Welcome to Outlook Web Access With Microsoft Outlook Web Access you can use a Web browser to work with data stored on a remote Microsoft Exchange Server computer. The browser can run on any UNIX, Macintosh, or Microsoft Windows-based computer, and can provide Webbased access to public folders and your organization's address book. You can also access your personal mailbox to read e-mail, send messages, organize contacts, and schedule appointments. Click a topic to the left to see Help for that area. Scroll down for information on configuring the language settings of your Internet Explorer browser, and for information about common error messages your browser may display while you work with Outlook Web Access. In Exchange 2000, Outlook Web Access can send voice and video messages as well. For more information, see About Exchange Multimedia Messaging. Note For information about accessing Outlook Web Access over your intranet or the Internet, see the Microsoft Exchange 2000 Server online documentation, or contact an administrator. Tip Click Help on the toolbar for information about any Outlook Web Access feature. This will display Help specific to the window in which you are working. If you are working in a small browser window, it may be necessary to scroll to the right to see the Help link.

Log Off When you finish using Outlook Web Access, be sure to click the Log Off icon in the Outlook Bar. Clicking Log Off is the most reliable way to prevent someone else from using this computer to access your mailbox. Click Log Off after every Outlook Web Access session before you close the browser window or go to another Web site.

Languages Upon installation, Exchange 2000 supports multiple languages. To change the default language of your Microsoft Internet Explorer 5 Web browser: 1. In Internet Explorer, under the Tools menu, select Internet Options, and then click Languages. 2. If you want to add a language to the list of available languages, in Language Preference, click Add. If you are unsure about support for your language, contact an administrator about extended language support. 3. To move a language to the top of the list, select the language, and then click Move Up.

About Exchange Folders For a summary of your private Exchange mailbox folders, at the top of the Outlook Bar, click the Folders tab. These private Exchange mailbox folders include Calendar, Contacts, Deleted Items, Drafts, Inbox, Journal, Notes, Outbox, Sent Items, and Tasks. The Public Folders node is beneath your private folders. Click the plus sign (+) beside Public Folders to see all of the public folders available in your organization.

Each item in the folder list links to that folder or to a particular Outlook Web Access function. Clicking Calendar, for example, will call up the Outlook Web Access Calendar, with all appointments and meetings contained within, while clicking the Sent Items folder will access all the messages you have sent.

Working with Your Private Folders Your Exchange mailbox contains folders with specific functions for handling your email messages. These folders include Deleted Items, Drafts, Inbox, Outbox, and Sent Items. You can create additional folders to organize messages into different categories, like "Urgent" or "Personal," or you can organize messages by a particular project. Outlook Web Access allows you to delete folders, and to move and copy existing folders to suit your needs. To display the contents of a folder, click the folder. All the items in that folder are listed in the main Outlook Web Access display area.

Default E-mail Folders Outlook Web Access provides the following default e-mail folders: Deleted Items This folder stores messages that you delete. You can view deleted messages in the Deleted Items folder. After you delete a message from this folder, it is permanently removed from your mailbox. Drafts

This folder stores messages you decide to save. You can save messages that you want to finish or send at a later time.

Inbox

This folder stores newly received e-mail. New e-mail messages are displayed in bold type.

Outbox

This folder stores e-mail until it is sent.

Sent Items

This folder stores a copy of each message that is sent.

Personal Folders In addition to your default e-mail folders, the following folders are provided for your personal use. Through Outlook Web Access, you will be able to view these items only.

Journal

Through Outlook Web Access, you can view your Outlook Journal items.

Notes

This folder accesses your Outlook Notes.

Tasks

This folder provides access to your Outlook Tasks.

Creating and Deleting Folders By default, messages sent to you are stored in your Inbox. However, you can organize your messages into a hierarchical folder system and continue to adjust it as your needs change. For example, you can create a folder called "My Team," with subfolders for each person on your team. When someone leaves your team, you can delete that person's folder. If someone moves to another team, you can move the folder to that team's folder. The folders you create can reside at the same level as your default folders (Inbox, Sent Items, and so on), or you can build a personal folder hierarchy by creating subfolders within any existing e-mail folder. For example, you can create subfolders within a folder such as your Inbox, or within a folder that you created. Tip You can also rename a folder. Right-click the folder in the Outlook Bar, and then click Rename.

Creating a Folder To create a new folder: 1. To display your private and public folders, on the Outlook Bar, click the Folders tab. 2. Right-click any folder in the Outlook Bar, and then click New Folder. Tips Although not required, you should use the folder that will contain your new folder. If you want to make a new subfolder for a parent folder, rightclick the parent folder. To create a new folder from anywhere in Outlook Web Access by selecting Folder from the New menu on the main toolbar. 3. In Create New Folder, type in a name for the new folder. 4. In the Folder contains list, select the type of items the new folder will contain. Your selection will determine which form (Contact, Calendar, mail message, and so on) Outlook Web Access will use to display this folder. 5. In the list of folders, select where you want the new folder to reside. If the new folder is to be a subfolder of Inbox, for example, click Inbox. If the new folder is to be at the top level of the folder hierarchy, click the first listing (your user name). 6. Click OK. To cancel the operation, click Cancel.

Deleting a Folder To delete a folder: 1. To display your private and public folders, on the Outlook Bar, click the Folders tab. 2. Right-click the folder you want to delete, and then click Delete. 3. A pop-up message will ask if you want to delete the current folder. Click OK. Note When you delete a folder, it is moved to the Deleted Items folder. The folder is not permanently removed until it is deleted from Deleted Items.

Moving and Copying Folders Outlook Web Access allows you to move and copy folders between other folders. This feature helps you create and organize your folder hierarchies. Note You cannot move or copy items between public folders and your private Exchange folders. For example, you cannot move or copy a public folder into your Inbox or Calendar. Also, if your public folders are spread out over several servers in your organization, it may not be possible to move or copy items between those folders. To move or copy a folder: 1. To display your private and public folders, on the Outlook Bar, click the Folders tab. 2. On the Outlook Bar, right-click the folder you want to move or copy, and then click Move or Copy. 3. In Move/Copy Item, click the destination folder, and then click OK. Tip You can also move or copy folders by dragging and dropping them with your mouse. To move a folder, click it with your mouse, drag it to the destination folder on the Outlook Bar, and then release your mouse button. To copy a folder, press the CTRL key, and then click the folder with your mouse. While you press CTRL, drag the folder to the destination folder on the Outlook Bar. It is also possible to move or copy an existing folder to a newly created folder. To move or copy a folder to a new folder: 1. In the Outlook Bar, right-click the folder you want to move or copy, and then click Move or Copy. 2. In Move/Copy Item, click New. 3. In Create New Folder, type a name for your new destination folder. 4. In the Folder contains list, select the appropriate item for your new folder, and then click OK. 5. In Move/Copy Items, select the new folder, and then click OK.

