outlook web access user’s guide- paris isd 2009-10 ... · microsoft exchange- paris isd user’s...
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Outlook Web Access
User’s Guide- Paris ISD
2009-10
Microsoft’s Outlook Web Access is the new web-based program that Paris
ISD will use for E-mail. You can access your email and folders from any
computer with Internet access.
Creating a Shortcut on Your Desktop
� Right-click in a blank area on your desktop.
� Click “new” then “shortcut”.
� A create shortcut wizard will begin. Enter
http://mymail.parisisd.net/exchange in the
“type the location of the item” field. Click
“next”.
� Type the name for this shortcut such as
New PISD Email. Click “finish”.
� A new icon will be placed on your desktop.
� Right click the new icon. Click “properties”.
� Click the “change icon” button. Select the icon with the envelope.
� Click “ok”, “ok”.
� The new icon will appear.
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Logging In
� Open Internet Explorer/Mozilla Firefox and go to
http://mymail.parisisd.net (notice there is no “www”).
� You will see a brief snapshot of a welcome screen followed by a login
box.
� Enter your NETWORK username and password. (This is the same
username and password that you use each time you log on to your
computer.) If you do not know your network username and
password, check with your Campus Technology Contact.
� If you are using a computer that multiple users access, DO NOT select
“remember my password”.
� Click “ok”.
Important: To help protect your mailbox from unauthorized access,
Outlook Web Access automatically closes its connection to your mailbox
after a period of inactivity. This is particularly important if you use Outlook
Web Access from a public-access computer or Internet kiosk. If your session
expires and you still need to use Outlook Web Access, refresh your browser
and log on again.
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Logging Out
When you are done using Outlook Web Access (), click the “log
off” button and close all browser windows. Logging off helps
prevent someone else from accessing your email account. Even
if you plan to continue using the Internet, log off and close all browser
windows after every Outlook session.
In order to use Microsoft’s Outlook Web Access, pop-up blockers MUST be
turned OFF.
If a pop-up blocker is turned on, you will see a yellow bar across the top of
the email window. Right-click the yellow bar and select “always allow
pop-ups from this site”.
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Toolbar
Navigation Panes
The navigation pane is made up of two areas:
(See image below.)
� The left section provides access to your list of email folders and one-
click buttons that provide access to features such as your calendar,
task list, contacts, etc.
� The right section is the reading pane view. This is the section where
you view the list of messages and the actual message that you select
to read.
Move or copy
messages from one
location to another
reply reply
to all
change/set pane
view- see “panes”
section below
Contacts
(Address
book)
New-
Click the drop
down menu to
send a new
message, create a new
contact,
distribution list
(group), etc.
delete
messages
forward check for
new email/
refresh
browser
search for
messages
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One of the first settings that you’ll want to change is the reading pane view.
This setting changes the way that you view your list of messages and the
actual message that you select to read.
Click the arrow key next to the “show/hide reading pane”
button and select the option that you prefer.
Checking Email
� Login to Outlook Web Access (OWA) using the instructions in the
“Logging In” section.
� Click “inbox” from the navigation pane on the left side of the page.
� Click the “check for new messages” icon.
Folders
&
One-Click
buttons
Reading Pane- List of
messages will appear here
Reading Pane- Individual
messages will be read here
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� Depending on how you have set your reading pane, you will see your
list of messages in one section.
� Click on the message that you want to read. The message will be
displayed in another section of your reading pane.
� Outlook Web Access will only display a certain number of messages
at one time. You can customize the number of messages to be
displayed by following the instructions in the “Options” section of
this handout.
� Use the “next page, previous page, first page, last page” buttons to
see more email messages.
Printing Email
� Double-click the email message.
� Click the “print” icon.
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Composing a Message
� Login to Outlook Web Access (OWA) using the instructions in the
“Logging In” section.
� Click “inbox” from the navigation pane on the left side of the page.
� Click the drop down arrow key next to the
“new” icon and select “message”.
� A new window will open where you will enter or
select the recipient’s email address (see
instructions below) and compose your message
Option 2 described on the next page is the
easiest and fastest option.
� Click “send”.
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Sending Messages/Selecting Recipients
Sending a Message to Paris ISD Employee
Hint: Option 2 is easier and faster!
