Outlook Web Access Training web...Navigating Outlook Web Access Overview 1. Folder Pane - contains...
Transcript of Outlook Web Access Training web...Navigating Outlook Web Access Overview 1. Folder Pane - contains...
Outlook Web Access TrainingTraining by CCRSB IT
Overview
★ Outlook Web Access - Full vs Light Version★ Supported Browsers & Operating Systems★ Launching Outlook Web Access★ Navigating Outlook Web Access★ Changing your Password★ Sending/Receiving Email Messages★ Creating an Email Signature★ Organizing your Email★ Using the Calendar★ Working with Contacts★ Using Tasks★ Adding Outlook Account to Mobile Devices
Outlook Web Access - Full Version
Outlook Web Access - Light Version
Supported Browsers - Windows
Supported Browsers - Other Operating Systems
Supported Browsers - Mobile Operating Systems
Outlook Web App (OWA) - Phones and Tablets
Launching Outlook Web Access
● Start by launching an internet browser (Internet Explorer, Firefox, Google Chrome, etc).● Then browse to https://webmail.ccrsb.ca
○ Additionally you can find a link to this page by going to http://ccrsb.ca -> Staff -> Quicklinks -> Outlook Email● Once you get to the login page, as seen below, simply type in your username and password.
○ If you check the box for “Private computer” the timeout will increase to 8 hours instead of every 15 minutes.
Outlook Web Access OverviewNew Mail Button
Folder Pane
Selected View Pane Selected Message (highlighted)
Navigation BarNew Mail Icon Settings(Gear Icon)
Email Message
Reading Pane
User’s Name
Navigating Outlook Web Access Overview1. Folder Pane - contains shortcuts to folders and locations, as well as a hierarchical list of all folders.2. Selected View Pane - displays the contents of the selected folder.3. Reading Pane - displays the contents of the selected email message.4. Settings Menu (Gear Icon) - to change display, layout options, etc.
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Navigation Bar
Mail – for managing your mail
Calendar – for managing Calendar
People – allows you to create groups for sending messages
Tasks – Current To do list
Changing Your Password
● Click the Gear icon to display additional options● Click “Change password”
○ As pictured on the below
Changing Your Password Continued
● Once on the Change password page, type in your old password and then your new password○ Please note that Outlook only
supports strong passwords:■ Can’t contain your first or last
name■ You cannot reuse an old
password■ 8 characters■ Must contain 3 of 4 types
characters● Upper Case● Lower Case● Numbers● Special Characters (!
@#$%^&*)
Receiving Email
Folder Pane
Selected View Pane Selected Message (highlighted)
Email Message
Reading Pane
New Mail Icon
Folder Pane
Favorites section: add frequently used folders from User’s folder below• Use Drag and Drop
Create and Navigate between folders
Selected Folder Highlighted and shown above
Selected View Pane
The 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
If the Flag is Red then the message has already been added to your tasks.
The Flag allows you to mark the message for follow up or add it to your tasks.
Selected View: Context Menu
Right click on any message in this view to reveal the context menu.
Options provided:• Delete• Mark as unread• Flag - marks it for follow up or add it to your tasks. • Move - move the message to other folder.• Ignore - deletes all messages for the selected
conversation from all folders except Sent Items. All new items that are part of the selected conversation will also be deleted.
• Categorize - allows you to assign a colour code to each email.
• Create Rule - allows you to setup email rules to automatically move messages to the correct folder based on criteria such as sender, subject, etc.
Reading Pane – Display Selected Email MessageSubject Sender
Recipient
Message
Compose New Email Messages
In Outlook, click in the upper left. A new message form will appear in the reading pane.
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1. Type in Receipt’s e-mail address or contact name.
2. Add receipt’s address for anyone you would like to carbon copy this message to.
3. Add a Subject line to email4. Add content to the email5. To add an attachment, click Insert
(paperclip icon)*Total message size is limited to 35MB including attachments.
6. When finished, click Send.
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Where Did BCC and From Fields Go?
By default “BCC” and “From” fields are hidden.When composing an email and you need either of these fields, you can temporarily enable these fields by:
● Open the email you wish to compose● Click ellipsis (3 Dots) to view more options● Click “Show Bcc” or “Show From” to temporarily enable these fields.
