NHSmail Outlook Web App: User Guide - Amazon S3

NHSmail Outlook Web App: User Guide

Table of Contents

NHSmail Outlook WebApp: User Guide ......................................................................................................................................................... 1 Navigating around OWA ......................................................................................................................................................... 2

Mail page ......................................................................................................................................................... 2

Calendar page ......................................................................................................................................................... 3

People page ......................................................................................................................................................... 4

Tasks page ......................................................................................................................................................... 5

Settings page ......................................................................................................................................................... 6

Outlook Web App Help ......................................................................................................................................................... 7 Sending and receiving emails ......................................................................................................................................................... 8

Opening and deleting emails ......................................................................................................................................................... 8

Opening an email in your inbox ......................................................................................................................................................... 8

Deleting an email ......................................................................................................................................................... 9

Reply and reply all to an email ......................................................................................................................................................... 10

Forwarding emails ......................................................................................................................................................... 11

Sending an email using Directory contacts ......................................................................................................................................................... 12

Saving a draft email ......................................................................................................................................................... 14

Saving a draft email ......................................................................................................................................................... 14

Accessing draft emails ......................................................................................................................................................... 14

Deleting a draft email ......................................................................................................................................................... 15 Advanced email use ......................................................................................................................................................... 16

Setting email importance and sensitivity ......................................................................................................................................................... 16

Setting email importance ......................................................................................................................................................... 16

Setting email sensitivity ......................................................................................................................................................... 16

Opening and downloading an attachment ......................................................................................................................................................... 18

Sending an email with an attachment ......................................................................................................................................................... 19

Creating an email signature ......................................................................................................................................................... 21

Setting automatic replies (Out of Office) ......................................................................................................................................................... 22 Read and delivery receipts and Bcc ......................................................................................................................................................... 24

Requesting a read or delivery receipt ......................................................................................................................................................... 24

Hiding the names and email addresses of email recipients

using Blind carbon copy(Bcc)

......................................................................................................................................................... 25

Permanently displaying the Blind carbon copy (Bcc) field ......................................................................................................................................................... 26 Viewing and finding emails ......................................................................................................................................................... 27

Setting up the reading pane ......................................................................................................................................................... 27

Grouping and sorting emails ......................................................................................................................................................... 28

Grouping emails ......................................................................................................................................................... 28

Viewing emails as conversations ......................................................................................................................................................... 29

Searching for items in your mailbox ......................................................................................................................................................... 30

Searching for emails ......................................................................................................................................................... 30

Moving junk emails ......................................................................................................................................................... 31 Mailbox management ......................................................................................................................................................... 32

Creating folders ......................................................................................................................................................... 32

Renaming, deleting and emptying folders ......................................................................................................................................................... 33

Moving emails to a folder ......................................................................................................................................................... 34

Adding folders to Favorites ......................................................................................................................................................... 35

Managing your mailbox quota ......................................................................................................................................................... 36

Reviewing your mailbox quota ......................................................................................................................................................... 36

Automatically emptying the deleted items folder ......................................................................................................................................................... 37

Categorising emails ......................................................................................................................................................... 41

Assigning a category ......................................................................................................................................................... 41

Removing a categorisation ......................................................................................................................................................... 41

Editing existing categories ......................................................................................................................................................... 42

Deleting an existing category ......................................................................................................................................................... 42

Changing the colour of an existing category ......................................................................................................................................................... 42

Creating and searching for categories ......................................................................................................................................................... 43

Creating a new category ......................................................................................................................................................... 43

Searching for a category ......................................................................................................................................................... 44 Deleted items information ......................................................................................................................................................... 38

Recovering a deleted item ......................................................................................................................................................... 38

Deleted Items folder ......................................................................................................................................................... 38

Other locations for deleted items ......................................................................................................................................................... 39 Advanced mailbox management ......................................................................................................................................................... 45

Inbox Rules to manage email ......................................................................................................................................................... 45

Creating a new rule ......................................................................................................................................................... 45

Turning off, editing and deleting a rule ......................................................................................................................................................... 47

