Outlook Web Access Guide

 Logging In

https://mail.ufl.edu/owa/

How to login

  • Open a web browser (the newer the version, the better functionality) and type in the following URL:  https://mail.obgyn.ufl.edu/exchange/
  •  When the login screen pops up, enter your username and password.

If you are on a Windows XP machine, the login screen will only have two boxes, username and password. If your name is Jennifer Smith, and your username is jsmith, you MUST type in smitjenn as your username in this box.

Outlook will open, and a menu bar will appear on the left. The Menu offers a number of shortcuts to your personal folders, as well as a listing of your private and public folders. The two views available in the Outlook Bar are Shortcuts and Folders. You can switch between the two views by clicking the tabs at the top and bottom of the Menu Bar.

The new version of Outlook Web Access in Exchange Server 2003 represents a significant upgrade from Outlook Web Access in Exchange 2000. The new version is a full-featured e-mail client, with support for rules, spelling checker, signed and encrypted e-mail, and many other improvements. The interface is also redesigned to provide an enhanced user experience similar to that of Outlook 2003, including a new Reading Pane (previously called the Preview Pane in Outlook) and improved Navigation Pane.

Part One: New User Interface

Outlook Web Access now more closely matches the Outlook 2003 user interface (Figure 1.1). This section provides detailed information about the new user interface features and options.

Figure 1.1 New Outlook Web Access interface (Outlook Web Access Premium)

Selecting a Color Scheme

Outlook Web Access now allows users to select a color scheme for their Outlook Web Access experience. Figure 1.2 shows the available color schemes.

Figure 1.2 Outlook Web Access color schemes
1. Olive Green
2. Burgundy
3. Silver
4. Dark Blue
5. Default (Blue)
To change the color scheme for Outlook Web Access
1. In Outlook Web Access, in the Navigation Pane, click the Options icon. (Located on the left at the bottom)
2. Under Appearance, select a color from the drop down list.
3. Click Save and Close to save your color scheme.

Reading Pane

The improved Reading Pane (previously called the Preview Pane in Outlook) displays the e-mail message in the right pane. Essentially, the Reading Pane enhances readability and provides the user with more information on the page.
Users can easily switch to the classic bottom Reading Pane or turn the pane off entirely. Reading Pane options are accessed on the Toolbar by clicking the Show/Hide Reading Pane button.
Note
The Reading Pane is not available with Outlook Web Access Basic.

New Two-Line View

Outlook Web Access in Exchange Server 2003 includes a new view for listing the messages in a folder. This new Two-Line view (Figure 1.3) displays the message information on two different lines, which allows more information to be displayed for each message without being cut off. This is especially useful when using the new Reading Pane.
The following message information is displayed in Two-Line view:
1. From
2. Subject
3. Received
4. Importance
5. Attachments

Figure 1.3 The Two-Line View
To select the Two-Line View
1. In Outlook Web Access, click the View drop-down list. This list shows the currently selected view and is located above the Toolbar next to the folder name.
2. Click Two-Line View.

Message Flagging

In Outlook Web Access, you can now flag messages for follow-up. The new flag column appears to the right of the message list and allows users to flag a message, mark a flag as complete, or clear a flag. Six flag colors are supported (Figure 1.4).

Figure 1.4 Message flagging
You cannot set a reminder for these follow-up flags. These flags simply provide a visual indicator of which items in the mailbox a user has marked as needing further action.
Note
This feature is not available with Outlook Web Access Basic.

To flag a message for follow-up
1. Click the flag next to the message you want. The flag turns red, indicating that the message has been flagged.
2. To mark a flag as complete, click it again.
3. Alternatively, you can right-click the flag to display a shortcut menu with more options. Use the shortcut menu to select a different flag color, clear a flag, or mark a flag as complete.
Note
You must use the shortcut menu to clear a flag.

Shortcut Menus
Shortcut menus are now available in Outlook Web Access. You can right-click on messages, folders, and other objects to display shortcut menus from which you can select relevant commands (Figure 1.5).
Note
This feature is not available with Outlook Web Access Basic.

Figure 1.5 Message shortcut menu
The following sections list the new commands featured in the message and folder shortcut menus.

Message Shortcut Menu
When you right-click a message in the message list, the following commands are available:
1. Open
2. Reply
3. Reply to all
4. Forward
5. Follow Up
6. Flag Complete
7. Clear Flag
8. Mark as Unread
9. Create Rule
10. Delete
11. Move/Copy to Folder
Folder Shortcut Menu
When you right-click a folder in the folder list, the following commands are available:
1. Update Folder
2. Open
3. Open in New
4. Move/Copy
5. Delete
6. Rename
7. New Folder
Setting the Number of Messages Displayed per Page
Exchange 2003 Outlook Web Access users can specify how many items are listed in a view, such as the number of messages listed when viewing a mail folder. By default, twenty-five items are listed. You can view as few as five to as many as one hundred items at a time. For users connecting to Outlook Web Access using a dial-up modem, the number of items should be set to 25 or fewer to maximize performance.
This option also affects the number of contacts and tasks that display per page.
To set the number of items listed in a view
1. In Outlook Web Access, in the Navigation Pane, click Options.
2. Under Messaging Options, in the Number of items to display per page list, select the number of messages that you want to appear in a view.
3. Click Save and Close.

