1. Microsoft®Office Outlook Web Access Training: Getting Started
Western Connecticut State University presents:
Microsoft®Office Outlook Web Access Training: Getting Started

2. We will be looking at… How to access your Email via the web
The page layout
Composing messages
Reading messages
-Replying
-Deleting messages
-Printing messages
Using the Calendar
Creating and managing Contacts
Basic Mail Management

3. What is Outlook Web Access?
Outlook Web Access, or OWA, allows you to access your from anywhere in the world via the Internet.
It features many of the same features as the full version of Outlook installed on your University computer, and a similar layout.
In this presentation, we will cover the basic functionality of OWA, and will discuss browser compatibility.

4. Browser Compatibility
There are two versions available for Outlook Web Access.
The standard version of Outlook Web Access works with Internet Explorer 6.0 or later. This version provides more robust features that will be discussed in the presentation.
Those who use other browsers such as Firefox, Safari, Opera will automatically use Outlook Web Access Light.
OWA Light provides much of the same functionality as OWA.
Any differences between OWA and OWA Light will be highlighted throughout the presentation.

5. Getting Started

6. Outlook Web Access – Getting Started
First, open up the web browser of your choice.
Then, enter the following URL:
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7. Outlook Web Access - Login
To log in, you will simply enter your Windows username and password. There is no longer a separate password used to access via the web.
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8. Outlook Web Access – Login Options
This is a public or shared computer
Select this option if you use Outlook Web Access on a public computer. Be sure to log off when you have finished using Outlook Web Access and close all windows to end your session.
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9. Outlook Web Access – Choosing Light
Use Outlook Web Access Light
The Light client provides fewer features and is sometimes faster. Use the Light client if you are on a slow connection or using a computer with unusually strict browser security settings. If you are using a browser other than Internet Explorer 6 or later, you can only use the Light client.
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10. Outlook Web Access
As you can see, the view is very similar to that of the Outlook client. The term client refers to the Outlook program installed on your computer.
For more information about using Outlook Web Access, ask for the Outlook Web Access resource card provided by our training staff.
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11. The Outlook Web Access Window
Menu Bar
View Pane
Reading Pane
Navigation Pane
Environment

12. Outlook Web Access - Navigation pane
Mail Folders
Navigation

13. Outlook Web Access Light - Navigation pane
Mail Folders

14. Navigation Options Outlook Web Access navigation
Mail – the main area where you can read,
compose, receive and send .
Calendar – the scheduler, or planner, where
you can set and manage appointments and
tasks.
Contacts – contains your contact list where you
can store names, addresses, and other
information.
Tasks – the task list where you can create and
manage tasks. This element is not available in OWA Light.
Documents – this feature is currently not supported.
Public Folders – displays all available public folders in a hierarchical format. This element is not available in OWA light.
Outlook Web Access Light navigation
Environment – break down of left pane. Show entire left pane shown

15. Reading Mail

16. Reading Mail in Outlook Web Access
To view a message, you can click on the message in the Mail pane, and the message will show up in the Reader Pane.
You can also double- click on the message to view it in a separate window.
Reading

17. Reading Mail in Outlook Web Access Light
To view a message, click on the subject of the message (blue text) in the Mail pane. The message will then appear in the same Window.
Reading

18. Reading Mail – New message indicator
The Inbox icon on the left is bolded when there are new messages, and indicates the number of unread messages.
In Lotus Notes, new messages were indicated in red.
In Outlook, new messages are bolded and in black.
OWA
Reading
OWA Light

19. Reading Mail in the Reading Pane
Options to Reply, Reply to All, Forward, and create a new message are all on the top toolbar above the Reading Pane. This toolbar has less features in Outlook Web Access Light.
You can click on the button to delete messages in the Mail pane, or press the Delete key on the keyboard if the message is selected.
You can also create a new messages, appointments, meeting requests, contacts, distribution lists, and tasks by clicking on the arrow to the right of the New button (This feature does not appear in the Light version)
Reading

20. Reading pane options (OWA only)
You can set your reading pane to look just like Lotus Notes.
Click on the View icon to change the view to Bottom, or turn off the Reading Pane.

