OWA - Outlook Web App - Olathe School Districtdepartments.olatheschools.com/technology/files/2013/11/...0 | Page MS Outlook Web App | OPS Technology Department Last Revised: May 1,

0 | Page MS Outlook Web App | OPS Technology Department Last Revised: May 1, 2011

OWA - Outlook Web App

Olathe Public Schools

Table of Contents MS Outlook Web App ............................................................................................................................................................. 1

How to Access the MS Outlook Web App ............................................................................................................................. 1

Accessing Your MS Exchange Email Account ......................................................................................................................... 2

Outlook Web App Options ..................................................................................................................................................... 3

Options – Selecting a Theme............................................................................................................................................... 3

Options – Suggested Modifications to Mail Settings .......................................................................................................... 4

Options – Inserting a Signature Line ................................................................................................................................... 4

Options – Setting Default Message Formatting .................................................................................................................. 5

Options – Displaying Bcc and From Fields in Email Messages ............................................................................................ 5

Options – Setting an Automatic Reply (Out of Office) ........................................................................................................ 6

Options – Modifying Calendar Settings .............................................................................................................................. 7

An Overview of the Outlook Web App Interface .................................................................................................................. 8

The Interface and Navigation .............................................................................................................................................. 8

The Reading Pane ................................................................................................................................................................ 9

Conversation View .............................................................................................................................................................. 9

The “Desktop Feel” of Outlook Web App ......................................................................................................................... 10

Reviewing the Outlook Web App Window ....................................................................................................................... 10

Working with Email Messages ............................................................................................................................................. 11

Creating a Message – Using the Check Names Feature and Searching Address Books ................................................... 11

Setting Message Options – Priority/Importance and Sensitivity ...................................................................................... 13

Setting Up Delivery and Read Receipts ............................................................................................................................. 13

Saving a Draft Message ..................................................................................................................................................... 14

Replying to a Message ...................................................................................................................................................... 15

Forwarding a Message ...................................................................................................................................................... 15

Searching for Messages in Folders .................................................................................................................................... 16

Advanced Search Options ................................................................................................................................................. 16

Message Filtering .............................................................................................................................................................. 17

Printing a Message ............................................................................................................................................................ 17

Attachments ......................................................................................................................................................................... 18

Opening an Attachment .................................................................................................................................................... 18

Saving an Attachment ....................................................................................................................................................... 19

Sending an Attachment ..................................................................................................................................................... 19

Deleting and Recovering Messages ..................................................................................................................................... 20

Deleting a Message ........................................................................................................................................................... 20

Ignoring a Conversation .................................................................................................................................................... 20

Recovering a Deleted Item ................................................................................................................................................ 20

Working with Contacts ......................................................................................................................................................... 21

Accessing Contacts ............................................................................................................................................................ 21

Adding New Individual Contacts ....................................................................................................................................... 21

Email Groups / Distribution Lists ......................................................................................................................................... 22

Creating a Distribution List / Group .................................................................................................................................. 22

Viewing Groups in the Global Address Book / Personal Address Book ............................................................................ 23

Folders .................................................................................................................................................................................. 24

OWA Calendar Basics ........................................................................................................................................................... 25

Open Your Calendar and View Your Schedule .................................................................................................................. 25

Creating a Personal Appointment ..................................................................................................................................... 25

Make an Appointment Recurring ...................................................................................................................................... 27

Create and Send a Meeting Request................................................................................................................................. 27

Use the Scheduling Assistant to Create and Send a Meeting Request ............................................................................. 29

Reschedule or Change a Meeting Request ....................................................................................................................... 31

Respond to a Meeting Request ......................................................................................................................................... 32

Add a Calendar to Your Calendar View ............................................................................................................................. 33

Sharing a Calendar with Another User – Providing Additional View/Edit Permissions .................................................... 34

Signing Out of OWA.............................................................................................................................................................. 36

Accessing OWA Help ............................................................................................................................................................ 36


MS Outlook Web App

===MS Outlook Web App=== Microsoft Outlook Web App (OWA) is a web-based application used to access your Microsoft Exchange email account

content from any computer with internet access via a web browser. OWA allows you to access your Mail, Calendar,

Contacts and Task folders which are stored offsite in your Mailbox on a MS Exchange server. MS Outlook Web App

functions much like a standard version of Outlook (i.e. Outlook 2010) physically installed on a computer.