Deferred Refresh of Views
With the version of Outlook Web Access that shipped with Exchange 2000, every time a user deletes, moves, or copies a message, the server refreshes the entire view. For example, if a user has twenty-five messages in their Inbox, and the user then deletes a message, Outlook Web Access deletes the message, and then refreshes the view so that twenty-five messages are again listed.
With the version of Outlook Web Access that ships with Exchange 2003, deleted or moved items are still removed from the message list, but the refresh of the entire list (in other words, the addition of new items to the view) is deferred until a twenty percent of the items are deleted or moved. Reducing the number of refresh requests helps to reduce network traffic and enhances the overall user experience.
The twenty percent threshold is based on the total number of items set to display per page (as set by the user in Outlook Web Access Options), not the actual messages count on a page.
For example, if a user requests one hundred messages to display per page, the message list does not automatically refresh until twenty-one messages are deleted.
Note
This feature is not available with Outlook Web Access Basic.

Accessing Search Folders (Saved Searches)
In Outlook 2003, you can create special Search Folders that are saved searches for specific content in your mailbox. For example, you can perform a search that finds messages from a particular sender, and then save the search results as a Search Folder for later use. Search Folders appear in a special section of the Outlook Folder List.
In Outlook Web Access, Search Folders appears in the Folders pane. Search folders only appear in Outlook Web Access if a user creates them while running Outlook 2003 in online mode against an Exchange 2003 server. You cannot create search folders in Outlook Web Access.
Note
This feature is not available with Outlook Web Access Basic.

Notifications
If you configured Outlook Web Access to notify you of new e-mail or reminders, the Navigation Pane now notifies you when new items arrive in your Inbox or active reminders are waiting to be dismissed or set to snooze. To configure notifications, click Options, and then select the appropriate options under Messaging Options and Reminder Options.
Note
This feature is not available with Outlook Web Access Basic.

Public Folders
Public folders are now displayed in their own window. In the Navigation Pane, click Public Folders to launch a new browser window that contains only public folders.
Note
This feature is not available with Outlook Web Access Basic.

Log Off
The Log Off feature has been moved from the Navigation Pane. It is now located on the right side of the toolbar.

 

Part Two: Email

Inbox Overview

Messages are delivered to your mailbox on a Microsoft Exchange Server computer, where they are stored in your Inbox by default. Outlook Web Access allows you to read and send e-mail messages through a Web browser.

To open your Inbox:

If you have Shortcuts displayed on the Outlook Bar, click the Inbox icon.  If you have Folders displayed on the Outlook Bar, click Inbox. The number of new messages you have in your Inbox will appear in parentheses beside Inbox.

The Inbox displays new messages in boldface. Once read, the messages will revert to normal type.

 

Reading Messages

To open an e-mail message:

  • Locate the message you want to read.
  • Double-click the message to open it, or select the message, and press ENTER.

When you open an e-mail message in Outlook Web Access, it is displayed in the Read Message form.

The following basic information is displayed in the Read Message form heading:

From Indicates the name (or e-mail address) of the sender or organization.
To Indicates the name (or e-mail address) of the primary recipients.
Cc Indicates the name (or e-mail address) of the carbon copy (cc) recipients.
Subject Briefly describes the subject of the message.
Sent Indicates the date and time the message was sent.

IMPORTANT Some e-mail messages you receive may contain a link in the heading that reads View as Web Page. When you see this link, it means the original message contained elements that Outlook Web Access filtered out because they pose a potential security risk. These elements include Java applets and ActiveX controls. Click the link to view the message, in its unfiltered form, in a separate browser window. Before the message opens, you will receive a warning message about the potential security risk of viewing such content.

 

Replying to or Forwarding a Message

To respond to a message you have read, in the Read Message form toolbar, click the Reply, Reply to all, or Forward buttons.

When you click Reply, the To field is preaddressed to the sender of the original message. When you click Reply to all, the To and Cc fields are preaddressed to the sender as well as every other recipient of the original message. When you click Forward, you have to fill in all address fields, just as you do when addressing a new message.

The text of the original message is copied in the message body. You can type your response within or above the sender’s original message.

Move/Copy Messages

With the Move/Copy command you can reorganize e-mail messages in your mailbox. You can move or copy a message to an existing folder, or to a new folder.

Note that it is also possible to drag and drop messages between your private e-mail folders.

To move or copy a message to an existing folder:

  • Open the message you want to move or copy.
  • On the toolbar of the Read Message form or Read Post form, click the Move/Copy button.
  • In the Move/Copy Item dialog box, select a destination folder.
  • Click Okay, or to cancel the operation, click Cancel.

Deleting Messages

You can delete an individual message from your e-mail folders, or you can delete several messages at a time.

To delete an open message, on the Read Message form toolbar, click Delete.

To delete a message or multiple messages from a folder in the main Outlook Web Access window, first select the messages. To select consecutive messages, click on the first and last messages in the series while holding down the SHIFT key. To select non-consecutive messages, hold down the Ctrl key as you click on each message you want to delete. With the messages selected, on the main Outlook Web Access toolbar, click Delete.

Note All deleted messages are sent to the Deleted Items folder. They are not permanently removed until they are deleted from the Deleted Items folder.

Reading Attachments

An attachment is a file that can be created in any program and attached to an e-mail message, such as a Microsoft Word document, a Microsoft Excel spreadsheet, a .wav file, or a bitmap. When a message contains an attachment, Outlook Web Access displays a paper clip symbol beside it in the folder listing.

When the message is opened, you will see the name of the attached file in the message heading information. Some attachments, such as .txt and .gif files, will be opened directly by the Web browser.

WARNING For security reasons, you should not open an attachment unless you are sure about the content and the person who sent it to you. Attachments are a very common method for spreading computer viruses.

To view an attachment, double-click the attachment file name, located in the message heading information. The attachment will open in a new browser window.

