Microsoft Office 365 Outlook Web App (OWA)

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  • For additional training resources, visit www.calstatela.edu/training.

    Microsoft Office 365 Outlook Web App (OWA) Winter 2016, Version 3

    Table of Contents Introduction ...................................................................................................................................... 3 Logging In .......................................................................................................................................... 3 Navigation Bar ................................................................................................................................... 3 Mail ................................................................................................................................................... 4

    Creating Messages .................................................................................................................................. 5 Reading Messages .................................................................................................................................. 6 Replying to Messages ............................................................................................................................. 8 Forwarding Messages ............................................................................................................................. 8 Pinning Messages ................................................................................................................................... 9 Flagging Messages .................................................................................................................................. 9 Printing Messages ................................................................................................................................ 10 Deleting Messages ................................................................................................................................ 10 Moving Messages ................................................................................................................................. 11 Filtering and Sorting Messages ............................................................................................................ 11 Managing Folders ................................................................................................................................. 12

    Creating Folders ............................................................................................................................. 12 Renaming Folders .......................................................................................................................... 13 Deleting Folders ............................................................................................................................. 13

    Emptying the Deleted Items Folder...................................................................................................... 13 Creating Signatures .............................................................................................................................. 14 Turning on Automatic Replies .............................................................................................................. 15

    Calendar .......................................................................................................................................... 15 Creating Appointments ........................................................................................................................ 16 Editing or Deleting Appointments ........................................................................................................ 17 Creating Meetings ................................................................................................................................ 18 Rescheduling or Canceling Meetings ................................................................................................... 19 Responding to Meeting Invitations ...................................................................................................... 20

    People ............................................................................................................................................. 20 Creating Contacts ................................................................................................................................. 21 Editing Contacts .................................................................................................................................... 22 Deleting Contacts ................................................................................................................................. 22 Creating and Editing Contact Lists ........................................................................................................ 23

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    Logging Out ..................................................................................................................................... 24 Accessing Office 365 OWA on Mobile Devices ................................................................................... 24

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    Introduction The Microsoft Office 365 Outlook Web App (OWA) is a web-based email system for Cal State LA students, faculty, and staff. It allows users to access their email, calendar, and contacts from any computer with an Internet connection. This handout provides an overview of the Office 365 OWA user interface and covers how to perform basic tasks such as sending and receiving messages, creating signatures, turning on automatic replies, managing folders, creating appointments and meetings, and creating contacts and contact lists.

    Logging In You can log in to Office 365 OWA using your myCSULA Identity account.

    To log in to Office 365 OWA: 1. Launch a web browser, log in to the MyCalStateLA Portal (my.calstatela.edu) with your

    myCSULA Identity account, and then click Office 365 Email on the QuickLaunch menu (see Figure 1 and Figure 2).

    NOTE: You can log in to Office 365 OWA directly by going to mymail.calstatela.edu and logging in with your myCSULA Identity account.

    Figure 1 MyCalStateLA Portal Login Page

    Figure 2 QuickLaunch Menu

    Navigation Bar The Navigation bar is located at the top of the Office 365 OWA user interface and provides quick access

    to the main components of OWA (see Figure 3). Click the Notifications icon to access your

    notifications, the Settings icon to access and customize your OWA settings, or the Help icon to access online help. To launch other Office 365 apps or services (such as Calendar, People, or OneDrive),

    click the App launcher on the left side of the Navigation bar, and then click the desired tile (see Figure 4).

    http://my.calstatela.edu/http://mymail.calstatela.edu/

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    Figure 3 Navigation Bar

    Figure 4 App Launcher

    Mail The Mail app of Office 365 OWA provides all the tools you need to send, respond to, organize, filter, sort, and otherwise manage email messages (see Figure 5 and Table 1). When you log in to Office 365 OWA, the Mail app launches by default. If you launch another app, you can switch back to the Mail app

    by clicking Mail on the App launcher .

    Figure 5 Mail App

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    Table 1 Mail App Elements

    Name Description Action toolbar Provides quick access to the most commonly used commands, including search. Folder pane Displays the folders in your mailbox. Click the Expand arrow to show the folder

    list, or click the Collapse arrow to hide it. To display all folders, click More at the bottom of the folder list. To expand or collapse a folder that contains subfolders, click the triangle icon next to the folder name.

    Content pane Displays a list of all the messages in the current folder. Pointing to a message displays icons that you can use to quickly delete, mark as unread, flag, or pin the message. Right-clicking a message displays a menu of actions that you can take.

    Reading pane Displays the contents of the selected message, and allows you to read and compose messages.

    Creating Messages Creating an email message is a relatively simple process. Every message must have at least one recipient. You can direct a single message to multiple recipients by including multiple email addresses in the To field or by using the Cc or Bcc fields.

    The To field is for primary message recipients. Usually, these are the people that you want to respond to the message.

    The Cc field is for carbon copy recipients. These are usually people that you want to keep informed about the subject of the message, but from whom you do not require a response.

    The Bcc field is for blind carbon copy recipients. These are people that you want to keep informed, but whom you want to keep hidden from other message recipients.

    To create a message: 1. In the Mail app, click New on the Action toolbar (see Figure 6). A blank Message form displays in

    the Reading pane (see Figure 7).

    Figure 6 New Button on the Action Toolbar

    Figure 7 Message Form

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    2. In the To, Cc, or Bcc field, type the email address of each recipient, and then press the Enter key.

    NOTE: The Bcc field is not displayed by default. You can display it by clicking the More commands icon on the Action toolbar, and then clicking Show Bcc on the menu.

    3. In the Subject field, type the subject of your message. 4. In the Message field, type the message that you want to send. 5. To c