When MS Office 2010, to include the desktop version of Outlook (Outlook 2010), is available on district computers, staff

will access their MS Exchange account via the desktop Outlook 2010 client. While the Outlook Web App and the

Outlook 2010 desktop client are very similar in appearance and functionality, there are differences. Some tasks can only

be performed within the desktop Outlook 2010 client. These tasks will be addressed in a separate Outlook 2010 Tutorial

which will be available to all staff.

===How to Access the MS Outlook Web App=== The Microsoft Outlook Web App is available by launching the Outlook Live icon located on the desktop after logging in

to any district computer. You may also access OWA at work or away from work, such as on a personal computer at

home, by entering the direct URL for OWA (shown below) in the address bar of your web browser.

Launch the Outlook Live Desktop Icon

OR Enter the URL in the Web Browser Address Bar

www.outlook.com/olatheschools.org


===Accessing Your MS Exchange Email Account=== Login to your MS Exchange email account by entering your full “org” email address in the Windows Live ID box and your current network password in the password box. See example at right. Click Sign in.

The very first time you access this site, you may see a dialog box prompt requesting you to modify the time zone, as shown at right. Verify the Central Time Zone (US & Canada) is selected. Verify the correct language is also selected. Click OK.

You should now be viewing your OPS MS Exchange account via Outlook Web App. You will use Outlook Web App to access your district email via the web until GroupWise is removed from your computer when all district computers are reimaged with MS Office 2010. All staff will then use a local installation of MS Outlook 2010 to access district email. You may at any time use Outlook Web App on a home or personal computer with Web access.

Note: A reminder you may purchase MS Office 2010 for $9.95/$14.95 through the district’s Work At Home Agreement (WAH) with Microsoft. See the O-Zone > District Services / Technology tab for more information and the link for purchasing.

Your Windows Live ID is your

complete email address using

the new .org

domain extension.

Your password is your current

network password used to

login to the

district network.


===Outlook Web App Options=== Options for components of OWA such as Default Message Fonts, Automatic Signatures, Display of BC and From Fields,

Inbox Rules, Out of Office replies and themes can be set by choosing Options in the upper right-hand corner of the OWA

window. Choose a command from the available list. You may wish to take a few minutes to familiarize yourself with

the OWA options and set these preferences before attempting to work with other features.

Options - Selecting a Theme You may slightly personalize your OWA appearance by selecting a theme.

1. Click the drop-down arrow next to the Options command on the OWA window.

2. Click on any one of the themes that appears in the Options window to apply the theme to the top banner in the

OWA window.

Click the drop-down arrow beside the

Options command to view

available options in OWA.

Click “See All Options” to view the

complete list.


Options – Suggested Modifications to Mail Settings Additional options for enhancing the individual user’s OWA experience such as Default Message Formatting,

Displaying Bcc and From Fields, Read Receipts, Email Signatures, etc. may be applied in the OWA

options window. The above-mentioned options to OWA Mail Settings are illustrated below.

1. Select See All Options from the Options from the drop-down menu.

2. The OWA Options window will appear.

3. Select Settings from the left navigation area. Select Mail from the top navigation bar that appears.

Options - Inserting a Signature Line 1. Locate the Email Signature panel, as shown above.

2. Set the font style and options from the Font menu bar.

3. Type the outgoing text in the message box.Click the “Automatically include my signature on

messages I send” checkbox.

Note: If you wish to include your signature only on some messages, keep the “Automatically include

my signature on messages I send” checkbox unchecked. Then when composing a new message,

click the Insert Signature button which is located on the toolbar of a new message.

