Microsoft Outlook Web Access User Guide to Extended Features
Contents
1. At the time of writing there are no interactive folders in the Public Folders section However we hope that some pilot discussion message folders will be made available in the near future When this section of the application becomes operable then schools will be advised and offered further support in their usage Please look out for further information next term Rhondda Cynon Taf ICT Unit Extended features page 9 Uned TGCh Rhondda Cynon Taf Nodweddion ymestynnol tudalen 92. T Area event search for End time wed 16 06 2004 1700 attendees details Reminder 15 minutes Show time as Busy ka in you r contacts list Decide whether you want attendees to respond and attach any l A a internet 4 necessary files Add a message if required before clicking Send in the Icon bar Rhondda Cynon Taf ICT Unit Extended features page 4 Uned TGCh Rhondda Cynon Taf Nodweddion ymestynnol tudalen 4 Education amp Children s Services JA ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau I Blant amp Llawlyfr TGCh RHONDDA CYNON TAF The appointment details will be e mailed to the selected recipients and they will be provided with options to automatically accept tentatively accept or decline in their response Checking Invitees Availability As long as the invitees are using the same system within the authority then when creating a meeting request you can check the schedule of your required and optional attendees to determine the best time for your meeting In the meeting request form on the Availability tab type the names of the people you want to attend your meeting and then click Availability You must type the name exactly as it is listed in the Global Address List The availability chart automatically displays all your attendees schedules on the day of your meeting with the time of your meeting highlighted A blue bar next to a name means that that person is busy To
3. task is due For task reminders to work Enable reminders for Task items must be selected on your Options page After you enable reminders you can choose to have a sound accompany the reminder Task reminders work only on tasks stored in your Tasks folder Editing Tasks and Marking Tasks Complete To edit tasks double click on them in order to open the task dialogue box To mark tasks complete click on the small box in the Tasks list Log OFF Due Date 4 A A Compefetepetate Phare jamne Mark Thomas Wed 07 07 s 2004 og PLLAPSE Fri 16 07 2004 x To delete tasks highlight them and click on the on the icon bar Rhondda Cynon Taf ICT Unit Extended features page Uned TGCh Rhondda Cynon Taf Nodweddion ymestynnol tudalen 7 Education amp Children s Services GF ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant lt a Llawlyfr TGCh RHONDDA CYNON TAF Distribution Lists If you regularly e mail a group of people or organisations e g all the schools in a cluster it is possible to set up a distribution list This means that instead of having to identify each individual to whom an e mail is sent every time you wish to send them a new e mail you can select the appropriate distribution list and the e mail will be sent to everyone whose name appears in the list Before someone can be added to a distribution list their e mail details must be in your own Contacts folder or the Global Address List Set
4. the 1 day view it is possible to double click to within half an hour of the starting time though you are also able to adjust times more precisely from within the appointment dialogue box You will now see the appointment dialogue box Creating simple appointment entries E n te r th e a p poi n tm e nt 4 Untitled Appointment Microsoft Internet Explorer afe x la Save and Close Recurrence He Invite Attendees details and make a intment valabiity adjustments to the swa meeting times as P Attachments ET 09 06 2004 15 30 necessary it is possible to type in times other than fwed a9joe z00 freno gt those set in the dropdown menu al Start time All day event End time Uncheck the reminder box if it is not desired Make additional notes if required Click on the Save and Close icon at the top of e B internet the window Amending Appointments To edit an appointment after saving it double click on it When double clicking ensure that you have not already selected the appointment with a single click Click away from the appointment then double click on it if necessary Rhondda Cynon Taf ICT Unit Extended features page 3 Uned TGCh Rhondda Cynon Taf Nodweddion ymestynnol tudalen 3 Education amp Children s Services GF ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant gt Llawlyfr TGCh RHONDDA CYNON TAF Creating Recurring Appointmen
