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Outlook Web Access (OWA) Training

email contacts calendars. Outlook Web Access (OWA) Training. Topics. OWA vs Outlook Client Cached mode vs. online mode. General. Mail Logging into OWA Navigating mailbox: Reading messages New messages New mail folders Reply/Forward/Print/Delete Mark, Flag, Pin messages

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Outlook Web Access (OWA) Training

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  1. email contacts calendars Outlook Web Access (OWA)Training

  2. Topics • OWA vs Outlook Client • Cached mode vs. online mode General Mail • Logging into OWA • Navigating mailbox: • Reading messages • New messages • New mail folders • Reply/Forward/Print/Delete • Mark, Flag, Pin messages • Filter, Sort, Conversation View • Archive or Move messages • Mark junk • Rules Mail Settings • Setting up signature • Setting up out-of-office reply • Changing Default Reply • Setting alert for incoming mail • Blocked/Safe list • Advanced Search • Display settings • Contacts • Viewing Contacts • Adding Contacts • Importing contacts • Calendars • Viewing calendars • Change view • Search Calendar • Create event • Setting up meetings • Viewing room calendars • Sharing calendars (and unsharing)

  3. OWA: Outlook Web Access/App • OWA allows you to access your email through any web browser connected to the internet. OWA is part of Office 365. • The Outlook client also allows you to access your email, but requires you to install software on your device. Outlook is included as part of the Microsoft Office suite. • Generally, Outlook offers more features than OWA, such as integration with other Office Suite apps. • OWA offers anywhere access, and is (generally) faster.

  4. Outlook Client Features • Complete offline access. • Delay or schedule emails. • Paste objects into messages. • Advanced search features. • Advanced display settings.

  5. Cached Mode vs Online Mode • OWA is always in online mode (offline available when enabled and on updated browsers). • Outlook Client can be in cached mode or online mode. • Online Mode: pulls info directly from server (does not create a local copy to work from), and requires a connection. • Cached Mode: pulls info from a local copy on your machine, which is updated periodically from the server.

  6. Cached Mode vs Online Mode (cont.) • Cached Mode: allows users to work offline, and users feel less impact from network connectivity issues. • Online Mode: best if using a client with shared machines (OWA may be best option in that case), or if working with very large mailboxes (over 25 GB) when disk space is an issue (or limit the size of the local cache to only messages from past 3 months, for example).

  7. OWA Interactive Training Click on area indicated (reading or slideshow view) Yes! Just like that! Peach callouts indicate when action is required from you. Click on the indicated object (this one).

  8. Logging in http://email.wustl.edu/

  9. Logging in http://email.wustl.edu/ Nav bar with support info, training, and guidelines

  10. Logging in http://email.wustl.edu/ Access OWA here using your WUSTL key

  11. Logging in Or go directly to the OWA portal: http://email.wustl.edu/mail click

  12. Navigating Your Mailbox Click on a message to open in the reading pane. Double-click to open in a new window. click

  13. Navigating Your Mailbox search Folders in far left pane. Search for messages or people. Create new message or folder. New message Right-click a folder to create new Folder list

  14. Navigating Your Mailbox Default setting is Reply all (click gear icon to change). Click down arrow to Reply, Forward, Print, etc. click

  15. Navigating Your Mailbox Hover over message to: delete, mark as read/unread, flag, pin

  16. Navigating Your Mailbox Click All to: Filter, Sort, and Turn on and off Conversation View (by folder) click

  17. Organizing Your Mailbox: Archiving Selecting a message changes your task ribbon along the top. Archiving moves messages from inbox without deleting. click

  18. Organizing Your Mailbox: Archiving Set up an Archive folder the first time you archive (play video for example).

  19. Organizing Your Mailbox: Sweep, Junk, Move Sweep to delete or archive batches of emails. Mark Junk emails. Move to different folder.

  20. Organizing Your Mailbox: Rules Right-click a message to create a new rule based on this message. • Name your rule, then add conditions and actions. • Narrow: add more conditions • Broaden: delete conditions • Actions: move to folder, delete, junk, forward, etc. • Hit OK to save.

