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Outlook Web Access User Guide for Staff - Staff Intranet

1. recommend you always use this font e Click Save Create Out of Office messages here You can either choose to send auto replies to senders while you are out of the office or for a specific period of time Do not send Out of Office auto replies Send Out of Office auto replies Send Qut of Office auto replies only during this time period Start time Tue 27 05 2008 09 00 hal End time Tue 27 05 2008 w 17 00 bal Put a ti ck In th e b reply once to each sender inside my organization with the following message checkbox to the left of Send Out of Office auto replies to External Senders Select whether you want the message to go to all external senders or limit it to your Contacts Send Out of Office auto replies to External Senders Send Out of Office auto replies only to senders in my Contacts list Send Out of Office auto replies to anyone outside my organization Send an auto reply once to each sender outside my organization with the following message Arial Enter your message here e Enter the formatting options here To switch off the Out of Office Reply e Click on the radio button to the left of Do not send Out of Office auto replies Information Services IT Page 55 14 11 2012 OWA User Guide For Staff e Click Save Create Out of Office messages here You can either choose to send auto replies to senders while you are out of the office or for a specific period of time
2. Do not send Out of Office auto replies f Q LES i Click on the radio button to the left of Do not send Out of Office auto replies 11 0 RULES You can set up rules to automatically perform certain actions on incoming messages For example you can delete messages coming in from certain senders or automatically forward messages to another email account 11 1 CREATING A NEW RULE To access the Rules e Select Options from the Outlook Web App Bar e From the Options Navigation Pane select Organize E Mail Account Organize E Mail Groups Settings Phone Block or Allow A screen similar to the following will appear AR l Iz Vii esl 8 Inbox Rules Automatic Replies Delivery Reports Inbox Rules Choose how mail will be handled Rules will be applied in the order shown If you don t want a rule to run you can turn it off or delete it gt New 2 On Rule There are no items to show in this view To create a new rule e Click New Rule A drop down menu will appear Information Services IT Page 56 14 11 2012 OWA User Guide For Staff 1 eee B yo kj e zj Create a new rule for arriving messages jig Move messages from someone to a folder Move messages with specific words in the subject to a folder Move message sent to a group to a folder K Delete messages with specific words in the subject e Select your required action from the list and follow
3. Move messages sent to a distribution list to a folder eoo New Inbox Rule Reauired fields Apply this rule When the message arrives and t was sem t Oo Do the following Move the message to folder v iz More Options New Inbox Rule A Select people X Save X Cancel In the Rule section click people or distribution lists and use the Address In the Rule section click Select One and select the relevant folder from your e Book to select the required recipient s o folder list e Select More Options e Enter Exceptions as required e Name the Rule and click Save Page 58 14 11 2012 a Delete messages that have specific words in the subject eoo New Inbox Rule e New Inbox Rule Q Required fields Apply this rule When the message arrives and t includes these words in the subject Enter words Do the following Delete the message More Options X Save 39 Cancel e Inthe Rule section click enter words and add words or phrases as required and click OK Select More Options Enter Exceptions as required Name the Rule Click Save a Create a new rule for arriving messages eoo New Inbox Rule e New Inbox Rule o Required fields Apply this rule When the message arrives and Select one Do the following Select one More Options X Save 3 Cancel e Inthe New Inbox Rule section select the relevant c
4. es a Reply E Reply En All Er Forwar xi Maw Broon Accepted Exchange 2007 meeting appeal with EE message extract Tip If you do not receive a message notification the message notification feature may be switched off To switch on the Message Notification feature click Options from the Outlook Web App Bar select Messaging from the Navigation Pane and check the Display notification when new e mail items arrive checkbox 4 2 MESSAGE ICONS Messages within your inbox are displayed with various icons allowing you to quickly view their status E Unread message Read message Notification of a delivered message You will only get a notification if you ve requested a delivery receipt For further information refer to section 3 10 Notification of a read message You will only get a notification if you ve requested a read receipt For further information refer to section 3 10 Notification that a message was not read You will only get a notification if you ve requested a read receipt For further information refer to section 3 10 High importance message 4 Low importance message Message containing one or more attachment s Once you have actioned a message other icons will be displayed o Message you have replied to Message which has been forwarded Information Services IT Page 19 we Oe OWA User Guide For Staff Unflagged message Flagged message Previously flagged message
5. message Outlook Web App Mail Inbox B Find Someone Options o avourites New Delete Mover Filter View y mitt Aiki webinar TM Search Entire Mailbox gt y L Unread Mail 33 Sent Items a ator ee an Test amp A Actions Deleted Items 2 To 201012 t Office 365 Upgrade New VIP please A 4 2010Tect Loughran Robert 14 06 i m es Will od The Inbox Toolbar QA Drafts HEN i gt E j zd Sent Items Tue 11 09 2010Test Pls register Tue 11 09 Deleted Items 2 4 Rewrite K Junk E Mail Loughran Robert Mon 10 09 ld Notes fS RSS Feeds 3 test message Loughran Robert Microsoft Outlook Mon 10 09 LO Search Folders d AD Site N jeter rca Mon 10 09 Read l n g Pan e A List of your email messages currently displayed in conversation view 6 Mail TI Note Navigation Pane and Inbox Toolbar change as you switch between your Inbox Calendar Contacts and Tasks Information Services IT Page 6 14 11 2012 OWA User Guide For Staff 2 2 1 Outlook Web App Mail gt Inbox amp Items favourites i Inbox Q Unread Mail 23 Sent Items a Deleted Items 2 2010Test pa Inbox GA Drafts 2 Sent tems Deleted Items 2 D Junk E Mail Notes RSS Feeds Search Folders ae Contacts Rl Tasks cu Public Folders Information Services IT OWA User Guide For Staff Page 7 The Email Navigation Pane This section lists favourite
6. Information Services IT Page 17 14 11 2012 OWA User Guide For Staff e Select Save to complete 3 10 TRACKING OPTIONS You can use the Tracking options to request an automated notification message informing you if your message has been delivered or opened Tip Be aware when emailing external addresses that the recipient s system may not be configured to send you a tracking notification message so they may have read your message even if you have not received a notification To set tracking on your message e With your message open select Options 23 Options The Message Options dialog box will appear Message Options Current Message Settings Importance Normal Sensitivity Normal v C Show Bcc Tracking Options Request a delivery receipt for this message Request a read receipt for this message More Message Options E Click Options on the main screen for Message options OK Clase e Inthe Tracking options section click in the checkbox next to the required Option you can request both if desired e Click OK 3 11 SENDING THE MESSAGE To send the message e Click on the Send button Send Information Services IT Page 18 14 11 2012 OWA User Guide For Staff 4 0 RECEIVING AND MANAGING MESSAGES 4 1 RECEIVING NEW MAIL When you receive a new message a New Mail icon will appear on the top right of your screen along with the sender name and message title ar New mail icon will
7. Please Note You can also address a message to a Contact from within the new message screen For further information refer to section 3 2 8 0 YOUR CALENDAR The Calendar features within Outlook can be utilised as a valuable organisational and time management tool You can use the Calendar to schedule meetings and to keep track of your personal appointments Reminders can be set so deadlines are met and you can attach files to meeting requests so work can easily be shared 8 1 OWA CALENDAR BASICS 8 1 1 Opening Your Calendar To open your Calendar e Click Calendar in the Navigation Pane Information Services IT Page 33 14 11 2012 OWA User Guide For Staff b Mail ERR Calendar a Contacts ca v Tasks E Public Folders The calendar will open and look similar to the following The Calendar Toolbar The Outlook Web App Bar Outlook Web A T se EON cnn NNFSNPES Calendar gt li Find Someone Options o9 a ew Delete GotoToday WES fia 6 dB Share view amp S September 2012 gt v EHE E B OWA Training 5 T TF 5 lt gt a Sa ae ae Se 20 thursday 02 03 04 05 06 07 08 ate aang 09 10 11 12 13 14 15 q 20 September 2012 17 00 18 00 16 17 18 19 Ma 22 Wee Room 23 24 25 26 27 28 29 30 01 02 03 04 05 06 Reminder 15 minutes Show time as BiBusy vy E Private The POR Ces Calendar See you there Navigation Pane Scheduled appointments and meetings are displayed in this Meeting
8. 2 Setting a Reminder to Snooze When you receive a reminder you may wish to set it to snooze so you can receive another reminder later To set a reminder to snooze e Select a time period from the Click snooze to be reminded again in drop down menu e Click Snooze You will be reminded again at the specified time 8 8 3 Dismissing a Reminder You may wish to dismiss a reminder which closes the Reminder dialog box and cancels all future reminders To dismiss a reminder e When the reminder appears click Dismiss 9 0 YOUR TASKS The Task feature within Outlook can be utilised as a valuable organisational and time management tool It can be used to assign Tasks to colleagues or to keep track of your personal responsibilities Reminders can be set so deadlines are met and you can attach files to Tasks so work can easily be shared The Tasks folder will assist you in managing your work 9 1 TASKS BASICS 9 1 1 Opening Your Tasks To open your Tasks e Click Tasks on the Navigation Pane contacts Tasks Documents Public Folders The Tasks will open and look similar to the following Information Services IT Page 48 14 11 2012 OWA User Guide For Staff The Tasks Toolbar Outlook Web Am The Tasks In folder Tasks 2992 Items and Tasks Outlook Web Fas we me wow App Bar All Search Flagged Items and Tasks D Y x Relies Arrange by Due Date Oldest p Status Not started Priority Normal
