User guide - EBIZ Systems
Contents
1. Edit Remove I Also trust e mail From my Contacts Ck Cancel In this dialog box you can setup safe senders and blocked senders This feature can be useful in reducing the amount of junk E Mail also Known as Spam that you receive in your Inbox First select which list you d like to create it s best to create a Blocked Senders list of addresses from which you do not wish to receive messages Then click on the Add button to enter addresses You must type in the full E Mail address name company suffix in order for this feature to work When you have entered the names you wish to block click OK OWA User s Guide Page 30 Appearance Appearance To see the color scheme you select you may need to refresh your browser after saving your changes L Default blue e This option allows you to add a personal touch to your E Mails by changing the color scheme The color will change after you click Save and Close at the top of the Options screen You may need to close your browser and log back into OWA for the changes to be reflected Date and Time Formats Date and Time Formats E P 2 Short Date Style i2004 12 31 2004 O Long Date Style Thursday January 01 2004 Friday December 31 2004 x Time Style io aM 11 59PM_ l Current Time Zone SMT 05 005 Eastern Time U5 amp Canada MV Here you can modify the way that the date and time displays in the various parts of your version of2. E Folders CH A DIS EJ Log off SS Sa Calendar Pe pcontacts Job title Director of Zereck a Deleted Items Company Black Cat Demolition inc Drafts Spooky 3 Inbox 2 Job title Owner E Journal Company Black Cat Demolition inc Le Junk E mail ka Notes 3 Outbox 33 Sent Items Qj Tasks Cem ies To create a new contact click on the New button on the Contacts toolbar The contact window will appear OWA User s Guide Page 23 E Untitled Contact Microsoft Internet Explorer Save and close e 4 GA gr Details Last Name a l First Mame Doo O Business Phone DS Middle Name O O Home Phone ae Job title OO O O Mobile Phone n E Company V assistant Phone eee File As Last First Business Address E mail Display Mame Re Mailing address E E mail address lt State Province Fostal Code Country Region Web page address RS Attachments Ey Done a a EJ E Internet a Fill in all relevant information being sure to scroll down to view the entire screen Click the Save and Close button when you are finished You can change the way your contacts appear on the screen by selecting an option from the View pull down menu on the Contacts toolbar FE Contacts Detailed address Cards Detailed Address Cards ddress Cards By Company Jonesy By Location Job title Direct Comnari Flack r By Followup Flag
3. while you are away Once you have made your selections and given your rule a name you should click Save and Close to save the rule You can manage rules you ve created from the main Rules window OWA User s Guide Page 17 DELETED ITEMS When you delete items from your Inbox they are moved into the Deleted Items folder Deleted items from your Calendar Tasks and Contacts also end up in the Deleted Items folder Items in the Deleted Items folder are not removed from OWA and the E Mail server until you empty the Deleted Items folder To do this you can either click on the Empty Deleted Items icon on the Deleted Items toolbar or you can right mouse click on the Deleted Items folder on the menu bar and select Delete Items a Or E Outbox A Sent Items wi Tasks OWA User s Guide Page 18 CALENDAR AND APPOINTMENTS Viewing the Calendar The default view of the calendar is the current day with a smaller view of the current month on the right side of the screen gt Q a KE E lt a Es eh Ka Outlook Web Access W Calendar Are 0 2 new z X todor D ER 2 TEST Crothall Saturday February 21 2004 4 February 2004 TH alendar S Me E ae E S i84 Contacts se ey NS E Deleted Items ee aa aa QA Drafts 12345 67 Inbox 2 8 9 10 11 12 13 14 gi Journal f 15 16 17 18 19 20 21 Junk E mail S 22 23 24 25 26 27 28 ka Notes 128 4 5 amp 3 Outbox S 53 Sent Items To change the