5. Education amp Children s Services GF ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant amp Llawlyfr TGCh RHONDDA CYNON TAF Microsoft Outlook Web Access User Guide to Extended Features These notes provide the new user with the information necessary to use extended functions of Outlook s online Web Server Please contact the ICT Helpdesk on 01443 744070 for further help and advice Please note that in common with many other applications there are several ways to perform the tasks outlined within this leaflet However for simplicity and ease of use in most cases we have outlined only one approach Contents IEG ALE NDR oone de encwesdeenawasdeennesk 2 VIEWING THE CALENDAR cccccececececececeeeeeeecececeaeaeaeueneeaeaeaeeeeeeaeaeanateseeeatatateensnnees 2 CREATING SIMPLE APPOINTMENT ENTRIES cececececececececececececececececececeseeeeeatavaeaeaeas 3 AMENDING APPOINTMENTS 0cececececeececesececececeaeaeeeececeseaeaeeceseatavaeateseseeeataeatetesenees 3 CREATING RECURRING APPOINTMENTS ecececececececececececececececececececectetavavavaeaeaeaeay 4 INVITING ATTENDEES TO AN APPOINTMENT ccccceeececececeeeeeececececeaeaeaeeeeeeeeneeeeenees 4 CHECKING INVITEES AVAILABILITY 0cececececececececececececececececeeeeeceaeaeaeaeatavataeaeaeaeay 5 THE PA KS LIST vere since terior gece este ewe taste ciate lenient wate ears sete sete eee tote rout nose ecu ee ne eeteneaean 6 ENTERING A
6. NEW TASK cccccecececececececeeeeeececececeaeaeaeececeaeaeeseeeseaeaeaeeteseneaeatanetesnnees 6 SORTING TASKS cccececececeeeceeeeeeeeeeeeaeaeaeaeaeaeaeaeaeaeaeenenenenenenenenenenentntneneaegeneenntenanaes 6 ABOUT TASK REMINDERS wxisecaceceeeccticecicuceeacieecicucleawteeceeriteeecescsesceesdaceduescdeuceescsee dees T EDITING TASKS AND MARKING TASKS COMPLETE 0cececeecceceeeceeecaeaeaeaeaeaeavavaeaeanans T DISTRIBUTION LISTS nsannannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn mnnn nnn 8 SETTING UP A DISTRIBUTION LIST 2 0 ccecececececececececececececececececeeeceaeaeavaeavaeatavaeaeaeay 8 PUBLIC FOLDERS accent pce dees eee EEE cncaansunesenenacsvcesedescaaertsosent 9 Rhondda Cynon Taf ICT Unit Extended features page 1 Uned TGCh Rhondda Cynon Taf Nodweddion ymestynnol tudalen 1 Education amp Children s Services rE ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant lt gt i Llawlyfr TGCh RHONDDA CYNON TAF The Calendar Viewing the calendar HEISE Calendar Click on in the Shortcut menu or on the Calendar folder in the navigation pane to access the calendar features Here you can create and track appointments You can also organise and schedule meetings with others who use the system and then update or modify the information time location or attendees as required Where relevant all appointments and meetings can be set as recurring meaning they occur on a regul
7. ar basis For example you can schedule a recurring status meeting that occurs every Wednesday at 3 45pm There are several view options available in the Calendar folder These are accessed using buttons in the icon bar 1 day view Click on the 1 day view icon i By EME MEF Jouw aott B 8 ICT Unit Curriculum 10 June 2004 4 June 2004 gt ss MTW TFS yee i 123 45 6 a Deleted Items t Spreadsheets Year 5 Multimedia Year 6 Some Junior School a D 7 8 9 10 11 12 13 LA Drafts L Piet L3 Inbox 14 15 16 17 18 19 20 L Junk E mail 21 22 23 24 25 26 27 L3 Outbox 28 29 30 3 Sent Items fi Dj Tasks Meeting Web Content Management Bronwydd A Internet 1 week view ck on the 7 day view icon aean aay 