Composing and Addressing a New Message

To Compose a new message:

  • Click the NEW button from the top left, use the drop down arrow to select New mail message.
  • To address: the To and Cc fields, type the names of the recipients. Separate multiple names with semicolons (;).

When adding an address, you can also click the To or Cc buttons. This will open the Find Names dialog box, which allows you to search through your organization’s global address list for a particular recipient. Once you locate a person through Find Names, their name can be added directly to your e-mail message.

To add blind carbon copy recipients, in the Bcc field, type their names, or click Bcc to open the Find Names dialog box. Bcc recipients receive a copy of the message, but their names do not appear in the list of recipients. Each Bcc recipient cannot see the names of other Bcc recipients. If no Bcc box is present and you want to add Bcc names, click Options, and then select Show Bcc. (By default, Outlook Web Access messages do not include the bcc field.)

  • In the Subject field, type a brief subject line.
  • Type your message in the message body.

Tip Use the Formatting Toolbar to format your text with different sizes, fonts, and colors

When finished composing, click the SEND button.

Toolbars

There are a number of toolbars in Outlook Web Access to help you perform various tasks. Your Inbox, calendar, contacts, and public folders have their own toolbars, with buttons specific to their function.  (See above) There are several buttons, however, that are for more general administrative functions, and are available in more than one location. They are described in the following chart:

 HELP  Click this link for Help specific  to the window you are working in. Scroll to the far right.
 New Button  This drop-down menu is available at all times. The option displayed on the button varies, depending on the window you are working in, as does the list of options that displays when you click the down-arrow to the right of the button. Use the Folder option to create a new folder.
New messages Click this button to check if you have any new messages. This also refreshes your browser window.
Move/Copy  This button opens the Move/Copy dialog box, which allows you to organize messages or other items in your mailbox. You can move messages from one folder to another, or copy them to a different location.
Delete Highlight an item in the main Outlook Web Access window, such as a contact, appointment, or message, and then click this button. The item will be moved to the Deleted Items folder.
Empty deleted items folder This function permanently deletes any item that you have placed in the Deleted Items folder.
Show/Hide Preview Pane  Click this button to activate the Preview Pane, which allows you to view a portion of your messages without opening them.
Address Book  Click this button to open a dialog box that allows you to search your organization’s address list.

Checking Names

Outlook Web Access can match partial names typed in recipient boxes to their corresponding e-mail aliases, but only if the partial name is unique. For example, if the address list contains the aliases john and johnny, and you typed john, the name john is not completely matched. This is because both john and johnny could be matched to john. See the below example using the name, “Ray

If you attempt to send a message to one or more recipients who can not be matched to an e-mail alias, the Check Names dialog box will appear. For each unresolved name, you will have the choice of deleting the name from the list of recipients (the person will not receive your message) or selecting a similar name that Outlook Web Access has found in the Address Book.

  • To delete the unresolved name, select Delete this recipient from the list, and then click OK.
  • To specify the recipient, under Change to, select one of the names, and then click OK

Tips To verify recipients’ names at any time, on the toolbar, click the Check Names button.

A maximum of 100 names will be returned for you to select from. If you don’t see the intended recipient, refine the name you originally typed.

Setting Message Options  

By clicking Options in the toolbar of an open email, you can add a number of Outlook Web Access features to messages. This includes new messages, replies, and forwards.

Importance To set message importance, in the drop-down menu, select Low, Normal, or High. The default setting is Normal.
Sensitivity.  To set message sensitivity, in the drop-down menu, select Normal, Personal, Private, or Confidential. The default setting is Normal.
Message Receipts To request a delivery receipt, select the Tell me when this message has been delivered check box. To request a read receipt, select the Tell me when this message has been read check box.

Attaching a File

In the attachments screen you can attach any type of file that is accessible from your computer or through your network. This utility also allows you to remove attachments. See also Sending an Edited Attachment.

  • To attach a file to an e-mail message or other Outlook Web Access item:
  • Click the Add Attachment icon when creating your message, appointment, or contact.
  • Under Choose a file to attach, type the path to the file, or click Browse to navigate to the file.
  • Click Attach and the file will appear under Current file attachments. Repeat steps 1-3 for any additional files you want to attach.

To return to the form you were working in, click Close. The file(s) you selected will now appear in the heading, beside Attachments.

To remove one or more attachments from a message:

  • On the toolbar, click the Add Attachment icon.
  • Under Current file attachments, select the check boxes beside the files you want to remove.
  • Click Remove.

Tips Attachments are not copied when you reply to a message. Instead, a placeholder icon appears in place of the file. To include attachments, forward the message instead of replying to it. IMPORTANT:  Before editing attached files, you must download them to your computer.

Saving the Message

You can save a message you want to complete at a later time if you don’t have time to finish composing it. This can be done for new messages and for your replies and forwards of other messages.

By default, saved messages are stored in your Drafts folder. To save a message, on the toolbar, click the Save button. To recall a saved message, in the Drafts folder, double-click the message.

Sending the Message

When you have finished composing your new message, reply, or forward, on the message toolbar, click Send.

When the message has been sent, the message window will close and you will be returned to the folder you were working in.

Folders

The Folders tab displays your personal folders and your organization’s public folders. Folders are displayed in a hierarchy, so that you can expand folders as necessary to view subfolders, or collapse the hierarchy to view only the top-level folders. A plus-sign [+] beside a folder will indicate that there are sub-folders nested within them. To view the next level in the folder hierarchy, click the plus-sign. When you click on any folder in the Outlook Bar, its contents will be displayed in the Outlook Web Access viewing panel.

