8 May 2019 SUPP01/1086737/6498160.4

Outlook on the Web

Reference Guide

Outlook on the Web

Reference Guide

SUPP01/1086737/6498160.4 8 May 2019

CONTENTS

Introduction ................................................................................................................................................................ 1

Accessing Outlook on the Web ................................................................................................................................ 1

Creating a signature .................................................................................................................................................. 2

Accessing your emails .............................................................................................................................................. 4

Responding to emails ................................................................................................................................................ 5

Creating an email ....................................................................................................................................................... 6

Setting message options ........................................................................................................................................... 7

Attaching a document ............................................................................................................................................... 8

Automatic replies (Out of Office Assistant) ............................................................................................................ 8

Archived emails (HLUS LLP only) ............................................................................................................................ 9

Signing out ................................................................................................................................................................ 10

- 1 - Outlook on the Web

Reference Guide

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INTRODUCTION

Outlook on the Web (formerly called OWA) allows you to access your Outlook email account via an internet browser.

It is accessible from the Remote Working link at the bottom of the hoganlovells.com website.

In order to increase security when accessing email from outside the office, to login, your network password and a

Symantec VIP token are required if you are using a personal device. A Symantec VIP soft token can be obtained by

downloading the Symantec VIP App to a mobile device or home computer.

For more information on installing, registering and using a Symantec VIP soft token, refer to the relevant guides listed

below:

GUIDE DESCRIPTION

Symantec VIP: Soft Tokens: Apple devices guide

For instructions on how to install, register and use a Symantec VIP soft token on an Apple device, for example, iPhone or iPad.

Symantec VIP: Soft Tokens: Android devices guide

For instructions on how to install, register and use a Symantec VIP soft token on an Android device, for example, Samsung or HTC phone.

Symantec VIP: Soft Tokens: Home Computer (Windows OS) guide

For instructions on how to install, register and use a Symantec VIP soft token on your home computer (Windows OS).

Symantec VIP: Soft Tokens: Home Computer (Apple Mac) guide

For instructions on how to install, register and use a Symantec VIP soft token on your home computer (Apple MAC).

ACCESSING OUTLOOK ON THE WEB

LOGGING ON VIA THE REMOTE WORKING PORTAL

1. From the browser window, enter the following URL: http://www.hoganlovells.com.

2. Scroll to the bottom of the screen and click Remote Working.

3. From the Remote Working screen, select your relevant home office region. Refer to the relevant sections below.

HLI LLP users

1. Select your home office region, Europe, Middle East & Africa (EMEA) and Asia.

2. Click the Outlook Web App (Webmail) drop-down arrow and select the region closest to your geographic

location, for example, EMEA.

3. Click Go.

The Outlook on the Web login screen displays.

4. Follow the steps in the Outlook on the Web login section on page 2 to log on.

- 2 - Outlook on the Web

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HLUS LLP users

1. Select your home office region, North America, South America

2. Under Outlook Web Access, click the coast that corresponds to your home office location (East Coast or West

Coast):

The Outlook on the Web login screen displays.

3. Follow the steps in the Outlook on the Web login section below to log on.

OUTLOOK ON THE WEB LOGIN

The following Outlook on the Web login screen displays:

1. From the Outlook on the Web login screen, enter the following details to log on:

Username Enter your network user name.

Password Enter your network password.

Token Enter the six digit code from your Symantec VIP token.

2. Click sign in.

The Outlook on the Web screen displays where you have access to your Outlook emails.

CREATING A SIGNATURE

Your email signature in Outlook is not carried over to Outlook on the Web so it is important that the signature is set up

in the Outlook on the Web environment. This needs to be done while you are connected to the Hogan Lovells

network.

You need to manually enter your signature and format it to look like (as closely as possible) your corporate

Outlook signature.

- 3 - Outlook on the Web

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1. In Outlook on the Web, from the top right-hand side of the screen, click Settings and select Options.

2. From the left-hand pane, click Mail, Layout, Email signature.

3. Type your signature into the Email signature box.

- 4 - Outlook on the Web

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4. Highlight your signature text and apply the appropriate formatting to match (as closely as possible) the formatting

of your corporate signature in Outlook.

The table below provides formatting guidelines to apply to the text within your signature.

