UFT & UFT Welfare Fund

Outlook Web Access (OWA) 2010

User’s Guide

New Features of OWA 2010

Below are some of the new and improved features you will see as you use OWA 2010. All of

these features are described in detail on the pages listed next to each.

Conversation view

Conversation view lets users see all messages in a thread, including messages not in the current

folder. OWA 2010 provides the same conversation view and experience as Outlook 2010: By

default, messages are displayed in threads so that all the messages on a particular topic are

grouped. No more searching for a previous message to check what the response is referring to.

When a new message in a thread comes in, the whole thread gets moved chronologically to the

date/time of the new message. Conversation view has its benefits and drawbacks, but if you don't

like it, you can turn it off. Just right-click Arrange By, scroll down to Conversations, and

deselect Show Messages In Conversations.

Ignore option

If you belong to mailing lists, you'll appreciate this new feature in Outlook 2010, which you also

get with OWA 2010. Sometimes, the group will engage in discussions that don't interest you at

all. Now you don't even have to see them. Just select Ignore Conversation from the action menu

and any further messages in that conversation will be automatically deleted. This can be a real

time-saver.

Forward as an attachment

It's a little thing, but sometimes it's the little things that matter most. With OWA 2010, you can

forward an email message as an attachment. This can come in handy if you need to forward a

message to someone but don't necessarily want the person to open it immediately. You can

create an original message where you can tell the person about the attachment -- or example, you

might forward a message that possibly contains a virus to someone who provides technical

support for you.

Attach messages to messages

Sometimes you want to send an attachment with a message. In the past, you could attach a

picture, a Word document, an Excel spreadsheet, or almost any file available to you to a

message. But you couldn't attach a message from inside your mailbox to a message you were

composing. Now you can. For information, see Working with Attachments.

Download Multiple Attachments

If you receive a message that has multiple attachments, you now have the ability to download all

the attachments to your computer as a zip file by clicking Download all attachments at the top of

the message. For more information, see Working with Attachments.

Delivery report

Another new option on the action menu is Open Delivery Report. If you've ever sent an

important email and then agonized over whether it got to the recipient, this feature will be one of

your favorites. You can search for messages you've sent to a specified recipient, messages you've

received from a specified recipient, or messages with specific words in the subject line. The

delivery report will show you on what date and at what time the message was submitted and

when it was successfully delivered.

More Web browsers supported

One of my pet peeves about previous versions of OWA was that to get the best experience, you

had to use IE. It didn't work the same in other browsers, such as a Firefox. You got a "light"

version of OWA instead. And if the only computer available to log on to the Internet was a Mac

with just Safari as the browser choice, it was no fun at all. OWA 2010 supports the complete,

premium experience on Mac OS X with Safari as well as with Firefox.

In Exchange 2010, users have access to the standard version of Outlook Web App through Safari

and Firefox, in addition to Internet Explorer. For more information, see Outlook Web App

Supported Browsers.

Side-by-side calendars

Another feature that's been on the OWA wish list of many Outlook users is the ability to open up

a shared calendar and view it side by side with your own calendar. This is invaluable if you need

to make plans that include coordinating your schedule with someone else's. You can share your

calendar with other users of your Exchange 2010 server.

Filters

Users have access to a set of predefined filters to quickly search the contents of folders.

Right-click

More actions have been added to the right-click menus in Outlook Web App. Right-clicking

almost anywhere in Outlook Web App will display a menu of things you can do. The actions

available in the right-click menus have been expanded and made more consistent across your

mailbox.

Favorites

You might have noticed a new folder named Favorites at the top of your folder list. You can drag

any folder up to Favorites to create a shortcut to that folder. Favorites can make it easier to

access the folders you use the most. For more information, see Favorites.

Logging On to Outlook Web Access 2010

With this new version of OWA 2010, email users in the domain, UFTMASTERAD will notice

that the OWA 2010 URL is now secured with an SSL certificate. This feature will greatly

enhance security when accessing your mailbox by encrypting communication between your web

browser client and the Exchange 2010 server.

The URL for accessing email through OWA 2010 is https://email.uft.org or

https://email.uftwf.org . Once your browser initially loads page, you will receive a

logon prompt similar to that below:

You are required to enter your logon information in the format: User Name along with your

network password. It’s recommended that you do NOT check the Remember my password box

for security reasons, especially when using a public computer.

