ITS Helpdesk

Phone: 810.762.3123 opt. 1 - Email: ITSHelpdesk@umflint.edu

Outlook Web Access 2010 – Faculty, Staff, and Students

Last Updated: Jul 23, 2016 03:18PM EDT

Outlook Web Access 2010 is an interface redesigned to provide an enhanced web-based email client, including support for spell checker, rules, and many other improvements. With Web Access 2010, most users will view their mail the same no matter what browser they are using. Some advanced settings may require the use of Internet Explorer.

Intended Audience

This Quicknote is for the benefit of the faculty, staff, and student members on campus.

Requirements

To follow this Quicknote you will need to have access to the internet. Also compatible browser such as Internet Explorer, Firefox, or Google Chrome. We recommend Internet Explorer, since it has more compatibility with the advanced options of the Outlook Web App.

Table of Contents

Login to Outlook Web Access 2010

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  1. In your web browser, in the Address or Location field, please type http://email.umflint.edu and press Enter.
  2. Now you will be prompted to login:
    • In the Username field please type your: Uniqname
    • In the Password field please type your: LAN Password
  3. Set the Security Settings.
    • Select Public or shared computer if you use Outlook Web Access from a public computer. This has a 20-minute session time out.
    • Select Private computer if you are the only person who uses this computer or it is a private, residential computer. This has a 24-hour session timeout.
  4. Click Login.

Introduction to the Toolbars

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Below is a list and explanation of the buttons located on the toolbar at the bottom left corner of Outlook Web. These toolbar buttons can help you easily navigate and perform various tasks in Outlook Web.

  • Mail – View messages.
  • Calendar – The Calendar keeps track of your appointments and meetings.
  • Contacts – The Contact list stores email and postal addresses of your colleagues, family, and friends.
  • Tasks – The tasks list tracks “to do” items that you can create for your own reference or assign to others.
  • Public Folders – Public folders can be used to share files or post information on an electronic bulletin board. Examples include departmental areas, campus events, student discussion boards and etc...
  • Options – (located on the top right side of the page) – Displays the options for Outlook Web Access 2010.

Basic Webmail Information

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Your Inbox, Calendar, Contacts, Tasks, and Public Folders have their own toolbars with buttons specific to their function. There are several buttons that provide general functions and are available in more than one location.

  • Help Icon (Question Mark in the Top Right of the screen) - displays help that is specific to the window you’re working in.
  • New – allows you to create a new item, such as an email message, a contact, or a task. The picture next to New varies, depending on the window you’re working in, as does the list of options displayed when you click the arrow next to the button.
  • Delete – moves the selected item—such as a contact, appointment, or message—to the Deleted Items folder. Hold down SHIFT when you click this button to permanently delete the selected items.
  • Move - allows you to organize messages and other items in your mailbox. You can move messages from one folder to another, or copy them to a different location.
  • Filter – allows you to view specific messages, e.g. messages sent to you, messages cc’d to you, unread messages, high priority messages, and messages with attachments.
  • View – allows you to view group by conversation.
  • Refresh Icon (Two blue arrows forming a circle) –checks for new mail and refreshes your browser window.
  • Clicking the Find Someone dialog box allows you to search your organization’s global address list or your contacts.

To Read a Message

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  1. Navigate to the location of the message you would like to read (normally the Inbox).
  2. Click a message you want to read. This will display the message in the reading pane where you can choose what you would like to do with the message.

To Send a Message

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  1. With the Inbox open, click the arrow next to New on the toolbar and click message. A blank message will appear.
  2. In the To… field, please type the recipient’s full email address. When sending to multiple people, separate email addresses with a semicolon (;).
    • Click the book icon to select a name from your Contact list (see the Address Book section of this).
  3. In the Subject field, please type a subject for the message.
  4. Type your message in the large white box below.
  5. When you have completed the message, click Send located near the top-left of the message window.

Reply to a Message

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  1. To reply to the sender, click the single arrow (pointing to the left) in the top of the reading pane. To reply to all who received the message, click the double arrow (pointing to the left) in the top of the reading pane.
  2. Outlook then opens a new mail message and fills in the email address and subject for you.
  3. Click in the message area and then type your reply.
  4. When you have completed the message, click Send located near the top-left of the message window.

Forward a Message

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  1. Open the message you want to forward. Click Forward near the top of the message.
  2. In the To… field, please type the recipient’s email address.
    • Click the Address Book icon to select a name from the address book (see the Address books section of this Quicknote).
  3. If you want to include a message, please type it in the message area.
  4. Click Send located near the top-left of the message window.