Additionally, the signature line in OWA is not duplicated in the Outlook 2010 desktop client. It must be

recreated in that application.


Options - Setting Default Message Formatting You may set default formatting for all outgoing email messages.

1. From the OWA Options > Settings > Mail window.

2. Scroll down to the Message Format heading in the middle panel.

3. Change the font size, style and type. The Sample Text preview window will reflect the changes

made.

Options – Displaying Bdc and From Fields in Email Messages You may wish to always have the Bcc and/or From fields display for all outgoing email messages.

1. From the OWA Options > Settings > Mail window.

2. Scroll down to the Message Format heading in the middle panel.

3. As shown above, place a checkmark beside “Always show Bcc” if you desired that field to display as an

option when composing messages.


Options - Setting an Automatic Reply (Out of Office) If you will be out of the office for an extended period of time, an Automatic Reply (Out of Office) may be created to be

sent automatically to recipients who email you.

1. Click Set Automatic Replies from the Options drop-down menu.

2. The OWA Options screen will appear.

3. Select the radio button option for Send automatic replies. The remainder of the screen that is currently greyed

out will now appear.

4. If you need a specific start and end date and time, check the Send replies only during this time period checkbox.

Then, choose a Start Time and End Time using the drop-down boxes provided.

5. Type the Automatic Reply (Out of Office) message you want recipients to receive.

6. When finished with the Automatic Reply, slick Save.

Enter your “Out of Office”

message here.


Options – Modifying Calendar Settings You may wish to modify your calendar appearance and reminder settings.

1. Click the Options button and select See All Options.

2. Click the Settings command in the left navigation area.

3. Choose Calendar from the top navigation area.

4. Modify the appearance of your calendar by selecting any desired options in the Appearance area.

This will affect the way your calendar appears in the OWA Calendar View.

5. Modify the reminders settings by making any desired changes in the Reminders area.

This will affect how you are notified when calendar appointments are approaching.


===An Overview of the Outlook Web App Interface===

The Interface and Navigation The Outlook Web App Mailbox window is divided into 3 main panes. On the left hand side of the window is the

Navigation Pane, which displays the Mailbox folders (Inbox, Drafts, Sent Items, etc.) and a Favorites area which

essentially contains shortcuts to various folders found in the Mailbox hierarchy. In the middle of the window is the

Message Pane, which is where all of the messages in your Inbox appear. On the right side of the window is the Reading

or Preview Pane which allows you to see the content of your email messages without having to actually open them.

Navigation Pane Message Pane Check for New Messages

Reading or Preview Pane

Navigation Menu

At the bottom left area of this window, you will find the Navigation Menu containing links to Mail, Calendar, Contacts

and Tasks. You may click each of these menu items to view your calendar, contacts and tasks.

Note: The first time you view these panes, they will not be completely populated with your district email, calendar or

contacts. You will need to export some of these components (calendar-if applicable, personal address books, frequent

contacts address books) from GroupWise and then import them into Outlook Live using the instructions provided in

separate tutorials.

Sorting Options


The Reading Pane After logging in to the OWA site, you will be viewing OWA in the default view which is set to the Mail component of

OWA. This component features a message list and has a Reading Pane which allows you to view your email messages

without opening a separate window.

You may wish to change the location of the Reading Pane. To change the location of the Reading Pane, click the View

command from the OWA toolbar. A drop-down menu will appear. Select Right, Bottom or Off. The change will take

place immediately.

Note: If you select Off, you will have to double-click on a message to view it. The message will then appear in a new

window.

Conversation View By default, conversation histories are grouped together in a view call Conversation View. This is similar to current web-

based email programs, such as Gmail. The Conversation View will group all email messages/conversations together that

share the same “message ID” regardless of time and date sent.

Toggling Message in Conversation View Disabling Conversation View

Click the right arrow adjacent to the Subject Heading in the Message View. The list of related messages will appear below the Subject Heading.

