outlook web access user’s guide- paris isd 2009-10 ... · microsoft exchange- paris isd user’s...

Outlook Web Access

User’s Guide- Paris ISD

2009-10

Microsoft’s Outlook Web Access is the new web-based program that Paris

ISD will use for E-mail. You can access your email and folders from any

computer with Internet access.

Creating a Shortcut on Your Desktop

� Right-click in a blank area on your desktop.

� Click “new” then “shortcut”.

� A create shortcut wizard will begin. Enter

http://mymail.parisisd.net/exchange in the

“type the location of the item” field. Click

“next”.

� Type the name for this shortcut such as

New PISD Email. Click “finish”.

� A new icon will be placed on your desktop.

� Right click the new icon. Click “properties”.

� Click the “change icon” button. Select the icon with the envelope.

� Click “ok”, “ok”.

� The new icon will appear.

Microsoft Exchange- Paris ISD User’s Guide

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Logging In

� Open Internet Explorer/Mozilla Firefox and go to

http://mymail.parisisd.net (notice there is no “www”).

� You will see a brief snapshot of a welcome screen followed by a login

box.

� Enter your NETWORK username and password. (This is the same

username and password that you use each time you log on to your

computer.) If you do not know your network username and

password, check with your Campus Technology Contact.

� If you are using a computer that multiple users access, DO NOT select

“remember my password”.

� Click “ok”.

Important: To help protect your mailbox from unauthorized access,

Outlook Web Access automatically closes its connection to your mailbox

after a period of inactivity. This is particularly important if you use Outlook

Web Access from a public-access computer or Internet kiosk. If your session

expires and you still need to use Outlook Web Access, refresh your browser

and log on again.


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Logging Out

When you are done using Outlook Web Access (), click the “log

off” button and close all browser windows. Logging off helps

prevent someone else from accessing your email account. Even

if you plan to continue using the Internet, log off and close all browser

windows after every Outlook session.

In order to use Microsoft’s Outlook Web Access, pop-up blockers MUST be

turned OFF.

If a pop-up blocker is turned on, you will see a yellow bar across the top of

the email window. Right-click the yellow bar and select “always allow

pop-ups from this site”.


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Toolbar

Navigation Panes

The navigation pane is made up of two areas:

(See image below.)

� The left section provides access to your list of email folders and one-

click buttons that provide access to features such as your calendar,

task list, contacts, etc.

� The right section is the reading pane view. This is the section where

you view the list of messages and the actual message that you select

to read.

Move or copy

messages from one

location to another

reply reply

to all

change/set pane

view- see “panes”

section below

Contacts

(Address

book)

New-

Click the drop

down menu to

send a new

message, create a new

contact,

distribution list

(group), etc.

delete

messages

forward check for

new email/

refresh

browser

search for

messages


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5

One of the first settings that you’ll want to change is the reading pane view.

This setting changes the way that you view your list of messages and the

actual message that you select to read.

Click the arrow key next to the “show/hide reading pane”

button and select the option that you prefer.

Checking Email

� Login to Outlook Web Access (OWA) using the instructions in the

“Logging In” section.

� Click “inbox” from the navigation pane on the left side of the page.

� Click the “check for new messages” icon.

Folders

&

One-Click

buttons

Reading Pane- List of

messages will appear here

Reading Pane- Individual

messages will be read here


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� Depending on how you have set your reading pane, you will see your

list of messages in one section.

� Click on the message that you want to read. The message will be

displayed in another section of your reading pane.

� Outlook Web Access will only display a certain number of messages

at one time. You can customize the number of messages to be

displayed by following the instructions in the “Options” section of

this handout.

� Use the “next page, previous page, first page, last page” buttons to

see more email messages.

Printing Email

� Double-click the email message.

� Click the “print” icon.


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Composing a Message

� Login to Outlook Web Access (OWA) using the instructions in the

“Logging In” section.

� Click “inbox” from the navigation pane on the left side of the page.

� Click the drop down arrow key next to the

“new” icon and select “message”.

� A new window will open where you will enter or

select the recipient’s email address (see

instructions below) and compose your message

Option 2 described on the next page is the

easiest and fastest option.