Changing the order of your rules ......................................................................................................................................................... 47

Sharing email folders ......................................................................................................................................................... 48

Opening shared folders ......................................................................................................................................................... 49

Removing shared folder permissions ......................................................................................................................................................... 50 Additional mailbox rules information ......................................................................................................................................................... 51

Redirecting messaged to another email address ......................................................................................................................................................... 51 Delegated and shared mailboxes ......................................................................................................................................................... 53

Giving delegate access to your mailbox ......................................................................................................................................................... 53

Viewing and removing a delegated mailbox ......................................................................................................................................................... 56

Viewing other mailboxes ......................................................................................................................................................... 56

Removing mailboxes ......................................................................................................................................................... 57

Removing permissions to your mailbox ......................................................................................................................................................... 57

Managing a shared mailbox ......................................................................................................................................................... 58

Opening shared mailboxes ......................................................................................................................................................... 58

Removing access to a shared mailbox ......................................................................................................................................................... 59 Calendars, appointments and meetings ......................................................................................................................................................... 60

Creating an appointment and administering reminders and repetitions ......................................................................................................................................................... 60

Customising your work week in Calendar ......................................................................................................................................................... 65

Creating meetings and inviting attendees ......................................................................................................................................................... 66

Monitoring meeting invites ......................................................................................................................................................... 68

Using scheduling assistant ......................................................................................................................................................... 69

Changing and updating meetings ......................................................................................................................................................... 71

Managing calendar invites ......................................................................................................................................................... 72

Deleting and cancelling appointments and meetings ......................................................................................................................................................... 73

Changing your response to a meeting invite ......................................................................................................................................................... 74 Sharing calendars and calendar permissions ......................................................................................................................................................... 75

Sharing your calendar and setting permissions ......................................................................................................................................................... 75

Allowing access to your calendar ......................................................................................................................................................... 75

Changing permission levels and removing calendar access ......................................................................................................................................................... 77

Changing permission levels for your calendar ......................................................................................................................................................... 77

Removing access to your calendar ......................................................................................................................................................... 77

Opening other users' calendars ......................................................................................................................................................... 78

Setting up the view of a shared calendar ......................................................................................................................................................... 79

Viewing a shared calendar ......................................................................................................................................................... 79

Changing the colour of a shared calendar ......................................................................................................................................................... 79

Viewing calendars in merged and split views ......................................................................................................................................................... 79 Additional calendar information ......................................................................................................................................................... 80

User generated calendar ......................................................................................................................................................... 80

Calendar groups ......................................................................................................................................................... 82 Managing contacts ......................................................................................................................................................... 85

Searching for a contact in the Directory ......................................................................................................................................................... 85

Adding someone from the Directory to your contacts ......................................................................................................................................................... 87

Creating a new contact ......................................................................................................................................................... 89

Editing a contact ......................................................................................................................................................... 90

Sorting contacts ......................................................................................................................................................... 92

Deleting a contact ......................................................................................................................................................... 93

Deleting a contact ......................................................................................................................................................... 93

Retrieving a deleted contact ......................................................................................................................................................... 94 Managing distribution groups and contact lists ......................................................................................................................................................... 95

Creating a distribution group ......................................................................................................................................................... 95

Editing a distribution group ......................................................................................................................................................... 96

Deleting a distribution group ......................................................................................................................................................... 97

Creating contact lists using folders ......................................................................................................................................................... 98

Editing personal contact lists ......................................................................................................................................................... 99

Renaming a contact list ......................................................................................................................................................... 99

Removing contacts from a contact list ......................................................................................................................................................... 99

Deleting a contact list ......................................................................................................................................................... 100 Managing tasks and reminders ......................................................................................................................................................... 101

Creating a task ......................................................................................................................................................... 101

Setting a task reminder ......................................................................................................................................................... 103

Using flags to set reminders ......................................................................................................................................................... 104

Managing reminders ......................................................................................................................................................... 105

Editing and deleting a reminder ......................................................................................................................................................... 106

Editing a reminder ......................................................................................................................................................... 106