Permanently Enable BCC and From Fields
To enable these fields by default you can:● Click Gear icon, then Options● On the Options panel, go to Settings● Under heading “Message Format” Check the box to “Always show Bcc” and/or “Always show From”
Replying / Forwarding an Email
#1 Select Message (Highlighted)
#2 Select Actions
Email message you plan to respond to
Replying / Forwarding an Email: (After Selecting Action )
Note that you can delete your response by clicking Discard
Add the Cc and Subject information if required
Type your message in the body of the pane
If you need to attach a file use the Insert (Paperclip icon)
When finished, Click Send
If you walk away in the middle of an email, Draft notice will appear
Creating an Email SignatureTo enable these fields by default you can:
● Click Gear icon, then Options● On the Options panel, go to Settings● Under heading “email signature” create your signature using the text editor
○ If you want your signature to automatically attach itself to all emails, check “Automatically include my signature on messages I send.”
Creating New Folders
To create new folders:● Right Click on the parent folder you would like to add a child folder to (Example below shows right clicking on Inbox folder)● Click “Create new folder”● In the text box, type name of new folder and press Enter. (Example below shows a new folder called “Outlook Training”)
Right ClickClick
Name Folder and Press Enter
Create Inbox RulesTo create inbox rules:
● Click Gear icon, then Options● On the Options panel, go to Organize email● Under heading “inbox rules” click the plus (+) symbol and then select the option which applies to the rule you want to create
Create Inbox Rules Continued● Select the type of rule you want to create (In the example below I clicked “Create a new rule for arriving messages”)● Choose whether or not to “stop processing more rules” which means if an object gets filtered by this rule it will not get filtered
by a second rule. ● Add a name for the rule and pick a criteria the email has to meet and an action to apply to the email.
○ ‘Add condition’ and ‘add action’ buttons allow you to apply more criteria and more actions to rule● ‘Add exception’ (optional)● Click Save
My Contacts Overview - Personal Address Book
New Contact Button Contacts Menu Bar Edit Contact Delete Contact
Folder Pane Contact List View Pane Selected Contact View Pane
PersonalAddress Book
GlobalAddress Book
Contacts List Options
Contact menu lists options:• All• People• Groups
Sort contacts by:• First name• Last name• Company etc.
People SearchContacts Menu Bar Contact Sort Options
Contacts - Global Address Book
PersonalAddress Book
GlobalAddress Book
Send Email Schedule a MeetingSelected Contact Add to contacts
Add Contact from Global Address Book
1. After you find the Contact you wish to add from the Global Address Book, click Add to contacts.
2. Click Add to contacts a second time.
3. This should popup a template form for your new contact. Add additional info as required or update name fields for your personal address book entry.
4. Once additional info has been click Save to add this contact to your Personal Address Book (My Contacts). This user will automatically be linked to the original contact in the Global Address Book (Directory)
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Manually Adding Contacts
If you wish to add a user who doesn’t exist in the CCRSB Directory (Global Address Book) then you will need to manually add them to your Contacts. When on the “People” page, Click
1. From the pop-up, Click Create contact
2. Fill out New Contact form. Fields consist of: First Name, Last Name, Email, Phone, Address, Work information, etc.
3. Once the information has been filled out, click Save to add the contact to your Personal Address Book.
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Adding GroupsIf you want to add a group of users from either the Global Address Book or your Personal Address Book you can do so by Clicking on the“People” page.
1. From the pop-up, Click Create Group
2. Enter a group name and add member’s email addresses. If you already have the group member as a contact you can start typing their name and click “Search contacts and directory” to display a list of options found either in the Global Address Book or your Personal Address Book.
3. Once the information has been filled out, click Save to add the group to your Personal Address Book.
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Calendar Views
• Outlook has the following calendar views:
• Day• Work Week• Week• Month
View Selected (Highlighted) New Event Button Share Calendar
Print Calendar
Default Calendar
Scheduling a Calendar Event
1) Name the Event2) Add Location3) Add Attendees
4) Add Start/End Time
5) Set Your Status
6) Pick a Calendar7) Frequency of Event
8) Hide Event Details
9) Add Event Details for Attendees
10) Request Response from Attendees
Attachments Added to Event
11) Add Attachments12) Click Send
Responding to Event Request
Event appears as new message
Attachment
Respond to Request
Reviewing Created Events
Click on date to Highlight Event
List of events for that date
Event Details
Tasks - Flagged Messages
● To flag an email for follow up, click on the grey flag to turn it red.
