outlook web access (owa)2007 - ISS - University of Leeds

Information Systems Services

Outlook Web Access (OWA) 2007

OUTLOOK WEB ACCESS (OWA) 2007 This document has been created in conjunction with Watsonia Publishing Ltd. and ISS Training Unit, Leeds University. ........................................

Copyright © 2008 Melbourne by Watsonia Software Pty Ltd (ABN 64 060 335 748) Published by Watsonia Publishing

Watsonia Publishing Ltd

ISS Training Unit:

Stanton House, 1 Castlefield Road, Reigate, Surrey, RH2 0SA T: +44 (0) 1737 240 044 F: +44 (0) 1737 240 014 Web site: www.watsoniapublishing.co.uk

Information Systems Services University of Leeds T: 0113 343 5417 Web Site: www.leeds.ac.uk/iss/training

Product Code UoL_OWA07 First Published December 2008 ........................................ Production Acknowledgments ISS Training Unit Trademark Acknowledgments (Watsonia Publishing Ltd) All terms mentioned in this manual that are known to be trademarks or service marks have been appropriately acknowledged or capitalised. Watsonia Software cannot attest to the accuracy of this information. Use of a term in this manual should not be regarded as affecting the validity of any trademark or service mark. Screen Shots © 1983-2008 Microsoft. All rights reserved. Disclaimer (Watsonia Publishing Ltd) Every effort has been made to provide accurate and complete information. However, Watsonia Software assumes no responsibility for any direct, indirect, incidental, or consequential damages arising from the use of information in this document. Data and case study examples are intended to be fictional. Any resemblance to real persons or companies is coincidental. Copyright Notice (Watsonia Publishing Ltd) This publication is protected in accordance with the provisions of the Copyright Act. Apart from permissions expressed in the Copyright Act pertaining to copying for study, review, or research, no part of this publication may be reproduced in any form, or stored in a database or retrieval system, or transmitted or distributed in any form by any means, electronic, mechanical photocopying, recording, or otherwise without written permission from Watsonia Software Pty Ltd. Copyright Notice (ISS Training Unit) This document is copyright University of Leeds. Material may be used for bona fide academic purposed. For further information please contact the Information Officer in the ISS email [email protected]

Outlook Web Access - (OWA) 2007

READ ME FIRST In case you're not familiar with the terminology, Read Me File is quite often the name given to a computer file that contains important information for people to know prior to using an application.

This section contains some important information to help you use this book so we thought we'd start with a Read Me First section.

Who this course is for...

Outlook Web Access (OWA) 2007 is designed for users who are keen to extend their understanding and knowledge of the software.

What skills and knowledge you will acquire...

The skills and knowledge acquired in Outlook Web Access (OWA) 2007 are sufficient to be able to use and operate the software at an efficient level.

What you'll need to know before beginning this course...

Outlook Web Access (OWA) 2007 assumes little or no knowledge of the software. However, it would be beneficial to have a general understanding of personal computers and the Windows operating system environment.

The objectives of this course are

At the completion of Outlook Web Access (OWA) 2007 you should be able to:

What you'll need to have before commencing this course...

• use the new features in Microsoft Outlook Web Access 2007 • use the new mail features 1 in Microsoft Outlook Web Access 2007 • schedule appointments and events in your calendar • work with contacts and tasks in OWA 2007 • change the options within OWA 2007 Many of the topics in Outlook Web Access (OWA) 2007 require you to open an existing file with data in it. These files can be downloaded from 4 our T drive to your M drive.

As you work through this guide…

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It is strongly recommended that you close all open files, if any, prior to commencing each new chapter in this learning guide. Each chapter, where relevant, has its own set of course files and any from a previous chapter are no longer required.

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Read Me Preface


WORKING WITH TOPIC SHEETS The majority of this book comprises single-page topic sheets. There are two types of topic sheets: task and reference. The layout of both is similar – an overview at the top, detail in the centre and

additional reference (optional) material at the bottom. Task sheets contain a Try This Yourself step-by-step exercise panel in the detail area as shown below.

1 2

3 4

5

6

1

Topic name

2

General topic overview provides an introduction to the topic

3

Try This Yourself (Task-based topic sheets) is a detailed step-by-step practice exercise for you to work through. In Reference topic sheets this is usually replaced by a box with reference information.