Deleting a reminder ......................................................................................................................................................... 106

Editing and completing a task ......................................................................................................................................................... 107

Editing tasks ......................................................................................................................................................... 107

Sorting tasks ......................................................................................................................................................... 108

Marking tasks as complete ......................................................................................................................................................... 108

Deleting a task ......................................................................................................................................................... 109

Deleting a task ......................................................................................................................................................... 109

Retrieving a deleted task ......................................................................................................................................................... 109 Outlook Web App Instant Messenger ......................................................................................................................................................... 110

Signing in and signing out of Outlook Web App Instant Messenger ......................................................................................................................................................... 110

Signing out of Instant Messenger ......................................................................................................................................................... 110

Signing in to Instant Messenger ......................................................................................................................................................... 111

Sending an instant message ......................................................................................................................................................... 112

Sending an instant message from the Mail screen ......................................................................................................................................................... 112

Sending an instant mes sage to your contacts ......................................................................................................................................................... 113

Receiving an instant message ......................................................................................................................................................... 115

Accepting an instant message ......................................................................................................................................................... 115

Declining an instant message ......................................................................................................................................................... 116

Deferring an instant message ......................................................................................................................................................... 116

Ending an instant message conversation ......................................................................................................................................................... 117

Presence management ......................................................................................................................................................... 118

Setting your presence ......................................................................................................................................................... 118

Viewing other people's presence from an email ......................................................................................................................................................... 119

Viewing other people's presence in the People screen ......................................................................................................................................................... 120 MailTips ......................................................................................................................................................... 121 Apps ......................................................................................................................................................... 123

Apps in Outlook Web App 2013 ......................................................................................................................................................... 123

My Templates ......................................................................................................................................................... 123

Creating customised templates ......................................................................................................................................................... 124

Suggested Meetings ......................................................................................................................................................... 125

Action Items ......................................................................................................................................................... 127 OWA Standard vs. OWA Light ......................................................................................................................................................... 128

Supported browsers ......................................................................................................................................................... 128

Supported functionality ......................................................................................................................................................... 129

Further browser information ......................................................................................................................................................... 130

Accessing Outlook Web App Light ......................................................................................................................................................... 130 Mobile Device Management ......................................................................................................................................................... 132

Mobile Device Management ......................................................................................................................................................... 132

Viewing your mobile device on Outlook Web App ......................................................................................................................................................... 132

Viewing the details/status of your mobile device ......................................................................................................................................................... 133

Removing your mobile device ......................................................................................................................................................... 134

Viewing the mobile device log ......................................................................................................................................................... 135

Refreshing your mobile device list ......................................................................................................................................................... 135

Wiping your mobile device ......................................................................................................................................................... 134 Offline Access ......................................................................................................................................................... 136 Additional OWA information ......................................................................................................................................................... 137

Terminology changes in Outlook Web App 2013 ......................................................................................................................................................... 137

Adding and deleting a photo on your profile ......................................................................................................................................................... 138

Adding a photo ......................................................................................................................................................... 138

Deleting a photo from your profile ......................................................................................................................................................... 139

Bulk actions ......................................................................................................................................................... 140

Mailbox bulk action ......................................................................................................................................................... 140

Tasks bulk actions ......................................................................................................................................................... 141

New Outlook Web App 2013 features ......................................................................................................................................................... 142

Viewing emails by Conversations ......................................................................................................................................................... 142

Ignore conversations ......................................................................................................................................................... 143

Apps ......................................................................................................................................................... 143

Linked contacts ......................................................................................................................................................... 144

Outlook Web App (OWA) 2013 removed functionality ......................................................................................................................................................... 146

Glossary of terms ......................................................................................................................................................... 147

Mail page

On this page you can... Search for emails

Create a new email

Access Mail, Calendar, People and Tasks from the navigation bar

Navigating around OWA

Access the settings page

Access Outlook Web App

Help

Respond to an email

View drafts, sent items, deleted items, junk email and any other

folders or shared mailboxes

See both read and unread emails

Read emails in the reading pane

View calendar invites

Flag emails

Delete emails

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