7 IMT oT E ICT Unit Curriculum 07 June 2004 13 June 2004 4 June 2004 gt calendar Contacts eune an aa BRN aR AGE sac ake Toil Da 08 30 12 15 gt Spreadsheets Year 5 Multimedia Year 6 Sq 123 45 6 a Deleted Items 09 20 10 05 Dental check up Health Centre 14 30 17 30 Meeting Web Content Management Bronwydd wa DA Drafts 7 8 9 1011 12 13 ies Inbox 14 15 16 17 18 19 20 Ug Junk E mail 21 22 23 24 25 26 27 Real Outbox 28 29 30 L3 Sent Items j Tasks 08 June 11 June 09 30 16 30 First Aid Course Treforest 10 00 12 00 gt Outlook E mail Training Ty Trevithick 13 00 15 30 205 Teaching data handling Class 2 Any Infant 9 09 June 12 Jun
8. change the meeting date click the Start time or End time box and then select a new meeting date To move the meeting time click the centre of the highlighted bar representing the meeting time and then drag the meeting to a different time To change only the starting time of the meeting click the green line representing the start time and drag it to the left for an earlier start or right for a later start To change only the ending time of the meeting click the red line representing the end time and drag it to the left for a shorter meeting or right for a longer meeting When you finish checking availability click the Appointment tab to finish filling out your meeting request Rhondda Cynon Taf ICT Unit Extended features page 5 Uned TGCh Rhondda Cynon Taf Nodweddion ymestynnol tudalen 5 Education amp Children s Services JA ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant Llawlyfr TGCh x RHONDDA CYNON TAF The Tasks List Using the Tasks folder to do items can be listed and tracked through to completion Entering a New Task In Tasks on the toolbar click New Type a task name in the Subject 4 Untitled Task Microsoft Internet Explorer lal Save and Close l 4 Recurrence Help l b OX E Task Details Subject ptachments _ Select the appropriate options for Due date None gt states Not Started the tas k Start date None Priprity Nope pl
9. e 09 30 11 30 Visit Any Infants School 13 00 15 00 25 1CT Team Meeting Training Room Rhondda Cynon Taf ICT Unit Extended features page 2 Uned TGCh Rhondda Cynon Taf Nodweddion ymestynnol tudalen 2 Education amp Children s Services GF ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant a Llawlyfr TGCh RHONDDA CYNON TAF 1 month view Click on the 31 day view icon wewvwrs ENESE I J Folders ay isl L New i X Today E7 31 E a Help SJ ICT Unit Curriculum D June 2004 June 2004 bra C un J e Mea J o mw oo MTW TORS 5 nai May 31 Jun t 2 3 4 Si 1 259 4 5 6 va Deleted ems Bpring Bank Holide 08 30 Spreadshee ito A Drafts 18 00 Governor TI 7 8 9 10 11 12 13 3 Inbox 14 15 16 17 18 19 20 F Junk E mail 21 22 23 24 25 26 27 ei Outbox o ET T 229301234 ia 7 8 Hae zent tems Take Toil Day 09 30 First Aid Co 09 30 Visit Any Ir 08 30 Spreadshee 10 00 Outlook E r BE a o A Tasks 09 20 Dental chec 13 00 ICT Team 14 30 Meeting 4 13 00 Teaching d 16 17 16 08 30 Spreadshee 10 00 Outlook E r 23 24 25 08 30 Spreadshee 10 00 Outlook E n 30 2 08 30 Spreadshee 10 00 Outlook E r a 7 8 3 Public Folders 08 30 Spreadshee lt gt Rules Options To add an appointment to the Calendar either select New Appointment in the icon bar or double click on the appropriate date the highlighted area In
10. ete lo T Reminder None ione Click Recurrence to make the task recur In the Recurrence pattern dialog box set the recurrence pattern for the task and then click OK Use this area to record any additional information Click Save and Close Sorting Tasks To sort your tasks click the Tasks list on the main toolbar and then select one of the following views e Simple List The subject and due date for all your tasks including those marked as complete This is the default view e 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 Rhondda Cynon Taf ICT Unit Extended features page 6 Uned TGCh Rhondda Cynon Taf Nodweddion ymestynnol tudalen 6 Education amp Children s Services JA ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau I Blant amp Llawlyfr TGCh RHONDDA CYNON TAF About task reminders In Microsoft Office Outlook Web Access you can set reminders on your tasks You can then determine the day and time when a reminder message will appear before a