� Click “send”.


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Sending Messages/Selecting Recipients

Sending a Message to Paris ISD Employee

Hint: Option 2 is easier and faster!

Option 1:

� If you are sending a message to a Paris ISD employee, click “new”

then “message” from the main Outlook page.

� Click the “to” button.

� Select “global address list” from

the “find names in” field.

� Enter the first few letters of

the recipient’s last name in

the last name field.

� Click the “find” button.

� A list of names matching your

request will be displayed.

� Select the appropriate name

and click the “To”, “CC”, or

“Bcc” button.

� To add additional recipients,

repeat the above steps.

� Click the “close” button to

return to the new message

window.


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� Compose your message and then click “send”.

Option 2:

This option works for finding both Paris ISD employees and names that

you have entered in your contacts.

� In the new message window enter the first few letters of the

recipient’s last name in the “to” field and click the

“check names” icon.

� If OWA finds a match to the name that you entered,

the name will be underlined in the “to” box.

� If more than one matching name is found, the “check names”

window will appear (shown below).

� Select the correct name and click “ok” to add the recipient to the

email.

� Repeat the above steps for adding additional recipients.


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Selecting a Contact

Sending a Message to a Contact Outside the District

Before sending a message to a contact outside the district, you will want to

make sure that they are added to your “contact” list (address book). The

steps below describe two of the easiest ways to do this.

Option 1:

Adding a Contact after Receiving an Email from the Contact

� Double-click the message.

� Right-click on the e-mail address when you receive a message from

someone that you know is NOT in your Contacts. When you RIGHT

click on the address, your screen should look like the one below.

� Click “add to contacts” (see picture above).

� An untitled contact menu screen will appear.

� The email address of the contact should appear in the email field.

Click “add to

contacts”


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� Make sure that the “display name” (above the email address)

appears correctly. The display name is the way that they will appear

in your contacts (address book) (i.e. Jane Smith or Smith, Jane).

� Enter any additional information about your contact such as last

name, first name, phone number, etc.

� Click the “save and close” button. If you do not click this button, the

information will not be saved!

Option 2:

Manually Adding a Contact

� From the main page of Outlook Web Access (OWA) click

“new” then “contact”.

� A contact window will open.

� Enter the last name, first name, display name, and email

address for the contact. The display name is the way that they will

appear in your contacts (address book) (i.e. Jane Smith or Smith,

Jane).

� The other fields are optional.

� Click the “save and close” button in the top left corner. If you do not

click the “save and close” button, your information will be lost!

Step 1:

Enter last

name &

first name

of your Step 2:

Enter the

display

name and

email

address of

Step 3: Click “save and

close”.

Entering additional

information is optional.


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Sending an Email (Contact Outside the District)

Hint: Option 2 is easier and faster!

Option 1:

� After your contacts have been added to your contact list (address

book), return to the Outlook Web Access main page by clicking

“inbox” from the navigation pane (left side of the page).

� Click the drop down arrow key next to the

“new” icon and select “message”.

� A new window will open where you will enter or

select the recipient’s email address (see

instructions below) and compose your message.

� Click the “To:” button.

� Select “contacts” from the “find

names in” field.

� Enter the recipient’s last name in the

last name field. You can also enter

the first few letters of the recipient’s

last name.

� Click the “find” button.

� Select the appropriate name and click

the “to”, “cc”, or “bcc” button.

� To add additional recipients, repeat

the above steps.

� Click the “close” button to return to

the new message window.



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Option 2:

This is the easiest and fastest option.

This option works for finding both Paris ISD employees and names that you

have entered in your contacts.

� In the new message window enter the first few letters of the

recipient’s last name in the “to” field and click the

“check names” icon.

� If OWA finds a match to the name that you entered,

the name will be underlined and appear in your “to” box.

� If more than one matching name is found, the “check names”

window will appear (shown below).

� Select the correct name and click “ok” to add the recipient to the

email.



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Groups (Distribution List)

In Outlook Web Access, groups are called distribution lists. Before creating

your own distribution lists, you’ll need to make sure that all of the contacts

are in your address book under “global address list” (All Paris ISD

employees are here) or “contacts” (All other email addresses are here).

