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Outlook Web Access

Table of Contents

Main Window ................................................... 4 Opening Mail .................................................... 5 Replying to Mail ............................................... 6 Opening Attachments ....................................... 7 Auto Complete/Check Names in OWA ............ 8 Check Names in OWA Light ............................. 9 Sending Mail ................................................... 10 Adding an Attachment .................................... 11 Creating Folders .............................................. 13 Organizing Mail ...............................................14 Deleting Mail ................................................... 15 Deleted Items................................................... 15 Address Book ...................................................16 Calendar.......................................................... 18 Day View ......................................................... 18 Week View .......................................................19 Month View .................................................... 20 Scheduling Appointments ...............................21 Accepting Appointments ................................ 22 Scheduling Assistant ...................................... 23 Out of Office Assistant .................................... 24 Signature......................................................... 25 Logout/Exit .................................................... 25

Revised: November 2009 © 2009 The Learning Center at the Robert C. Byrd Health Science Center, West Virginia University, Morgantown, WV

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Outlook Web Access

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Remote access to your mail and calendar are available through HSC Outlook Web Access. Although web access requires only an internet connection and a web browser, only Outlook Web Access Light is available for some browsers and operating systems. Windows XP and Windows Vista require Internet Explorer 6 or higher to access the full Outlook Web Access (OWA) site. All other browsers open Outlook Web Access Light (OWA Light); computers using a Mac or Linux operating system can only use Outlook Web Access Light. To access your mail and calendar from Outlook Web Access, go to: https://exweb.hsc.wvu.edu. For security reasons, your session will automatically time out (disconnect) after twenty (20) minutes of inactivity if you select public as your security level, and after thirty (30) minutes of inactivity if you select private as your security level. To use remote access, you must fill out the Remote Access form and have that form approved by your supervisor before you can access the Citrix server. The Remote Access form is located on the ITS website at http://www.hsc.wvu.edu/its/Forms. For more information on using Citrix, please see the HSC Remote Access via Citrix documentation. To Login to Outlook Web Access 1. Open your web browser. Outlook Web Access works with most browsers. 2. Go to https://exweb.hsc.wvu.edu. 3. In the Security section, select your desired security level: public of private. 4. Beside Domain\user name enter your Master ID login (this is the same as your e-mail login). 5. Beside Password enter your email password (this is the same as your e-mail password). 6. Press the Enter key. --OR-Click Log On.

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Main Window

Outlook Web Access provides similar layout and access to the Outlook program, including mail and the calendar.

Navigation Pane The Navigation Pane appears on the left side of the window. This bar provides quick access to your folders and calendar. Toolbars The context sensitive toolbar is located above the main window. The icons on this toolbar changes, depending upon what type of item you have selected. Reading Pane Outlook provides a Reading Pane to allow you to view a message without having to open a new window. The Reading pane can appear beneath the inbox or to the right of the inbox.

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Opening Mail

Outlook Web Access functions in a similar manner to the Outlook program. Mail messages open in a new window or a new tab, depending on your browser settings.

To Open a Mail Message 1. Double click on message you want to read. 2. The message opens in a separate window or tab, depending upon what your browser settings.

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Replying to Mail

Replying to mail in Outlook Web Access is similar to using the Outlook client. You can reply and forward messages as you do in the client. To Reply to Mail Messages 1. In Mail Message toolbar click the Reply button.

2. The window or tab displays the reply view. Type your response into the message box. 3. In the Reply window click the Send button.

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Opening Attachments

An attachment is a file that is sent along with the message. That file can be a picture, text document, spreadsheet, etc. In Outlook, a paper clip designates an attachment. Because many attachments contain viruses, HSC automatically strips attachments with certain extensions from messages. To Open an Attachment 1. The attachment icon will appear next to the message in your Inbox.

2. Open the mail message. 3. Besides Attachments, click on the attachment you would like to open.

4. Open or save the file as desired.

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Auto Complete/Check Names in OWA

Just like the client, Outlook Web Access provides auto complete and check name functions. To Use the Check Name Function 1. Create a new mail message. 2. In the To field, type in part of the name of the contact you want add. 3. Click the Check Names button.

