Outlook Web Access TrainingTraining by CCRSB IT

Overview

★ Outlook Web Access - Full vs Light Version★ Supported Browsers & Operating Systems★ Launching Outlook Web Access★ Navigating Outlook Web Access★ Changing your Password★ Sending/Receiving Email Messages★ Creating an Email Signature★ Organizing your Email★ Using the Calendar★ Working with Contacts★ Using Tasks★ Adding Outlook Account to Mobile Devices

Outlook Web Access - Full Version

Outlook Web Access - Light Version

Supported Browsers - Windows

Supported Browsers - Other Operating Systems

Supported Browsers - Mobile Operating Systems

Outlook Web App (OWA) - Phones and Tablets

Launching Outlook Web Access

● Start by launching an internet browser (Internet Explorer, Firefox, Google Chrome, etc).● Then browse to https://webmail.ccrsb.ca

○ Additionally you can find a link to this page by going to http://ccrsb.ca -> Staff -> Quicklinks -> Outlook Email● Once you get to the login page, as seen below, simply type in your username and password.

○ If you check the box for “Private computer” the timeout will increase to 8 hours instead of every 15 minutes.

Outlook Web Access OverviewNew Mail Button

Folder Pane

Selected View Pane Selected Message (highlighted)

Navigation BarNew Mail Icon Settings(Gear Icon)

Email Message

Reading Pane

User’s Name

Navigating Outlook Web Access Overview1. Folder Pane - contains shortcuts to folders and locations, as well as a hierarchical list of all folders.2. Selected View Pane - displays the contents of the selected folder.3. Reading Pane - displays the contents of the selected email message.4. Settings Menu (Gear Icon) - to change display, layout options, etc.

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Navigation Bar

Mail – for managing your mail

Calendar – for managing Calendar

People – allows you to create groups for sending messages

Tasks – Current To do list

Changing Your Password

● Click the Gear icon to display additional options● Click “Change password”

○ As pictured on the below

Changing Your Password Continued

● Once on the Change password page, type in your old password and then your new password○ Please note that Outlook only

supports strong passwords:■ Can’t contain your first or last

name■ You cannot reuse an old

password■ 8 characters■ Must contain 3 of 4 types

characters● Upper Case● Lower Case● Numbers● Special Characters (!

@#$%^&*)

Receiving Email

Folder Pane

Selected View Pane Selected Message (highlighted)

Email Message

Reading Pane

New Mail Icon

Folder Pane

Favorites section: add frequently used folders from User’s folder below• Use Drag and Drop

Create and Navigate between folders

Selected Folder Highlighted and shown above

Selected View Pane

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

If the Flag is Red then the message has already been added to your tasks.

The Flag allows you to mark the message for follow up or add it to your tasks.

Selected View: Context Menu

Right click on any message in this view to reveal the context menu.

Options provided:• Delete• Mark as unread• Flag - marks it for follow up or add it to your tasks. • Move - move the message to other folder.• Ignore - deletes all messages for the selected

conversation from all folders except Sent Items. All new items that are part of the selected conversation will also be deleted.

• Categorize - allows you to assign a colour code to each email.

• Create Rule - allows you to setup email rules to automatically move messages to the correct folder based on criteria such as sender, subject, etc.

Reading Pane – Display Selected Email MessageSubject Sender

Recipient

Message

Compose New Email Messages

In Outlook, click in the upper left. A new message form will appear in the reading pane.

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1. Type in Receipt’s e-mail address or contact name.

2. Add receipt’s address for anyone you would like to carbon copy this message to.

3. Add a Subject line to email4. Add content to the email5. To add an attachment, click Insert

(paperclip icon)*Total message size is limited to 35MB including attachments.

6. When finished, click Send.

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Where Did BCC and From Fields Go?

By default “BCC” and “From” fields are hidden.When composing an email and you need either of these fields, you can temporarily enable these fields by:

● Open the email you wish to compose● Click ellipsis (3 Dots) to view more options● Click “Show Bcc” or “Show From” to temporarily enable these fields.