21. Reading Mail in a separate window
If you choose to double click on a message, and open it in a separate window, you will see the screen below:
Reading
You will have all of the same message options as you would in the Reading Pane, such as Reply, Reply to All, Forward, and Delete, as well as Print and Copy to/Move to Folder.
This feature is not available in OWA Light.

22. Composing Mail

23. Create a new message
It’s time to look at writing and sending an message using Outlook Web Access
To create a new message, click on the New button above the mail pane.
A mail message window will appear.
composing
All of the old ways to get started in Outlook still work:Whether you prefer to use the New button or press CTRL+N, you’ll just do what you’ve always done to open a new message.

24. Use the Address Book to add recipients
Do you use the Address Book to add names to the To, Cc, and Bcc fields?
You can by clicking on To, Cc, or Bcc.
The Address Book window will appear (as shown at right).
composing

25. Use the Address Book to add recipients
When searching for users in Lotus Notes, you used to search by last name, then first name. When searching for contacts in Outlook, you must search the first name then last name.
composing
To search for a user, type the name of the person you are looking for, and click on the Search button.

26. Use the Address Book to add recipients
Once you are able to find a user in the Address Book, you can click on any of the To -> Cc-> or Bcc -> buttons to add the recipient to the mail message.
The recipient’s name will then appear in the selected box.
composing

27. Using Check Names If you are typing a name of a student, faculty
or staff member directly into the To, Cc, or
Bcc fields, you will need to check that the
name you typed matches the entry in the
Global Contacts.
To check the name(s), click the Check Names
button, or press Ctrl + K on your keyboard
To choose the proper recipient from the Check Names list. Click on the correct name to add them as a recipient.
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You can use Bcc (short for blind carbon copy) to send messages without exposing the names of the recipients to each other—it’s one way to respect the privacy of the people to whom you’re sending .
Tip: You can show or hide the Bcc field as you need to by adding the Show Bcc button to the Quick Access Toolbar. However, you don’t have to turn on or off the Bcc field every time you send a message; the Bcc field won’t show on the received message, even if you don’t turn it off in the sent message.
The name should then show up as underlined in the To, Cc, or Bcc box, seen at right.

28. About Signatures
Do you use a personal signature at the end of your Lotus Notes messages?
You can create signatures for use in Outlook as well.
A signature is a block of text automatically appended at the bottom of an message.
It usually contains your name, title, organization, and business contact information.
composing

29. Creating your signature
To create a signature, click on the Options button on the top right-hand corner of the Outlook Web Access page.
composing

30. Creating your signature
To add a Signature, click on Messaging, then add a signature in the text box below.
Once complete, click the Save button.
composing

31. Include your signature
To add an existing signature to an message, click on the Signature icon.
In the Light version, your signature will automatically append to the message. The Insert Signature button is not present.
composing
Any signatures that you have created will show up in the body text.

32. Use Spell Check (OWA only)
You can use Spell Check to double-check for spelling and grammar mistakes.
To use Spelling & Grammar, click on the Check Spelling button on the message toolbar.
This feature is not available in the Light version.
composing

33. Include an attachment Where you’ll find Attach File
You can attach a file by clicking on the Attachment button on the mail toolbar.
composing

34. Calendar

35. The Calendar view in Outlook Web Access
Click on the Calendar button in the Navigation page to view the calendar.

36. The Calendar view in Outlook Web Access Light
Click on the Calendar button in the Navigation page to view the calendar.

37. The Calendar view
The design of the calendar in Outlook Web Access makes it easy to see what’s what.
The picture shows some examples:
Big buttons make it easy to quickly switch between daily, weekly, and monthly calendar views (Not available in Light).
Back and Forward buttons let you quickly go to the next day, week, or month in the calendar.

38. Setting up an Appointment
In Outlook Web Access, you can click ‘New’ to create a new appointment on the Calendar page.
In Outlook Web Access Light, you can click ‘New Appointment’ to create a new appointment on the Calendar page.

39. Setting up an Appointment
When you create any type of calendar entry, a reminder is set automatically.
To change the reminder time for an appointment:
On the Appointment tab, click the arrow to open the Reminder list and then select a time.
Once you’ve made a change, click Save & Close on the far left of the toolbar.