Creating and Deleting Folders

By default, messages sent to you are stored in your Inbox. However, you can organize your messages, into a hierarchical folder system, and continue to adjust it as your needs change. The folders you create can reside at the same level as your default folders (Inbox, Sent Items, and so on), or you can build a personal folder hierarchy by creating subfolders within any existing e-mail folder. This means you can create subfolders within a folder such as your Inbox, or within a folder that you created.

Creating a Folder

To create a new folder:

  • To display your private and public folders, on the Outlook Bar, click the Folders tab.
  • Right-click any folder in the Outlook Bar, and then click New Folder.

Though not required, you should use the folder that will contain your new folder. If you are making a new subfolder for a parent folder, then right-click on the parent folder. You can also create a new folder from anywhere in Outlook Web Access by selecting Folder from the New drop-down menu, on the main toolbar.

In the Create New Folder dialog box, type in a name for the new folder.

In the Folder contains drop-down menu, select the type of items this folder will contain. Your selection will determine which form (Contact, Calendar, mail message, and so on) Outlook Web Access will use to display this folder.

In the listing of folders, select where you want the new folder to reside. If the new folder is to be a subfolder of Inbox, for example, click Inbox. If the new folder is to be at the top level of the folder hierarchy, click the first listing (your user name).

Click OK. To cancel the operation, click Cancel.

Move/Copy Folders

Outlook Web Access allows you to move and copy folders between other folders. This helps you create and organize your folder hierarchies. Note You can not move or copy items between public folders and your private Exchange folders. For example, you can not move or copy a public folder into your Inbox or Calendar. Also, if your public folders are spread out over several servers in your organization, it may not be possible to move or copy items between those folders.

To move or copy a folder:

  • To display your private and public folders, on the Outlook Bar, click the Folders tab.
  • On the Outlook Bar, right-click the folder you want to move or copy, and then click Move or Copy.
  • In the Move/Copy Item dialog box, click the destination folder, and then click OK.

Tip You can also move or copy folders by dragging and dropping them with your mouse. To move a folder, click on it with your mouse, drag it to the destination folder on the Outlook Bar, and then release your mouse button. To copy a folder, press the CTRL key, and then click on the folder with your mouse. Pressing CTRL, drag the folder to the destination folder on the Outlook Bar. Release your mouse button.

It is also possible to move or copy an existing folder to a newly created folder.

To move or copy a folder to a new folder:

  • In the Outlook Bar, right-click the folder you want to move or copy, and then click Move or Copy.
  • In the Move/Copy Item dialog box, click New.
  • In the Create New Folder dialog box, type a name for your new destination folder.
  • In the Folder Contains drop-down menu, select the appropriate item for your new folder, and then click OK.
  • In the Move/Copy Items dialog box, select the new folder, and then click OK.

Part III: Calendar

When you click on either the calendar icon or folder, the calendar will display, and the toolbar below, will be displayed.

  • The New button, refers to a new appointment.
  • The printer icon is to print a selection.
  • The delete icon is to delete a selection.
  • The “Today” icon will display only today’s calendar page.
  • The 1 icon will display only today’s calendar page.
  • The 7 icon will display the week’s calendar.
  • The 31 icon will display the month’s calendar.
  • The envelope icon will check for new messages.
  • The magnifying glass icon will prompt you to start a search.
  • The bell icon will display all items coded as “reminders”.
  • The book icon will display the global address book search feature.
  • The help icon will open the product’s help feature.

To create an appointment 

  • In Calendar, on the toolbar, click New.
  • In the Subject box, type a brief description of the appointment.
  • In the Location box, type the place where the appointment occurs.
  • In the Start time and End time lists, select the appropriate dates and times.
  • In the Show time as list, choose how you want your schedule to appear for the duration of the appointment. Your selection (BusyFreeTentative, or Out of Office) is what others will see when they view your schedule.
  • To be reminded about this appointment, select the Reminder check box.
  • In the message body, type any additional information, such as a list of materials to take to the appointment.
  • Click Save and Close.

To edit an appointment

  • To open an appointment, double-click it on your calendar.
  • Note  If you’re going to change the recurrence interval of an appointment, when prompted, select Open the series. If you select Open this occurrence you won’t be able to change the recurrence interval.
  • To change the subject or location of the appointment, type new text in the appropriate boxes.
  • To change the date and time of the appointment, in the Start time and End time lists, change the start and end time of the new entries.
  • Click Save and Close.

Send a meeting request

  • In Calendar, on the toolbar, click New.
  • On the Appointment toolbar, click Invite Attendees.
  • In the Required and Optional text boxes, type the names of the people you want to receive this meeting request. If necessary, type in the Resources box to specify a conference room or special equipment, such as an overhead projector.

Tips  You can also add names or distribution lists to your meeting request by clicking Required or Optional. This opens the Find Names dialog box, which allows you to search for a person in your organization’s global address list or your Contacts folder. (However, you can’t use the Find Names dialog box to search for distribution lists in your Contacts folder.) You can also click Resources to search for resources in your organization. After you locate a person in the Find Names dialog box, add the name to your meeting request by selecting the name and then clicking Required orOptional next to Add recipient to.

