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WEBMAIL 2003 Users Guide - DCPS WebMail

1. To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 17 of 17 more than one search criterion is entered Outlook Web Access looks for items that contain all specified criteria Therefore if you enter the name Chuck Roast 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 Chuck Roast 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 When you select the Also search message body check box the text you re searching for can match the subject line of a message OR the body of a message 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 display the message You are searching this folder name of folder to indicate the folders Outlook Web Access will search P To search your Exchange folders gt Select the folder or parent folder you want to search and then click Search on the toolbar gt To search the subfolders of the current folder select the Search Subfolders check box in the Search window Note This option is available only when searching your Exchange mailb
2. You can use Outlook Web Access with Microsoft Internet Explorer or Netscape Navigator Web browsers from many UNIX Apple Macintosh or Microsoft Windows based computers To use the complete set of features available with Outlook Web Access use Internet Explorer 6 or later b Change Your Browser Language Upon installation Microsoft Exchange Server supports the following languages English French German Spanish Italian Japanese Korean Traditional Chinese and Simplified Chinese Many other languages are available but must be installed by a server administrator If you don t know whether your preferred language is supported contact your administrator gt In Internet Explorer on the Tools menu click Internet Options and then on the General tab click Languages gt Toadda language to the list of available languages click Add in Language Preference gt To move a language to the top of the list select the language and then click Move Up gt Click OK to close the Language Preference and Internet Options dialog boxes and then refresh the browser window c Common Error Messages Microsoft Office Outlook Web Access uses Hypertext Transfer Protocol HTTP to display Microsoft Exchange mailbox information in a Web browser The following are explanations for some common HTTP error messages that may occur while you are using Outlook Web Access Error Description 400 Bad Request A request from your browser such as to open a folder
3. Attachments are a common method for spreading computer viruses gt Remove saved copies of any attachments you open Attachments you open from a message are downloaded from your mailbox on the server and stored on the computer you re using If you need to open an attachment you don t want anyone else to read save the attachment to a folder or a location you can easily find such as the desktop When you re finished with the attachment close the program you used to view it Delete the attachment if you saved it and then empty the recycle bin or trash VV Vv To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 13 of 13 b Manage Junk E mail Junk e mail can strain networks clog e mail servers and fill mailboxes with inane and often highly offensive messages and images Microsoft Office Outlook Web Access helps you control unwanted and unsolicited messages by allowing you to do the following gt Create lists of trusted and untrusted e mail addresses and domains gt Block links to external content that can make you the target of junk e mail Notes When checking incoming messages your junk e mail filter gives precedence to e mail addresses over domains For example suppose the example com domain is on your Blocked Senders List and the address someone example com is on your Safe Senders List The address someone example com will be allowed into your Inbox but all other e mail addresses with the domain e
4. ane RA 7 at aps a SS calendar a Vaknte Cyrthia GE RE THE NERAKA MEDICAL CENTER D Sun 5 12 2004 9 23 AM 8 O MeFedlend Sectt aa sot s lt oageiaa Ca Meerand Scott FW Scrsering Dates Fri 91C 2004 11 18 4M 4G O MO KenyRess Rupar Documzats on Act Synchronization Contacts SPIGA COPYRIGH TRACKING NMB Thu SiSf2cot FizE OM 2G oO O Kery Ress Aacther interesting article doat uaderstaad Sit oo p hon E D Black MA coer 1 O Yaema Cynthia GE Healthcare PE THENEBRASKA MEDICALCINTER DATA Public Folders iy Chayeske Bier Seva CT bth Floor wee 1204 1 31 PY 23 CENTER Ma 2 i Maxey and Cont WW Sremdutvel 129 Tiales 4110595 An 4 z O Mezarlend Scctt FW Szzeenng Dates Pes RA pAr 1 KTN z gt v T Programming Request Documentation Database a POCLZ S COFYRIGHT TRACKING HUMBER x F lo j kes https vrai a excharce PGuizial naax RE 2052 c0UPRALTE 20M INUT E 2009_xFBFF_14_xF 4 Local itana al Tatal heme 24 Wvetnet Ees Meest W Yayain keg Gay CWA 2003 Pikt Wicrosoft 2 2 Start W Inbox Mis Frogammin Gap Ow 2003 A Synapse F Micosct o ily Fo 041 om WEBMAIL 2003 New WEBMAIL Previous Version To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 3 of 3 Logging In to WEBMAIL https webmail duvalschools org You MUST add the s after http in order to access WebMail to get access over a secure channel If you d
5. 8 5 o flagging 2117 03 8 49 test Ted Bremer Mon 2 17 2003 5 1 4 4 47 3 Ted Bremer Mon 2 17 2003 4 4 Re reply From ted CA Ted Bremer Thu 27 6 2003 11 1 Note You cannot set a reminder for follow up flags The flags simply provide a visual indicator of which items in the mailbox a user has marked as needing further action To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 7 of 7 Notifications New Message Arrival Flag If you configured WebMail to notify you of new e mail or reminders the Navigation Pane now notifies you when new items arrive in your Inbox or active reminders are waiting to be dismissed or set to snooze To configure notifications click Options and then select the appropriate options under Messaging Options and Reminder Options Spelling Checker WEBMAIL 2003 includes a spelling checker The spelling checker feature is available whenever users compose a message Languages supported include English French German Italian Korean and Spanish Users select the language for the spelling checker to use When spelling checker is first run users are prompted to select the preferred language The language can also be configured at any time To set the spelling checker language In the Navigation Pane click Options If the Navigation Pane is collapsed click the Go to options button gE J Anne Beebe ro calendar gj Contacts al Deleted Items 1 Le Drafts pa E
6. End time boxes lf there was a scheduling conflict with one or more attendees click the Availability tab to view everyone s schedule This will help you find a more convenient time On the toolbar click Send Update Note If you cancel a meeting Outlook Web Access will ask if you want to notify attendees with a cancellation notice Forward a meeting request gt gt gt In Calendar double click the meeting In the meeting request form click Forward y In the To box type the name or alias of the recipient and then click Check Names Be to resolve the name If you don t know the recipient s name click To to look for the person in your organization s address book or your Contacts folder Click Send Cancel a meeting gt gt gt gt In Calendar open the meeting you organized x On the toolbar click Delete In the Alert dialog box click Yes to send a cancellation notice to the people you invited to the meeting Tip If you want to include a message with the cancellation such as the reason you re canceling the meeting type your message in the body of the cancellation form Click Send c Work with Recurring Items Create a recurring item Many meetings appointments and events occur on a regular basis over a period of time Instead of creating new calendar items for each occurrence you can set the item as recurring Microsoft Office Outlook Web Access will automatically schedule the item each
7. WEBMAIL 2003 New Feature Overview for Current WEBMAIL Users This section of the guide is intended for current users of WEBMAIL If you are a new user please skip ahead to Instructions for New WEBMAIL Users on page 8 of this guide Shortcut Menus Shortcut menus are now available in WEBMAIL 2008 You can right click on messages folders and other objects to display shortcut menus from which you can select relevant commands Message Shortcut Menu When you right click a message in the message list the following commands are available Open Clear Flag Reply Mark As Unread Reply To All Create Rule Forward Delete Follow Up Move Copy to Folder Flag Complete VV VVVVVVVV WV Folder Shortcut Menu Right click on a folder to access the following commands Update Folder Delete Open Rename Open in New New Folder Move Copy VVVVVV WV Flagging Messages for Follow Up In WEBMAIL 2003 you can flag messages for follow up The new flag column appears to the right of the message list and allows users to flag a message mark a flag as complete or clear a flag Six flag colors are supported To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 6 of 6 Erias E Ted Bremer Mon S17 2003 12 1 Release Notes Mike Nash wed 3 12 2003 5 3 a manaul test 3 Emil crossforest Tue 3 11 2003 12 5 f a Multi colored 3 Ted Bremer Mon 2 17 2003
8. and 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 To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 37 of 37 as a password when you try to open that folder For more information see the Microsoft Exchange Server online documentation or contact an administrator Also if you logged on only to view public folders you may have to supply security credentials to access your Exchange mailbox folders such as your Inbox To open a public folder gt Inthe Navigation Pane click Public Folders Microsoft Office Outlook Web Access displays the public folder tree in its own browser window gt Click the plus sign next to Public Folders to expand the display of your organization s public folders Click the plus sign O next to a folder to view additional folders nested within it gt To open the public folder click it The messages posted to that folder are displayed in the adjacent viewing area a Working with Posted Messages Read 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 Microsoft Exchange Server Posted messages are displayed in the Read Post form when they are opened by Microsoft Office Outlook Web Access recipients Note Because posted messages appear