Once your logon credentials are verified, your mailbox will be displayed with the Inbox showing

by default.

This redirection is done at the server level, so end-users aren’t required to remember this change.

At the top of web page in the address bar you will notice the security lock icon. This

indicates an SSL-secured webpage.

If you place your cursor over the security lock icon for a few seconds, it shows that the site is

verified by

If you click on the security lock icon it tells you about your connection to uft.org

If you then click on the button it will tell you the encryption strength being

used (i.e., 40-bit, 128-bit)

Basic Website Navigation

The first screen you see once you logon to OWA will be your Inbox. You will see a menu bar

down the left side of the screen and a smaller toolbar on the top of your Inbox.

Everything you can do in OWA can be accessed from one of these two areas. The menu bar on

the left side of the screen will stay the same regardless of the OWA feature you are using. The

toolbar is specific to the feature (Inbox, Contacts, Calendar, etc.) that you are currently viewing.

Outlook Web Access Shortcut/Menu Bar

The OWA menu bar located on the left side of the screen gives you shortcut access to all of the

OWA features. In a previous version of OWA this menu could be viewed in two different ways:

folders or shortcuts. In this version the two menus have been combined into one.

The Outlook Mail folder view can be hidden by clicking on the down arrow button. When the button is clicked the

folder pane will not display.

Button looks like this when

folders are hidden. Click the button to unhide folders.

The Outlook shortcuts at the bottom of the menu can be displayed as small buttons by clicking on the

“dot line” above the Mail icon.

When you click this the shortcuts will be displayed this way. Click the “dot line” above the shortcuts to revert to the large

shortcuts view.

This menu will display different options depending on which of the Outlook areas you are in (Mail, Calendar, Contacts or Tasks)

The button to the right of the menu above will refresh the view of the folders when it is clicked. This can be used to refresh the count of unread messages in the Inbox.

Clicking on the down arrow to the right of each menu option opens a sub-menu. For example; the sub-menu options for ‘New’ are for a new Message or a new Meeting Request.

If you click on the menu option itself it will do that action that is

represented by the menu item. For example; if you are in the Mail area and you click on ‘New’ it will open window for a new email.

Reading Email and Mailbox Navigation

The OWA 2010 Inbox is similar to the Microsoft Office Outlook 2010 Inbox. By default mail

messages are displayed in order by date, with the most recent messages at the top of the list. The

two links that control message sorting are found below the Search Entire Mailbox search field

(see highlighted below). You can sort by any of the fields in your inbox simply by clicking the

label ‘Arrange by Date’ and click on ‘Newest on Top’ to change the sort order.

The labels will change to display your sort selections.

In addition, the Inbox toolbar has several other buttons that are useful for managing your

mailbox. Here is an overview:

At upper left corner is displayed the Outlook

area you are in and pertinent information about

it. In this example you are in Mail and it

shows that there are 23 items in your Inbox

Unread messages are identified in the Unread

Mail folder and also next to the folder that they

are found in. There is 1 unread message.

Search You can enter the text you want to

search for into the Search Entire Mailbox field

and click on the spy glass to process search.

You can also click on the down arrow to

specify where you want to search for the

specified text within all of your messages.

Check for new mail OWA checks for new

mail on the Email server every 5 minutes. If

you’d like to check manually, click the Refresh

button.

Move This will move selected message(s) to

the folder of your choice. You can also create

new folders during this process.

Delete This will delete the selected item(s)

from your Inbox.

View This option will split your Inbox in two

parts. One portion will display the message

list, and the other portion will display the

contents of the selected message. You can set

portion Right, Bottom or Off.

You can also group messages by subject by

selecting ‘Use Conversation.

Filter This option allows you to show items

based on your selected criteria. For example

you can select to show only messages that are

Unread.

To read a message that is in your Inbox, double-click on it. The message will open in a new

window with its own toolbar. When you have read the message you close it by clicking on the X

at the top right of the window, or you can click on one of the toolbar buttons to Reply, Forward,

Print, Move to Folder, or Delete the displayed message. The blue up/down arrows will

automatically move you to the previous or next message in your Inbox.