4

In Task topic sheets screen shots and graphics provide a visual clue as to what will happen when you work through the Try This Yourself practice exercise. In Reference topic sheets the screen shots and graphics are used to visually represent information and concepts.

5

The For Your Reference (optional) element provides a quick summary of the steps required to perform a task. These usually only appear in Task-based topic sheets.

6

The Handy To Know (optional) element provides additional information such as alternate ways of accomplishing a task or further information providing handy tips.

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How To Preface


CONTENTS Chapter 1: Outlook Web Access (OWA) 2007

1

OWA 2007- New Features ............................................................................. 2 Connecting to Outlook Web Access (OWA) 2007 .......................................... 3 The OWA 2007 Interface ................................................................................ 4 Log Off OWA .................................................................................................. 5

Chapter 2: Working with Mail

7

The Inbox Window .......................................................................................... 8 The Inbox Toolbar And Buttons ...................................................................... 9 Composing An Email .................................................................................... 10 Message Options .......................................................................................... 11 The Global Address List ............................................................................... 12 Attachments .................................................................................................. 13 New Mailbox Features .................................................................................. 14

Chapter 3: Working with the Calendar

15

Creating An Appointment ............................................................................. 16 Scheduling A Meeting ................................................................................... 17 The Scheduling Window ............................................................................... 18 Creating A New Calendar ............................................................................. 19

Chapter 4: Contacts and Tasks

21

Create a New Contact .................................................................................. 22 Create Additional Contact Folder ................................................................. 23 Search and Filter Contacts ........................................................................... 24 Create a New Task ....................................................................................... 25 Working with Tasks ...................................................................................... 26 Recurring Tasks............................................................................................ 27

Chapter 5: OWA 2007 Options

29

Options - Messaging ..................................................................................... 30 Options – Calendar Options ......................................................................... 31 Options – Out Of Office Assistant................................................................. 32 Options – Regional Settings ......................................................................... 33 Options - Rules ............................................................................................. 34 Options – General Settings .......................................................................... 35

Concluding Remarks

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Contents


CONTENTS Notes:

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Contents


CHAPTER 1

In

FOCUS

OUTLOOK WEB ACCESS (OWA) 2007

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Microsoft provides OWA (Outlook Web Access as part of the Exchange Server, allowing users to log on to their accounts and manage their emails, contact and calendar, remotely via a Web browser such as Internet Explorer.

The University of Leeds has recently upgraded Outlook Web Access and this first section will help you navigate around the new interface.

In this session you will:

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•

learn abaout the new features in OWA 2007

•

learn how to connect to Microsoft Outlook Web Access (OWA) 2007

•

learn about the new OWA 2007 interface and toolbars

•

learn how to log off OWA.

Page 1

Chapter 1 - Outlook Web Access (OWA) 2007


OWA 2007- NEW FEATURES There are 2 versions of OWA 2007, Light and Premium. The Light version supports accessibility features for users who are blind or have a low vision and therefore has less

functionality than the Premium version. When logging into OWA, it is possible to choose which version to use.

OWA Premium requires Internet Explorer 6 or above and has full functionality, however, the Light version provides a rich Outlook Web Access experience over slow connections or other Internet Browsers such as Safari or Firefox. Many of the features listed below are available in the Light version and all of the features are available in the Premium version.

•

Improved search functionality.

•

Auto-completion of previously used email names when creating a new message.

•

Ability to use flags and categories.

•

Improved Calendar Scheduling Assistant.

•

The number of clicks and steps involved in many operations has been reduced.

•

Appointments can be dragged and dropped within the OWA Calendar.

•

More right-click options available.

•

New Email appears in the Inbox without the need to refresh the mailbox views. Unread email counts for folders now update automatically.

•

Between OWA sessions on the same PC, OWA remembers if you previously logged on at the PC as a 'private' session.

•

Quota alerts now appear in OWA. Users can see how much space is available in their mailbox by hovering the mouse arrow over the root of the mailbox.

•

OWA now supports plain text emails as well as HTML format.