Option 1:
� If you are sending a message to a Paris ISD employee, click “new”
then “message” from the main Outlook page.
� Click the “to” button.
� Select “global address list” from
the “find names in” field.
� Enter the first few letters of
the recipient’s last name in
the last name field.
� Click the “find” button.
� A list of names matching your
request will be displayed.
� Select the appropriate name
and click the “To”, “CC”, or
“Bcc” button.
� To add additional recipients,
repeat the above steps.
� Click the “close” button to
return to the new message
window.
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� Compose your message and then click “send”.
Option 2:
This option works for finding both Paris ISD employees and names that
you have entered in your contacts.
� In the new message window enter the first few letters of the
recipient’s last name in the “to” field and click the
“check names” icon.
� If OWA finds a match to the name that you entered,
the name will be underlined in the “to” box.
� If more than one matching name is found, the “check names”
window will appear (shown below).
� Select the correct name and click “ok” to add the recipient to the
email.
� Repeat the above steps for adding additional recipients.
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Selecting a Contact
Sending a Message to a Contact Outside the District
Before sending a message to a contact outside the district, you will want to
make sure that they are added to your “contact” list (address book). The
steps below describe two of the easiest ways to do this.
Option 1:
Adding a Contact after Receiving an Email from the Contact
� Double-click the message.
� Right-click on the e-mail address when you receive a message from
someone that you know is NOT in your Contacts. When you RIGHT
click on the address, your screen should look like the one below.
� Click “add to contacts” (see picture above).
� An untitled contact menu screen will appear.
� The email address of the contact should appear in the email field.
Click “add to
contacts”
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� Make sure that the “display name” (above the email address)
appears correctly. The display name is the way that they will appear
in your contacts (address book) (i.e. Jane Smith or Smith, Jane).
� Enter any additional information about your contact such as last
name, first name, phone number, etc.
� Click the “save and close” button. If you do not click this button, the
information will not be saved!
Option 2:
Manually Adding a Contact
� From the main page of Outlook Web Access (OWA) click
“new” then “contact”.
� A contact window will open.
� Enter the last name, first name, display name, and email
address for the contact. The display name is the way that they will
appear in your contacts (address book) (i.e. Jane Smith or Smith,
Jane).
� The other fields are optional.
� Click the “save and close” button in the top left corner. If you do not
click the “save and close” button, your information will be lost!
Step 1:
Enter last
name &
first name
of your Step 2:
Enter the
display
name and
address of
Step 3: Click “save and
close”.
Entering additional
information is optional.
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Sending an Email (Contact Outside the District)
Hint: Option 2 is easier and faster!
Option 1:
� After your contacts have been added to your contact list (address
book), return to the Outlook Web Access main page by clicking
“inbox” from the navigation pane (left side of the page).
� Click the drop down arrow key next to the
“new” icon and select “message”.
� A new window will open where you will enter or
select the recipient’s email address (see
instructions below) and compose your message.
� Click the “To:” button.
� Select “contacts” from the “find
names in” field.
� Enter the recipient’s last name in the
last name field. You can also enter
the first few letters of the recipient’s
last name.
� Click the “find” button.
� Select the appropriate name and click
the “to”, “cc”, or “bcc” button.
� To add additional recipients, repeat
the above steps.
� Click the “close” button to return to
the new message window.
� Compose your message and then click “send”.
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Option 2:
This is the easiest and fastest option.
This option works for finding both Paris ISD employees and names that you
have entered in your contacts.
� In the new message window enter the first few letters of the
recipient’s last name in the “to” field and click the
“check names” icon.
� If OWA finds a match to the name that you entered,
the name will be underlined and appear in your “to” box.
� If more than one matching name is found, the “check names”
window will appear (shown below).
� Select the correct name and click “ok” to add the recipient to the
email.
� Repeat the above steps for adding additional recipients.
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Groups (Distribution List)
In Outlook Web Access, groups are called distribution lists. Before creating
your own distribution lists, you’ll need to make sure that all of the contacts
are in your address book under “global address list” (All Paris ISD
employees are here) or “contacts” (All other email addresses are here).
Paris ISD Campus groups have already been created.