Send an Attachment

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  1. Before you can attach a file in Outlook, you must first create, save, and close the file.
    • The file must not be open when you are trying to send it as an attachment.
    • When saving files, it is recommended that the filenames be limited to no more than 8 characters in length. In addition, please remember that your colleagues may not use the same version of the software programs that you used to create the file.
  2. In Outlook, compose and address a new email message. Be sure to complete the To… and Subject fields, and insert any related text in the body of the email message.
  3. To attach a file, click the paperclip icon: the maximum size of an attachment is 20 MB.
  4. Browse to locate the file by selecting the appropriate drive and directory.
    • Highlight the file or by typing in the File name field (i.e. A:\directory ile.doc).
  5. Click the File, then click Open.
  6. The file will now appear in the Attachments
  7. To add additional files, repeat steps 3-6.
  8. To remove an attachment from the list, click the X located at the end of the file name.
  9. Click Send located near the top-left of the message window.

Receive an Attachment

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Outlook Web displays a paper clip icon next to a message that contains an attachment.

Caution – Don’t open an attachment unless you trust the content and the person who sent it to you. Attachments are a common method for spreading computer viruses. For this reason, Outlook Web may require you to first save attachments to your computer’s hard disk before opening them. This will happen when an attachment contains a file with certain extensions, such as .htm or .xls.

Open Attachments

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  1. Open the message that contains an attachment. The name of the attached file appears in the message heading information.
  2. To preview the attachment click Open as Web Page next to the file name in the Attachments. Please note that not all attachments may be previewed this way.
  3. Saving the file allows you to open it in the corresponding program on your computer (e.g. Notepad for text files, Microsoft Word for documents) If you want to save the file, follow these steps:
    • Right click the file you wish to save. In the drop down menu that appears, select Save Link as or Save Target As.
    • Navigate to where you wish to save the file. If you desire, enter a different name for the file in the “File name:” box.
    • Click the save button in the bottom right of the “Save as” box.
  4. After downloading the attachment you will need to naviagate to the location you saved the attachment. Once there, you will be able to open the attachment in the corresponding program on your computer.
  5. If your system does not open the attachment correctly then you may need to manually open the saved file in the appropriate program.

Using the Address Books

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The Address Book is a directory of address lists that contains names you can address mail to. Outlook Web will have at least two address lists: "Default Global Address List" and "Contacts". You can use the Address Book to look up and select names, email addresses, and distribution lists when you address messages.

  • Global Address List – a feature that contains all users and distribution list addresses at UM-Flint, including Faculty, Staff, and Students.
  • Contacts Folder – a list of names that you have created and maintain. Use the Contacts folder to store the email address, street address, multiple phone numbers, and any other information that relates to the contact, such as a birthday or anniversary date.

Create a Contact

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  1. From the toolbar, click Contacts to open your contacts.
  2. At the top of the page select the arrow next to New and click Contact to create a new contact.
  3. After entering the information, click Save and Close.

Search for a Name

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  1. In the toolbar, click Mail.
  2. Start a new email message.
  3. Click the Book icon to select a name.
  4. Click the appropriate address book either Default Global Address List, All Rooms, or Contacts.
  5. In the search bar please type the criteria you wish to search for the person by.
  6. Click the magnifying glass.

Create a Message from a Contact

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You can send an email message to a contact while viewing that person’s contact information.

  1. Open the contact to whom you want to send a message.
  2. On the toolbar, click the Mail button. The new message form will open and will already be addressed to the contact.
  3. Please type a subject in the Subject field, a message in the message body, and then click Send.

Use Signature

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A signature is information about yourself added to the end of every message you send. It can include information such as your name, email address, occupation, phone/fax number, or Web page address.

Create a Signature

  1. Click the word Optionon the upper right hand side of Outlook Web.
  2. Click "See All Options".
    • On the left side toolbar click Settings.
  3. In the E-Mail Signature window, please type and format the signature you want to use.
  4. Select the Automatically include my signature on messages I send check box, and then click Save in the bottom right.

Add a Signature to a Message

  1. Compose a new email message.
  2. Click the Insert Signature icon.

Use the Calendar

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The Calendar allows you to create and track appointments. You can also organize and schedule meetings with co-workers, and then update or modify the information (time, location, or attendees) as required. There are a couple different types of activities you can schedule in the calendar:

  • Appointments: Activities in your calendar that do not involve other people
  • Meetings: Appointments to which other people are invited using email

Create an Appointment

Appointments are activities in your calendar that do not involve other people.

