Table Of Content

NHSmail Outlook Web App: User Guide Table of Contents NHSmail Outlook WebApp: User Guide ......................................................................................................................................................... 1 Navigating around OWA ......................................................................................................................................................... 2 Mail page ......................................................................................................................................................... 2 Calendar page ......................................................................................................................................................... 3 People page ......................................................................................................................................................... 4 Tasks page ......................................................................................................................................................... 5 Settings page ......................................................................................................................................................... 6 Outlook Web App Help ......................................................................................................................................................... 7 Sending and receiving emails ......................................................................................................................................................... 8 Opening and deleting emails ......................................................................................................................................................... 8 Opening an email in your inbox ......................................................................................................................................................... 8 Deleting an email ......................................................................................................................................................... 9 Reply and reply all to an email ......................................................................................................................................................... 10 Forwarding emails ......................................................................................................................................................... 11 Sending an email using Directory contacts ......................................................................................................................................................... 12 Saving a draft email ......................................................................................................................................................... 14 Saving a draft email ......................................................................................................................................................... 14 Accessing draft emails ......................................................................................................................................................... 14 Deleting a draft email ......................................................................................................................................................... 15 Advanced email use ......................................................................................................................................................... 16 Setting email importance and sensitivity ......................................................................................................................................................... 16 Setting email importance ......................................................................................................................................................... 16 Setting email sensitivity ......................................................................................................................................................... 16 Opening and downloading an attachment ......................................................................................................................................................... 18 Sending an email with an attachment ......................................................................................................................................................... 19 Creating an email signature ......................................................................................................................................................... 21 Setting automatic replies (Out of Office) ......................................................................................................................................................... 22 Read and delivery receipts and Bcc ......................................................................................................................................................... 24 Requesting a read or delivery receipt ......................................................................................................................................................... 24 Hiding the names and email addresses of email recipients using Blind carbon copy(Bcc) ......................................................................................................................................................... 25 Permanently displaying the Blind carbon copy (Bcc) field ......................................................................................................................................................... 26 Viewing and finding emails ......................................................................................................................................................... 27 Setting up the reading pane ......................................................................................................................................................... 27 Grouping and sorting emails ......................................................................................................................................................... 28 Grouping emails ......................................................................................................................................................... 28 Viewing emails as conversations ......................................................................................................................................................... 29 Searching for items in your mailbox ......................................................................................................................................................... 30 Searching for emails ......................................................................................................................................................... 30 Moving junk emails ......................................................................................................................................................... 31 Mailbox management ......................................................................................................................................................... 32 Creating folders ......................................................................................................................................................... 32 Renaming, deleting and emptying folders ......................................................................................................................................................... 33 Moving emails to a folder ......................................................................................................................................................... 34 Adding folders to Favorites ......................................................................................................................................................... 35 Managing your mailbox quota ......................................................................................................................................................... 36 Reviewing your mailbox quota ......................................................................................................................................................... 36 Automatically emptying the deleted items folder ......................................................................................................................................................... 37 Categorising emails ......................................................................................................................................................... 41 Assigning a category ......................................................................................................................................................... 41 Removing a categorisation ......................................................................................................................................................... 41 Editing existing categories ......................................................................................................................................................... 42 Deleting an existing category ......................................................................................................................................................... 42 Changing the colour of an existing category ......................................................................................................................................................... 42 Creating and searching for categories ......................................................................................................................................................... 43 Creating a new category ......................................................................................................................................................... 43 Searching for a category ......................................................................................................................................................... 44 Deleted items information ......................................................................................................................................................... 38 Recovering a deleted item ......................................................................................................................................................... 38 Deleted Items folder ......................................................................................................................................................... 38 Other locations for deleted items ......................................................................................................................................................... 39 Advanced mailbox management ......................................................................................................................................................... 45 Inbox Rules to manage email ......................................................................................................................................................... 45 Creating a new rule ......................................................................................................................................................... 45 Turning off, editing and deleting a rule ......................................................................................................................................................... 47 Changing the order of your rules ......................................................................................................................................................... 