Searching Exchange Folders Click Search on the Outlook Web Access toolbar to open the Search window, which allows you to find messages, appointments, and other items in your mailbox. In addition to your private mail folders, you can search your organization's public folders. Searches can be based on one or more message characteristics, including the people who sent or received a message, specific text in the subject line or body of a message, or other characteristics. You can choose to search just the current folder, or any subfolders within the folder as well. Note To search a folder, you must open the Search window from that folder, or from a parent folder of that folder. For example, clicking Search from your Inbox allows you to search Inbox and any subfolders you have created within Inbox. The Search window will displays the message "You are searching this folder: [name of folder]" to indicate the folders Outlook Web Access will search when you click Find Now. To search your Exchange folders for a message: 1. In the Search window, select the Search Subfolders check box if you want Outlook Web Access to also look in the subfolders of the current folder. Otherwise, leave the check box blank. Note This option is only available when searching your private mailbox folders. 2. To search based on text contained in the Subject line of a message, in Look in the Subject for these word(s), type the text for which you want to search. You can search for phrases (a group of words in quotation marks), individual words (no quotation marks), or both. Entering the phrase "status meeting" (with quotation marks) means both words must appear exactly as typed to meet the search criteria; whereas entering the words without quotation marks means both words must be present, but it doesn't matter whether or not they are next to each other. Separate phrases and words with a space. Notes To also search the bodies of messages for the text you enter, select Also search message body. Because this option causees Outlook Web Access to search every word of every message in the folder, the search process is lengthened. When searching for text, Outlook Web Access discards articles and other "noise words" such as "with," "the," and "between." 3. In From, type in the sender's name. 4. In Sent To, type in the name of anyone who was on the To or Cc lines of the message for which you are searching. Separate multiple names with a semicolon (;), space, or comma (,). Tip Always enclose full names in quotation marks ("Kim Yoshida" "Adam Barr"). Otherwise, first and last names could be matched with other people in your organization. In the above example, all other Adams in the company are excluded, as is someone named Kim Barr.

Important You do not have to enter information for all three fields (Look in the Subject for these word(s), From, and To), but you must enter information for at least one of them. 5. After you enter all the search criteria you want, click Find Now to begin the search. You cannot stop or interrupt the search until it is finished. 6. Outlook Web Access returns all items in the folder that match your search criteria. If more than one item is returned, click a column heading to sort the results by that category. To view an item, double-click to open it.

How Search Works When more than one search criteria is entered, Outlook Web Access looks for items that contain all specified criteria. Therefore, if you enter the name "Kim Yoshida" in the From text box and type "status meeting" in the Look in the Subject for these word(s) text box, Outlook Web Access searches the current folder for all messages that were sent by Kim Yoshida AND contain "status meeting" in the subject line. Note When you enter a name in the To text box, Outlook Web Access also checks the Cc line of messages for that name. Entering "meetings" in the Look in the Subject for these word(s) field and "Adam Barr" in the Sent To field would return all items in that folder where: Subject contains "meetings" AND (To contains "Adam Barr" OR Cc contains "Adam Barr"). When you select the Also search message body check box, the text can match the subject line of a message OR the body of a message. For example, if "meetings" was the entered text and Also search message body was selected, Outlook Web Access would look for items where Subject contains "meetings" OR the message body contains "meetings".

Using the Outlook Bar The Outlook Bar, located to the left of the main folder viewer, offers a number of shortcuts to your personal folders, as well as a list of your private and public folders. The two views available in the Outlook Bar are Shortcuts and Folders. Click the buttons at the top of the Outlook Bar to switch between the two views.

Shortcuts By default, Outlook Web Access displays the Shortcuts view of the Outlook Bar. Clicking these shortcut icons opens your Inbox, Calendar, and Contacts folders. Options links you to functions for setting numerous user options, including calendar reminders and multimedia messaging. The Log Off icon allows you to safely quit your Outlook Web Access session so no one else can use the same computer to view your mailbox. Microsoft recommends clicking Log Off before you close your Outlook Web Access browser window or navigate to another Web site.

Folders The Folders view displays your personal folders and your organization's public folders. Folders are displayed in a hierarchy so you can expand folders to view subfolders, or collapse folders to view only the top-level folders. A plus sign (+) beside a folder indicates that there are sub-folders nested within the parent folder. To view the next level in the folder hierarchy, click the plus sign. When you click any folder in the Outlook Bar, its contents are displayed in the Outlook Web Access viewing panel.

Using Toolbars There are a number of toolbars in Outlook Web Access to help you perform various tasks. Your Inbox, Calendar, Contacts, and Public Folders have their own toolbars, with buttons specific to their function. There are several buttons, however, that are for more general administrative functions and are available in more than one location. They are described in the following chart. Help

New Check for New Messages Search

Move/Copy

Delete

Empty Deleted Items Folder

Show/Hide Preview Pane Address Book View

Click this link for help specific to the window in which you are working. This drop-down menu is available at all times. The option displayed on the button varies, depending on the window you are working in, as does the list of options that displays when you click the arrow to the right of the button. Use the Folder option to create a new folder.

Click this button to check for any new messages. This button also refreshes your browser window. This button opens Search, which allows you to search your private 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. This button opens Move/Copy, which 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. Select an item in the main Outlook Web Access window, such as a contact, appointment, or message, and then click this button. The item will be moved to the Deleted Items folder. Hold down the SHIFT key when you click this button to bypass the Deleted Items folder and permanently delete the selected items. This button permanently deletes any item you have placed 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. Click this button to open the Preview Pane, which allows you to view a portion of your messages without opening them. Click this button to open Find Names, which allows you to search your organization's address list. Use this list to choose how items are displayed on the screen. It allows you to sort e-mail messages and contacts by certain

characteristics. Note To format your e-mail messages with different fonts and colors, use the Formatting Toolbar.

Using the Folder Bar The Outlook Web Access Folder Bar displays your current location in the folder hierarchy. It appears below the main toolbar and above the work area.

Besides the current folder, the Folder Bar also displays the names of all folders above it in the hierarchy. The folders are listed left to right, starting with the top-level folder and continuing down as many levels as necessary to the current folder, which is always listed last. The resulting format is Folder: SubFolder: Sub-SubFolder. If you work in a top-level folder, its name appears alone in the Folder Bar. Tip The folder names are also links. Click the name of any folder in the Folder Bar to go to that folder.

Scrolling to Pages Often a folder will contain more items than can be displayed in a single Outlook Web Access window. To scroll through the contents of a folder, click the Previous Page and Next Page buttons. You can also click First Page and Last Page to jump to the beginning or end of folder contents. To go directly to a specific page, in the Page box, type in a page number, and then press ENTER.

Recovering Deleted Items After you delete an item from your Deleted Items folder, it is permanently deleted. However, if you change your mind about deleting an item, clicking Recover Deleted Items on the toolbar will give you the option to restore that item. Important Items are only recoverable for a limited time. The amount of time you have to recover an item is configured on the computer running Exchange Server. For more information, contact a system administrator in your organization. To recover deleted items: 1. Click the Options icon on the Outlook Bar. Under Recover Deleted Items, click View Items. The Recover Deleted Items window will open. Note Another way to open this window is to go to your Deleted Items folder, and then click Recover Deleted Items on the toolbar. 2. In the Recover Deleted Items window, select the item you want to recover. Hold down the CTRL or Shift keys to select multiple items. Note If the item you want to recover isn't there, it's likely that the recovery time has expired for that item. Contact a system administrator. 3. Click Recover to return the selected items to your Deleted Items folder, or click Permanently Delete to permanently destroy the items.

About the Inbox Messages are delivered to your mailbox on a computer running Microsoft Exchange Server, where they are stored in your Inbox by default. Outlook Web Access allows you to read and send e-mail messages through a Web browser. To open your Inbox: •

If you have Shortcuts displayed on the Outlook Bar, click the Inbox icon.

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If you have Folders displayed on the Outlook Bar, click Inbox.

The number of new messages in your Inbox appears in parentheses beside Inbox. The Inbox displays new messages in bold. Once read, the messages revert to normal type.

Reading Messages When you open an e-mail message in Outlook Web Access, it is displayed in the Read Message form. The following basic information is displayed in the Read Message form heading:

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From

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To

Indicates the name (or e-mail address) of the primary recipients.

