Using Microsoft Outlook Web Access

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Getting Started

• Logging onto Microsoft Outlook Web Access
• Identifying Items on the Inbox Toolbar
• Identifying Items on the Outlook Toolbar
• Identifying Items on the New Message Toolbar
• Identifying Items on the Read Message Toolbar
• Using Help

Working with Messages

• Creating a New Message
• Checking Names
• Attaching a File
• Setting Message Importance
• Setting Message Options
• Saving the Message
• Sending the Message
• Reading Messages
• Replying to a Message
• Replying to all of the Recipients of a Message
• Forwarding a Message
• Moving/Copying a Message
• Deleting the Open Message
• Reading the Previous Message
• Reading the Next Message

Managing the Inbox

• Using the Outlook Bar
• Checking for New Mail
• Deleting Multiple Messages
• Creating a New Folder
• Deleting a Folder
• Changing Pages of Messages

Logging onto Microsoft Outlook Web Access

• Load a web browser.
• Open the URL mail.cod.edu   The following logon screen appears:

• Position the cursor at the User name dialog box.
• Enter your Logon Name and press TAB to position the cursor at the Password.
• Enter your Password.
• Select OK to continue. Microsoft Outlook Web Access loads and your Inbox is displayed.

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Identifying Items on the Inbox Toolbar

The toolbar icons provide point and click access to the most popular features of Outlook Web Access. The following list provides a description of each icon.

Create a new message

Reply to sender of selected message

Reply to all recipients of selected message

Forward the selected message

Check for new mail messages

Search messages

Move or copy the message to a new location

Delete the selected message

Empty deleted items folder

Show/Hide preview pane

Address book / find names

Message viewer selector

Message page selector

Help icon

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Identifying Items on the Outlook Shortcuts Toolbar

Use the Outlook Bar to switch between views to see your Inbox, Calendar, Contacts, or Public Folders. The following list describes the items on the Outlook Bar.

Displays the contents of the Inbox

Displays the calendar

Displays the contacts list

Sets conditions for messages in your Inbox

Logs off of Outlook Web Access

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Identifying Items on the New Message Toolbar

The toolbar in the new message window provides a means for sending, saving, checking the validity of names, and setting message importance.

Send the message

Save the unsent message in your inbox for later

Print the current message

Opens attachment window

Check the recipients names before sending to insure proper delivery

Set the message importance as high

Set the message importance as low

Set message options

Help

Select font type and size

Select font color

Select font style, Bold, Italic or Underline

Select font alignment, align left, align center or align right

Create a bulleted list

Create a numbered list

Increase or decrease indent

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Identifying Items on the Read Message Toolbar

The toolbar in the read message window provides a means for replying to a message, forwarding a message, moving or copying a message and deleting a message.

Reply to the message

Reply to all the recipients of the message

Forward the message

Print the current message

Move or copy the message to a new location

Delete the open message

Read the previous message

Read the next message

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Using Help

Expanded help for additional features is available from the help feature. Some of these topics include maintaining the calendar, accessing public folders, and using Contacts.

• Click on the Help icon.
• Click on the desired topic from the list on the left to display the contents of that topic on the right.
• Click on Close to close help.

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Creating a New Message

• Select the New icon from the menu bar. The New Message window appears. For a description of each icon on the New Message Toolbar, see the Identifying Icons on the New Message Toolbar
• Position the cursor at the To: dialog box. Type the complete email address of the recipient. Repeat the procedure for the Cc: and Bcc: dialog box, if desired.
• Position the cursor at the Subject: dialog box. Enter a description of the message. This description will be displayed within the message window of the Information Viewer.
• Position the cursor in the Message Area and type the message.
• Press the Send icon to send the message to the recipients.

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Checking Names

Before you send a message, you can verify the recipients' names listed in the To, Cc, and Bcc boxes.

• Click the Check Names button from the new message screen.
• Select OK if the addresses for all recipients are resolved.
• Select one of the suggested matches, and click Accept These Choices. If no matches are available, you can choose to ignore a recipient.

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Attaching a File

You can attach any type of file that is accessible from your computer or through your network to an email message.

• Click the Attachments icon from the new message toolbar.
• Enter the Path and Filename in the dialog box. If you do not know the path and filename, use the Browse button to browse your hard drive or network drives and locate the file.  Select the file and click the Open button.
• Click the Attach button to attach the selected file to the message. The file name of the attachment appears in the list of attachments. When you return to the message screen, the filename of the attachment is displayed in the message header indicating the file has been attached.
• To remove the attachment, select the check box to the left of the file name from the attachment screen, and then click on the Remove icon.

