tasks Organize To-Do-lists, track task progress, and deleting tasks. Notes are not available in the OWA.

Contacts Store addresses, phone numbers and email-addresses.

5.

EMAIL

Create a new e-mail message

If you want to send an e-mail you have to click on the Button “NEW” in the “Message-Pane”. Then click on “MESSAGE” to write new e-mail message, like in the picture above).

6 Author: IHS-IT February, 2016

OWA QUICK GUIDE

Forward or reply to an e-mail message Reply, Reply All and Forward are three buttons in the “Action Pane”.

To remove a name from the To and Cc lines, click the name and then press DELETE. To add a recipient, click in the To, Cc or Bcc box and enter the recipient.

Add an attachment to an e-mail message Files can be attached to an e-mail message. Step 1: Create a new message (or for an existing message click Reply, Reply all or Forward) Step 2: click in the message window on Attach File. 7 Author: IHS-IT July, 2015

OWA QUICK GUIDE

Open or save an e-mail message attachment If you want to open or save an e-mail message attachment only click once on the attachment and the following window will occure.

Now you have to select “Open with“ or “Save File”. You can also open your attachments in your Web-browser.

Signature For creating your signature go to “Options” on the Main Site and click „See All Options …“. Change onto the “Settings” Tab.

8 Author: IHS-IT July, 2015

OWA QUICK GUIDE Either you write a text for your signature or Copy & Paste it from MS Outlook.

6.

CALENDAR

Create a calendar appointment Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources. For creating an appointment go in your Calendar (you have to select your calendar in the navigation pane), click the New tab, and click New Appointment.

Create a new calendar

9 Author: IHS-IT July, 2015

OWA QUICK GUIDE

Add an existing calendar If you want to add an existing user calendar you have to go to Calendar on the Navigation Pane. Then click on “Share”.

And now press “Add Calendar … “. Now there are two ways for adding a calendar:

Way 1: You know how to write the name of the user, then fill in his name and press OK. Way 2: If you do not really know how to spell the name, press “Name …”. The next window will show you all users on IHS. 10 Author: IHS-IT July, 2015

OWA QUICK GUIDE

Select the person (Double-Click the name), or mark it like in the picture above and press “Select”.

By clicking “OK”, the calendar will appear in the Navigation Pane. To open the calendar you have added, mark the calendar with the person´s name. 11 Author: IHS-IT July, 2015

OWA QUICK GUIDE

Calendar Views There are four different views: day view, work week view, week views and month view.

You cannot view more than 5 calendars simultaneously!

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OWA QUICK GUIDE

7.

CONTACTS

Create a contact Contacts can be as simple as a name and e-mail address, or include additional detailed information such as street address, multiple phone numbers, a picture, birthdays, and any other information that relates to the contact. For creating a new contact go on Contacts (you have to select your contacts in the navigation pane) on the New tab, and click New Contact.

8.

TASKS

Create a task Many people keep a list of things to do – on paper, in a spreadsheet, or with a combination of paper and electronic methods. In Outlook Web App (also in Outlook 2010) you can combine various lists into one, get reminders and track task progress.

For creating a task go on Task on the navigation pane, select the New tab and click New Task.

9.

PRINTING

Printing an incoming or outgoing e-mail 13 Author: IHS-IT July, 2015

OWA QUICK GUIDE If you want to print an incoming or outgoing e-mail you have to Double-Click the message.

If you have double-clicked the item a new window will open.

Now you can see the icon for printing this e-mail message. Press once and you will see the printing screen.

There is also another way for printing an item. Select the e-mail message and press CTRL + P, and now the printing screen will show up.

14 Author: IHS-IT July, 2015

OWA QUICK GUIDE

Printing from the calendar Printing from the calendar is easier than printing e-mail messages. For printing your calendar in OWA you only have to click the symbol for printing (marked red).

After you’ve pressed the printing symbol you now have the choice of three different types for calendar printing.

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OWA QUICK GUIDE

Day

Week

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OWA QUICK GUIDE

Month

10. APPOINTMENTS

For creating an appointment you have to navigate into your calendar in the Navigation Pane. Then you have to select the NEW button, from the Drop-Down list you can click on the “Appointment” option.

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OWA QUICK GUIDE

In the “Appointment” window, enter the Subject and the Location of the appointment and specify the Date and Time when it is going to be held. If you want to invite somebody you have to click the “invite attendees” icon to send appointment invitations to different people.

Enter the email addresses of the people in the “To” field to whom you have to send the appointment invitation. Once you have finished specifying all the destinations, click on “send”.

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OWA QUICK GUIDE

11. DELEGATE ACCESS / PERMISSIONS On your Calendar For delegation access or sharing your calendar with someone first you have to click on Calendar in the Navigation Pane. Now all your calendars will show up. To share your calendar right-click on your calendar and then click on “Share” in the drop-down menu.

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OWA QUICK GUIDE

Now you can “Share this Calendar …” with someone.

In the next step you have to send a “Sharing Invitation” of your calendar to the person you wanted to share your calendar with. Therefore you have to put his/her e-mail address into the “To” field.

20 Author: IHS-IT July, 2015

OWA QUICK GUIDE

There are three types of permissions you can set: -

Free / busy information Free / busy information including subject and location All information

Change Sharing Permissions Once you have shared your calendar to someone you can change the permissions you have set. For changing, go to Calendar on the Navigation Pane, right-click on your calendar and click on “Share” and “Change Sharing Permissions”.

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OWA QUICK GUIDE

The following window will open. When you double-click onto the person or group you want to change a new window will open.

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OWA QUICK GUIDE

In this window you can change the permission of the person or group. If you have taken your choice press “Save”.

12. MORE OPTIONS

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OWA QUICK GUIDE

Set Automatic Replies The Out of Office Assistant lets you automatically generate replies to incoming messages when you aren´t in the office.

In the Automatic Replies dialog box click “Send Automatic Replies”. Choose “Send replies only during this time period” and then use the “Start Time” drop-down list to specify the starting date and time when you will be out of office. Use the “End Time” drop-down list to specify the date and time that you will return to the office. Now you have two choices for the Auto-Reply: “Inside My Organization” is the first field. There you can write a message for the people inside your organization. The Auto-Reply will only be sent once to each sender. If you check “Send automatic reply message to senders outside my organization” tab, and then specify the message that you want sent to people outside your organization. When you are satisfied with the message(s), click OK.

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OWA QUICK GUIDE

Change Your Password In OWA it is possible to change your password.

Create an Inbox Rule

25 Author: IHS-IT July, 2015

OWA QUICK GUIDE

12.3.1. Example “SPAM Rule” For Example the Inbox Rule “SPAM”:

12.3.2. Rule “Forwarding incoming messages to another IHS account” In this example all incoming messages, where “My name is in the To or Cc box” are forwarded to Karl Zolles.

26 Author: IHS-IT July, 2015

OWA QUICK GUIDE

See all options In OWA it is possible to change your “Account Information”. To navigate to this option click onto “Options” “See All Options …”. A new window will open, where you can change the following information (about your person): -

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General o First Name o Initial o Last Name o Display Name (required field) Contact Location o Street o City o State / Province o ZIP / Postal Code o Country / Region o Office Contact Numbers o Work phone o Fax o Home phone o Mobile phone

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OWA QUICK GUIDE

ANY OTHER QUESTIONS? send an E-Mail to

[email protected]

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