To disable the conversation view, click the View command from the OWA toolbar. A drop-down menu will appear. Uncheck the “Use Conversations” option. The emails in the message list in the View Pane will display as single chronological messages.

Choose your desired Reading Pane view.


The “Desktop Feel” of Outlook Web App You will notice quickly that Outlook Web App - is designed to function much like a desktop application. Thus, you have

access to actions such as Right-Clicking many areas in the Outlook Web App interface as well as using the Drag and

Drop action for placing items in folders.

Reviewing the Outlook Web App Window

Right-click an email message to display the

email message pop-up menu.

Drag and drop email messages to any

folder in the Navigation Pane.

Email Account and Folders and

Left Navigation Bar

Inbox Reading

Pane

Personalize

Options

Account

Name

Search Global Address

Book & Contacts

OWA Help

Sign

Out

OWA

Toolbar


===Working with Email Messages===

Creating a Message - Using the Check Names Feature and Searching Address Books To create a new message and easily find recipients:

1. Click the drop-down arrow next to New and choose Message.

2. If you know the email address, type it directly into the To, or Cc box. OWA will attempt to auto-fill the name of

the recipient for you, as shown below. Note: If you have not previously emailed the desired recipient, the box

will not auto-fill until the 2nd attempt at emailing that person. You may also press Control + K to access both the

Global Address book and Personal Address book after entering at least one character in the To box.

3. If you have not previously emailed that person, you may wish to enter a few letters of the first name and then

the last initial and then choose the “Check Names” icon.

If you have sent to this address

before, it will appear here in green.


4. All matches in the Global Address Book are displayed and you may click to select the desired recipient.

5. To search for a name from the Olathe Public School Global Address Book, click the blue To or Cc Hyperlink.

The OPS Global Address Book will appear, as shown below.

6. Search for a name by typing the last name in the search box, then clicking the magnifying glass, as shown on the

previous diagram.

7. Highlight the name of the recipient you were looking for and choose either the To, Cc or Bcc hyperlink under

Message Recipients.

8. Click OK. This will populate the corresponding field in your new email message.

9. The address book window will close and the message window will now reappear.

10. Type a message into the message box. Click the Send button when you are finished.

Global Address Book

Search Box


Setting Message Options – Priority/Importance and Sensitivity Messages can be sent with a level of importance denoted as well as a level of sensitivity denoted. To establish a level

of importance or sensitivity:

1. Compose the message as you normally would.

2. Click the Options button.

3. Under Message Options, do the following:

a. To set the importance of the message, click the down arrow on the Importance box and select a level of

importance.

b. To set the sensitivity of the message, click the down arrow on the Sensitivity box and select a level of

sensitivity.

4. Click the OK button.

Setting Up Delivery and Read Receipts If you would like to track your messages to make sure they are delivered to the recipient and read by the recipient, you

can set up delivery and read receipts. The Delivery and Read Receipts option will work only when sending messages

within the district.

1. Compose the message as you normally would.

2. Click the Options button.


3. Under Tracking Options do the following:

a. To receive a notification that the message has been delivered, click the Request a deliver receipt for

this message box.

b. To request a notification that the message has been opened by the recipient, click the Request a read

receipt for this message box.

4. Click the OK button.

Saving a Draft Message Message may be saved to send or complete at a later time.

1. Click the drop-down arrow next to New and choose Message.

2. Compose the message as you would normally.

3. Click the Save button on the toolbar.

4. Click the Close button to close the message window.

5. The message will now be saved in the Drafts folder.

6. When you are ready to send the saved message, click the Drafts folder in the Navigation Pane.

7. In the View Pane, double—click the message that you want to send.

8. Edit as needed, then click Send from the toolbar.

The Delivery and Read

Receipts option will work only

when sending messages

within the district.

Note: Retracting an Email

message is no longer

possible!


