Logging On The link to access the Outlook Web App (OWA) is: https://townmail.manchesterct.gov/owa When using your own computer – Choose the option: This is a Private Computer When using a public computer – Choose the option: This is a Public or Shared Computer Username – You must enter your domain and username to login. Example: town\kfreund Password – This is the same as your network password.

https://townmail.manchesterct.gov/owa

Cabinet Creating a New Folder

- Right click on Cabinet – Click on Create New Folder

- Enter the name of the new folder

To put items in your cabinet you can either drag the email to the folder or right click on the email and choose Move to folder – Choose the folder – Click Move.

Calendar – New Appointment New Appointment

- Click on the Calendar button.

There are a couple of ways to create a new appointment:

- Double click on the start time for the appointment. A window will pop up. - Click the New drop down arrow – select either Appointment or Meeting Request.

- Enter a Subject, Location and/or Text in the body of the appointment. - Check the Reminder box if you would like a Reminder popup. You can set the

time for the reminder. If you snooze the Reminder, it will pop up again in X minutes.

- You can show the time as Busy, Tentative, Free or Away. - You can mark the appointment as Private. This means that no one else will be

able to see the details of this appointment.

There are many options along the top toolbar: - Save and close the appointment. - Attachments - Insert a picture. - Repeat – This function allow you to schedule recurring appointments. - Invite Attendees – Click this option if you need to invite others to your

appointment. Once you click this button, you will see additional fields: o To - Enter the email addresses for those you’d like to invite. o Optional – Enter the email addresses for those who would be considered

optional attendees for the meeting. o Resources – Select an available conference room. o Request a response to this invitation.

- You can mark the appointment as High Importance or Low Importance. This will make the appointment color coded in the recipient’s email box.

- Apply a category - Print

You can check the invitees’ schedule to see if they are available.

- Click on the Scheduling Assistant tab.

Calendar – Sharing

- Open the calendar. - Click on the Share down arrow.

Add Calendar This allows you to add another individual’s calendar to your view. Depending on your permissions, you may see that they are busy or you may see the details of their appointment.

Share this Calendar This feature allows you to share your calendar with others.

- Enter the email address of those individuals you’d like to share your calendar with.

- Choose their permission level o See Free/ Busy information o See Free/Busy information along with the subject and location o All information

- You may also request permission to view the recipient’s calendar - You may add text to the request.

Change Sharing Permissions This function allows you to change the permissions of anyone you have shared your calendar with.

Changing your Password Your network and email password are connected. If you change your email password, then you are also changing your network password.

- Click Options - Change Your Password

- Enter your current password - Enter your new password and then confirm it. - Click Save

Contacts

- Your address books from Groupwise have been brought to Outlook. - You will need to modify or delete any reference to Town employees where their

email address is @ci.manchester.ct.us - Double click on any contact name to edit details.

You may create new Contact Groups.

- Right click on My Contacts - Click Create New Contacts Folder - Enter the name of the new folder.

- Click the New down arrow to add contacts to the new folder.

- Enter the Contact information - Save and Close when complete.

Creating Contact Groups

- Click on Contacts

- Select a Contacts folder where you want the Contact Group to be stored. - Click the New down arrow – Select Group.

- Add a name for the Group - Click the Members button to search for recipients. - Click Add to Group - Save and Close

To Edit a Group

- Click on the Group and select Open. - Add and delete Members as needed. - Save and Close

Creating Rules

- Click Options - Create an Inbox Rule

- Click the New button - The New Inbox Rule window will pop up

- Click the drop down for “When the message arrives, and:” - Choose one of the options

This example shows the option – “It includes these words in the subject or body…”

- Type the words or phrases in the box. - Click the + to add them to the list - After you’ve added the words or phrases, you can always remove them by

clicking on them and then clicking the Remove button - Click OK

- Click on the drop down arrow for “Do the following:” - Choose one of the options.

This example shows the option – “Move the message to folder…” - Select the folder from your Cabinet or create a new folder. - Click OK

- Click More Options

- You may add an exception if needed. - Name the rule or leave the default name. - Click Save.

- You can turn the rule on or off by using the check box next to the rule name. - Click the Details button if you want to edit the rule.

Deleted Items When you delete an item from your Inbox or Cabinet folder, the items goes into the Deleted Items folder. You need to Empty this folder on a regular basis. It is recommended that you empty it at least once per week.

- To empty the folder – right click on the Deleted Items folder and select Empty Deleted Items.

If you find that it’s difficult to remember to delete it, you can set your Options to delete every time you log out.

- Click Options – Mail – Settings – Check the box for Empty the Deleted Items Folder when I Sign Out.

Recovering Deleted Items If you find that you need something that has been permanently deleted, you can right click on the Deleted Items folder and select Recover Deleted Items. You will be presented with a list of all permanently deleted emails for the past 14 days. You can select a message and click the Recover Selected Items.

New Mail Message

- Click the New button.

- Type the recipient’s email address in the To: field or - Click the To: button to search the address book.

- Select the address from your Contacts by double clicking on the name. You will see the name entered in the To: field below the contact list. When you’ve selected all the recipients, click OK.

New Message Window.