9. box gt Inthe Folder contains list select the type of items the new folder will contain Your selection will determine which form Contact Calendar e mail message and so on Outlook Web Access will use to display this folder gt Select where you want the new folder to reside in the list of folders If the new folder is a subfolder of Inbox for example click Inbox If the new folder is at the top level of the folder hierarchy click the first listing your user name To delete a folder gt To display your Exchange mailbox folders and public folders click Folders in the Navigation Pane gt Right click the folder you want to delete and then click Delete gt When asked 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 isn t permanently removed until you delete it from that folder c Move and Copy Folders Outlook Web Access allows you to move and copy folders between other folders This helps you create and organize your folder hierarchies Note You can t move or copy items between public folders and your Exchange mailbox folders For example you can t 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 gt To display your Exchange mailbox folders and public fol
10. check box on the Advanced tab in the Microsoft Internet Explorer Internet Options dialog box This provides the best print quality a Working with Calendar Items Create an appointment Unlike meetings which include other people appointments are commitments that only you are required to attend Examples of appointments include a visit to a physician picking up a child at school or time you set aside to work on a project 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 report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 29 of 29 To create an appointment gt In Calendar on the toolbar click New Tip You can also create a new appointment by double clicking a time slot in YYY VVVWV the daily calendar view or double clicking the date bar in the weekly or monthly view In the Subject box type a brief description of the appointment In the Location box type the place where the appointment occurs In the Start time and End time lists select the appropriate dates and times In the Show time as list choose how you want your schedule to appear for the duration of the appointment Your selection Busy Free Tentative or Out of Office is what others will see when they view your schedule To be reminded about this appointment select the Reminder check box In the message body type any additional informati
11. gt On the Appointment toolbar click Invite Attendees gt Inthe Required and Optional text boxes type the names of the people you want to receive this meeting request If necessary type in the Resources box to specify a conference room or special equipment such as an overhead projector Tips You can also add names or distribution lists to your meeting request by clicking Required or Optional This opens the Find Names dialog box which allows you to search for a person in your organization s global address list or your Contacts folder However you can t use the Find Names dialog box to search for distribution lists in your Contacts folder You can also click Resources to search for resources in your organization After you locate a person in the Find Names dialog box add the name to your meeting request by selecting the name and then clicking Required or Optional next to Add recipient to To add a resolved name in the address boxes to your Contacts folder right click the name and then click Add To Contacts To delete a name from the address boxes right click the name and then click Remove Or select the name and press DELETE To check the schedule of potential attendees click the Availability tab This ensures you re choosing a time when everyone is free to attend your meeting For more information see Check the availability of attendees On the Appointment tab the Request Responses check box is selected by default If you don t want your me
12. the unresolved name to one of the names under Change to select the name and then click OK Tip A maximum of 100 names is returned for you to select from If you don t see the recipient you re looking for refine the name you originally typed Format 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 ee a eee Increases or decreases the indent of your text sets the text direction in individual paragraphs from left to right or from right to left This option requires Microsoft Internet Explorer 6 or later To change the default font used for all your messages gt Inthe Navigation Pane click Options gt Under Messaging Options click Choose Font To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 25 of 25 gt Inthe Font dialog box select a font style and size and then click OK Set message importance Outlook Web Access allows you to set a message importance of high low or normal to any message you send or post including new messages replies and forwards Messages not designated as high or low have a normal importance by default e To set the importance level in the new message or new post form click Importance High or Importance Low 4 on the toolbar Note Message importance can also be set in Options under Message Options See Set message options Set mess
13. List text box gt To adda personal contact or person outside of your organization to your distribution list type the contact s name or the person s e mail address in the Add to Distribution List text box and then click Add Repeat this step for each person you want to add Tip To delete the distribution list from your address book in the new distribution list window click Delete on the toolbar To send a message to all the members of the distribution list click Send mail to list About Tasks A task is a personal or work related errand you want to track through completion A task can occur once or periodically a recurring task A recurring task can repeat at regular intervals or repeat based on the date you mark the task complete For example you might want to send a status report to your manager on the last Friday of every month and get a haircut when one month has passed since your last haircut To view your tasks click Tasks in the Navigation Pane b Creating Tasks Create a task gt In Tasks on the toolbar click New gt On the Task tab type a task name in the Subject box gt Select the appropriate options for the task gt Click Recurrence to make the task recur In the Recurrence pattern dialog box set the recurrence pattern for the task and then click OK gt Click Save and Close Create a recurring task Some tasks such as compiling a monthly status report occur on a regular basis Instead of creating a separate task f
14. RA clu Ej Toirnel ba Junk e mail EN hinkes L Vutbox Lay enk Trams asks Go lo Opens button Under Spelling Options in the Select the language of the dictionary to use while checking spelling list select the preferred language Click Save and Close To Check the Spelling in a Message When composing a message click the Spelling button A Untitled HERRARE Microsoft Internet Expl I send li eee 1 T abner Spelling Butta ri ESF As with other spelling checker software you are prompted about words that are not found in the spelling checker dictionary Choose whether to ignore the word in question change it manually or select from a list of suggested To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 8 of 8 alternatives Message Signatures To create your signature gt Inthe Navigation Pane click Options If the Navigation Pane is collapsed click the GO to options button gt Under Messaging Options click Edit Signature gt On the Signature page edit the signature text and style gt Click Save and Close To add your signature to all outgoing messages automatically gt Inthe Navigation Pane click Options If the Navigation Pane is collapsed click the GO to options button gt Under Messaging Options select the Automatically Include My Signature On Outgoing Messages checkbox gt Click Save and Close To insert your signature into a
15. aebaaduercaniesiendet 11 OLCOTT Lite 2 i 2x 8 Ieee er a aA 12 Welcome to Outlook WED ACCESS Arri E T raiecd eae nape acd eae 12 COMMON ETFO MICS S OCS ose et eeac toe N TO U OTETO ee Ree Ree 12 mono GU tT Ae 101 lel 02 AR nn ee a CIR eT Re ed nC 13 Traveling with Outlook Web ACCESS eccscsdonsscecs wince devcxscelsvnsdeacnuatedsinnindoacesadisunouid Hewsaie de ein hea aa 13 Manage JUNK EIN GI 2 o5icc secessionists eek Ped aactens aati ra testis ace aaaseaear eae nae a eas 14 Exchange Folders enseia E NE EENE A T T aes 15 Personal folders 5 ps cceteta va ose cs heres at a ek velo ns had esa tee gar 16 sCreate Gnd Delete Folders cit coh a en i E E A A E T E bake raeaiavackie 16 Move and Copy FOldeErS srosoiniosuenenakin E E E a O 17 PD OU SCOT OI ines e E T E E aS Hur S A E 17 Outlook Toolbars eea E E E E E O OAN 18 Aboul he Nav alon TANE sirs T E O E N Reet 18 ABDOU OOIDOTS oos RE T E T T I E T 19 Aboul NETOA r DA ann a E TS 20 PDOUE he MDO eac a AE A eRe E E 20 Wo rkino WUN MICSSA GOS o A T A RS 20 Creating NOW MOSSAS iscri eiiie OT E E T E EEEE EE E OENE ceed ONNE OAS 24 Add A SNAUT ir E E T ET A A N 27 Workin WiihAtachmenl S sT E ENEE EE EN O N E AE EE 2i ADO CANAI EE E EA A O 28 Working with Calendar Items secaiscccissiises Zlewsiceceasiease desisiieduadi sss Rea casein an tial ais vee scene aeletiadeaaess ewe 29 PPIGUTUNS THC CUNOS si ehsiaisotitick eo ierisasieain dont ealeoiasiin NEA 31 Vork wih RCCUTTING ems sai vicsiccsentas teva r
16. age options By clicking Options on 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 gt Importance Sets the message importance to Low Normal or High The default setting is Normal gt Sensitivity Sets the message sensitivity to Normal Personal Private or Confidential The default setting is Normal gt Message Receipts Lets you request a delivery receipt or read receipt for your message For more information see Request a message receipt gt Digital Signatures and Encryption Lets you encrypt or digitally sign the message Note These options are available only if the S MIME Control is installed For more information see Set up e mail security Save a message You can save a message you want to send or complete at a later time This applies to new messages as well as messages you re forwarding By default saved messages are stored in your Drafts folder To save a message gt Open the message On the toolbar click Save Tip To recall a saved message double click the message in the Drafts folder About message receipts Microsoft Office Outlook Web Access allows you to confirm the receipt of a message you have sent This confirmation can be done with new messages or when you reply to or forward another person s message When you request a message receipt you ll receive a notification in your Inbox when your message was del