Replying to a Message To reply to a message:

1. While in the Reading Pane, select the message to which you want to reply.

2. To reply to the sender only, choose the Reply icon on the toolbar.

3. To reply to the send and all recipients, click the Reply All icon on the toolbar.

4. Enter the desired reply text in the message box.

5. Click the Send button.

Note: The windows and icons will appear differently if you double-click the message in the Reading Pane to

view it in a separate message window.

Forwarding a Message You can forward a message you have received from someone else by using the Forward command.

1. While in the Reading Pane, select the message you want to forward.

2. Click the Forward icon on the toolbar.

3. Enter recipients’ email addresses in the To, Cc and Bcc boxes or click on one of these links to search for and

populate the recipients’ names. Separate multiple email addresses with a semicolon.

4. Click the Send button.


Searching for Messages in Folders You may wish to search for messages in the entire mailbox or a specific folder.

1. To search for text contained inside a message or for a particular recipient, type the information in the Search

Entire Mailbox field, located at the top of the OWA window.

2. When complete, press Enter or click the magnifying glass icon.

3. OWA will begin searching for any messages that meet the search criteria and serve up those results in the

message window. All other messages will be removed from view.

4. To cancel the search and return the message window back to normal, click the Red X in the search box.

Advanced Search Options You may wish to search inside a particular folder or to search by a subject name or the From or Sent To fields.

1. To search inside a particular folder, click the drop-down arrow in the search box and select a Search Option

from the list.

2. To narrow your search results, click the double-chevron to expand the search criteria.

3. To search by subject name or inside a message, place a check in the Results In box.


4. In the Results In drop-down box, select Subject and Message Body, Subject, or Message Body to determine

exactly where the search will take place.

5. To search for messages sent or received by a particular person, place a checkmark in the From box, as shown in

the previous diagram.

6. Using the drop-down box, select From (for messages received) or Sent To (for messages sent) from the drop-

down box and enter the individual’s name for which you are searching.

7. To search by category, place a checkmark in the Category box and choose a category from the drop-down box.

8. To cancel the search and return the message window back to normal, click the Red X in the search box.

Message Filtering Message filtering gives users with large mailboxes the ability to view a portion of their messages through filtering.

1. Click the drop-down arrow next to Filter on the Message Bar.

2. Make a selection from the list of available choices.

3. Click the Apply button to begin the filter.

4. To remove the filter, click the Clear icon below Filter on the Message Bar.

Printing a Message 1. Double-click the message you wish to print to open it.

2. Click the Print icon on the toolbar. A Print dialog box appears. Select the desired options as needed.

3. Click the Print button to print the document.

This option will filter all messages and

display only those with an

attachment. Click Apply to filter

messages using this setting.


===Attachments=== You can both send and receive attachments with your OWA account.

Opening an Attachment 1. To open an attachment, select or open the message that contains the attachment.

A paperclip icon will be displayed next to the message in the View Pane.

2. Right-click the name of the attachment in the reading pane or message window and select Open Link or Open

Link in New Window depending on the web browser you are using to view its contents.

3. The File Download window will appear. Select Open with to open the attachment in the associated application.


Saving an Attachment 1. To save an attachment, right-click and choose Save Link As or Save Target As from the pop-up menu, depending

on the web browser you are using.

2. Browse to the location at which you want to save the file and click the Save button.

Sending an Attachment 1. To send an attachment, create a message as you would normally.

2. Click the Add Attachment button on the toolbar.

3. Browse and locate the file that you want to attach.

4. Click the Open button.

5. The window will close and the file will now be attached to the message.

6. Send the message as you normally would.

Note: The File Size Limit for All Attachments is 20 Megabytes.


===Deleting and Recovering Messages===

Deleting a Message 1. Select the message you wish to delete.

2. Press the Delete menu item on the Menu Bar or right-click on the item and choose Delete.

3. The deleted item is moved to your Deleted Items folder.

Ignoring a Conversation Occasionally, you may be included in a string of messages about which you no longer need to be informed.