9. Folder iran ka Ma LES RS ness te Se iran Remove from Favorites Ie N Iran A Create New Folder Mark All as Read lal Empty Folder e Select Create New Folder e Enter a folder name in the space provided and press the Enter Return key on the keyboard Information Services IT Page 29 14 11 2012 OWA User Guide For Staff 6 2 MOVING MESSAGES BETWEEN FOLDERS To move a message from one folder e g the inbox to another e Highlight the message to be moved e Click and drag the message and drop it in the destination folder in the Navigation Pane 6 3 DELETING A FOLDER To delete a folder e Inthe Navigation Pane right click on the folder to be deleted e Select Delete from the drop down menu 4 27010Test ee A Inbox CA Dr Open j 2 Ser Open in New Window L Es al De te igi Jur Le Copy Folder iran la No E Rs ness C5 s iran Remove from Favorites Ie N iran D Create New Folder Mark All as Read af Empty Folder g E The folder will be deleted 7 0 YOUR CONTACTS The Contacts folder allows you to store details of your own personal or business Contacts As well as storing their email address you can store their company details personal address website address and any other information about the contact 7 1 ADDING A CONTACT To add acontact e Inthe Navigation Pane click on Contacts e Click on New icon Mew X a gt Views G The new contact screen will ap
10. Inbox 11 Open in Mew Window 1 Junk E Mail LL Notes Ha Move Folder A Outbox P3 Copy Folder J R55 Feeds A Sent Items X Delete ET Syne Issues C uj Tasks Search Folders Create New Folder Mark All as Read 5 Empty Deleted Items The following screen will appear Empty Deleted Items Ore vou sure that vau want to delete all the items and subfolders in the Deleted Items Folder OK Cancel e Click OK The deleted items folder will be emptied You can also set your mailbox to empty the Deleted Items folder when you log off e From the Outlook Web App bar click Options e From the Options Navigation Pane select Settings e Select Mail n uu e Scroll down to Message Options Message Options After moving or deleting an item open the next item V Play a sound when new items arrive V Display a notification when new e mail items arrive V Display a notification when new voice mail items arrive V Display a notification when new fax items arrive V Empty the Deleted Items folder when sign out e Check the box to the left of Empty the Deleted Items folder on logoff e Click Save Information Services IT Page 62 14 11 2012 OWA User Guide For Staff 12 3 RECOVERING DELETED ITEMS Within Outlook all items deleted from your deleted items folder are retained within the system for 14 days Therefore if you empty your deleted items
11. Overdue Tvpe a new task No due date dite o compl 0 omplete Search for a ij Staff Meeting E _ sm ale Reminder None Private lone 08 00 Task VE PING NIB METRIS 2 FW shot 25 10 2012 Y wj Tasks Your Task list is The Task displayed in this Navigation Pane section 9 1 2 The Tasks Toolbar Move Copy to Mark Task as Folder Complete New Check Messages Delete Set Reading pane view Task Set Right Bottom Off Category 14 11 2012 Information Services IT Page 49 OWA User Guide For Staff 9 1 3 The Task Navigation Pane The Task Navigation Pane is visible when you are in Tasks Show All Use this section to Active change the way iod you view your Complete Tasks A E 2 i EF a My asks Y Flagged Items and Task xj Tasks Create new Task lists or navigate between Task lists here Pre Use this section to navigate between H Calendar Wee the OWA Contacts components v Tasks 9 2 VIEWING YOUR TASKS You can change the way you view your list of Tasks The options available to you are a All This displays the subject and due date for all your tasks including those which are marked as complete a Active Displays all Tasks that have not yet been completed a Overdue Displays all tasks which are incomplete and past their due dates a Complete Lists all tasks marked as complete 9 3 CREATING A TASK To create a new Task e Click on the New button on the
12. SEND LATER zesiepwiriduvuvE piis ur Pid Eve Eur ge EPUV ducti du pUEV EL FEM EO 14 3 7 SETHNG IHEIMPORIANGE OFA MESSAGE 5n in ien iride init ie dene ende 14 290 INSERTING A SIGNATURES EN IER UU CEN I ER ER UI E E e E E 15 9 9 CHECKING THE SPELLING iioi SPP EPA EI EINE Rev NANI V ET eee 16 B TRACKINGOP THON am nee Ur mec ee Oe Rete a ete Oe were dete tides idet un Chet 18 941 SENDING THE MESSAGE en Ree t wee ne en P 18 4 0 RECEIVING AND MANAGING MESSAGES esses nennen nennen nnn 19 a0 RECEIVING NEW VIALE 19 42 MESSAGE IGONS uenti n dva qut DW MSEVWE WRITE UST es eset 19 do JXOPENINGHMESSAGES uctus etie deve ite moe ES re to der M eir SENA SEVERUS 20 44 REPLYING TO MESSAGES itticttiviiisti et tesi des Fen ha Eve Mero denied Pea Ero od nea Ore i scents 20 45 FORWARDING MESSAGES semnase una ea bove decedens ears diede nite bie du Dre 21 4 6 MARKING MESSAGES AS UNREAD assvnacc e aa NR D uS CONDI Ra mri 21 47 JDEEEDNGWESSAOES ecatesnusitum tre mius dva A fu a es SU RID Pd RE 21 48 MESSAGE FEAGGING edant iE t um ER ep H UD UU RUE tI viv Ur vexit ev vt tera a d Cete in Gur Gees 22 49 MESSAGE CATEGORIE Serana DI REUMSPONAGNDUNINNPI RN SDN MRROURDDE IUE 23 4 10 TRINIINGMESSAGOEBSucssutinismisiusideN UD IU EP UNUM BENE YE IE LUEAOPIEENIDEE ONEN OTENE YEDSEHES 25 4 11 SEARCHING FORA MESSAGE ssseitnsimttemrinmtadiuntitarid cater estin Demi devi Parbde ine 26 4 12 DEALING WITH
13. Tahoma v 10 B IU meeting to discuss the upgrade to Exchange 2010 Type any additional information in the message body Done Untitled Appoint Enter the Start Time and End Time using the drop down lists M n m v All day event hal Showtime as Bus w Private aca e M In the Show time as drop down list select how you wish your time to appear during the appointment The options are Busy Free Tentative and Out Of Office This is useful for others who are viewing your Calendar e Change the formatting if required Best Practices Tip The standard University font is Arial 12pt We recommend you always use this font e Click Save and Close 8 3 1 Attaching a File to Your Appointment To attach a file to your appointment e Click on the Add Attachment icon 1 e Click Browse e Navigate to the location of the file by clicking on the drop down menu to the right of the Look In field select the required drive and open the required folder by double clicking e Click once to highlight the required file e Click Open The full pathname of the file will now be visible in the box to the left of the Browse button e lf you wish to add more files to your appointment click Choose more files Information Services IT Page 37 14 11 2012 OWA User Guide For Staff e Repeat the process until you have attached all of the necessary files e Click Attach Your files will be uploaded The at
14. You most likely use the Outlook client to access your email account from your office however you can also access your email account via the web Outlook Web App allows you to log in to your account from anywhere that has Internet access enabling you to work from an alternative campus or from any external location such as your home PC This guide offers full instructions on how to access and use your email account via the web interface It also contains details of where you can find further help and information 1 1 EXCHANGE 2010 UPGRADE IMPROVEMENTS TO OWA Those of you who used the previous version of OWA will find the transition to the new service straightforward as it has a similar look and feel to its predecessor but with added functionality The main additions are listed below Support for non Internet Explorer users using Safari Chrome and Firefox browsers Favorites in the navigation pane Search folders Message filtering Ability to set categories in the message list oide by side view for calendars Multiple client language support Ability to attach messages to messages Expanded right click capabilities Conversation view Information Services IT Page 4 14 11 2012 OWA User Guide For Staff 2 0 GETTING STARTED 2 1 LOGGING IN TO YOUR EMAIL ACCOUNT OVER THE WEB To start using the email system via the web e Click on Start e iiid e Select Internet Explorer F e nthe address bar type the following web address h
15. can also alter the settings so that the messages viewed in the Reading Pane appear as read or unread depending on your preference e Click Options on the Outlook Web App Bar Options e Scroll down until you reach the Reading Pane Options section Reading Pane Options Mark the item displayed in the Reading Pane as Read Wait 5 seconds before marking the item as Read Mark the item as Read when the selection changes Do not automatically mark items as Read e Select your preferred option e Click Save ff Save Information Services IT Page 28 14 11 2012 OWA User Guide For Staff 5 2 MESSAGE VIEWS You can change the way you view your list of messages The options available to you are a Single Line Displays the information on 1 line a Multiple Lines The message information is displayed on 2 lines allowing more room to display information about each message This option is particularly useful when used with the Reading Pane To change your message view e On the Inbox and other email folder Toolbar click on the following button to toggle between Single and Multiple Line views 6 0 WORKING WITH FOLDERS 6 1 CREATING A NEW FOLDER To create a new folder e Inthe Navigation Pane right click on the folder which the new subfolder is to be created in e g Inbox The following drop down menu will appear 4 2010Test ee LA Inbow_ QA pr Open i A Ser Open in New Window a al De T n te g Jur Gy Copy
16. from the Outlook Web App Bar and selecting Calendar Options from the Navigation Pane Information Services IT Page 35 14 11 2012 OWA User Guide For Staff ced Week Displays all scheduled appointments and meetings for the current week H Month Displays all scheduled appointments and meetings for the current month Note You can change the day week or month that you view by clicking a date on the Date Navigator then reselecting the week or month view if required 8 3 MAKING A NEW APPOINTMENT An appointment refers to an engagement that only you will attend this is different to a meeting which involves others To create an appointment e Click on the New button on the Calendar toolbar Mew Delete Go EH Appointment 4 Meeting Request gi Message OR e Click on the arrow to the right of the New button e Select Appointment from the drop down menu The new appointment screen will appear e Enter the relevant fields as required Information Services IT Page 36 14 11 2012 OWA User Guide For Staff Enter the Subject and Location If you wish to receive a reminder tick the Reminder checkbox and select a timescale from the drop down list e00 Save and Close j x A of A Appointment Scheduling Assistant Subject Welcome to Exchange 2010 Location Conference Room 1 Start time Mon 24 09 2012 15 00 End time Mon 24 09 2012 16 00 4 Reminder 15 minutes d
