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Outlook Web AccessOutlook Web Access
Getting StartedThe Outlook Web Access Window
u Internet Explorer Menu Bar – contains all of the tools for usewith Internet Explorer.
v Internet Explorer Standard Toolbar – contains shortcuts forstandard Internet Explorer actions and tools.
w Internet Explorer Address Bar – contains the Web address ofthe current location.
x Folder Bar – displays the current folder location.y Navigation Pane – contains shortcuts to folders and locations,
as well as a hierarchical list of all folders.z Outlook Web Access Toolbar – contains shortcuts for
standard Outlook Web Access actions and tools. (This toolbarchanges depending on the current section view.)
{ Reading Pane – displays the contents of the selected e-mailmessage.
| View Pane – displays the contents of the selected folder.Note: You must have Internet Explorer 5.01 or later to access allof the features contained in this guide.
Using the Navigation PaneThe following locations are accessible from the Navigation Pane:
• Inbox – the main e-mail area where you can read, compose,receive, and send e-mail.
• Calendar – the scheduler/planner where you can create andmanage appointments and tasks.
• Contacts – the contact list where you can store and managenames, e-mail addresses, phone numbers, and otherinformation about your contacts.
• Tasks – the task list where you can create, sort, prioritize, andtrack tasks, as well as assign tasks to others.
• Public Folders – the shared information area where you canshare files and post information for others in your workgroupor organization to view.
• Rules – the rules list where you can create and view rules tomanage your e-mail messages.
• Options – contains tools for customizing your Outlook WebAccess features.
Note: Click the Refresh button on the Internet ExplorerStandard toolbar to refresh your Outlook Web Access page.
Using the Reading PaneThe Reading Pane allows you to view your e-mail messages without opening a separate window.
• To change the location of the Reading Pane, click the arrowon the Show/Hide Reading Pane button on the toolbarand select Right or Bottom from the resulting menu.
• To turn off the Reading Pane, click the arrow on theShow/Hide Reading Pane button on the toolbar andselect Off from the resulting menu.
• To resize the Reading Pane, point to the left border (Rightview) or top border (Bottom view) of the Reading Pane. Whenthe pointer becomes a double-headed arrow , click and dragthe border to resize.
Note: To change Reading Pane options, click the Optionsshortcut in the Navigation Pane. Scroll down to the ReadingPane Options section and make desired selections. Click the Saveand Close button when you are finished.
Creating a New Folder1. In the Navigation Pane, right-click the folder you want to place
the new folder in and select New Folder from the pop-up menu.2. Enter a name for the folder in the Name box. 3. Click the down arrow on the Folder contains box and select
the type of contents the folder will contain.4. Click the OK button.
Moving and Copying Items1. Select the item that you want to move or copy.2. Click the Move/Copy button on the toolbar.3. Select a location to move or copy the item to.4. Do one of the following:
• To move the item to another location, click the Move button.• To copy the item to another location, leaving the original in
its current location, click the Copy button.
Searching Folders 1. Select the folder you want to search.2. Click the Search button on the toolbar.3. Optional: To search the subfolders of the selected folder, check
the Search Subfolders box.4. Enter a word or phrase in the Look in the Subject for these
word(s) box. (Enclose the word or phrase in quotation marksto find exact results.)
5. Optional: To search the message body, check the Also searchin message body box.
6. Optional: Enter a name in the From or Sent To box.7. Click the Find Now button.8. Double-click the message you want to view in the Search
Results box.
Logging OffBe sure to log off when you are finished with your Outlook WebAccess session. This protects the security of your account, especially ifyou are working on a public workstation.1. Click the Log Off button in the right corner of the
toolbar.2. Click the Close button to close the browser window.Note: To ensure that you are logged out, close all open browserwindows.
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E-mailCreating a Message1. Click the Inbox shortcut in the Navigation Pane.2. Click the New button on the toolbar.3. Enter recipient names or e-mail addresses in the To, Cc, and Bcc
boxes. (Separate multiple e-mail addresses with a semicolon.)4. Enter a subject in the Subject box.5. Enter message text in the message box.6. Click the Send button when you are finished.