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Cc

Indicates the name (or e-mail address) of the carbon copy (cc) recipients.

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Subject Briefly describes the subject of the message.

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Sent

Indicates the name (or e-mail address) of the sender or organization.

Indicates the date and time the message was sent.

Opening Messages To open an e-mail message: 1. Locate the message you want to read in the public or private Exchange folder. Note New e-mail messages always arrive in the Inbox and are displayed in bold.

2. Double-click the message to open it, or select the message, and then press ENTER.

Deleting Messages You can delete an individual message from your e-mail folders, or you can delete several messages at a time. •

To delete an open message, on the Read Message form toolbar, click Delete.

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To delete a message or multiple messages from a folder in the main Outlook Web Access window, first select the messages. To select consecutive messages, click the first and last messages in the series while holding down the SHIFT key. To select non-consecutive messages, hold down the CTRL

key as you click each message you want to delete. With the messages selected, on the main Outlook Web Access toolbar, click Delete. Note All deleted messages are sent to the Deleted Items folder. They are not permanently removed until they are deleted from the Deleted Items folder.

Moving and Copying Messages The Move/Copy command reorganizes posted messages and e-mail messages in your mailbox. You can move or copy a message to an existing folder or to a new folder. Tip You can also drag and drop messages between your private e-mail folders. To move or copy a message to an existing folder: 1. Open the message you want to move or copy. 2. On the toolbar of the Read Message form or Read Post form, click the Move/Copy button. 3. In Move/Copy Item, select a destination folder. 4. Click Okay, or to cancel the operation, click Cancel. Tip You can also move or copy a message without opening it. Open the folder that contains the message and select it from the list of messages. Then click the Move/Copy button on the main Outlook Web Access toolbar. Follow the same procedure as above. To move or copy a message to a new folder: 1. Open the message you want to move or copy. 2. On the toolbar of the Read Message form or Read Post form, click the Move/Copy button. 3. In Move/Copy Item, click New. 4. In Create New Folder, type a name for your destination folder. 5. In the Folder Contains drop-down list, select the appropriate item for your new folder, and then click OK. 6. In Move/Copy Items, select the new folder, and then click OK. To cancel the operation, click Cancel.

Replying to or Forwarding a Message To respond to a message you have read, in the Read Message form toolbar, click the Reply, Reply to all, or Forward buttons.

When you click Reply, the To text box is preaddressed to the sender of the original message. When you click Reply to all, the To and Cc text boxes are preaddressed to the sender as well as every other recipient of the original message. When you click Forward, you have to fill in all address fields, just as when you address a new message. The text of the original message is copied in the message body. You can type your response within or above the sender's original message.

Addressing a Reply When you click the Reply or Reply to all button, the New Message form will open with the relevant name(s) automatically filled into the To and Cc text boxes. When you forward a message, you fill in these names yourself. To address a reply: 1. To add an address, in the To or Cc text boxes, type the person's name, or click the To or Cc buttons to open Find Names. Find Names opens, which allows you to search through your organization's global address list for a particular recipient. After you locate a person in Find Names, you can add his or her name directly to your e-mail message. 2. To add blind carbon copy recipients, in the Bcc text box, type their names, or click Bcc to open Find Names. Note Bcc recipients receive a copy of the message, but their names do not appear in the list of recipients. Each Bcc recipient cannot see the names of other Bcc recipients. If the Bcc text box is not present and you want to add Bcc names, click the Options button, and then select Show Bcc. By default, Outlook Web Access messages do not include the Bcc text box. 3. In the Subject text box, type a brief subject line. When replying to or forwarding a message, the Subject text box is already filled in. RE will precede the subject of a message you are replying to. FW will precede the subject of a message that you are forwarding. You can leave this subject, or you can delete it and type in a new subject of your own. 4. Type your message in the message body. You can compose a response to the message above or within the text of the sender's original message.

Creating New Messages Messages are created in the New Message form. This is the same form Outlook Web Access provides for replying to and forwarding messages. When replying to messages, the heading information (To, From, and Subject) is already filled out for you. To open the New Message form, from the Inbox, on the toolbar, click New. Note If you have downloaded the necessary components from an Exchange server, you can add audio and video content to your e-mail messages. For information on using audio and video with Outlook Web Access, see About Exchange Multimedia Messaging.

Addressing and Composing a New Message To address and compose your e-mail messages: 1. In the To and Cc text boxes, type the names of the recipients. Separate multiple names with semicolons (;). Tip When adding an address, you can also click the To or Cc buttons. Clicking these buttons will open Find Names, which allows you to search your organization's global address list for a particular recipient. After you locate a person through Find Names, his or her name can be added directly to your e-mail message. 2. To add blind carbon copy recipients, in the Bcc text box, type their names, or click Bcc to open Find Names. Bcc recipients receive a copy of the message, but their names do not appear in the list of recipients. Each Bcc recipient cannot see the names of other Bcc recipients. If no Bcc box is present and you want to add Bcc names, click Options, and then select Show Bcc. By default, Outlook Web Access messages do not include the Bcc field. 3. In the Subject text box, type a brief subject line. 4. Type your message in the message body. Tip Use the Formatting Toolbar to format your text with different sizes, fonts, and colors.

Checking Names Outlook Web Access can match partial names typed in recipient boxes to their corresponding e-mail aliases, but only if the partial name is unique. For example, if the address list contains the aliases "john" and "johnny," and you type "john," the name "john" is not completely matched. This is because both "john" and "johnny" can be matched to "john." If you attempt to send a message to one or more recipients who cannot be matched to an e-mail alias, Check Names will appear. For each unresolved name, you can either delete the name from the list of recipients (the person will not receive your message) or select a similar name that Outlook Web Access has found in the Address Book. •

To delete the unresolved name, select Delete this recipient from the list, and then click OK.

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To specify the recipient, under Change to, select one of the names, and then click OK

Tip To verify recipient names, on the toolbar, click the Check Names button. A maximum of 100 names is returned for you to select from. If you don't see the intended recipient, refine the name you originally typed.

Formatting Messages Use the Formatting toolbar to format your e-mail messages. With the following commands, you can change the appearance of text and the layout of your message. Use this drop-down list to select a style for all or parts of your message. The default is Normal. Click on this icon or use this drop-down list to select a font for your text. Use this drop-down list to select a different font size for some or all of your message. Use this button to select a different text color for some or all of your message. Use these buttons to bold, italic, or underline words in your message. Use these buttons to align your text. Use this button to create a bulleted list. Use this button to create a numbered list. Use these buttons to increase or decrease the indent of your text.

Setting Message Importance Outlook Web Access allows you to set a message importance of high or low to any message you send or post, including new messages, replies, and forwards. Messages not designated as high or low have a normal importance. To set the importance level, in the message or posting screen, on the toolbar, click Importance: High (the exclamation point) or Importance: Low (the arrow pointing down). Message importance can also be set in Message Options. See Setting Message Options.

Setting Message Options By clicking Options in the Message toolbar, you can add a number of Outlook Web Access features to messages. The following features can be added to new messages, replies, and forwards.

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Importance. To set message importance, in the drop-down list, select Low, Normal, or High. The default setting is Normal.

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Sensitivity. To set message sensitivity, in the drop-down list, select Normal, Personal, Private, or Confidential. The default setting is Normal.

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Cc. To enable or disable the Cc field, select or click to clear the Show Cc check box. The default setting is to show the Cc field.

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Bcc. To enable or disable the Bcc field, select or click to clear the Show Bcc check box. The default setting is to hide the Bcc field. Bcc recipients receive a copy of the message, but their names do not appear in the list of recipients. Bcc recipients cannot see the names of other Bcc recipients.