17. of time Don t send automatic replies Send automatic replies V Send replies only during this time period Start time Fri 26 10 2012 09 00 Endtime Sat 27 10 2012 13 00 Send a reply once to each sender inside my organization with the following message Arial v 12 B I U a4 E E mic EEY A ow 2 x X enter your message here Enter your message Enter the here formatting ssages to senders outside my organization options he re Send replies only to senders in my Contacts list Send replies to all external senders Information Services IT Page 54 14 11 2012 OWA User Guide For Staff To set the Out of Office Reply to senders out with the University e Putatick in the checkbox to the left of Send Out of Office auto replies to External Senders Note This option will only be available if you have created an Out of Office Reply for senders within the University e f you want to limit your Out of Office Reply to your Contacts then click the radio button to the left of Send Out of Office auto replies only to senders in my Contacts list e Alternatively if you want to send your Out of Office Reply to all external senders then click the radio button to the left of Send Out of Office auto replies to anyone outside my organization e Type the message you want to reply to external senders e Use the formatting options to format the message Best Practices Tip The standard University font is Arial 12pt We
18. only working hour Thursday 22 05 2008 Q People Distribution Lists 84 Contacts Create New Folder The attendee s scheduling information i is displayed here Click Required items ito or Optional as Meeting recipients Optional gt appropriate Resources Repeat the process until you have entered the name s of all attendees e Click OK Tip If the name cannot be found in the address book then the text No items found will be displayed in the dialog box In this situation you should check the spelling and try again You could also try searching under a different field e g first name only You can use the Scheduling Assistant to check the schedule of your potential attendees to ensure that they are available for you allocated timeslot if they are not available you can easily reschedule the meeting within the Scheduling Assistant screen To view the Scheduling Assistant From within the Meeting screen click on the Scheduling Assistant tab Click on the Scheduling Assistant tab The Scheduling Assistant will open displaying the availability information of all attendees Appointment Scheduling Assistant Information Services IT Page 43 14 11 2012 OWA User Guide For Staff OWA automatically enerates suggested The proposed meeting time is between 9 gg timeslots depending on attendee availability the green and red vertical lines o ee eoo m Untitled Meeting Ra Send
19. system to scan incoming email messages for viruses You can find out more by visiting the Virus Protection and Downloads section of the Information Services IT Staff Intranet pages 4 13 PROTECTING YOUR PRIVACY some senders may request a read receipt from you so they know when their message has been read You can choose whether or not to send a read receipt e Click Options on the Outlook Web App Bar Options e lf the Messaging options are not already available select Settings then Mail from the Options Navigation Pane A J Uu 8B SR a amp Mail spelling Calendar General Sentltems Regional Password S MIME e Select the required radio button under Read Receipts Information Services IT Page 27 14 11 2012 OWA User Guide For Staff Read Receipts Choose how to respond to requests for read receipts Ask me before sending a response Always send a response 2 Never send a response e Click Save X Save 5 0 VIEWING YOUR MESSAGES 5 1 READING PANE The Reading Pane allows you to view a preview of the highlighted message Usually as a default the Reading Pane is displayed in the right hand column however you can change the settings to display the Reading Pane at the bottom of the screen or switch it off altogether To change the Reading Pane display settings e Click on the View button on the Inbox toolbar Mew Delete Move Filters View e Select the required option from the drop down menu You
20. the instructions provided by the Rules Wizard a Move messages from someone to a folder eoo New Inbox Rule i New Inbox Rule EF Reauired fields Apply this rule When the message arrives and It was received from Select people Do the following Move the message to folder B Select one More Options X Save Q Cancel e Inthe Rule Description section click people or distribution lists and use the Address Book to select the required sender e Select More Options e Inthe Rule Description section click specified and select the relevant folder from your folder list e Enter Exceptions as required e Name the Rule e Click Save a Move messages with specific words in the subject to a folder Information Services IT Page 57 14 11 2012 OWA User Guide For Staff Information Services IT OWA User Guide For Staff eoo New Inbox Rule New Inbox Rule Reaquired fields Apply this rule When the message arrives and t includes these words in the subject Do the following Move the message to folder f More Options FS Enter words Select one X Save X Cancel e Inthe Rule section click specific words and add words or phrases as required and click OK e Inthe Rule section click specified and select the relevant folder from your folder list Select More Options Enter Exceptions as required Name the Rule Click Save
21. unrecognised words or spelling errors were found a red line would appear under the word E3sed l Go Gy amp d eM Ba BH E To l Cc Subject HI anda Ii Ww I Arial vy 12 B I U ab e A am looking for further ifnormation on your software products CoL of your brochure To correct the spelling e Right click on the word to view a list of suggestions Information Services IT Page 16 14 11 2012 OWA User Guide For Staff lt z lt wW H T nm nda ul Th her WEE on your softwa information Ignore Ignore All e Click on a suggestion to replace the misspelled word You can automatically check the spelling of every message and access other spelling options To do this e Click Options on the Outlook Web App Bar Options e Select See All Options from the drop down menu e Select Settings from left hand pane Account Organize E Mail Groups Settings Phone Block or Allow e Select Spelling and check the boxes required Mail Spelling _ Calendar General Sentltems Regional Password S MIME Spelling Options Choose your spelling options Ignore words in UPPERCASE Ignore words with numbers E Always check spelling before sending Use this dictionary to check spelling English United States Note If you want to check spelling for a message in a different language use the Spelling menu in the message compose form X Save
22. 2 14 11 2012 OWA User Guide For Staff You can also set the font you use for new replied to and forwarded messages so that the same font will always be used To set the font e Click Options on the Outlook Web App Bar Options e Scroll down until you reach Message Format If you cannot see the Message Format option select Messaging from the Navigation Pane B Emboldens Message Format Italicises U Underlines Compose in this message Format HTML Change the Plain text font by selecting 4 font Choose message Font 12pt Arial Change the font name from the m vw B IU A colour using a drop down menu colour selection palette Change the font size by selecting a size from the drop down menu e Select the relevant formatting options e Click Save X Save Remember The standard University font is Arial 12pt We recommend you always use this font 3 5 ATTACHING A FILE TO THE MESSAGE To attach a file to your message e With the message open click on the Add Attachment button iu Information Services IT Page 13 14 11 2012 OWA User Guide For Staff Navigate to the location of the file by clicking on the drop down menu to the right of the Look In field select the required drive and open the required folder by double clicking Click once to highlight the required file Click Open The full pathname of the file will now be visible in the box to the left of the
23. Browse button Repeat the process until you have attached all of the necessary files The attached file name will now be visible at the top of the message to the right of the Attach button 3 6 SAVING A MESSAGE TO SEND LATER To save a message to send later 3 7 When your message is open click on the Save icon Send ld l Draft saved at 18 03 The message will be saved to your Drafts folder SETTING THE IMPORTANCE OF A MESSAGE You can alert the recipient of the importance of a message The message will appear on the recipient s computer with an additional icon denoting high or low importance If the message is of high importance When your message is open select the High Importance icon OR When your message is open select Options select High from the Importance drop down menu Click OK If the message is of low importance When your message is open select the Low Importance icon 4 OR When your message is open select Options select Low from the Importance drop down menu Information Services IT Page 14 14 11 2012 OWA User Guide For Staff e Click OK 3 8 INSERTING A SIGNATURE You can either automatically insert a signature in every single outgoing message alternatively you can manually insert a signature as and when it is required Before inserting a signature you need to create it To create a signature e Click Options on the Outlook Web App Bar Options e Scroll down until
24. DA eee een acr trece iE utet cat ee ee 34 8 1 3 The Calendar Navigation Pane cccccccccssccccsseeeceeceeceecesseeeesseesessaeeesseeeessseesaneees 35 o2 WIEWING YOUR CALEEBNDJADEU atto totius tito etate N 35 8 3 MAKING A NEW APPOILNUMEEINIT ioa dito adonde d Meno dor Ie abo den ded He Dant edet aeo eto eds ocn 36 8 3 1 Altaching a File to Your ADDOIDIFTIGFIL u s ocuiipedoreci dena eeva baeo rero des uev Deae cca prora De enin 37 8 3 2 Setting the Importance of Your APPOINtMeNnt ccccecceceeeeeeeeeeeeaeeeeseeeeeeaeeeesaeees 38 8 3 3 Seta Recurrence for Your Appointment eese 38 8 3 4 Invite Others to Your Appointment eseeeesseeeseeeneennnn enne 39 9 25 Poning Your ADDOINUME Maio kercxtocstansinistaretstneate d IE Qux qeu Qe e M Uo e M Od e dto n esa vetu 39 8 4 MODIFYING AN EXISTING APPOINTMENT esee 40 8 4 1 IDOL S ADDOIDNIUF GPL sisse sarta ra mide iia cmre lamiimdi laica Cati dnni aides icai di unidas dat 40 8 4 2 Cancelling an Appointment eeeesseesssseeeeeeeennennn nnne nennen nenas 40 o43 Changing a ReCuUnenCe 3 iion ound awed uaa efe pedea 40 oo OC ICING Fae TIN spent eyes entrees tg aszatet parson iiid vedi desee ua cSett ot std 41 8 6 MODIFYING AN EXISTING MEETING ssri renar taxes sace 45 8 6 1 Rescheduling a Meeting si de e EE e a de E a de dud dad tuus 45 9 02 Oancellng a Meetings oso dae taac out dua geo Oso qum dc R UE a
