Checking Email When Not At Your Computer (OWA or …

[Pages:8]Checking Email When Not At Your Computer (OWA or Outlook Web Access)

1. How to Open OWA. Open Internet Explorer (the big blue E).

Type in the following web address: (Notice that there is not a www in front.) Inside the school system type Outside the school system type https:// webmail.henry.k12.ga.us/exchange

The following box will appear.

In the Domain\User name field, type the part of your email address to the left of the @ symbol. For example jdinino

Type your password in the password field. DO NOT change the Client and Security settings.

2. Writing an Email ? Click on the word New OR click on the down arrow to the right of the word New and choose Message. ? Click on the To button to locate names of Henry County School personnel. ? In the Find Names - Web Page Dialog box, type all or a portion of some information to find a person. ? For example, to find Barbara Nanney in the county list, you can type Nanney or any part of Nanney (beginning on the left side of the name) in the Last Name field. If you type only an N, it will return all personnel in the county whose last name begins with N. If you know the first name or a part of the first name (beginning on the left side of the name), you can locate a person.

? Click the Find button.

? Highlight the person's name and click the Add recipient to...

? Click on To OR Cc OR Bcc ? Continue to add names of

Henry County School personnel to your email. ? When finished, click the Close button.

? To type an email to a person who does not work for Henry County, type their email address in the field to the right of the word To:

? To attach a file to an email, click on the paper clip.

? Click on the Browse button and locate the file. When you locate the file, click the Attach button. Then click Close.

3. Working with a Distribution List a. Creating a Distribution List: (Be sure that you have clicked on the word Folders on the left side of the screen. See picture.) ? In the folder list, click on the word Contacts. ? At the top, click on the down arrow to the right of the word New. ? Choose Distribution List. ? A Distribution List window will open. You must name the list in the field "List Name:". Use a name that will identify the participants as a group. For example, in the window below, I have named this list "HIT Participants Spring 2004 Monday" so I will know to whom I am sending an email.

? Click on the Find Names button to locate names of Henry County School personnel.

? In the Find Names - Web Page Dialog box, type all or a portion of some information to find a person. ? For example, to find Barbara Nanney in the county list, you can type Nanney or any part of Nanney (beginning on the left side of the name) in the Last Name field. If you type only an N, it will return all personnel in the county whose last name begins with N. If you know the first name or a part of the first name (beginning on the left side of the name), you can locate a person. ? Click the Find button.

? Highlight the person's name and click the Add recipient to...Distribution List button.

? Continue to add names of Henry County School personnel to the distribution list.

? When finished, click the Close button.

? If you wish to add an address that is not in the Henry County employee list, simply type the name on the line to the left of the word Add and click Add. See example.

? Click Save and Close when finished.

4. Out-Of-Office reply ? On the left side of the screen, choose the Shortcuts. ? Click on Options. ? Find the Out of Office Assistant ? Click to the left of "I'm currently out of the office" ? Type the text you want to be sent automatically to a person that sends you an email when you are out of the building. ? Click Save and Close.

5. Working with the Calendar ? Choose Calendar from the folder list or the Shortcut list. ? Find the word Today. To the right of "Today", the 3 icons that show a 1, 7, or 31 will change the view from viewing a single day, a week, or a month.

? Also notice the monthly calendar to the right. You can choose a day of the month by double clicking the day. Use the arrows to scroll ahead to the next month or back to the previous month.

? To make a new appointment, double click the calendar OR click on the word New.

? Type the Subject of the appointment. ? Location is optional. ? Choose the starting time and ending time by clicking on the right of the time OR

click the square to the left of All day event to make it no particular time. ? If you wish to change the date, you can do so by clicking the drop down arrow to

the right of the Start time. Do the same for End time if necessary. ? If you need a reminder, leave the check mark beside "Reminder". You can

choose a different amount of time to be reminded PRIOR to the appointment. It is presently defaulting to 15 minutes. ? If this appointment occurs more than once, click the Recurrence button. ? Choose the pattern of recurrence, number of weeks, days of recurrence, and when the pattern should begin and end. ? Click OK. Then click Save and Close.

6. Working with Contacts ? Choose Contacts from the folder list or the Shortcut list. ? Click on the word New OR click on the down arrow to the right of the word New and choose Contact.

? Type in as much information as you wish to include about the individual. Be sure to include name.

? Click Save and Close.

7. Working with Notes Notes are the electronic equivalent of paper sticky notes. Use notes to jot down questions, ideas, reminders, and anything you would write on note paper. Notes are also useful for storing bits of information you may need later, such as directions or text you want to reuse in other items or documents. ? Notes are only viewable in the Folder list. Click on Folders on the left side of the screen. ? Click on the word New OR click on the down arrow to the right of the word New and choose Post in this Folder.

? Type a subject and a note in the blank field. ? Click Save. 8. Working with Tasks A task is a personal or work-related errand you want to track through completion. ? Tasks are only viewable in the Folder list. Click on Folders on the left side of the

screen. ? Click on the word New OR click on the down arrow to the right of the word New

and choose Post in this Folder. ? Type a subject and a task in the blank field. ? Click Save.

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