getting started - einetwork · web viewrecover deleted items another useful feature available here...

How to Use Microsoft OutlookOutlook Web access (OWA) – version 2003

Getting Started

1. To access eiNetwork Outlook Web Access (OWA), type the following URL in the browser address bar -- https://exchange.einetwork.net/exchange

2. Place your cursor in the user name box and Type in eiNetwork\user name (i.e. youngm)

3. Type your password.

4. Click on Log On

5. The OWA Main page will look like this:

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https://exchange.einetwork.net/exchange


Overview of Button and toolbars found in the OWA folders

Inbox – Mail Items

Messages are delivered to you mail box on a Microsoft Exchange Server where they are stored in your INBOX by default. Here is a brief overview of the toolbars and buttons found in the inbox.

Click here to compose a new message

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Click on the drop down arrow next to New to see more options for creating new items such as appointments, contacts, tasks, folders, etc.

This drop-down menu is available at all times. The options displayed on the button depend on the window you are working in, as does the list of options that displays when you click on the down-arrow to the right of the button. For example, use the Folder option to create a new folder.

Click here if you wish to reply to the message currently highlighted or in the preview pane.

Click here if you wish to reply to EVERYONE that received this message

Click here to forward a copy of the message currently highlighted or in the preview pane to someone else.

Click here if you wish to delete the selected message.

Click drop down if you wish to change how you preview messages. You can turn this feature off or you can choose to preview messages at the bottom or at the right of your OWA screen.

Click here to check for new messages.

click here to search for messages. The window below will appear.

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Click if you need help. The window below will appear.

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Click to see the address book. The window below will appear.

There are several way to search in the address book. Type in the field that you wish to search and click FIND

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The “Global Address List” includes all the eiNetwork users.

A list of all people with the last name of “XYX” will appear.

Search by last Name.


To send a new message to someone in the address book, Highlight his/her name and select NEW MESSAGE. Note: you will need to close the address book manually by selecting CLOSE.

A blank message window will appear.

When working with your INBOX, you may want to sort messages in a variety of ways.

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Young, Mark


CALENDAR

The OWA Calendar allows you to create and track appointments. You can also organize and schedule meetings with co-workers, then update or modify the information (time, location, attendees) as required. When you use Calendar to keep track of your meetings and appointments, co-workers can check your availability for their own scheduling purposes (they CANNOT see the details of your appointments – only that you are “BUSY”, “OUT OF THE OFFICE”, or “FREE”). Here is a brief overview of the toolbars and buttons found in the calendar folder.

Click this button to schedule a meeting or set up an appointment.

Click here to print items from the calendar.

Click here to delete items from your calendar. BE SURE you have the item selected before you click delete. You WILL NOT get a prompt asking if you are sure that you want to delete something.

Click here to go to today in the calendar.

Click “1” to switch to daily view.Click “7” to switch to weekly view.Click “31” to switch to monthly view.

Click here to search for items in the calendar.

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Click here if you want to sort by first name.

Click here if you want to sort by subject.

Click here if you want to sort by date received. You can have the most current listed first or listed last.


Click here to view reminders of upcoming meetings or appointments.

CONTACTS

Use Contacts to store the e-mail address, street address, home numbers, and other information that relates to the contact. This can include Web Pages, birthdays and anniversaries, and fax or cell phone numbers. NOTE: To print contact information the contact must be opened. To open a contact, double-click on the contact name.Here is a brief overview of the toolbars and buttons found in the contact folder.

Click here to create a new contact.

Click on the arrows to more forward and backward in your contacts.

DISTRIBUTION LISTS

To set up a distribution list, click on the drop down arrow next to the New button on the toolbar, and choose Distribution List. This will bring up a box for you to add people to your distribution list, and you also must name your distribution list accordingly. You may use people from your contact list and/or people from the address book in the system.

To search for a person in the system, click on the Find Names icon. This will bring up different fields for you to search on. (ex. in last name field, type the name Smith and click on Find to find all people with the last name of Smith.) Highlight the entry of the person you want, and click on Add Recipient to Distribution List at the bottom of the screen.

Once you are finished adding all entries to the distribution list, you must click on Save and Close to save the list. The distribution list will be added to your list of contacts, and you can follow instructions above for sending a message to a contact.