25. Edinburgh Napie Om UNIVERSITY Outlook Web App User Guide for Staff Produced by Information Services TABLE OF CONTENTS TABLE OFOONTENT cete E PE DP tet a A et mod us sod et ped ctc 2 KO HINT RO BUCO e TERCER 4 1 1 EXCHANGE 2010 UPGRADE IMPROVEMENTS TO OWA seen 4 20 GETING STARTE Dresens 5 2 1 LOGGING IN TO YOUR EMAIL ACCOUNT OVER THE WEB eene 5 22 INTRODUCTION TO YOUR INBOX sesrcoicvenivi S Dnvide bela date ae 6 2 2 1 The EmallNavigallori P ANC sicseiconustiretedode ced edid eni best bus donde nud eic bu oe vods dic vde pd Cri Us 7 eee Outlook Web Address Balusassexe sin DN ERSEARN ERAN AR O A ASK TAKES NK UNUM ERU DE 8 223 dqpelnmbox TOOD acbutskentutdu oi tuve nidos tav EUM dedu eie bac Mu Sar tubas Cd Ov Ud Sed ead andan dt 8 3 0 CREATING AND SENDING NEW MESSAGES essere nnne nnns 9 oh CREATING A NEW MESSAGE siesta 9 32 1B emo SS Ime gf cae ree e an eee 10 208 eror rT rK P 10 3 2 2 Addressing the Message by Typing In the Name ccccceececeeeeeeeeeeeeeeeaeeeeaeeeeas 10 3 2 8 Addressing the Message Using the Address Book c cccccsceceeeeeeeeseeeseeeseeeesaees 10 3 3 ADDING THE SUBJECT AND TEXT TO THE MESSAGE eere 12 94 FORMATTING THE MESSAGE iati ENSE RRINEENN N NER EID DM E RICO ette OE 12 30 ALTACHNGAFLE TO THEMESSAQOLEX ua Gast ux SN RU FD QE tau Su Pea 13 3 6 SAVING A MESSAGE TO
26. FITE aida exeo idol dde dida narra diana iin denied ada uote d oa es 53 97 DELETING A TWAS IS ccccadtotctieninecdcam te dexsdunubqcndundenodeaodecetencdan deni dexeducobucadercidDudec ideae 53 10 0 USING THE OUT OF OFFICE ASSISTANT Loi cs t e dete 53 jan ELT cep 56 IET CREATING ANEW RULE T em 56 TLZ CHANGING AN EXISTINGIRULE se ANS 60 TES REORDERING YOUR RULE S iuis annona iun e NE EN ENEE NEN ENTENEN EESO Ear 60 TA DEEE TING Fis RULE oriri a a E 60 12 0 EMAIL ACCOUNT MANAGEMENT ccccccssecceceeeceeeeeeeceseeeecesseeeseeseeeeeesaeeeesseeeeesags 61 12 1 CHECKING THE SIZE OF YOUR EMAIL ACCOUNT eese 61 12 2 EMPTYING YOUR DELETED ITEMS FOLDER inii detecte oer cd otav ted etede tette recens 61 123 RECOVERING DELETED TEMS 22 12 29 0 926 0 002 rostra th ote fbn ea qe oflse s ou on sod eoe eot eio te pe etui 63 124 DEALING WITAHJUNK EMAILS iiic enisi tesi demedenident actes deni dese dmmiden dam dezM dapidus tet inne 64 190 OG GIN GrOW iT Ol OWN a icndoitodonptedemqu deme de notum uh d od he m thm PEU 66 140 GE TERN Go iP e 67 Information Services IT Page 3 14 11 2012 OWA User Guide For Staff 14 1 GETTING HELP WITHIN OUTLOOK WEB APP eeeeeeseeneneenen 67 14 2 ADDITIONAL HELP AND INFORMATION eeeeeeeeeeeenmmm mem 67 1 0 INTRODUCTION Email access to staff at Edinburgh Napier University is provided by Outlook
27. For Staff 8 lel 4 Oils Phasel Meeting e B X Meeting McAfee E mail Scan A 9 22x a3 a3 ny FTN A x lt S 7 x K wl d A FOPE B3 Move 3 Mark Unread ais 4 Find gt s gt To Manager v 23 Rules v ae Categorize A Related Delete Accept Tentative Decline Propose Respond Calendar Translate Zoom lt New Time BA Team E mail N OneNote Follow Up 3 We Select Delete Respond Calendar Quick Steps Move Tags Editing Zoom Q Please respond From 2010Test Sent Mon 24 09 2012 10 55 Required Loughran Robert Optional Subject Phasel Location Room2 When 24 September 2012 17 00 18 00 24 September 16 00 00 7 Phasel 1799 EN ARO omz 2010Test LA 1899 When 24 September 2012 17 00 18 00 UTC Dublin Edinburgh Lisbon London Where Room2 b dF Il 4 LIMIT LLL mi Click on the relevant button to perform one of the following actions SA Accept T Accept the meeting and add it to your calendar The meeting organiser is sent a response Tentatively accept the meeting The meeting is added to your calendar as a tentative appointment The meeting organiser is sent a response Decine Decline the meeting Nothing is added to your calendar Check your Calendar for that particular day to ensure that you are available Reply Reply to the sender without accepting or declining the meeting Reply All Reply to all invitees without accep
28. JUNK EMAILS ccc cccccceeceteeeeteeeeseeeeseueeseueeseaeeseeeseneeseneesaaees 27 413 PROTECTING YOUR PRIVAG Y urbis ved itv nv VPE CY OPEP aa REP ebat 27 5 0 VIEWING YOUR MESSAGE oo sass peers escent cn oe 28 MEN Brei 28 52 MESSAGE VEW iusisitoustix iecit iios bb io e Patio bU d iepE UA p ORDN DS MD Ta UN ae ee 29 6 0 WORKING WITELEOEDELTRU 2 stan skstROngess ois zedesuqen rs van Gd xA E FIRES c tURdu V UG UE D nS EE 29 Gl GREATING ANEW FOLDER ite uon vro aE VE PE eine 29 62 MOVING MESSAGES BETWEEN FOLDERS rer ut tod VES ND aceon 30 63 DEE TING AARC LD Ea erriei a a a 30 TO NUE INT eH EET 30 EX ADDNGACONIAG Tarare anan a OE E OR OE dU duxi I RUE 30 f EDIUNGAGCGONTAC Tacie A E die c ERE 31 Hy TOE ING Fa IN Wi apa ess eE EE E E 31 7 4 VIEWING YOUR CONTACTS 2 0 cccccccccceececneeeseeeeseeeeseeeeseeeeseeeeseeeeseeeeseeeeseeeeseeesaeeenees 32 5b SORTING YOUR AG ONIDAGO IS iwesicwainseaucsyann daa cursotsageised AOAN 32 76 SEARCHING FOR FA CONTA G Teee REE OE EERE 32 Information Services IT Page 2 14 11 2012 OWA User Guide For Staff o EMAILING A OCONTAG Toreros nes E E b envie nest Sore pee secu pose sre past nt 33 00 YOURCGALENDAR T 33 8 1 OWA CALENDAR BASICS 1 ste case ctesatnd teense dtgeateeddecateed Ioenteh d Monti theo ed oe aE d PEDE dsn cni 33 SA Opening YOW Galena jn TE 33 oi eel Ha Grol 2 91 al TOO
29. Task Toolbar New Information Services IT Page 50 14 11 2012 OWA User Guide For Staff OR e Click on the arrow to the right of the New button e Select Task from the drop down menu the following dialog box will appear eoo Untitled Task al Mark Complete jj Repeat x i Subject Test Task Start date None v Status Not started v Due date None v Priority Normal v Date completed None v complete 0 v Reminder None 08 00 Private Fewer details A Total work Hours v Actual work Hours v Mileage Billing Companies Go to on this page Enter a subject for the task Enter the Due Date and Start Date using the drop down lists of dates Enter the Status and Priority If you wish to receive a reminder tick the Reminder checkbox and select a timescale from the list For further information on Reminders refer to section 8 8 e Attach a file if required You attach a file to a Task the same way you would attach a file to a Calendar item refer to section 8 3 1 for further information e oet the Recurrence if necessary You set the recurrence the same as you would for an appointment for further information refer to section 8 3 3 e Assign a Category if required For further information on categories refer to section 4 9 e Once you have entered all the information click Save and Close Save and Close 9 4 MODIFY AN EXISTING TASK To modify an existing Task e Double click on the Task to open it
30. ange Far example 5 12 of copies here e Once you have made your selections click Print 4 11 SEARCHING FOR A MESSAGE To search for a message e Open the folder you wish to search e Click on the Search field on the toolbar cn Inbox p r Y T Li ra e Enter a search term which could be words from the subject and or text of the message or a sender s name e Click on the drop down menu to specify the search location Search Inbox m ne Search Inbox p v Arrange by Seal Today This Folder x This Folder and Subfolders All Folders and Items fj MacDom Meeting f MacDom Set Default Location e To view the advanced search options click on the chevrons to the right of the Search field v The following screen will appear Information Services IT Page 26 14 11 2012 OWA User Guide For Staff m P E E mmm mm m ue a oe IL x um imn LJ x Results in Subject and messa From w Category Blue Category e When you are ready to search either press the return key or click on the magnifying glass icon The items meeting your search criteria will be displayed e Double click on the relevant item to open it 4 12 DEALING WITH JUNK EMAILS If you regularly receive unwanted or unsolicited email messages you may wish to use the Junk E mail Prevention facility For further information refer to section12 4 Please Note Edinburgh Napier University uses an automated email protection
31. ck OK e Click Save and Close to close the appointment 8 3 4 Invite Others to Your Appointment If decide to invite attendees to your appointment then it becomes a meeting Refer to section 8 5 for more information on Scheduling Meetings 8 3 5 Printing Your Appointment To print your appointment e When your appointment is open click on the Print icon E The Print dialog box will open Information Services IT Page 39 14 11 2012 OWA User Guide For Staff Tom L2 x General Options select the printer Select Printer Add Printer APDE here Shp deskjet 995c series 2 E qs c Chp deskjet 995c series 5g shi lt I gt de M du Click here to access opecify the Comment the printer pages to be eue preferences printed here All Number of copies 1 E OPsee i EE opecify the number Enter either a single page number or a single E examp of copies here page range For example 5 e Once you have made your selections click Print 8 4 MODIFYING AN EXISTING APPOINTMENT 8 4 1 Modifying an Appointment To modify an existing appointment e Within the Calendar double click on the appointment to open it e Make the required changes e Select Save and Close 8 4 2 Cancelling an Appointment To cancel an appointment e Within the Calendar double click on the appointment to open it e Click on the Delete icon X It will be removed from your Calendar 8 4 3 Changing a Recurrenc
32. d Items The message s will be moved back to the Deleted Items folder where you can move them to another folder as required Warning If you delete items from within the Recover Deleted Items screen there is no way to retrieve them 12 4 DEALING WITH JUNK EMAILS If you regularly receive unwanted or unsolicited email messages you may wish to use the Junk E mail Prevention facility Within Outlook Web App you can set up lists of Safe senders Safe Recipients and Blocked Senders a SafeSenders Senders who you want to receive messages from a Blocked Senders People and domains that you don t want to receive messages from a Safe Recipients Mailing lists that you are a member of and wish to receive emails addressed to To access the Junk Email options e From the Outlook Web App bar click Options e From the Options Navigation Pane select Block or Allow Account Organize E Mail Groups Settings Phone Block or Allow The Junk Email screen will appear Information Services IT Page 64 14 11 2012 OWA User Guide For Staff d Save f Junk E Mail Do not filter junk e mail Automatically filter junk e mail Manage Safe Senders List A E mail from e mail addresses in your Safe Senders List will never be treated as junk e mail You can include e mail addresses or entire domain names in this list Safe Senders Add sea mer sma napier ac uk Also trust e mail fro