  • To add a resolved name in the address boxes to your Contacts folder, right-click the name, and then click Add To Contacts.
  • To delete a name from the address boxes, right-click the name, and then click Remove. Or, select the name and press DELETE.
  • To check the schedule of potential attendees, click the Availability tab. This ensures you’re choosing a time when everyone is free to attend your meeting.
  • On the Appointment tab, the Request Responses check box is selected by default. If you don’t want your meeting request recipients to send you their responses, clear this check box.
  • In the Subject text box, type the meeting’s topic.
  • In the Location text box, type the location where you plan to hold the meeting.
  • In the Start time and End time lists, select the appropriate dates and times. If this meeting will occur on a regular basis, click Recurrence on the toolbar.
  • In the Show time as list, select how you want your schedule to appear for the duration of the meeting. Your selection (BusyFreeTentative, or Out of Office) is what others see when they view your schedule and the schedules of all attendees.
  • Select the Reminder check box to be reminded about this meeting. This also reminds all recipients of the meeting request (provided they have reminders enabled on their calendars).

Type a message to accompany your meeting request in the message text area, and then click Send. A meeting request is sent to each invitee, and the new meeting is added to your schedule. Each person who receives your meeting request can accept, decline, or tentatively accept it.

Check the availability of attendees: 

When creating a meeting request, you can check the schedule of your required and optional attendees to determine the best time for your meeting.

  • In the meeting request form, on the Availability tab, type the names of the people you want to attend your meeting, and then click Availability.
  • Note  The availability chart automatically displays all your attendees’ schedules on the day of your meeting with the time of your meeting highlighted. A blue bar next to a name means that that person is busy.
  • To change the meeting date, click the Start time or End time box, and then select a new meeting date.
  • To move the meeting time, click the center of the highlighted bar representing the meeting time, and then drag the meeting to a different time.
  • To change only the starting time of the meeting, click the green line representing the start time and drag it to the left (for an earlier start) or right (for a later start).
  • To change only the ending time of the meeting, click the red line representing the end time and drag it to the left (for a shorter meeting) or right (for a longer meeting).
  • When you finish checking availability, click the Appointment tab to finish filling out your meeting request.

Part IV Contacts

Contact Overview

Contacts is your e-mail Address Book and information storage utility for the people and businesses you regularly communicate with. Use Contacts to store the e-mail address, street address, phone numbers, and any other information that relates to the contact. This can include Web pages, birthdays and anniversaries, and fax or cell phone numbers.

You can sort or group contacts by any part of their name, or by other contact information. You can also move or copy a contact to a different folder, or attach a file, such as a Microsoft Word document, to a contact, to keep related information together.

Create a New Contact

  • In Contacts, on the toolbar, click New.
  • In the new contact window, on the General tab, type the information you want to include for the contact.
  • Tip  Use the drop-down lists to record multiple entries in some boxes. For example, the drop-down list next to the E-mail icon allows you to store up to three different e-mail addresses for a contact (E-mailE-mail 2, and E-mail 3). You can also store multiple addresses and phone numbers.
  • If you have multiple addresses stored for a contact, you can designate one as the contact’s mailing address. Select the address in the list, and then select the Mailing address check box.
  • On the Details tab, you can fill in additional information about a contact.
  • Click Save and Close, and then refresh your browser window to see the new contact.
  • Note  Use the File As list on the General tab to determine how the contact will appear in Contacts. You can display each person by first and last name, by last name first, or by company name.

Open a contact

To view all the information you have stored for a contact, you’ll need to open the contact.

  • In Contacts, double-click the contact you want to open.

Create a Distribution List

If you regularly send e-mail messages to a group of people, you can create a distribution list to simplify addressing messages and meeting requests. After a distribution list is created, you can send a message or meeting request to multiple recipients at the same time. Distribution lists can include anyone with a valid e-mail address.

  • On the main toolbar, click the arrow next to New, and then click Distribution List.
  • In the new distribution list window, in the List Name text box, type the name of your new distribution list.
  • To add a member of your organization to your distribution list, click Find Names. Use the Find Names dialog box to locate the person in your organization’s global address list or your contacts, and then click Add recipient to…Distribution List. Repeat this step for each person you want to add.
  • Note  You can also type the e-mail addresses or aliases for the people you want to add in the Add to Distribution List text box.
  • To add a personal contact or person outside of your organization to your distribution list, type the contact’s name or the person’s e-mail address in the Add to Distribution List text box, and then click Add. Repeat this step for each person you want to add.
  • Tip  To delete the distribution list from your address book in the new distribution list window, click Delete on the toolbar. To send a message to all the members of the distribution list, click Send mail to list.

Part V: Tasks

The version of Outlook Web Access that shipped with Exchange 2000 did not support tasks. Although you could view existing tasks, they were displayed as e-mail messages and could not be edited. In Exchange 2003, Outlook Web Access now supports tasks (Figure 7.1). You can create and manage new tasks or manage tasks that have already been created in Outlook.

Figure 7.1 Outlook Web Access Tasks view

Some of the task features that are now available include:

1. Support for recurring tasks
2. Mark tasks complete
3. Modify percent complete
4. Task status
5. Due date
6. Attachments
7. Priority
8. Start date
9. Mileage
10. Billing information
11. Work hours
To work with tasks in Outlook Web Access
1. In Outlook Web Access, in the Navigation Pane, click Tasks. If the Navigation Pane is collapsed, click the Go to tasks button.
2. Click New to create a new task, or right-click an existing task and click Open.
3. On the Task page, edit the desired fields, and then click Save and Close.
If you have worked with tasks in Microsoft Outlook, the new task support in Outlook Web Access should be very familiar.
Deleting and Skipping Tasks
In Outlook, when a user attempts to delete a recurring task, the user must decide whether to delete a single occurrence or the entire recurring series.
In Outlook Web Access, the delete command always deletes the entire task series. However, you can skip an individual occurrence by clicking the Skip Occurrence button on the Task toolbar.