Reading a New Message1. Click the Check for New Messages button on the toolbar.2. In the View Pane, double-click the message you want to read.3. To close the message, click the Close button in the upper-
right corner of the message window.Note: To view the message without opening it in a separatewindow, click once on the message and its contents will appear inthe Reading Pane.
Opening or Saving an Attachment1. Select or open the message that contains an attachment. (A
paper clip icon will be displayed next to the message in theView Pane.)
2. Right-click the name of the attachment in the Reading Paneor message window and do one of the following:• To open an attachment, select Open from the pop-up menu.• To save the attachment to your computer, select Save Target
As from the pop-up menu. Select a location for the file andclick the Save button.
Note: Outlook Web Access will not allow you to open files thatmay contain viruses (i.e. .xml, .js, .mht). You will be required tosave these files to your computer before you can open them.
Replying to a Message1. Select the message you want to reply to.2. Do one of the following:
• To reply to the sender only, click the Reply button onthe toolbar.
• To reply to the sender and all recipients, click the Replyto all button on the toolbar.
3. Enter reply text in the message box.4. Click the Send button.
Forwarding a Message1. Select the message you want to forward.2. Click the Forward button on the toolbar.3. Enter recipient names or e-mail addresses in the To, Cc, and Bcc
boxes. (Separate multiple e-mail addresses with a semicolon.)4. Optional: Enter a new subject in the Subject box.5. Optional: Enter additional text in the message box.6. Click the Send button.
Setting Default Formatting You can set default formatting for all outgoing e-mail messages. 1. Click the Options shortcut in the Navigation Pane.2. Under Messaging Options, click the
Choose Font button.3. Select formatting options in the Font
dialog box.4. Click the OK button.5. Click the Save and Close
button on the toolbar.
Sorting MessagesYou can view your mail messages by specific criteria such as subject, sender, or conversation topic. To sort messages, click the arrow next to the Inbox liston the Folder Bar and select a view from the resulting menu.Note: To quickly sort messages, click a column heading (i.e., From,Received, Subject, etc.) in the View Pane. Click the heading againto switch between ascending and descending order.
Checking Spelling1. Create the message you want to check spelling for.2. Click the Spelling button on the toolbar, or press the F7
key.3. Do one of the following:
• If Outlook Web Accessencounters a spellingerror, make corrections foreach highlighted word.
• If Outlook Web Access doesnot encounter a spellingerror, click the Closebutton.
Note: To change spellingoptions, click the Optionsshortcut in the NavigationPane. Make desired selections in the Spelling Options section.Click the Save and Close button.
Saving a Draft of a MessageYou can save an e-mail message to your Drafts folder to send orcomplete at a later time.1. Create the message that you want to save.2. Click the Save button on the toolbar.3. Click the Close button to close the message window.Note: To send the message, click the Drafts folder in theNavigation Pane. In the View Pane, double-click the message thatyou want to send and click the Send button on the toolbar.
Inserting a File1. Create the message that you want to attach a file to.2. Click the Add Attachment button on the toolbar.3. Click the Browse button.4. Locate and select the file that you want to attach.5. Click the Attach button.6. Click the Close button when you are finished.Note: To remove an attachment from a message, click theAttachments button and check the box next to the file you wantto remove in the Current file attachments box. Click the Removebutton and then click the Close button.
Inserting a Hyperlink When you enter a Web address into a message, Outlook Web Accessrecognizes the text as a Web address and changes the text into ahyperlink. (Blue underlined text denotes an active hyperlink.)Note: If you receive a message with a hyperlink, click once on thelink to go to the Web page.
Printing a Message1. Open the message you want to print.2. Click the Print button on the toolbar.3. Select print options in the Print dialog box.4. Click the Print button.
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Mail Extras
Mail ExtrasInserting a Signature1. Click the Options shortcut in the Navigation Pane.2. Under Messaging Options, click the Edit Signature button.3. Enter and format signature text.4. Click the Save and Close button. (A check mark
will appear in the Automatically include my signatureon outgoing messages box. To turn this feature off, clearthe box.)