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Deleted Items

The Deleted Items folder stores contacts, emails, and/or appointments that you delete. You can view these items in the Deleted Items folder. Once you delete items from this folder, they will be PERMANENTLY removed from your mailbox. Provided below is a brief overview of buttons unique to the Deleted Items folder.

Click here to empty the deleted items folder.

Click here to recover deleted items.

DRAFTS

In the drafts folder you will find those items such as contacts, emails or appointments that are incomplete. For toolbar information, please refer to the MAIL – INBOX ITEMS overview.

NOTES

Notes are the electronic equivalent of paper sticky notes. Use notes to jot down questions, ideas, reminders, and anything you would write on notepaper. Notes are useful for storing bits of information you may need later, such as directions or text you want to reuse in other items or documents.

OUTBOX

The Out box folder stores e-mail until it is sent. For toolbar information, please refer to the MAIL – INBOX ITEMS overview.

SENT ITEMS

The SENT Items folder stores a copy of each message that has been sent. For toolbar information, please refer to the MAIL – INBOX ITEMS overview.Sent items counts towards your mailbox storage limits. Please remember to delete messages from sent items on a regular basis.

TASKS

The Tasks folder provides access to your Outlook tasks. In the OWA version of the Tasks folder you can only assign a task to yourself and view any other tasks already created.

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HOW TO CREATE A NEW EMAIL MESSAGE IN OWA

1. While in the inbox, click on new. 2. The New Email Message window will launch.

3. Type the email address of people you are sending the email to in the field.

4. To send a copy of the email to another recipient(s), type his/her email address in the field.

5. To send a blind copy of the email to another recipient(s), type his/her email in the field.

If you don’t know the recipient’s email address…

1. Click on the button.2. The FIND NAMES window will appear.3. Type in the field that you wish to search and click FIND.

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4. The window will be populated with the results of you search.5. Highlight the name of the person6. click the “To” button. This will put the person’s name in your email message.

NOTE: You will need to manually close the FIND NAMES window.

HOW TO ADD AN ATTACHMENT TO AN EMAIL

1. To add an attachment to a message you are composing, click on the Add

Attachment button .2. The Add Attachment window will launch.3. Click on to find the file you want to attach.

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4. Once you have located the file you want to attach (the file name and extension will be displayed in the dialog box), click on .

5. Once the selected file shows in the current file attachments window, click on the button which will take you back to the compose email window.

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6. You should now see the document listed next to Attachments.

HOW TO CREATE A NEW CONTACT

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1. While in the contacts folder, click on “New”2. The New Contact window will launch.3. Enter as much information as desired. There are NO REQUIREMENTS on what

you have to enter.4. Once you have completed click on “Save and Close”.

Using "Options"

You can make changes to various messaging options, appearance settings, setting font for messages, creating signatures as well as changing calendar and reminder options.

1. Click the icon in the Navigation Pane.

Setting Out of Office Message

1. Choose menu

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2. Click "I'm currently out of the office"

3. Enter text in the Auto Reply box. The message you enter here will be sent to each sender only once.

When you are finished changing your Out of Office message, click to return to the Inbox.

Messaging Options

Choose menu. Scroll to the section labeled Messaging Options.

1. This section of the options will let you display up to 100 messages in your Inbox.2. You can also choose to play a sound when new messages arrive.3. This is also the section where you would choose to automatically add your

signature to outgoing messages.4. Create a signature for your outgoing mail5. Choose a font to use for messages.

Choose Edit Signature to create a signature for your outgoing messages.

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When you are finished setting your signature and font options, click to return to the Inbox.

Spelling Options

Choose menu. Scroll to the section labeled Spelling Options.

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“Choose Font” will change the look of your outgoing messages.


1. Choose the option you prefer to check spelling before sending any outgoing messages.

When you are finished setting your Spelling options, click to return to the Inbox.

Enabling Junk E-mail Prevention

Choose menu. Scroll to the section labeled Privacy and Junk E-mail Prevention

1. Checking the "Block external content in HTML e-mail messages" will prevent Outlook Web Access from downloading images and other content that is not sent with the email. This helps protect your privacy and helps prevent spammers from learning that your email address is live. While this may help to prevent future spam, this may also prevent images in certain legitimate emails from loading. If this option is enabled, when you open a message with externally linked images or other content, at the top of the screen will be the option to show all of the content.

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2. When you are finished setting your junk email prevention options, click to return to the Inbox.