Top Tool Bar

a. Send Message b. Save Message – The draft will be saved in your Drafts folder. c. Attach File d. Insert Picture e. Address Book f. Check Names – you can type the name of someone who works for the

Town, Board of Ed or someone in your contact list. It will verify there is valid email address for that contact.

g. Importance High – This will send your message with a red indicator. h. Importance Low – This will send your message with a blue indicator. i. Insert signature – you must set up your signature prior to using this

feature. Go to Options – Settings – Mail to create a signature. j. Spell check. k. Options

i. Set importance of message ii. Request a Delivery Receipt

l. HTML vs Plain Text – This is the format of the email. The default is HTML and should be left as HTML in most cases.

The formatting toolbar is very similar to Word. The Customize button will provide additional formatting features for you to choose from. If you check additional options, they will be added to your formatting toolbar.

Options

- Click Options - Click See All Options

- Account information is shown here. - Click the Edit button to Edit your contact information

- Update your contact information as needed. - This information becomes part of the directory listing and is visible to all

employees. - Click Save.

Organize Email

- You can get Delivery Reports on emails that you have sent or received. You can retrieve them by recipient, sender or subject line.

This example will demonstrate searching for emails sent to another town employee.

- Search for the recipient’s name in the address book. - Double click the name. It will be added to the To: field below - Click OK.

- Click the Search button. - The results will be shown below. - Highlight the message you are interested in and click Details.

- The delivery information is displayed. - Click Close when finished.

Groups

- Public groups allow employees to easily share address books. The owners of the group can restrict membership or leave it open to the public.

- To create a Group: o Under Public Groups I Own – Click New

- Enter a Display Name for the Group - Enter an Alias for the Group. You can enter the same name as the display name

but you must enter something. It is a required field. - Enter a description as needed. - You will be automatically added as the owner. You can assign additional owners

as needed.

- Add the Members of your group. - Choose your permissions. - Click Save

To Join a Group

- Click Join - All Public Groups will be displayed. - Click Details to see who is part of the group. - Click Join. - Close the window. - It will take a few minutes to see the group in your list. You can refresh the screen

to check.

Settings Mail There are many things you can do in this screen.

- Create your signature. - Read Receipts

o You can decide how you want to respond to requests for read receipts. - Reading Pane

o You can decide how you want your messages marked as Read.

- Message Format o You can choose to see the BCC and From in your Sent message window. o You can choose default formatting.

- Conversations – OWA will take all messages that have the same subject line and make them a conversation. These options let you choose how the conversation is displayed.

- Message Options

o These options let you choose how OWA responds when a new message arrives and is opened.

o You can also choose to delete your mail when you sign out.

Click Save after you’ve made your changes.

Settings Calendar

- Appearance o Choose your work week o Set your work hours o Choose the first day of your week. o You can choose to show hours in 15 minute increments.

- Reminders o You can turn reminder alerts on and off. o You can choose to hear a sound for a reminder. o Set the time for your reminder to start notifying you.

- Automatic Processing o This section allows you to determine how appointments are handled.

Text Messaging Notifications o You can setup OWA to notify you via Text messages on your mobile

phone when you receive appointments and calendar updates.

Settings General

- This section allows you to choose the search order when looking for other recipients or contact information.

Settings Regional

- This section allows you to customize your language, date and time formats and time zone.

Phone

- This section will display a mobile phone if you are using it to connect to your email account.

Text Messaging - These options allow you to setup text messaging to your phone for various events

– Calendar and email notifications.

Block or Allow

- This section allows you to configure the handling of junk email.

Out of Office Rule Click Options – Set Automatic Replies

- Select Send Automatic Replies - Check Send replies only during this time period - Select the date range. - Enter the text for your message. - Click Save

To remove the Automatic Reply – select Don’t send automatic replies. The rule will be disabled.

Search Function

- Click the Search Entire Mailbox. - Enter in the Search criteria.

- Enter in a word or name. It will search the recipients, subject lines and all text for a match.

- Click the Red X to get out of the search function.

Signature

- Click Options - Click See All Options

- Click Mail – Settings - Type your signature block and format as needed. - If you want to include your address automatically, check the box below the

signature block. If you don’t check this box, you will need to manually add your signature to the email message by using the Insert Signature icon at the top of the New email message window.

- Click Save at the bottom of the page.

Viewing Your Email Preview You can set your email to show a preview to the right or bottom of the screen. You can also turn off this feature.

Conversations Feature This feature will group all emails with the same subject line together. You can turn this feature on or off. New Window View You can view your email in a new window by double clicking on the email message.

View all Unread Mail There are two ways to view only unread messages:

- Click on Unread Mail

- Click on Filter – Unread

After applying a filter, you will need to remove the filter to see all mail again.

Logging On to OWA.pdfTraining Manual.pdfCabinet.pdfCalendar - New Appointment.pdfCalendar - Sharing.pdfChanging your Password.pdfContacts.pdfCreating Contact Groups.pdfCreating Rules.pdfDeleted Items.pdfNew Mail Message.pdfOptions.pdfOut of Office Rule.pdfSearch Function.pdfSignature.pdfViewing your Email.pdf