5. Click the Save and Close button on the toolbar.Note: If you choose not to automatically include your signatureon all outgoing messages, you can still include your signature onindividual messages. Create the message and click the InsertSignature button on the toolbar.
Working with Desktop AlertsWhen you receive a new message, a DesktopAlert will appear on your desktop. Click onceon the alert to go to your Inbox. To turn thisfeature off, click the Options shortcut in theNavigation Pane. Under Messaging Options,clear the Display a notification message when new mail arrivesbox. The change will take effect the next time you log on.Note: This feature will not work if you have a pop-up blockerenabled.
Using the Out of Office AssistantThe Out of Office Assistant sends an automatic reply when youreceive an e-mail message while you are away. A reply is sent thefirst time you receive a message from each sender.1. Click the Options shortcut in the Navigation Pane.2. Under Out of Office Assistant, select I’m currently out of the
office.3. Enter reply text in the text box.4. Click the Save and Close button on the toolbar.Note: To disable this feature, select I’m currently in the office.
Creating RulesRules allow you to manage yourmessages by performing actionsthat meet specific conditions.1. Click the Rules shortcut in
the Navigation Pane.2. Click the New button
on the toolbar.3. Optional: Enter a name for
the rule in the Rule Namebox. (If you do not enter aname, Outlook Web Accesswill assign a name based onthe rule criteria.)
4. Enter or select criteria in the When a message arrives section.5. Enter or select criteria in the Then section.6. Click the Save and Close button on the toolbar.Note: To create a rule based on a received message, open themessage and click the Create Rule button on the toolbar.
Marking Messages as Read or Unread1. Right-click the selected message in the View Pane.2. Select Mark as Read or Mark as Unread from the pop-up menu.
(Unread messages are displayed as bold text.)Note: To quickly mark a selected message as read, press Ctrl + Q.To quickly mark a selected message as unread, press Ctrl + U.
Setting Up Delivery and Read Receipts1. Create the message that you want a
delivery or read receipt for.2. Click the Options button on
the toolbar.3. Under Tracking options, do any of the following:
• To receive a notification that the message has been delivered,click the Request a delivery receipt for this message box.
• To request a notification that the message has been openedby the recipient, click the Request a read receipt for thismessage box.
4. Click the Close button.5. Click the Send button when you are finished.Note: You can set whether to automatically send a read receiptwhen one is requested of you. Click the Options shortcut on theNavigation Pane. Under Privacy and Junk E-mail Prevention,select Always send a response.
Using Quick FlagsYou can quickly flag a message to organize your messages orremind yourself to follow up on the message.
• To flag a message, click the flag icon next to the message.• To mark a flag as complete, right- click the flag icon and
select Flag Complete from the pop-up menu. The flag will turninto a checkmark .
• To change the flag color, right-click the flag icon and select acolor from the pop-up menu.
• To clear the flag, right-click the flag icon and select Clear Flagfrom the pop-up menu.
Setting Message Options1. Create the message you want to
set options for.2. Click the Options button
on the toolbar.3. Under Message settings, do any of
the following:• To set the importance of the message, click the down arrow
on the Importance box and select a level of importance.• To set the sensitivity of the message, click the down arrow
on the Sensitivity box and select a level of sensitivity.4. Click the Close button.5. Click the Send button when you are finished.Note: To quickly set the importance level, click the Importance:High or Importance: Low button on the toolbar.
Checking NamesOutlook Web Access can match partial names to theircorresponding e-mail aliases using the Check Names feature.1. Enter recipient’s partial names in the To, Cc, and Bcc boxes.
(Separate multiple names with a semicolon.)2. Click the Check Names button on the toolbar. (If Outlook
Web Access recognizes a name, the e-mail address will be filledin automatically. If Outlook Web Access does not recognize aname or if there is more than one match for the name, the namewill appear in red and the Check Names dialog box will appear.)
3. In the Check Names dialog box, do one of the following:• To delete the recipient from the message, select Delete this
recipient from the list.• To change to another name, select Change to and select a
name from the box. (If no suggestions appear, delete therecipient or click the Cancel button.)