33. dica 45 90 529 Changing a RecHITEr GO syrien Eee Liv duo arenaene rinor NEU 45 o RECEREIVINGAMEETINGREQUES cuisse d uem um di meu Ed d hDE m mes cH MeL o Reo DUAE 45 CALENDAR REMINDERS 23 93 23 2 825 999 032 e genet aai te tet ee eare deceton eden coded ta conis 47 8 7 1 Activating Your Reminders Option cccccccccsecceceeceeceeeeeeeesesseesessesesseeesseseesaeees 47 8 2 5ellingaheminder to SNOOZE mienen ga e ae tee petet tute aside tun 48 9 7 3 DISImiSSITIg e REMING sion cup names dug n oda E onum dea ER tuna ERE USERS 48 90 YOUR TASKO c V 48 Sd TASBARE 48 S1 SODSBIHO Your TOS KS espereiden raae 48 sm EE UNI cooler 49 9 1 3 Ihe lask Navigation Pane Azssestomstasedonduo eu Und ao aod ved EA E Eaa uuo tom xoi eae 50 92 VIEWING YOUR TASK S renien Seat Mier nara Mane t irse tivum det Mera a soe eee 50 93 OF ot 01 Gm 0 Bs Gene ene te ne tc ne tn Or hot tul eee Or conie erences er AD 50 Oa MOBI Y AINE XS TING TASK ute crc ere costae elut eed guae saci ut uror etate decades 51 95 MARKING A TASKAS COMPLETE nes owed exe ead aah ana oe ut b ee 52 9 6 TAS REMINDERS m 52 9 6 1 Activating Your Reminders Option ccccccccccsecceceeceeeeeeeeseesesseeeesseeeessaeeesseeeesaeees 52 96 2 S5ellihig ahemlader to SliO0Z6 sustim tiet iuste tiep te eel Lue exo tetro Ut eee 53 9 6 3 DISMISSING a PRO
34. e To change a recurrence e Within the Calendar double click on the appointment or meeting to open it e When prompted to select This Occurrence or The Series select The Series e Click on the Recurrence icon t Information Services IT Page 40 14 11 2012 OWA User Guide For Staff e Make the relevant changes e Click OK e Click Save and Close 8 5 SCHEDULING A MEETING Creating a meeting is similar to creating an appointment but you would usually invite other attendees to a meeting To create a meeting e Click on the New button on the Calendar toolbar New fe Delete Go Appointment Hl Meeting Request id Message OR e Click on the arrow to the right of the New button e Select Meeting Request from the drop down menu the following dialog box will appear je eo00 Untitled Meeting ie cd B BOY Mt WO HM x o Appointment Scheduling Assistant To Optional Resources Subject Location vf Request a response to this invitation Start time Fri 21 09 2012 v 19 30 O All day event End time Fri 21 09 2012 wv 20 30 l v Reminder 15 minutes v Showtime as Busy v C Private Tahoma wl10 B I Ic IIl MEE II nd In mti I S A v Done Information Services IT Page 41 14 11 2012 OWA User Guide For Staff e Enter the meeting details as required For further information refer to section 8 3 To invite attend
35. e Contacts folder click on the category to the right of Arrange by in the example below this is First name and click on the category you wish to sort by Arrange by First name First name Macdonough Last name nelien rlacadongo dr D Company macdonough napier File as Maw Department Flag Due Date Flag Start Date 7 6 SEARCHING FOR A CONTACT To search for a Contact e Click on the Search field on the Contacts toolbar New X B view B Search Contacts e Enter all or part of the Contact s name e Click on the drop down menu to specify the search location Information Services IT Page 32 14 11 2012 OWA User Guide For Staff Search Contacts J ie Y Arrange bv Firstname Search Macdanaugh This Falder Helen Macdanaugh This Folder and SubFolders h macdonough napier ac Search All Contact Items TEM Set Default Location e e When you are ready to search either press the return key or click on the magnifying glass icon p The Contacts meeting your search criteria will be displayed e Double click on the relevant Contact to open it 7 7 EMAILING A CONTACT To email a Contact e From within your Contacts folder double click on the Contact that you wish to email e Click on the New Message To Contact icon g A E The New Message dialog box will open with the Contact s email address already entered into the To field
36. e Make the required changes e Select Save and Close Information Services IT Page 51 14 11 2012 OWA User Guide For Staff 9 5 MARKING A TASK AS COMPLETE To mark a Task as complete e Click on the Checkbox to the left of the Task Name icon gNew H Me ch B Edt Reply Reply to All Forward 0 subject Click here to mark a task as aes complete Today AO 26 05 2008 v 2757853728088 rd OR e Double click on the Task to open it e Select Completed from the Status drop down menu e Click Save and Close 9 6 TASK REMINDERS Within Outlook you can set reminders on your tasks You can specify the amount of time before the task due date that the reminder message will appear 9 6 1 Activating Your Reminders Option To ensure your Reminders are activated e On the Outlook Web App Bar select Options e From the Options Navigation Pane select Settings then Calendar A pes ial Fm B Aa uo amp H M N Mail Calendar General Sent tems Regional Password Scroll down to Reminder Options 2 Reminder Options Show reminder alerts Play a sound when a reminder is due Default reminder 15 minutes at e Ensure that the Show reminder alerts box is checked e Click Save Information Services IT Page 52 14 11 2012 OWA User Guide For Staff 9 6 2 Setting a Reminder to Snooze When you receive a reminder you may wish to set it to snooze so you can receive another reminder later To set a reminder
37. ees to your meeting e Click on the To button e he Address Book will open and look similar to the following F Address Book Web Page Dialog Address Book ld J i Default Global Address List GH All Rooms Arranae bv Name A on top Show other address lists Contacts Show All People Distribution Lists 84 Contacts Create New Folder 1 to 50 i4 4 gt di Meeting recipients Required gt Optional gt Resources gt e nthe search field at the top of the Address Book enter the name or part of the name of your first attendee and click on the Search icon Enter the attendee s name gt roon Man r Click on the Search icon Tip You can type the name in any format surname forename forename surname If you only type the surname or the forename then it will bring up a list of people with matching surnames forenames A list of matching names will appear e Highlight the name of the attendee and click Required or Optional as appropriate Information Services IT Page 42 14 11 2012 OWA User Guide For Staff E Address Book Web Page Dialog Address Book d A Li Default Global Address List Broon Maw 2 Maw Broon G All Rooms Arrange by Name A on top x Maw Broon Show other address lists Y Contact broon Highlight the name of the broon amp napier ac uk Organization Y Availability Show AI attendee Thu 22 05 2008 v Show
38. email folders e g Inbox and Unread Mail This section lists all email folders including all the folders you have created as well as the standard folders e g Calendar and Tasks This section is made up of buttons which allow you to quickly access your Inbox Calendar Contacts and so forth 14 11 2012 2 2 2 Outlook Web Address Bar The Outlook Web App bar is accessible from anywhere within OWA It gives the following functionality J Find Someone Options ds Click on the Address Book icon to open the Address Book Find Someone Use the Find Someone box to quickly search the Global Address Book no matter where you are within OWA Start to type the name of the person you want to find and a list of possible matches will appear Click on the relevant person and their contact details and scheduling information will open Options Click on the Options button to display a list of options relevant to the folder you are in e g if you press Options when in an email folder you will get a list of Email and Message options Click to log off Warning You must remember to log out of your email account to prevent other users from accessing your mail and potentially abusing your account 2 2 3 The Inbox Toolbar The Inbox Calendar Contacts and other folders all have specific toolbars which allow you to carry out functions based on that particular folder The toolbar displayed below will be visible when you are in you
39. example section Q OWA Training Room 1 t Mail cu Calendar mE i Preview Pane 8 1 2 The Calendar Toolbar The toolbar displayed below is visible when you are in your Calendar Share your calendar Pri rint Delete with colleagues Print New Delete GotoToday xj me fed B Share View ey New Calendar Go to Today Switch Views Day Change Item Work Week 7 Day Heading Week Month Pane options Information Services IT Page 34 14 11 2012 OWA User Guide For Staff 8 1 3 The Calendar Navigation Pane The Calendar Navigation Pane is visible when you are in the Calendar Outloo k Web App Calendar gt Use this section September 2012 gt to navigate POM a WU calendar dates 26 27 2B 29 30 31 1 Of 03 04 05 O6 OF OB Q9 10 11 12 13 14 15 16 17 18 19 20 E122 gea 24 25 26 27 28 28 0 01 O2 O3 04 05 O06 2 Create new 4 My Calendars Calendars Of navigate between Calendars here Use this section to navigate between EX Mail Calendar the OWA S Contacts components i Tasks Public Folders 8 2 VIEWING YOUR CALENDAR Viewing your scheduled appointments You can customise how many days are visible at one time fat Day Displays all scheduled appointments and meetings for the current day Ea Work Week Displays all scheduled appointments and meetings for the current work week Tip You can customise your Work Week within Calendar Options by clicking on Options
40. flag turns red To mark a flag as complete e Click on the flag on the flagged message The flag icon becomes a tick icon To clear a flag e Right click on the required flag e Select Clear Flag from the list of options To set a date and reminder e Right click on the required message flag e Select Set Date and Reminder The following dialog box will appear Date and Reminder Start date Mon 28 04 2008 Due date Mon 28 04 2008 Remind me Date Mon 28 04 2008 Time Cancel Information Services IT Page 22 14 11 2012 OWA User Guide For Staff e Use the drop down date selectors to enter the start and due dates as required e lf you wish to receive a pop up reminder click on the Reminder checkbox and use the drop down date and time selectors to enter the date and time of your reminders e Click OK 4 9 MESSAGE CATEGORIES OWA Categories help you to organise items in your mailbox by allowing you to assign specific colours to individual items You can assign up to 3 categories to any item Categories can be assigned to Contacts Calendar Items and Tasks as well as Messages The Category icon is located under the flag icon to the right of the message list An item assigned with 3 AE categories ierience For students enhancing learning teaching and a Hl g 1 assigned to it 2205 2008 An item with no categories assigned to it e On the message that you wish to categorise click on the Categor