Messages with attachments will display the attached file (see highlight). To view the attachment,

click on it and select either Open with or Save File from the pop-up window. There is an option

(see below) that you can check to have it Do this automatically for files like this from now on.

Important Note: If you select Open with from the pop-up menu, the document will display in a

new browser window, and to save any changes you will have to save document locally.

Composing and Sending Messages

New Messages

To create a new email message, simply click on the New button while viewing your Inbox.

A blank message window will appear and you can type your message and subject line.

To address the email you can either type in the email address in the proper format

(alias@domain.suffix, for example, cward004@aol.com) or you can click on the To.. field or

click on the address book icon to display a copy of the UMB Global Address book. To

choose a name simply type the first few letters of the last name and click on the ‘spy glass’ to

search. Highlight the desired name in the bottom of the window and click on To - >, CC - >, or

BCC - > to add the email address. Click OK when you are done.

Note: To check to see if you have the right person by right clicking on the selected name and

selecting Properties from the drop-down menu (see below) to see the complete details for the

selected address:

If you know a portion of the employee’s name simply type as much as you know in the To.. field

and then click the Check Names button:

A window will appear displaying matching names. Select the desired name from the list.

When the email is complete and properly addressed, click on the Send button to send the

message. If you are not ready to send the message, click on the Save button. This will save

the email to your OWA Drafts folder. You can retrieve and send this message later by clicking

on the Drafts folder, which is accessible from the Folders view of the OWA menu bar.

Message Attachments

If you wish to attach a document or other file to the email you are sending, click on the Attach

File icon on the message toolbar. The Attach Files window will open up.

Attaching files using OWA 2010 takes a couple of steps:

Click the Browse button to choose the file you wish to attach. From the dialog box that

appears find and select the desired file and click Open.

Click Attach bottom of window to actually attach the file to your message. The selected file

will appear in your email next to Attached: and you are done attaching the file.

Repeat these steps for any additional files you wish to attach.

Message Options

When typing a message you have several options:

Text Formatting

You can change various aspects of the font and paragraphs by choosing from the options on the

bottom message toolbar. You can change the font type, style, size, color, highlighting (bold,

italic, etc.) alignment (right, left, center), indent, and also add bullets and numbering.

Importance High/Low

To mark a message with a importance high click the exclamation point and for importance low

click the down arrow.

More Message Options

Click on the New Message Options… button to display more options.

You can use the Tracking Options to receive a notification when the email message has been

either delivered to the individual’s Inbox, or when the message has been read.

Replying to and Forwarding Existing Messages

Replying to and forwarding existing messages can be done in two ways. From the Inbox when

you highlight the message you desire to reply to or forward it will display in the reading pane.

Click on the appropriate button on the message toolbar.

You may also double-click on the desired email to open it in its own window and then click on

the appropriate button on the message toolbar.

Notes:

If you select Reply to All, your message response will be sent to the sender and all of the

recipients. This means that if you choose Reply to All when responding to a message that

originally sent to a distribution list your response will be sent to all the distribution list

members!

For messages with attachment(s), if you choose Forward, any attachments to the original

message will be sent to the new recipient. If you choose Reply or Reply to All, the

attachments will not be sent.

Email Rules This new feature in OWA 2010 allows you to automatically file messages in your Inbox or in

sub-folders based on criteria that you setup. For example, if you have subscribed to an email list,

you can setup a rule to file all messages from list in a folder that you designate.

To setup email rules click on the Options shortcut on the right side of the screen. Click on

Create an Inbox Rule… to display the Inbox Rules setup window.

At the Inbox Rules click on New…

In the New Inbox Rule window you can define the new rule. You can also click on More

Options… for additional specifications.

At the Inbox Rules window you can also click on the down arrow next to the New… shortcut to

view a drop-down menu of possible choices for new Rules.

You can file a message based on the From field or from words in the Subject Line. You can

also file messages based on their importance flag (high, low, or normal). All three of these

criteria can be combined.

You can also file messages that have been sent to you and other recipients (such as a

distribution list).

Then you should select the action that you want OWA to take. It can move or copy the

message to a folder that you designate, delete it, or forward it to another email address.

Once you have made your selections, give your rule a name and click Save and Close to

save the rule. You can manage rules you’ve created from the main Rules window.

Deleted Items When you delete items from your Inbox they are moved into the Deleted Items folder. Deleted

items from your Calendar, Tasks, and Contacts also end up in the Deleted Items folder.