•

The spell checker underlines misspelled words in the email view, rather than having to invoke the spell checker dialog box.

•

Office document attachments can always be viewed even if the PC does not have MS Office installed on it as OWA converts the document to a webpage format if required.

•

OWA now allows a user to open a delegate mailbox through the menu options.

•

A timed Out of Office message can be setup as well as targeted at internal or external recipients.

•

The Deleted Items folder can now be automatically emptied upon exit of OWA.

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CONNECTING TO OUTLOOK WEB ACCESS (OWA) 2007 The first noticeable change is that the interface of OWA has been redesigned. The first time you log into OWA 2007, you will be required to set the Language and current time zone, and you should only need to do this once.

3

Try This Yourself:

 

In the browser address bar, type the address http://outlook.leeds.ac.uk.



Select This is a public or shared computer, if you are using a computer located in a library or public area. Note: Your session will be terminated after 15 mins, meaning that no one else will have access to your email

If you see a Security Alert pop up when you access the web connection, click OK to proceed

Select This is a private computer, if you do not share the computer with other users. Note: Your session will be terminated after 8 hours



Select Use Outlook Web Access Light to enhance accessibility features (if required)



Enter your ISS username and password (Users in Central Admin should prefix their username with “admin\”, e.g. admin\rcsabs)

  

Click Log On

6

In the second dialog box, select the appropriate language and time zone Click OK

For Your Reference… To connect to OWA 2007: •

In the browser address bar, type the address: http://outlook.leeds.ac.uk.

•

Click OK to proceed if presented with a security dialog box

•

Enter your Username and password and click Log On

•

Enter the Language and Current Time Zone and click OK (Note: you will only have to set the language and time zone the first time you log on to OWA 2007)

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THE OWA 2007 INTERFACE The OWA 2007 has a new interface which is very similar to Outlook 2007.

The OWA 2007 Interface and toolbars 3

4

5

1

6

2

     

Outlook Folders – Select the appropriate folder to display the information in the Viewer window Navigation Pane – Click a navigation pane button to display the required folder Options – Allow you to change OWA settings Log Off – Terminate the OWA session Toolbar – The toolbar will change depending on which part of OWA is being viewed View window – displays the information from the selected folder

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LOG OFF OWA To prevent unauthorised use of your email account, it is good practice to “Log Off” from the session.

Try This Yourself:

 

When using a public or shared computer, your session will be terminated after 15 minutes. If using a private computer, your session will be terminated after 8 hours.

1

Click Log Off at the top right of the OWA Window When notified that your Log Off was successful, click Close Window 2

For Your Reference… To Log Off OWA: •

Click the Log Off button at the top right corner of the OWA window

•

Click Close Window when notified that log off was successful.

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NOTES:

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CHAPTER 2

In

FOCUS

WORKING WITH MAIL

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The OWA 2007 interface resembles OWA 2003 in the fact that it uses the navigation pane, toolbar buttons and Outlook folders. The main differences are the new features which are now available in the new version, such as checking Mailbox size or opening another person’s folder.


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•

learn about the Inbox window

•

learn about the Inbox toolbar and buttons

•

learn how to compose an email and use new features

•

use the message options

•

learn how to use the Global Address List features

•

learn how attachments are viewed

•

learn about the new Mailbox features.

Page 7

Chapter 2 - Working with Mail


THE INBOX WINDOW The Inbox in Outlook Web Access 2007 looks very similar to Outlook 2007 and many of the features work in a similar manner. When first opening OWA, messages will be displayed in

groups, by the date. This can be changed according to your needs.

Try This Yourself:

 

Click the From column Header to sort emails by sender Click the Subject column Header to sort emails by subject

2

For Your Reference… To change the sort order of inbox items •

Click the From column header to sort emails by sender

•

Click the Subject column header to sort emails by subject

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THE INBOX TOOLBAR AND BUTTONS

This Button

Does This Create new objects in OWA such as Messages, Appointments, Meeting Requests, Contacts, Distribution List, Task and Post in a Folder Turn on/off and position the reading pane Toggle single/multiple line view in order to display more or less of the message information Deletes the message and places it in the deleted Items folder Move or copy the selected item to an alternative folder Check for new messages (OWA 2007 updates new messages automatically) Create a message to reply to the sender 4 Create a message to reply to all names included in the original message Send the original message to another recipient

For Your Reference… To use the Inbox Toolbar •

Click the appropriate button on the toolbar to perform the required feature

•

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COMPOSING AN EMAIL Try This Yourself:

  

Select the Inbox from the Navigation pane

  

Click the appropriate match or continue typing in the email address.

