Office OutlOOk web access REFERENCE GUIDE

U TO R E XC H A N G E : C a l en d ar i ng an d e m a i l u p gra d e w i th M i cro s o f t E xchange

Office Outlook web access To log in, go to owa.utoronto.ca. You will see the following: In the Domain\user name field, type: utorarbor\UTORid (where UTORid is your actual UTORid). In the Password field, type your password. Click Log On.

Reference Guide

If you are using Internet Explorer 6.0 or later, you can use the full-featured Outlook Web Access (OWA) shown in this guide. If you are using another browser, you can only use Outlook Web Access Light which has fewer features. When OWA opens, you will see the Mail view which is the default view. By default, this view lists: a incoming email messages and meeting requests; b c

the mail folder list;

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the Reading pane.

links to the Mail, Calendar and Contacts views; and

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Information Commons Help Desk – Help.ic.utoronto.ca

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Email Features This guide will only cover a small selection of Outlook Web Access email functions. If you need help with a feature you do not see here, click on the Help icon in the top right-hand corner of the browser. This opens a new window with articles grouped by topic.

Inbox and Mail Icons By default, all incoming messages are stored in your Inbox. You can create Rules for more advanced sorting and filtering. This is covered later in this document. The toolbar at the top of the list of messages has buttons for frequently used features: 1

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New message, appointment, meeting, contact or distribution list Show/hide reading pane Single line/multiple line (display options for the messages pane Delete Move or Copy to Folder Check Messages

Common message icons you might see are: an unread message declined meeting a meeting request accepted meeting a task request

tentatively accepted meeting

New Mail A New Mail alert will pop up on the top right of your screen when you are in Outlook Web Access. It shows the message sender and subject.

Reading Your Email Selected messages appear in the Reading Pane. Double-click on a message to view it in its own window.

Attachments

Opening Attachments When a message is received with an attachment there will be a small paperclip icon displayed. 1. Select the message. 2. Double-click on the filename displayed in the Attachments field of the message. You will be prompted to Open it or Save it to disk. Attaching a File to a Message 1. Address and compose the message as usual. 2. On the Message or Insert tab, click the paperclip icon. 3. In the Attach window, click Browse, select the file and click Attach. You can attach a maximum of three at a time. If you need to attach more than three, click Attachments and add more. November/08

Undeleting Messages If you have deleted a message in error, it can be undeleted. 1. Click on the Deleted Items folder and select the message. 2. Drag it to the Inbox or any other mail folder. This can only be done if you have not emptied the Deleted Items folder. If you have, see Recovering Deleted Items below.

Recovering Deleted Items Deleted items will remain on the Exchange server for 14 days which means you can recover items even after you have emptied your Deleted Items folder. 1. Go to Options and click Deleted Items. 2. Under Recover Deleted Items select the message you want to recover. 3. Click Recover to Delected Items Folder. 4. Return to Mail view and move the message to another folder.

Creating new Folders at the Inbox level 1. Right-click Mailbox-username to create your folder at the same level as your Inbox. 2. In the pop-up menu select Create New Folder. 3. Type a name for the folder and press Enter.

Creating Sub-Folders 1. When you want to create a new sub-folder right-click the folder that will contain the sub-folder. 2. In the pop-up menu select Create New Folder. 3. Type a name for the folder and press Enter.

sorting messages

In Your Inbox The Inbox displays messages using Arrangements and Intelligent Grouping. By default, messages are sorted into “intelligent groups” such as Today, Yesterday, Last Week, Last Month, etc. You can have your messages grouped by date, sender, size, or by attachment. Click the arrow beside Arrange By for viewing options. Manually You can sort your email into individual folders and sub-folders you created by dragging and dropping the messages from one folder to another. Using Inbox Rules 1. Go to Options and click Rules. 2. Click New Rule and choose an existing rule from the list or create a new rule. 3. Type a name for the rule in the Name field (OWA will generate a name otherwise). 4. If you are creating a new rule, choose criteria fom the After a message arrives section and the Do the following section. Existing rules will have these criteria already selected.


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5. Under Rule Description, click on all underlined items and specify the details (for example, if people or distribution lists is underlined, click it to choose the person or distribution list from your contacts). 6. Click Save.

