| University Computing & Communications | |
OWA 2003: Outlook Web Access Accessing Exchange e-mail Exchange e-mail is an improved e-mail system for faculty, staff, and students. In addition to sending and receiving messages, it also provides address book, deleted message recovery, and calendaring capabilities. Since all messages are preserved on a central Exchange server, all messages are available through any computer that can access the server. Also messages are preserved daily in the event of system catastrophes. Since the Exchange server can be accessed through OWA (i.e., Outlook Web Access), you can access your mail through any computer with Internet access and Internet Explorer (version 6.0 or later). Using a different browser may hide certain features. If you are using a computer in one of the student labs, launch a browser and enter the address http://owa.uno.edu. You will be prompted to enter your Exchange e-mail username and password, which is exactly the same as your LAN/Blackboard username and password. Clicking "Log On" results in the display of the OWA interface to Exchange mail with two separate panes: the left pane indicates folders and shortcuts; the right pane lists the subject line of the messages in the Inbox. A preview panel may also be visible in the right pane. The first screen of OWA presents two major parts. The left part, called the Navigation pane, displays the available folders (in the top half of the panel) and a list of shortcuts in the bottom half of that panel. The right panel, called the Message pane, lists the messages that your have received, beginning with the most recent. The top of this Message panel appears as the following:
The "Messages" item of the Message pane provides a drop-down list for indicating how your mail index is to be displayed. The "Items" section indicates which message is selected. The Next four buttons change the portion of messages that will be visible: the first message, the previous message, the next message, and the last message. The second row is the OWA tool bar providing a variety of features:
Below the OWA tool bar is a bar of titles above the corresponding columns
for the message list. Each of these titles is a button that allows
single-click sorting (i.e., rearrangement) of the messages: An automated email will be sent to your mailbox 7 days and 24 hours prior to your password expiring. It is suggested that you visit the web page http://useraccount.uno.edu/ to change your password select the fourth link on the page titled "Reset expired password".. To conclude an OWA Exchange session, click the Log Out button at the right edge of the OWA window. However, it is better to also conclude the browser session completely with (by using File > Close of the browser). Click the New tool of the of the OWA tool bar to begin the process of sending a message. The following Untitled - Message window appears.
Click in the To: slot and enter the e-mail address of the recipient.
or each additional recipient, enter a semicolon and the next address.
If the recipient is a member of the UNO community or if you have added
the recipient to your personal contact list, you can enter the real
name of the recipient (spelling is significant but letter
casing is not) in the To: slot
and then click the "Check Name" tool If you want to respond to a message, click either the "Reply" While reading a message, click the Forward tool To print the current message, merely click the Print icon If you want to attach a file to a message, compose the message as you would normally. Before sending the message, click the Attachment button just above the message text area. The "Attachments -- Web Page Dialog" window will appear as shown below.
If you know the exact location and name of the file to attach to the message, enter the information in the "Choose a file to attach" slot; if not, click the Browse button and locate the desired file. When the desired file is located and its location and name area are in the first slot, click the Attach button which will cause the name and location to be copied into the "Current file attachments" area. More files may be added to the list of file attachments. If you decide not to attach a file in the list, click the checkbox to the left of the name and click the Remove button. When the list of file attachments is finalized, click the Close button. Finally, send the message in the usual manner. After accessing your Exchange e-mail through OWA, generally the messages
are arranged so that the most recently received messages appear at the
top of the list. Un-read messages have the sender's name, the Subject,
the receipt date and time and the message size in bold characters; also
a closed envelope icon Be wary of messages with attachment. If you expected an attachment or if the message is from a trusted source, you can proceed with accessing the attachment. If you receive a message with an attachment, it is wise to save the attachment to a place on your hard disk and then open it afterwards outside of OWA rather than trying to open it immediately. The name of the attached file will be listed in the heading of the message. Right-click the name and a Save As window will appear allowing you to specify the name and destination of the attached file. After saving the attached file, you can then minimize the OWA window and then locate and open the now-separated attachment, assuming your system has the appropriate software to open the file. Deleting Messages, Emptying Deleted Items, and Recovering Deleted Messages To delete the current message, click the delete tool To empty the Deleted Items folder, click the Deleted Items folder icon
in the left pane. The tool bar will change. To delete all of
the items in that folder, click the "Empty Deleted Items Folder" tool If you notice that you are not receiving anticipated regularly-received messages. You probably have exceeded the disk quota for your mailbox. This means you have to delete unwanted messages. The following steps constitute an orderly approach to deleting a large number of messages.
