Outlook Web Access 2003
How to login: Open a web browser (the newer the version, the better functionality) and type in the following URL: http://mail.dom.edu/exchange/ When the login screen pops up, enter your Dominican username, password and domain (DOM).
If you are on a Windows XP machine, the login screen will only have two boxes, username and password. In username, you MUST type in: "dom\your username". If your name is Jennifer Smith, and your Dominican username is smitjenn, you MUST type in dom\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.
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:
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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.
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.
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.
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.
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.
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.
To Compose a new message:
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.
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:
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HELP | Click this link for Help specific to the window you are working in. Scroll to the far right. |
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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. |
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New messages | Click this button to check if you have any new messages. This also refreshes your browser window. |
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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. |
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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. |
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Empty deleted items folder | This function permanently deletes any item that you have placed in the Deleted Items folder. |
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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. |
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Address Book | Click this button to open a dialog box that allows you to search your organization's address list. |
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"
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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.
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. |
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.
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.
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.
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.
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.
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.
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.
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.
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.
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 or Optional 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.
When creating a meeting request, you can check the schedule of your required and optional attendees to determine the best time for your meeting.
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.
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.
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-mail, E-mail 2, and E-mail 3). You can also store multiple addresses and phone numbers.
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.
To view all the information you have stored for a contact, you'll need to open the contact.
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.
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.
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 .
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.
Following are specific limitations to creating and using rules between Outlook Web Access and Outlook 2000 or Outlook 2002.
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.
Spell Checking option
Use the following procedures to customize your spelling options.
To prevent the spelling checker from checking words in UPPERCASE letters
To prevent the spelling checker from checking words that contain numbers
To automatically check spelling before a message is sent
Outlook Web Access also allows you to spell-check messages in several languages using language-specific dictionaries.
To select a dictionary
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.
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.
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:
This icon is in the "almost" upper left corner. ALWAYS logoff.
This document was copied from the HELP section of Microsoft Outlook for the Web, and edited.
Ellen Plourde, December 2003