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Message Receipts. To request a delivery receipt, select the Tell me when this message has been delivered check box. To request a read receipt, select the Tell me when this message has been read check box. For more information, see Requesting Message Receipts.

Saving Messages You can save a message you want to complete at a later time. You can save new messages as well as your replies and forwards of other messages. By default, saved messages are stored in your Drafts folder. To save a message, on the toolbar, click Save. To recall a saved message, in the Drafts folder, double-click the message.

Sending Messages After you compose your new message, reply, or forward, on the message toolbar, click Send. When the message is sent, the message window closes and you are returned to the folder in which you were working.

Using Message Receipts Outlook Web Access provides two ways to confirm the receipt of a message you have sent. This confirmation can be done with new messages, or when replying to or forwarding another person's message. When you request a message receipt, you are told when your message was delivered and when it was read by the recipient.

Requesting Message Receipts When you request a message receipt, notification is delivered to your Inbox indicating that a message you sent was successfully delivered. In addition, you can also request to be notified when the message is actually opened and read by the recipient. To request message receipts from Outlook Web Access: 1. When you compose your message, on the toolbar, click Options. 2. To be notified when your message is opened by the recipient, select the Tell me when this message has been read check box. 3. To be notified when your message is delivered, select the Tell me when this message has been delivered check box.

Note You can select one or both of these check boxes. 4. When you send a message that contains a receipt request, you will receive one or both of the following in your Inbox, depending on your selection: o

Delivered: , where is the subject of the message you sent. To see the date and time the recipient received the message, double-click the receipt.

o

Read: , where is the subject of the message you sent. To see the date and time the recipient opened the message, double-click the receipt.

Working with Message Receipts Use the toolbar to perform the same actions on message receipts that you can on messages, such as moving, copying, or deleting them. Some examples are: •

To move or copy a message receipt to a different folder, on the toolbar, click the Move/Copy button. In the list of names of all the current folders, click the name of the destination folder.

•

To delete the current message receipt, click the Delete button.

Checking Names Outlook Web Access can match partial names typed in recipient boxes to their corresponding e-mail aliases, but only if the partial name is unique. For example, if the address list contains the aliases "john" and "johnny," and you type "john," the name "john" is not completely matched. This is because both "john" and "johnny" can be matched to "john." If you attempt to send a message to one or more recipients who cannot be matched to an e-mail alias, Check Names will appear. For each unresolved name, you can either delete the name from the list of recipients (the person will not receive your message) or select a similar name that Outlook Web Access has found in the Address Book. •

To delete the unresolved name, select Delete this recipient from the list, and then click OK.

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To specify the recipient, under Change to, select one of the names, and then click OK

Tip To verify recipient names, on the toolbar, click the Check Names button. A maximum of 100 names is returned for you to select from. If you don't see the intended recipient, refine the name you originally typed.

Formatting Messages Use the Formatting toolbar to format your e-mail messages. With the following commands, you can change the appearance of text and the layout of your message. Use this drop-down list to select a style for all or parts of your message. The default is Normal. Click on this icon or use this drop-down list to select a font for your text. Use this drop-down list to select a different font size for some or all of your message. Use this button to select a different text color for some or all of your message. Use these buttons to bold, italic, or underline words in your message. Use these buttons to align your text. Use this button to create a bulleted list. Use this button to create a numbered list. Use these buttons to increase or decrease the indent of your text.

Setting Message Importance Outlook Web Access allows you to set a message importance of high or low to any message you send or post, including new messages, replies, and forwards. Messages not designated as high or low have a normal importance. To set the importance level, in the message or posting screen, on the toolbar, click Importance: High (the exclamation point) or Importance: Low (the arrow pointing down). Message importance can also be set in Message Options. See Setting Message Options.

Setting Message Options By clicking Options in the Message toolbar, you can add a number of Outlook Web Access features to messages. The following features can be added to new messages, replies, and forwards.

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Importance. To set message importance, in the drop-down list, select Low, Normal, or High. The default setting is Normal.

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Sensitivity. To set message sensitivity, in the drop-down list, select Normal, Personal, Private, or Confidential. The default setting is Normal.

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Cc. To enable or disable the Cc field, select or click to clear the Show Cc check box. The default setting is to show the Cc field.

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Bcc. To enable or disable the Bcc field, select or click to clear the Show Bcc check box. The default setting is to hide the Bcc field. Bcc recipients receive a copy of the message, but their names do not appear in the list of recipients. Bcc recipients cannot see the names of other Bcc recipients.

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Message Receipts. To request a delivery receipt, select the Tell me when this message has been delivered check box. To request a read receipt, select the Tell me when this message has been read check box. For more information, see Requesting Message Receipts.

Saving Messages You can save a message you want to complete at a later time. You can save new messages as well as your replies and forwards of other messages.

By default, saved messages are stored in your Drafts folder. To save a message, on the toolbar, click Save. To recall a saved message, in the Drafts folder, double-click the message.

Sending Messages After you compose your new message, reply, or forward, on the message toolbar, click Send. When the message is sent, the message window closes and you are returned to the folder in which you were working.

Attaching Files to Messages In the attachments screen you can attach any type of file that is accessible from your computer or through your network. This utility also allows you to remove attachments. See also Reading Attachments and Sending an Edited Attachment. To attach a file to an e-mail message or other Outlook Web Access item: 1. Click the Add Attachment button. 2. Under Choose a file to attach, type the path to the file, or click Browse to search for the file. 3. Click Attach and the file will appear under Current file attachments. Repeat steps 1 through 3 for any additional files you want to attach. 4. To return to the form you were working in, click Close. The files you selected now appear in the heading, beside Attachments. To remove one or more attachments from a message: 1. Click Add Attachment. 2. Under Current file attachments, select the check boxes beside the files you want to remove. 3. Click Remove. Note Attachments are not copied when you reply to a message. Instead, a placeholder icon appears in place of the file. To include attachments, forward the message instead of replying to it. IMPORTANT Before editing attached files, you must download them to your computer. For help downloading files, see the Web browser documentation.

Reading Attachments When a message contains an attachment, Outlook Web Access displays a paper clip symbol beside it in the folder listing. When the message is opened, the name of the attached file appears in the message heading information. Some attachments, such as .txt and .gif files, are opened directly by the Web browser. WARNING For security reasons, do not open an attachment unless you are sure about the content and the person who sent it to you. Attachments are a very common method for spreading computer viruses. To view an attachment, double-click the attachment file name, located in the message heading information. The attachment will open in a new browser window. IMPORTANT Before editing attached files, you must download them to your computer. For help downloading files, see the Web browser documentation.

Sending an Edited Attachment In Outlook Web Access you can make changes to a downloaded file before forwarding it, posting it, or returning it to the sender. To forward or post a message with an attachment you have edited: 1. Select the message with the original attachment, and then, on the main Outlook Web Access toolbar, click Forward. 2. In the message form, on the toolbar, click Add Attachment. 3. To select the original attachment, in Current file attachments, select the check box next to the file name. 4. Click Remove. 5. To attach your revised version of the original attachment, click Browse, and then in the Choose file screen, select the attachment file you edited. 6. Click Open. 7. In the attachment dialog box, click Attach. 8. To return to the post or message form, click Close. The name of your attached file now appears under Attachments in the message heading.