TEXT FORMAT

Your name Arial, 10 points in size, bold, black colour

Organisation name Arial, 8 points in size, bold, grey colour

The remaining signature text

Arial, 8 points in size, grey colour

5. To display your signature on new emails, select the Automatically include my signature on new messages I

compose checkbox.

6. Click Save.

7. Click the Options button to return to your Mailbox.

ACCESSING YOUR EMAILS

• The total number of unread emails appears next to the Inbox in the folder list.

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• An email that is currently selected has a selected checkbox icon on the left and is highlighted in blue.

• Navigate through your emails as you currently do in Outlook on your desktop.

By default, Conversations View is switched on in Outlook on the Web. This groups emails by subject. If you

prefer not to group emails by subject, you can switch off Conversations View: Click Filter, Show as and select

the Messages option.

RESPONDING TO EMAILS

1. With the Reading Pane displayed on the right or bottom, click the Reply All drop-down arrow (located at the top

right of the reading pane), to access different email response options.

2. From the drop-down menu, select the required response.

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CREATING AN EMAIL

From any folder, click the New button (located at the top of the mailbox) or click the New drop-down arrow

and select Email Message.

You can also create a new Calendar event from the New drop-down menu.

USING THE HOGAN LOVELLS ADDRESS BOOK TO SEARCH FOR EMAIL RECIPIENTS.

1. In the Untitled Message window, click the To button to access the Hogan Lovells Global Address book.

2. If you are unable to see the Hogan Lovells Global Address list, click the button to the left of the Search

field and select All Users from the menu.

3. To search for the recipient, in the Search field, type all or part of the recipient's surname.

4. Click the Search button on the right hand side or press Enter to display the search results.

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5. Select the correct recipient name; the preview pane on the right will display the contact details.

6. To add the recipient name click the + next to their name in the search results.

7. Alternatively, double click their name in the search results.

8. To clear the search field, click the X.

9. Repeat steps 4 - 9 for additional recipients.

10. Click Save to return to the email.

11. To add recipients to the Cc or Bcc fields, click the relevant field and repeat steps 2 - 9.

ADDING EMAIL RECIPIENTS DIRECTLY IN THE TO/CC/BCC FIELDS

1. In the untitled message window, type the recipient's first name and/or surname directly into the To

and/or the CC and/or the BCC field.

2. Press Alt+K to run the Check Names function.

3. If more than one result is returned, select the required name from the list.

SETTING MESSAGE OPTIONS

When creating an email, message options can be set.

1. In the Message window, click the More Actions button and select the required message option. .

The table below explains some of the available message options:

ACTION OPTIONS

Set importance Select – High, Medium or Low priority.

Set permissions Select the sensitivity of the message.

Show message options Select tracking options.

2. Click OK to apply any changes..

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3. Once you have completed the Subject field and message body, click Send (top left of the window).

ATTACHING A DOCUMENT

The Document Management system cannot be accessed via Outlook on the Web. Files must be saved locally on

your computer and attached from there to the email.

In the new email message:

1. Click Attach .

2. In the Choose File to Upload dialog, locate and select the file to be attached.

3. Select the checkbox against the files you want to attach.

4. Click Open.

The file(s) are attached to the email.

AUTOMATIC REPLIES (OUT OF OFFICE ASSISTANT)

To turn on Automatic Replies:

1. Click Settings (located on the right side of the screen).

2. Click Automatic Replies.

3. Select Send automatic replies.

4. Select the Send replies only during this time period checkbox and set a start/end date and time to cover the

absence.

5. Type the text you would like to appear in your AutoReply.

6. You have the choice to send a separate message to recipients inside and outside your organization.

7. Click OK.

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To turn off Automatic Replies:

1. Repeat steps 1 and 2 above.

2. Select Don't send automatic replies.

3. Click OK.

ARCHIVED EMAILS (HLUS LLP ONLY)

Archived emails are identified with a shortcut icon .

To retrieve and open an archived email:

1. Select the archived email in your Inbox.

2. In the Reading Pane, click Capax Archive Solutions.

The Capax Archive Solutions add-in expands.

3. Click Open.

Click Search to search for archived emails.

- 10 - Outlook on the Web

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SIGNING OUT

1. At the top right of the Web App window, click your profile photo.

2. Click Sign Out.

The Sign out dialog displays:

3. Click OK.

4. Close your browser window.

For security reasons, it is essential that you close the browser window when you have finished using Outlook on

the Web.