Outlook Web Access

INFORMATION TECHNOLOGY SERVICES

AN INTRODUCTION TO OUTLOOK WEB ACCESS (OWA)

The Prince William County School Division does not discriminate in employment or in its educational programs and activities against individuals with disabilities, nor on the basis of age, gender, race, color, religion or national origin.

TABLE OF CONTENTS

Outlook Web Access Training

MICROSOFT OFFICE ? OUTLOOK WEB ACCESS (OWA).................................................................. 4 Signing In To Office 365 OWA ........................................................................................................... 4 Setting the language and Time Zone ................................................................................................. 4 Navigation Bar ................................................................................................................................... 5 The Outlook Window.......................................................................................................................... 5 Create a New Mail Message .............................................................................................................. 6 Adding an Attachment or Picture........................................................................................................ 7 Sending a Message or Saving a Draft................................................................................................ 7 Working with Drafts............................................................................................................................ 7 Create a Signature............................................................................................................................. 8 Receiving Email Messages ................................................................................................................ 9 Opening a Message Attachment ........................................................................................................ 9 Replying to a Message .................................................................................................................... 10 Forwarding a Message..................................................................................................................... 10 Printing Messages ........................................................................................................................... 10 Flagging Messages.......................................................................................................................... 11 Searching Email............................................................................................................................... 11 Filtering and Sorting Messages........................................................................................................ 12 Deleting Messages .......................................................................................................................... 12

OUTLOOK SETTINGS ........................................................................................................................ 13 RULES ................................................................................................................................................ 14

Set Automatic Replies ? Create an Away Message ......................................................................... 14 Creating an Inbox Rule .................................................................................................................... 15 Edit or Delete Rules ......................................................................................................................... 15 MANAGING FOLDERS ....................................................................................................................... 16 Moving Messages to Folders ........................................................................................................... 16 To Create a New Folder:.................................................................................................................. 17 To Rename a Folder: ....................................................................................................................... 17 To Move a Folder in the List............................................................................................................. 17 To Add a Folder Link to Favorites .................................................................................................... 17 To Delete A Folder:.......................................................................................................................... 18 To Empty a Folder ........................................................................................................................... 18 To Empty the Deleted Items Folder:................................................................................................. 18

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Outlook Web Access Training

TASKS................................................................................................................................................. 19 CATEGORIES ..................................................................................................................................... 20

Apply a Category ............................................................................................................................. 20 Add a New (Personal) Category....................................................................................................... 20 To Delete a Personal Category ........................................................................................................ 20 CALENDAR ? MEETINGS AND APPOINTMENTS ............................................................................. 21 Creating Appointments .................................................................................................................... 21 Editing or Deleting Appointments ..................................................................................................... 22 Creating Meetings............................................................................................................................ 23 The Scheduling Assistant................................................................................................................. 24 Rescheduling or Canceling Meetings ............................................................................................... 25 Responding to Meeting Invitations ................................................................................................... 25 SHARING FOLDERS AND CALENDARS............................................................................................ 26 To Share a Folder (Owner) .............................................................................................................. 26 Permission Levels (Roles) ............................................................................................................... 27 Remove permissions ....................................................................................................................... 27 Adding a Shared Folder (Recipient) ................................................................................................. 28 Deleting a Shared Folder (Recipient) ............................................................................................... 28 To Share a Calendar (Owner) .......................................................................................................... 29 Stop Sharing a Calendar (Owner) .................................................................................................... 30 Stop Viewing a Shared Calendar (Recipient) ................................................................................... 30 CONTACTS (PEOPLE) ....................................................................................................................... 31 Create a New Contact...................................................................................................................... 32 Add a Contact from an Email ........................................................................................................... 32 Creating and Editing Contact Groups............................................................................................... 33 To Edit or Delete the Group ............................................................................................................. 33 SIGN OUT OF OUTLOOK WEB ACCESS........................................................................................... 34 Multiple Microsoft Accounts - Workstation........................................................................................ 34

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Outlook Web Access Training

MICROSOFT OFFICE ? OUTLOOK WEB ACCESS (OWA)

Microsoft Office 365 Outlook Web Access (OWA) is a new web-based email system for Prince William County Public Schools faculty and staff. It allows users to access their email, calendars and contacts from any computer with an Internet connection. This document provides an overview of the Office 365 OWA interface and describes how to perform basic tasks such as sending and receiving email, managing folders, calendaring appointments and meetings, creating contacts and groups, and setting up sharing/proxy access.

Signing In To Office 365 OWA

To sign in to Office 365 OWA, complete the following steps. The sign in page will automatically adapt to the screen resolution and capabilities of different devices, operating systems and web browsers.

1. Launch an internet browser and enter the URL: 2. Enter your PWCS email address:

3. DO NOT Select the Keep me signed in checkbox. This checkbox may be selected only if the workstation is your personal workstation, and not a workstation that may be accessed by a student or other staff member. 4. Click on the Sign-in button.

Setting the language and Time Zone

A setup screen that may be viewed during the initial setup of Outlook Web Access is the preferred display language and home time zone.

From the drop down menus, select the appropriate entries; then click Save.

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Outlook Web Access Training Navigation Bar The Navigation bar at the top of the Office 365 OWA interface provides access to the primary components of OWA. Click Outlook for email, Calendar for appointments and meetings, and People for contact lists.

On the right side of the Navigation Bar is the name of the logged in account. Click on the Settings icon to access and customize the OWA settings, or click on the Help icon to access online help.

The Outlook Window

When signing in to OWA, the Outlook view displays by default. When in another view, switch back to the Outlook view by clicking Outlook on the Navigation bar. The Outlook view consists of the folder list, the message list, the reading pane and the Instant Search box.

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Create a New Mail Message

To create a new email message in the Outlook view, click

in the upper left corner of the

page. A blank message form displays in the Reading Pane on the right. To open the message form in

a separate window, click on the popout icon in the upper right corner of the form.

1. On the To line, type the email address of each recipient separated by a semi-colon, then press the Enter key. Recipients may also be added by typing the person's name.

OWA will search for matches as the name is entered. If a match is found, select the person from the displayed list. If no match is found or the returned matches are not correct, search for the person in the Contacts folder and in the Global Address List.

2. Repeat Step 1 above to add recipients to the Cc: line.

3. To add the Bcc line, click on the menu icon (three ellipses) at the top of the message form and click show Bcc on the menu.

4. On the Subject line, type the subject of the message.

5. Type the body of the message in the space below the toolbar.

6. To change the importance level of the message, click the menu icon and select set importance from the menu.

7. To request a delivery or read receipt, click on the menu icon, click show message options on the menu, select the Delivery Receipt or Request a Read Receipt checkbox from the options and then click the okay button.

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