47 Sharing email folders ......................................................................................................................................................... 48 Opening shared folders ......................................................................................................................................................... 49 Removing shared folder permissions ......................................................................................................................................................... 50 Additional mailbox rules information ......................................................................................................................................................... 51 Redirecting messaged to another email address ......................................................................................................................................................... 51 Delegated and shared mailboxes ......................................................................................................................................................... 53 Giving delegate access to your mailbox ......................................................................................................................................................... 53 Viewing and removing a delegated mailbox ......................................................................................................................................................... 56 Viewing other mailboxes ......................................................................................................................................................... 56 Removing mailboxes ......................................................................................................................................................... 57 Removing permissions to your mailbox ......................................................................................................................................................... 57 Managing a shared mailbox ......................................................................................................................................................... 58 Opening shared mailboxes ......................................................................................................................................................... 58 Removing access to a shared mailbox ......................................................................................................................................................... 59 Calendars, appointments and meetings ......................................................................................................................................................... 60 Creating an appointment and administering reminders and repetitions ......................................................................................................................................................... 60 Customising your work week in Calendar ......................................................................................................................................................... 65 Creating meetings and inviting attendees ......................................................................................................................................................... 66 Monitoring meeting invites ......................................................................................................................................................... 68 Using scheduling assistant ......................................................................................................................................................... 69 Changing and updating meetings ......................................................................................................................................................... 71 Managing calendar invites ......................................................................................................................................................... 72 Deleting and cancelling appointments and meetings ......................................................................................................................................................... 73 Changing your response to a meeting invite ......................................................................................................................................................... 74 Sharing calendars and calendar permissions ......................................................................................................................................................... 75 Sharing your calendar and setting permissions ......................................................................................................................................................... 75 Allowing access to your calendar ......................................................................................................................................................... 75 Changing permission levels and removing calendar access ......................................................................................................................................................... 77 Changing permission levels for your calendar ......................................................................................................................................................... 77 Removing access to your calendar ......................................................................................................................................................... 77 Opening other users’ calendars ......................................................................................................................................................... 78 Setting up the view of a shared calendar ......................................................................................................................................................... 79 Viewing a shared calendar ......................................................................................................................................................... 79 Changing the colour of a shared calendar ......................................................................................................................................................... 79 Viewing calendars in merged and split views ......................................................................................................................................................... 79 Additional calendar information ......................................................................................................................................................... 80 User generated calendar ......................................................................................................................................................... 80 Calendar groups ......................................................................................................................................................... 82 Managing contacts ......................................................................................................................................................... 85 Searching for a contact in the Directory ......................................................................................................................................................... 85 Adding someone from the Directory to your contacts ......................................................................................................................................................... 87 Creating a new contact ......................................................................................................................................................... 89 Editing a contact ......................................................................................................................................................... 90 Sorting contacts ......................................................................................................................................................... 92 Deleting a contact ......................................................................................................................................................... 93 Deleting a contact ......................................................................................................................................................... 93 Retrieving a deleted contact ......................................................................................................................................................... 94 Managing distribution groups and contact lists ......................................................................................................................................................... 95 Creating a distribution group ......................................................................................................................................................... 95 Editing a distribution group ......................................................................................................................................................... 96 Deleting a distribution group ......................................................................................................................................................... 97 Creating contact lists using folders ......................................................................................................................................................... 98 Editing personal contact lists ......................................................................................................................................................... 99 Renaming a contact list ......................................................................................................................................................... 99 Removing contacts from a contact list ......................................................................................................................................................... 99 Deleting a contact list ......................................................................................................................................................... 100 Managing tasks and reminders ......................................................................................................................................................... 101 Creating a task ......................................................................................................................................................... 101 Setting a task reminder ......................................................................................................................................................... 103 Using flags to set reminders ......................................................................................................................................................... 104 Managing reminders ......................................................................................................................................................... 105 Editing and deleting a reminder ......................................................................................................................................................... 106 Editing a reminder ......................................................................................................................................................... 106 Deleting a reminder ......................................................................................................................................................... 