3

Click the New button to create a new message. As you begin to type an email address, Autocomplete appears and suggests a possible match/matches. 5

Choose HTML or Plain text to format your emails. Right click the recipient’s name to display their office and phone numbers. Note: You can also add this recipient to your Contacts folder by selecting Add to Contacts.

.

HTML: full formatting using the Word toolbar PLAIN TEXT: no formatting available

6

Right click the recipient’s name and click Properties This will display the recipient’s Calendar availibility.



7

For Your Reference… To compose an email message: •

Click the New button to create a new message

•

Enter recipient email address (Autocomplete may suggest a possible match/matches).

•

OR, click the To button to choose a recipient from the address book

•

Right click the recipient’s name to display their office and phone numbers

•

Right click the recipeint name and select Add to Contacts.

•

Right click the recipeint name and select Properties to show the recipient’s Calendar availibility.

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MESSAGE OPTIONS When creating a message, it may be necessary to include the BCC field, or request a read receipt. These items are not included by default, but can be added to the message using the

Options button.

2

Try This Yourself:

 

Within the message, click the message toolbar.

from

Where applicable, select from the options:Importance Sensitivity Show BCC Request a delivery receipt for this message Request a read receipt for this message



Click OK

For Your Reference… To use message option: •

Within the message window, click

•

Select an Importance and Sensitivity (if required)

•

Select Show BCC to include hidden recipients

•

Select Request delivery receipt (if applicable)

•

Select Request read receipt (if applicable)

•

Click OK

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THE GLOBAL ADDRESS LIST The Global Address List provides information about contacts, distribution lists, rooms and resources, and can be used to identify recipients when creating email messages, appointments

and meeting requests. It can also be used to locate various contact information (providing these details are available).

Try This Yourself:

  

Click the Global Address List button

2

Select Default Global Address List from the Address book section Select All from the Contacts section Select a name from the list Note: contact information and availability will be automatically displayed Note: In order to find a contact quickly, enter search criteria in the search box and click the search button

3

For Your Reference… To use the Global Address List: •

Click the Global Address List

•

Select the required Address List and Contacts List

•

Select a name to view contact information and availability

button

To search for a contact: •

Enter search criteria in the search box

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and click Search

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ATTACHMENTS Attachments can be read as web pages (HTML format). This means it is not necessary to have the authoring software installed on your pc.

However, you can still open or view an attachment in the normal manner which will use the authoring software, such word or excel.

Try This Yourself:

  

Open a message from your Inbox, which includes an attachment Click on Open as Web Page to view the attachment in HTML format Click the attachment name to open it in the authoring application

2

For Your Reference… To open an attachment: •

Open a message from your Inbox.

•

Click on Open as Web Page OR

•

Click Attachment File Name

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NEW MAILBOX FEATURES IN OWA 2007 it is possible to check mailbox size and open other users’ mailboxes.

1

Try This Yourself:



Click your username in the Navigation Pane to view your mailbox size.



The Username button allows you to open another person’s mailbox – but you must have permission to do so.

 

Click the username button on the OWA toolbar In Select mailbox, type the person’s name and click Open. The mailbox will open in a new window.

3

For Your Reference… To check Mailbox size and open other users mailbox: •

Click your username in the Navigation Pane

•

Click the Username button on the OWA toolbar

•

Enter the person’s name in Select mailbox and click Open

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CHAPTER 3

In

FOCUS

WORKING WITH THE CALENDAR

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OWA Calendar is a scheduling tool that helps you manage appointments, events and meetings with other people. Appointments, events, and meetings are collectively referred to in Outlook as activities. In Calendar, an appointment is an activity that you enter into your diary. It can be anything from a luncheon engagement, to a visit to the dentist, to a meeting with a client off site. You can have Calendar remind you of an upcoming appointment and can have your time blocked during the appointment as busy, free, or out of the office. You can also mark your appointments as private so that other members of your workgroup are unaware of the details of the appointment. An event is similar to an appointment except that it takes place over the entire day. Conferences, golf days, training courses, and the like would be considered events.