If you accidentally delete a message and want to retrieve it, click
the Deleted Items folder icon of the Navigation pane of the window. Then
click the Recover Deleted Items tool In the top part of the left pane of the OWA window, left-click any item in the list of Folders. In the pop-up menu, select "New Folder". A new window will appear showing the current arrangement of folders. In the "New folder" slot at the top of the window, enter the name of the new folder. In the lower section of the window, click the folder to which the new folder will be subordinate; i.e., the new folder will be "inside" the selected folder. Click OK to create the new folder. To delete a folder, right-click the unwanted folder in the Folders display in the left pane of the OWA window. From the pop-up menu, select Delete and then click OK. Move or Copy a message to a folder While reviewing the messages in the Message pane or reading a message,
click the Move tool Exchange monitors the level of disk usage for each user. When the usage reaches certain thresholds, Exchange will send you a warning message regarding that usage. The first warning occurs when you have exhausted your disk quota and have begun using overdraft quota; this is the first threshold. With this first threshold warning, you should begin deleting unwanted messages, particularly ones with large attachments (e.g., word processing documents or pictures). At the next threshold, when your usage exceeds the next level of overdraft quota, a second warning message is automatically sent indicating that you can still receive messages, but cannot send new ones. At the third threshold, a third message is sent indicating that you can neither send nor receive messages. [Once the third threshold has been reached, messages can be deleted only with the CTRL-click of the Delete tool.] The three-fold threshold levels are different for undergraduate and for graduate students For undergraduates, the three-fold threshold is 100/125/150 MB. This means that when an undergraduate Exchange account has used 100 MB of storage, the account receives a message that it is going into overdraft status; at 125 MB used, the account can receive new messages but cannot send messages; at 150 MB, the account can neither send nor receive messages. The three-fold threshold for graduate student Exchange accounts is 100/125/150 MB. At 100 MB used, the account receives a warning message that it is now in overdraft mode; at 125 MB, the account cannot send messages; at 150 MB, the account can neither send nor receive messages. To add a new person to your personal contact list, make sure the list of shortcuts is visible in the left pane of the OWA window and then click the Contacts icon. On the toolbar of the Contacts window, click Newto insert the new entry; the default action is to create a new contact entry.
The Untitled-Contact template window will appear:
Enter the appropriate information in the proper slots, particularly the person's last name, first name (both at the left side of the window). At the right side of the window, enter the person's e-mail address and his/her display name which is used for locating the e-mail address when composing the message--this is done with the "Check Names" tool. The display name can be a nickname. Finally, click the "Save and close" button when done. In the Shortcuts view of the left pane, click the Contacts icon. Click the down-triangle of the New button and select "Distribution list". The following window will appear.
In the "List Name" slot, enter the name you want for the distribution
list. Click in the "Add to Distribution List" slot and enter
the display name of a new member of the list; then click the Add
button. If there is more than one address for the specified name, OWA
will list the addresses for that person. Click the address you want,
click the "Change to" button, and then click OK. A member can
be removed from the list by selecting the entry and pressing the Delete
key and clicking Yes when asked if you are
sure about the removal. [Note that the Delete tool Send a message to members of a distribution list While the Inbox window is visible, click New. In the To: slot,
enter the name of the of the distribution list and click the Check Names tool To set an appointment, click the Calendar shortcut. Then click the down-triangle of the New button and then select Appointment. The following window will appear.
In the Subject: slot, enter the one-line summary of the appointment. If desirable, describe the location of the appointment in the Location: slot. If the start date is not appropriate, use the down-triangle at the end of the slot to reveal a monthly calendar:
The current date is highlighted. You can click on a different date of the month if necessary. You can use the left and right "arrows" at the top of the calendar to move to the previous or subsequent month and then select the desired date. If you desire a different start time, click on the down-triangle to reveal a list of times in 30 minute intervals; select the desired time. The same can be done to indicate the end date and the end time. If you click the checkbox to the left of the Reminder slot, OWA will remind you of the appointment a short time before the appointment. Clicking the down-triangle for the reminder reveals that you can be notified in advance by 5, 10, 15 or 30 minutes; 1, 2, 4, or 8 hours; or 0.5, 1, or 2 days. You can enter any text you want to describe the appointment in the large empty area of the window. Assuming you have OWA activated when the start time for the appointment approaches, a reminder window will appear, similar to:
Clicking the Open Item button will reveal the text that was entered to describe the appointment. Clicking the Dismiss button will cancel any future reminders of the appointment. Clicking the Snooze button, will cause the reminder to hibernate for a time as specified in the "Click Snooze to be reminded again in" slot.