Appearance

Choose menu. Scroll to the section labeled Appearance

1. This section will enable you to change the look of your Outlook Web Account. There are 5 different options that are available. Choose the most pleasing to your eye.

When you are finished changing your appearance settings options, click to return to the Inbox.

Date and Time Formats

Choose menu. Scroll to the section labeled Date and Time Formats.

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1. This feature lets you choose how you want the date visible in your inbox. 2. This feature also lets you select how you would like the time displayed in your

inbox.

When you are finished changing your Calendar settings, click to return to the Inbox

Calendar Options

1. This section of the options will determine the look of your Calendar.2. You can choose what time to have your day begin and end. Also you can

determine on what date your year can begin.

When you are finished changing your appearance settings options, click to return to the Inbox.

Reminder Options

Choose menu. Scroll to the section labeled Reminder Options.

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.

1. These options will enable a pop-up box reminder if chosen. Remember that your email will need to be opened to receive these reminders.

When you are finished changing your Reminder settings options, click to return to the Inbox

Contact Options

Choose menu. Scroll to the section labeled Contact Options.

1. This section will let you decide what group of users your address book default. We at the eiNetwork advise you to choose the Global Address List .

When you are finished changing your Contact options, click to return to the Inbox

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Change Password

There are 2 scenarios in which a password change may take place.

A Voluntary Password Change – a user decides that they want to change their password at any time.

A System Prompted Password Change – a user is automatically prompted to change their password upon login to their email account (for security reasons all users are prompted every 90 days to change their password).

Scenario 1 – Voluntary Password Change

Choose menu. Scroll to this section to change your password.

Click on the “Change password button”, and a new window will pop up to change your password.

Domain will always be einetwork.net (regardless if your email account ends with @einetwork.net OR @carnegielibrary.org)

Account will always be your username (ex.) kronsteina

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Enter your OLD password.

Enter your NEW password.

Retype your NEW password for confirmation.

Click on OK.

You will then see a message that your password change was successful.

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Scenario 2 – System Prompted Password Change

Upon logging into your email account, you will be notified that your password has expired and you will see an Internet Service Manager box appear on the screen.

The account name will appear as your username only – you will need to add the domain extension in order for this to work - @einetwork.net

**This applies to ALL users regardless of whether or not the email address is @einetwork.net OR @carnegielibrary.org – in either case you will need to add @einetwork.net to the end of your username as seen below.

Enter your OLD password.

Enter your NEW password.

Retype your NEW password for confirmation.

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Click on OK.

You will then see a message that your password change was successful.

Recover Deleted Items

Another useful feature available here is the ability to Recover Deleted Items. This allows you to bring back Deleted Items that have been emptied. To do so:

Scroll down on the options panel until you reach the "Deleted" items section. Click "View Items" to see a list of deleted items.

Select the item(s) you wish to recover. Use shift-click to select a range, and control-click to select non-adjacent items.

Click the Recover button to bring the message back to the Deleted Items folder. Click the Close button when you are finished. You may now navigate to the Deleted Items folder and then drag your recovered message(s) back to the appropriate folder.

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3. When you are finished modifying options, click to return to the Inbox.

Rules

Choosing "Rules" from the Navigation Pane allows you to create new rules to handle incoming mail messages, or edit (with a few limitations) rules you have set up in Outlook. These rules can help you manage incoming mail by performing actions on messages such as filter, moving to a specific folder, or forwarding to another account.

To Create a new rule:

1. Click Rules then click New

2. Enter a name for the rule in Rule Name (this is optional).

3. Set the specifications for the rule, such as looking for certain words in the sender (From:) field or subject field as desired. Leave it blank to apply to any sender or subject.

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4. In the Sent To area, select the people or distribution list that the emails you wish to apply the rule on were sent to. Again, leave it blank to allow the rule to apply to any message.

5. Then, select the action the rule should perform. You may want the messages the rule applies to moved to a certain folder, copied to a certain folder, or deleted. Click on the word specified then select which folder it should be moved or copied to. If you wish the message to also stay in your inbox as well as being moved to another folder, check the "Keep a copy in my Inbox" box.

To Edit an existing Rule, either double click the listed rule, or click on the rule to select it, then click "Change Rule"

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getting started - einetwork · web viewrecover deleted items another useful feature available here...

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