41. folder but wish to retrieve any of the messages or other items it is possible to do so providing it is within 14 days To recover deleted items within OWA e From the main window select Deleted Items e Right click and select Recover Deleted Items Hue OUTIL mcm s Delet tim sj i Open 4 2010Test Open in New Window nm inbox Move Folde iu A Draft Copy Folder 2j Sent aj Dele delete at fg Junk 9 name b w Note Remove from Favorites at 3 RSS amp amp Move Up in List C Lj Sean ud at C Mark All as Read at Empty Deleted Items i e LO Recover Deleted Items 4 e Inthe Recover Deleted Items section you will see a list of messages deleted from the Deleted Items folder e00 Recover Deleted Items 2 Recover Deleted Items The Recoverable Items folder contains items that were recently permanently deleted or emptied from the Deleted Items folder You can either recover these items to a location that you choose or purge them Bx p Arrange by Deleted On Newest on Top M IGMAILER DAEMON Fri 26 10 20 2010Test Fri 26 10 20 Information Services IT Page 63 14 11 2012 OWA User Guide For Staff e Select the message s you wish to recover Tip To select multiple non adjacent items hold down the ctrl key whilst selecting the messages To select multiple adjacent messages hold down the shift key whilst selecting the first and last message in the range e Click Recover to Delete
42. gories icon B1 mim The Category pop up box will appear Information Services IT Page 24 14 11 2012 OWA User Guide For Staff l Blue Category Green Category T Mew Category Orange Category Purple Category D Red Category b Lok bb b b Yelow Category Manage Categories Clear Categories e Click Manage Categories The Manage Categories pop up box will appear Manage Categories Ll Red Category Orange Category Yellow Category Green Category Blue Category L Purple Category Mew Category Create Mew Category Change Category Color Delete Category e Select the Category you wish to amend e Click on Create New Category Change Category Color or Delete Category as appropriate e Click OK once you have made your changes 4 10 PRINTING MESSAGES To print a message e Open the message e Click on the Print icon Lx acad The Print dialog box will open Information Services IT Page 25 14 11 2012 OWA User Guide For Staff Print 2 X General Options Select Printer Select the printer 3 Add Printer PLES Shp deskjet 995c sggie E e c here L 1hn deskjet 995c series Sa shi lt i E Status Ready Print to file Specify the A Click here to access the ages to be rinter preferences Page Range printed here Ul Number of copies e i Enter either a single page number or a single pi B a opecify the n u m ber page r
43. here You can send replies to senders the whole time you re away or for a specific period of time Block or All eee Don t send automatic replies Send automatic replies Send replies only during this time period Send a reply once to each sender inside my organization with the following message Tahoma x10s3 B I U b E m m b il 5 x x I m on annual leave V Send automatic reply messages to senders outside my organization Send replies only to senders in my Contacts list Send replies to all external senders To set the Out of Office Reply to reply to senders within the University e Click on the radio button to the left of Send Out of Office auto replies e f you want the message to appear only at certain times select the checkbox to the left of Send Out of Office auto replies only during this time period and enter the Start and End times e Type the message you want to reply to senders within the University e Use the formatting options to format the message Best Practices Tip The standard University font is Arial 12pt We recommend you always use this font e Click Save To switch on the Out of If you want the message to Office Reply appear at certain times click the click on this checkbox and enter the start radio button and end times here Creat automatic reply Out of Office messages here You can send replies tg Senders the whole time you re away or for a specific period
44. here to close the Help window eoo Email d lt gt 1C 83 help outiook com C Ho 6 I EZ Alloyrefurb FS Celtic vs Helsingborg my Plan for and enterprises myapps Apple Halifax Google QNAP YouTube CMS gt Home Service Status Team Blog Forums English United Kingdom Outlook Web App gt print email share feedback Search Bar for Applies to Office 365 for professionals and small businesses Office 365 for enterprises Micros Exchange Live ed specific queries or Topic last modified 2012 01 30 help topics Email Learn how to set up and access email using your Web browser General Topics to hel OU et A Getting Started with Outlook BY Email Setup p y g a pp ag Set up your favorite email program to Learn about the things you can do use with your account started with your email account 3 Chat in Outlook Web App 25 Use Rules to Automatically i Learn how to use instant messaging in hiat Messages to Another Outlook Web App Use rules to automatically forward or redirect incoming mail to another account When you open Help a The top pane contains the search bar When looking for information on a specific feature or type the search criteria here a The bottom pane contains the full list of topics covered by this document To expand a topic click on the link to read more 14 2 ADDITIONAL HELP AND INFORMATION If you have any problems logging in or using Outlook Web A
45. i jj O mY 8 Ec oA UM v v If one of the Appointment Scheduling kiasia attendees is busy or out of the office then a blue or purple bar will be displayed next to B 2010Test their name Patton Brian Atton Chris Start Fri 26 10 2012 v N13 00 w End Fri 26 10 2012 16 00 v vf Show only working hours 27 Select Attendee 12 00 13N2 14 00 15 00 16 00 08 Suggested Times October 2012 gt S M TW 1T F S 30 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 26 27 28 29 30 02 O3 W Select Rooms 04 07 Mllos 10 Add a room Duration 3 hours v Add a name 12 00 g 2 of 3 free 11 00 Meeting room g 2 of 3 free I ili 11 30 availability can 2 cris be viewed here 12 30 Tentative Away No Information Good Fair Bi Poor To reschedule the meeting from within the Scheduling Assistant e Change the Start and End date and times as appropriate and the Scheduling Assistant will update to display attendee and room availability for the new times Change the Start and E nd dates Appointment Scheduling Assistant and ti MES da i it p End Mon 26 05 2008 x 17 30 V Show only working hours required Once you have selected a suitable meeting time e Click Send A meeting request is sent to each attendee and they have the option to accept decline or tentatively accept your invitation the response will be sent to you Your Calendar and their Calendar s a
46. list that you wish to modify If the list needs to be expanded click on the chevrons to the left of the list name y Highlight the address to be removed e Click Remove Once all the addresses have been removed as required click Save Any messages identified as junk are moved to the Junk Email folder which can be found on the folder list on the email Navigation Pane 4 20101lesl x Inbox Drafts 1 2j Sent items aj Deleted Items 1 g Junk E Mail dum VE B Notes unk email folder LB RSS Feeds LO Search Folders To empty the junk email folder e Right click on the folder name Junk E Mail e Select Empty Junk E mail Note Edinburgh Napier University uses an automated email protection system to scan incoming email messages for viruses You can find out more by visiting the Virus Protection and Downloads section of the Information Services IT Staff Intranet pages 13 0 LOGGING OUT OF OWA You must remember to log out of your email account to prevent other users from accessing your mail and potentially abusing your account To log out of your OWA email account e Click on the Sign Out icon which can be found on the Outlook Web App Bar Information Services IT Page 66 14 11 2012 OWA User Guide For Staff 14 0 GETTING HELP 14 4 GETTING HELP WITHIN OUTLOOK WEB APP You can get help anywhere within OWA by clicking on the Help icon Help About A screen similar to the following will appear Click
47. m my Contacts Manage Blocked Senders List E mail from e mail addresses or domain names on your Blocked Senders List will always be treated as junk e mail Blocked Senders Add bobrc mail com Manage Safe Recipients List Y Treat all e mail as junk unless it comes from someone in my Safe Senders or Safe Recipients lists or from senders in my organization Ensure the radio button to the left of Automatically filter junk e mail is selected To add an email address to a list Go to the list that you wish to add to If the list needs to be expanded click on the chevrons to the left of the list name v Click Add Enter the email address or domain in the space provided Press the Enter key on your keyboard Once all the addresses have been added click Save Tip Within the Safe Senders section you can include your Contacts as safe senders by clicking on the checkbox next to Also trust e mail from my Contacts To modify an email address within a list e Go to the list that you wish to modify If the list needs to be expanded click on the chevrons to the left of the list name e Highlight the address to be modified e Click Edit e Update the entry as required Information Services IT Page 65 14 11 2012 OWA User Guide For Staff e Press the Enter key e Once all the addresses have been modified as required click Save To remove an email address from a list e Go to the
48. nopened message listed in an email folder you must highlight the message first e Enter the recipient s address for further information on addressing please refer to section 3 2 e Type your forwarding message if required e Press Send 4 6 MARKING MESSAGES AS UNREAD To mark a message as unread e Right click on the message you wish to mark as unread e Select Mark As Unread The message will be emboldened and will take on the appearance of an unread message 4 7 DELETING MESSAGES You can delete messages that are open you can also delete messages listed in your email folder without opening them first To delete a message e Click on the delete icon X Please note If you are deleting an unopened message listed in an email folder you must highlight the message first The message will be moved to the deleted items folder For further information on emptying the deleted items folder refer to section 12 2 Information Services IT Page 21 14 11 2012 OWA User Guide For Staff 4 8 MESSAGE FLAGGING Within Outlook Web App you can flag messages requiring further action The message flag column appears to the right of the message list Mail amp Inbox 86 Items 41 Unread Message Flag 3 Soapy Soutar gt new H column zi FR tie ld 4 b Fl Unflagged message To flag a message e Within the Inbox or other email folder click on the flag next to the required message he