The Ignore Conversation feature will automatically move messages with the same Subject Heading ID to the

Deleted Items folder.

1. Select the message conversation you wish to ignore.

2. Select the drop-down arrow adjacent to the Delete command on the menu bar.

3. Choose Ignore Conversation from the menu choices in the drop-down menu.

4. The conversation and all future messages containing the same Subject Heading ID will be

automatically moved to the Deleted Items folder.

Note: You must be in Conversation View to ignore a conversation.

Recovering a Deleted Item Messages that are deleted remain in the Deleted Items folder until the user permanently deletes the

message or until it is Auto-Deleted. Until that time, a message can be recovered and moved back to

the Inbox.

1. Click the Deleted Items folder in the Navigation Pane.

2. Select the item you wish to recover from the available message list.

3. Select the drop-down arrow adjacent to the Move command on the menu bar.

4. Choose Move to Folder to relocate the message to another folder.

5. Select the folder (typically the Inbox) to which you wish the message moved. Click Move.


===Working with Contacts===

Accessing Contacts There are two ways to access contacts in OWA.

1. The Contacts menu item on the bottom left corner of the OWA window will open your personal contacts in the

existing window. All Personal Address Books display under “My Contacts.”

2. The Contacts button (Address Book Icon - Find Someone) at the top right corner of the OWA window will open

up your Global Address Book list in a pop-up window.

Adding New Individual Contacts You can create new individual contacts.

1. Click the New button in the Contact toolbar. Select Contact.

2. Enter the information for the new contact. Select Save and Close. The contact information is added to the

Contacts Address Book under My Contacts.

Click here to find someone in your personal

contact lists/address books.

Click here to find someone in the

Global Address Book List.


===Email Groups / Distribution Lists===

Creating a Distribution List / Group Create a distribution list to send the same message to multiple contacts without having to enter each

contact separately in the message.

1. Click the Contacts button in the Navigation Pane.

2. Click the arrow next to the New button on the toolbar.

3. Select Group.

4. In the New Group window, enter the information that you wish for the group.

a. Group Name is the display name for the group.

b. Members lets you enter the members you want in your list.

Click the Members hyperlink to access the Address Books to select members for the group.

Locate members and double-click to add their names to the Member Selections area.

Click OK after all members are selected.

c. You will now be viewing the New Group dialog box again.

Be sure to click “Add to Group” to move the Members names to the Name/Email

list area.

d. Notes is where you can add information about the list.

5. Click Save and Close from the toolbar.


6. The new group appears in the Group List under My Contacts and the members are listed in the

right pane.

7. To Modify a Group’s Membership, right-click on the Group in My Contacts and choose to Open the

group.

8. Use the Add to Group or Remove from Group buttons to add to or remove members from the Group.

Viewing Groups in the Global Address Book / Personal Address Book You may send an email to this group by right-clicking on the Group Name and choosing New Message. You

may also enter the name of the group in the To box of any new message you initiate.

Note: You may also send a new Meeting Request to all members of the Group, as shown as an option

below.


===Folders=== Using folders can be a useful way to manage a large number of email messages.

1. From the Navigation Pane, right-click on the folder in which you wish to place a subfolder.

2. Select Create New Folder.

3. A blank folder will appear. Enter a name for the new folder.

4. Press Enter.

5. Now you can move or copy emails into this folder by simply dragging any email into a folder.

6. You may also move or copy any email to any folder by choosing the Move Command in the OWA toolbar and

selecting either Move to Folder or Copy to Folder. Copying an email message to a folder places a copy of the

email in the folder and keeps the original in the current location.

7. New folders are visible in both OWA and the Outlook 2010 client.


===OWA Calendar Basics===

Open Your Calendar and View Your Schedule Using the buttons shown in the image below, you can change the way your Calendar displays your appointments.