4. in doubt leave the first option selected Recover Deleted ltems Recover Deleted Items Click View Items bo view and recover items that were recently emptied From your Deleted Items folder Recovered items will be moved back to your Deleted Items Ai Folder pa View Items If you accidentally delete a message and immediately empty your deleted items folder you may be able to recover the items you have deleted OWA User s Guide Page 32 This is also an option that displays when you view your Deleted Items folder The icon to recover deleted items looks like this Important Note Recovering deleted items is not always possible You should not rely on this method to recover important documents Instead think carefully before you delete anything you may need in the future lf you make any changes to any of the options on this screen be sure to click on the Save and Close button at the top of the screen in order to save your changes OWA User s Guide Page 33 FILING AND MANAGING MESSAGES Although the 5 MB mailbox limit seems like a lot of space you will be able to fill it up quickly Because you will not have access to Personal Folders managing your Inbox is a little trickier with OWA Follow these guidelines and tips to ensure that your mailbox does not become too large 1 Empty your Deleted Items folder frequently OWA does not have a setting that allows you to empty your Deleted Items folder when exiting the appl
5. way the calendar is viewed use the toolbar buttons at the top of the calendar Displays one day at a time this is the default a Displays a week at a time Et Displays an entire month at a time EE Takes you to the current date OWA User s Guide Page 19 Making New Appointments There are two ways to create new appointments on your calendar While viewing the calendar you can click on the New button on the calendar toolbar or you can simply double click on the calendar on the space corresponding to the desired start time of the meeting When you do a blank appointment window will appear Untitled Appointment Microsoft Internet Explorer a Save and Close E i A Recurrence FH Invite Attendees H 4 g Help O x Appointment Availability Subject Location Attachments Start time sat 21212004 r 2 00 DM IT ai day event End time sat el 1 2004 2 30 DM Jh Reminder jis minutes Show time as Busy Sf 1 J temg Fill in the subject the location if needed and the appropriate start and end times and dates If the appointment is a meeting or a trip that will last for several days place a checkmark in the All Day Event checkbox lf you wish to be reminded about the meeting place a checkmark in the Reminder box and choose when youd like to be reminded The default setting is 15 minutes before the meeting occurs You can mark your calendar in different colors
6. Alias IS Company a Department Fee Office Ir City Fi Name Phone Alias Office Willard Charlotte 407 862 0800 Charlotte Willard Willard Sarah Crothall 800 447 4476 x215 Willards Crothall Corporate Office 210 Add recipient to To Ce BGG Properties Close Important Note To be sure you have the right person you can click on the Properties button at the bottom right of the window to see the complete details for the selected address Z Properties Web Page Dialog E X First Mame Sarah Initials Last Name Willard Display Name Willard Sarah Crothalli Alias wilards Address Title Company Crothall Healthcare Inc City Department Information Technology State Officer Crothall Corporate Office Postal Code Phone S00 447 4476 x215 Country Region Mobile Phone Add To Contacts Close OWA User s Guide Page 11 lf you know a portion of the employee s name simply type as much as you know in the To field and then click the Check Names button D A window will appear displaying matching names Select the desired name from the list e Check Names Web Page Dialog 3 X Microsoft Outlook Web Access Found more than one ellis Do you wank fo E Delete this recipient From the list Ce Change to _ Cancel Properties Ellis Doug CrothallDeEllism crothall corn Ellis Phil Phil Ellist Compass Group Co UkK Ellis Russell russellellis eures
7. Conversation Topic Ge as Sent To OWA will periodically check the E Mail server to see if you have any new messages When you do a small New Mail icon will appear at the corner of your screen on top of the application you currently have open In addition a New Mail icon will also appear at the bottom of the OWA menu bar Click on either icon to load the new messages You have new mail A e4 You have new mail To read a message that is in your Inbox double click on it The message will open in a new window with its own toolbar When you have read the message you Close it by clicking on the X at the top right of the window or you can click on one of the toolbar buttons to reply forward print move to a folder or delete it The blue up down arrows will automatically move you to the previous or next message in your Inbox OWA User s Guide Page 8 Messages with attachments will display with a paperclip icon in the Inbox To view the attachment right mouse click on it and select Save Target As from the pop up menu that appears ay New OWA manual Microsoft Internet Explorer E II x ag Reply to all Forward as Tee x ee A EI Help jy Attachments can contain viruses that may harm your computer Attachments may not display correctly From Willard Sarah Crothall Sent Sak 2 21 2004 2 09 PM To TEST Crothall LC Subject New OWS manual Attachments J pita Tesininn deet AE Ope