Inserting Audio into Messages This section describes how to insert audio content into an e-mail message. To record audio content within an Outlook Web Access e-mail message: 1. If necessary, to open the new message window, in Inbox, on the toolbar, click New. Then, type any text that you want to accompany the audio portion of your email message. 2. Place the cursor at the point in the message where you want to insert the audio content, and then, on the toolbar, click Record. Tip It may be necessary to first select the arrow beside the Record button, and then click Audio. 3. The Media icon will appear in your message, and in the lower-left corner of your message window, the audio control will appear. Recording begins as soon as you click Record. Note When finished, click the Media icon to play back the recording. Right-click the Media icon to play, stop, pause, or save the recording as a separate file. Tip You can also click the multimedia control button toolbar to start and stop recording.

Audio Control

on the message window

Description Click this button to begin recording. By default, recording begins as soon as you click the Record button on the toolbar. If you stop recording, you can begin again by clicking this button. Click this button to play back your recording. If you play back your recording, click this button to pause the playback. Click this button to stop recording. Click the Record button on the audio control to resume recording. Each time you stop and re-start recording, a new media icon will appear in your message. The track bar indicates the progress of a message. Slide the track bar left or right to quickly move to a different part of a recording. Below the track bar is the recording level indicator. Click this button to adjust the Playback or Recording volume levels. Click this button to open the Command menu, which allows you to hide the audio control, display the status bar, save the message, open Microsoft Exchange Media Control Properties, and toggle between the audio and video controls.

Related Topics: About Exchange Multimedia Messaging Working with Audio Working with Video

Inserting Video into Messages This section describes how to insert video content into an e-mail message. To record video content within an Outlook Web Access e-mail message: 1. If necessary, to open the new message window, in Inbox, on the toolbar, click New. Then, type any text that you want to accompany the video portion of your email message. 2. Place the cursor at the point in the message where you want to place the video content, and then, on the toolbar, click Record. Tip It may be necessary to first select the arrow beside the Record button, and then click Video. 3. The Media icon will appear in your message, and, in the lower-left corner of your message window, the video control will appear. Recording begins as soon as you click Record. Note When finished, click the Media icon to play back the recording. Right-click the Media icon to play, stop, pause, or save the recording as a separate file. Tip You can also click the multimedia control button toolbar to start and stop recording.

Video Control

on the message window

Description Click this button to begin recording. By default, recording begins as soon as you click the Record button in the toolbar. If you stop the recording, click this button to resume. Click this button to play back your recording. If you play back your recording, click this button to pause the playback. Click this button to stop recording. Click the Record button on the video control to resume recording. Each time you stop and restart recording, a new media icon will appear in your message. The trackbar indicates the progress of a message. Slide the trackbar left or right to quickly move to a different part of a recording. Below the trackbar is the recording level indicator. Click this button to adjust the Playback or Recording volume levels.

Click this button to show or hide the video display, which allows you to view video content. If you hide the video display, you can still listen to the audio content of a multimedia message. Click this button to open the Command menu, which allows you to hide the audio control, display the status bar, save the message, open Microsoft Exchange Media Control Properties, and toggle between the audio and video controls. Tip To see a preview of your recording, on the toolbar, click the arrow beside the Record button, and then click Preview.

Related Topics: About Exchange Multimedia Messaging Working with Video Working with Audio

About Calendar The Outlook Web Access Calendar allows you to create and track appointments. You can also organize and schedule meetings with co-workers, and then update or modify the information (time, location, attendees) as required. When you use Calendar to keep track of your meetings and appointments, co-workers can check your availability for their own scheduling purposes. In addition, all appointments and meetings can be set as recurring, meaning they occur on a regular basis. For example, you can schedule a recurring status meeting that occurs every Wednesday at 2:00 P.M. To open your Calendar: •

If you have Shortcuts displayed on the Outlook Bar, click the Calendar icon.

•

If you have Folders displayed on the Outlook Bar, click Calendar.

Viewing Your Schedule You can customize Calendar by clicking one of the following buttons on the Calendar toolbar. These buttons determine how many days are visible at one time. To view a different day, select a date from the month view to the right of your calendar. View Description This view is the default Calendar view, which displays all appointments and meetings for the current day. This view displays all appointments and meetings for the current week. This view displays all appointments and meetings for the current month. When you view your calendar, double-click a meeting or appointment to open it. After an item is open, you will be able to view details or make changes. Tip The Print button on the Calendar toolbar allows you to print your daily, weekly, or monthly schedule. Outlook Web Access alerts you if a printer needs to be installed on the computer you are currently using. Note If you double-click a recurring item, such as a weekly meeting, Outlook Web Access asks if you want to open the occurrence (the meeting only on the day you selected) or the entire series (every meeting). For more information, see Setting Recurring Items.

Adding Appointments Appointments are commitments that only you are required to attend. Examples of appointments include a visit with a physician or picking up a child at school. When creating an appointment on your calendar, you can set how that time will appear, such as busy or out of office, when others view your schedule. To create a new appointment: 1. In Calendar, on the toolbar, click New. 2. In the Subject text box, type a brief description of the appointment. 3. In the Location text box, type the place where the appointment occurs. 4. In the Start Time and End Time drop-down lists, select the appropriate dates and times. 5. In the Show time as drop-down list, choose how you want your schedule to appear for the duration of the appointment. Your selection (Busy, Tentative, Free, or Out of Office) is what others will see when they view your schedule. 6. Select Reminder if you want to be reminded about this appointment. 7. If necessary, type any additional information in the space provided, such as a list of necessary materials to take to the meeting. 8. Click Save and Close. Additional options are available through the toolbar: Button

Description This button allows you to attach a document or other relevant material to the appointment. For more information, see Attaching Files to Messages. These buttons allow you to assign high or low importance to an appointment. This button allows you to set a recurrence interval for the appointment. For more information, see Setting Recurring Items. This button is used to invite other people to an appointment, which effectively turns your appointment into a meeting request.

Modifying Appointments If information about an appointment has changed since it was created, you can modify it. To modify an appointment: 1. To open the appointment, on your calendar, double-click it.

Important If you are going to change the recurrence interval of an appointment, when prompted by Outlook Web Access, you must choose Open the series. If you choose Open this occurrence, you cannot change the recurrence interval. For more information, see Setting Recurring Items. 2. To change the subject or location of the appointment, type new text in the appropriate boxes. 3. To change the date and time of the appointment, in the Start Time and End Time drop-down lists, change the start and end time of the new entries. 4. Click Save and Close. Tip It is also possible to drag and drop calendar items. Select an appointment or meeting you want to move, and then drag the item to the new day and time.

Responding to Meeting Requests When people in your group want to invite you to a meeting, they send you a meeting request. A meeting request arrives in your Inbox. To respond to a meeting request: 1. To open the meeting request, in your Inbox, double-click the meeting request. 2. Complete one of the following tasks: Option

Description Click this button to add the meeting to your calendar. Other people looking at your schedule can see that you are busy during the time of the meeting. Clicking this button also adds the meeting to your calendar. However, other people looking at your schedule can see you only have a tentative engagement. Click this button and the meeting is not added to your calendar.

3. A message window will open, addressed to the sender of the meeting request. To add additional recipients to your meeting response, click the To and Cc buttons. 4. (Optional) In the text box, type a message. For example, you can explain why you are or are not attending the meeting. 5. Click Send, or click Don't Send Response.

Planning Meetings You can plan meetings through Outlook Web Access by sending meeting requests. Meeting requests are appointments where other people are invited. Other people can also invite you to their meetings, in which case you receive a form to accept or decline their invitations.