Choose between a Day, Work Week, Week, or Month View. Simply click the button corresponding to the view you

desire. An Appointment in OWA is an event added to an individual calendar, such as a lunch appointment or time set

aside to work on a project. A Meeting Request is an event to which others and/or rooms or resources are invited.

Day View – This view displays a single Day’s appointments by the hour.

Work Week View – This view displays your appointments in a 5-day week format (Mon – Fri).

Week View – This view displays your appointments for the entire week (Sun – Sat).

Month View – This view displays your appointments for the entire month.

Creating a Personal Appointment To add an Appointment for Yourself:

1. Open your Calendar and click the New button on the toolbar as shown above. Alternately, you can add

appointments by double-clicking on a date on the calendar.

2. Type a short description in the Subject box.

3. Type the appointment location in the Location box.

4. Choose a Start Time and End Time.

5. Select how you wish the appointment to appear in your schedule from the Show time as drop-down list.

6. Optional: To set a reminder, check the Reminder box. Click the arrow next to the 15 minutes box and select

how long before the appointment you want the reminder to display.


7. Click the Save and Close button.

8. The appointment will now show on your calendar

Remove checkmark to choose a

specific start and end time.

Appointment now displays on

calendar in the chosen view.


Make an Appointment Recurring To make an appointment recurring:

1. Click the Recurrence button on the toolbar in the Appointment View.

2. Set the date and time of the initial appointment.

3. Select the appropriate recurrence pattern (daily, weekly, etc.) and the range of recurrence (start and end date

for the series of appointments).

4. Click OK.

5. The recurring appointment now appears as scheduled on your calendar in multiple dates.

Create and Send a Meeting Request Meeting Request is a tool that allows you to setup meetings and invite attendees. If you create the meeting

request, you will receive notifications when people have accepted, declined, or proposed a new time for the

meeting. To enter a Meeting Request:

1. Click the New button on the Calendar Toolbar and select Meeting Request.


2. After clicking on Meeting Request, you will see a window like the one shown below.

3. Simply fill in the information in the fields on the Appointment Tab:

a. To: In this field enter the addresses of people with whom you wish to request a meeting.

b. Optional: Leave this field blank.

c. Resources: Find and book a resource/room. Click the word Resources and the address list

will open. Click All Rooms to view a list of rooms available for the request. Click on Show

other Address Lists to find a list of All Rooms and Equipment.

d. Subject: Type a subject for the meeting.

e. Location: If you chose a room under Resources, this field will auto-populate and the name will

appear in the field. If you did not pick a room, type in the location of the meeting.

f. Pick the start/end time/date and choose the time for your reminder.

g. Click Send when you are done. An email message will be sent to the people/rooms you invited.


Use the Scheduling Assistant to Create and Send a Meeting Request You may also check the availability of people you are inviting to a meeting by using the Scheduling Assistant. This

assistant will show you Free/Busy times for both the people you are inviting and the Resources/Rooms you schedule for

a meeting. To use the Scheduling Assistant:

1. Create the meeting for which you wish to use the Scheduling Assistant. Be sure to enter the attendee

information in the To and Optional boxes. You do not need to enter your own name. You will be automatically

included in the meeting.


2. Click on the Scheduling Assistant Tab.

The Scheduling Assistant allows you to see when people are free according to what they have entered in their

Calendars. The Suggested Times box on the right side of the window will display when people and

resources/rooms are free on a certain date and certain time. To select more Attendees, you can click Add a

Name to select people from the Global Address Book. Rooms and Resources may be added this way as well.

3. The Bars in the legend at the bottom of the window indicate Busy/Tentative/Away Times for invited attendees

or Resources/Rooms.

4. Green and Red Lines (as shown above) indicate the time period of the meeting request. You can move the lines

by clicking on a different time period on the calendar.

5. Clicking a “Suggested Time” automatically changes the meeting to that time.

6. After verifying availability, click the Appointment Tab to finish filling out your meeting request.

7. Click the Send button when ready.

Click in a different

time spot to check

the availability of

invited attendees on

a different day or

time. The red/green

lines will

automatically move

to the new time slot

and the availability

will display in the

suggested times area.