8. Note Meeting requests should typically only be used to invite other individuals who are on the ASPAN E Mail system Meeting requests do not always transfer well between different company E Mail systems OWA User s Guide Page 21 Recurrence lf you are scheduling a meeting that will happen on a regular schedule or a yearly event such as a Birthday click on the Recurrence button on the Appointment toolbar to setup recurrence information Z Recurrence pattern Web Page Dialog zi Aopoinkment time Start 2 00 PM End 2 30 PM Recurrence pattern E Daily Recurs every D weeks on A Weekly C Sunday a Monday a Tuesday E Wednesday Monthly E Thursday E Friday E Saturday ES Yearly Range of recurrence Start Sat 2 21 2004 No end date End after fio Occurrences End by Fri 5 21 2004 D OK Cancel Remove Recurrence Choose how often the appointment should recur and on what day Next choose the start and end dates for the recurrence For Example You have an appointment every 2 weeks on Thursdays You have 12 total appointments You should choose the following Recurrence Pattern Weekly Recurs every 2 weeks on Thursday End after 12 occurrences OWA User s Guide Page 22 CONTACTS Contacts in OWA are very easy to create and manage e 9 Of 39993 Ab E He Edt view Favorites Tools Help Outlook Web Access FS Contacts Detailed Address Cards Items ES to2of2 K lt bH
9. OWA Calendar Options Calendar Options Week begins on Sunday Day start time le00am Day end time 5 00PM First week of year Do not display week numbers z Calendar options allow you to change the way that you view your calendar OWA User s Guide Page 31 Reminder Options Reminder Options To view reminders you must use Microsoft Internet Explorer 5 or later lw Enable reminders for Calendar items MW Enable reminders for Task items Iw Play a sound when a reminder is due Default reminder 15 minutes e You can change the reminders for your calendar appointments By default reminders are enabled If you do not wish to have a pop up reminder display on your screen you can deselect this option You can also change the time at which the notification displays on your screen By default you will receive a reminder 15 minutes before the start of your appointment This can also be changed in the calendar view for individual appointments Contact Options Contact Options Check names first in fe Global Address List A Contacts In this portion of the Options screen you can change the way the Check Names feature works If you send most of your e mails to ASPAN e mail users you should have the system check names against the Global Address List first If you send most of your messages to people who have e mail addresses in your Contacts you should have the system check names against Contacts first If
10. Outlook Web Access OWA User guide TABLE OF CONTENTS WHAT S NEW IN OWA 20021 2 CSIC RE 2 Inbox and Message Composition nnannnonnnnannnenennnrnornnnnrrnnnrrsnrrnrnrrsnrrennrennne 2 EE 2 HINT TSF WS TIN RK RE 3 Web Based REI e ise score cae eat iatel ie E E 3 VW eier a lei CG 3 POW 10 CCI CIO EE 3 USING OWA LOGGING ON ceccccccceeceeceeeeeceeceeseeaeeeseeeeeeseeaeeesseaeeesseaeeees 4 BASIC NAVIGATION EE 5 OVA ER E 6 READING MAIL AND INBOX NAVIGATION 7 COMPOSING AND SENDING MEGSAGEG 10 Klee 10 le EE an E E 12 Message OPIO E 13 Replying to and Forwarding Existing Messages 15 E MAIL RULE S penpenp a testa Metiqate th ediceaenti seen teledconwieeeenwichaceneue 16 FE es a E 18 CALENDAR RR el CR dl WE 19 Viewing bunn e ELE 19 Making New Appomtmente aceti a a A 20 CONTAC EE 23 TASK EE 25 En E e LEE 27 OUPOMOMICE ASSIS EE 27 MESSAGING lo re EE 28 Redang TP ANG et 29 eigent 29 Fee INANE ey UNI aac eee ee ee ee ee 29 Privacy and Junk E Mail Prevention cccsccecssceceseeceseeseseesaseesaseesseeesaes 30 A elen e 31 Date ane Kin e EE 31 Calendar ODUONS EE 31 Pie 1 861 9 gm ODIOM S ee a ernetae renner aes einen neat asee ernest tnt et etneest tetas Nereen ne aera meer ron 32 Beleeg leide e 32 Bleu EE 32 FILING AND MANAGING Eeer 34 OG GIN ge 35 OWA User s Guide Page 1 WHAT S NEW IN OWA 2003 Below is a sneak preview of some of the new and improved features you w
