Outlook

Training Team

Houston Public Library

Microsoft Outlook Web Access

Houston Public Library | Training Team 1

Microsoft Outlook Web Access Basics

Table of Contents

1. Fundamentals ........................................................................................................................................................ 2

2. Working with Messages ........................................................................................................................................ 4

3. Working with Attachment ................................................................................................................................... 12

4. Working with Contacts ........................................................................................................................................ 14

5. Working with Calendar ........................................................................................................................................ 16

6. Other Email Features ........................................................................................................................................... 19



1. The Fundamentals 1.1 LOG IN/LOG OUT

To log on to the Outlook Web Access:

• Open https://cohowa.houstontx.gov

• Enter hpl/e + employee number and password

• Click on the Log On button

To log off from the Outlook Web Access:

• Click on the Log Off button on the top right of the screen

1.2 INTERFACE

Main components of the Outlook Web Access interface: • Folder List • View Pane • Reading Pane • Navigation Pane



1. The Fundamentals 1.3 TOOLBAR Each type of folder in your mailbox (mail, calendar, contacts, and tasks) has its own set of toolbar options that are specific to its function or purpose

1.4 NEVIGATION PANE Mail Provides access to all of the folders in your Microsoft Exchange mailbox Calendar Lets you navigate your calendar and create additional calendar folders. Contacts Lets you view and work with your contacts. Tasks Lets you view and work with your tasks. Documents Gives you access to Windows file shares Public Folders Lets you view and manage public folders in your organization

https://cohowa.houstontx.gov/owa/help/en/premium/Prem_Mail.htm

https://cohowa.houstontx.gov/owa/help/en/premium/Prem_Calendar.htm

https://cohowa.houstontx.gov/owa/help/en/premium/Prem_Contacts.htm

https://cohowa.houstontx.gov/owa/help/en/premium/Prem_Tasks.htm

https://cohowa.houstontx.gov/owa/help/en/premium/Prem_Tasks_Attachments.htm

https://cohowa.houstontx.gov/owa/help/en/premium/Prem_Tasks_Arrange.htm



2. Working with Messages 2.1 CREATE/SEND A MESSAGE 1. In any mail folder, click New 2. Enter the recipients that you want

in To and Cc 3. Type a subject. 4. Type your message in the message

body. 5. When you are finished typing the

message, click Send

2.2 OPEN/READ A MESSAGE 1. Click the mail button 2. Click the Inbox folder 3. Any new, unread messages appear

in bold and have a closed envelope icon next to them • Click the message to view a

message in the Reading Panel • Double-click a message to view

in its own window.



2. Working with Messages 2.3 DELETE A MESSAGE 1. Select the Message 2. Click Delete on the

toolbar or right-click and click Delete on the short-cut menu.

2.4 SAVE AN UNSENT MESSAGE

You can save a message you want to send or complete later.

1. Open a new message, or reply to or forward an existing one. Then, input necessary information (email addresses, subject, body, etc.)

2. On the toolbar, click Save.



2. Working with Messages 2.5 SET MESSAGE IMPORTANT 1 You can set the importance

of a message to High, Low, or Normal.

2 To set the importance level in a message, click Importance: High or Importance: Low on the toolbar.

2.6 CHECK AND FIX SPELLING 1. On the toolbar, click Check

Spelling icon. 2. Right-click an underlined

word to see a list of suggested corrections.

3. Click one of the suggestions to substitute it for the misspelled word.



2. Working with Messages 2.7 CHECK NAME 1 Enter the recipient’s partial names in the To,

Cc, and Bcc boxes. 2 Click the Check Names button on the top

toolbar. 3 If OWA recognizes a name, the e-mail address

will be filled in automatically.



2. Working with Messages 2.8 ADD A SIGNATURE 1 At the top of the Outlook Web

Access page, click Options. 2 Click Messaging; In the E-Mail

Signature box, type and format the signature that you want to use.

3 To add your signature to all outgoing messages, select the automatically include my signature on outgoing messages check box.

4 Click Save

2.9 REPLY TO A MESSAGE 1. Select the message in the

message list to open the message.

2. On the toolbar, click Reply. The new windows will pop up.

3. Type your comment in or above the sender's original message.

4. Click Send



2. Working with Messages 2.10 FORWARD A MESSAGE 1 Select the message in the

message list to open the message.

2 On the toolbar, click Forward. The new windows will pop up.

3 In the To box, type the e-mail address.

4 Type your reply message in or above the sender's original message.

5 Click Send

2.11 REQUEST MESSAGE RECEIPTS 1. After you compose your

message, on the message toolbar, click Options.

2. Select the proper option. 3. Click OK to save the change

and return to your message or click Close to close Options without making any changes.

4. Click Send



2. Working with Messages 2.12 ADD FLAGS AND REMINDERS Use flags to remind yourself to follow up on specific items in your Inbox or public folders. 1. Click Flag to add the default flag. 2. You can also right-click Flag, and

then select the flag that you want from the menu.

3. Right-clicking Flag also lets you modify or remove a flag and set a date reminder for the flag.

2.13 MOVE OR COPY AN ITEM 1. Right-click the message that you

want to move or copy, and then click Move to Folder or Copy to Folder.

2. A new window will appear that shows the folders that you can move or copy the message to. Select the folder that you want to move or copy the message to, and then click Move or Copy.