4. Click the OK button.5. Click the Send button when you are finished.
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Meeting Notes
Calendar, Tasks & Notes
CalendarScheduling an Appointment1. Click the Calendar shortcut in the Navigation Pane.2. Click the New button on the toolbar.3. Enter a description in the Subject box.4. Enter a location in the Location box.5. Enter start and end times in the appropriate boxes.6. Click the Save and Close button on the toolbar. Note: By default, a reminder is set to notify you 15 minutes beforea scheduled appointment time. To change the amount of time thatyou are notified before an appointment, click the down arrow onthe Reminder box and select a time from the resulting menu. Toturn off the reminder, clear the Reminder box.
Scheduling a Recurring Appointment1. In Calendar, open or create
the appointment you want tomake recurring.
2. Click the Recurrencebutton on the
toolbar.3. Select Appointment time,
Recurrence pattern, andRange of recurrence.
4. Click the OK button.5. Enter information for the appointment.6. Click the Save and Close button when you are
finished. 7. Optional: To remove recurrence from an appointment, click
the Recurrence button, click the Remove Recurrence button,and click the Save and Close button.
Note: You will not be able to open a recurring appointment if youhave a pop-up blocker enabled.
Sending a Meeting Request1. In Calendar, click the New button on the toolbar.2. Click the Invite Attendees button on the toolbar.3. In the Required and Optional fields, enter the names of the
people that you want to attend the meeting.4. Enter a description in the Subject box.5. Enter a location in the Location box.6. Enter start and end times in the appropriate boxes.7. Optional: To view the availability of attendees, click the
Availability tab. 8. Click the Send button when you are finished.
Replying to a Meeting RequestBy default, when you send a meeting request, a response fromattendees is also requested.1. Click the Inbox shortcut in the Navigation Pane.2. In the View Pane, double-click the meeting request to open it.3. Do one of the following:
• To add the meeting to your calendar, click the Acceptbutton on the toolbar.
• To add the meeting to your calendar, labeled as tentative,click the Tentative button on the toolbar.
• To decline the meeting request, click the Declinebutton on the toolbar. (The meeting will not be added toyour calendar.)
4. Optional: Enter a reply in the message box.5. Click the Send button.Note: If you do not want to send a reply, click the Don’t SendResponse button on the toolbar.
Cancelling a Meeting1. In Calendar, select the meeting that
you want to cancel.2. Click the Delete button on the
toolbar.3. Click the Yes button to notify attendees.4. Optional: Enter text in the message box.5. Click the Send button on the toolbar.
Viewing Your Calendar1. Click the Calendar shortcut in the Navigation Pane.2. Click a date in the calendar to the right of the calendar view to
select it, and do one of the following:• To view today’s schedule, click the Go to Today in the
calendar button on the toolbar.• To view the schedule for the selected day, click the Switch
To Daily View button on the toolbar.• To view the schedule for the selected week, click the Switch
To Weekly View button on the toolbar.• To view the schedule for the selected month, click the Switch
To Monthly View button on the toolbar.Note: To print your calendar, select the view that you want to printand click the Print button on the toolbar, or press Ctrl + P.
TasksCreating a Task 1. Click the Tasks shortcut in
the Navigation Pane.2. Click the New button
on the toolbar.3. Enter a task name in the
Subject box.4. Optional: Click the
Recurrencebutton, select a recurrence frequency, and click the OK button.
5. Enter due and start dates for the task.6. Optional: Enter task details or instructions in the task box.7. Click the Save and Close button on the toolbar.
Marking a Task Complete1. Open the task that you want to mark as complete.2. Click the down arrow on the Status box and select Completed
from the resulting menu.3. Click the Save and Close button on the toolbar. (The
task will appear in the task list with a white line through it.)Note: To quickly mark a task as complete, check the MarkComplete box in the task list.
Sorting TasksYou can view your tasks by specific criteria such as active tasks,overdue tasks, and completed tasks. To sort tasks, click the arrownext to the Tasks list on the Folder Bar and selecta view from the resulting menu.
NotesCreating a Note1. Click the Notes folder in the Folder List.2. Click the New button on the toolbar.3. Enter a subject in the Subject box.4. Enter note text in the message box.5. Click the Post button when you are finished.