Items in the Deleted Items folder are not automatically removed from OWA 2010 until you

empty the Deleted Items folder. To do this, you can click on the Empty shortcut on the Deleted

Items toolbar. This will delete all items in the folder. You will need to reply to a Yes/No prompt

to conclude the action.

You can also right-click mouse on the Deleted Items folder on the menu bar and select Delete

Items.

Calendar and Appointments

Viewing the Calendar

The default view of the calendar is the current day with a smaller view of the current month on

the left side of the screen.

To change the way the calendar is viewed use the toolbar buttons at the top of the calendar:

Day view… Displays the current/selected day (this is the default).

Work Week view… Displays the current/selected work week.

Week view… Displays the current/selected full week.

Displays the current/selected entire month.

Takes you to the current date.

Making New Appointments

There are two ways to create new appointments on your calendar. While viewing the calendar

you can click on the New shortcut on the calendar toolbar, or you can simply double-click on the

calendar on the space corresponding to the desired start time of the meeting. When you do a

blank appointment window will appear.

Fill in the subject, the location (if needed) and the appropriate start and end times and dates.

If the appointment is a meeting or a trip that will last for several days, place a checkmark in

the All day event checkbox.

If you wish to be reminded about the meeting, place a checkmark in the Reminder checkbox

and choose when you’d like to be reminded. The default setting is 15 minutes before the

meeting occurs.

You can mark your calendar in different colors depending on the type of meeting.

Busy will mark your calendar in dark blue.

Away will mark your calendar in purple.

Tentative will mark your calendar in light blue stripes.

Free will mark your calendar in white. This option is useful if you are just giving

yourself a reminder (such as for a Birthday) that you don’t actually have to attend.

Inviting Attendees

If you are holding a meeting that you would like other people to attend, click on the Invite

Attendees button from the Appointment toolbar.

This will add three lines to the top of your appointment: To…, Optional…, and Resources….

In these three fields you will type the appropriate Email addresses, or click on the field labels (O

To…, Optional…, and Resources…) to display the address book. When you have filled out all

of the required information, click Send. This will send the meeting request to the listed

individuals. They will send Emails back to you noting whether or not they will attend.

Scheduling Assistant

Once you have invited attendees you can click on the Scheduling Assistant tab to determine

their availability for the appointment being scheduled.

Recurrence

If you are scheduling a meeting that will happen on a regular schedule, or a yearly event such as

a Birthday, click on the Recurrence button on the Appointment toolbar to setup recurrence

information.

Choose how often the appointment should recur, and on what day. Next, choose the start and

end dates for the recurrence.

Example: You have an appointment every 2 weeks on Wednesdays. You have 10 total

appointments. You should choose the following:

Recurrence Pattern: Weekly

Recurs every 2 weeks on Wednesday

End after 10 occurrences

Contacts

To create a new contact, click on the New shortcut on the Contacts toolbar. The contact window

will appear.

Fill in all relevant information, being sure to scroll down to view the entire screen. You can also

use the Jump to shortcuts (see Contacts menu above) to navigate to different parts of the

contact window. Click the Save and Close button when you are finished.

You can change the way your contacts appear on the screen by selecting an option from the

View pull-down menu on the Contacts toolbar.

To view the detailed information for a contact, simply double-click on their entry on the Contacts

screen.

Tasks The Tasks screen in OWA 2010 is redesigned, and allows you to create tasks and set due dates

and reminders.

Click the New shortcut on the Tasks toolbar to create a new task.

Fill in the task header with the desired information. You can track progress on the task by

updating the % Complete field as necessary.

You can type additional information about the task in the blank space below the header. When

you click Save and Close the task will be added to the task list on the main task screen.

Options OWA provides several options for customizing the way you view the application. Click on the

Options shortcut on the right side of the main OWA window. The Options window is larger than

your screen so you will have to use the scrollbar to view the entire window. Each option is

discussed in more detail below.

In the Options drop-down menu there are options for the following:

Set Automatic Replies

Change Your Password

Create an Inbox Rule

See All Options

Select a Theme

Set Automatic Replies (Out of Office)

You can use the Set Automatic Replies (Out of Office Assistant) while you are away to

automatically send a message to people the first time they write to you. To set automatic replies,

provide pertinent information about your time out of office and a message that you want sent in

your replies. Then click on Save to set the reply.