8. The appointment now displays on your calendar.

Reschedule or Change a Meeting Request To reschedule or change a meeting in your calendar:

1. Double-click to open the meeting window.

2. Change the desired components of the meeting.

3. Click the Send Update button on the toolbar.

4. An update will be sent to all invitees and your calendar appointment will be automatically updated. The

Room booking will show in your Mailbox View as deleted for the previous time/date and then accepted

as a new date/time, as shown below..

Note: To cancel a

meeting, simply delete

the appointment from

the calendar.


Respond to a Meeting Request When you have been invited to accept a meeting request, you will see a meeting request message in your

Inbox. Respond to the meeting request by:

1. Click one of the following response options:

a. Accept – (Green checkmark)

Adds the meeting to your calendar and sets your availability to Busy.

b. Tentative – (Purple Question Mark)

Adds the meeting to your calendar and sets your availability to Tentative.

c. Decline – (Red X)

Declines the meeting request and deletes the message from your Inbox.

2. When selecting any of the 3 responses, you will be given the opportunity to choose an option

for sending the response:

a. Edit the response before sending – If you want to include comments in your response to the

meeting organizer.

b. Send the response now – Sends your response to the meeting organizer without comment.

c. Do not send a response – Processes the action chosen on your calendar without sending a

response to the meeting organizer. (The meeting organizer will not know how you responded.)


Add a Calendar to Your Calendar View In OWA, you have the ability to view your calendar and anyone else’s calendar. However, you will be

able to view only the Free/Busy information (Busy, Tentative, Free) until the calendar owner “shares”

more permissions with you.

1. To open someone’s calendar to see their “Free/Busy” information, select Calendar from the

Navigation Pane. The Calendar View appears.

2. From the Share drop-down arrow, choose Add Calendar.

3. You will be prompted with an Add Calendar window. Enter the name of the person whose calendar

you wish to view. Click OK.

4. Place a checkmark next to the contact whose calendar you wish to see from the list of available

calendars under the People’s Calendar section. Both your calendar and the checked calendars will

appear side-by-side and in different colors. This is helpful to see if there are overlapping

appointments. Remember, only Busy/Free information displays without additional permissions.

If your school or department has a

calendar that is published to the web,

you may add it to your OWA view by

entering the calendar URL here.


Sharing a Calendar with Another User – Providing Additional View/Edit Permissions To share your calendar with another user:

1. Click Share on the Calendar toolbar.

2. Select Share This Calendar.

3. You will be prompted with a Sharing Invitation window. Click on the “To…” button to select the users

with whom you would like to share your Calendar. You may choose to change the Subject and add a

message if you would like.

4. Modify the Sharing Permissions as desired. If you wish the recipient to be able to view all information

on your calendar, select All Information.

5. Click Send to finish the invite.

6. The person that is being invited will receive an email that looks like the one below. They will need to

click on Add This Calendar to add it to their Shared Calendar list.


7. The calendar is then added to the recipient’s calendar list. It will display as a separate calendar in the

People’s Calendar section of the Calendar View.

8. The recipient can now view all detailed information about each event on the shared calendar.


===Signing Out of OWA=== Be sure to sign out of OWA so that no one can access your MS Exchange account information. Click the Sign Out button

in the top right-hand corner. You should then close the browser window by clicking the close button.

===Accessing OWA Help=== Help topics (relevant to the current section of email being used) are available in Outlook We App.

1. Click on the Help button in the top right-hand corner of the OWA window.

2. Type specific topic text or look at the Help topics listed in the window.

3. Close the Help box when finished.

Documents

OWA - Outlook Web App - Olathe School Districtdepartments.olatheschools.com/technology/files/2013/11/...0 | Page MS Outlook Web App | OPS Technology Department Last Revised: May 1,