Sending Meeting Requests To send a meeting request to one or more people: 1. In Calendar, click New on the toolbar. 2. On the Appointment toolbar, click Invite Attendees. 3. In the Required and Optional text boxes, type the names of the people you want to receive this meeting request. Tip When adding names to your meeting request, you can type in the person's name, or click the Required or Optional buttons. Clicking either of these buttons will open Find Names, which allows you to search through your organization's global address list for a particular person. You can click Resources to search for resources in your organization as well. After you locate a person in Find Names, his or her name can be added directly to your meeting request. 4. Click the Availability tab to check the schedule of potential attendees, which will ensure you are choosing a time when everyone is free to attend your meeting. For more information, see Checking Availability of Attendees. 5. By default, the Request Responses check box is selected. If you do not want your meeting request recipients to send you their responses, click to clear this check box. 6. In the Subject text box, type the meeting's topic. 7. In the Location text box, type the location where the meeting is to be held. 8. In the Start Time and End Time drop-down lists, select the appropriate dates and times. On the toolbar, click the Recurrence button if this meeting is going to take place on a regular basis. For more information, see Setting Recurring Items. 9. In the Show time as drop-down list, choose how you want your schedule to appear for the duration of the meeting. Your selection (Busy, Tentative, Free, or Out of Office) is what others see when they view your schedule and the schedules of all attendees.

10. Select Reminder if you want to be reminded about this meeting. This will also remind all recipients of the meeting request (provided they have reminders enabled on their calendars). 11. In the message text area, type any message you want to accompany your meeting request, and then click Send. Each potential attendee is sent a meeting request, and the new meeting is added to your schedule. Every person who receives your meeting request can accept or decline it. The toolbar provides the following options: Button

Description This button allows you to attach a document or other relevant material to the appointment. For more information, see Attaching Files to Messages. These buttons allow you to assign high or low importance to an appointment. This button allows you to set a recurrence interval for the appointment. For more information, see Setting Recurring Items. This button is used to invite other people to an appointment, which effectively turns your appointment into a meeting request. This button is used to resolve an e-mail alias you typed in the Required or Optional text boxes. If Outlook Web Access doesn't recognize a recipient, Find Names will open. This button is used to prevent a meeting invitation from being sent. You can still use the form to create an appointment for yourself.

Rescheduling Meetings When you send a meeting request, that meeting is added to your calendar. It may be necessary to reschedule a meeting after you send a meeting request. To reschedule a meeting: 1. To open the original meeting request, in Calendar, click the meeting you want to reschedule. 2. Make any necessary adjustments to the Required, Optional, Start Time, End Time, or Location fields. 3. If there was a scheduling conflict with one or more attendees, click the Availability tab to view everyone's schedule. Viewing the schedules will help you find a more convenient time. For more information, see Checking Availability of Attendees. 4. Click Send Update. Note If you cancel a meeting, Outlook Web Access asks if you want to notify attendees with a cancellation notice.

Checking the Availability of Attendees When creating a meeting request, you can check the schedule of your required and optional attendees in order to determine the best time for your meeting. To check attendee availability: 1. In the meeting request form, type the names of the people you want to attend your meeting, and then click Availability. 2. The availability chart automatically opens to the day of your meeting, with the time of your meeting highlighted. All attendees' schedules are displayed on the chart, along with your own schedule. A blue bar beside a name means that that person is busy. If your meeting time intersects a blue bar, it means one or more people cannot attend your meeting. o

To move the meeting time, click the center of the highlighted bar representing the meeting time, and then drag the meeting to a different time.

o

To change only the starting time of the meeting, click the green line representing the start time and drag it to the left (for an earlier start) or right (for a later start).

o

To change only the ending time of the meeting, click the red line representing the end time and drag it to the left (for a shorter meeting) or right (for a longer meeting).

3. When you finish checking availability, click the Appointment tab to finish filling out your meeting request.

Rescheduling Meetings When you send a meeting request, that meeting is added to your calendar. It may be necessary to reschedule a meeting after you send a meeting request. To reschedule a meeting: 1. To open the original meeting request, in Calendar, click the meeting you want to reschedule. 2. Make any necessary adjustments to the Required, Optional, Start Time, End Time, or Location fields. 3. If there was a scheduling conflict with one or more attendees, click the Availability tab to view everyone's schedule. Viewing the schedules will help

you find a more convenient time. For more information, see Checking Availability of Attendees. 4. Click Send Update. Note If you cancel a meeting, Outlook Web Access asks if you want to notify attendees with a cancellation notice.

Creating Recurring Items Many meetings, appointments, and events occur on a regular basis over a period of time. Instead of creating new calendar items for each occurrence, set the item as recurring. Outlook Web Access will automatically schedule the item each time it is to occur. You can schedule recurring appointments and meetings. You can set an existing calendar item as recurring. However, you can only modify meeting requests to recur if you created them. You cannot modify a meeting request that was sent by someone else. To set a calendar item as recurring: 1. Compose a new appointment or meeting request, or open an item that currently appears on your schedule. 2. Click the Recurrence button. 3. Under Appointment time, use the drop-down lists to select the start and end times of the recurring item. 4. Under Recurrence pattern, choose how often the appointment or meeting will occur. Your choices are Daily, Weekly (the default choice), Monthly, or Yearly. Then, depending on your choice, fill out the rest of the Recurrence pattern options. 5. Under Range of recurrence, select when you want this recurrence pattern to begin, and when you want it to end. You have a choice of having the pattern never end, having it end after a specified number of occurrences, or having it end on a specified date.

Changing or Deleting a Recurrence To change the recurrence interval of an appointment or meeting: 1. In Calendar, double-click the appointment or meeting to open it. When prompted by Outlook Web Access, select Open the series, and then click OK. 2. On the appointment or meeting toolbar, click the Recurrence button. 3. In Recurrence, make the necessary alterations to the recurrence pattern. 4. When finished, click OK. To delete a recurrence pattern from an appointment or meeting: 1. In Calendar, double-click the appointment or meeting to open it. When prompted by Outlook Web Access, select Open the series, and then click OK. 2. Click the Recurrence button. 3. In Recurrence, click the Remove Recurrence button.

Using Reminders In Outlook Web Access, you can set reminders on your appointments and meetings. You can then determine how long before an appointment or meeting a reminder message will appear. Notes For reminders to work, Enable reminders for Calendar items must be selected on your Options page. After you enable reminders, you can choose to have a sound accompany the reminder window (the sound option will not work on Unix computers). Reminders only work on appointments and meetings stored in your Calendar folder.

Setting Reminders After reminders are enabled, you can activate them whenever you create an appointment or organize a meeting. To set a reminder: 1. When creating a Calendar item, select Reminder in the New Appointment or New Meeting Request window.

2. The default reminder interval is 15 minutes. If you want to be reminded at a time other than 15 minutes before the appointment or meeting, select another time from the drop-down list. Tip To view your reminders at any time, in Calendar, click View Reminders in the toolbar.

Dismissing and Snoozing Reminders When the reminder window opens, it lists all Calendar items for which reminders are not dismissed. Dismissing a reminder will close the reminder window and end all future reminders for the selected item. To dismiss a reminder: •

In the reminder window, select one or more items, and then click Dismiss. To dismiss all items, click Dismiss All.

In the Reminder window, Subject will list the name of the appointment or meeting, and Due In will list how long until the item takes place. If the scheduled time for a meeting or appointment is passed, the reminder window tells you how long it is overdue. Tip To view the details of a calendar item, select it, and then click Open Item. If you don't want to dismiss a reminder, you can snooze it. This option will close the current reminder window temporarily. After an interval that you designate (the default is five minutes), the reminder window will open again. To snooze a reminder: 1. In the Reminder window, select the item you want to snooze. Under Click Snooze to be reminded again in, use the drop-down list to specify when you want to receive another reminder. 2. Click Snooze.

