A. Outlook Web App - Email

1. Outlook Web App (OWA) Vs. Outlook

Outlook refers to an application that is physically installed on a computer. Whereas a Web Application is something that is not installed on a computer but rather is accessed from a Web browser. Outlook Web Access (OWA) allows you to access your email from any computer that has internet access via a web browser. Outlook Web Access 2010 is now compatible with all main browsers (i.e., Internet Explorer, Firefox, and Safari). It has reduced functionality (called “light version”) on less used browsers such as Opera and Google Chrome.

2. OWA Sections

To access OWA 2010 do the following:

1. Open Internet Explorer or any browser 2. Enter the address: www.eraisd.net --- Click on FOR TEACHERS --- Choose Check

your NEW ESC11 Exchange 2010 District Email --- Right Click and choose CREATE SHORTCUT 3. Choose THIS IS A PRIVATE COMPUTER 4. Enter your email address and password and then click on the Log On button

The OWA 2010 Email screen

Navigation Pane  Reading Pane 

View Pane

3. Viewing messages

The Inbox allows you to send and receive emails. The following image illustrates the tools that are available on the Inbox toolbar.

New Mail 

Delete selected email/s 

Move or copy a selected email to another folder  Reply to selected email 

Reply to All 

Forward 

Check for new email

Show help pages 

Reading Pane View Select the View menu to either turn off the reading pane or select the Right option to turn on the reading pane which will appear at the right of the selected email.

In the View Pane single click on the message you want to read, this message will appear in the view pane to the right.

Note: To close this message, click on the close button in the top right hand corner. To view the message without opening it just clicks on it once and to view the message in the Reading Pane.

Sorting Emails To sort your messages, click on the “Arrange by” title to sort by any of the field headings.

If you select an alphabetical field (i.e., From, To or Subject) you can then sort by: 1. Selecting any Email in the View pane 2. Typing in the first few letters of the persons first or last name. (Note: First or Last name

depends on how they are listed in the Global Address list or in your Personal Address list. The Global Address list is listed by last name first)

3. Email will automatically sort to the letters you type in. Conversation View

The new default view in OWA 2010 includes conversation view. This view groups messages together based on a common ‘message ID’ in the header of an Email. This means that it doesn’t matter if the subject or other information change in the Email. It will still know if it part of a conversation.

One feature of this the view is that it will show the entire flow of the conversation as the user will be able to see all messages together that are part of the same conversation – this includes messages that are sent items and other folders as well.

• There are arrows in both the View Pane and Reading Pane that will expand / contract individual messages within a conversation when clicking on them.

• To open a message, you have to click on the small box on the upper right of the message in the reading pane – double clicking on the message in the view pane will NOT open the message.

• You can turn turn-off conversation mode by clicking on “Arrange by:” and un-checking the “Conversation Mode” checkbox.

4. New Email

Click on the Inbox on the Navigation pane, click on the New button on the toolbar. Enter the e-mail addresses as appropriate, fill in a subject line and the message itself.

Caching - OWA 2010 has a new caching (sounds like “cashing”) feature that synchs the email addresses you’ve sent to in the past using OWA with the server so that when you start typing one or more characters of a person’s first or last name, OWA will your browser when you log into

OWA. Therefore, OWA will try to predict which email address you want to send to as you type.

• Caching will appear as soon as you type in a letter(s) of first and last names of people you’ve Emailed before

• You can also hit Control-K to access both the global address list and Personal Address book after typing in at least one letter. This functionality is available in both Outlook and the OWA interface and is also a good way to ensure you use the Email you intend to use.

5. Attachment, signature and other Email options To attach a file to a new message, click on the Paper Clip button, a new window will open, Click on the Browse button and select the file you want to attach then click on open. Click the attach button and then the close button.

You can also manually insert your signature by clicking on the Insert Signature button.

To show the ‘From’ or ‘BCC’ fields, click on the Options button. This will open a dialogue box where you can then check to show the desired fields:

6. Folder Management Using folders can be a useful way to manage the increasing deluge of Emails. Though there are other methods such as Categories which accomplish similar things without taking any Emails out of the Inbox. Categories are covered in the Advanced OWA class.

From the Navigation Pane (on the left): • Right click on the folder that you want to place the new folder within (i.e., choose Inbox

to create new mail folders, choose calendar to create a new calendar)

• Select “Create New Folder” from the drop down menu. Enter a name for the folder and

hit enter. That’s it. • Now you can move or copy Emails into this folder.

You can move Emails over to the folder by selecting them in the view pane and clicking and dragging them to the desired folder.

• Alternatively, you can hold down the Ctrl key while selecting multiple Emails. • You can also hold down the Shift key to select a range of Emails that you want to move

or copy. B. Contacts

1. Personal Address Book vs. Global Address List

2. The Contacts menu item on the bottom left will open up your personal address book in the existing window. The contacts button at the top right will open up your global address list in a pop-up window.

Using the Personal Address Book

Creating new Users or Distribution Lists (Groups)

• By clicking on the arrow next to the “New” button, you can select whether you want to create a new:

o Contact o Group o Email

• By right clicking on a contact (or a message), you will bring up a list of more options. Distribution Lists (listed as ‘Group’) You can view People or Groups only by selecting the appropriate radio button.

• To view the users of a specific group, click on that group

D. Options 1. Changing your Account Information

Click on Options

Your Account Information should show up by default. If it does not, click on “Account”. To edit your Information, click on the “Edit” Button at the bottom right of your Information. You cannot change the “General” category, but can edit the other two categories (Contact Location & Contact Numbers). Only a limited amount of this information will show when you view your information from the Web. 2. Changing password

Click Option from OWA 

Click Option from OWA

i f

Select Change Password

You will get a message letting you know the password change was successful.

3. Out of Office message

Click Option from OWA (if not already there).

Select:  Tell people you are on vacation (or out of office)

Select out of office Start and End time 

• Edit the date you are out of office and the message you want to send.

 

Select this check box if different message needs to be sent for people outside you organization 

4.  Add/Change Signature   

• Select Option (if not already there)

• Select Settings

• Select the “Mail” icon if not already selected.

• Enter your signature, and then select if you want signature to show up automatically in Emails. This only applies to OWA (Web) Email, and will not affect Emails created in your Outlook client. It will also not affect the signatures setup in your Outlook client since it acts as a separate Email.

• Click “Save” in the lower right to save message and settings. • Click the “signature” button to manually insert your signature into an Email. If you selected

to have your signature show up automatically, you don’t need to do anything. 5. Available Email Storage Space. Place your Mouse over your name on the left and that tells you how much space you have left.

6. Sign Out

Be sure to sign out so that no one can access your emails. Click the Sign Out button in the top right-hand corner, you will then be asked to close the browser by clicking the close button.