4. A list of recipients matching what you typed appears in a drop down menu. 5. Click the select the contact for which you were searching. 6. Send the message as usual.

To Use Auto Complete 1. Create a new mail message. 2. In the To field, start to type the contact name. 3. A drop down list appears displaying matching contacts. Click to select the correct address.

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Che Nam in OW Light eck mes WA t

If yo use a bro ou owser other than Inter r rnet Explorer 6 or high you mu use the O her, ust Outlook We Access eb Ligh Auto Com ht. mplete and Check nam work sl d mes lightly differently in W Access L Web Light. To U the Ch Use heck Nam Functio me on 1. C Create a new mail mes w ssage. 2. I the To box, type par or all of t name or user ID of the recipie In rt the r f ent. 3. C Click the Ch heck Nam button. mes In panel, 4. I the left p possible con p ntact matches are listed. Clic m e ck on o the corre name or ect r resource. r

5. T user/re The esource nam appears in the me To T field. Continue the message as s normal. n

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Outlook Web Access

The Learning Center

Sending Mail

Sending mail is similar in web access to sending messages in the Outlook client. To Create a Mail Message 1. In the Outlook toolbar click the New button. --OR-Click the down arrow beside New and choose Message.

2. In the To box, type the Outlook ID of the recipient(s). --OR-Use the Address Book to insert recipients. (See page 15) 3. In the Subject box, create a subject. 4. Type the message in the Message box. 5. Press the Send button.

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Outlook Web Access

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Adding an Attachment

Attachments can be added to messages in Outlook Web Access to allow you to send a file to another user. This process is similar to using the client. To Add an Attachment 1. Create a new mail message. 2. Click the Attachments button.

3. In the Attach file dialog box, click the Browse button.

4. In the Choose File dialog box, select the desired file.

5. In the Attach Files dialog box, click the Attach button.

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6. Click the Send button to send the message.

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Outlook Web Access

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Creating Folders

Creating new folders is similar in Web Access to creating new folders in the Outlook client. This process is significantly different if you are using Outlook Web Access Light. To Create New Folders 1. Right click on the Inbox, or other folder in which you want to create a subfolder. 2. From the pop-up window, select Create New Folder.

3. Name the new folder. 4. Press Enter or click elsewhere in the program when done.

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Organizing Mail

Outlook Web Access allows you to place mail into folders to organize your mailbox by clicking and dragging. You cannot drag and drop messages in Outlook Web Access Light. To Move Mail Items 1. In the Navigation Pane select Mail. 2. Click to select the item to be moved. Use Ctrl + click to select multiple items. 3. Click on the highlighted item(s) and drag. When the desired folder is highlighted, release the mouse button.

4. The messages are moved to the folder.

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Deleting Mail

Items recently placed in the Trash Folder can be recovered. However, once the Trash has been emptied those item are permanently removed from the server. To Delete Mail Messages 1. Select the message to be deleted. Use Ctrl + click to select multiple messages. 2. Press the Delete key on your keyboard. --OR-Click the Delete button on the toolbar.

Deleted Items

The Deleted Items folder is where items are placed when they are deleted. Deleted items are purged from the system after seven (7) days. To Restore Mail from the Trash 1. In the Folder List, click on Deleted Items. 2. Select the item(s) to be deleted. 3. Drag the message into the desired folder. (See page 14)

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Address Book

In Outlook, you have two types of address books: Contact folders and the Address Book. Contact folders contains your personal address book and distribution lists. The enhanced address book allowed you to create messages and meeting requests directly from the address book, view meeting availability, browse contacts alphabetically, and also provides an enhanced search.

New Message New Meeting Request

Index

To Use the Address Book 1. Click the Address Book button in the blue toolbar at the top of the window. --OR-In a new message, click the To or Cc button.

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2. A new tab or window opens, displaying the Address Book. 3. To search for a user, type their name into the search box. 4. A list of all employees matching your search term appears.