Sending an Email to Entire PISD Campus
� To send a message to entire campus, follow the instructions for
creating a new message.
� Enter the campus abbreviation listed below.
o Headstart- hsm
o Givens- gem
o Justiss- jem
o Aikin- aem
o Crockett- cmsm
o Travis- tjhm
o Paris High- phsm
o PASS- mpssm
o Central Office- com
o Maintenance- mainm
o Federal Programs & Special Services- spm
� Click the “check names” icon.
� If OWA finds a match, the group name will be underlined and appear
in your “to” box.
� If the check names window appears, select the appropriate building
and click “ok”. The group will appear in the “to” field. It is not
necessary to add the group to the “Bcc” field. Users will not see the
entire list of addresses.
� Type the message and then click “send”.
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Creating a Distribution List (Group)
� From the main Outlook Web Access page, click “new” then
“distribution list”.
� Enter a name for your distribution list in the “List Name” field (Math
Department, 5th
Grade Teachers, Friends, etc.).
� Click “find names”.
� Select “global address book” or “contacts” from the drop down
menu. Names in the global address book are Paris ISD employees.
Names in the contact list are names outside the District.
� Enter the first few letters of the first recipient’s last name.
� Click “find”.
� Click the recipient’s name from the list and click the “add recipient to
distribution list” button.
� Repeat the above steps until all recipients have been added to your
group.
� Click the “close” button.
� You will be returned to the Distribution List window. The name of
your list will appear at the top and the members of the list will
appear in the bottom section.
� Click the “save and close” button in the top left corner. If you do not
click this button, your group will be lost!
Removing a Contact from a Distribution List
� Click the “contacts” link from the navigation pane (left side of the
screen).
� You will see a list of all contacts and distribution lists (distribution
lists have different icon).
� Double-click the distribution list.
� Click on the name that you want to remove.
� Click the “remove” button.
� Click the “save and close” button.
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Sending a Message to a Distribution List (Group)
Use these instructions for sending a message to groups (distribution lists)
that you have created.
� Click “new” then “message”.
� In the “to” box, enter the first few letters of the group/distribution
list name.
� Click the “check names” icon.
� If more than one matching group is found, the “check names”
window will appear.
� Select the correct group and click “ok” to add the group to the email.
� Repeat the above steps for adding additional recipients.
� Enter a subject, compose the message, and click “send”.
Managing/Editing a Contact
� Click the “contacts” link from the navigation pane (left side of the
screen).
� You will see a list of all contacts and distribution lists (distribution
lists have different icon).
� Double-click the contact that you need to edit.
� Edit the contact’s information.
� Click the “save and close” button.
Deleting a Contact
� Click the “contacts” link from the navigation pane (left side of the
screen).
� You will see a list of all contacts and distribution lists (distribution
lists have different icon).
� Click on the contact’s name.
� Click the “delete” button from the toolbar across the top.
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Sending an Attachment
� From the main Outlook Web Access page, click “new” then
“message”.
� Use the instructions above to enter the recipient/s in the “To”, “CC”,
or “Bcc” fields.
� Enter the subject.
� Click in the text area where you will type the body of your email.
� Click the paperclip button from the toolbar.
� Click the “browse” button and navigate to the file that you want to
attach.
� Once you find the file, click the file name then click the “open”
button.
� The file will be listed in the box next to the “browse” button.
� Click the “attach” button. The file will be listed in the “current file
attachments” section.
� Click “close”. You will be returned to your email window.
� Compose your message and then click “send”.
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Other OWA Options
Inbox View
There are multiple options for setting the way in which you view your list of
messages. To change the Inbox view, click the arrow key next to “inbox”.
� Select the view. The “messages” view is the view in which you are
most likely accustomed to viewing. However, you can also view your
mailbox by subject, sender, unread messages, etc.
Sorting Messages
You can sort your messages by sender, subject, or date by clicking on the
appropriate title at the top of the column.
Deleting “Deleted Items”
OWA does not automatically empty the deleted items/junk mail folder
upon exit.
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� To delete all items in your “deleted items” folder, click the folder
name (deleted items).
� Click the “empty deleted items” icon (trash can) to delete all mail in
this folder. You can also delete items one at a time by clicking the
message and then clicking the delete icon (X).