17. ample you can explain why you may not attend the meeting gt Click Send or Don t Send Response Reply to a meeting request with a message gt You can reply to a meeting request without accepting the invitation gt To send a message only to the meeting organizer click Reply in the meeting request _ gt To send a message to everyone who was invited click Reply to all sal gt Inthe message body type your reply and then click Send Forward a meeting request You can forward a meeting request to someone who should attend the meeting but didn t receive the original invitation gt Inthe meeting request click Forward oe gt Inthe To box type the name or alias of the recipient and then click Check Names i to resolve the name If you don t know the recipient s name click To to look for the person in your organization s address book or your Contacts folder gt Click Send Attach a file to an appointment You can attach files such as a Microsoft Word document or other relevant information to an appointment This allows you to send files with a meeting invitation or add information to a personal appointment gt Inthe appointment click Add Attachment on the toolbar gt Inthe Attachments dialog box type the path to the file under Choose a file to attach or click Browse to locate the file gt Click Attach and the file will appear under Current file attachments Repeat steps 1 2 for any additional files you
18. blems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 9 of 9 liS Authentication Manager Microsofi cf Internet Service Manager for Internet Information Server 6 0 Dorman DCPS Account reste Old password Cree New password eecccee Confirm new password eeseees Note This feature is not supported in the external version of WEBMAIL 2003 Junk Email Filtering WEBMAIL 2003 offers a Junk E Mail folder that allows you to manage junk e mail Procedures for this function may be found on page 11 of this guide Log Off To complete the Log Off process and prevent other users from accessing your mailbox use the Log Off feature The Log Off feature has been moved from the Navigation Pane and is now located on the right side of the toolbar Please be sure to use Log Off first before closing the Internet Explorer window Always Log Off First E Inbox Messages Items lt u to 27 of 27 lid j H f Your password expires in 14 days Use the Options page to change your password adier Xe log of Sii i From Subject Received r 5ize Y 2 Tsmewiesl lies NO OA AT AAT On In Wee MAINA TEA aha cro W A Then close the Internet Explorer window To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 10 of 10 Outlook Web Access WEBMAIL 2003 Instructions for New WEBMAIL Users If you read through the introduction pages you should already be l
19. 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 ea a en Displays all appointments and meetings for the current day This is the default calendar view Daily Weekly Displays all appointments and meetings for the current week i Monthly Displays all appointments and meetings for the current month In addition to the daily weekly and monthly views you can display up to seven days of your choice in one view To display specific dates in one view gt Inthe daily view locate the first day in the date selector and then click it gt Press CTRL and then click up to six additional days from any month or year gt When you view your calendar double click a meeting or appointment to open it After an item has been opened you will be able to view details or make changes If you double click a recurring item such as a weekly meeting Outlook Web Access will ask if you want to open the occurrence the meeting only on the day you selected or the entire series every meeting You can print your daily weekly or monthly schedule by clicking Print lai on the Calendar toolbar Outlook Web Access alerts you if a printer needs to be installed on the computer you re using Tip Before you print your calendar select the Print background colors and images
20. ders click Folders in the Navigation Pane gt Inthe Navigation Pane right click the folder you want to move or copy and then click Move Copy gt Inthe Move Copy Item dialog box click the destination folder and then click Move or Copy Tip You can also move or copy folders by dragging them To move a folder simply drag it to the destination folder in the Navigation Pane To copy a folder press CTRL and drag the folder to the destination folder in the Navigation Pane To move or copy a folder to a new folder gt Inthe Navigation Pane right click the folder you want to move or copy and then click Move Copy gt Inthe Move Copy Item dialog box click New gt Inthe Create New Folder dialog box type a name for your new destination folder in the Name box gt Inthe Folder contains list select the appropriate item for your new folder and then click OK gt Inthe Move Copy Items dialog box select the new folder and then click Move or Copy d About Search Microsoft Office Outlook Web Access allows you to search for messages appointments and other items in your mailbox In addition to your Microsoft Exchange mailbox folders you can also 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 or specific text in the subject line or body of a message You can choose to search just the current folder or any subfolders within the folder When
21. e names of other Bcc recipients gt Inthe Subject box type a brief subject line gt Inthe message body type your message Tip Use the Formatting toolbar to format your text with different sizes fonts and colors Check names Microsoft Office Outlook Web Access can match partial names typed into recipient boxes to their corresponding e mail aliases 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 isn t completely matched and won t be recognized This is because both john and johnny could be matched to john The name john is also displayed in red to indicate that it isn t unique If you try to send a message to one or more recipients who can t be matched to an e mail alias the Check Names dialog box will appear For each unresolved name you can either delete the name from the list of recipients or select a similar name that Outlook Web Access has found in the address book gt On the toolbar click Check Names ay Unresolved names appear in red gt To delete the unresolved name in the Check Names dialog box select Delete this recipient from the list and then click OK To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 24 of 24 gt To get more information about one of the similar names in the list under Change to such as street address or phone number select the name and then click Properties gt To change
22. ebMail 2003 contact the IT Service Desk at 348 5200 Page 21 of 21 sender of the original message gt The text of the original message is copied into the message body Type your reply within or above the sender s original message To reply to the sender and all other recipients of a message gt On the Read Message form toolbar click Reply to all When you click Reply to all the To and Cc text boxes are already addressed to the sender as well as every other recipient of the original message gt The text of the original message is copied into the message body Type your reply within or above the sender s Original message To forward a message gt On the Read Message form toolbar click Forward gt Inthe To box type the e mail address you want to forward the message to gt The text of the original message is copied into the message body Type your reply within or above the sender s original message Tip You can also reply reply to all or forward a message by right clicking the message in your Inbox and then selecting the action on the context menu Address a reply When you click Reply or Reply to all the New Message form opens with the relevant names in the To and Cc text boxes When you forward a message you fill in these names yourself gt Inthe To or Cc text boxes type the person s name or e mail alias or click To or Cc to open the Find Names dialog box Tip The Find Names dialog box allows you to search your organization s g
23. eck the subject line of your message gt After or while you compose a message click in the body of the message gt On the toolbar click Spelling If the spelling checker finds a word that isn t in the dictionary it highlights the word and presents you with options for correcting the error gt Inthe Spelling dialog box select the appropriate option Tip To stop the spelling checker and return to the message click Close To automatically check the spelling of each message before you send it gt Inthe Navigation Pane click Options gt Under Spelling Options select the Always check spelling before sending check box gt Click Save and Close Note The spelling checker is available only to licensed users of Microsoft Office Outlook Web Access which provides the spelling checker technology For more details and information about the providers of the spelling checker technology see About Outlook web Access About Outlook Web Access In the Help menu d Add a Signature Add a signature To append a custom signature to each message you send gt Inthe Navigation Pane click Options gt Under Messaging Options click Edit Signature gt Inthe Signature window type and format the signature you want to use and then click Save and Close gt Select the Automatically include my signature on outgoing messages check box and then click Save and Close e Working With Attachments Attach a file to a message You can attach an
24. ems in that folder are listed in the main Outlook Web Access display area To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 15 of 15 Default e mail folders Outlook Web Access provides the following default e mail folders FOLDER DESCRIPTION al Deleted Items Stores messages that you delete After you delete a message from this folder it s permanently removed from your mailbox A Drafts Stores messages that you save You can save messages that you want to finish composing or send at a later time Ea Inbox Stores newly received e mail messages New e mail messages are displayed in bold type LA Junk E mail Stores newly received e mail messages that have been identified as junk e mail Check this folder regularly to ensure that you do not miss messages that you want to receive Outbox Stores outgoing e mail messages until they re sent r j oy sent Items l Stores a copy of each message that is sent Personal folders In addition to your default e mail folders Outlook Web Access provides access to the following Outlook folders for your personal use You can view modify and create tasks however you can only view your Notes and Journal items FOLDER DESCRIPTION Journal Contains your Outlook Journal items Journal Notes Contains your Outlook Notes Tasks Contains your Outlook Tasks b Create and Delete Folders By default messages sent to you are stored in your Inbo