Paris ISD Campus groups have already been created.

Sending an Email to Entire PISD Campus

� To send a message to entire campus, follow the instructions for

creating a new message.

� Enter the campus abbreviation listed below.

o Headstart- hsm

o Givens- gem

o Justiss- jem

o Aikin- aem

o Crockett- cmsm

o Travis- tjhm

o Paris High- phsm

o PASS- mpssm

o Central Office- com

o Maintenance- mainm

o Federal Programs & Special Services- spm

� Click the “check names” icon.

� If OWA finds a match, the group name will be underlined and appear

in your “to” box.

� If the check names window appears, select the appropriate building

and click “ok”. The group will appear in the “to” field. It is not

necessary to add the group to the “Bcc” field. Users will not see the

entire list of addresses.

� Type the message and then click “send”.


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Creating a Distribution List (Group)

� From the main Outlook Web Access page, click “new” then

“distribution list”.

� Enter a name for your distribution list in the “List Name” field (Math

Department, 5th

Grade Teachers, Friends, etc.).

� Click “find names”.

� Select “global address book” or “contacts” from the drop down

menu. Names in the global address book are Paris ISD employees.

Names in the contact list are names outside the District.

� Enter the first few letters of the first recipient’s last name.

� Click “find”.

� Click the recipient’s name from the list and click the “add recipient to

distribution list” button.

� Repeat the above steps until all recipients have been added to your

group.

� Click the “close” button.

� You will be returned to the Distribution List window. The name of

your list will appear at the top and the members of the list will

appear in the bottom section.

� Click the “save and close” button in the top left corner. If you do not

click this button, your group will be lost!

Removing a Contact from a Distribution List

� Click the “contacts” link from the navigation pane (left side of the

screen).

� You will see a list of all contacts and distribution lists (distribution

lists have different icon).

� Double-click the distribution list.

� Click on the name that you want to remove.

� Click the “remove” button.

� Click the “save and close” button.


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Sending a Message to a Distribution List (Group)

Use these instructions for sending a message to groups (distribution lists)

that you have created.

� Click “new” then “message”.

� In the “to” box, enter the first few letters of the group/distribution

list name.


� If more than one matching group is found, the “check names”

window will appear.

� Select the correct group and click “ok” to add the group to the email.


� Enter a subject, compose the message, and click “send”.

Managing/Editing a Contact


screen).



� Double-click the contact that you need to edit.

� Edit the contact’s information.

� Click the “save and close” button.

Deleting a Contact


screen).



� Click on the contact’s name.

� Click the “delete” button from the toolbar across the top.


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Sending an Attachment

� From the main Outlook Web Access page, click “new” then

“message”.

� Use the instructions above to enter the recipient/s in the “To”, “CC”,

or “Bcc” fields.

� Enter the subject.

� Click in the text area where you will type the body of your email.

� Click the paperclip button from the toolbar.

� Click the “browse” button and navigate to the file that you want to

attach.

� Once you find the file, click the file name then click the “open”

button.

� The file will be listed in the box next to the “browse” button.

� Click the “attach” button. The file will be listed in the “current file

attachments” section.

� Click “close”. You will be returned to your email window.



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Other OWA Options

Inbox View

There are multiple options for setting the way in which you view your list of

messages. To change the Inbox view, click the arrow key next to “inbox”.

� Select the view. The “messages” view is the view in which you are

most likely accustomed to viewing. However, you can also view your

mailbox by subject, sender, unread messages, etc.

Sorting Messages

You can sort your messages by sender, subject, or date by clicking on the

appropriate title at the top of the column.

Deleting “Deleted Items”

OWA does not automatically empty the deleted items/junk mail folder

upon exit.


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� To delete all items in your “deleted items” folder, click the folder

name (deleted items).

� Click the “empty deleted items” icon (trash can) to delete all mail in

this folder. You can also delete items one at a time by clicking the

message and then clicking the delete icon (X).

Deleting Items from Other Folders

� To delete ALL mail from folders other than deleted items, you’ll need

to select all messages by clicking on the first message.