11. To view the detailed information for a contact simply double click on their entry on the Contacts screen OWA User s Guide Page 24 TASKS The re designed Tasks screen in OWA 2003 allows you to create tasks and set due dates and reminders e 22393 468 amp pe Edt view Favorites Tools Help 7 Outlook Web Access BZ Tasks simple List Items Cen to 1of1 I lt D gt Da E Folders OO al L Men L wO DO Help or 0g Off E TEST Crothal PAE EE E Calendar Ge 84 Contacts 5 Deleted Items LA Drafts 3 Inbox 2 fj Journal 1 Le Junk E mail bal Notes 3 Outbox 3 Sent Items A asks Hone SB lB lm internet From the main Tasks window click on the New button to create a new task You can fill in the task header with the desired information You can track progress on the task by updating the Complete field as necessary Task Details Subject Attachments Due date None Statys Mot Started zj Start date None Priority Normal ei D Complete Jo Reminder None hone OWA User s Guide Page 25 You can type additional information about the task in the blank space below the header When you click Save and Close the task will be added to the task list on the main task screen OWA User s Guide Page 26 OPTIONS OWA provi
12. depending on the type of meeting Busy will mark your calendar in dark blue Out of the Office will mark your calendar in purple Tentative will mark your calendar in light blue OWA User s Guide Page 20 Free will mark your calendar in grey This option is useful if you are just giving yourself a reminder such as for a Birthday that you dont actually have to attend Inviting Attendees lf you are holding a meeting that you would like other people to attend click on the Invite Attendees button at the top of the appointment window This will add three lines to the top of your appointment Required Optional and Resources e Untitled Appointment Microsoft Internet Explorer IL x Send al save H fy A Recurrence 2 cancel Invitation a 4 Si Help A ailability Required Optional Resources E Request Responses Subject Appointment Location Attachments Start time sat 2 71 2004 T ER DM gt Tall day event End time sat 2 21 2004 M 2 30 DM h Reminder jis minutes Show time as Busy id St 1 Be teres In these three fields you will type the appropriate E Mail addresses or click on the buttons to display the address book When you have filled out all of the required information click Send This will send the meeting request to the listed individuals They will send E Mails back to you noting whether or not they will attend Important
13. des several options for customizing the way you view the application The Options window is larger than your screen so you will have to use the scrollbar to view the entire window Each option is discussed in more detail below Out of Office Assistant Out of Office Assistant E fe Tm currently in the office C Tm currently out of the office Autoen only once to each sender with the Following text pe You can use the Out of Office assistant while you are away to automatically send a message to people the first time they write to you To use the assistant type your out of office message it may include alternate contact information and the dates you are away in the space then click the radio button to tell the system that you are out of the office Note Don t forget to turn off the Out of Office Assistant when you return to the office to read E Mails OWA User s Guide Page 27 Messaging Options Messaging Options Mumber of items to display per page E bi After moving or deleting an item open the next item MV E Display a notification message when new mail arrives a Iw Play a sound when new mail arrives Automatically include my signature on outgoing messages Edit Signature Mail editor Font 10 pt Arial Choose Font You can choose the way you are notified when you receive new mail in your Inbox By default both the message and sound notifications are selected If you find either of these
14. distracting you can deselect them by removing the check mark from the appropriate checkboxes The last option allows you to set the default font for any messages that you type In this section you can also create your personal E Mail signature that will be attached to every outgoing E Mail message To setup your signature click on the Edit Signature button Type and format your signature then click Save and Close 3 Signature Microsoft Internet Explorer F ol x la Save and Close Close Help Normal A arial J A B ZU di IN i eve Il wune II nat Thal NI ri Ti Z e Internet OWA User s Guide Page 28 Reading Pane Options Reading Pane Options Mark itern displayed in reading pane as read Wat 5 seconds before marking item as read fe Mark item as read when selection changes f Do not automatically mark items as read Here you can decide how to mark Inbox items as read when you view them from the Preview Pane Spelling Options Spelling Options Sd Ignore words in UPPERCASE i Ignore words with numbers BS Always check spelling before sending Select the language of the dictionary to use while checking spelling Select a Language MV The spelling options allow you to specify which items to spell check and also whether to automatically check the message when you click the Send button Automatically checking the spelling on outgoing messages will delay the send process sligh