25. ent or meeting gt 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 gt On the toolbar click Recurrence Ei gt Inthe Recurrence pattern dialog box click Remove Recurrence d About Calendar Reminders In Microsoft Office Outlook Web Access you can set reminders on your appointments and meetings You can then determine how long before an appointment or a meeting the reminder message will appear Notes For calendar 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 Calendar reminders work only on appointments and meetings stored in your Calendar folder You can also set reminders on tasks For more information see About task reminders Set reminders gt After you enable calendar reminders you can activate them whenever you create an appointment or plan a meeting gt When creating a Calendar item select the Reminder check box in the New Appointment or New Meeting Request form gt The default reminder interval is 15 minutes To be reminded at a time other than 15 minutes before the appointment or meeting select another time from the list Tip To view your reminders at any time in Calendar click View Reminders it on the toolbar About Contacts To report problems with WebMail 2003 contact the IT Service D
26. eply 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 your Web browser documentation Read an attachment When a message contains an attachment Microsoft Office Outlook Web Access displays a paper clip icon ll next to 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 Caution Don t open an attachment unless you trust the content and the person who sent it to you Attachments are a common method for spreading computer viruses For this reason Outlook Web Access may require you to first save attachments to your computer s hard disk before opening them This will happen when an attachment contains a file with certain extensions such as mht xml or js To view an attachment gt 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 your Web browser documentation Send an edited attachment In Outlook Web Access you can make changes to a downloaded file before forwarding It posting it or returning i
27. er relevant information to a task This allows you to store all information pertaining to a task in one location You can also attach a file when you create a task gt Toopena task double click it gt On the toolbar click Add Attachment ll gt Inthe Attachments dialog box under Choose a file to attach type the path to the file or click Browse to locate the file gt Under Add the file to the list click Attach The file will appear under Current file attachments gt To return to the task click Close The files you attached are now displayed next to Attachments Mark a task as complete gt Inthe Navigation Pane click Tasks gt Select the Mark Complete 37 check box next to the appropriate task About Public Folders Public folders are an easy and effective way to collect organize and share information with other people in your workgroup or organization You can use public folders to share files or post information on an electronic bulletin board You can also use them to store items such as calendars and contacts which are shared by two or more people Public folders which are stored on Microsoft Exchange Server 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 items to your server s public folders
28. esk at 348 5200 Page 34 of 34 Contacts are your personal e mail address book and place to store information about the people and businesses you regularly communicate with Use Contacts to store the e mail address street address phone numbers and any other information about the contact This 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 click Contacts in the Navigation Pane a Creating Contacts Create a New Contact gt In Contacts on the toolbar click New gt Inthe new contact window on the General tab type the information you want to include for the contact Tip Use the drop down lists to record multiple entries in some boxes For example the drop down list next to the E mail icon allows you to store up to three different e mail addresses for a contact E mail E mail 2 and E mail 3 You can also store multiple addresses and phone numbers gt lf you have multiple addresses stored for a contact you can designate one as the contact s mailing address Select the address in the list and then select the Mailing address check box gt On the Details tab you can fill in additional information about a contact gt Click Save and Close and then refresh
29. eting To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 32 of 32 Vv VY VY WV Vv VV WV v request recipients to send you their responses clear this check box In the Subject text box type the meeting s topic In the Location text box type the location where you plan to hold the meeting In the Start time and End time lists select the appropriate dates and times If this meeting will occur on a regular basis click Recurrence on the toolbar For more information see Create a recurring item In the Show time as list select how you want your schedule to appear for the duration of the meeting Your selection Busy Free Tentative or Out of Office is what others see when they view your schedule and the schedules of all attendees select the Reminder check box to be reminded about this meeting This also reminds all recipients of the meeting request provided they have reminders enabled on their calendars Type a message to accompany your meeting request in the message text area and then click Send A meeting request is sent to each invitee and the new meeting is added to your schedule Each person who receives your meeting request can accept decline or tentatively accept it Reschedule a meeting gt gt gt gt In Calendar double click the meeting you want to reschedule In the meeting request form make any necessary changes to the Required Optional Location Start time and
30. i Duval County Public Schools Duval County Public Schools WEBMAIL 2003 Users Guide To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 1 of 1 TABLE OF CONTENTS i a Ea TLC aono ana seats reese eee Meme trie ts een mE aa ee eMC pe Reema ee eee E E eae eee 3 Pelor Yog 6rd I Bene Re a rn eae eee 3 System Requirements and Other Important tems c cc ccccccccccccccecceseeeeeeccceeeeeaaeeeeeeecceeeesaaaeeeees 3 Loggins Mn to WEBMA oscars caw E toes od aa peat doa PARE a A Re 4 Troubleshootine External WEBMAIL terii r T 5 New Feature Overview for Current WEBMAIL USePr cc ccccccccccccccccessseeeeeecceeescaeeeeeeeecceeessaaaeseeeeeeees 6 SHOrCUC MENUS tee a Mee ee ene ee me eer reer 6 Flagging Messages for Follow Up iecciayccicaciaecicdasecccicsisesalaseesiecactatis dase diesecs aides actanees doses daneeeesesee 6 Notifications New Message Arrival Flag ccccccccccccsssssseccccceeecaaeeeseeecceeeeeaaaeeeeeeceeeeseaaaeeseeeeeeeessaaaageees 8 Spelin Chetki Glee eee a a ee RD re ee 8 Message Sinatre S eiaa E eae eae 9 Fass word Chana O orrena T E E sa no etea aceeRae 9 Jmk Emal GG AN cananea A EA E E ONETO 10 Instructions for New WEBMAIL USe2Ps cc ccc cccessscccccceceeaaesseeeecceeeesaaaeeeeecceeeeesaaeseeeeeceeseseaaaaeeeeeeeees 11 The WEE VIA TL TD OX ics sdscececsciavscesistecunesssvadespoaaeaiuirceansengiiedauesnseduenedsged wndeedcsanitieestandseudasnedis
31. ify your Blocked Senders List Blocked senders are people and domains you don t want to receive e mail messages from Messages received from any e mail address or domain on your Blocked Senders List is sent directly to your Junk E mail folder In the Navigation Pane click Options Under Privacy and Junk E mail Prevention select the Filter Junk E mail check box Click Manage Junk E mail Lists In the drop down menu select Blocked Senders To add a sender to the list click Add type an e mail address or domain in the text box and then click OK To modify a sender in the list select the recipient and then click Edit Change the entry and then click OK Click OK to close the Manage Junk E mail Lists dialog box and then click Save and Close VVVVVV WV Tip You can also add a sender to your Blocked Senders List from any message you receive from the sender Right click the message in your Inbox or the sender s name in an open message and then select Add Sender to Blocked Senders List When you do this Outlook Web Access also moves the message to your Junk E mail folder Block links to external content in HTML e mail messages With Outlook Web Access you can block a mechanism called a Web beacon that can make you the target of unsolicited e mail messages For more information about Web beacons see Help protect your privacy gt Inthe Navigation Pane click Options gt Under Privacy and Junk E mail Prevention select the Block external co
32. in public folders they can be viewed by anyone with access permissions to that folder About Options Microsoft Office Outlook Web Access provides several ways to customize program features functionality and appearance Automatically reply to e mail you receive Customize messages and message views Mark previewed items as read or unread Set up the spelling checker Set up e mail security Help protect your privacy Change the color scheme Set date and time formats Customize your calendar view Set reminders for calendar items and tasks Customize address book searches Change your Windows password Recover items you ve deleted VVVVVVVVV VV VV To customize these features click Options in the Navigation Pane Important When you change any settings for the following options you must click Save and Close for your changes to take effect To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 38 of 38 Copyright Microsoft Corporation 2003 All rights reserved Terms of use To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 39 of 39
33. ing on which folder is displayed you can sort and view messages by specific characteristics by clicking the arrow next to the folder name For example you can view only the unread messages in a folder or view all messages by sender or subject You can also view your contacts and tasks by characteristics specific to those items For example you can view all completed tasks For more information about contact and task views see Sort contacts and Sort tasks Scrolling to pages A folder often contains more items than can be displayed in a single window To scroll through the contents of a folder click Previous Page and Next Page You can also click First Page and Last Page to jump to the beginning or end of folder contents To go to a specific page in the Items box type a page number and then press ENTER About the Inbox Messages are delivered to your mailbox on a computer running Microsoft Exchange Server where they re stored in your Inbox by default The number of new messages in your Inbox appears in parentheses next to Inbox The Inbox displays new messages in bold type Once opened the messages revert to normal type Tips To mark a message you ve previously opened as unread select the message and then press CTRL U To add the sender of a message to your Safe Senders List right click the message and then select Add Sender to Safe Senders List To treat all messages from a sender as junk e mail right click the message in you