Flagging Email for follow up Flagging a message will create a to-do item reminding you that you wished to follow up on the email. 1. Click the flag to the right of the message. 2. To select the due date, right-click the flagged message and choose one of the options presented. 3. To edit the Start date or Due date, choose Set Date and Reminder, edit the dates and set a reminder if required. 6. Click OK.

You can create more than one signature and choose which one you insert into each message by clicking on Include in the Message tab (when you’ve finished composing your message) and selecting Signature.

Email Space Quota Everyone has a quota to store all Outlook folders (Calendar, Tasks, Contacts, Inbox and all of your Exchange mail folders). As you approach your quota on the Exchange server you will receive a warning message in your Inbox advising you to clear some space by removing unwanted messages from the server. If you reach your quota,you will be prohibited from sending email, but will continue to receive email. If you exceed your quota, you will also be prohibited from receiving email. It is essential that you regularly delete unwanted email and archive older messages that you want to keep for future reference. Messages can be archived in your Personal Folders. These folders reside on your local hard drive. We recommend you go through your archived messages regularly and delete any messages you no longer need in order to keep your Personal Folders at a reasonable size.

Completing Right-click the flag and select Flag Complete. Clearing Right-click the flag and select Clear flag or simply click the flag. Viewing All Emails Flagged for Follow Up When you wish to view items you have flagged you can quickly do so using the Search Folders. 1. In the All Mail Folders list, find the Search Folders (if necessary, expand by clicking the +). 3. Click on the For Follow Up folder. The items shown are shortcuts to emails, which still reside in the original folder. Open the email. Once the message has been dealt with it should be marked as completed or the flag should be cleared (see above).

Creating Signatures A signature contains your name and contact details so you don’ t have to retype it for every message you send. A signature is only available on the device on which you created it. If you are using Outlook Web Access (OWA) , Blackberry, etc., you will need to create signatures for each. 1. Go to Options and select Messaging. 2. In the E-Mail and Signature box, type and format the text for the signature 4. If you wish to include the signature in all emails, click the checkbox beside Automatically include my signature on outgoing messages. 5. Click Save (near the top left corner).

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Calendar Features This guide will only cover a small selection of Outlook Web Access Calendar functions. If you need help with a feature you do not see here, click on the Help icon in the top right-hand corner of the browser. This opens a new window with articles grouped by topic.

viewing and navigating Click on the Calendar view button in the Navigation pane to display your calendar. The default view is Day. You can change the view by clicking the appropriate button in the toolbar. 1

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2. Type a Subject, Location, Start time, and End time. 3. Click Required or Optional to open the Address Book. 4. In the Search box, type the name of the person that you want at the meeting and press Enter. Select the name from the list and click either Required, or Optional. 5. Click OK to return to the Meeting window. 6. Click Scheduling Assistant to check for conflicts with other meetings your invitees are attending. In the scheduling table, each invitee’s calendar information is depicted by blocks of colour or blank spaces, depending on when they are busy or free.

New appointment, meeting, message, contact or distribution list Show/hide reading pane 3 Calendar view options To view a single day, week, or month, choose the appropriate calendar view in the Toolbar, then click on the day, week or month in the Date Navigator. Click the right and left arrows to move forward or backward through the months. To view non-consecutive dates, hold down the Ctrl key and click the other date(s) to select or deselect them. 1

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appointments An appointment is a personal item in your calendar that only concerns yourself. To schedule an appointment:

7. Click Send from the Appointment tab when you have finalized the details of the meeting. Adding a Resource to a Meeting 1. Follow steps 1 through 4 of Scheduling a Meeting With Others.

1. Click the arrow beside New and choose Appointment.

2. In the Search box, type the name of the resource that you want.

2. In the Appointment window, type a Subject, Location, Start time, and End time for the appointment.

3. Select it from the list, click Resources, then click OK to return to the Meeting window. The resource will appear in the Location box.