Permanently Enable BCC and From Fields

To enable these fields by default you can:● Click Gear icon, then Options● On the Options panel, go to Settings● Under heading “Message Format” Check the box to “Always show Bcc” and/or “Always show From”

Replying / Forwarding an Email

#1 Select Message (Highlighted)

#2 Select Actions

Email message you plan to respond to

Replying / Forwarding an Email: (After Selecting Action )

Note that you can delete your response by clicking Discard

Add the Cc and Subject information if required

Type your message in the body of the pane

If you need to attach a file use the Insert (Paperclip icon)

When finished, Click Send

If you walk away in the middle of an email, Draft notice will appear

Creating an Email SignatureTo enable these fields by default you can:

● Click Gear icon, then Options● On the Options panel, go to Settings● Under heading “email signature” create your signature using the text editor

○ If you want your signature to automatically attach itself to all emails, check “Automatically include my signature on messages I send.”

Creating New Folders

To create new folders:● Right Click on the parent folder you would like to add a child folder to (Example below shows right clicking on Inbox folder)● Click “Create new folder”● In the text box, type name of new folder and press Enter. (Example below shows a new folder called “Outlook Training”)

Right ClickClick

Name Folder and Press Enter

Create Inbox RulesTo create inbox rules:

● Click Gear icon, then Options● On the Options panel, go to Organize email● Under heading “inbox rules” click the plus (+) symbol and then select the option which applies to the rule you want to create

Create Inbox Rules Continued● Select the type of rule you want to create (In the example below I clicked “Create a new rule for arriving messages”)● Choose whether or not to “stop processing more rules” which means if an object gets filtered by this rule it will not get filtered

by a second rule. ● Add a name for the rule and pick a criteria the email has to meet and an action to apply to the email.

○ ‘Add condition’ and ‘add action’ buttons allow you to apply more criteria and more actions to rule● ‘Add exception’ (optional)● Click Save

My Contacts Overview - Personal Address Book

New Contact Button Contacts Menu Bar Edit Contact Delete Contact

Folder Pane Contact List View Pane Selected Contact View Pane

PersonalAddress Book

GlobalAddress Book

Contacts List Options

Contact menu lists options:• All• People• Groups

Sort contacts by:• First name• Last name• Company etc.

People SearchContacts Menu Bar Contact Sort Options

Contacts - Global Address Book

PersonalAddress Book

GlobalAddress Book

Send Email Schedule a MeetingSelected Contact Add to contacts

Add Contact from Global Address Book

1. After you find the Contact you wish to add from the Global Address Book, click Add to contacts.

2. Click Add to contacts a second time.

3. This should popup a template form for your new contact. Add additional info as required or update name fields for your personal address book entry.

4. Once additional info has been click Save to add this contact to your Personal Address Book (My Contacts). This user will automatically be linked to the original contact in the Global Address Book (Directory)

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Manually Adding Contacts

If you wish to add a user who doesn’t exist in the CCRSB Directory (Global Address Book) then you will need to manually add them to your Contacts. When on the “People” page, Click

1. From the pop-up, Click Create contact

2. Fill out New Contact form. Fields consist of: First Name, Last Name, Email, Phone, Address, Work information, etc.

3. Once the information has been filled out, click Save to add the contact to your Personal Address Book.

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Adding GroupsIf you want to add a group of users from either the Global Address Book or your Personal Address Book you can do so by Clicking on the“People” page.

1. From the pop-up, Click Create Group

2. Enter a group name and add member’s email addresses. If you already have the group member as a contact you can start typing their name and click “Search contacts and directory” to display a list of options found either in the Global Address Book or your Personal Address Book.

3. Once the information has been filled out, click Save to add the group to your Personal Address Book.

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Calendar Views

• Outlook has the following calendar views:

• Day• Work Week• Week• Month

View Selected (Highlighted) New Event Button Share Calendar

Print Calendar

Default Calendar

Scheduling a Calendar Event

1) Name the Event2) Add Location3) Add Attendees

4) Add Start/End Time

5) Set Your Status

6) Pick a Calendar7) Frequency of Event

8) Hide Event Details

9) Add Event Details for Attendees

10) Request Response from Attendees

Attachments Added to Event

11) Add Attachments12) Click Send

Responding to Event Request

Event appears as new message

Attachment

Respond to Request

Reviewing Created Events

Click on date to Highlight Event

List of events for that date

Event Details

Tasks - Flagged Messages

● To flag an email for follow up, click on the grey flag to turn it red.