34. ites list for the Pop up Blocker To do this follow these steps On the Tools menu click Pop up Blocker and then click Pop up Blocker Settings In the Address of Web site to allow box type the URL of the Outlook Web Access Web site Click Add and then click Close lf WEBMAIL 2008 still does not operate properly use additional methods described at http support microsoft com default aspx scid kb en us 883575 If you experience difficulties using the External WEBMAIL 2003 application please review the questions below and check your system for the following Is your Operating System at least Windows 98 Have all Microsoft Critical Updates and Security Patches been installed Are you using Internet Explorer to access WEBMAIL Is your Internet Explorer version at least 5 01 Does your browser support 128 bit encryption Are you using Anti Virus software Are your Anti Virus definitions up to date Have you scanned your computer for viruses Are you using a Pop Up blocker Has webmail duvalschools org been added to your safe sites Are you using a Personal Firewall Are you using a SpyWare blocker Is your system free of SoyWare Is your Internet Connection working correctly Can you open other Internet sites VVVVVVVV VV VV VV V Note There are no special IE settings other than the defaults to use WEBMAIL To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 5 of 5 Outlook Web Access
35. ivered and when it was opened by the recipient 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 gt Delivered lt subject gt where lt subject gt is the subject of the message you sent To see the date and time the recipient received the message double click the receipt gt Read lt subject gt where lt subject gt is the subject of the message you sent To see the date and time the recipient opened the message double click the receipt Request a message receipt 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 by the recipient gt When you compose your message on the toolbar click Options To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 26 of 26 gt To request that you be notified when your message is opened by the recipient in the Message Options dialog box select the Request a read receipt for this message check box gt To request that you be notified when your message is delivered select the Request a delivery receipt for this message check box Send a message JEF d gt When you ve finished composing your message click Send on the toolbar f sera c Check Spelling Important The spelling checker doesn t ch
36. ks and Public Folders have their own toolbars with buttons specific to their function There are several buttons however those are for more general administrative functions and are available in more than one location They are described in the following table BUTTON DESCRIPTION Help Displays Help that is specific to the window you re working in Allows you to create a new item such as an e mail message a contact or a task This menu is always SH New available The icon displayed varies depending on the window you re working in as does the list of options displayed when you click the arrow next to the button F Checks the server for new messages This button also refreshes your browser window Allows you to search your Microsoft Exchange mailbox folders and your organization s public folders J You can base your search on one or more message characteristics such as sender subject line or text in the message body 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 o Moves the selected item such as a contact appointment or message to the Deleted Items folder Hold down SHIFT when you click this button to permanently delete the selected items Permanently deletes all items in the Deleted Items folder You can however recover deleted items for a limited time after removing them from Deleted Items Contact a system admini
37. l address or domain in the text box and then click OK To modify a recipient in the list select the recipient and then click Edit Change the entry and then click OK Click OK to close the Manage Junk E mail Lists dialog box and then click Save and Close VVVVVV WV Allow e mail messages only from your safe lists into your Inbox In addition to using the safe and blocked lists to manage incoming messages you can further limit the messages that get delivered to your Inbox Outlook Web Access provides a setting that allows messages only from addresses or domains in your Safe Senders or Safe Recipients lists into your Inbox All other messages are delivered directly to your Junk E mail folder In the Navigation Pane click Options Under Privacy and Junk E mail Prevention select the Filter Junk E mail check box Click Manage Junk E mail Lists select the Treat all e mail as Junk E mail unless it has come from a member of your Safe Senders or Safe Recipients lists check box This setting has the same effect as the Safe Lists Only junk e mail protection level in Microsoft Office Outlook 2003 gt Toclose the Manage Junk E mail Lists dialog box click OK and then click Save and Close VVV Y Note This is a fairly restrictive junk e mail setting Check your Junk E mail folder occasionally for messages you don t want to To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 14 of 14 treat as junk e mail Mod
38. ll business related messages in green all messages that must be followed up on within 24 hours in red and so on Message flags are displayed in the last column of the Inbox view You can use message flags to do the following gt To flag a message with a particular color right click the flag that corresponds to the message and then select the flag color Tip To change a message s flag to red click the flag that corresponds to the message gt To flag a message as complete right click the message and then click Flag Complete gt To sort your messages by color click the flag column heading gt To clear a flag from a message right click the message and then click Clear Flag To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 23 of 23 b Creating New Messages You create messages in the new message form This is the same form Microsoft Office Outlook Web Access provides for replying to and forwarding messages When you reply to a message the heading information To From and Subject is already filled out for you To create a new message gt e In the Inbox on the toolbar click New or press CTRL N o Tip You can also create a new message directly from your address book On the toolbar click Address Book and then use the Find Names dialog box to search for the person or distribution list you want to send a message to Note that you can t use the Find Names dialog box to search for distributio
39. lobal address list or your contacts for a recipient However you can t use the Find Names dialog box to search for distribution lists in your Contacts folder After you locate the person you can add his or her name directly to your e mail message gt To add blind carbon copy Bcc recipients in the Bec text box type their names or click Bec to open the Find Names dialog box Note Bcc recipients receive a copy of the message but their names don t appear in the list of recipients Each Bcc recipient can t see the names of other Bcc recipients gt On the Subject text box type a brief subject line Tip When replying to or forwarding a message the Subject text box is already filled in RE will precede the subject of a message you re replying to FW will precede the subject of a message you re forwarding You can leave this subject or you can delete it and type a new subject of your own gt 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 Flag messages for follow up Use flags to remind yourself to follow up on an issue or to categorize messages in your Inbox Microsoft Office Outlook Web Access provides six colors red blue yellow green orange and purple that can be used to mean different things For To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 22 of 22 example you can flag all personal messages in blue a
40. meeting request double click it in your Inbox Tips To add the sender or any of the required or optional attendees to your Contacts folder right click the name and then click Add To Contacts To get more information about the sender or one of the attendees such as the person s street address or phone number double click their name If the meeting request is displayed in the Reading Pane you can view information about the sender or an attendee by double clicking the person s name in the message preview Click one of the following buttons BUTTON DESCRIPTION To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 30 of 30 cor Accepts the meeting and adds it to your calendar Other people looking at your schedule can see that i __ youre busy during the meeting time Accepts the meeting but indicates that you may not attend it The meeting is also added to your calendar Tentative However other people looking at your schedule can see you have only a tentative engagement at that time Declines the meeting Nothing is added to your calendar Tip To check your schedule for that day before you accept the meeting click Calendar on the toolbar gt Amessage window will open addressed to the sender of the meeting request To add additional recipients to your meeting response type their names in the To and Cc boxes gt Ifyou want to send a message with the reply type a message in the text box For ex
41. n about a sender or recipient such as the person s street address or phone number double click their name in the From To or Cc box To add the sender or any of the recipients to your Contacts folder right click the name and then click Add To Contacts If the Reading Pane is turned on you can view information about the sender or any of the recipients by double clicking the person s name in the message preview Open a message gt Locate the message you want to read in the public folder or Microsoft Exchange mailbox folder New e mail messages always arrive in the Inbox and are displayed in bold type Tip To mark a message you ve opened or read as unread select the message and then press CTRL U To mark a message as read select the message and then press CTRL Q You can also right click the message and select Mark as Unread gt or Mark as Read gt on the shortcut menu gt Double click the message to open it or select the message and then press ENTER Delete a message gt To delete a message or multiple messages from a folder in the main Outlook Web Access window select the messages and then click Delete on the main toolbar Tip 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 gt To delete an opened message click Delete on the toolbar Note All deleted me
