Outlook Web Application

Outlook Web Applicaon

Exchange 2010 Quick Reference Guide

Features

hp://outlook.depaul.edu

OWA works in most major browsers:

●IE 7 & later ●Firefox 3.0.1 & later ●Chrome 3.0.195.27 & later ●Safari 3.1 & later

Outlook Web App (OWA)

 Create, delete, & organize con-

tacts

 Access email and voicemail

messages in a unied inbox

 Access email archive

 Organize inbox with sorng,

ltering, & rules

 Drag & drop mail between

folders

 Schedule enhanced out of

oce auto replies

 Request read receipts

 View calendar

 Access shared calendars

 Change permissions

 Schedule appointments &

meengs

 Respond to meeng requests

 Set reminders

 View real me calendar for

meengs and room bookings

 Create, sort, categorize, & mark

complete tasks and agged

items

Select either:

This is a public or shared computer Select this opon if you use OWA on a

public computer. Remember to sign out when and close all windows to

end your session. OWA will log you out aer 15 minutes of inacvity.

This is a private computer Select this opon if you're the only person who

uses this computer. Your server will allow a longer period of inacvity

before signing you out.

Enter your Campus Connect username and password. Click Sign in.

Unread message

Read message

Conversaon

Currently selected message

File aached to message

High or low importance

Meeng request

Reminder scheduled

Message Icons

The OWA Screen

Sending Mail

 New Message: In the message pane tool bar, click New & Message or

press Ctrl + N.

 Save Message as Dra: Click the save buon in the message window.

The message will appear in Dras unl it has been sent or deleted.

 Create a Signature: From the opons menu, select See All Opons.

Then, select Sengs. Enter and format your signature in the E-Mail

Signature box. If you choose, check the box Automacally include my

signature on messages I send. Click the save buon at the boom

right of the window. If you do not check the Automacally include

box, manually add the signature to messages by clicking the signature

buon at the top of the message window.

 Sort Inbox: By default, messages are sorted by date, with the newest

on top. To show the oldest on top, in the message pane click Newest

On Top. For other sort opons, click Conversaons by Date, and

choose an opon from the drop down menu.

 Filter Inbox: In the message pane toolbar, click Filter then Apply. The

properes of your lter will now be displayed in a blue bar below the

toolbar. To save lter for future use, click . To remove, click .

 New Folder: Right-click on Inbox in navigaon pane. Select New Folder.

 Categorize Messages by Color: Click a message to select. Click the small

gray box above the date/me of receipt & select a color. To assign col-

ors to categories, select Manage Categories.

 Request a Delivery or Read Receipt: In the message window, click Op-

ons. Then check Request a delivery receipt to receive a receipt when

the message is delivered to the recipients inbox and/or Request a read

receipt to receive a receipt when the recipient reads the message.

 Access Email Archive: Your archive is located in the navigaon pane.

For more info, please see the document Email Retenon & Archives.

 Open Another Inbox: Click your username in the window’s upper right

corner. Type the username of the account you wish to open & click

Open. Note: To open another account, the owner of the account must

have already assigned you delegate rights. For more informaon, see

the documents Delegate Access in Outlook 2010 or ...Outlook 2011.

Mail Basics

 Open a Message: Select the message

to view in the reading pane or double

click to open in a new window.

 Expand a Conversaon: click the

small arrow next to the message icon.

Select messages in the conversaon

to view them in the reading pane.

 Reply to Message: In the reading

pane tool bar, click purple arrow to

reply to sender or double purple ar-

row to respond to all recipients.

 Forward a Message: In the reading

pane toolbar, click the blue arrow.

 Delete a Message: Select the mes-

sage & press the Delete key.

 Open a Voicemail Preview: Ex-

change 2010 sends voicemail mes-

sages straight to your email inbox.

The message contains a text preview

& an MP3 of the recorded message.

In Internet Explorer, click the play

buon embedded in the email to

hear the message.

In other browsers, click the aach-

ment to download & play the MP3.

The conversaon view improves managing

related messages. The user can see the

complete course of the conversaon, in-

cluding responses from the Sent folder.

There is no more searching for the various

parts of a conversaon. Messages are ar-

ranged by the me the last response was

received. To turn conversaon view on or

o, click Conversaons By Date in the sort

toolbar in the message pane. Check or

uncheck Conversaons.

Conversaon View

Mail Tips & Tricks

 Open Calendar: Click the Calendar buon on the navigaon pane.

 View by Day, Work Week, Week, or Month: Select an opon in the view pane toolbar.

 Schedule an Appointment: In the view pane toolbar, press Ctrl + N or click New and Appointment.

 Create a Meeng Request: In the view pane toolbar, click New and Meeng Request.

 Schedule a Recurring Appointment or Meeng: Click the repeat buon in the appointment window toolbar.

Make selecons and click OK.