5. Click the To button or the New Message button to create mail addressed to that user. Adding a Contact from the Address Book 1. Click the Address Book button in the blue toolbar at the top of the window. 2. In the address book window, search for the user you want to add to your contacts folder. 3. Select the user, and clock the Add to Contacts button.

Adding a Contact from a Message 1. Open the message. 2. Right click on the name of the user. 3. From the drop down menu, select Add to Contacts.

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Calendar

Outlook provides a calendar to help you organize your time. The calendar contains appointments, reminder notes, and tasks. The calendar can appear in a day, week, month, or year view. In Outlook Web Access Light, calendar functionality is limited. To View the Calendar 1. Select Calendar from the Navigation Bar.

Day View

Click the Day button. You can use the small buttons to the left of the date to move through the calendar, or select the desired date from the month view in the Navigation Pane.

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Week View

Click the Week button. You can use the small buttons to the left of the date to move through the calendar, or select the desired date from the month view in the Navigation Pane.

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Outlook Web Access

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Month View

Click the Month button. You can use the small buttons to the left of the date to move through the calendar, or select the desired month from the year view in the Navigation Pane.

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Scheduling Appointments

Appointments, tasks, and reminder notes can be scheduled for yourself and others. Scheduled items can be deleted, even if the recipients have already opened and accepted those appointments. To Create an Appointment 1. From the Outlook toolbar, in either the mail or calendar view, choose New and then Meeting Request. --OR-Double click in the calendar on the date/time for the appointment.

2. An untitled appointment appears in a new tab or window in your browser. 3. In the Required field, add the desired recipients. 4. In the Location box, type in where the meeting will be held, if desired. 5. Specify the Start time and End time for the appointment. 6. Create a Subject. 7. Add a message, if desired. 8. Click the Send button.

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Outlook Web Access

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Accepting Appointments

When an appointment is created it appears in your calendar. You may set your own busy status when accepting an appointment, regardless of the busy status set by the sender. To Accept an Appointment 1. Open your Inbox. New appointments will appear in your mailbox. 2. Double click to open the appointment you want to accept.

3. The appointment opens in a new tab or window. 4. Click the blue Accept button in the toolbar at the top of the window.

5. From the drop down menu, select the desired option.

6. The appointment is accepted and appears in your calendar.

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Outlook Web Access

The Learning Center

Scheduling Assistant

Outlook provides a scheduling assistant to allow you to check the availability of the individuals you want to invite to your meeting, as well as the resources available for that meeting. To Use the Scheduling Assistant 1. Create a new appointment. (See page 21) 2. Enter the addresses of those who will attend the meeting. 3. On the toolbar, click the Scheduling Assistant tab.

4. The middle panel displays the available times for each of the attendees. Scroll through the list until a time when all participants are available. 5. Click with the mouse to select a new time. 6. From the toolbar click the Send button.

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Outlook Web Access

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Out of Office Assistant

The Out of Office Assistant allows you to inform those who send you messages that you are away from the office and may not reply to their messages. To Use the Out of Office Assistant 1. Click the Options button in the upper right corner. 2. In the left panel, select Out of Office Assistant. 3. Select Send Out of Office auto-replies. 4. If desired, set a start time and an end time. 5. Create and format the response you would like to send. 6. Click Save.

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Outlook Web Access

The Learning Center

Signature

Outlook Web Access allows you to add a signature to outgoing items. Unlike the Outlook client, you cannot have more than one signature, but you can have that signature automatically included when you create a message. To Create a Signature 1. Click the Options button in the upper right corner. 2. In the left pane, select Messaging. 3. Scroll down to the E-mail Signature section.

4. Enter and format your signature as desired. 5. Click Save.

Logout/Exit

Make sure that you logout of Outlook Web Access when you are finished, otherwise, someone else could access your account. To Exit Web Access 1. Select the Log Off button at the top of the screen.

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Outlook Web Access

The Learning Center

If you would like more information about other Learning Center workshops, please or visit our website at http://www.hsc.wvu.edu/its/LC or call the Learning Center at 293-3631 ext 5.

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Outlook Web Access

The Learning Center

--NOTES--

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