15. h 4 Click Close when you are done Message Options When typing a message you have several options Text Formatting Normal A Arial fio A B I U Whe Z E EAN You can change various aspects of the font and paragraphs by choosing from the options on the bottom message toolbar You can change the font type style size color highlighting bold italic etc alignment right left center indent and also add bullets and numbering OWA User s Guide Page 13 High Low Importance 14 To mark a message with a high importance indicator exclamation point or low importance indicator down arrow click the appropriate button on the message toolbar Spell check S spell check is a new feature in this version of OWA The first time you initiate the spellchecker you must choose a language for the checker In order for the spellchecker to operate correctly you must select English United States e Spelling Outlook Web Access Web Page Dialog d E O You must select a language before the spelling in this document can be checked Spelling Language D Always check spelling before sending Check Document Cancel The spell check feature works the same way as in other Microsoft applications More spell check options can be found in the Options window of OWA OWA User s Guide Page 14 More Message Options Click on the Options button to display more options e Message Option
16. ial up or through an existing network connection then open up a web browser window Internet Explorer is highly recommended for OWA as the application may not display correctly in Netscape AOL or other browsers Depending on the speed of your Internet connection it may take a few minutes for the site to load You will see a splash screen and a logon screen You ll type your Extranet ID into the User Name field on the logon window HOWEVER you have to type aspansrv first This tells the server where you are logging in Enter your password into the Password field and click OK Here s an example of how to enter your user name and password If your user name is doej and your password is doe123 type the following in the User Name field aspansrv jdoe And the following in the Password field doe123 Once you click OK your Inbox will load OWA User s Guide Page 4 BASIC NAVIGATION The first screen you see once you logon to OWA will be your Inbox You will see a menu bar down the left side of the screen and a smaller toolbar on the top of your Inbox e G elt BE E AX EAE KE gt File Edit view Favorites Tools Help j gt Outlook Web Access MF Inbox messages PEN fane 3 13S S B S e a hep Items EE to9of9 K d b pf Log Off F Folders B TEST Crothall ENE From Subject Received 7 Size 7 Si Calendar EE willard Sarah Crothall Reminder OWA manual Sat 2 21 2004 1 25 PM 9578 ie g4 Contac
17. ication so you must empty it manually Manage your Sent Items folder OWA automatically keeps a copy of all messages you send While it may be important to keep some sent items for your records a lot of your sent items can be safely deleted Check your Sent Items folder frequently and clean up unwanted messages Messages with attachments typically take up the most space Save attachments to your hard drive and delete the original message to save space OWA does not allow you to save individual messages to your hard drive If you have no room to keep some messages but need the information consider copying and pasting the contents of the message to a Word document To do this highlight the message contents right mouse click and select Copy from the pop up menu Then open Microsoft Word and select Paste from the toolbar You can save this document to your hard drive and delete the original message to save space If you want to categorize your E Mail messages within OWA you can create sub folders underneath your Inbox To do this view your OWA menu bar in the Folders view Right mouse click on the Inbox and select New Folder from the pop up menu that appears The Create New Folder window will appear where you can type the name of the folder A Create New Folder Web Page i Ei Name I Folder contains Mail Items L 3 6 TEST Crothall a Calendar 84 Contacts ta Deleted Items LAI Drafts gt TE 1 ia Jour