  1. In the toolbar, open the Calendar and click New.
  2. Next to Start Time: click the arrow and select the date of the appointment, then click the arrow next to the time and click the time of your appointment.
  3. Double-click the time slot when you want to make the appointment.
  4. Please type in the Appointment information, subject and location of the appointment. Then click Save and Close.

Schedule a Recurring Appointment

  1. Open the appointment (See Create an appointment if you have not already created an appointment).
  2. On the toolbar, click the Repeat icon which looks like two arrows going in a circle.
  3. In the Repeat Pattern area, select either None, Daily, Weekly, Monthly, or Yearly.
    • Fill in the Repeat Every section.
  4. In the Range of Repetition area, select a start and an end.
  5. Fill in the details of the appointment in the appointment window.
  6. Click OK.

Create a New Meeting

Meetings are events to which other people are invited using email. Plan and schedule meetings by sending or receiving meeting requests.

  1. First create an appointment. Confirm that the appointment has a descriptive subject, location, and description for all invitees.
  2. Click the Invite Attendees button in the toolbar at the top.
  3. Click To….
  4. Search for and double-click the names of the required attendees to the meeting from your address book. Then click OK.
  5. Click Send.

**Note: This will send the request to all Required Attendees.

Respond to a Meeting Request

  1. When you receive a meeting request in your Inbox, open the message by double-clicking it.
  2. Click the appropriate response button to send your reply to the meeting organizer.
  3. Please then type in your reply and click Send.

Use the Task List

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Create a Task

  1. In the toolbar, open the Task list.
  2. Click New on the toolbar.
  3. In the task window, enter your task information: such as a subject and short description in the message area.
  4. Then set a due date.
  5. Click Save and Close.

Update a Task’s Status

  1. Open the task whose status you want to update by double-clicking it in the task list.
  2. Select the drop-down arrow to the right of the Status box, and click the appropriate setting in the list.
  3. Click Save and Close.

Use a Public Folder

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You can read messages posted to public folders. These include postings to Internet news groups, which are stored in public folders by default. Posted messages appear in public folders, they can be read by anyone with access to the Public folder.

  1. In the toolbar, click Public Folders.
  2. Locate the Public Folder you want to open.
  3. If necessary, you can select the arrow on the folder bar to see the contents of a public folder and any subfolders it contains.
  4. Click the Public Folder to open it.

Use Rules

You can manage your e-mail messages by using rules to automatically perform actions on incoming messages such as filtering, moving, or blocking certain messages. Sometimes you may prefer that all email sent to your account be forwarded to another email account.

Create a New Rule

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  1. Click the Options arrow, click Create an Inbox Rule, and then click New.
  2. In the Apply this rule… area under When the message arrives, and: select one of the options from the drop down list.
    • This will set the constraints for the rule, telling it to look for certain words in the from:, to:, subject, or body field as desired.
  3. Under Do the following: you can select one of the options for the dropdown list.
  4. Click the More Options link to see additional options such as Add Actions, Add Exceptions, Stop processing more rules, and Name of the Rule; once you are finished, click Save.
  5. A Warning box will appear asking Do you want this rule to apply to all future messages? Click Yes.
  6. You have just created a rule for incoming emails.

Using Out of Office Assistance

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To Setup an Automatic Reply

  1. Select the Options menu in the top right and click See All Options.
  2. On the right side of the screen, click Tell people you’re on vacation.
  3. Under AutoReply select Send automatic replies.
    • Here you can select specific dates and times to send the message and also type the message you want to send to others while you are out.
  4. Click Save. Anyone who sends you an email will automatically be sent your automatic reply message.

How to Change Your LAN Password

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  1. Login to Outlook Web.
  2. Select Options and click See All Options.
  3. Click Change Password on the right hand side of the screen.
  4. The Change Password screen will pop up.
  5. Please type in your Outlook Account information as follows:
    • The Domain\user name field is filled in for you, FLINT-NT\uniqname.
    • For Current password, enter your current LAN password.
    • For New password, enter your new LAN password.
    • For Confirm new password, please re-type your new LAN password.
  6. Click Save.

A box will pop up if your password was successfully changed.

Log off of Outlook Web Access 2010

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Logging off helps prevent someone else from using the computer to access your mailbox.

  1. When you finish using Outlook Web, click Sign Out in the upper right hand corner of the page.
  2. Close all browser windows.

Troubleshooting

If the above does not resolve the issue, please stop into the ITS Helpdesk for assistance.

Locations: 206 Murchie Science Building or 3174 William S. White Building
Phone#: (810)-762-3123 (option 1)
Email: itshelpdesk@umflint.edu

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