49. ondition entering information in the Rule section as required e Inthe Do the following section select the relevant action entering information in the Rule Description section as required e Select More Options e Enter Exceptions as required Information Services IT Page 59 14 11 2012 OWA User Guide For Staff e Name the Rule e Click Save e Once you have completed all the stages above and are ready to save your Rule click Save and Close 11 2 CHANGING AN EXISTING RULE To change an existing rule e From within the Rules screen highlight the rule you wish to change e Select Details F Details e Make the changes as required e Click Save OR e Double click on the rule you wish to change e Make the changes as required e Click Save 11 3 REORDERING YOUR RULES Exchange 2010 processes the rules in the order that they are listed Use the arrow buttons to change the priority of the rules 11 4 DELETING A RULE To delete a rule e From within the Rules screen highlight the rule you wish to delete e Select Delete Select Delete New FE Details Highlight the rule you wish On Rule to delete e Received from 30018CU 1 e When asked if you want to permanently delete the selected item click OK Your rule will be deleted Information Services IT Page 60 14 11 2012 OWA User Guide For Staff 12 0 EMAIL ACCOUNT MANAGEMENT Each staff member within the University is allocated 1GB of st
50. orage space within their email accounts When your mailbox reaches nears its size limit you will be sent an automatic warning message by the system If you ignore this warning at 1GB you will no longer be able send messages you will still receive all incoming mail It is therefore advisable to maintain your email account by Regularly checking the size of your email account Deleting messages that you no longer need including your sent items Regularly emptying your deleted items folder Dealing with junk emails and blocking senders polso 12 4 CHECKING THE SIZE OF YOUR EMAIL ACCOUNT To check the size of your email account e Inthe Navigation Pane hover the cursor over your mailbox name Your current mailbox size will appear as a drop down box Mail amp Inbox 56 3 za Calendar f mailb 7 37 MB of mailbox space az Contacts used 4t 1 GB you will not be able aJ Deleted Il to send mail LA Drafts A Inbox 47 12 2 EMPTYING YOUR DELETED ITEMS FOLDER When you delete items they are moved to the deleted items folder You need to empty the deleted items folder to permanently remove them from your mailbox To empty the deleted items folder within OWA e On the Navigation Pane right click on the Deleted Items folder e Select Empty Deleted Items Information Services IT Page 61 14 11 2012 OWA User Guide For Staff a 55 Calendar amp Contacts Search De s Deleted Ite LE Drafts n Open E a
51. pear Information Services IT Page 30 14 11 2012 OWA User Guide For Staff e Untitled Contact Windows Internet Explorer ee Save and Close 44 0 v E Jump to Profile Contact Addresses Details Profile First name Middle name Last name Smith File as Last First Office Department Company Manager Assistant Contact Business phone Home phone Mobile phone Assistant pl e Complete the details as required Please note you do not need to populate all the fields e Click Save and Close You will be returned to your Contacts folder with the new Contact listed 7 2 EDITING ACONTACT To edit a Contact e Double click to open the Contact that you wish to edit e Make the required changes e Click Save and Close The changes will be saved 7 3 DELETING A CONTACT To delete a Contact e Highlight the Contact you wish to delete e Click the delete button A OR e Hit the delete key on your keyboard Information Services IT Page 31 14 11 2012 OWA User Guide For Staff 7 4 VIEWING YOUR CONTACTS To view your Contacts e Click Contacts on the Navigation pane If you have your Reading Pane open click once on the contact you wish to view the details will be displayed in the Reading Pane OR If you do not have your Reading Pane open double click on the Contact you wish to view Their details will be displayed on the screen 7 5 SORTING YOUR CONTACTS To sort your contacts From within th
52. pp please contact the IT Support Desk by email or by telephoning ext 3000 For more User Guides and Hints amp Tips on OWA and Outlook in general please visit the Email section of the Information Services IT Staff Intranet pages Information Services IT Page 67 14 11 2012 OWA User Guide For Staff
53. r Inbox and other email folders Mew Delete Move Filter View E Search Entire Mailbox p Y Inbox 5 75 1 Unread Indicates how many messages are in the current folder Information Services IT Page 8 14 11 2012 OWA User Guide For Staff roses Click New to create a new message Alternatively click on the drop down arrow to display other new item options e g Appointment contact etc Hbi d Click to show or hide your reading pane For further information refer to section 5 1 Click to toggle between single or multiple line view For further information refer to section 5 2 ras Delete selected message s Check for new messages ib Reply Reply to sender of message Reply to All T Reply to all recipients of message is Aaa Forward message to a recipient or recipients searchinbox Enter a search term to search the current Email folder For further information refer to section 4 11 3 0 CREATING AND SENDING NEW MESSAGES 3 1 CREATING A NEW MESSAGE To create a new message e Click on the New button on the Inbox toolbar Mew Delete Move Filter View Lar i Search Entire Mailbox p y e Select Message from the drop down menu the following dialogue box will appear Information Services IT Page 9 14 11 2012 OWA User Guide For Staff amp Untitled Message Windows Internet Explorer T jim send dl To CC Subject 3 2 ADDRESSING THE MESSAGE The following add
54. re updated accordingly Information Services IT Page 44 14 11 2012 OWA User Guide For Staff 8 6 MODIFYING AN EXISTING MEETING 8 6 1 Rescheduling a Meeting To reschedule an existing meeting e Within the Calendar double click on the meeting to open it e Change the Start and End times as required remembering to check the attendee s schedules Refer to section 8 5 for further information e Once all the relevant changes have been made select Send Update An update will be sent to all attendees 8 6 2 Cancelling a Meeting To cancel a meeting e Within the Calendar double click on the meeting to open it e Click on the Cancel Meeting icon IUM zie You will be prompted to send a cancellation message to the other attendees e Click Send The attendees will be automatically notified and the meeting will be deleted from all attendees Calendars 8 6 3 Changing a Recurrence For details of how to change a recurrence refer to section 8 4 3 Remember to click on the Send an Update button to update all attendees 8 7 RECEIVING A MEETING REQUEST If you receive a meeting request from another person you can accept decline or tentatively accept the meeting You can also forward the request to another user The meeting request will appear in your inbox represented by the following icon e Double click on the message to open it A screen similar to the following will appear Information Services IT Page 45 14 11 2012 OWA User Guide
55. ressing options are available To Sends the message to the selected recipient CC Sends a Carbon Copy of the message to the selected recipient BCC Sends a Blind Carbon Copy of the message to the selected recipient The recipients name will not be visible to other recipients of the message Tip If you wish to include a recipient in the BCC field and the field is not visible click Options tick the checkbox next to Show BCC and click OK 3 2 1 Addressing the Message by Typing In the Name If you are sure of the recipient s full name e Type the name in the To CC or BCC sections of the new message You can type the name in any format as long as you include the first name and the surname e lf you start typing the name of a recipient you have emailed in the past a list of possible name matches will appear click on the name of the correct recipient OR e lf the correct name does not appear click on the Check Names button ay A list of possible matches from the Global Address List will appear click on the name of the correct recipient 3 2 2 Addressing the Message Using the Address Book There are 2 separate address lists contained within your address book Information Services IT Page 10 14 11 2012 OWA User Guide For Staff Global Address List A directory containing the email address of all staff and students including any University mailing lists Contacts A list of your personal contacts To find out more about Con
56. tached file name s will now be visible at the top of the appointment to the right of the Attach button 8 3 2 Setting the Importance of Your Appointment If the appointment is of high importance e Select the High Importance icon e Click Save and Close to close the appointment If the message is of low importance e Select the Low Importance icon 4 e Click Save and Close to close the appointment 8 3 3 Set a Recurrence for Your Appointment If your appointment occurs on a regular basis you can set the item as recurring to save you from having to re enter the information every time the appointment takes place To set a recurrence e When your appointment is open click on the Recurrence icon t Information Services IT Page 38 14 11 2012 OWA User Guide For Staff The Recurrence dialog box will open Select the Appointment Start and End times using the drop down menus Recurrence Duration 1 hour Recurrence Pattern O None Recur every week s on U Se th S secti on P C Sunday Monday Tuesday Wednesday to specify the gen f C Monthly Thursday Friday _ Saturday Start and end O Yearly dates of the Range of Recurrence recurrence Start Mon 12 05 2008 No end date End after 10 occurrences End by Tue 01 07 2008 Define the Recurrence pattern in this section OK Cancel e Once you have made your selections cli