Deleting Items from Other Folders
� To delete ALL mail from folders other than deleted items, you’ll need
to select all messages by clicking on the first message.
� Press and hold the shift key and click on the last message.
� This will hi-light all messages.
� Click the “delete” (X) button from the toolbar.
Creating Folders
� Click the “Inbox” folder on the left side of the page.
� Right-click on the “inbox” folder and then click “new folder”.
� Type the name of your new folder and then click “ok”.
� The new folder will appear as a sub-folder in your inbox.
� You can create as many folders as you need.
Moving a Message to a Folder
� Click on the message that you want to move.
� Hold your mouse down and drag the message to the folder.
� Release the mouse.
Copying a Message to a Folder
� Click on the message that you want to copy.
� Click the “move/copy” icon
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� Click “inbox” and then click the folder to which you want to copy the
message.
� Click the “copy” button.
Flagging Messages
You can organize your inbox by flagging messages using colored flags.
There are six flag colors to use: Red, Blue, Yellow, Green, Orange, and
Purple.
� To assign a flag to a message, click the message.
� Right-click the “grey” flag in the far right column.
� Click the colored flag.
� You can also right-click the flag and select the checkmark to indicate
that the task has been completed.
Using the OWA Calendar
The Microsoft OWA Calendar is the scheduling component of Outlook Web
Access. It integrates with e-mail and contacts. You can view a day, a week,
or a month. You can use the OWA Calendar to manage your daily, weekly,
monthly, and yearly activities.
� To access the OWA calendar, click the calendar button from the
navigation pane on the left side of the
page.
� You can view your calendar by the day, week, or month.
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Scheduling an Appointment
� Double click the day on which the appointment/event will occur.
� Enter a title in the “subject” field and select the start and stop time.
� Enter a location (optional).
� Enter notes or comments about the meeting in the bottom section of
the window (optional).
� If the appointment or event is all day, check the “all day event” box.
� If you want to be reminded about the appointment, check the
“reminder” box and select the number of minutes prior to the
appointment that you want to receive a reminder.
� If the event is a recurring event, such as a birthday, click the
“recurrence” button from the top of the window.
� Complete the information in this window and click “ok”.
� When you have entered all information, you MUST click “save and
close”. If you do not click this button, your information will be lost.
Inviting Attendees to Meeting/Appointment
� Schedule the appointment following the instructions above.
� After date, time, location, meeting title (subject) have been entered,
click the “invite attendees” button.
� The window below will appear.
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� Enter the first
few letters of the recipient’s last name in the “required or optional”
box. (Adding a name in the required box indicates that the recipient
is required to attend. Adding a name in the optional box indicates
that the appointment/meeting is optional for that recipient.)
� Click the “check names” icon.
� If OWA finds a match, the name will be underline and appear in the
“required” or “optional” box. If there is more than one matching
name, the “check names” window will appear. Select the
appropriate name and click “ok”.
� Please be aware that notes/comments that you have entered will be
available for all “invitees” to see.
� Click the “send” button.
� The recipients will receive an email indicating that they have been
invited (or required) to attend a meeting. They will have the option
to accept or decline the invitation if the meeting was optional. If the
recipient accepts, the meeting will be added to their calendar.
Canceling a Meeting/Appointment
� Open your calendar and click the title of the meeting.
� Click the “delete (X)” icon from the toolbar.
� If others have been invited to attend the meeting, you will receive an
alert that asks you if you want the others to be notified that the
meeting has been canceled. Click “yes”.
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� A new message window will open with a notice that the meeting has
been canceled.
� Click “send”.
Using Task Manager
Use the task manager to manage your “to do” list.
� To create a new task, click the “tasks” button from the navigation
pane (left side of the screen).
� Click the drop down arrow key next to “new” then “task”.
� Enter the title of your task in the “subject” field (i.e. Enter test
grades).
� Select a due date (optional).
� Select a start date (optional).
� Select a priority level (optional).
� Enter any notes or comments in the text box (optional).
� If this is a recurring task, you can click the “recurrence” button and
select the appropriate settings.
� Select the status (optional).
� Click “save and close”. If you do not click “save and close”, your task
will NOT be saved!
� Your task will be added to your task list.
