Access the new Microsoft Exchange Email System



OUTLOOK WEB ACCESS – PART 1

Microsoft Exchange E-mail System

• To log on, press CTRL+ALT+DEL (this will take you to the login screen). You will need to enter your user name and password, including the period (.) in your user name.

• The easiest way to log off the machine is to press CTRL+ALT+DEL and select “Log Off.”

• You must be logged in to the network to change your password. Once you are logged in, press CTRL+ALT+DEL and select “Change Password” in the lower left corner. You will be prompted to enter your new password twice.

• The password you choose must be at least eight characters long and include three of the four following components:

1. UPPER CASE LETTERS

2. lower case letters

3. Numerals (for example: 1,2,3,4,5,6,7,8,9,0)

4. Symbols (for example: @, %, $, &)

Your e-mail address is: USERNAME@pps.k12.va.us

E-mail is available to all staff members who have signed an Acceptable Use Policy and have received their user name and password. There are three ways to access your new e-mail account.

1. Outlook icon on your PC desktop or

2. Outlook Web Access (OWA) via the Internet from the link on the Portsmouth Public Schools web page or

3. Entering OWA address in the address bar of your browser: (don’t forget the ’s’ in https).

Outlook (desktop icon – ONLY applies to Administrators & people with machines dedicated to them – mandatory profile wipes it out):

Outlook is installed on most PCs in the district that have Microsoft Office loaded. (Office 97, 2000 etc.) It is only usable from the desktop on Windows 2000 machines. To use Outlook, log onto Windows 2000 using your user name and password, and then simply launch the program from the Desktop Icon, Start menu, or Office Toolbar. All other computers (Including Macintosh and those PCs running Windows 98 and earlier) MUST use the OWA method as described below.

Outlook Web Access:

OWA can be accessed via any Internet connected computer. The easiest way to get to OWA is by clicking on the link on the PCPS homepage located on the left side of the page. If the Portsmouth City Public Schools homepage is down or if you want to go straight to OWA without visiting the PCPS homepage, enter the following in the address bar of your browser:

(don’t forget the ‘s’ in https).

OWA can be accessed from computers inside or outside the school division.

*Note: If you are accessing OWA for the first time, you will get a “Security Alert” message stating the “Certificate” is not trusted. To keep this from happening every time, please follow instructions in the E-mail entitled “PCPS Certificate for OWA”. This will be sent via e-mail to all users.

Answer YES to proceed past the “Security Alert”.

You will be prompted to enter your PCPS Windows 2000 network Username and Password.

Show/hide preview pane

Once you have successfully logged onto the network and launched Outlook, a window will appear displaying your e-mail.

Double click an item to read. Show/hide preview pane allows you to view a portion of the message in the bottom window without opening them. Click to change the view.

Create e-mail:

To create a new message, click the New button above your list of mail. A blank form will appear. Note the available options on the toolbar at the top of the mail form.

Attachments Check Names Importance levels Options

Address search:

To locate the address of another PPS employee, click the To button. Enter a name for your search. A list will be displayed of the persons with that particular name. The middle column displays e-mail address. Most addresses are firstname.lastname. You may also search by entering information in other available fields.

Click to highlight name then click Add recipient to button. Click Close. Recipient’s name will appear above the To field on the blank message form.

Another option for finding an address is to enter a name in the To field, then click the Check Names icon on the mail form. A dialog box will appear listing available choices. Click to highlight the desired name, click Ok.

You may also search for an address by clicking the Address Book button on the toolbar above the inbox window.

Complete form:

Enter brief description in the Subject field. Type your message in the body of the form. Enter e-mail address in the Cc field or click Cc to send a carbon copy of the message to a recipient. (Follow the same procedure for searching as previously described.) Click Bcc to send a blind carbon copy to a recipient. Bcc recipient names do not appear on the message sent to other recipients.

Format message:

Format the look of the e-mail by using the formatting tools to change the text size, color, and font, etc.

Attachments:

To add an attachment, click the paper clip icon or the Attachments button. Click Browse. Navigate to the file. Click to highlight file. Click Open, Attach, and then Close. The file will be shown beside the Attachments button.

To remove an attachment, click the Attachments button. Under Current file attachments, check the box beside the file you want to remove. Click Remove.

* Note – Attachments are not sent when you reply to a message. Forward the message in order to send the attachment.

Reply or Forward a message:

Click the desired button; Reply, Reply to all, or Forward to respond to a message you have read. The To field is filled in when clicking Reply. You must fill in the To field when clicking Forward.

Send:

Click Send when message has been completed and ready to send, reply or forward.

Moving through e-mail:

Previous Next

Move through e-mail pages by clicking

arrows at the top of the e-mail window.

First Last

Deleting e-mail:

Click to highlight message, click X on toolbar to delete.

Item is moved to the Deleted Items Folder. Delete Deleted Items Folder

To recover deleted items from the Deleted Items Folder click the Folders button on the Outlook Bar. Click the Deleted Items folder to view contents. Click and drag item to Inbox folder.

Empty Deleted Items Folder:

Click the Deleted Items Folder icon to empty. (Deleted items remain in the folder until the Deleted Items Folder is emptied.)

ALWAYS LOG OFF after using the computer. If you forget to do this, the next person who uses that computer will have access to your account! YOU will be responsible for any activity on your account.

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