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Introduction

Outlook Web App (OWA) is the web-based version of the Outlook 2010 email client. To access OWA, you need a web brower and an internet connection.

Logging In



Figure 1: OWA Login
If this is your first time logging in, you'll be prompted to select a Language and Time Zone. For low vision or screen reader users, you can opt to use the blind and low vision experience by checking the box. Otherwise, click OK to continue.

Figure 2: Time zone information

The OWA Interface

OWA operates in a multi-pane window, very similar to the Outlook client. You can collapse, expand, drag and increase or decrease each pane's size or shape. Each pane is dynamic; for example, if you click a folder in the Navigation Pane, the folder contents open in the View Pane. Select an item in the View Pane and the item details open in the Reading Pane.
View PaneNavigation PaneReading Pane
Figure 3: OWA Interface

Feature Differences

Most features found in the full Outlook client are also found in Outlook Web App (OWA). The following table highlights the major differences between features in OWA and the full client.

Feature

Supported in Outlook

Supported in Outlook Web App

Search folders

Full functionality

You can't create Search folders. You can view default Search folders. You can also view custom Search folders that you previously created using Outlook.

Message editing tools

Full functionality

Limited

Notes

Full functionality

View only

Journal

Full functionality

View only

Monthly calendar view

Full functionality

View and edit. You can't print.

Searching

Full functionality

Not available in Calendar

Custom dictionaries

Yes

No

Import and export data from other data sources, such as .pst files, database files, other messaging and contact systems, other calendaring applications

Yes

No

.pst file support

Yes

No

Send to Office OneNote

Yes

No

Hierarchical address book

Yes

No

Delegate control

Yes

No

RSS subscription and management

Yes

No

Voting buttons

Yes

No

Propose new time for meetings

Yes

No

Related search through right-click

Yes

No

Natural language search

Yes

No

Windows SharePoint Services lists

Yes

No

Outlook Today page

Yes

No

To Do Bar

Yes

No

Customize navigation pane

Yes

No

Pasting inline images

Yes

No

Task request

Yes

No

Automatic formatting of calendar items

Yes

No

Secondary time zone in calendar view

Yes

No


Figure 4: Outlook to OWA comparison chart

Email

Creating New Email

To create new email, click the New button from within your mailbox.

Figure 5: New email command
A second window will appear with your blank email. Type the recipient's email address in the To field. If you need to lookup a recipient's email address in Contacts, click the To link and the Global Address Book will open. Double-click the recipient's name and click Ok. The recipient will be added to the To field.

Figure 6: Addressing your email message, the To field
Once you've completed your email message, click Send in the upper left hand corner. Your mail has been sent and the individual email window will close, taking you back to the original mailbox.

Figure 7: The send command

Responding from within the Reading Pane

From the Reading Pane, you can respond to an email, using the buttons in the upper right corner. Reply to only the sender by clicking the Reply button.
Figure 8: The reply command
To Reply to All recipients, click the Reply All button.

Figure 9: The reply all command
To forward an email, click the Forward button.
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Figure 10: The forward command

Responding from within the email

If you double-click and email from the navigation pane, it will open in a secondary window. The respond commands are located in the upper left corner of the window:

Figure 10: The respond command within the email message
Click Reply to reply to only the sender, Reply All to reply to the sender and all other recipients or Forward to forward to another recipient.

Deleting Mail

To delete an email, click the Delete button in the View pane. The item will be moved to the Deleted Items recycle container. You can also choose to Ignore Conversation. New messages that are part of a conversation that a user has chosen to ignore are sent straight to the deleted items folder.

Figure 12: The delete command group

Organizing Mail

Creating New Folders

To create mail folders, in the navigation pane, right-click the location in which to place the folder. For example: If you want a folder inside the Inbox, right-click the Inbox and click Create New Folder.

Figure 13: Right click navigation pane menu, create new folder
A blinking cursor will appear. Type the name of folder and Enter.

Figure 14: Name your folder
To move mail from any location to a folder, drag it from the view pane and drop it in the folder.
Note: Any folders you create in the client will also appear in the OWA interface and vice versa.

Renaming and Deleting Folders

To rename a folder, right-click on the folder in the navigation pane and click Rename. The folder name will be highlighted. Type the new folder name and key Enter. To delete a folder, right-click it and click Delete.

Figure 15: Right click to rename a folder

Contacts

Personal Contacts

When you click on the Contacts button in the navigation pane, you will be taken to your personal contacts by default. To add a contact, select New > Contact.

Figure 16: New contact drop down command
Complete the information and click Save and Close in the upper left hand corner of the window.

CSULB Campus Contacts

To view the Global Address List, click the address book icon next to "Find Someone" from anywhere within OWA.

Figure 17: Find somone search box
From here, you can browse the entire campus employee community.

Calendar

Once you have entries on your calendar, upon login reminder alerts will appear in a dialog box. The number in the upper right hand corner indicates how many total alerts you have. You can choose to Dismiss the alert, Dismiss All at once, Open Item or Snooze. Clicking Snooze will remind you again in five minutes (default).

Figure 18: Calendar reminder pop up.

Viewing Your Calendar

To view your calendar, click the Calendar button in the navigation pane.
View your calendar in different formats by clicking the Day View, Work Week View, Week View, or Month Vew button.

Figure: 19: View options within OWA
Scroll to different months by either clicking the forward and backward arrows in the navigation pane, or by clicking the month itself.

Figure 20: Month to month calendar navigation

Creating New Calendar Entries

To create a new calendar entry, double-click a time slot or day on your calendar. Please note that in Day, Work Week or Week view, the default entry type is an appointment. In the Month view, the default calendar entry type is an "All Day Event" – you will have to uncheck the All Day Event box to specify start and end times.

Figure 21: Starte and end time for appointments
To invite others to a meeting, click the Scheduling Assistant tab. Enter the recipient's name under your own. To see a list of campus contacts to invite, click the address book icon next to "Select Attendees."
Figure 22: Meetings scheduling assistant
When you have completed your entry, click Send (or Save and Close if you didn't invite other recipients).
The calendar entry will appear on your calendar.

Figure 22: Meeting – Appointment on calendar

Receiving Meeting Invites

Calendar invites will arrive in your mailbox. The calendar icon in the upper left hand of the mail item indicates it is a calendar invite. Within the body of the notification, you can click the check sign to accept a meeting, the question mark to request more information from the sender or the 'x' to decline the meeting.

Figure 23




Getting Help

For additional help using Outlook, the following resources are available:

  • Microsoft OWA Help icon for online assistance
  • http://training.csulb.edu for training, self-help guides and video instruction
  • Your local technical coordinator



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