40. Want to create a meeting? Invite others
An appointment is just for yourself.
When others are involved, create a meeting.
On the toolbar, click the Invite Attendees button.
Type names directly in the box or click the Required, Optional, or Resources buttons to add invitees by selecting from the Address Book.

41. Create an Out of Office Notification
Just like in Lotus Notes, you can create an Out of Office message using the Out of Office Assistant.
To create an Out of Office message, click on ‘Options’ on the top-right hand corner of the Outlook screen.
On the Options screen, click on the Out of Office Assistant link.

42. Create an Out of Office Notification
To create an Out of Office message, select ‘Send Out of Office auto-replies’. You can also specify a time range by checking ‘Only send during this time range’.
Next, you can type a customized message that will be used to auto-reply to messages sent by others. You can set up messages for both inside and outside of your organization. When complete, click Save on the top left-hand corner of the screen.

43. Create a task (Outlook Web Access only)
To view your tasks, click on the Task button
in the Navigation pane on the bottom left-hand corner of the screen. You can then enter the task information, and a follow-up date & time.
In the screen below, enter your task information. When complete, click on ‘Save & Close’.

44. Contacts

45. Viewing Contacts
Are you keeping a message around so that you’ll have a contact’s address handy? Here’s a better idea:
Create a contact entry in Contacts.
To view the Contacts page, click on the Contacts button on the bottom left-hand corner
OWA
OWA Light

46. Create a Contact
To create a new contact, click on the New button on the Contacts screen. In OWA Light, the button is called New Contact
Fill in the blank fields. When complete, click Save & Close.

47. Create a Distribution List (OWA only)
To create a new contact, click on the arrow to the right of the New button on any screen, and choose Distribution List.
To add members to the group, click on the Members button, and choose members from the Address Book. When complete, click Save & Close.

48. Basic Mail Management

49. Creating folders
Previous lessons described ways to act on messages and ways to sort and organize them within a category.
But what if you want to sort messages into distinct groups and keep them separate from other messages (thereby getting them out of your Inbox)?
Folders can help you do this.
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50. Why create folders?
The picture shows an example of using folders: “Demo Folder” and “Personal.”
You may already use a filing system in your office. Once you learn how to create folders, you can easily adapt any existing folder-naming system to Outlook.
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Note: If you remember the lesson on flagging messages for follow-up, you may be wondering what happens to a flagged message if you move it from your Inbox to a folder. Because that flagged message also appears in the To-Do Bar, in Tasks, and in Calendar, these reminders stay put in those places even if you move the underlying message.

51. How to create a folder in OWA
Knowing why to create folders isn’t enough, of course.
In order to use folders, you need to know how to use them. Luckily, it’s simple.
To create a folder in your mailbox:
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Right-click on your name in the Mail pane. In this case, the name is Demo User.
Click Create New Folder on the shortcut menu, as shown in the picture.

52. How to create a folder in OWA Light
Click on Manage Folders.
Enter the information about the folder(s) that you choose in the fields to the right of the Navigation pane.
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53. Moving messages to folders in OWA
Once you’ve created a folder, you can move one message or multiple messages to the new folder.
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To select a message, click on the message. To select multiple messages, press Ctrl+Click selected messages.
To copy to a folder, press the Move or Copy to Folder button.

54. Moving messages to folders in OWA Light
Once you’ve created a folder, you can move one message or multiple messages to the new folder.
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To select a message or multiple message, select the checkbox next to the message.
To copy to a folder, press the Move button.

55. Moving messages to folders in OWA Light
A Move or Copy to Folder window will appear.
Select the desired folder from the drop-down menu for which you want to move your mail message(s) to, then click Move.
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56. Moving messages to folders in OWA
A Move or Copy to Folder window will appear.
Click on the desired folder for which you want to move your mail message(s) to, then click Move.
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57. Logout of Outlook Web Access
To Logout of the system, click on the Logout button on the top right-hand corner of the screen.
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58. Questions???
If you have any further questions about Outlook 2007, please contact
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59. Thank you.
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