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•

learn how to use new features when creating an appointment

•

learn how to schedule a meeting

•

learn about the Scheduling Window

•

learn about creating an new calendar.

Page 15

Chapter 3 - Working with the Calendar


CREATING AN APPOINTMENT timescale, through the menu commands, or through tools on the toolbar. Details of the appointment are entered into the Appointment dialog box.

One of the more common tasks to perform in Outlook Calendar is the scheduling of an appointment. Appointments can be created by double-clicking on the designated time on the

2

Try This Yourself:

 

Select the Calendar from the Navigation pane

 

Select HTML in order to format the information Complete the appointment details as shown (e.g. subject, location, Show time as, Reminder etc.)



Click the Save and Close button to save the appointment into Calendar.

Click the toolbar

button on the calendar

3

4

For Your Reference… To create an appointment: •

Select the Calendar from the Navigation Pane

•

Click the New button on the calendar toolbar

•

Choose HTML to use the formatting toolbar or choose Plain Text for no formatting.

•

Complete the appointment details e.g. subject, location, Show time as, Reminder etc.

•

Click the Save and Close button to save the appointment into Calendar.

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SCHEDULING A MEETING When creating a meeting request, the Scheduling Assistant tab enables you to check the availability of attendees and rooms, before sending the meeting request.

Try This Yourself:

     

Activate the Calendar and Click the New button from the Calendar toolbar OR double click on a date and time Complete the meeting details and click the Scheduling Assistant tab Click Add a name and type the attendee name OR Use the address book to search for attendee names Click Add a room and type the room name OR Use the address book to search for room name Save and Close the meeting Meeting details can be viewed in the Reading Pane when selected

2

4

6

For Your Reference… To schedule a meeting: •

Select the Calendar from the Navigation Pane

• •

Click the New button from the Calendar toolbar OR double click a date and time 4 Complete the meeting details and click Scheduling Assistant Tab

•

Add the attendees and rooms

•

Save and Close the meeting request

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THE SCHEDULING WINDOW The scheduling window has been designed to assist you with choosing an appropriate time to meet with all required attendees.

The meeting suggestion area will rate dates as Good, Fair & Poor according to the availability of the attendees.

Try This Yourself:

   

Create a new meeting and display the Scheduling Assistant. Add attendees View the Meeting Suggestion Area to see if there is a more appropriate time to meet Similar to AutoPick as used in Outlook, use the red arrow these represent attendees who are Required to attend.

to move to suggested dates

4

2 NB: The blue

icon represents attendees who have been listed in the Optional category.

3

For Your Reference… To use the Scheduling Window: •

Create a new meeting and display the Scheduling Assistant Tab

•

Add the attendees and rooms

•

View the Meeting Suggestion Area for attendee updates

•

Use the red arrow

to move to suggested dates for required attendees

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CREATING A NEW CALENDAR OWA 2007 enables you create additional calendars, e.g. personal calendar.

Try This Yourself:

  

1

From the Navigation Pane, click Create New Calendar. Enter an appropriate name for the Calendar and press Enter Simply click the calendar name to display it.

2

For Your Reference… To create a new calendar: •

From the Calendar Navigation Pane, click Create New Calendar.

•

Enter an appropriate name and press Enter .

•

Click the Calendar name to display it.

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NOTES:

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CHAPTER 4

In

FOCUS

CONTACTS AND TASKS

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The Contacts and Task Folders are still used in the traditional way with some enhancements in OWA 2007. Each folder interface has been redesigned and is now even easier to use. It is also possible to create additional contact lists and filter contacts in order to locate contact information quickly.


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•

learn about other features in Contacts

•

create additional contacts folder

•

create new tasks

•

assign a colour category to a task an view all flagged items

•

learn how to set up recurring Tasks.

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Chapter 4 - Contacts and Tasks


CREATE A NEW CONTACT The New contact window has been redesigned in OWA 2007, but looks and works in a similar manner as earlier versions.