Task Requests Not Supported
In Outlook, you can use the Task Request feature to assign tasks to other users. Outlook Web Access does not support this feature. Furthermore, in Outlook Web Access, users cannot process Task Requests sent from Outlook or update any delegated tasks they have already accepted in Outlook.
Outlook Web Access does allow you to delete Task Requests or previously accepted delegated tasks; however, the task assigner does not receive notification that the deletion occurred.

Part VI Rules

About Rules

You can manage your e-mail messages by using rules to automatically perform actions on incoming messages. After you create a rule, Microsoft Office Outlook Web Access applies the rule to messages that arrive in your Inbox. For example, you can automatically forward all messages sent by Ellen Plourde to your manager when they arrive in your Inbox.

To view your rules, click Rules in the Navigation Pane.

Notes  A rule in gray type can’t be modified by Outlook Web Access because its conditions can’t be interpreted or it doesn’t specify an action.

A rule in red type contains an error related to the folder you want the rule to move or copy the message to. Select the rule, click Modify, and then correct the rule.

Outlook 2000 and Outlook 2002

Following are specific limitations to creating and using rules between Outlook Web Access and Outlook 2000 or Outlook 2002.

  • If you create, modify, or delete rules in Outlook Web Access, any rules you disabled in Outlook 2000 or Outlook 2002 will be deleted.
  • Rules with conditions or actions that Outlook Web Access can’t interpret, or rules with no action specified, are displayed in gray type.
  • If you open the Outlook 2000 or Outlook 2002 Rules Wizard after creating or modifying rules in Outlook Web Access, you will be warned about a client-server conflict. To preserve the rules you created in Outlook Web Access, select Server in the message box.
  • In the Navigation Pane, click Rules.
  • In the Rules screen, click New.
  • In the Rule Name box, type a name for the rule if you want to give the rule a specific name. If you leave this box blank, Outlook Web Access will generate a name from the rule criteria you specify (for example, “Sent only to me”).
  • In the Edit Rule dialog box, specify any or all of the following conditions:
  • To base the rule on who sent the message, type the alias or e-mail address of the user name or distribution list in the From field contains box. To find the person or distribution list in your organization’s address book or your contacts, click Address Book .
  • To base the rule on words in the subject of the message, type the words in the Subject contains box.
  • To base the rule on the importance setting of the message, select the importance in the Importance is menu.
  • To base the rule on who the message was sent to, type the alias or e-mail address of the user name or distribution list in the People or Distribution List box. Separate two or more entries with a semicolon (;). To find the person or distribution list in your organization’s address book or your contacts, click Address Book .
  • To base the rule on messages that are sent only to you, select the Sent only to me check box.
  • Specify what to do with the message if it meets the conditions you set in step 4:
  • To move the message to a folder, select Move it to the specified folder, click specified, and then select the appropriate folder in the Move/Copy Item dialog box.
  • To copy the message to a folder, select Copy it to the specified folder, click specified, and then select the appropriate folder in the Move/Copy Item dialog box.
  • To delete the message, select Delete it.
  • To forward the message to someone, select Forward it to, and then type the alias or e-mail address of the person or distribution list in the adjacent box. Separate two or more entries with a semicolon (;). To find the person or distribution list in your organization’s address book or your contacts, click Address Book . By default, a copy of the forwarded message is kept in your Inbox.
  • Click Save and Close.

Part VII: Options

In Outlook Web Access, in the Navigation Pane, click Options. If the Navigation Pane is collapsed, click the Go to options button (Figure 7.1).

Figure 7.1 The Go to options button

Out of Office assistant:

The Out of Office Assistant generates automatic replies to e-mail messages that you receive while you’re away. Each time you activate the assistant, Outlook Web Access sends an automatic reply to someone the first time he or she sends you a message.

  • In the Navigation Pane, click Options.
  • To enable the Out of Office Assistant, under Out of Office Assistant, click I’m currently out of the office.
  • In the text box, type the message you want people to receive when they send you e-mail messages while you’re away.
  • To disable the Out of Office Assistant, click I’m currently in the office.

Spell Checking option

Outlook Web Access now includes a spelling checker. The spelling checker is built into Exchange 2003, so users do not need to run any client-side code or download additional software.
The spelling checker feature is available whenever users compose a message. The following languages are supported for Exchange 2003:

  • English (Australia)
  • English (Canada)
  • English (United Kingdom)
  • English (United States)
  • French
  • German (post-reform)
  • German (pre-reform)
  • Italian
  • Korean
  • Spanish

Users select the language for the spelling checker to use. When spelling checker is first run, users are prompted to select the preferred language. The language can also be configured at any time.
Note
This feature is not available with Outlook Web Access Basic.

Use the following procedures to customize your spelling options.

To prevent the spelling checker from checking words in UPPERCASE letters

  • Under Spelling Options, select the Ignore words in UPPERCASE check box.

To prevent the spelling checker from checking words that contain numbers

  • Under Spelling Options, select the Ignore words with numbers check box.

To automatically check spelling before a message is sent

  • Under Spelling Options, select the Always check spelling before sending check box.

Outlook Web Access also allows you to spell-check messages in several languages using language-specific dictionaries.

To select a dictionary

  • Under Spelling Options, select a language from the drop-down list.

Privacy:

Outlook Web Access helps you control unwanted and unsolicited messages (“junk e-mail”) and block links to external content that can make you the target of junk e-mail messages.

Turn on the junk e-mail filter

  • Under Privacy and Junk E-mail Prevention, select the Filter Junk E-mail check box.
  • To add or modify e-mail addresses or domains in your junk e-mail lists, see Manage junk e-mail.