 Edit a Calendar Item: Double click the item to open it in an appointment window and make

changes. To save to your calendar only, click the Save icon. To send updates to other meeng

aendees, click Send Update.

 Delete an Item: Select the item and press the Delete key.

 Schedule an All Day Event: Check All Day Event in the appointment window.

 Add a Shared Calendar: In the view pane, click Share and Add Calendar. Type the account name of the calendar

you would like to view and press Enter. OWA will oer suggesons from the Global Address Book. Click the cor-

rect account name when it appears. To search the Global Address Book, click Name.

 View Reading Pane: In the view pane toolbar, select Right or O.

 Set Your Work Week and Work Hours:

Out of Oce Assistant

Calendar Meeng/Appointment Window

Calendar Basics

In the Outlook Web App, select Opons, then select Set Automac Replies….

Internal (DePaul.edu) Senders: Select Send automac replies. Enter text of mes-

sage in the text box.

External Senders: To turn on, select Send automac reply messages to senders

outside my organizaon. Choose either to send replies only to those in your Con-

tacts list, or to send replies to all senders. Enter text of message in the text box.

Preschedule Auto Replies: To preschedule start and end dates, check Send re-

plies only during this me period, and choose a Start me and End me.

The OWA Opons menu oers a wide variety of

choices to customize your email, calendar, and

phone experience. Among the opons in this menu

you will nd: Inbox Rules, Auto Replies, Delivery/

Read Reports, Calendar Appearance, Language,

Date Format, Time Format, Time Zone, Voicemail

Opons, Missed-call Nocaon Preferences, Reset

Voicemail PIN,

Mobile Phone

Details, Mobile

Phone Wipe De-

vice, and Block

or Allow Junk

Mail Sengs.

 Open Tasks: Click Tasks in the navigaon pane. Your tasks

from Outlook on your PC or Mac will automacally sync. At

the top of the navigaon pane, choose to view All tasks or

only those that are Acve, Overdue, or Complete.

 Create a Task: In the view pane menu, click New. Enter the

name of task in Subject. Oponal: enter addional infor-

maon. Click Save and Close.

 Quick Method to Create a Task: At the top of the view

pane, where it says Type a new task, type the subject of

your task. Click No due date to view a drop-down calendar

and select a due date. Click the small Add new task

buon to save.

 Set Due Date: Select a due date from the drop down menu

when creang or eding a task.

 Set a Reminder: To be reminded of a task, check the Re-

minder box in the Task window and set a date and me

using the drop-down menus. Click Save and Close. If you

used the Quick Method or did not set a reminder when you

originally created the task, double click the task from the

navigaon menu to open the Task window.

 Edit a Task: Double click task from the view pane to open

the Task window. Make changes & click Save and Close.

 Flag a Message as a To-Do Item: In the message pane, click

the small gray outline of a ag to the far right of a message.

The ag will turn red. Now it is available in the Task list.

Right-click the ag to edit the due-date or set a reminder.

 Complete a Task: Click the box to the le of the task.

 Delete a Task: Select the task, then in the view pane

toolbar click the delete buon, which looks like an X. Or,

right-click the task, and click Delete.

 Open Contacts: Click Contacts in navigaon pane.

Your contacts from Outlook on your PC or Mac

will automacally sync.

 Find a Contact: Click Search Contacts in the navi-

gaon pane search menu and type the name.

 Send a Message to a Contact: Click the contact.

In the view pane toolbar click the small arrow

next to New and then Message.

 Create New Contact: In the view pane menu, click

New. Enter contact’s info. Click Save and Close.

 Edit a Contact: Double click the contact. Edit,

and then click Save and Close.

 Create New Contact Group: In the view pane win-

dow menu, click the small down arrow next to

New. Then click Group. Enter a name for the

group in Group Name. In Members… begin typ-

ing names of contacts, and OWA will suggest con-

tacts. Click a contact’s username to select and

click Add to Group. Or, to select users from the

Global Address Book, click Members... There,

select names of contacts and click Members -> to

add each to the list. Once you have selected all

the contacts, click OK, then Add to Group. When

the list is complete, click Save and Close.

 Send a Message to a Group: Click Contacts in the

navigaon pane. Select the correct contact group

and double click. Click the mail icon at the top of

the window. A new window will open with the

name of the contact group in the To… eld. Com-

pose and send the email as usual.

The light version of Outlook Web App is opmized for accessi-

bility, such as for users who are blind or have low vision. It

provides fewer features and is faster for some operaons.

You may want to consider using the light version if:

 You are blind or have low vision

 You are on a slow connecon

 You are using a computer with unusually strict browser

security sengs

To Switch Versions: Click Opons > Sengs > General. On

the General tab, under Accessibility, select Use the blind and

low vision experience. Click Save. Sign out and sign in again

to complete the change.

For More Informaon: about OWA Light and using assisve

technologies with OWA, see Accessibility in OWA.pdf.

Opons

Blind & Low Vision Accessibility

Contacts Tasks and Flagged Items