  21. Searching in OWA In OWA, begin searching in the search field in the upper-left hand corner. Enter your search term, then hit enter or click the magnifying glass to see advanced search features. • You can narrow your search by: • folder • sender or receiver • attachments are included or not • date of message

  22. Searching in OWA: Advanced Query Search Enter a keyword from table followed by colon and search term. Example to search only subject field for “database”, enter subject:database in search box.

  23. Setting Up a Signature Click gear, and search “signature” in settings search bar. Click “Email signature”. Or scroll down to select App Settings for Mail.

  24. Setting Up a Signature Under Layout, choose Email Signature. Select options. Save. Click the back arrow next to Options to return to mailbox.

  25. Setting Up Automatic Replies Under Mail, open Automatic processing, choose Automatic replies. Hit Save when finished. Click the back arrow next to Options to return.

  26. Changing Default Reply Under Mail, open Automatic processing, choose Reply settings. Select choice, click Save. Click the back arrow next to Options to return to mailbox.

  27. Setting an alert for incoming mail Under Mail, choose Message options. Select preference, click Save. Click the back arrow next to Options to return to mailbox.

  28. Blocked/Safe Sender List Under Mail, choose Accounts. Select Block or allow. Enter a sender or domain, and click plus sign to add to your safe or blocked list. Emails from those senders or domains will be moved automatically to junk (or never moved to junk for safe senders).

  29. Display Settings Gear  Display settings.

  30. Contacts Contacts are accessed through the People app. Click the App launcher in the upper left (or right on small windows), and choose the People tile.

  31. Contacts Use Search People to find contacts in the Wash U Directory. If no search results appear, be sure you are searching the Directory. Add to contacts, or a Contact List. click

  32. Contacts To add a Contact not in the Wash U Directory, choose New  Contact. To import contacts from other email accounts, choose Manage  Import contacts.

  33. Calendars Click the App launcher in the upper left (or right for small windows), and choose the Calendar tile.

  34. Pin the Calendar to Navbar From the app launcher, hover over top right corner. Click on ellipsis that appears. Click Pin to navbar. Do the same for your Mail App, as well, to quickly switch between them.

  35. Calendars Change Calendar View in upper right. Search Calendar events in upper left. Share with others (full details or just availability).

  36. Calendars Sharing: Click Share twice. Enter email address(es) in Share with: (just type name to search Wash U directory or contacts). Customize subject line. Choose permission level. Choose which Calendar. Hit Send. Enter emails, or search by name Click twice Select permissions Choose calendar to share

  37. Calendars Unsharing: Right-click your calendar. Choose Permissions… Change permission level or click x to remove altogether. Save or Discard changes.

  38. Calendars: Create an Event Click New. • Under Details, add a title, location, and start and end dates and times. • If it's an all day event, select the All day check box. • When you don't want others to see the details of a calendar event, select the Private check box. • To make this a recurring meeting (a series), in the Repeat list, pick how often you want it to take place, and in the From and To boxes, set the dates that you want the recurring appointments to span, for example, repeat this meeting every Wednesday from March 4th to May 6th. • In the Reminder box, set the lead time to remind the participants of the approaching appointment. • NOTE    Use the Email reminder and Send reminder to boxes to send an email reminder to yourself or to the participants. Fill out the reminder message box, and click Save.

  39. Calendars: Set Up a Meeting Follow steps for creating a calendar event. Add people. Add room to search room calendar. click Scheduling assistant allows you to view availability of meeting participants and rooms Enter emails, or search by name

  40. View Calendar and Mail Together Outlook Client allows you to “peek” at your calendar while viewing Mail. OWA does not. However, you can open your OWA calendar in a separate tab in your browser.

  41. Settings You may need to change your time zone. Click gear in upper-right and choose Options. Then select Region and time zone, and set to Central Time.

  42. Support Site http://email.wustl.edu/

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