3. Click Save and Close to add this appointment to your calendar.

meetings Unlike Oracle Calendar, Outlook uses a technique called message passing to create calendar entries. This means that you will always send an email when you invite someone to a meeting or make a change to it. Scheduling a Meeting With Others Invitations to meetings scheduled in OWA are sent via email. They will appear in your Outlook Inbox. 1. Click the arrow beside New and select Meeting Request. You will see a window similar to the following:

Rescheduling or Cancelling a Meeting If you make the meeting request, then you are the Meeting Organizer and only you can reschedule or cancel this meeting. • To reschedule, drag the meeting to the new date and/or time. Click Send Meeting Updates. • To cancel, select the meeting and press the Delete key. The meeting window will open (if it doesn’t, you may need to change your pop-up preferences). The meeting window will have a message at the top regarding cancellation. You will be prompted to click Send to notifiy the inviteess of the cancellation Setting Recurring Meetings 1. In the Meeting or Appointment window, click on Recurrence. 2. In the Recurrence window, select the Recurrence pattern (Daily, Weekly, Monthly or Yearly). 3. Set a Start date and choose from the 3 end date options available. Click OK. 4. On the Appointments tab, click Send if is a meeting or Save and Close if it is an Appointment.

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Replying to a Meeting Request Meeting requests will show up as email messages in your Inbox. They will have a calendar icon beside the message title. Click the request to see the details and check for conflicts in your calendar if necessary. Choose Accept, Tentative, or Decline.

scheduling an event Events do not occupy blocks of time in your calendar; instead, they appear as banners. An all-day appointment or meeting displays your time as busy when viewed by other people, but an event displays your time as free. 1. Click the arrow beside New and choose either Appointment or Meeting Request. 2. Click the box beside All day event. Fill in other details as necessary. 3. To indicate to people who are viewing your calendar that you are out of the office instead of free, choose Out of Office from the Show As list. 4. If the event lasts longer than one day, change the values in the Start time and End time boxes. 5. Click Save and Close.

Contacts The Contacts folder is where personal email addresses and personal distribution lists are stored. It can be used to record extra information beyond just email address details, such as addresses, phone numbers and other personal information When you add contacts to your Exchange Contacts folder or any personal Contacts folder, one of the places you can choose addresses from is the Global Address List, which contains the addresses of everyone who has an account on the University Exchange Server plus departmental distribution groups. Only the system administrator can create entries in the Global Address List.

Contacts

Create a New Contact 1. In the Contacts view click New. 2. Fill in the person’s name and email address and any other required fields: telephone numbers, address, etc. 3. Click on Save and Close.

tasks Tasks are “to-do” items you can create for yourself. You can create a recurring task, or set options to monitor the status of a task.

Creating a Contact from an Email 1. Open the email and right-click on the name/address.

1. Click the arrow beside New, and choose Task.

3. Select Add to Contacts.

2. Enter a name for the task in the Subject box.

4. A Contact form will open with the name and email address filled in. Add other information if required, click Save and Close.

3. In the Status, Priority, and % Complete boxes, enter appropriate values so that you can track your progress. 4. Select the Reminder check box to set a reminder for your task. You can also set the date and time for your reminder. 5. Click Save and Close.

Finding a Contact 1. Type part of the contact’s name in the Search Contacts box and press Enter. A list of matches will appear below the Search Contacts box. Right-click the one you want to use and select an option from the pop-up menu.

Distribution Lists If you regularly email a small group of people you can create a personal distribution list in your Contacts folder. A message sent to a distribution list goes to all the contact addresses listed in the list and each recipient sees the names of all other recipients in the To: field. There is a maximum of 100 users in a distribution list. Creating a Distribution List 1. Click the arrow beside New and select Distribution List. 2. Type a name for your list in the Name field. 3. Click Members. This opens the Address Book window and allows you to select members from your Global Address List by default and from Contacts by selection. 4. Double-click each name that you want to appear in the Members field. Click OK when finished. 5. In the Distribution List window, click Add to List, then click Save and Close. November/08


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Miscellaneous Categories You can assign coloured labels to your messages, tasks and contacts to group them by a specific category and make them easier to find. Create and Assign a Category 1. Double-click an item in OWA, and in the window that opens, click the Categories icon. 2. From the pop-up menu, click Manage Categories. 3. Click Create New Category. Enter a name for the category and choose a colour. 4. Click OK, then OK again. Once you’ve created a category, it will appear in the pop-up menu and you can assign it to other items. You can edit your categories by double-clicking an item, choose Categories and then choose Manage Categories. Select the category, then click Change Category to edit the name or the colour. Search for items by Category If you need to find all items that belong to a specific category: 1. In Mail, Contacts or Tasks, click the double arrow beside the Search box. 2. Click the checkbox beside Category anc choose a category from the pull-down menu. 3. Click the magnifying glass icon. Results will appear below the search box.

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