42. n lists in your Contacts folder Select the person s name in the list and then click Add recipient to New Message The default font in the new message form is 10 point Verdana To change the font of a message gt Inthe Navigation Pane click Options gt Under Messaging Options click Choose Font gt Inthe Font dialog box select a font style and size and then click OK gt Click Save and Close Address and compose a message gt Inthe To and Cc boxes type the names or e mail aliases of the message recipients Separate multiple names with semicolons Tips You can also address the message by clicking To or Cc This opens the Find Names dialog box which allows you to search for a person in your organization s global address list or your Contacts folder After you locate a person in the Find Names dialog box add the name to your e mail message by selecting the name and then clicking To Cc or Bcc next to Add recipient to gt To add a resolved name in the address boxes to your Contacts folder right click the name and then click Add To Contacts gt To delete a name from the address boxes right click the name and then click Remove Or select the name and press DELETE gt To add blind carbon copy Bcc recipients type their names in the Bec box or click Bec to open the Find Names dialog box Bcc recipients receive a copy of the message but their names don t appear in the list of recipients Bcc recipients can t see th
43. ntent in HTML e mail messages check box gt Your server administrator may set this option to be always selected Notes Setting this option also removes Web beacons from your replies and forwarded messages Exchange Folders a About Exchange Folders To display your Microsoft Exchange mailbox folders click Folders in the Navigation Pane These Exchange mailbox folders include Calendar Contacts Deleted Items Drafts Inbox Junk E mail Journal Notes Outbox Sent Items and Tasks Each item in the folder list links to that folder or to a particular Microsoft Office Outlook Web Access function Clicking Calendar for example will display your appointments and meetings while clicking Sent Items will display all the messages you ve sent To display your organization s public folders click Public Folders in the Navigation Pane Outlook Web Access displays the public folder tree in its own browser window Work with your Exchange folders Your Exchange mailbox contains folders with specific functions for handling your e mail messages These folders include Deleted Items Drafts Inbox Junk E mail Outbox and Sent Items You can create additional folders to organize messages into different categories such as Urgent or Personal or you can organize messages by a particular project Outlook Web Access allows you to delete folders or move and copy existing folders to suit your needs To display the contents of a folder click the folder All the it
44. o not do this you will see the following error message The page must be viewed over a secure channel Microsoft Internet Explorer pro Fie Edit View Favorites Tools Help hat Bact F x B A JO Search P Favorites uza a A E Address FT http Uivebrmail nebraskarned comfexchange Google z w Ese Search Web i m 0 blocked E utaFil The page must be viewed over a secure channel The page yanu are trying to access is secured with Secure Sackets layer SSI Please try the following ype https 7 atthe beginning of the addres you are attempting to reach and press ENTER HTTP Error 403 4 Forbidden SSL is required to view this resource Interne Information Services 11S Technical Information for suport personnel Go to Microsoft Product Support Services and serform a title search for the words HTTP and 403 Open IIS Help whichis accessible in IIS Manager inetmogr and search for topics titled About Security Secure Sockets Layer SSL and About Custom Error Messages Connect to 1e02 lel User name f pgulizia Password coo Remember my password Do not use duvalschools org with your login To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 4 of 4 Troubleshooting External WEBMAIL 2003 If you are using Windows XP SP2 you must gt gt gt Vv In Internet Explorer add the URL for the Outlook Web Access Web site to the Allowed S
45. ogged on to the WEBMAIL 2003 application If not please read through pages 1 and 2 before continuing This segment is intended to guide a new WEBMAIL user through basic operation of the WEBMAIL For additional or more detailed instruction please consult the WEBMAIL Help Files within the application The WEBMAIL Inbox Please take a moment to become familiar with the 3 main sections of the WEBMAIL inbox as shown below Please note the Inbox view has been sorted By Sender The WEBMAIL Inbox is the home screen for your mailbox Most administration functions are managed only at the Inbox level Outlook Web Access rr Inbox By Sender j Items to 27 of 27 3 g Gulizia Patricia A From Abbott David Items 1 3 Calendar 1 From Boblsen Mark Items 1 83 Contacts From Campbell James Items 1 al Deleted Items 17 From Canedy James Ikems 1 E Prats From Cheetah Learning Items 1 ma From Costello Teresa Items 2 Lt From dabbott nebraskamed com Items 1 Ug Junk E mail 5 pele SLU Notes id From Daubert Stephanie Ikems 1 3 Outbox From Dave Fischer Items 1 E Sent Items From Grote Mark Items 1 L From Jami Monica Items 1 From Jim Sheppard Items 17 l From John Baltz Ikems 4 Ll From Johnson Linda Items 2 ltl From Lavasoft Items 1 Hf l From Mitchell James B Item
46. on such as a list of materials to take to the appointment Click Save and Close Note The option to mark an appointment as Private is not available in WEBMAIL 2003 The following table lists additional options that are available through the toolbar when creating an appointment BUTTON DESCRIPTION eee 4Y Recurrence Attaches a document or other relevant material to the appointment Sets the importance of the appointment to high Sets the importance of the appointment to low Sets a recurrence interval for the appointment HA Invite Attendees Invites other people to an appointment This effectively changes your appointment to a meeting request Modify an appointment gt To open an appointment double click it on your calendar Note If you re going to change the recurrence interval of an appointment when prompted select Open the series If you select Open this occurrence you won t be able to change the recurrence interval gt gt gt To change the subject or location of the appointment type new text in the appropriate boxes To change the date and time of the appointment in the Start time and End time lists change the start and end time of the new entries Click Save and Close Tip You can also drag and drop calendar items from one time to another within a single day To change the time of an appointment or meeting drag the item to the new time Reply to a meeting request gt gt To open the
47. or each occurrence you can create one task that recurs over a period of time gt Create anew task or in Tasks open an existing task you ve created gt On the toolbar click Recurrence qi To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 36 of 36 gt Under Recurrence pattern select how often you want the task to occur gt Under Range of recurrence select when you want this recurrence pattern to start and end gt Click OK gt f necessary fill out the rest of the task form for example due date and priority gt Click Save and Close b Working with Tasks Sort tasks To sort your tasks click the Tasks list on the main toolbar and then select one of the following views gt Simple List The subject and due date for all your tasks including those marked as complete This is the default view Detailed List Each task s subject status due date percent complete and priority It also indicates whether each task has any attached files Active Tasks All tasks that haven t been completed or deferred Next Seven Days All tasks due within the next seven days Overdue Tasks All tasks still incomplete as of the due date Completed Tasks All tasks you ve marked as complete Taskpad The subject and due date for all tasks whose status is Not Started In Progress or Waiting on someone else VVVVV WV Attach a file to a task You can attach a file such as a Microsoft Word document or oth
48. or interrupt the search until it is finished o Tip If more than one item is returned by your search click a column heading to sort the results by that category To view an item double click it Outlook Toolbars a About the Navigation Pane The Navigation Pane located next to the main window is made up of two areas To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 18 of 18 gt o An expandable folder list that provides access to your personal Microsoft Office Outlook Web Access folders your Inbox and Calendar for example and any folders you create The folders are displayed in a hierarchy that you icon next to a sign can expand to view the folder contents or collapse to view only the top level folder The plus sign folder indicates that the folder contains other folders subfolders To view the subfolders click the plus gt A set of buttons that provide one click access to your Inbox Calendar Contacts and Tasks folders and to your organization s public folders An Options button allows you to set user options such as calendar or task reminders A horizontal splitter bar located between S the folder list and the buttons allows you to collapse the buttons into a button tray sJ vi older or button in the Navigation Pane its contents are displayed in the Outlook Web Access main When you click any f window b About Toolbars Your Inbox Calendar Contacts Tas
49. or view a message was incorrect This can happen if the connection with your Exchange server was interrupted Try the request again 401 Unauthorized You don t have permission to access a particular item or folder The owner or administrator of the item or folder must grant your account the appropriate permission Contact an administrator for more information You may also see this error message if you typed your password incorrectly To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 12 of 12 403 Forbidden You re not allowed to perform this action Contact the IT Service Desk if you think it is an action you should be allowed to perform 404 Not Found The item or folder you re trying to access has been moved or deleted Refresh your browser by clicking Check for New Messages on the main toolbar You may also see this message if you re trying to access a folder that you don t have sufficient permission to view 500 Server Error There has been a failure in the Internet Information Services IIS on your Exchange server Contact the IT Service Desk 500 Internal Server Your Exchange server can t process your request This can be due to a number of Error server configurations You will also receive this error when you try to forward a public folder item on a network that contains Microsoft Exchange Server 2003 servers and earlier versions of Exchange Server Contact the IT Service Desk 502 Bad Gateway Copying i
