Accessing Outlook on the Web

Advanced Training for Microsoft Office Outlook 2003

Viewing and Sending Messages in Outlook Web Access

1	To access your mailbox from a Web browser, on the desktop, double-click the Internet Explorer icon.
2	To connect to the Exchange server for The Garden Company, in the Internet Explorer window, click in the Address box, and for the purposes of this exercise, press SPACEBAR to have the URL typed for you.
3	Notice that the Internet address for your Exchange server consists of the domain name followed by /exchange. To continue, press ENTER.
4	To locate your (Ben Smith's) mailbox, in the Connect to gardenco.msn.com dialog box, press SPACEBAR to have your user name typed for you in the User name field.
5	To finish opening your mailbox, click in the Password box, press SPACEBAR to have your password typed for you, and then click OK.
6	To open a message you’ve received in Outlook Web Access, double-click the Lunch Meeting message from David Ortiz.
7	To reply to this message, on the message form’s toolbar, click the Reply button.
8	To add a Cc recipient to the message, in the message form, click the Cc button.
9	To locate the desired recipient, in the Find Names - - Web Page Dialog dialog box, click in the Last name field, press SPACEBAR to have the name typed for you, and then click the Find button.
10	To add Kim Akers to the Cc field of the message, in the Name column, click Kim Akers, click Cc, and then click Close.
11	Notice that Kim Akers' name now appears in the Cc field in the message form. To send the message, on the message form’s toolbar, click the Send button.
12	To forward a message, double-click the message from Kim Akers with the subject Kim's Travel Schedule, and then on the message toolbar, click Forward.
13	To forward this message to David Ortiz, in the message form, press SPACEBAR to have David's name typed for you in the To box.
14	To have Outlook Web Access search your Contacts folder for David Ortiz’s address, on the message form’s toolbar, click the Check Names button, as indicated.
15	To add a note to the forwarded message, click in the top, blank area of the message body, and press SPACEBAR to have the message text typed for you.
16	To send the forwarded message, on the message form’s toolbar, click Send.
17	To revise your Outlook Web Access settings, in the Navigation pane, click the Options button.
18	To set up the Out of Office Assistant so that an automatic response is sent to anyone who sends you an e-mail message, on the Options page, in the Out of Office Assistant section, click in the AutoReply box.
19	To turn on the Out of Office Assistant, click I’m currently out of the office.
20	To turn off the audible notification of new mail, in the Messaging Options section, click the check box beside Play a sound when new mail arrives.
21	To save your changes and return to the Inbox, click Save and Close, and in the Internet Explorer dialog box, click Yes.

Organizing Messages in Outlook Web Access

1	To identify all messages from David Ortiz, click the From column header.
2	To find messages in your Inbox that contain the word "Tradeshow" in the Subject line, on the message toolbar, click the Search button, as indicated.
3	In the Search window, in the Look in the Subject for these word(s) box, for the purposes of this exercise, press SPACEBAR to have text typed for you, and then click Find Now.
4	To open an item in the Search Results list, double-click the RE: Upcoming Tradeshow message.
5	To return to the Inbox, on the title bar of the RE: Upcoming Tradeshow message, click the Close button, and then on the title bar of the Search window, click the Close button.
6	To move a message to a new folder, in the Inbox, click the Notes from the new annuals brown bag message, and then on the message toolbar, click the Move/Copy button, as indicated.
7	To create a new folder in which to move the item, in the Move/Copy Item - - Web Page Dialog dialog box, click the New button.
8	To specify a name for the new folder, in the Create New Folder - - Web Page Dialog dialog box, press SPACEBAR to have a name typed for you in the Name box.
9	To make the new folder a subfolder of the Inbox, in the Create New Folder - - Web Page Dialog dialog box, click the Inbox, and then click OK.
10	To finish moving the selected message to the new folder, in the Move/Copy Item - - Web Page Dialog dialog box, click the Low Priority folder, and then click Move.
11	To make the new Low Priority folder visible, in the Navigation pane, click the Update all folders button, as indicated, and then click the plus sign (+) beside the Inbox.
12	To copy a message to the new folder, click the Verticillium wilt special message.
13	To finish copying the selected message, hold down the CTRL key, drag the Verticillium wilt special message to the Low Priority folder in the Navigation pane, and then release the CTRL key.
14	To delete multiple messages from the Inbox, click the Saturday Workshop message, press and hold down the CTRL key, click the Lunch Meeting message, release the CTRL key, and then on the message toolbar, click the Delete button.
15	To view items in the Deleted Items folder, in the folder list in the Navigation pane, click Deleted Items.
16	To permanently delete the selected message in the Deleted Items folder, on the message toolbar, click the Delete button.
17	In the message box asking you to confirm the deletion, click OK.
18	To recover the deleted message, in the Navigation pane, click the Options button.
19	To scroll to the bottom of the Options page, click two times below the scroll box on the scroll bar.
20	To display the deleted items, at the bottom of the Options page, under Recover Deleted Items, click the View Items button.
21	To restore the selected Lunch Meeting message, click the Recover button.
22	To return to the Inbox, on the toolbar of the Recover Deleted Items -- Web Page Dialog dialog box, click Close.