� Press and hold the shift key and click on the last message.

� This will hi-light all messages.

� Click the “delete” (X) button from the toolbar.

Creating Folders

� Click the “Inbox” folder on the left side of the page.

� Right-click on the “inbox” folder and then click “new folder”.

� Type the name of your new folder and then click “ok”.

� The new folder will appear as a sub-folder in your inbox.

� You can create as many folders as you need.

Moving a Message to a Folder

� Click on the message that you want to move.

� Hold your mouse down and drag the message to the folder.

� Release the mouse.

Copying a Message to a Folder

� Click on the message that you want to copy.

� Click the “move/copy” icon


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� Click “inbox” and then click the folder to which you want to copy the

message.

� Click the “copy” button.

Flagging Messages

You can organize your inbox by flagging messages using colored flags.

There are six flag colors to use: Red, Blue, Yellow, Green, Orange, and

Purple.

� To assign a flag to a message, click the message.

� Right-click the “grey” flag in the far right column.

� Click the colored flag.

� You can also right-click the flag and select the checkmark to indicate

that the task has been completed.

Using the OWA Calendar

The Microsoft OWA Calendar is the scheduling component of Outlook Web

Access. It integrates with e-mail and contacts. You can view a day, a week,

or a month. You can use the OWA Calendar to manage your daily, weekly,

monthly, and yearly activities.

� To access the OWA calendar, click the calendar button from the

navigation pane on the left side of the

page.

� You can view your calendar by the day, week, or month.


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Scheduling an Appointment

� Double click the day on which the appointment/event will occur.

� Enter a title in the “subject” field and select the start and stop time.

� Enter a location (optional).

� Enter notes or comments about the meeting in the bottom section of

the window (optional).

� If the appointment or event is all day, check the “all day event” box.

� If you want to be reminded about the appointment, check the

“reminder” box and select the number of minutes prior to the

appointment that you want to receive a reminder.

� If the event is a recurring event, such as a birthday, click the

“recurrence” button from the top of the window.

� Complete the information in this window and click “ok”.

� When you have entered all information, you MUST click “save and

close”. If you do not click this button, your information will be lost.

Inviting Attendees to Meeting/Appointment

� Schedule the appointment following the instructions above.

� After date, time, location, meeting title (subject) have been entered,

click the “invite attendees” button.

� The window below will appear.


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� Enter the first

few letters of the recipient’s last name in the “required or optional”

box. (Adding a name in the required box indicates that the recipient

is required to attend. Adding a name in the optional box indicates

that the appointment/meeting is optional for that recipient.)


� If OWA finds a match, the name will be underline and appear in the

“required” or “optional” box. If there is more than one matching

name, the “check names” window will appear. Select the

appropriate name and click “ok”.

� Please be aware that notes/comments that you have entered will be

available for all “invitees” to see.

� Click the “send” button.

� The recipients will receive an email indicating that they have been

invited (or required) to attend a meeting. They will have the option

to accept or decline the invitation if the meeting was optional. If the

recipient accepts, the meeting will be added to their calendar.

Canceling a Meeting/Appointment

� Open your calendar and click the title of the meeting.

� Click the “delete (X)” icon from the toolbar.

� If others have been invited to attend the meeting, you will receive an

alert that asks you if you want the others to be notified that the

meeting has been canceled. Click “yes”.


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� A new message window will open with a notice that the meeting has

been canceled.

� Click “send”.

Using Task Manager

Use the task manager to manage your “to do” list.

� To create a new task, click the “tasks” button from the navigation

pane (left side of the screen).

� Click the drop down arrow key next to “new” then “task”.

� Enter the title of your task in the “subject” field (i.e. Enter test

grades).

� Select a due date (optional).

� Select a start date (optional).

� Select a priority level (optional).

� Enter any notes or comments in the text box (optional).

� If this is a recurring task, you can click the “recurrence” button and

select the appropriate settings.

� Select the status (optional).

� Click “save and close”. If you do not click “save and close”, your task

will NOT be saved!

� Your task will be added to your task list.


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� If you selected a due date, you will receive a reminder each day

listing your upcoming tasks.