About Contacts Contacts is your e-mail Address Book and information storage utility for the people and businesses you regularly communicate with. Use Contacts to store the e-mail address, street address, phone numbers, and any other information that relates to the contact. This information can include Web pages, fax numbers, or cell phone numbers. You can sort or group contacts by any part of their name, or by other contact information. You can also move or copy a contact to a different folder, or attach a file, such as a Microsoft Word document, to a contact, to keep related information together. To open Contacts: •

If you have Folders displayed in the Outlook Bar, click Contacts.

•

If you have Shortcuts displayed in the Outlook Bar, click the Contacts icon.

Creating New Contacts To create a new contact: 1. In Contacts, on the toolbar, click New. 2. In the new contact screen, on the General tab, type the information you want to include for the contact. Use the drop-down lists to record multiple entries in some fields. For example, the drop-down list beside the E-mail icon allows you to store up to three different e-mail addresses for a contact (E-mail, Email 2, and E-mail 3). You can also store multiple addresses and phone numbers. 3. If you have multiple addresses stored for a contact, you can designate one as the contact's mailing address. Select the address type in the drop-down list (Business Address is selected by default), and then select the Mailing address check box. 4. (Optional) On the Details tab, you can fill in additional information about a contact. 5. Click Save and Close. 6. To see the new contact, refresh your browser window. Note Use the File As drop-down list to determine how the contact will appear among your other contacts. You can display each person by first and last name, by last name first, or by company name.

Opening a Contact To view complete information on a contact, you will need to open the contact. In Contacts, double-click the contact you want to open.

Creating Distribution Lists If you regularly send e-mail to a group of people, you can create a distribution list to simplify addressing messages and meeting requests. After a distribution list is created, you can send a message or meeting request to multiple recipients at the same time. Distribution lists can consist of your personal contacts, members of your organization, or anyone with a valid e-mail address. To create a distribution list: 1. On the main Outlook Web Access toolbar, click the arrow beside New, and then click Distribution List. 2. In the new distribution list screen, in the List Name text box, type the name of your new distribution list. 3. To add a member of your organization to your distribution list, click Find Names. Use Find Names to locate the person in your organization's address book, and then click Add recipient to...Distribution List. Repeat for each person. Note In the Add to Distribution list text box, you can also enter the e-mail addresses or aliases for the people you want to add. 4. To add a personal contact to your distribution list, in the Add to Distribution List text box, type the contact's name, and then click Add. Repeat for each person. Note Instead of names, you can also enter e-mail addresses for the people you want to add. 5. To add an external person to your distribution list, in the Add to Distribution List text box, type the person's e-mail address. 6. Click Save and Close. Tip On the toolbar, click Delete to delete the distribution list from your address book. Click Send mail to list to send a message to all members of the distribution list.

Sorting Contacts There are a number of ways to arrange your contacts. Outlook Web Access provides options for displaying contact information in the main contacts screen, so you can view certain characteristics for all your contacts.

To sort contacts: On the main toolbar, click the View drop-down list, and then select one of the following options to arrange your contacts: •

Address Cards This view is the default view, which displays basic information from each contact's General tab.

•

Detailed Address Cards This view includes additional information from each contact's General tab.

•

Phone List This view displays contact names and every phone number you have for each one.

•

By Company information.

•

By Location

•

By Follow Up Flag This view displays contacts you need to follow up with, to help you keep track of urgent or important matters.

This view displays your contact names and their company This view arranges contacts by address characteristics.

Moving and Copying Contacts You can move or copy your contacts to other folders. To move or copy a contact: 1. Select the contact you want to move or copy to a different folder. 2. On the toolbar, click Move/Copy. 3. In Move/Copy Item, select the destination folder. 4. Click OK, or to cancel the operation, click Cancel.

Attaching Files to Contacts You can attach files to contacts, such as Microsoft Word documents, or other relevant information. This option allows you to store all information pertaining to one of your contacts in one location. To attach a file to a contact: 1. Open the preferred contact. 2. On the toolbar, click Add Attachment. 3. Under Choose a file to attach, type the path to the file, or click Browse to go to the file. 4. Click Attach, and the file will appear under Current file attachments. Repeat steps 1 through 3 for any additional files you want to attach. 5. To return to the contact, click Close. The files you selected will now appear at the bottom of the General tab, beside Attachments. Note You may need to refresh your browser window to see any attachments you have added. (Press F5 to refresh the window.)

Deleting Contacts To delete a contact: 1. In Contacts, select the contacts you want to delete. To select multiple contacts, hold down the CTRL key while selecting the contact. 2. On the toolbar, click Delete. 3. (Optional) To delete a single contact, open the contact, and then click Delete on the contact toolbar.

Creating a Message from a Contact You can send e-mail to a contact while viewing his or her contact information. To create a message from a contact: 1. Open the contact to whom you want to send a message. 2. On the toolbar, click the Send message to contact button. The new message form will open, addressed to the contact. 3. In the message body, type your message, and then click Send.

Viewing a Map for a Contact Address In Outlook Web Access you can automatically create a Microsoft Expedia map of a contact's selected address. To view a map for a contact's address: 1. Double-click the contact to open it. 2. On the General tab, use the drop-down list above Mailing address to select the address you want to map. 3. On the toolbar, click the Display map for this address button. 4. A separate browser window will open at the Microsoft Expedia Maps Web site, displaying a map of the contact's address.

Setting User Options You can customize Outlook Web Access with features that can be performed automatically, such as telling people you're out of the office whenever they send you a message, or adjusting your appointments to local time while you are traveling. To set Outlook Web Access options: •

On the Outlook Bar, click the Options icon.

Note You may need to first click the Outlook Bar Shortcuts tab. You can customize any of the following options: Important Whenever you make a change to any of the following options, you must click Save for your changes to take effect. Option Name

Description

Out of Office Assistant

This option generates automatic replies to e-mail you receive while you are away. Each time you activate the Out of Office Assistant, Outlook Web Access will only send an automatic reply to someone the first time he or she sends you a message. To enable the Out of Office Assistant, click I'm currently out of the office. Then, in the text box, type a message people will receive when they send you e-mail while you're away. To disable the Out of Office Assistant, click I'm currently in the office.

E-mail Options

To enable pop-up message notifications on your computer when you receive new e-mail, under E-mail Options, select Display a notification message when new mail arrives. Select Play a sound when new mail arrives to be notified with a sound (the sound option will not work on Unix computers). To turn off one or both of these features, clear the corresponding check box.

E-mail Multimedia

See About Exchange Multimedia Messaging.

Date and Time Formats

To set Date and Time Formats used in your message folders and calendar items, use the drop-down lists to select your preferred format: Short Date Style, Long Date Style, Time Style, and Current Time Zone. Note The options provided in this section may vary, depending on the language configured for Internet Explorer. Outlook Web Access uses the browser language setting to provide region-

specific options. Calendar Options

Configure Calendar Options to customize your calendar. Use the Week begins on list to set the day your calendar displays as the beginning of the week. Use the Day start time and Day end time drop-down lists to set the times Outlook Web Access will display for each business day. Use the First week of year drop-down list to select when Outlook Web Access will begin numbering weeks for the current year. The week numbers are displayed in the date picker window in Calendar. If you don't want weeks to be numbered, select Do not display week numbers.

Reminder Options

Select Enable reminders for Calendar items to receive reminder messages prior to your appointments and meetings. Clear this check box to turn the feature off. Select Play a sound when a reminder comes due to also be reminded with a sound. On the Default reminder drop-down list, select the amount of time before the item occurs that you would like to receive a reminder. For more information about reminders, see Using Reminders.