2. Working with Messages 2.14 SEARCH FOR AN ITEM 1 Enter the keyword to the

search box. 2 Click the drop-down arrow

in the Search window to set a search to one of the following ranges:

3 This Folder 4 This Folder and Subfolders 5 All Folders and Items 6 Click the search symbol. Note: You can also set the default location for searches to any of these ranges.



3. Working with Attachments 3.1 ADD AN ATTACHMENT 1 Click Attach File on the

toolbar. 2 Click Browse to locate the

file. 3 Highlight the file that you

want to attach 4 Click Open to add it to the

attachments list. 5 Click Attach and the file

name will appear in the Attach Files dialog box.

3.2 OPEN AN ATTACHMENT

1. Click the attachment file

name that is located in the message heading information.

2. Outlook Web Access gives you the option to open the attachment by using the appropriate application or save the attachment to disk.

3. You can also use Open as Web Page to open the attachment by using your Web browser.



3. Working with Attachments 3.1 SEND AN EDITED ATTACHMENT 1 Open the message 2 Click the attachment, and then

click Save. 3 Open the saved copy and make

the changes. 4 Save your changes. 5 Return to Outlook Web Access and

find the original message. 6 If you Reply to the message, you

can attach the modified version. 7 If you Forward the message, You

can remove the original attachment and attach the modified version.



4. Working with Contacts 4.1 CREATE A NEW CONTACT 1 In the Navigation Pane, click Contacts. 2 In Contacts, on the toolbar, click New. 3 In the new contact window, type the

information that you want to include for the contact.

4 Click Save and Close or press CTRL+S before closing the contact form browser window.

2.2 DELETE A CONTACT

1. Find and highlight the contact that you

want to delete in the Contacts list. 2. Click Delete or press the DELETE key.



4. Working with Contacts 4.3 MODIFY A CONTACT 1 In the Navigation Pane, click

Contacts. 2 Find and highlight the contact

that you want to change. 3 Click Edit to open the contact. 4 Make the changes that you

want. 5 Click Save and Close to save your

changes.

4.4 CREATE A MESSAGE FROM A

CONTACT

1. In the Navigation Pane, click Contacts.

2. Find and click the contact to whom you want to send a message.

3. Click New Message to open a new message form with the contact on the To line.

4. Add any additional recipients, a subject, and your message.

5. Click Send or press ALT+S.



5. Working with Calendar 5.1 CREATE AN APPOINTMENT 1 In Calendar, click on the New

button. The Untitled Appointment dialog will open.

2 Enter appropriate data to Subject, Location, Start time, End time, Reminder, and Show time as. (Your selection is what others will see when they view your schedule.)

3 When finished, click the Save and Close button.

5.2 MODIFY AN APPOINMENT

1. Double-click the item that you

want to open. 2. Modify by input new data to

Subject, Location, Start time, End time, Reminder, and Show time as.

3. Click Save and Close or press CTRL+S before closing the appointment form browser window.



5. Working with Calendar 5.3 REQUEST A MEETING 4 Click on the arrow next to the

New button. 5 Select Meeting Request on the

drop out list. 6 On the new pop up window,

enter appropriate data to Required, Subject, Location, Start time, End time, Reminder, and Show time as boxes.

7 Click Send button.

Notes: On the required box, enter the last name of staff that you want to invite to the meeting. After that, click on the Check Names button. Then, select the appropriate names.

5.4 REPLY TO A MEETING REQUEST

1. Click on the Meeting Request to

open it. 2. Click one of the following

buttons: Accept, Tentative, or Decline.

3. Then, select Edit the response before sending, Send the response now, or Do not send a response.

4. If you select Edit the response before sending, type a message in the text box .(For example, you can explain why you may not attend the meeting)

5. Click Send.



5. Working with Calendar 5.5 CANCEL A MEETING 1 In Calendar, select the meeting

that you organized. 2 On the toolbar, click Delete. 3 On the pop up window, type a

message in the text box .(For example, you can explain why you cancel the meeting)

4 Click Send or ALT+S to send the cancellation notice to attendees.



6. OTHER EMAIL FEATURES 6.1 OUT OF OFFICE ASSISTANT 1 Click on the Option button on

the top right of the screen. Then, click Out of Office Assistant.

2 Select Send out of Office auto-replies.

3 Enter appropriate information to the boxes.

4 Type the message that you want the Out of Office Assistant to send to each sender inside your organization.

5 Click Save

6.2 JUNK MAIL FEATURE

• Do not filter junk e-mail:

Choose this option if you want to turn off junk e-mail filtering.

• Automatically filter junk e-mail: Choose this option to enable junk e-mail filtering.



6. OTHER EMAIL FEATURES 6.2 JUNK MAIL FEATURE

(CONT.)

• Manage Safe Senders List: Safe senders are domains and people from whom you want to receive e-mail messages.

• Manage Blocked Senders List: Blocked senders are domains and people from whom you do not want to receive e-mail messages.

6.3 JUNK MAIL FEATURE

(CONT.)

To add a sender to the Manage Blocked Senders List: • Click Add, type an e-mail

address or domain in the text box, and then press ENTER.

• To modify a sender in the list, select the sender, and then click Edit. Change the entry, and then press ENTER.

• To remove a sender from the list, select the sender, and then click Remove



6. OTHER EMAIL FEATURES 6.4 TO CHANGE THE PASSWORD 1 Click on the Option

button on the top right of the screen. Then, click Change Password.

2 • Type your old password. • Type a new password. • Type the new password again to

confirm it. 3 Click Save to save your new

password