Try This Yourself:

    

1

From the Contacts Toolbar, click the New button Enter the details of the contact 3 Click the Details button from the Jump to: section Enter the appropriate details Click Save and Close.

For Your Reference… To create a new contact: •

From the Contacts toolbar, click the New button

•

Enter the appropriate details in each section

•

Click Save and Close 4

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CREATE ADDITIONAL CONTACT FOLDER In addition to the default contacts folder, it is now possible to create multiple contacts folders.

Try This Yourself:

   

Display the Calendar From the Navigation Pane, click Create New Folder Type the name “Personal” and press Enter Click the Personal contacts folder to display the information

2

4

For Your Reference… To create additional contact folder: •

Display the Calendar

•

From the Navigation Pane, click Create New Folder

•

Enter a name for the folder and press enter

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SEARCH AND FILTER CONTACTS In OWA 2007 it is now possible to filter contacts and display contact information in the reading pane.

The search facility within the address book has also been improved .

Try This Yourself:

  

1

From the Contacts Navigation Pane, select All in the Show: area Select a contact From the Contacts toolbar, click the drop down arrow on the Reading Pane button , select Right Notice the contact information is displayed in the Reading Pane

 

3

Click in the Address book search box, type “Trainer” and then press Enter The results of the search are displayed in a new window.

4 5

For Your Reference… To search and filter contacts: •

From the Contacts toolbar, select an option for the Reading Pane button to display contact information

•

Select an option from the Show area of the Contacts navigation pane to filter contacts

•

4 find a particular contact Enter criteria in the Address Book Search Box to

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CREATE A NEW TASK The “Type a new task” box can be used to add tasks quickly with minimal information.

Try This Yourself:

  

When creating a New task using the new task window, it is now possible to set additional properties such as, Private, Total work, Mileage, and many more.

2

From the Navigation Pane, select Tasks Click in the Type a new task box at the top of the Task List window and enter the information as shown Click to add the task to the task list



From the Task toolbar, click



Enter the details as show and click Save and Close

the button to display the new task window

5

For Your Reference… To create a new task: •

Click in the Type a new task box

•

Enter the task details and click the Add New Task button OR

•

Click the New button from the Task Toolbar

•

Enter the task information and click Save and Close

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4


WORKING WITH TASKS In OWA 2007 it is possible to add a colour category to the task which can assist with sorting and filtering. You can also view all flagged items (including messages and appointments) whilst

viewing flagged tasks. When viewing a task, the reading pane also allows you access to edit the item.

2

Try This Yourself:

    

Select the task Documentation to be… in the task list Click the Category arrow to the right of the task and select Orange Category Click the Reading Pane button from the Task toolbar and select Right (if not already switched on)

4

Click Edit at the top of the Reading Pane and change % complete field to 50% From the Navigation Pane, click Flagged Items and Tasks Notice how all items with a flag are displayed, including mail items



Select the Book Seminar Room task and click

to mark the task as complete

5

For Your Reference… To work with tasks: •

Click the category arrow to the right of the task and select the required colour category

•

Click the Edit button in the Reading Pane to quickly edit the selected task

•

From the Task Navigation Pane, select Flagged Items and Tasks to view all To-Do items

•

From the task toolbar, click the Mark task complete button to complete a task OR

•

Click the task check box to mark the task complete

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4


RECURRING TASKS Whilst recurring tasks were available in earlier versions of OWA, it is now possible to view task information using the reading pane.

Try This Yourself:

 

Enter the Subject “Order Refreshments” and then click the Recurrence button



Select the recurrence pattern as shown and click OK

From the task toolbar, click New

2

The Reading Pane will also signify recurring tasks.

Recurring tasks can be recognised by the recurrence symbol. 4

For Your Reference… To create a recurring task: •

Click New and enter details into the New Task box.

•

Click the Recurrence button to set a pattern for the Task and click

•

The Recurring Task is listed and is identified by a Recurring icon next and it is also referenced in the Reading Pane.

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NOTES:

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CHAPTER 5

In

FOCUS

OWA 2007 OPTIONS

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A new feature to OWA 2007 is the fact that you are able to change various settings and options for the folders within OWA. Just like Outlook 2007, it is possible to change how messages, appointments and various other outlook items, look and behave.