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� If you selected a due date, you will receive a reminder each day
listing your upcoming tasks.
� When you have completed a task, double click it and select the
“completed” option under the status drop down menu. A line will be
drawn through the task to indicate that you have completed it.
� To delete the task from your list, click once on the task and then click
the “delete (X)” button.
“Options” Button
“Options” allows you the ability to personalize your Outlook Web Access
(MS Exchange) 2003. Be sure to Save and Close when you are finished,
otherwise your changes will not take effect.
� From the navigation pane, click “options”.
Out of Office Assistant
This feature is similar to the “auto-responder” or
“vacation message” that you may have used in the past.
� Select “I’m out of the office” and enter a message in the text field. A
message will be sent each time you receive an email which will alert
the sender that you are away.
� When you return to work, be sure to change the setting to “I’m in the
office”. Delete the message that you entered in the text box.
� If this is the only option that you are enabling/disabling, be sure to
click “save and close” when you are done.
Messaging Options
This feature allows you to set the number of messages that are displayed in
your inbox, options for new incoming mail, signatures, and default fonts.
To change the font and font size that you use each time you compose a
message, click the “choose font” button and select the new font and font
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size. If this is the only option that you are changing, be sure to click the
“save and close” button before exiting.
Reading Pane Options
Recommended Setting: “Mark item displayed in reading pane as read.”
“Wait 3 seconds before marking item as read.”
Spelling Options
In this section, you can enable/disable spell check.
Privacy and Junk Mail Prevention
Recommended Setting: Select “Filter junk email.”
Mail suspected to be spam or junk mail will be automatically delivered to
your “junk mail” folder in the navigation pane (left side of page). Check
your junk mail folder often to make sure that legitimate emails have not
been delivered by mistake. You’ll also need to empty your junk mail folder
on a regular basis (recommended daily).
If you there are legitimate emails that you receive on a regular basis that
could be considered junk mail, but you want to be delivered to your inbox,
click the “manage junk email lists” button.
� Click the “add” button.
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� Enter the email address from which the mail is sent.
� Click “ok”.
� The email address will be entered as a “safe sender” and future email
will be delivered to your inbox instead of the junk mail folder.
If this is the only setting that you are changing, be sure to click the “save
and close” button before exiting.
Appearance
Click the drop down arrow to select a different color scheme. If this is the
only setting that you are changing, be sure to click the “save and close”
button before exiting. You may need to refresh your browser or exit
completely in order to see the new color scheme.
Calendar Options
Set options for how you want your calendar to appear. See page 20 in this
user’s guide for instructions on using the calendar.
Reminder Options
These options work with your calendar and task manager. It is
recommended that you leave these settings as they are until you have
worked with the calendar/tasks feature.
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Outlook Web Access
Opening Attachments/Accessing Internet Links
If you are experiencing difficulty opening attachments or accessing internet links from
an email, there are two common errors that users experience. The information below
should help.
Error #1
After clicking on a link or trying to open an attachment, you receive the “cannot display
the webpage” error.
� After clicking on the attachment or link, look in your address bar. You'll probably
notice that the first part of the address begins with “http://mymail.parisisd.net”
followed by a second "http".
(http://mymail.parisisd.net/exchweb/bin/redir.asp?URL=http://www.bwatchnetworks.c
om/track/click_thru.asp?BID=4644%26CID=3243645%26RURL=http%253A%252F%252F
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Right click the attachment.
www%252Ebusinesswatchnetwork%252Ecom%252Fnewswatch%252Fvol9%252Ftechw
atch8%252Ehtm) .
� Click on the address.
� Delete everything before the second “http”.
� Press enter.
� Your attachment/link should open.
Error #2
After clicking on a link or trying to open an attachment, you receive an error message
that says you must save the attachment to a disk.
� Click “ok”.
� Right click on the attachment.
� Select “open in new window” or “open in
new tab”.
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� The link or attachment should open in a new window/tab. Click on the new tab
to view the link/attachment.
Additional Solution
� Open Outlook Web Access (OWA) and click the “options” button from the
navigation pane on the left.
� Scroll down to the “Privacy and Junk E-Mail Prevention” section.
� Uncheck the “block external content in HTML e-mail messages” option.
� Click “save and close”.