● To mark a flagged item as

complete, click the red flag icon and it will change to a check mark.

● To change a ‘completed’ item back to ‘not finished’, click the check mark icon and it reverts back to a red flag.

● To remove the flag, right-click the flag icon and select ‘Clear Flag’.

Not Flagged (Grey)

Flagged Item (Red)

Completed (Check Mark)

Clear Flag

Tasks - Flagged Items

When you flag a message, the current date is automatically assigned as the follow-up date. To set a different follow-up date, right-click the flag icon.

Default Follow Up-Date

Next Week Follow Up-Date

Task ViewNew Task Button

Selected Task (Highlighted)

Completed Task

Delete TaskComplete TaskEdit Task

Create New Task

1) Click New Task

3) Add Subject

4) Add Due Date

6) Add Notes

2) Insert Document (Optional)

5) Add Additional Details

7) Click Save

Outlook Web App (Android)

Add email address, password and a description for the email account. Tap “Sign in”

Open Google Play Store, search for “Microsoft Outlook” app, install app and open it.

Tap “Exchange”

username@ccrsb.caOutlook Password

Account Description

Outlook Web App (Android) Continued

You have now successfully added your CCRSB Outlook account to your Android device.

Read device policy and click “Activate” if you agree.

If your device password doesn’t meet requirements the policy will force you to change it. It will also ask you to encrypt your device which is not a requirement at this time.

Adding Outlook Account to iOS Device

Add email address, password and a description for the email account.

Open iOS Settings, tap Mail, Contacts, Calendars and then tap “Exchange”

Tap “Save”

Adding Outlook Account to iOS Device Continued

Once your device password meets minimum requirements, you can tap the Mail app to open your new CCRSB Outlook email.

If your iOS devices doesn’t meet security requirements, it will get you to set a new device password.

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Adding Outlook Account to BB10 Device

Choose Microsoft Exchange ActiveSync

Swipe down from the top of the device, tap ‘Settings’. From the System Settings screen, tap Accounts

Tap ‘Advanced’

Adding Outlook Account to BB10 Device ContinuedYour device will require a password with at least 6 characters and contain at least 2 of the 4 (upper case, lower case, number or a special character)

Add Description, Username, Email Address, Password and Server Address (webmail.ccrsb.ca). Tap “Next”

Leave on what you want to sync and tap “Done”

Adding Outlook Account to Windows Phone

Add your full email address and your outlook password. Then tap “sign in”

Open Settings, tap “email + accounts” Tap “add an account” and then

choose “Exchange”

username@ccrsb.ca

Outlook Password

Adding Outlook Account to Windows Phone ContinuedYour device will require a password with at least 6 characters and contain at least 2 of the 4 (upper case, lower case, number or a special character)

Set your new device password and then tap “done”

If your password meets minimum requirements you should see Account Added page. Tap “done”

Adding Outlook Account to Windows Phone ContinuedYou have now successfully added your CCRSB Outlook account to your Windows Phone

You should now see your CCRSB account listed under email + Account

You can launch your email by clicking the Exchange tile

Additional Resources

All listed resources can be found by logging into https://staff.ccrsb.ca and going to Outlook on the bottom right hand side of the page.

● Outlook: Overview: https://staff.ccrsb.ca/content/outlook-overview ● CCRSB Frequently Asked Questions (FAQs): https://staff.ccrsb.ca/content/outlook-faq ● Getting Started with Outlook Web App: https://staff.ccrsb.ca/content/getting-started-outlook-web-app● Getting Started with Outlook Client: https://staff.ccrsb.ca/content/getting-started-outlook-client ● Outlook Web Access Full vs Light: http://blogs.technet.com/b/mconeill/archive/2013/08/29/outlook-2013-vs-owa-2013.aspx ● Video Tutorials: https://support.office.com/en-za/article/Outlook-2013-training-courses-videos-and-tutorials-f83e8e60-0bab-47eb-8f6e-c2ecb73124d8

Questions?