106 Editing and completing a task ......................................................................................................................................................... 107 Editing tasks ......................................................................................................................................................... 107 Sorting tasks ......................................................................................................................................................... 108 Marking tasks as complete ......................................................................................................................................................... 108 Deleting a task ......................................................................................................................................................... 109 Deleting a task ......................................................................................................................................................... 109 Retrieving a deleted task ......................................................................................................................................................... 109 Outlook Web App Instant Messenger ......................................................................................................................................................... 110 Signing in and signing out of Outlook Web App Instant Messenger ......................................................................................................................................................... 110 Signing out of Instant Messenger ......................................................................................................................................................... 110 Signing in to Instant Messenger ......................................................................................................................................................... 111 Sending an instant message ......................................................................................................................................................... 112 Sending an instant message from the Mail screen ......................................................................................................................................................... 112 Sending an instant mes sage to your contacts ......................................................................................................................................................... 113 Receiving an instant message ......................................................................................................................................................... 115 Accepting an instant message ......................................................................................................................................................... 115 Declining an instant message ......................................................................................................................................................... 116 Deferring an instant message ......................................................................................................................................................... 116 Ending an instant message conversation ......................................................................................................................................................... 117 Presence management ......................................................................................................................................................... 118 Setting your presence ......................................................................................................................................................... 118 Viewing other people’s presence from an email ......................................................................................................................................................... 119 Viewing other people’s presence in the People screen ......................................................................................................................................................... 120 MailTips ......................................................................................................................................................... 121 Apps ......................................................................................................................................................... 123 Apps in Outlook Web App 2013 ......................................................................................................................................................... 123 My Templates ......................................................................................................................................................... 123 Creating customised templates ......................................................................................................................................................... 124 Suggested Meetings ......................................................................................................................................................... 125 Action Items ......................................................................................................................................................... 127 OWA Standard vs. OWA Light ......................................................................................................................................................... 128 Supported browsers ......................................................................................................................................................... 128 Supported functionality ......................................................................................................................................................... 129 Further browser information ......................................................................................................................................................... 130 Accessing Outlook Web App Light ......................................................................................................................................................... 130 Mobile Device Management ......................................................................................................................................................... 132 Mobile Device Management ......................................................................................................................................................... 132 Viewing your mobile device on Outlook Web App ......................................................................................................................................................... 132 Viewing the details/status of your mobile device ......................................................................................................................................................... 133 Removing your mobile device ......................................................................................................................................................... 134 Viewing the mobile device log ......................................................................................................................................................... 135 Refreshing your mobile device list ......................................................................................................................................................... 135 Wiping your mobile device ......................................................................................................................................................... 134 Offline Access ......................................................................................................................................................... 136 Additional OWA information ......................................................................................................................................................... 137 Terminology changes in Outlook Web App 2013 ......................................................................................................................................................... 137 Adding and deleting a photo on your profile ......................................................................................................................................................... 138 Adding a photo ......................................................................................................................................................... 138 Deleting a photo from your profile ......................................................................................................................................................... 139 Bulk actions ......................................................................................................................................................... 140 Mailbox bulk action ......................................................................................................................................................... 140 Tasks bulk actions ......................................................................................................................................................... 141 New Outlook Web App 2013 features ......................................................................................................................................................... 142 Viewing emails by Conversations ......................................................................................................................................................... 142 Ignore conversations ......................................................................................................................................................... 143 Apps ......................................................................................................................................................... 143 Linked contacts ......................................................................................................................................................... 144 Outlook Web App (OWA) 2013 removed functionality ......................................................................................................................................................... 146 Glossary of terms ......................................................................................................................................................... 147 Navigating around OWA Mail page On this page you can… Access Mail, Calendar, People and Tasks Access the settings Access Search for emails from the navigation bar page Outlook Web App Help Create a Respond new email to an email View calendar invites Flag emails Delete emails View drafts, sent items, deleted See both read Read emails in items, junk email and any other and unread the reading folders or shared mailboxes emails pane 1 Navigating around OWA Calendar page On this page you can… Easily access today’s date Choose how to view your calendar Create a new event View calendars other than your own View meetings in your calendar 2 Navigating around OWA People page On this page you can… View your personal contacts Search for contacts Create a new contact View contact names across the health and View the details of your contacts social care sector 3

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158 Pages·2016·6.18 MB·English
by  Smeaton, Charlotte F.
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