18. ill see as you use OWA 2003 All of these features are described in detail on the pages listed next to each General The application has been re designed to have a Windows XP look and feel The Folders and Shortcuts menus have been combined into a single menu Page 7 The Logoff command can be easily accessed from any window Page 36 Inbox and Message Composition The Inbox now has a 2 Line View option that allows you to view the message header information on two lines Page 9 The preview pane can be displayed to the side of the messages instead of at the bottom of the page Page 9 There is now integrated spell check capability Page 15 and 30 E Mail rules can be set to automatically file e mails based on specified criteria Page 17 An auto signature can be attached to all outgoing messages Page 29 Powerful junk mail features allow you to accept or reject incoming messages from specified senders Page 31 Tasks The Task feature has been redesigned to mimic Outlook Tasks can now be given due dates and reminders can be set Page 26 OWA User s Guide Page 2 INTRODUCTION TO OWA OWA stands for Outlook Web Access It is a web based version of Microsoft Outlook the E Mail application that we have used in the past This document will introduce you to OWA and help you feel more comfortable using it and its many features Web Based E Mail basics OWA is a web based e mail pr
19. k E mail bh Notes A Outbox A Sent Items A Tasks OWA User s Guide The button to the right of the Folders will refresh the view of the folders when it is clicked d keen gz hassi This can be used to refresh the count of unread messages in the Inbox The Folders view can be hidden by clicking on the up arrow button a When this button is clicked the folders pane will display as a blue space The shortcuts at the bottom of the menu can be displayed as small buttons by clicking on the down arrow above the Inbox When you click this the shortcuts will be displayed as follows Click the Up Arrow above the shortcuts to revert to the large shortcuts view Page 6 READING MAIL AND INBOX NAVIGATION The OWA Inbox is similar to the Outlook Inbox By default mail messages are displayed in order by date with the most recent messages at the top of the list You can sort by any of the fields in your inbox simply by clicking the column heading at the top of the screen On the first click the column will sort in ascending order The second click with sort the column in descending order The sorted column will display with a small arrow pointing in the direction of the sort Received f To make the web pages faster to load OWA limits the number of E Mail messages that display on the screen If more messages exist in the Inbox than display on the screen you will be able to use the arrow buttons above the I
20. n Open in New Window Save Target s Sarah Hiire Frink Target TON TSUON Services Cut Crate Services GO Copy Please take a look a O55 Ohesterhragk AA Copy Shortcut Pape Ae 10057 Paste 610 299 0920 x215 Cel 610 478 7403 Add to Favorites Shiver al C0 Properties E i https fimymail compass usa comlexchangelCrothall TEST Inbox Mew OwA manual EML CYA Trai E3 E Unknown Zone Mixed Z Important Note If you select Open from the pop up menu the document will display in a browser window and you will not be able to edit it OWA User s Guide Page 9 COMPOSING AND SENDING MESSAGES New Messages To create a new E Mail message simply click on the New button while viewing your Inbox AA New z A blank message window will appear and you can type your message and subject line To address the E Mail you can either type in the E Mail address in the proper format name company suffix or you can click on the To field to display a copy of the TSB E Mail address book To choose a name simply type the first few letters of the Last name into the Display Name box and click Find when you are done Highlight the desired name in the bottom of the window and click on To CC or BCC to add the E Mail address Click Close when you are done OWA User s Guide Page 10 e Find Names Web Page Dialog Find names in Global Address List e ef Display name werd Last name fT O First name Title Heel
21. nal Le Junk E mail la Notes La Outbox A Sent Items F Tasks orl Cancel OWA User s Guide Page 34 LOGGING OFF When you have finished using OWA it is important that you properly exit out of the application This will ensure that your E Mails cannot be read by other people who may use the computer after you This is especially important if you use a computer in a public location such as a library or airport To log off properly click on the Logoff button You ll find it in the top right corner of the toolbar on any screen within OWA Log off A screen will display instructing you to close your browser window A GutlookWeb Access Provided by Microsoft Exchange Server 2003 You have been logged off OWA User s Guide Page 35