Working with the Calendar in Outlook Web Access

1	To display your Calendar folder in Outlook Web Access, in the Navigation pane on the left, click the Calendar button.
2	To view your schedule for December 9, in the Date Navigator (small calendar), click the right arrow once, and then click 9.
3	To view your calendar for the entire month, on the Calendar toolbar, click the Switch to Monthly View button, as indicated.
4	To view the details of a scheduled meeting, in the Calendar, on Wednesday, December 3, double-click the 1:00 PM meeting.
5	To change the location for this meeting, in the meeting form, triple-click in the Location box, and for the purposes of this exercise, press SPACEBAR to have text typed for you.
6	To add a note to the meeting form, click in the Notes area, and press SPACEBAR to have text typed for you.
7	To save your changes to this appointment, on the meeting form's toolbar, click Save and Close.
8	To create a new appointment on December 5, in the Calendar, click 5, and then on the Calendar toolbar, click the New button.
9	To name the new appointment, press SPACEBAR and the text will be typed for you in the Subject box.
10	To set a time for the meeting, click the arrow to the right of the second Start time box, as indicated, and then click 2:00 PM.
11	To select an end time, click the arrow to the right of the second End time box, as indicated, and click 3:00 PM (1 hrs).
12	To set a reminder to occur one hour prior to the appointment, verify that the Reminder check box is selected, click the Reminder arrow, and then click 1 hour.
13	To save the appointment in your Calendar, on the meeting form toolbar, click Save and Close.
14	To move from December to November, in the Date Navigator, click the left arrow.
15	To view the schedule for the second week of November only, in the Date Navigator, click slightly to the left of the week containing November 9.
16	To change your Calendar options, in the Navigation pane, click Options.
17	To scroll down on the Options page, click twice below the scroll box on the vertical scroll bar.
18	To set the start of the week to Monday, in the Calendar Options section, click the Week begins on arrow, and click Monday.
19	To change the time that you start each work day, click the Day start time arrow, and click 9:00 AM.
20	To change the default reminder time for appointments, in the Reminder Options section, click the Default reminder arrow, and then click 30 minutes.
21	To save your changes, on the Options page toolbar, click Save and Close.
22	To view how weeks have been changed to begin on Mondays, on the Calendar toolbar, click the Switch to Weekly View button, as indicated.

Working with Contacts in Outlook Web Access

1	To display your Contacts, in the Navigation pane, click the Contacts button.
2	To add information to a contact item, in the Contacts folder, double-click Berg, Karen.
3	To add a fax number for this contact, click the Assistant Phone arrow, and then in the drop-down list, click Business Fax.
4	To add the fax number, click in the empty box to the right of Business Fax, and for the purposes of this exercise, press SPACEBAR to have the number typed for you.
5	To save your changes and return to the Contacts folder, on the contact form toolbar, click Save and Close.
6	To create a new contact item, on the Contacts toolbar, click New.
7	To specify the name of the new contact, in the Last Name box, press SPACEBAR to have the name typed for you, and then press the TAB key on your keyboard.
8	To save the new contact, on the contact form toolbar, click Save and Close.
9	To change which address list will be used by default when you verify a name for a message you are addressing, in the Navigation pane, click the Options button.
10	To view the Contact Options area of the Options page, click two times below the scroll box on the scroll bar.
11	To switch the default address book from the Global Address List to the Contacts folder, in the Contact Options section, under Check names first in, click Contacts.
12	To save your changes, on the Options page toolbar, click Save and Close.

Using Other Outlook Folders in Outlook Web Access

1	To create a new folder, on the message toolbar, click the New arrow, as indicated, and then click Folder.
2	To specify a name for the new folder, in the Create New Folder - - Web Page Dialog dialog box, for the purposes of this exercise, press SPACEBAR to have text typed for you in the Name box.
3	To select the Inbox as the location for the new folder, in the Create New Folder - - Web Page Dialog dialog box, click the Inbox, and then click OK.
4	To display the contents of your Tasks folder, in the Navigation pane, click the Tasks button.
5	To create a new task, on the Tasks toolbar, click New.
6	To specify a name for the new task, notice that the cursor is already in the Subject box, and press SPACEBAR to have text typed for you.
7	To add this task to your tasks list, on the task form toolbar, click Save and Close.
8	To create a new public folder where team members can post items relating to the tradeshow, in the Navigation pane, click Public Folders.
9	To create the new folder, on the shortcut menu, click New Folder.
10	To specify a name for the new folder, in the Create New Folder - - Web Page Dialog dialog box, press SPACEBAR to have text typed for you in the Name box.
11	To finish creating the new public folder, click OK.
12	To post a message to the new public folder, in the folder list, under Public Folders, click the Tradeshow folder.
13	To post a new message to the selected public folder, on the Outlook Web Access toolbar, click the New button.
14	To name the new post, click in the Subject box, and press SPACEBAR to have text typed for you.
15	To post the note to the Tradeshow public folder, on the form’s toolbar, click Post.