� When you have completed a task, double click it and select the

“completed” option under the status drop down menu. A line will be

drawn through the task to indicate that you have completed it.

� To delete the task from your list, click once on the task and then click

the “delete (X)” button.

“Options” Button

“Options” allows you the ability to personalize your Outlook Web Access

(MS Exchange) 2003. Be sure to Save and Close when you are finished,

otherwise your changes will not take effect.

� From the navigation pane, click “options”.

Out of Office Assistant

This feature is similar to the “auto-responder” or

“vacation message” that you may have used in the past.

� Select “I’m out of the office” and enter a message in the text field. A

message will be sent each time you receive an email which will alert

the sender that you are away.

� When you return to work, be sure to change the setting to “I’m in the

office”. Delete the message that you entered in the text box.

� If this is the only option that you are enabling/disabling, be sure to

click “save and close” when you are done.

Messaging Options

This feature allows you to set the number of messages that are displayed in

your inbox, options for new incoming mail, signatures, and default fonts.

To change the font and font size that you use each time you compose a

message, click the “choose font” button and select the new font and font


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size. If this is the only option that you are changing, be sure to click the

“save and close” button before exiting.

Reading Pane Options

Recommended Setting: “Mark item displayed in reading pane as read.”

“Wait 3 seconds before marking item as read.”

Spelling Options

In this section, you can enable/disable spell check.

Privacy and Junk Mail Prevention

Recommended Setting: Select “Filter junk email.”

Mail suspected to be spam or junk mail will be automatically delivered to

your “junk mail” folder in the navigation pane (left side of page). Check

your junk mail folder often to make sure that legitimate emails have not

been delivered by mistake. You’ll also need to empty your junk mail folder

on a regular basis (recommended daily).

If you there are legitimate emails that you receive on a regular basis that

could be considered junk mail, but you want to be delivered to your inbox,

click the “manage junk email lists” button.

� Click the “add” button.


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� Enter the email address from which the mail is sent.

� Click “ok”.

� The email address will be entered as a “safe sender” and future email

will be delivered to your inbox instead of the junk mail folder.

If this is the only setting that you are changing, be sure to click the “save

and close” button before exiting.

Appearance

Click the drop down arrow to select a different color scheme. If this is the

only setting that you are changing, be sure to click the “save and close”

button before exiting. You may need to refresh your browser or exit

completely in order to see the new color scheme.

Calendar Options

Set options for how you want your calendar to appear. See page 20 in this

user’s guide for instructions on using the calendar.

Reminder Options

These options work with your calendar and task manager. It is

recommended that you leave these settings as they are until you have

worked with the calendar/tasks feature.


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Outlook Web Access

Opening Attachments/Accessing Internet Links

If you are experiencing difficulty opening attachments or accessing internet links from

an email, there are two common errors that users experience. The information below

should help.

Error #1

After clicking on a link or trying to open an attachment, you receive the “cannot display

the webpage” error.

� After clicking on the attachment or link, look in your address bar. You'll probably

notice that the first part of the address begins with “http://mymail.parisisd.net”

followed by a second "http".

(http://mymail.parisisd.net/exchweb/bin/redir.asp?URL=http://www.bwatchnetworks.c

om/track/click_thru.asp?BID=4644%26CID=3243645%26RURL=http%253A%252F%252F


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Right click the attachment.

www%252Ebusinesswatchnetwork%252Ecom%252Fnewswatch%252Fvol9%252Ftechw

atch8%252Ehtm) .

� Click on the address.

� Delete everything before the second “http”.

� Press enter.

� Your attachment/link should open.

Error #2

After clicking on a link or trying to open an attachment, you receive an error message

that says you must save the attachment to a disk.

� Click “ok”.

� Right click on the attachment.

� Select “open in new window” or “open in

new tab”.


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� The link or attachment should open in a new window/tab. Click on the new tab

to view the link/attachment.

Additional Solution

� Open Outlook Web Access (OWA) and click the “options” button from the

navigation pane on the left.

� Scroll down to the “Privacy and Junk E-Mail Prevention” section.

� Uncheck the “block external content in HTML e-mail messages” option.

� Click “save and close”.

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