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Contacts, Mail Security & Public Folders
ContactsCreating a New Contact1. Click the Contacts shortcut in
the Navigation Pane.2. Click the New button on
the toolbar.3. Enter information for the
contact. (Click the arrow onthe Address, Phone, and E-mailboxes to record additionalentries.)
4. Optional: To select how thecontact will appear in yourContacts list, click the arrowon the File As box and select aview from the resulting menu.
5. Optional: Click the Details tab and enter additionalinformation for the contact.
6. Click the Save and Close button when you arefinished.
Sending a Message to a Contact1. In Contacts, double-click the contact that you want to send a
message to.2. Click the Send mail to contact button on the toolbar.3. Enter a subject in the Subject box.4. Enter message text in the message box.5. Click the Send button when you are finished.
Creating a Distribution ListA distribution list allows you to send a message or meetingrequest to a group of recipients at one time.1. In Contacts, click the down arrow on the New button
on the toolbar.2. Select Distribution List from the resulting menu.3. Enter a name for the distribution list in the List Name box.4. Enter a name or e-mail address in the Add to Distribution
List box.5. Click the Add button.6. Repeat steps 4 and 5 for each recipient you want to add.7. Click the Save and Close button when you are
finished.Note: To send a message to a distribution list, open a newmessage and enter the list name as you would a contact name.
Sorting ContactsYou can view your contacts by specific criteria such as companyname, location, or phone number. You can also view your contactsby using Detailed Address Cards, which will display all of theinformation about a contact in your Contacts view. To sortcontacts, click the arrow next to the Contacts liston the Folder Bar and select a view from the resulting menu.
Mail SecurityFiltering Junk E-MailOutlook Web Access allows you to filter unwanted messages. Toturn this feature on, click the Options shortcut in the NavigationPane. Under Privacy and Junk E-mail Prevention, check the FilterJunk E-mail box. Click the Save and Close button onthe toolbar.
Blocking External Content DownloadsSome e-mail messages include content, such as pictures or sound files, that are downloaded from a Web server when the message is opened. By default, Outlook Web Access blocks this external content. To stop automatic blocking ofexternal content, click the Options shortcut in the NavigationPane. Under Privacy and Junk E-mail Prevention, clear the Blockexternal content in HTML e-mail messages box. Click the Saveand Close button on the toolbar.Note: To protect your account, it is best to leave this featureenabled and only disable for specific, legitimate messages.
Managing Junk E-Mail ListsYou can specify addresses and domains that you want to receivemessages from and ones that you do not want to receive messagesfrom.1. Click the Options shortcut in the Navigation Pane.2. Under Privacy and Junk
E-mail Prevention, check the Filter Junk E-mail box.3. Click the Manage Junk
E-mail Lists button.4. In the View or Modify list box, do one of the following:
• To add addresses or domains that you want to receivemessages from, select Safe Senders.
• To add addresses or domains that you do not want to receivemessages from, select Blocked Senders. (Messages receivedfrom addresses or domains on this list will be sent to yourJunk E-mail folder.)
5. Click the Add button.6. Enter an e-mail address or an Internet domain name.7. Click the OK button.8. When you are finished, click the OK button.9. Click the Save and Close button on the toolbar.
Public FoldersReading Posted Messages1. Click the Public Folders shortcut in the Navigation Pane.
(If the public folders are not displayed, click the plus sign next to the Public Folders folder to display all folders in theFolder List.)
2. In the Folder List, click the folder that you want to view. (Thecontents of the folder will be displayed in the View Pane.)
3. Click once on a message to view the message in the ReadingPane or double-click the message to open it in its own window.
Note: You may be prompted to enter a password to access somepublic folders.
Creating a Message for Posting1. In Public Folders, click the New button on the toolbar.2. Enter a subject in the Subject box.3. Enter message text in the message box.4. Click the Post button on the toolbar.Note: To share a file with other users, click the Add Attachment
button and click the Browse button. Locate and select the filethat you want to attach. Click the Attach button and then clickthe Close button.
