Outlook 2013 Web App (OWA) User Guide Horizon School Division #205

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Outlook 2013 Web App (OWA) User Guide Horizon School Division #205 Slide 2 Table of Contents How to Logon Opening View Navigation Mail Contacts Calendar 2 Slide 3 Access your Outlook Web App (OWA) using: mail.hzsd.ca Open browser and type in URL in address line 3 Slide 4 Login into your Outlook Web App using your Windows Username and Password. 4 Slide 5 Opening View in IE 10 New Mail Button Folder pane Selected View Pane Selected message (highlighted) Navigation Bar Users name Settings Email message Reading pane 5 Slide 6 Navigation Bar 6 Mail for managing your mail Calendar for managing Calendar People allows you to create groups for sending messages Tasks Current To do list Slide 7 MAIL 7 Slide 8 Reading Email New Mail Button Folder pane Selected View Pane Selected message (highlighted) Email message Reading pane 8 Slide 9 Folder Pane 9 Create and Navigate between folders Favorites section: add frequently used folders from Name folder Use Drag and Drop Slide 10 Folders Public Folders 10 Right-Click Favorites & Select Add Public Folder Horizon Staff should be listed unless you have already added it Slide 11 Folders - Inbox 11 Slide 12 Folders - Drafts 12 Slide 13 Folders Sent Items 13 Slide 14 Folders Deleted Items 14 Slide 15 Selected View Pane 15 Selected View Pane Slide 16 16 The message displayed in the Reading pane is highlighted The blue bar indicates unread message The check mark indicates the message is being viewed The Red X is for Deleting the message The Flag allows you to mark the message for follow up Slide 17 Selected View: Context menu 17 Right click on any message in this view to reveal the context menu Some options are: Delete Move: To move the message to other folder Flag for follow up Slide 18 Reading Pane Displays Selected Email Message 18 SubjectSender Recipient Message Slide 19 Selected View: Message Status Bar All messages Unread messages Flagged messages All messages to recipient 19 Slide 20 Creating a New Message 20 Click the New Mail Button to generate a message. Email Form appears Slide 21 Creating a New Message Add the Cc and Subject matter information if applicable Type your Message in the body of the pane Click on Send button if new message 21 Slide 22 Replying to Email Selected message (highlighted) Email message Actions 22 Slide 23 Replying to an Email Message: ( Before Clicking Reply ) 23 Slide 24 Replying to a Message: ( After Clicking Reply ) Add the Cc and Subject information if applicable Type your message in the body of the pane Click on Send button if new message Also have Discard & Insert options Send button 24 Slide 25 Replying to an Email Message To gain access to more commands, click the Window button in the upper right corner of the Reply message 25 Slide 26 Outlook Auto-saves Drafts 26 If you walk away in the middle of an email, Draft notice will appear Slide 27 People 27 Slide 28 People View New Contact Button Folder Pane Contact List view PaneSelected Contact View Pane Contacts menu bar Edit contact Delete contact 28 Slide 29 Contacts List Options Can list contacts by: First name Last name Company etc. Contact menu lists options: All contact types People Groups People search Contacts menu bar Contact list options 29 Slide 30 Adding Contacts To add contacts, click The following box appears Click on contact 30 Slide 31 Adding Contacts Complete the information requested Click + button to add information Click Save 31 Slide 32 Contacts View 32 Added Contacts Slide 33 Contacts Address Books 33 Groupwise Personal Address Book Groupwise Global Address Book Slide 34 Adding Groups To add contacts, click The following box appears Click on group 34 Slide 35 Adding Groups cont. Type the Group name and Enter Type group member email address Outlook populates email as you type Type Enter Save group 35 Form for adding Groups Slide 36 View Added Group Added Group 36 Slide 37 Contact Menu Bar Views 37 Slide 38 Sending Group Emails Click on Mail icon 38 Slide 39 Sending Group Emails ( View after clicking on mail icon) Complete Subject Type email Click Send Note: The To address is already filled in 39 Slide 40 Calendar 40 Slide 41 Managing Calendar Outlook has the following calendar views: Day Work Week Week Month 41 Slide 42 Monthly Calendar view 42 Slide 43 Weekly Calendar View 43 Slide 44 Work Week Calendar View 44 Slide 45 Daily Calendar View 45 Slide 46 Scheduling a Calendar Event 46 Click New Event Enter Event Information in the form that appears Slide 47 Scheduling Repeat Options 47 Repeat Options To add attendees Click + Sign Slide 48 Scheduling a Calendar Event: Attendees 48 Select attendees by clicking + sign Can select individuals or groups Click OK Slide 49 Scheduled Event Calendar Entry 49 Received request to Join event Slide 50 Tasks 50 Slide 51 Tasks View For Adding Tasks 51 Click to add New Tasks Slide 52 Tasks + Flagged Items 52 Flagged Items Slide 53 Tasks 53 Slide 54 Basic Navigation 54 Slide 55 Navigation Bar - Signing Out 55 Click down arrow to Sign out of OWA Slide 56 Navigation Bar - Settings Refresh your view - check for new messages Set automatic replies to Out of Office setting Display settings modify default view of OWA layout Change Theme change the background theme of your OWA window within browser Settings 56 Slide 57 Settings: Automatic Reply for Out-of Office 57 Slide 58 Automatic Reply for Out-of Office (John Does Out-of-Office to Ned) 58 Slide 59 Out-of-Office Your Automatic Update Reminder 59 Automatic pop-up reminder Slide 60 Display Settings Message List 60 Message List: Layout Preview Text Slide 61 Display Settings Message List 61 Senders Name on Top Slide 62 Display Settings Message List 62 Subject on Top Slide 63 Display Settings Reading Pane 63 Reading Pane: Layout Slide 64 Show Reading Pane on Right 64 Slide 65 Show Reading Pane on the Bottom 65 Slide 66 Show Reading Pane on the Bottom 66 Slide 67 Settings Change Theme 67 Select Theme Click OK to change Theme Slide 68 Change Theme 68 New Theme Slide 69 Settings - Options 69 Slide 70 Recommended Browser Listing 70 Slide 71 Recommended Browser Listing cont. 71 Slide 72 House-Cleaning Tips Cleanup Tips It is time to do some fall cleaning. Time to clean up your email box. Rules of thumb, if its over a year old, delete it. (Of course if it is important, you may keep it.) Then review your less than a year old emails, especially with attachments. Emails with important attachments; Save to new desktop folder. Empty your GroupWise Trash and Junk Mail. 72