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•

learn about the Messaging features in Options

•

learn about Calendar Options in Options

•

learn about the Out Of Office Assistant under Options

•

learn about Regional Settings under Options

•

learn about setting Rules under Options

•

learn about General Settings under Options.

Page 29

Chapter 5 - OWA 2007 Options


OPTIONS - MESSAGING The Options Page has be improved signifantly. It contains many new features. Click the Options button on the Office Outlook Web Access toolbar.

1

2

3

4

5

    

Set the number of items to display in the message window and control message notifications Create a signature to be included on all messages Set the default format and font for new messages Select the default behaviour for dealing with read receipt requests Set the default behaviour for dealing with items viewed via the reading pane

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OPTIONS – CALENDAR OPTIONS The new Options page is divided into many new sections. Select Calendar Options to change the default behaviour of the calendar within OWA.

1

1 2

3

4

   

Set the first day of the week and hourly increments Choose the days which signify the working week and specify the start and end time of the working day Choose the default reminder settings to be applied when creating new items Choose how OWA will deal with various requests and responses in relation to messages and meeting requests.

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OPTIONS – OUT OF OFFICE ASSISTANT The Out of Office Assistant has been greatly improved and has many new features. From the OWA toolbar, click Options and then from the Options List, select Out of Office Assistant.

1

2

3

  

Turn on the Out of Office Assistant and change the start and end time for the auto-replies to be sent Set a specific auto-reply for internal senders Set a specific auto-reply for external senders

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OPTIONS – REGIONAL SETTINGS With Regional Settings you can set a language to use in Outlook (up to 46 to choose from) and also Date and Time Formats. From the OWA toolbar, click Options and then from the Options list, select Regional Settings

1

2

 

Choose the required language from the drop down list Choose the default styles for dates and times and set the current time zone

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OPTIONS - RULES OWA 2007 now allows you set rules for incoming emails.

Click on the New Rule down arrow to reveal a list of rules to set.

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OPTIONS – GENERAL SETTINGS General Settings enables you to set Email name resolution, appearance and also Accessibility. Click the Options button from the OWA toolbar and then from the list of Options, select General Settings.

1

2

3

  

When using the Check Names features, select which address book should be consulted in order to check the recipients name is correct Select the required colour scheme for OWA Select the accessibility option in order to optimise OWA for users with visual disabilities

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NOTES:

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CONCLUDING REMARKS

Congratulations! You have now completed Outlook Web Access (OWA) 2007. We have tried to build up your skills and knowledge by having you work through specific tasks. The step by step approach will serve as a reference for you when you need to repeat a task.

Where To From Here… The following is a little advice about what to do next: • Spend some time playing with what you have learnt. You should reinforce the skills that you have acquired and use some of the application's commands. This will test just how much of the concepts and features have stuck! Don't try a big task just yet if you can avoid it - small is a good way to start. • Some aspects of the course may now be a little vague. Go over some of the points that you may be unclear about. Use the examples and exercises in these notes and have another go - these step-bystep notes were designed to help you in the classroom and in the work place! Here're a few techniques and strategies that we've found handy for learning more about technology: •

read computer magazines - there are often useful articles about specific techniques

•

if you have the skills and facilities browse the Internet, specifically the technical pages of the application that you have just learnt

•

take an interest in what your work colleagues have done and how they did it - we don't suggest that you plagiarise but you can certainly learn from the techniques of others

•

if your software came with a manual (which is rare nowadays) spend a bit of time each day reading a few pages. Then try the techniques out straight away - over a period of time you'll learn a lot this way

•

and of course, there are also more courses and books for you to work through.

Further Training To view other ISS Training Courses and to book online, please visit www.leeds.ac.uk/staffdevelopment www.leeds.ac.uk/iss/training [email protected]

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Concluding Remarks


INDEX A appointment 16

C colour category 26 connect 3

F flagged items 26

I interface 4

L language 3 log off 4, 5 log on 3

M meeting 17

N navigation pane 4 new task 25

O options 4

P private 25

S scheduling assistant 17

T time zone 3