Block external content in HTML e-mail messages

HTML messages you receive can include links to external content, such as pictures or sounds. These links aren’t the kind that are underlined (hot) and that you click on. They are references in the HTML source code to an external location on the Internet, such as a Web site. When you open or preview the message, your computer downloads the external content so that the picture can be displayed or the sound played. This is typically done by legitimate senders to avoid sending large messages.

However, junk e-mail senders use the downloading of external content by your computer to verify your e-mail address as “live.” Once they know there is a real person associated with your address, you can then become the target of more junk e-mail. External content used to identify you in this way is called a Web beacon.

To prevent Outlook Web Access from downloading Web beacons, under Privacy and Junk E-mail Prevention, select the Block external content in HTML e-mail messages check box.

Choose how to reply to read receipt requests

In addition to requesting a read receipt for e-mail messages you send, you can, as a recipient, choose whether to send a read receipt whenever one is requested of you.

To send a read receipt automatically whenever one is requested, select Always send a response.

To never send a read receipt, select Do not automatically send a response.

Set reminders:

  • To receive reminder messages before your appointments and meetings, select the Enable reminders for Calendar items check box.
  • To receive reminder messages for tasks that are coming due, select the Enable reminders for Task items check box.
  • To also be reminded with a sound, select the Play a sound when a reminder is due check box.
  • In the Default reminder list, select the amount of time before the item occurs that you would like to receive a reminder.

 Part VIII: LOGOFF

This icon is in the “almost” upper left corner.  ALWAYS logoff.

 

 Part IX: Additional Features

Keyboard Shortcuts
Outlook Web Access now supports more keyboard shortcuts. Table 2.4 lists the supported shortcuts.
Note
This feature is not available with Outlook Web Access Basic.

Command Keyboard Shortcut
Inbox View
Open a new message window CTRL+N
Mark selected message as read CTRL+Q
Mark selected message as unread CTRL+U
Reply to selected message CTRL+R
Reply all to selected message CTRL+SHIFT+R
Forward selected message CTRL+SHIFT+F
Message Read Form
Reply to selected message CTRL+R
Reply-all to selected message CTRL+SHIFT+R
Forward selected message CTRL+SHIFT+F
View the next message in the list CTRL+>
View the previous message in the list CTRL+<
Message Compose Form
Save the message CTRL+S
Send the message CTRL+ENTER
Check spelling F7
Check names CTRL+K or ALT+K in S/MIME
Tasks View
Create a new task CTRL+N

Public Folders View
Create a new post CTRL+N
Reply to a post CTRL+R

Table 2.4 Keyboard shortcuts for Outlook Web Access

Right-to-Left Layout
Outlook Web Access now supports right-to-left layouts in the Arabic and Hebrew versions of the client. Note that the only Internet Explorer 6 and later supports both Arabic and Hebrew.
Note
This feature is not available with Outlook Web Access Basic.

Message Signatures
With Outlook Web Access for Exchange Server 2003, you can create a personal signature that can be added to outgoing messages automatically or inserted into individual messages manually. To customize your signature, you can modify the font color, style, and alignment.
Note
You can only have text for signatures in Outlook Web Access Basic.

To create your signature

  • In Outlook Web Access, in the Navigation Pane, click Options. If the Navigation Pane is collapsed, click the Go to options button.
  • Under Messaging Options, click Edit Signature.
  • On the Signature page, edit the signature text and style.
  • Click Save and Close.

To add your signature to all outgoing messages automatically

  •  In Outlook Web Access, in the Navigation Pane, click Options. If the Navigation Pane is collapsed, click the Go to options button.
  • Under Messaging Options, select the Automatically include my signature on outgoing messages check box.
  • Click Save and Close.

To insert your signature into a specific message

  • With the desired message open, on the toolbar, click the Insert Signature button.

Viewing User Properties
Outlook Web Access now allows you to view user name properties that were resolved from the Exchange global address list (GAL). The property information is a subset of what is displayed in Microsoft Outlook.
The following properties are displayed in Outlook Web Access:

  • First Name
  • Initials
  • Last Name
  • Display Name
  • Alias
  • Address
  • City
  • State
  • Postal Code
  • Country/Region
  • Title
  • Company
  • Department
  • Office
  • Phone
  • Mobile Phone
  • Whether the user has a valid Digital ID for receiving encrypted messages (available when S/MIME is installed)

Simple SMTP addresses or addresses from the Contacts folder still display the same information (display name and SMTP address) that was available in previous versions of Outlook Web Access.

To view a resolved user’s properties
There are several methods you can use to view a user’s properties:

  • Right-click the resolved user name and choose Properties.
  • Double-click the resolved user name – even in the Reading Pane.

(This method is available only in Outlook Web Access Premium.) Click the Address Book button to search for users in the GAL. This will open the Find Names dialog box. After locating the user you want, click the user name, and then click Properties.

Easier Removal of Recipients
In the version of Outlook Web Access that shipped with Exchange 2000, to remove a recipient from an e-mail you were composing, you had to double-click the user name, which opened a dialog box, and then click Remove.
This process is simplified in Exchange 2003. Now, you can highlight the resolved user name and then press the DELETE key. Alternatively, you can right-click the resolved user name and then click Remove.
Note
This feature is not available with Outlook Web Access Basic.

Adding a Sender or Recipient to Contacts 

In Outlook Web Access, it is now easy to add a sender or recipient of an e-mail message to your Contacts folder; you no longer need to enter the address manually. For information about using other methods to create contacts, see “Creating New Contacts” in the Outlook Web Access online Help.
Note
This feature is not available with Outlook Web Access Basic.