22. nbox to navigate to the next screen of messages E Inbox Messages A Items i to Sof 9 fhe d i gt el Sinew gt 23 Q AIS ap ml u WE E t OIO From Received f Size Ki In addition the Inbox toolbar has several other buttons that are useful for managing your mailbox Here is an overview PE Check for new mail OWA checks for new mail on the E Mail server every 4 minutes If youd like to check manually click this button i Find This will open up a search window that will allow you to search for specific text within all of your messages EN Move to Folder This will move selected messages to the folder of your choice You can also create new folders during this process x Delete This will delete the selected item s from your Inbox OWA User s Guide Page 7 RB View Preview Pane This option will split your Inbox in two parts The top left portion will display the message list and the bottom right portion will display the contents of the selected message Click on the down arrow to turn the preview pane on and off and to select where to display the pane H Bottom ja off In addition the Inbox toolbar allows you to select different views of the Inbox Click on the View pull down menu on the toolbar to select the different views W Inbox Messages A Messages win Unread Messages V O BF Two Line view pa By Sender sa By Subject 6 ip By Conversation Topic Ge as Unread By
23. ogram This means that you can access it from any computer that has a network connection your client computer home computer and even a computer at a public place such as a coffee shop library or airport Logging on is described in detail in the next section Mailbox Limits Because there are a lot of people using our E Mail system we have to put limitations on the amount of space you can use on the E Mail server Each person has a space limit of 5MB megabytes on the E Mail server to store E Mail messages and their attachments contacts calendar items and tasks You will receive warning messages when you approach and exceed this limit and if you take no action you will be locked out and will be unable to send or receive messages Your 5MB limit includes everything that is stored in your deleted items and sent items folders You must remember to manage these folders in addition to your Inbox See Filing and Managing Messages at the end of this manual How to get Help lf you have questions about the use of a particular feature within OWA the application has an excellent on line help feature To access it simply click on the Help button on the toolbar at top of any screen within the application Help OWA User s Guide Page 3 USING OWA LOGGING ON Te only thing you need to get off and running with OWA is a computer with a connection to the Internet To start make sure you are connected to the Internet either through d
24. s Web Page Dialo J x Message settings Importance ee aE Sensitivity Normal MV Tracking options E Request a delivery receipt For this message C Request a read receipt For this message Close You can use the Tracking Options to receive a notification when the E Mail message has been either delivered to the individuals Inbox or when the message has been read or deleted without being read by the individual Note Message tracking only works reliably when sending to another individual on the ASPAN E Mail system Replying to and Forwarding Existing Messages Replying to and Forwarding existing messages can be done in two ways From the Inbox highlight the message you desire to reply to or forward and click on the appropriate button on the Inbox toolbar Baas Notes f you select Reply to All your message response will be sent to the sender and all of the recipients This means that if you choose Reply to All when responding to a message that originally sent to a distribution list your response will be sent to all the distribution list members f you choose Forward any attachments to the original message will be sent to the new recipient If you choose Reply or Reply to All the attachments will not be sent OWA User s Guide Page 15 E MAIL RULES This new feature in OWA 2003 allows you to automatically file messages in your Inbox or in sub folders based on criteria that you setup For example if
25. t com au Ellis Sarah sarah ellis compass group co uk Ellis Simon Simon Ellis exch compass usa com Harrell Ellison Ellison Harrell exch Compass usa com When the E Mail is complete and properly addressed click on the Send button to send the message If you are not ready to send the message click on the Save button This will save the E Mail to your OWA Drafts folder You can retrieve and send this message later by clicking on the Drafts folder which is accessible from the Folders view of the OWA menu bar Message Attachments If you wish to attach a document or other file to the E Mail you are sending either click on the Paperclip icon on the message toolbar or on the Attachments button underneath the subject line Attachments Either one of these will open up the Attachments Window OWA User s Guide Page 12 Attaching documents using OWA takes a couple of steps e Attachments Web Page Dialog SI Choose a file to attach Browse Add the file to the list Attach Current file attachments Remove 1 Click the Browse button to choose the file you wish to attach From the dialog box that appears select the desired file and click OK 2 Click the Attach button to actually attach the file to your message You must wait until the file name appears in the Current File Attachments box before you continue 3 Repeat steps 1 and 2 for any additional files you wish to attac
