Outlook Web Access

1. OutlookWeb Access Utica Community Schools Technology Department

2. Outlook Web Access Overview • Organize and track all your information • Maintain a personal calendar of appointments, events, and meetings • Schedule meetings • Store names, addresses and other information about contacts • Keep a journal of messages sent, received, Office documents, and events • Access OWA from the Web

3. Accessing OWA from the Internethttp://ucsmail.uticak12.org Last name,first initial,middle initial Your UCS password Security: Public or shared (15 min.)-internet café,etc. Private (24 hours) Entering text in Outlook Web Access items, it is not considered as activity. Use “Save” button often!

4. Navigation pane View pane Understanding the OWA Interface • Main Screen • After entering your username and password, • you will be presented with the OWA main screen, which will be similar to the one displayed below.

5. Understanding the OWA Interface - Inbox • Unread messages have bold type. • Read messages have plain text. • Messages sent as high importance are marked with a red exclamation point to the left of the message. • Messages sent with low importance will have blue arrow pointed down to the left of the message. • Messages with attachments are marked with a paper clip. • Messages you reply to will have a purple arrow in front of the envelope.

6. Understanding the OWA Tool Bar • The OWA toolbar is displayed above the View Pane. See below for an overview of each item on the toolbar. UCS, not contacts

7. Understanding the OWA Interface - Messages • In order to view your messages in OWA, position your mouse over the message you’d like to read in the View Pane, and click it. Your message will be displayed in the View Pane.

8. Understanding the OWA Interface - Messages • Click on column (from,subject, & received) to reverse order. • To read a message, click on any part of message.

9. View all messages Toolbar Understanding the OWA Interface - Messages When you login, your inbox (list of messages) will appear in the view pane. Your message is now open

10. Opening Attachments • Select attachment by double clicking. Note: Download menu may show up • when using Safari & attachment might be sent to the desktop. • OR simply drag attachment to desktop

11. Opening Attachments If you run into “issues”, Control click to get this screen and select “Download Link to Disk”

12. Creating/Sending New Message

13. Creating/Sending New MessageFirst Method Type in email address

14. Creating/Sending New MessageSecond Method • Type in last names separated by semicolon & click on the check names button (global address book & contacts) • Black (name NOT email address) vs red font • Click on red (can’t resolve)

15. Creating/Sending New MessageSecond Method, cont. • Choose the correct “Smith” from the list by clicking to the left of the name (business card icon represents a contact) • Select: “To”, “Cc”, or “Bcc” & then, click “Apply” • Selected name is now included

16. Creating/Sending New MessageThird Method • To locate a UCS employee or search by grade level , building, etc., click the address book (To:button) • When all buildings have been migrated, you will be able to search by multiple topics & add to recipient list (limited list at present time)

17. Creating/Sending New MessageThird Method, cont.

18. Creating/Sending New Message Third Method, cont. Finding a Group

19. Adding an Attachment • Click the paperclip icon on the toolbar to add an attachment • Click “Browse” to locate file/picture • Click “Open” to choose picture/file • Click “Attach” to add attachment

20. Adding an Attachment • Process may be repeated before you close the window • Then, send or return to message

21. Signature & Out of Office Assistant“Options” • Messaging options (items per page, automatically include signature, & enter signature • Out of Office (select & enter message)

22. Printing ,file print, or use print icon from browser

23. Add Contacts

24. Enter Contact Information Save Attachment Delete Map Close(exit screen w/o saving)

25. Create Distribution List (group) • Click “New” Distribution list • Name the list (group) • Add names • Or use address book. • (or use “Find Names” for UCS members)

26. Create Distribution List (group) • Check box to the left of the name • Add recipient to “Distribution list” • Note: name(s) appear on bottom of window • Save after adding additional names • Note: To add contacts, copy & paste email address from contact list

27. Deleting Items This icon sends item to deleted folder

28. Recovering Deleted Items • Mail folders (mail deleted goes into “deleted items” folder • Deleted items can then be deleted from folder • These “Permanently Deleted” items can be recovered within 4 days • To recover: Select “Options” from Navigation pane

29. Recovering Deleted Items, cont. • Select “View Items” • Check items and “Recover” or “Permanently Delete”

30. Getting Help Select the “Help” button on the view pane toolbar.

31. Got Questions? • Contact: Stacey Soderman ext.6834 stacey.soderman@uticak12.org

32. Additional Features • Calendar • Spell check • Thesaurus

33. Calendar - Schedule a Meeting/Appointment • Enter recipients by one of the 3 methods • Save (puts it on calendar) • Send (sends email to recipients) • Note: All day event appears at the top of the calendar 30 min delay

34. Calendar • An Appointment is an activity that can be scheduled • for any specific time period and consumes • a block of only your time. • (Note: Full blown version includes meetings and events)

35. Calendar , cont. • Double click on meeting to view details

36. SPELL CHECK

38. THESAURUS

39. Got Questions? • Contact: Stacey Soderman ext.6834 stacey.soderman@uticak12.org