Outlook Web App - Staff Staff OWA 2010 User Guide.pdf · OWA User Guide For Staff 2.2.2 Outlook Web…

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Outlook Web App

User Guide for Staff

Information Services - IT Page 2 14/11/2012 OWA User Guide For Staff

TABLE OF CONTENTS TABLE OF CONTENTS ................................................................................................................... 2 1.0 INTRODUCTION ................................................................................................................... 4

1.1 EXCHANGE 2010 UPGRADE IMPROVEMENTS TO OWA .......................................... 4 2.0 GETTING STARTED ............................................................................................................. 5

2.1 LOGGING IN TO YOUR EMAIL ACCOUNT OVER THE WEB ......................................... 5 2.2 INTRODUCTION TO YOUR INBOX .................................................................................. 6

2.2.1 The Email Navigation Pane ........................................................................................ 7 2.2.2 Outlook Web Address Bar .......................................................................................... 8 2.2.3 The Inbox Toolbar ...................................................................................................... 8

3.0 CREATING AND SENDING NEW MESSAGES ................................................................... 9 3.1 CREATING A NEW MESSAGE ......................................................................................... 9 3.2 ADDRESSING THE MESSAGE ...................................................................................... 10

3.2.1 ........................................................................................................................................ 10 3.2.2 Addressing the Message by Typing In the Name ..................................................... 10 3.2.3 Addressing the Message Using the Address Book ................................................... 10

3.3 ADDING THE SUBJECT AND TEXT TO THE MESSAGE .............................................. 12 3.4 FORMATTING THE MESSAGE ...................................................................................... 12 3.5 ATTACHING A FILE TO THE MESSAGE ....................................................................... 13 3.6 SAVING A MESSAGE TO SEND LATER ........................................................................ 14 3.7 SETTING THE IMPORTANCE OF A MESSAGE ............................................................ 14 3.8 INSERTING A SIGNATURE ............................................................................................ 15 3.9 CHECKING THE SPELLING ........................................................................................... 16 3.10 TRACKING OPTIONS ..................................................................................................... 18 3.11 SENDING THE MESSAGE ............................................................................................. 18

4.0 RECEIVING AND MANAGING MESSAGES ...................................................................... 19 4.1 RECEIVING NEW MAIL .................................................................................................. 19 4.2 MESSAGE ICONS ........................................................................................................... 19 4.3 OPENING MESSAGES ................................................................................................... 20 4.4 REPLYING TO MESSAGES ........................................................................................... 20 4.5 FORWARDING MESSAGES ........................................................................................... 21 4.6 MARKING MESSAGES AS UNREAD ............................................................................. 21 4.7 DELETING MESSAGES .................................................................................................. 21 4.8 MESSAGE FLAGGING ................................................................................................... 22 4.9 MESSAGE CATEGORIES .............................................................................................. 23 4.10 PRINTING MESSAGES .................................................................................................. 25 4.11 SEARCHING FOR A MESSAGE ..................................................................................... 26 4.12 DEALING WITH JUNK EMAILS ...................................................................................... 27 4.13 PROTECTING YOUR PRIVACY ..................................................................................... 27

5.0 VIEWING YOUR MESSAGES ............................................................................................ 28 5.1 READING PANE.............................................................................................................. 28 5.2 MESSAGE VIEWS .......................................................................................................... 29

6.0 WORKING WITH FOLDERS ............................................................................................... 29 6.1 CREATING A NEW FOLDER .......................................................................................... 29 6.2 MOVING MESSAGES BETWEEN FOLDERS ................................................................ 30 6.3 DELETING A FOLDER .................................................................................................... 30

7.0 YOUR CONTACTS ............................................................................................................. 30 7.1 ADDING A CONTACT ..................................................................................................... 30 7.2 EDITING A CONTACT .................................................................................................... 31 7.3 DELETING A CONTACT ................................................................................................. 31 7.4 VIEWING YOUR CONTACTS ......................................................................................... 32 7.5 SORTING YOUR CONTACTS ........................................................................................ 32 7.6 SEARCHING FOR A CONTACT ..................................................................................... 32

Information Services - IT Page 3 14/11/2012 OWA User Guide For Staff

7.7 EMAILING A CONTACT .................................................................................................. 33 8.0 YOUR CALENDAR ............................................................................................................. 33

8.1 OWA CALENDAR BASICS ............................................................................................. 33 8.1.1 Opening Your Calendar ............................................................................................... 33 8.1.2 The Calendar Toolbar ............................................................................................... 34 8.1.3 The Calendar Navigation Pane................................................................................. 35

8.2 VIEWING YOUR CALENDAR ......................................................................................... 35 8.3 MAKING A NEW APPOINTMENT ................................................................................... 36

8.3.1 Attaching a File to Your Appointment ....................................................................... 37 8.3.2 Setting the Importance of Your Appointment ............................................................ 38 8.3.3 Set a Recurrence for Your Appointment ................................................................... 38 8.3.4 Invite Others to Your Appointment ............................................................................ 39 8.3.5 Printing Your Appointment ........................................................................................ 39

8.4 MODIFYING AN EXISTING APPOINTMENT .................................................................. 40 8.4.1 Modifying an Appointment ........................................................................................ 40 8.4.2 Cancelling an Appointment ....................................................................................... 40 8.4.3 Changing a Recurrence ............................................................................................ 40

8.5 SCHEDULING A MEETING ............................................................................................ 41 8.6 MODIFYING AN EXISTING MEETING ........................................................................... 45

8.6.1 Rescheduling a Meeting ........................................................................................... 45 8.6.2 Cancelling a Meeting ................................................................................................ 45 8.6.3 Changing a Recurrence ............................................................................................ 45

8.7 RECEIVING A MEETING REQUEST .............................................................................. 45 CALENDAR REMINDERS ......................................................................................................... 47

8.7.1 Activating Your Reminders Option ............................................................................ 47 8.7.2 Setting a Reminder to Snooze .................................................................................. 48 8.7.3 Dismissing a Reminder ............................................................................................. 48

9.0 YOUR TASKS ........................................