11. s folder select the list by double clicking on it and click on the send mail to list Indigo Learning E mail sales indigolearning com icon i i z E mail Beverley Tidcombemrhondda cynon tafF gov uk Williams John R E mail John R Williams rhondda cynon bafF gov uk Rhondda Cynon Taf ICT Unit Extended features page 8 Uned TGCh Rhondda Cynon Taf Nodweddion ymestynnol tudalen 8 Education amp Children s Services JA ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant amp Llawlyfr TGCh RHONDDA CYNON TAF Public Folders The Shortcut Menu contains a link to a Public Folders section of the Web mail application Public Folders Public folders are an easy way to collect and share information with other people in your workgroup or organisation 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 The ICT Unit are currently assessing the viability of using Public Folders as a means of improving communication between users of the system The public folders are created and designed so that various groups can have appropriate access permissions These access permissions determine who can view create and modify items in the folders Anyone who uses the authority s e mail system can be authorised to read and post items to the public folders
12. ting Up a Distribution List Click the dropdown arrow next to New in the Icon toolbar and select Distribution List Z Untitled Distribution List Microsoft Internet Explorer 0 x la Save and Close X 4 Help ee ea Ene student Semering Committee Add to Distribution List Find Names Provide a list name which will make it easy for you to identify Pe Solihull Gov uk eyecare aut the group in the future E Greenwoodr1 Cardiff ac uk Greenwoodr1 cardiff ac uk FS Jamesbi cf ac uk Jonesb1 cf ac uk FE Mary Davis Marydavisfobbffe yahoo com C C k O n F i n d N a m es Ez Miler William wiliammillerxfffhdde yahoo com Ez Sarah Taylor Sarah Taylor Northhampton ac uk In the search box that opens find the person you wish to add to the list and click Add to Distribution List at the bottom of the window E Done Internet i Repeat until all the contacts have been selected Their name and e mail address will appear in the Distribution List window When you have finished select Save and Close Your new Distribution List will ESRF AN r E PO Abeer a your OMAL fold er 3 g ICT Unit Curriculum aid E mail NE Note the a sym bol which Deleted Items Davies Jonathan R indicates that it is a Distribution ee List ta mai Digital Workshop E mail salesi digitalworkshop com IJ Sent Items To send an e mail to everyone in ia Tasks the distribution list go to the Contact
13. ts Click on the operurence tab from the appointment dialogue box Recurrence pattern Web Page Dialog x Appointment time Start 15 30 Recurrence pattern Set the recurrence pattern and o a E z range by selecting the appropriate Weekly Sunday Monday Tuesday Wednesday Aiea 3 we ee pee options then click OK to return to eo the appointment dialogue Range of recurrence Start e Wo end date i 1 Starti Wed o9 oe z004 E py Noes It is also possible to remove End after fio occurrences previously set recurrences End by Thu 09 09 2004 J OK Cancel Remove Recurrence When a recurring appointment has been set this is denoted by a circular arrow icon next to the appointment in the calendar Inviting Attendees to an Appointment It is possible to use the E mail system to invite people to meetings by clicking on the Sine Attendees ICON in the appointment entry box You will now see this dialogue box Enter the attendees e mail details in the E Untitled Appointment Microsoft Internet Explorer send fel save d Ul By O x 4_ Recurrence FA Cancel Invitation 4 E Help Appointment Availability j Required or Optional Optional fields __ Resources Clicking on the 7 Request Responses Required or subject uste oade Meetin Location lt a O ptio na b utto Ns Attachments wi Il allow you to Start time wed 16 06 2004
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