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Technology Support

Outlook Web Access

Tutorial Step by Step Guide to navigating the new Prudential Gary Greene Email System

Ryan McClain

7/23/2006

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The Prudential Gary Greene Web mail address has changed. The new address is

https://mail.garygreene.com/exchange which will take you directly to the Outlook Web Access client. Please note

the “S” at the end of http, using the https increases security and protects your privacy. Your mail will be accessible from

anywhere internet access is available. As you navigate this document notice the captions with helpful info at the top,

and Pictures and Steps to complete these tasks at the bottom of each page. This document and email system is a work in

progress and only with your positive feedback and willingness to learn, can we increase your productivity and put you in

touch with your customers and associates.

Steps:

1: Open Internet Explorer and type https://mail.garygreene.com/exchange in the address field.

2: Hit Enter and you will be presented with the image on page 3.

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After typing in the address you will be presented with a windows logon dialog box.

Steps:

1: Logon using your company provided windows username and password and press “OK”

Example: Username: Public ID

Password: Private ID

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Here you are presented with your first look at the new Outlook Web Interface. Notice that the layout is

simple and intuitive. On the upper left you have the mail folders that you are used to seeing in Outlook. Along

the top in the center you have your “New Message” icon along with “Delete”, “Reply”, and “Forward”. If you

are used to using Outlook then Outlook Web Access should be easy to adapt to. Very few features of Outlook

are not included in OWA. We will now take a quick look at what is involved in creating a new message.

Note: Notice that by clicking the down arrow next to “New” brings up a list of available commands. From here

you can launch a new “Email Message”, “

Steps:

1. Click the “New” button on the top left of your screen. From there you may choose from a list, in this

case we will choose the top item “Message”.

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Now that we have a blank message we can begin to fill in our information. Notice the toolbar running

along the top of the message you have options to Send, print, spell check, attach files and more. If you

hover your curser over these icons, tooltips that explain these functions. I suggest looking at each icon and

discovering its function.

Steps:

1. Click the “To…” field to bring up the Contact window.

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This contact search bar is a very powerful tool. The top dropdown window will allow you to choose from

the “Global Address List” (GAL) or your personal “Contacts”. The GAL is a companywide directory that contains

all Gary Greene email addresses. If you need to look up a Gary Greene employee or agents email address the

“GAL” is the place. There is no longer a need to keep company employees or agents contact info in your

personal contacts. This list is Dynamic and updated every time a change is made to the system. This allows you

to have the most up to date information at your fingertips.

Note: you do not have to fill out every box or even a full name. You can fill in the first few letters of any box

and click “Find” and it will bring up anyone with those letters that correspond to the box that was filled in.

Tip: the “Bcc” button is used to Blind Carbon Copy a recipient. This allows you to copy the message to an

alternate contact without the primary recipient of the message knowing.

Steps:

1. Type in the name of the person you wish to send your email to and click the “To” button at the bottom

of the dialog page.

2. When you are finished adding recipients click “Close”.

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Now that your message is addressed we can look at the most asked question about OWA, how do I send

an attachment. Once your message box is addressed you can click the “Attachments” icon to bring up the

dialog box you see below. From here you will be able to browse your computer for the file(s) you want to

attach. Once you have completed the steps below your file(s) should show up under the attachments line and

you will be ready to click “Send” in the top left corner. This concludes the “Message” section, and we will

move on to other areas of OWA.

Note: You can attach multiple files to a single email message but be careful to keep your attachments sizes

small. Most email servers will only allow a maximum of 10 Megabytes per message to pass through their care.

Steps:

1. Click the “Attachments:” icon to bring up the above dialog box.

2. Now click the “Browse” icon and locate the file you wish to attach.

3. Once you have the file selected click “open” to add the file to the attachments dialog box.

4. You must click “Attach” to add the file to your message. All successfully attached files will show up in

the “Current file attachments” window.

5. When you have attached all of the files you wish, click “Close”.

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The calendar has a very intuitive layout with a toolbar along the top that handles most of the options you

can use with the calendar. For instance you can sort by 1, 7, and 31 days. This allows a broad overview of your

schedule. You may also search for appointments and use the “New” drop down arrow to create new

appointments. Note the miniature calendar to your right at the top, this allows you to quickly select a day of

the month for viewing.

Steps:

1. Click the “New” button to start a calendar entry. The contact dialog search is the same for looking up

an email contact which was covered earlier in this tutorial.

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Here we have already clicked “Contacts” in the bottom left side of the screen and chosen the “New”

button to bring up a blank contact. I have filled in some of the boxes to give you a more complete look. In

OWA you have many options to allow you to keep every detail you wish about a Contact. Notice there is a

“Details” pane near the top left of the window that will allow you to add even more background information

to your contacts. Once you have your contacts entered into OWA, (unlike the GAL) they will be searchable only

by you.

Steps:

1. Once in the “Contacts” window, click the “New” icon to bring up the above window. Input all pertinent

information about your contact.

2. Click “Save and Close” to save your contact info and return to the main window.

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The “Options” icon located to the bottom left of the screen allows you to personalize OWA to your tastes.

The most notable feature is the “Out of Office Assistant” which will alow you to setup Autoreplys when you

are out of the office or on vacation. This user configurable feature allows you the fredom to control your

available status without having to call for outside assistance.

Steps:

1. Choose your options and click “Save and Close” to return to the main menu.

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Next we will Cover how to add the Web Mail address to your Favorites in Internet Explorer. Open Internet Explorer and

type in the address to get to the new email system. In this case it’s https://mail.garygreene.com/exchange . Do not click

enter or it will try to log you into the site. From this point click favorites and choose the option “add to favorites”. You

will then see a dialog box asking you to name this favorite. The name is up to you but I would suggest “Outlook Web

Access” or “Gary Greene WebMail”.

Steps:

1. Insert the address https://mail.garygreene.com/exchange into the address bar and do not hit enter or choose

go.

2. At the top menu bar click “Favorites” and choose the option “Add to Favorites”

3. Name your favorite and click ok.

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I hope you have found this tutorial informative. We have briefly covered the most basic tasks you will

perform in OWA. This should give you the jumpstart you need to be quickly productive in this new email

environment.

Note: The new email server contains all of your contacts, appointments, and email. This is backed up nightly to

maximize the protection and availability of your data.