Outlook 2013Web App (OWA) User Guide
Horizon School Division #205
Table of Contents• How to Logon • Opening View• Navigation• Mail• Contacts• Calendar
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Access your Outlook Web App (OWA) using: mail.hzsd.ca
Open browser and type in URL in address line
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Login into your Outlook Web App using your Windows Username and Password.
Opening View in IE 10New Mail Button
Folder pane
Selected View Pane Selected message (highlighted)
Navigation Bar
User’s name
Settings
Email message
Reading pane5
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Navigation Bar
Mail – for managing your mailCalendar – for managing CalendarPeople – allows you to create groups for sending messagesTasks – Current To do list
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Reading Email New Mail Button
Folder pane
Selected View Pane Selected message (highlighted)
Email message
Reading pane8
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Folder Pane
Create and Navigate between folders
Favorites section: add frequently used folders from Name folder• Use Drag
and Drop
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Folders – Public Folders
Right-Click Favorites & Select “Add Public Folder”
“Horizon Staff” should be listed unless you have already added it
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Folders - Inbox
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Folders - Drafts
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Folders – Sent Items
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Folders – Deleted Items
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Selected View Pane
Selected View Pane
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Selected View PaneThe 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
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Selected View: Context menu
• 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
Reading Pane – Displays Selected Email Message
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Subject Sender
Recipient
Message
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Selected View: Message Status Bar
All messages
Unread messages
Flagged messages
All messages to recipient
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Creating a New Message
Click the New Mail Button to generate a message.
Email Form appears
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…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
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Replying to Email
Selected message (highlighted)
Email message
Actions
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Replying to an Email Message: (Before Clicking Reply)
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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
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Replying to an Email Message
• To gain access to more commands, click the Window button in the upper right corner of the Reply message
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Outlook Auto-saves Drafts
If you walk away in the middle of an email, Draft notice will appear
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People
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People View
New Contact Button
Folder Pane Contact List view Pane Selected Contact View Pane
Contacts menu bar Edit contactDelete contact
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Contacts List Options
• Can list contacts by:• First name• Last name• Company etc.
• Contact menu lists options:• All contact types• People• Groups
People searchContacts menu bar
Contact list options
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Adding Contacts
• To add contacts, click• The following box appears• Click on contact
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Adding Contacts
• Complete the information requested • Click + button to add information• Click Save
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Contacts View
Added Contacts
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Contacts – Address Books
GroupwisePersonalAddressBook
Groupwise Global Address Book
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Adding Groups
• To add contacts, click• The following box appears• Click on group
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Adding Groups cont.
• Type the Group name and Enter• Type group member email address• Outlook populates email as you
type• Type Enter• Save group
Form for adding Groups
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View Added Group
Added Group
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Contact Menu Bar Views
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Sending Group EmailsClick on Mail icon
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Sending Group Emails(View after clicking on mail icon)
Complete SubjectType emailClick SendNote: The To address is already filled in
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Calendar
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Managing Calendar• Outlook has the following
calendar views:• Day• Work Week• Week• Month
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Monthly Calendar view
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Weekly Calendar View
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Work Week Calendar View
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Daily Calendar View
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Scheduling a Calendar Event• Click
New Event
• Enter Event Information in the form that appears
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Scheduling Repeat Options
Repeat Options
To add attendeesClick + Sign
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Scheduling a Calendar Event: Attendees
• Select attendees by clicking + sign
• Can select individuals or groups
• Click OK
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Scheduled Event Calendar Entry
Received request to Join event
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Tasks
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Tasks View – For Adding TasksClick to add New Tasks
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Tasks + Flagged Items
Flagged Items
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Tasks
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Basic Navigation
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Navigation Bar - Signing Out Click down arrow to Sign out of OWA
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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
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Settings: Automatic Reply for Out-of Office
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Automatic Reply for Out-of Office(John Doe’s Out-of-Office to Ned)
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Out-of-Office – Your Automatic Update Reminder
Automatic pop-up reminder
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Display Settings – Message ListMessage List: • Layout• Preview Text
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Display Settings – Message ListSender’s Name on Top
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Display Settings – Message ListSubject on Top
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Display Settings – Reading Pane
Reading Pane: Layout
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Show Reading Pane on Right
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Show Reading Pane on the Bottom
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Show Reading Pane on the Bottom
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Settings – Change Theme
• Select Theme• Click OK to change Theme
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Change Theme
New Theme
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Settings - Options
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Recommended Browser Listing
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Recommended Browser Listing cont.
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House-Cleaning TipsCleanup Tips• “It is time to do some fall cleaning.” Time to clean up your email box. • Rules of thumb, if it’s 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.”
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