When you are done click Save.

Change Your Password

You need to provide your current password and then ter your new password and enter your new

password a second time for confirmation.

When you are done click Save.

Create an Inbox Rule

This concept was discussed in a precious section. See Section on Email Rules.

Select a Theme

From the Options drop-down menu click on the them you want to apply to OWA from the Select

a Theme area. This option allows you to add a “personal touch” and will only impact how OWA

looks on your screen.

See All Options

These are all the Options available:

Account

o Tell people you’re on vacation

o Learn how to get Direct Push e-mail on your mobile

o Connect Outlook to this account

o Change your password

Organize E-Mail

o Inbox Rules

o Automatic Replies

o Delivery Reports

Groups

o Public Groups

Settings

o Mail

o Calendar

o General

o Sent Items

o Regional

o Password

Phone

o Mobile Phones

o Text Messaging

Block or Allow

Messaging Options

Messaging Options can be found under Options>Settings>Mail. Scroll down to find the settings

you wish to modify.

You can create your personal Email signature that will be attached to every outgoing Email

message. Type and format your signature. You may also set Reading Pane options to determine

how to mark Inbox items as read when you view them from the Preview Pane.

You can set the default font for any messages that you type.

You can choose the way you are notified when you receive new mail in your Inbox. By default

both the message and sound notifications are selected. If you find either of these distracting you

can deselect them by removing the check mark from the appropriate checkboxes.

When you are done click Save.

Block or Allow

If you click on the Automatically filter junk e-mail checkbox you will have the option to

manage junk e-mail lists. Click on that button to setup your list.

There are two dialog boxes for you to setup Safe Senders and Recipients and Blocked Senders.

This feature can be useful in reducing the amount of junk e-mail (“Spam”) that you receive in

your Inbox. Enter the sender or domain name in the appropriate dialog box and click on the

button to add it to the list. You must type in the full e-mail address

(name@company.suffix) in order for this feature to work. When you have entered the names

you wish to block or allow, click Save.

Regional Settings

Regional settings options can be found under Options>Settings>Regional. Scroll down to find

the settings you wish to modify.

Here you can modify the way that the date and time displays in the various parts of your version

of OWA.

When you are done click Save.

Calendar Options

Calendar settings options can be found under Options>Settings>Calendar. Scroll down to find

the settings you wish to modify.

Calendar options allow you to change the way that you view your calendar.

You can change the reminders for your calendar appointments. By default reminders are

enabled. If you do not wish to have a pop-up reminder display on your screen you can deselect

this option. You can also change the time at which the notification displays on your screen. By

default you will receive a reminder 15 minutes before the start of your appointment. This can

also be changed in the calendar view for individual appointments.

When you are done click Save.

Organizing and Managing Your Mailbox Because you will not have access to Personal Folders, managing your Inbox is a little trickier

with OWA 2010. Follow these tips to ensure that your mailbox does not become too large.

1. Empty your Deleted Items folder frequently. OWA 2010 has a setting that allows you to

empty your Deleted Items folder when exiting the application. You can set Empty the

Deleted Items folder when I sign out in Options>Settings>Mail Message Options. You can

set this feature on or empty the folder manually.

2. Manage your Sent Items folder. OWA automatically keeps a copy of all messages you send.

While it may be important to keep some sent items for your records, a lot of your sent items

can be safely deleted.

3. Messages with attachments typically take up the most space. When possible, save

attachments to your hard drive and delete the original message to save space.

4. To organize your email messages within OWA 2010, you can create sub-folders either

underneath or on same level as your Inbox folder. To do this, view your OWA menu bar in

the Folders view. Right-click mouse on the folder where you want to create a subfolder, and

select Create New Folder from the pop-up menu. The new folder will be created. You have

to type the name of the folder.

Sign Out from OWA 2010

When you have finished using OWA it is important that you properly exit out of the application.

This will ensure that your Emails cannot be read by other people who may use the computer after

you. This is especially important if you use a computer in a public location such as a library or

airport.

To exit properly, click on the sign out shortcut on the main OWA window. You’ll find it in the

top right corner of the toolbar on any screen within OWA.

A screen will display instructing you to close your browser window.