In the lower half of the Navigation pane, click the Rules button. The Rules window will appear with its associated tool bar:
To delete an existing rule, select the rule and click the Delete tool To edit an existing rule, select it and click the Change Rule tool. To create a new rule, click the New… tool In the Edit Rule dialog box, specify any or all of the following conditions:
Specify what to do with the message if it meets the conditions you set in the previous step:
Note that if you have more than one rule, they will be processed in the same order as displayed in the Rules window; i.e., from top to bottom. To change the order of processing, select the rule to be moved to a different position and then click the up or down arrows to move it to the desired position. Put the more inclusive rules at a lower priority (hence, a lower position). For example, if a rule pertains to all senders, it should be processed after rules that pertain to specific senders. Otherwise, the "all" rule will be used and the more specific rule will not. When a rule is created through OWA, the rule resides on the Exchange server. In contrast, when a rule is created through Outlook, the rule resides "in" Outlook on your office system on campus. Therefore, it is possible to have two differing sets of rule. The server-side rules (created through OWA) will always be performed while the client-side rules will be performed only when you use Outlook in your office. If a forwarding rule is created through OWA, the message received at the forwarded address...
If a forwarding rule is crated through Outlook, the message received at the forwarded address...
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high
importance, 
whether
the message has been read or not, 
having
attachments or not, 
the
name of the sender, 
subject
line, 
date
of receipt of the message, 
size
of the message (in bytes), or 
whether
or not the message is a follow-up message. Clicking the button a second
time sorts the messages in reverse order. Normally the messages
are in reverse chronological order (by Received)
to
have OWA locate the corresponding e-mail address. he Cc: ("Carbon
Copy") slot is for addresses of other recipients of the message
to be sent. The Bcc: ("Blind Carbon Copy") slot is for
recipients who will receive a copy of the message without knowing who
else received the message. (An addressee can be removed by right-clicking
the address and selecting Remove.) Click in the Subject: slot
and enter a one-line summary of the message. Click in the large empty
area and enter the text of your message. During or after entering the
text of the message, it is wise to click the Spelling tool 
to
have OWA check the spelling. When you are finished, click the Send
button at the top of the window. As an alternative, you can establish
the option to automatically check the spelling before sending a new,
replied, or forwarded message by clicking the Options button of the Navigation
panel and then clicking the "Always check before sending" check
box in the Spelling Option section. That way, the message will
be checked for correct spelling when the outgoing message is sent.
of
the toolbar of the window displaying the message.
is
near the left edge of the listing. (Once a message has been read,
that icon chances to an opened envelope
.
Simply double-click the icon of the desired new message. (If the preview
pane is visible, you will able to see the beginning of the current message.)
Clicking the close button of the resulting message window will conclude
the display of the message.
.
When the Deleted Items folder is emptied, the messages that used to be
in that folder no longer count against your disk quota allocation. If
you delete one or more messages (with CTRL-click) from the Deleted Items
folder, those messages will be actually deleted and not count
against your Exchange disk quota.
(notice
the left pointing arrow at the bottom of the icon). Select the
message to retrieve (or CTRL-click multiple items to recover) and then
click the Recover button in the window's toolbar. The message is restored.
Click the Inbox in the Navigation pane return to OWA.
or
right-click the message listing and select Move/Copy to Folder. OWA will
list the folders in your Exchange mailbox. [Clicking the "+" sign
next to an icon will make the subordinate folders visible; clicking "-" hides
the subordinate folders.] Select the desired destination of the message
and then click Move to relocate the message, click Copy to
duplicate the message in the other folder, click New to create
a new folder, or click Cancel to abort the Move/Copy process. 
will delete
the entire distribution list rather than an individual list member.]
When all individuals have been added to the list, click the "Save
and Close" button.
. Note
that a empty or blank slot is interpreted to mean "all" or "any".