57. tacts refer to section 7 0 To address the message using the Address Book From within a message click on the To CC or BCC buttons as required The Address Book will open and look similar to the following ca B xs Address Book Windows Internet Explorer Address Book 3 G Default Global Address GJ All Rooms Show other address lists In the left hand column click on the relevant address list e g Global Address List or Contacts In the search field at the top of the Address Book enter the name part of the name or the matriculation number of your first recipient and click on the Search icon Enter the i Click on the recipient s name Broon Mawl P Search icon or matriculation number Tip You can type the name in any format surname forename forename surname If you only type the surname or the forename then it will bring up a list of people with matching surnames forenames A list of matching names will appear Double click on the name of the correct recipient to add them to the To CC or BCC fields as required OR Highlight the name of the correct recipient and click on the To CC or BCC buttons as appropriate e Repeat the process until you have entered the name s of all recipients e Click OK Information Services IT Page 11 14 11 2012 OWA User Guide For Staff Tip If the name or matriculation number cannot be found in the address book then the te
58. ting or declining the meeting Forward Forward the meeting request to another person Use the address book to find the recipient s address For further information refer to section 3 2 Information Services IT Page 46 14 11 2012 OWA User Guide For Staff Flag the meeting request for follow up setting dates and reminders as required Il Apply a category to the meeting request For further information on Categories refer to section 4 9 PEE View the message details of the meeting request ca Print the meeting request Delete the meeting request 7 Move or copy the meeting request to a folder li Go to previous item in mailbox Go to next item in mailbox 8 8 CALENDAR REMINDERS Within Outlook you can set reminders on your appointments and meetings You can specify the amount of time before the meeting that the reminder message will appear 8 8 1 Activating Your Reminders Option To ensure your Reminders are activated e On the Outlook Web App Bar select Options e From the Options Navigation Pane select Settings then Calendar ido a i Mail Calendar General Sent tems Regional Password scroll down to Reminder Options iQ Reminder Options Show reminder alerts Play a sound when a reminder is due Default reminder 15 minutes ha Information Services IT Page 47 14 11 2012 OWA User Guide For Staff e Ensure that the Show reminder alerts box is checked e Click Save from the bottom right hand corner 8 8
59. to snooze e Select a time period from the Click snooze to be reminded again in drop down menu e Click Snooze You will be reminded again at the specified time 9 6 3 Dismissing a Reminder You may wish to dismiss a reminder which closes the Reminder dialog box and cancels all future reminders To dismiss a reminder e When the reminder appears click Dismiss 9 7 DELETING A TASK To delete a Task e Select the Task you wish to delete e Click on the Delete icon A 10 0 USING THE OUT OF OFFICE ASSISTANT When you are unable to check your email for a period of time you may want to set up an Out of Office reply You can create separate Out of Office messages for internal and external senders and set Out of Office replies to appear at particular times Once the Out Of Office reply is switched on anyone who attempts to email you will receive an automated message created by you The sender is then aware that you are away from your email To access the Out of Office Reply e Select Options from the Outlook Web App Bar e From the Options Navigation Pane select the shortcut below i Tell people you re on vacation A screen similar to the following will appear Information Services IT Page 53 14 11 2012 OWA User Guide For Staff Mail Options Oy fl 7 Account Lf 8 Organize E Mail Inbox Rules Automatic Replies Delivery Reports Groups Settings Automatic Replies Phone Create automatic reply Out of Office messages
60. ttos owa napier ac uk owa e You will then be prompted to enter your user name login ID and password Edinburgh Napie OP UNIVERSITY Security show explanation This is a public or shared computer This is a private computer E Use the light version of Outlook Web App Enter your login ID here User name Password Sign in By connecting to the Edinburgh Napier University network you agree t abide by Edinburgh Napier University s Information Security Policy This can be found in the Quick Links section of the staff and student Information Services IT intranet pages Enter your password here Staff Information Security Policy Forgot My Password Connected to Microsoft Exchange 2010 Microsoft Corporation All rights reserved n e Click Log On You should now be in your inbox OWA Light Option The OWA Light Option provides an interface with fewer features Useful if broadband speed is low OWA Light addresses accessibility requirements and is optimised for users with low vision Open with OWA Light by clicking on the checkbox to the left of Use the light version of Outlook Web App on the logon page Information Services IT Page 5 14 11 2012 OWA User Guide For Staff 2 2 INTRODUCTION TO YOUR INBOX Once you have successfully logged in to your email account you will be presented with the following screen Navigation The Outlook Web Search for a Pane App Bar
61. which is now complete Uncategorised message I Categorised message For further information about message flagging please refer to section 4 8 For further information about message categories please refer to section 4 9 4 3 OPENING MESSAGES To preview a message e f you have the Reading Pane open click once anywhere on the message For further information on the reading pane refer to section 5 1 To open a message e Double click on the message A new window will open displaying the full message 44 REPLYING TO MESSAGES You can reply to messages that are open you can also reply to messages listed in your email folder without opening them first To reply to a message e Click on the Reply button Reply Reply All Forward Please note If you are replying to an unopened message listed in an email folder you must highlight the message first e Anew message box will appear with the recipient s name already visible within the To field e Type your reply e Click Send Information Services IT Page 20 14 11 2012 OWA User Guide For Staff To reply to all recipients of a message follow the above procedure but click on the Reply All button 4 5 FORWARDING MESSAGES You can forward messages that are open you can also forward messages listed in your email folder without opening them first To forward a message e Click on the Forward button Reply Reply All Forward Please note If you are forwarding an u
62. xt No items found will be displayed in the dialog box In this situation you should check the spelling or numbers and try again You could also try searching using a different field e g first name only 3 3 ADDING THE SUBJECT AND TEXT TO THE MESSAGE e Type a suitable subject in the Subject field Best Practices Tip Some people are tempted to leave the subject field blank however it is good email etiquette to add a subject so that the recipient can quickly tell what the message is about e Add any required text into the body of the message 3 4 FORMATTING THE MESSAGE Once the text has been added to the body of the message you may wish to change the font and the formatting of the message Best Practices Tip The standard University font is Arial 12pt We recommend you always use this font The formatting toolbar allows you to make various changes Change the font by B Emboldens Change the font selecting a font Italicises Ceea colour using a name from the U Underlines lecti U N mber d colour selection drop down palette menu Click on the chevrons to Change the font Create a Increase size by selecting a Bulleted decrease display further size from the drop list indent formatting down menu options To change the format of text within a message e Highlight the text to be changed e Click on the relevant formatting options on the Formatting Toolbar Information Services IT Page 1
63. y box The Category box To add a Category to a message OR e Open the message you wish to categorise and click on the Categories icon lili The Category pop up box will appear H Blue Category Green Category H Mew Category Orange Category l D SIDE OD BLU l Purple Category D Red Category Yellow Category Manage Categories Clear Categories Information Services IT Page 23 14 11 2012 OWA User Guide For Staff e Click on the checkbox to the left of the category you wish to assign to the item Repeat until you have assigned all relevant categories e Click away from the Category pop up box to save your changes To remove a Category e On the message you wish to remove the Category from click on the Category box The Category box OR e Open the message you wish to categorise and click on the Categories icon mL Lad d The Category pop up box will appear D Blue Category Green Category B New Category orange Category DEDUUOUBBUO l Purple Category D Red Category Yellow Category Manage Categories Clear Categories e Select Clear Categories You can create new categories assign different colours to categories and assign specific names to each category e On the message you wish to amend the Category from click on the Category box The Category box OR e Open the message you wish to categorise and click on the Cate
64. you reach Email Signature a E mail Signature Automatically include my signature on outgoing messages If you cannot see the Email Signature option select Messaging from the Navigation Pane e Enter your signature text as required e Use the formatting options to customise your signature e lf you want your signature to appear on all outgoing messages check the box to the right of Automatically include my signature on outgoing messages amp E mail Signature Enter your signature text Arial vli2 B I u iz E E A here Edinburgh Napier University Craiglockhart Campus Ednburgn Use the formatting Automatically include my signature on outgoing messages options to customise your signature Check the automatically include my signature box if required e Once you have entered your signature click Save X Save Information Services IT Page 15 14 11 2012 OWA User Guide For Staff If you chose not to include your signature on all outgoing messages and you wish to include your signature on a particular message e Insert the signature as and when it is required by clicking on the Insert Signature icon when in a new message 3 9 CHECKING THE SPELLING You can check the spelling in your messages To check your spelling e When your message is open click on the Spelling icon If no spelling mistakes were found the following message would appear along the top of your email message If

Outlook Web Access User Guide for Staff - Staff Intranet

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