50. owser must be Internet Explorer version 5 01 or greater Using lesser versions of Internet Explorer or other browsers such as Netscape etc is possible but may result in WEBMAIL appearance differences and application errors The application is not intended to replicate the Outlook Desktop Client While WEBMAIL 2003 looks and feels much like the Outlook Desktop client the comparison base is the previous version of WEBMAIL see below Slight differences in operation and appearance will be noticeable between WEBMAIL 2003 internal accessed via the Internet on campus and WEBMAIL 2003 external when accessed from a remote off campus Internet connection Key differences are noted in this document Personal e mail folders will not be accessible from the external version of WEBMAIL 2003 z A Microsoft Outlook Web Access Microsof Internet Explo A Microsoft Outlook Web Access Microsoft Internet Explorer Sak A Microsoft Outlook Weh Access Micmsofi Internet Explorer TET TA Fie Ecit Mew Favites Tools Her ae File Edi Yew evotites Tods Hep bid Ta 7 f 7 A a B Back x A Dern Ironies A Ole 4 Q lt x ie A pe Baath FY Fovertes e br Sie A LJ g amp a U 4 K w m i sddress s z SR 3 Ads Ea Feta ismeilDlajexchang v zo fad http tjhermest3 rtsret orgyexct rceltoar asp rs z ae ype Sa a k g an er P z Links Gi Camgus ene Direxcory Y corowstzdpressdocurents Custo
51. ox folders gt To search for 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 Tip You can search for a group of words in quotation marks individual words 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 in an item but don t have to appear next to each other Separate phrases and words with a space gt To search the body of a message for the text you enter select the Also search message body check box Because this option causes Outlook Web Access to search every word of every message in the folder the search process takes more time Note When searching for text Outlook Web Access discards articles and other noise words such as with the and between gt To search for items sent by a particular person type the sender s name in the From box gt To search for items sent to a particular person type the name of anyone who was on the To or Cc lines of the message in the Sent To box gt Separate multiple names with a semi colon space or comma o Tip Always enclose full names in quotation marks for example Chuck Roast Otherwise first and last names could be matched with other people in your organization Click Find Now to begin the search You can t stop
52. r Inbox or the sender s name in an open message and then select Add Sender to Blocked Senders List When you do this Outlook Web Access also moves the sender s message to your Junk E mail folder To open your Inbox click Inbox in the Navigation Pane a Working with Messages Read a message When you open an e mail message in Microsoft Office Outlook Web Access it s displayed in the read message form The read message form heading displays the following information From The name or e mail address of the sender or organization To treat all messages from a sender as junk e mail right click the sender s name or e mail address and then select Add Sender to Blocked Senders List When you do this Outlook Web Access also moves the sender s message to your Junk E mail folder To The names or e mail addresses of the primary recipients To add a primary recipient to your Safe Recipients List right click the recipient s name or e mail address and then select Add to Safe Recipients List Cc The names or e mail addresses of the carbon copy cc recipients To add a carbon copy recipient to your Safe Recipients List right click the recipient s name or e mail address and then select Add to Safe Recipients List To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 20 of 20 VVV Y VV VY gt Subject The subject of the message gt Sent The date and time the message was sent Tips To get more informatio
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54. s 1 l From Owen Cindy Iker 1 4 From Pam Gieras Items 1 From Rose David N tems 2 4 From Ryder Peter Ikems 2 a Local intranet To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 11 of 11 Getting Started a Welcome to Outlook Web Access With Microsoft Office Outlook Web Access you can use a Web browser to access your Microsoft Exchange mailbox from any computer with an Internet connection In fact you can do many of the same things you can do with Microsoft Outlook such as read and send messages organize contacts create tasks and rules schedule appointments and access public folders Important To help protect your mailbox from unauthorized access Outlook Web Access automatically closes its connection to your mailbox after a period of inactivity This is particularly important if you use Outlook Web Access from a public access computer or Internet kiosk If your session expires and you still need to use Outlook Web Access refresh your browser and log on again However it is still very important to log off properly after each session Getting help To get help on the window you re working in click Help on the toolbar For information about other Outlook Web Access features or instructions on how to do something browse the table of contents in the Help window Supported browsers and operating systems
55. specific message With the desired message open on the toolbar click the Insert Signature button Password Change gt Inthe Navigation Pane click Options If the Navigation Pane is collapsed click the GO to options button gt Using the scroll bars on the right scroll down to the Password section near the bottom of the window Outlook Web Access Options Jj Folders gt Died Save and Close Close Help J Log Off Hl ite her r l T Calendar 1 Contact Options a Contacts Check names First in lt j Deleted Items i2 Bs _ tol y amp Global Address List Pere e t Contacts Password Te ork ee Recover Deleted Items Public Folders _ I lt gt Click View Items to view and recover items that were recently emptied Frorr ae Rules i5 folder Recovered tems will be moved back to your Deleted Items folder 5 options oudt gt Select Change Password gt Select Yes on Security Certificate Alert window and log in again as requested gt The ISS Authentication Manager window will appear BE SURE TO ENTER DCPS as the Domain and CHECK YOUR ACCOUNT NAME for accuracy The password change function will not work unless both the domain and the account name are accurate After confirming your new password select OK Password successfully changed should appear in the window To report pro
56. ssages are sent to the Deleted Items folder They aren t permanently removed until you delete them from the Deleted Items folder Move or copy a message You can reorganize 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 You can also drag messages between your Exchange mailbox folders To move or copy a message to an existing folder gt Open the message you want to move or copy gt On the toolbar click Move Copy E gt Inthe Move Copy Item dialog box select a destination folder and then click Move or Copy o Tip You can also move or copy a message without opening it Open the folder that contains the message select it from the list of messages and then click Move Copy on the toolbar Follow the same procedure as above To move or copy a message to a new folder gt Open the message you want to move or copy gt On the toolbar click Move Copy gt Inthe Move Copy Item dialog box click New gt Inthe Create New Folder dialog box in the Name text box type a name for your destination folder gt Inthe Folder contains menu select the appropriate item for your new folder and then click OK gt Inthe Move Copy Item dialog box select the new folder and then click Move or Copy To reply to the sender of a message gt On the Read Message form toolbar click Reply When you click Reply the To text box is already addressed to the To report problems with W
57. strator about the expiration period for deleted items Allows you to select a Reading Pane which provides two ways to preview messages without opening them You can preview messages in the bottom half of the view or side by side with the list of messages You can also turn off the Reading Pane You can also set the size of the Reading Pane for each folder In the message list place your pointer over the line that separates the Reading Pane from the messages click and then adjust the pane to the size you want To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 19 of 19 Opens the Find Names dialog box which allows you to search your organization s global address list or ES your contacts You can also address a new message from the Find Names dialog box by selecting a name from the list and clicking Add recipient to New Message Note You can t use the Find Names dialog box to search for distribution lists in your Contacts folder Allows you to quit Outlook Web Access This helps prevent others from using the computer to view the E Log Orr contents of your mailbox Important Click Log Off before you close your Outlook Web Access browser window or navigate to another Web site c About the Folder Bar The Outlook Web Access folder bar displays your current location in the folder hierarchy and allows you to choose how folder items are displayed The folder bar is located just above the main toolbar Depend
58. t to the sender gt Select the message with the original attachment and then click Forward E on the main toolbar In the message form on the toolbar click Add Attachment ll gt gt To select the original attachment in Current file attachments select the check box next to the file name and then click Remove gt To attach your revised version of the original attachment click Browse and then on the Choose file screen select the attachment file you edited gt Click Open gt Inthe Attachment dialog box click Attach and then click Close gt Thename of your attached file now appears under Attachments in the message heading gt Click Send About Calendar To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 28 of 28 The Microsoft Office 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 or 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 click Calendar in the Navigation Pane View your schedule You can