Contact Options Select Global Address List to use your organization's address book as the first place to search, such as when you are looking for names in Find Names. Select Contacts to use your personal contacts. Password

Click Change Password if you want to change your Windows password. You will be directed to a Web site set up by an administrator in your organization for this purpose. Contact your system administrator for more information.

Recover Deleted See Recovering Deleted Items. Items

About Exchange Multimedia Messaging Outlook Web Access allows you to send and receive e-mail messages containing audio and video content. To use multimedia messaging, you must download the Microsoft Exchange Multimedia Control from an Exchange 2000 server. You must also have the necessary audio and video hardware installed on your computer. Contact an administrator in your organization for hardware information. Note Multimedia messaging is not available for users running Internet Explorer on Unix computers. After installing this component, an additional control will appear in the toolbar of the new message form. Use this control to add audio and video to your e-mail messages. To download and install the Exchange Multimedia Control: 1. On the Outlook Bar, click the Options icon. You may need to first click the Outlook Bar Shortcuts tab. 2. In Options, under Multimedia, click Download. Related Topics: Working with Audio Working with Video

Working with Audio This section describes how to configure the audio hardware on your computer. To adjust audio properties: 1. If necessary, to open the new message form, in Inbox, on the toolbar, click New. 2. On the toolbar, click the arrow next to the Record button, and then click Properties. 3. On the Audio tab of Microsoft Exchange Media Control Properties, select the audio device you want to use to record your voice messages. If you only have one audio device installed on this computer, it will be selected by default. 4. To choose another audio device, click the button beside Preferred Audio Device. This button opens Sounds and Multimedia Properties. To choose another audio device, on the Audio tab, under Sound Recording, use the drop-down list. Note Sounds and Multimedia Properties is also available through Control Panel. 5. On the Audio tab of Microsoft Exchange Media Control Properties, under Audio quality, select one of the three levels of recording quality for your voice messages. The higher the recording quality, the more network bandwidth will be required to transmit the message.

Related Topics: About Exchange Multimedia Messaging Inserting Audio into Messages

Working with Video This section describes how to configure the video hardware on this computer. To adjust video properties: 1. If necessary, to open the new message form, in Inbox, on the toolbar, click New. 2. On the toolbar, click the arrow beside the Record button, and then click Properties. 3. On the Video tab of Microsoft Exchange Media Control Properties, select the video capture device you want to use to record your voice messages. If you only have one video device installed on this computer, it will be selected by default. 4. Under Video quality, select one of the four levels of recording quality for your video messages. The higher the recording quality, the more network bandwidth will be required to transmit the message.

Related Topics: About Exchange Multimedia Messaging Inserting Video into Messages

About Public Folders Public folders are an easy and effective way to collect, organize, and share information with other people on your team. You can use public folders to share files or post information on an electronic bulletin board. Public folders are also used to store items such as calendars and contacts that are shared by two or more people. Public folders, which are stored on Exchange computers, are created and designed by administrators and other people in your organization who have the appropriate access permissions. These access permissions determine who can view, create, and modify items in the folders. Anyone who uses your e-mail server can read and post to your server's public folders, and can read and post to public folders on other servers. Note Depending on the server where a particular public folder resides, you may be prompted for security credentials, such as a password, when you attempt to access that folder. For more information, see the Microsoft Exchange 2000 Server online documentation, or contact an administrator. Also, if you logged on only to view public folders, you may have to supply valid logon credentials to gain access to your private Exchange folders, such as your Inbox. To open a public folder: 1. To display your folders, on the Outlook Bar, click the Folders tab. 2. Beside Public Folders, click the plus sign (+) to expand the display of your organization's public folders. Click the + beside a folder to view additional folders nested within. When a folder has been expanded, the + becomes a minus sign (-). 3. To open the public folder, click it. The posted messages contained in that public folder are displayed in the main Outlook Web Access window.

Reading Posted Messages Use the Read Post form to read messages posted to public folders. These messages include postings to Internet news groups, which are stored in public folders by default in Exchange 2000. Posted messages are displayed in the Read Post form when they are opened by Microsoft Outlook Web Access recipients. Because posted messages appear in public folders, they can be viewed by anyone with access permissions to that folder.

Posted Message Headings The message heading contains items that identify various aspects of the posted message. Some or all of the following information will appear in the posted message heading, depending on what was filled out by the original sender. The following items are posted message headings: •

From This heading indicates the name (or e-mail alias) of the person who posted the message.

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Posted To This heading indicates the name of the public folder in which the message was posted.

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Conversation This heading indicates the conversation (or thread) to which the posted message belongs.

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Subject This heading indicates the subject of the posted message.

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Posted

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Attachments

This heading indicates the date and time the message was posted. This heading lists any files attached to the posting.

Reading Attachments on Posted Messages An attachment is a file that is created in a program, such as a Microsoft Word document, a Microsoft Excel spreadsheet, a .wav file, or a bitmap. When a posted message contains an attachment, Outlook Web Access displays a paper clip symbol beside it in the public folder display. When you open the posted message, the name of the attached file appears in the heading information. Some attachments, such as .txt and .gif files, are opened directly by the browser. WARNING For security reasons, do not open an attachment unless you are sure about the content and the person who sent it to you. Attachments are a very common method for spreading computer viruses. To view an attachment, click the attachment file name, located in the posted message heading information. The attachment opens in a new browser window. IMPORTANT Before editing attached files, you must download them to your computer. For help downloading files, see the Web browser documentation.

Moving and Copying Posted Messages Use the drag-and-drop functionality of Outlook Web Access to move and copy posted messages between folders. Use the following procedure to move or copy a posted message to any public folder. Note If some or all of your public folders are distributed across different servers in your organization, it may not be possible to move or copy items between them. Also, you cannot move or copy items between public folders and your private Exchange folders. To move or copy a message to a different folder: 1. To display your folders, on the Outlook Bar, click the Folders tab. 2. Open the public folder containing the posted message you want to move or copy. 3. To move or copy a posted message, complete one of the following tasks: o

To move a message, click the message, and then drag it onto the Outlook Bar. Drag the message to the folder you want to move it to, and then release your mouse button.

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To copy a message, hold down the CTRL key on your keyboard, and then click the message. While still holding the CTRL key down, drag

the message onto the Outlook Bar, and then to the folder you want to copy the message to. Release your mouse button. Tip You can also use this procedure to move or copy your private e-mail messages, calendar items, or contacts between your private folders.

Creating Messages for Posting To create a new message for posting: 1. Open the folder where you want to post your message. 2. To open the new post form, on the toolbar, click New. The Post to line displays the name of the public folder in which you are posting the message. 3. In the Subject text box, type a brief subject line to provide a summary of your message. 4. In the message body, type your message. Note You can also post messages to your private folders, such as your Inbox. To do this, on the main toolbar, in the New drop-down list, select Post in This Folder.

Setting Message Importance Outlook Web Access allows you to mark messages with a high or low priority. Messages not designated as high or low have a normal importance. To set the importance level: •

In the posting window, on the toolbar, click Importance: High or Importance: Low.

Posting Messages in Public Folders After you have composed your message, click the Post button. When the message has been posted, the new posting form will close and you will be returned to the public or private folder where your message was posted. Back to top

Posting Replies After you read a posted message, you can reply to that message in the same public or private folder. When you post a reply, everyone who opens the folder can read it. To reply to a posted message: 1. Open the message for which you want to reply. 2. On the toolbar, click the Post Reply button. A new posting window will open, preaddressed to the folder and containing the text of the original message. 3. Type your response within or above the body of the sender's original message.