26. tly but will ensure that your message is error free in the event you forget to spell check it E Mail Security E mail Security Rs Click here to install the latest version of the S MIME Control Download lf you choose to download and install this feature you will have the ability to encrypt and digitally sign outgoing E Mail messages This is not necessary for most E Mail transactions and use of this feature is only recommended for advanced users OWA User s Guide Page 29 Privacy and Junk E Mail Prevention Privacy and Junk E mail Prevention g J Filter Junk E mail Check the Junk E mail Folder regularly to ensure that you do not miss messages that you want to receive Manage Junk E mail lists Choose how to respond to requests For read receipts f Always send 4 response D Donat automatically send 4 response You can control whether external content in HTML e mail messages is automatically downloaded and displayed when you open an HTML message i Block external content in HTML e mail Messages lf you click on the Filter Junk E Mail checkbox you will have the option to Manage Junk E Mail Lists Click on that button to setup your list e Manage Junk E mail Lists Web Page D alog BO x view or Modify list Safe Senders Help safe Senders ist will never be treated as ses of domain names on this E mail From people q Safe Recipients Junk E mail You Can Blocked Senders list Add
27. ts r en a wilard Sarah Crothall test Sat 2 21 2004 12 14 PM ZER Ee Deleted Items SE Ca Drafts b D PostMaster Delivery Status Notification Delay Fri 2 20 2004 4 19 4M 9 KB FA MEE 1 GE O System Administrator Undeliverable RE test Thu 2 19 2004 2 06 PM 9KB ET Journal E W System Administrator Undeliverable Test Thu 2 19 2004 1 40 PM SKB Ee Le Junk E mail O PostMaster Delivery Status Notification Delay Wed 2 18 2004 1 48 AM 4KB Vi ba Notes PostMaster Delivery Status Notification Delay Wed 2 18 2004 1 48 AM 8kKB A Outbox A Kientzler Jeffrey Crothall Test E mail of OWA 2003 Tue 2 17 2004 1 44 PM ap E Hag Sent Items C Kientzler Jeffrey Crothall test Tue 2 17 2004 1 40 PM ap 7 Dj Tasks Op tions g Internet Everything you can do in OWA can be accessed from one of these two areas The menu bar on the left side of the screen will stay the same regardless of the OWA feature you are using The toolbar is specific to the feature Inbox calendar etc that you are currently viewing OWA User s Guide Page 5 OWA Menu Bar The OWA menu bar located on the left side of the screen gives you shortcut access to all of the OWA features In the previous version of OWA this menu could be viewed in two different ways folders or shortcuts In this version the two menus have been combined into one a g TEST Crathall Faj Calendar Contacts Lal Deleted Items Drafts Fa ei E Journal a Jun
28. you have subscribed to an E Mail list such as with JCAHO you can setup a rule to file all messages from JCAHO in a folder that you designate To setup E Mail rules click on the Rules shortcut on the left side of the screen Click on New to display the Rules setup window E Edit Rule Outlook Web Access Web Page Dialog E x la Save and Close Sy Help Rule Name optional When a message arrives Where the From Field contains EA Subject contains Importance is Dt ha Sent to People or Distribution List IC Or is l sent only to me Then Move it to the specified Folder Copy it to the specified Folder Delete it Forward it to Lit ly Keep a copy in my Inbox You can file a message based on the From field or from words in the Subject Line You can also file messages based on their importance flag high low or normal All three of these criteria can be used together You can also file messages that have been sent to you and many other recipients a distribution list OWA User s Guide Page 16 Then you should select the action that you want OWA to take It can either move or copy it to a folder that you designate by clicking on the Specified hyperlink and selecting the desired folder delete it or forward it to someone else Forwarding a message to someone else can be useful if you go on vacation and need someone else to take care of important items i e messages from your client
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