59. tems between servers or between public folders and your default Exchange folders isn t allowed 503 Service The Exchange components required by Outlook Web Access aren t running on the Unavailable server you have connected to Contact the IT Service Desk security and Privacy a Traveling with Outlook Web Access You can use Microsoft Office Outlook Web Access from any computer with a Web browser and an Internet connection Internet cafes libraries and public access terminals such as Internet kiosks offer Internet access to patrons at little or no charge However because the computers that provide this service are always available to the public you should take a few simple precautions to help protect your data and ensure your privacy As a general rule use Outlook Web Access only from locations you trust Logging on gt Make sure no one watches you type your user name and password while you log on gt Never select an option that allows you to save your password for later use Even if you plan to use the same computer over the course of a few days always type your password Opening messages and attachments gt Before you open a message be sure it s from someone you trust and are expecting an e mail message from gt Open attachments only from people you know and trust gt Ifyou need to open an attachment make sure that the computer is running virus protection software If it isn t find another computer or don t open the attachment
60. teseusetas acest eeacienate SasBosamaemeesaad tad wieshtawuunaudaavesaneeesee 33 ADOUl Calendar ROCIUNGCTS scscascige ce tia eyassis baat a I Ae ea T E 34 ADo t Contacts a ae er ee A cee eee 34 Creatina C onlain re een E E E T E E 35 Creata dis tribunon isteran a a lee ee os 39 ADO LASE S a a E A TE N EE E E O A E 36 GF TILT T ASK EEE E N E E T A A T E 36 WORKS wun LOSKS ee E E a a A Ta 37 Apot PUDDING FOL GES eaen E EEEE 37 Working with Losted MeCSSQBOS coniare A EE 38 To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 2 of 2 Outlook Web Access 2003 WEBMAIL Introduction Before You Begin Welcome to Outlook Web Access 2003 This section of instructions contains general information for all users of WEBMAIL 2003 Upon launching WEBMAIL 2003 you will notice an overall change in appearance to the application The new look and updated features are intended to provide greater user friendliness and satisfaction Any user with an Outlook account will be able to access WEBMAIL 2003 internally and externally system Requirements and Other Important Items 1 External remote home or office users of WEBMAIL who have PC s with Windows XP and Service Pack 2 must take the steps described on page 3 of this guide Troubleshooting External WEBMAIL 2003 WEBMAIL 2003 will not operate properly if this step is omitted To use WEBMAIL 2003 your operating system must be Windows 98 or greater and your br
61. time It is to occur You can schedule recurring appointments and meetings You can set an existing calendar item as recurring To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 33 of 33 However you can only modify meeting requests to recur if you created them gt Compose anew appointment or meeting request or open an item that currently appears on your schedule gt On the toolbar click Recurrence gt Inthe Recurrence pattern dialog box under Appointment time use the Start and End lists to select the start and end times of the recurring item gt Under Recurrence pattern choose how often the appointment or meeting will occur gt Under Range of recurrence select when you want this recurrence pattern to begin and end Change or delete a recurrence You can change the recurrence interval of an appointment or meeting to accommodate a change in your schedule or the schedules of one or more meeting attendees You can also change a recurring item to a single occurrence by deleting its recurrence pattern To change the recurrence interval of an appointment or meeting gt 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 gt On the appointment or meeting toolbar click Recurrence Ei gt In Recurrence make the appropriate changes to the recurrence pattern To delete a recurrence pattern from an appointm
62. want to attach gt To return to the appointment click Close The files you attached will appear next to Attachments b Planning meetings You can plan and schedule meetings with Microsoft Office Outlook Web Access by sending meeting requests Meeting requests are appointments to which other people are invited Other people can also invite you to their meetings in which case you receive a meeting request form to accept or decline their invitations The meeting request toolbar provides the following options To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 31 of 31 BUTTON DESCRIPTION Attaches a document or other relevant material to the appointment i Sets the importance of the appointment to high 4 Sets the importance of the appointment to low E Forwards a meeting request to anyone you didn t include in the original invitation Sets a recurrence interval for the appointment y Recurrence Invites other people to an appointment which effectively turns your appointment into a meeting E Invite Attendees request Resolves an e mail alias you typed in the Required or Optional text box If Outlook Web a Access doesn t recognize a recipient the Check Names dialog box will open nee z Prevents a meeting invitation from being sent You can still use the form to create an ER cancel Invitation appointment for yourself Send a meeting request gt In Calendar on the toolbar click New
63. x 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 default folder such as your Inbox or within a folder that you created To rename a folder gt Inthe Navigation Pane right click the folder and then click Rename To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 16 of 16 To create a folder gt To display your Exchange mailbox folders and public folders click Folders in the Navigation Pane gt Inthe Navigation Pane right click any folder and then click New Folder Tips Although not required you should right click the folder that will contain your new folder If you want to make a new subfolder for a parent folder right click the parent folder To create a new folder from anywhere in Outlook Web Access on the toolbar select Folder from the New menu gt Inthe Create New Folder dialog box type a name for the new folder in the Name
64. xample com will be sent to your Junk E mail folder When entering domains you don t need to include the at sign Outlook Web Access automatically adds it Modify your safe senders list Safe senders are people and domains you want to receive e mail messages from In the Navigation Pane click Options Under Privacy and Junk E mail Prevention select the Filter Junk E mail check box Click Manage Junk E mail Lists The Safe Senders List is displayed by default To add a sender to the list click Add type an e mail address or domain in the text box and then click OK To modify a sender in the list select the sender and then click Edit Change the entry and then click OK To include your contacts as safe senders select the Trust e mail from your Contacts check box Click OK to close the Manage Junk E mail Lists dialog box and then click Save and Close VVVVVVV Modify your Safe Recipients List Safe recipients are distribution lists that you are a member of and want to receive e mail messages for You can also add individual e mail addresses to your Safe Recipients List For example you might want to allow messages that are not only sent to you but also to a particular person In the Navigation Pane click Options Under Privacy and Junk E mail Prevention select the Filter Junk E mail check box Click Manage Junk E mail Lists In the drop down menu select Safe Recipients To add a recipient to the list click Add type an e mai
65. y type of file that is accessible from your computer or through your network to an e mail message Tip If the S MIME Control is installed on your computer you can add an attachment by dragging and dropping it into the message body gt When creating your item click Add Attachment I on the toolbar gt f the S MIME Control isn t installed on your computer continue with steps 2 and 3 Note The procedure for attaching a file is different if the S MIME Control is installed on your computer In the Open dialog To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 27 of 27 box locate the file using the available navigation buttons and icons for example My Documents and then click Open gt Inthe Attachments dialog box type the path to the file under Choose a file to attach or click Browse to locate the file gt Click Attach The file will appear under Current file attachments Repeat steps 1 3 for any additional files you want to attach The files you selected are displayed in the heading next to Attachments Remove an attachment Note If the S MIME Control is installed on your computer right click the file name and then click Remove Otherwise complete the following steps gt When creating your item click Add Attachment i on the toolbar gt Under Current file attachments select the check boxes next to the files you want to remove gt Click Remove Tip Attachments aren t copied when you r
66. your browser window to see the new contact Note Use the File As list on the General tab to determine how the contact will appear in Contacts You can display each person by first and last name by last name first or by company name Open a contact To view all the information you have stored for a contact you ll need to open the contact gt In Contacts double click the contact you want to open Create a distribution list If you regularly send e mail messages to a group of people you can create a distribution list to simplify addressing To report problems with WebMail 2003 contact the IT Service Desk at 348 5200 Page 35 of 35 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 include anyone with a valid e mail address gt Onthe main toolbar click the arrow next to New and then click Distribution List gt Inthe new distribution list window in the List Name text box type the name of your new distribution list gt Toaddamember of your organization to your distribution list click Find Names Use the Find Names dialog box to locate the person in your organization s global address list or your contacts and then click Add recipient to Distribution List Repeat this step for each person you want to add Note You can also type the e mail addresses or aliases for the people you want to add in the Add to Distribution

WEBMAIL 2003 Users Guide - DCPS WebMail

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