Posting a Reply1. In Public Folders, double-click the message you want to reply to.2. Click the Post Reply button on the toolbar.3. Enter reply text in the message box.4. Click the Post button on the toolbar.
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Shortcuts, Deleting, Recovering & Getting Help
ShortcutsNote that some shortcuts may not work if you have a pop-upblocker enabled.
Inbox and E-mail FoldersOpen the selected message ................................................ Enter
Open a new message form .................................................. Ctrl + N
Mark the selected message as read .................................... Ctrl + Q
Mark the selected message as unread ................................ Ctrl + U
Reply to the selected message ............................................ Ctrl + R
Reply to all to the selected message .................................. Ctrl + Shift + R
Forward the selected message ............................................ Ctrl + Shift + F
Delete the selected message................................................ Delete
Permanently delete the selected message .......................... Shift + Delete
Select the previous message in the list .............................. Up Arrow
Select the next message in the list ...................................... Down Arrow
Select the current and previous messages in the list .......... Shift + Up Arrow
Select the current and next messages in the list ................ Shift + Down Arrow
Select the first message in the list ...................................... Home
Select the last message in the list ...................................... End
Select the first message on the previous page (formessage lists of two pages or more) .................................. Page Up
Select the first message on the next page (formessage lists of two pages or more) .................................. Page Down
New Message FormSave the message .............................................................. Ctrl + S
Send the message .............................................................. Ctrl + Enter
Check the spelling in the message ...................................... F7
Check names in the address boxes .................................... Ctrl + K
Text EditingCopy the selection to the Clipboard .................................... Ctrl + C
Cut the selection to the Clipboard........................................ Ctrl + X
Paste the contents of the Clipboard .................................... Ctrl + V
Delete the selection without copying it to the Clipboard .... Delete
Toggle between inserting and overwriting text .................. Insert
Undo the most recent command ........................................ Ctrl + Z
Redo the most recent command ........................................ Ctrl + Y
Find text .............................................................................. Ctrl + F
Display the context menu (if one exists) ............................ Shift + F10
Display the Hyperlink text box (for selected text) .............. Ctrl + L
Text FormattingToggle bold formatting ........................................................ Ctrl + B
Toggle italic formatting........................................................ Ctrl + I
Toggle underlining .............................................................. Ctrl + U
Increase paragraph indent .................................................. Ctrl + T
Decrease paragraph indent ................................................ Ctrl + Shift + T
Note: Increase paragraph indent and decrease paragraph indentkeyboard shortcuts do not work if you have the S/MIME Controlinstalled.
Deleting & RecoveringDeleting an Item1. Select the item that you want to delete.2. Click the Delete button on the toolbar, press the Delete
key, or press Ctrl + D.Note: The deleted item will appear in your Deleted Items folder.
Recovering a Deleted Item1. Click the Deleted Items folder in the Navigation Pane.2. Select the item that you want to recover.3. Right-click the selected item and select Move/Copy to Folder
from the pop-up menu.4. Select a location to move the item to.5. Click the Move button.Note: To permanently delete items, click the Empty DeletedItems button on the Deleted Items toolbar. Click the OKbutton to confirm deletion.
Recovering a Permanently Deleted ItemYou can recover permanently deleted items for a limited amount oftime. The amount of time is set by the system administrator.1. Click the Deleted Items folder in the Navigation Pane.2. Click the Recover Deleted Items button on the Deleted
Items toolbar.3. Select the item that you want to recover.4. Click the Recover button. (The item will be recovered to your
Deleted Items folder.)5. Click the Close button when you are finished.
Getting Help1. Click the Help
button on the toolbar.2. Click the plus sign to
expand a topic and viewits subtopics.
3. Click the name of asubtopic to view Helpinformation in the sidepane.
4. Click the Close buttonto close the Help dialogbox.
To order call toll-free 1-888-280-0424.
Microsoft® Outlook Web Access® in Exchange Server 2003copyright © 2004 by QUICK Source. All rights reserved. Noportion of this material may be used, reproduced, transmitted,downloaded, or saved in any retrieval system without the expresswritten permission of the copyright owner. QUICK Source is notresponsible for errors or omissions in this guide or damagesresulting from the use of this material.
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