To add a sender or recipient of an e-mail message to your Contacts folder

  • In Outlook Web Access, open an e-mail that contains a sender or recipient that you want to add to your Contacts folder.
  • In the upper pane of the e-mail message, right-click the name you want, and then click Add to Contacts.
  • In Untitled Contact, on the General tab, in the Last Name and First Name boxes, type the last name and first name of the new contact. Then, on both the General and Details tabs, use the remaining boxes to fill in any other information you want to include about the contact.
  • Click Save and Close.

Note
You can also use the user name Properties dialog box to add the contact to your Contacts folder.

Selecting a Default Font
Outlook Web Access allows you to select the default font type, size, and color you want to use for new e-mail mail messages. Instead of the browser’s default font, Outlook Web Access uses Arial 10 pt. by default (in the U.S. user interface).

To change the default font for new messages

  • In Outlook Web Access, in the Navigation Pane, click Options. If the Navigation Pane is collapsed, click the Go to options button.
  • Under Messaging Options, click Choose Font.
  • In Font, select the font and any other options you want, and then click OK.
  • On the Options page, click Save and Close.

Reply Header and Body Not Indented
Many users find their names added to an e-mail thread that already contains many messages. In these cases, the users usually scroll through the thread to understand the history of the issue that is being discussed. However, as they reach the beginning of the thread, it becomes difficult to read the messages. The earliest message contents are often illegible because each reply indents the previous message body, thereby consolidating the earliest message text.
Outlook Web Access no longer indents the messages in an e-mail thread (although other e-mail clients may do so). Instead of an indentation, a horizontal line offsets the reply header and body from the new content.

Web Beacon Blocking 
In Exchange 2003, Outlook Web Access makes it more difficult for people who send junk e-mail messages to use beacons to retrieve e-mail addresses. Now an incoming message with any content that could be used as a beacon, regardless of whether the message actually contains a beacon, prompts Outlook Web Access to display the following warning message:
To help protect your privacy, links to images, sounds, or other external content in this message have been blocked. Click here to unblock content.
If users know that message is legitimate, they can click Click here to unblock content. Users can delete a message without triggering beacons that alert a sender of junk mail to send more junk mail.
To disable this option, on the Options page, under Privacy and Junk E-mail Prevention, clear the Block external content in HTML e-mail messages check box.

Blocking Attachments 
Outlook Web Access now provides the following attachment-blocking features:
Blocking Outlook Web Access users from accessing certain file type attachments
This feature is particularly useful in stopping Outlook Web Access users from opening attachments at public Internet terminals, which could potentially compromise corporate security. Furthermore, to allow Outlook Web Access users who are working in their offices or connected to the corporate network from home to open and read attachments, administrators can allow full intranet access to attachments.
If an attachment is blocked, a warning message indicating that the user cannot open the attachment appears in the InfoBar of the e-mail message.
By default, blocking certain file types attachments is enabled on all new Exchange 2003 installations.
Junk E-mail Filtering
Outlook Web Access on Exchange 2003 allows you to manage your Junk E-mail safe senders, safe recipients and block senders lists that are also created by Outlook 2003. Both Outlook Web Access and Outlook 2003 create a special folder in your mailbox called Junk E-mail. The Exchange 2003 junk e-mail rule uses information in your block senders list to move junk e-mail to this folder.

Sensitivity and Reply/Forward InfoBars
The following information now appears on the InfoBar of an e-mail message:

  • Sensitivity settings, such as Confidential.
  • The date and time a user replied to or forwarded a received message.

Item Window Size
Whether a user wants to read an item or create an item, the version of Outlook Web Access that shipped with Exchange 2000 launches all windows at the set size of 500×700 pixels. Even if the user resized the item window, the next window would still open at 500×700.
With Exchange 2003, during a session, if a user resizes an item window, Outlook Web Access retains that size and opens all future item windows at that size. This works for all item windows opened within a session, including e-mail messages, Calendar, Contacts, or Tasks. However, the new window size is not persisted to future Outlook Web Access sessions.
Note
This feature is not available with Outlook Web Access Basic.

Meeting Requests
Outlook Web Access includes several new meeting request features.
Setting Reminders
You can now set reminders on meeting requests you have received. With a meeting request open, select the Reminder check box, select the length of time from the Reminder list, and then click Save and Close.
Note
This feature is not available with Outlook Web Access Basic.

Forward Meeting Requests
Outlook Web Access now allows you to forward meeting requests. You can also reply to the meeting organizer, or reply to the meeting organizer and all recipients.
To forward or reply to a meeting request

  • In Outlook Web Access, open the meeting request.

Do one of the following:

  • To reply to the meeting organizer only, click the Reply icon. In your reply, the To line is preaddressed to the meeting organizer.
  • To reply to the meeting organizer and all recipients, click the Reply to all icon. In your reply, the To and Cc lines are preaddressed to the meeting organizer and all recipients.
  • To forward the meeting request, click the Forward icon. Fill in the address fields, just as when you address a new message.

Composing Messages to Recipients From the Address Book
Using Outlook Web Access with Exchange Server 2003, you can now open the Address Book, select a recipient, and then compose an e-mail message to that person.
Note
This feature is not available with Outlook Web Access Basic.

To create a new e-mail message from the Address Book

  • On the Outlook Web Access toolbar, click the Address Book button.
  • In Find Names, search for the desired recipient.
  • In the details pane, select the recipient you want, and then click New Message. The recipient’s name will appear in the To line of a new message window.