● To mark a flagged item as
complete, click the red flag icon and it will change to a check mark.
● To change a ‘completed’ item back to ‘not finished’, click the check mark icon and it reverts back to a red flag.
● To remove the flag, right-click the flag icon and select ‘Clear Flag’.
Not Flagged (Grey)
Flagged Item (Red)
Completed (Check Mark)
Clear Flag
Tasks - Flagged Items
When you flag a message, the current date is automatically assigned as the follow-up date. To set a different follow-up date, right-click the flag icon.
Default Follow Up-Date
Next Week Follow Up-Date
Task ViewNew Task Button
Selected Task (Highlighted)
Completed Task
Delete TaskComplete TaskEdit Task
Create New Task
1) Click New Task
3) Add Subject
4) Add Due Date
6) Add Notes
2) Insert Document (Optional)
5) Add Additional Details
7) Click Save
Outlook Web App (Android)
Add email address, password and a description for the email account. Tap “Sign in”
Open Google Play Store, search for “Microsoft Outlook” app, install app and open it.
Tap “Exchange”
[email protected] Password
Account Description
Outlook Web App (Android) Continued
You have now successfully added your CCRSB Outlook account to your Android device.
Read device policy and click “Activate” if you agree.
If your device password doesn’t meet requirements the policy will force you to change it. It will also ask you to encrypt your device which is not a requirement at this time.
Adding Outlook Account to iOS Device
Add email address, password and a description for the email account.
Open iOS Settings, tap Mail, Contacts, Calendars and then tap “Exchange”
Tap “Save”
Adding Outlook Account to iOS Device Continued
Once your device password meets minimum requirements, you can tap the Mail app to open your new CCRSB Outlook email.
If your iOS devices doesn’t meet security requirements, it will get you to set a new device password.
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Adding Outlook Account to BB10 Device
Choose Microsoft Exchange ActiveSync
Swipe down from the top of the device, tap ‘Settings’. From the System Settings screen, tap Accounts
Tap ‘Advanced’
Adding Outlook Account to BB10 Device ContinuedYour device will require a password with at least 6 characters and contain at least 2 of the 4 (upper case, lower case, number or a special character)
Add Description, Username, Email Address, Password and Server Address (webmail.ccrsb.ca). Tap “Next”
Leave on what you want to sync and tap “Done”
Adding Outlook Account to Windows Phone
Add your full email address and your outlook password. Then tap “sign in”
Open Settings, tap “email + accounts” Tap “add an account” and then
choose “Exchange”
Outlook Password
Adding Outlook Account to Windows Phone ContinuedYour device will require a password with at least 6 characters and contain at least 2 of the 4 (upper case, lower case, number or a special character)
Set your new device password and then tap “done”
If your password meets minimum requirements you should see Account Added page. Tap “done”
Adding Outlook Account to Windows Phone ContinuedYou have now successfully added your CCRSB Outlook account to your Windows Phone
You should now see your CCRSB account listed under email + Account
You can launch your email by clicking the Exchange tile
Additional Resources
All listed resources can be found by logging into https://staff.ccrsb.ca and going to Outlook on the bottom right hand side of the page.
● Outlook: Overview: https://staff.ccrsb.ca/content/outlook-overview ● CCRSB Frequently Asked Questions (FAQs): https://staff.ccrsb.ca/content/outlook-faq ● Getting Started with Outlook Web App: https://staff.ccrsb.ca/content/getting-started-outlook-web-app● Getting Started with Outlook Client: https://staff.ccrsb.ca/content/getting-started-outlook-client ● Outlook Web Access Full vs Light: http://blogs.technet.com/b/mconeill/archive/2013/08/29/outlook-2013-vs-owa-2013.aspx ● Video Tutorials: https://support.office.com/en-za/article/Outlook-2013-training-courses-videos-and-tutorials-f83e8e60-0bab-47eb-8f6e-c2ecb73124d8
Questions?