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Setting Message Importance

To advise recipients of the priority of a message, mark it as high or low importance. Messages not designated high or low have normal importance.

• Click on the Importance button from the toolbar to set the message importance. This is a toggle and will change between high and low importance with each selection.

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Setting Message Options

Set message options from the Options tab of the message.

• Select or clear the Show Cc check box. to enable or disable the Cc box.
• Select or clear the Show Bcc check box to enable or disable the Bcc box.
• Select the Tell me when this message has been delivered check box to request a delivery receipt.
• Select the Tell me when this message has been read check box to request a read receipt.

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Saving the Message

You can save a message to complete and send later.

• Open a new message window. Enter as much information as you would like.
• Click the Save icon on the toolbar. 
• You will be returned to the Inbox and your message will be saved in the Drafts folder.

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Sending the Message

Once the message is complete, it is ready to be sent to the selected recipients.

• Complete the message.
• Select the Send icon from the toolbar.

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Reading Messages

• Position the cursor on the message you want to read.
• Double click on the message to be read. The message is displayed.
• Click on the Close button to close the message.

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Replying to a Message

• Single click on the message you wish to reply to.
• Select the Reply icon on the toolbar. The Message Reply window is displayed. The address of the sender is listed in the To: box.
• Position the cursor at the top of the message window.
• Type your response.
• Select the Send icon when finished to send the reply.

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Replying to All of the Recipients of a Message

• Single click on the message you wish to reply to.
• Select the Reply to All icon on the toolbar. The Message Reply window is displayed. The address of the sender, as well as all of the recipients is listed in the To: box.
• Position the cursor at the top of the message window.
• Type your response.
• Select the Send icon when finished to send the reply.

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Forwarding a Message

• Single click on the message you wish to reply to.
• Select the Forward icon from the toolbar. The Forward Message window is displayed.
• Enter the Address of the recipient in the To: box.
• Enter a message into the message area, if desired.
• Select the Send icon to forward the message.

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Move a Message

• Single click on the message you wish to move/copy.
• Select the Move icon. The Folder List is displayed.
• Select the folder to which the message will be moved. The folder is displayed in the window.
• Select the lower level of folder, if necessary.
• Select the OK button. Your message is moved and you are returned to your previous message folder.

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Deleting an Open Message

• Open the message to be deleted.
• Select the Delete icon from the toolbar.
• The message is deleted and you are returned to the Inbox. Your message will still be displayed in the Inbox until you refresh your screen.

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Reading the Previous Message

• Open a message.
• Select the Read Previous Message icon. The previous message in the inbox is displayed.

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Reading the Next Message

• Open a message.
• Select the Read Next Message icon. The next message in the inbox is displayed.

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Using the Outlook Shortcuts Bar

Select the icon that represents the component of Outlook you would like to display. These include:

• Inbox
• Calendar
• Contacts
• Options (i.e. Out of Office Assistant)
• Log Off

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Checking for New Mail

• An icon will appear on the right hand corner of your screen indicating you have new mail.
• Clicking on the icon will take you to your Inbox and highlight the new message.
• An alternative way to check for new mail is to:
• Select the Check for new messages icon from toolbar.
• New messages that have arrived since the Inbox was last refreshed are displayed.
• Unread messages appear with bold titles.
• Read messages appear as plain text.

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Deleting Messages

• Select the message to be deleted.
• Click the Delete icon from the toolbar. The selected message is removed and placed in the Deleted Items folder.
• To delete multiple messages at once:
• Hold down the control (Ctrl) key while selecting messages.  This will allow for multiple messages to be selected.
• Click the Delete icon from the toolbar. The selected messages are removed and placed in the Deleted Items folder.

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Creating a New Folder

• Click the Down Arrow next to the new button icon on the toolbar.
• Select Folder from the drop down menu
• Type a name for the new folder.
• Click OK.
• Click Cancel to cancel the operation.

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Deleting a Folder

• Right click on the folder to be deleted.
• Select Delete from the menu
• Click on OK at the "Are you sure you want to delete the current folder and its subfolders?" prompt to delete the folder.
• Click Cancel to cancel the operation.

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Changing Pages of Messages

The list of messages within the Inbox may be longer than can be displayed on one screen. The Page box is located on the toolbar. It lists the total number of pages of messages that are in the current folder and indicates which page is currently displayed.

• Select the forward arrow to display the next screen of messages. The displayed page number is displayed in the box.
• Select the backward arrow to display the previous list of messages.
• Type the page number to be displayed in the dialog box and press enter to move directly to the desired page number.

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