Outlook 2013
Web App (OWA) User Guide
Horizon School Division #205
Table of Contents
• How to Logon
• Opening View
• Navigation
• Mail
• Contacts
• Calendar
2
Access your Outlook Web App (OWA) using:
mail.hzsd.ca
Open browser and type in URL in address line
3
Login into your Outlook Web App using your Windows
Username and Password.
4
Opening View in IE 10
Navigation Bar
Settings
New
Mail
Button
User’s name
Folder
pane
Email message
Selected View Pane
Selected message
(highlighted)
Reading pane
5
Navigation Bar
Mail – for managing your mail
Calendar – for managing
Calendar
People – allows you to create
groups for sending messages
Tasks – Current To do list
6
MAIL
7
Reading Email
New
Mail Button
Folder
pane
Email message
Selected View Pane
Selected message
(highlighted)
Reading pane
8
Folder Pane
Create and
Navigate
between
folders
Favorites
section: add
frequently used
folders from
Name folder
• Use Drag
and Drop
9
Folders – Public Folders
Right-Click
Favorites & Select
“Add Public Folder”
“Horizon Staff”
should be listed
unless you have
already added it
10
Folders - Inbox
11
Folders - Drafts
12
Folders – Sent Items
13
Folders – Deleted Items
14
Selected View Pane
Selected View Pane
15
Selected View Pane
The message
displayed in the
Reading pane is
highlighted
The check mark
indicates the
message is being
viewed
The blue bar
indicates
unread
message
The Red X is for
Deleting the
message
The Flag allows you
to mark the
message for follow
up
16
Selected View: Context menu
• Right click on any message
in this view to reveal the
context menu
• Some options are:
• Delete
• Move: To move the message
to other folder
• Flag for follow up
17
Reading Pane – Displays Selected Email Message
Subject
Sender
Recipient
Message
18
Selected View: Message Status Bar
Flagged messages
All messages
All messages to recipient
Unread messages
19
Creating a New Message
Click the New Mail
Button to generate a
message.
Email Form
appears
20
…Creating a New Message…
• Add the Cc and Subject matter
information if applicable
• Type your Message in the body
of the pane
• Click on Send button if new
message
21
Replying to Email
Actions
Email message
Selected message
(highlighted)
22
Replying to an Email Message:
(Before Clicking Reply)
23
Replying to a Message:
(After Clicking Reply)
• Add the Cc and Subject
information if applicable
• Type your message in
the body of the pane
• Click on Send button if
new message
• Also have Discard &
Insert options
Send button
24
Replying to an Email Message
• To gain access to more
commands, click the
Window button in the
upper right corner of the
Reply message
25
Outlook Auto-saves Drafts
If you walk away in the middle
of an email, Draft notice will
appear
26
People
27
People View
New Contact Button
Folder Pane
Delete contact
Contacts menu bar
Contact List view Pane
Edit contact
Selected Contact View Pane
28
Contacts List Options
Contacts menu bar
People search
Contact list
options
• Can list contacts by:
• First name
• Last name
• Company etc.
• Contact menu lists
options:
• All contact types
• People
• Groups
29
Adding Contacts
• To add contacts, click
• The following box appears
• Click on contact
30
Adding Contacts
• Complete the information
requested
• Click + button to add
information
• Click Save
31
Contacts View
Added Contacts
32
Contacts – Address Books
Groupwise
Personal
Address
Book
Groupwise
Global
Address
Book
33
Adding Groups
• To add contacts, click
• The following box appears
• Click on group
34
Adding Groups cont.
Form for
adding
Groups
• Type the Group name and Enter
• Type group member email address
• Outlook populates email as you
type
• Type Enter
• Save group
35
View Added Group
Added Group
36
Contact Menu Bar Views
37
Sending Group Emails
Click on Mail icon
38
Sending Group Emails
(View after clicking on mail icon)
Complete Subject
Type email
Click Send
Note: The To address is
already filled in
39
Calendar
40
Managing Calendar
• Outlook has the following
calendar views:
•
•
•
•
Day
Work Week
Week
Month
41
Monthly Calendar view
42
Weekly Calendar View
43
Work Week Calendar View
44
Daily Calendar View
45
Scheduling a Calendar Event
• Click
New
Event
• Enter Event
Information
in the form
that appears
46
Scheduling Repeat Options
To add attendees
Click + Sign
Repeat Options
47
Scheduling a Calendar Event: Attendees
• Select attendees by
clicking + sign
• Can select individuals or
groups
• Click OK
48
Scheduled Event Calendar Entry
Received request to
Join event
49
Tasks
50
Tasks View – For Adding Tasks
Click to add
New Tasks
51
Tasks + Flagged Items
Flagged Items
52
Tasks
53
Basic Navigation
54
Navigation Bar - Signing Out
Click down arrow
to Sign out of OWA
55
Navigation Bar - Settings
Settings
• Refresh your view - check for
new messages
• Set automatic replies to Out of
Office setting
• Display settings – modify default
view of OWA layout
• Change Theme – change the
background theme of your OWA
window within browser
56
Settings: Automatic Reply for Out-of Office
57
Automatic Reply for Out-of Office
(John Doe’s Out-of-Office to Ned)
58
Out-of-Office – Your Automatic Update Reminder
Automatic pop-up
reminder
59
Display Settings – Message List
Message List:
• Layout
• Preview Text
60
Display Settings – Message List
Sender’s
Name
on Top
61
Display Settings – Message List
Subject
on Top
62
Display Settings – Reading Pane
Reading Pane:
Layout
63
Show Reading Pane on Right
64
Show Reading Pane on the Bottom
65
Show Reading Pane on the Bottom
66
Settings – Change Theme
• Select Theme
• Click OK to
change Theme
67
Change Theme
New Theme
68
Settings - Options
69
Recommended Browser Listing
70
Recommended Browser Listing cont.
71
House-Cleaning Tips
Cleanup Tips
• “It is time to do some fall cleaning.” Time to clean up your email box.
• Rules of thumb, if it’s over a year old, delete it. (Of course if it is
important, you may keep it.)
• Then review your less than a year old emails, especially with
attachments.
• Emails with important attachments; Save to new desktop folder.
• Empty your GroupWise “Trash” and “Junk Mail.”
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