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OWA Basics
(Outlook Web Access - Application)
“How To – The Basics”
OWA Access: https://owa.wusd.k12.ca.us
WUSD Technology
Services
This document has instructions for logging into Outlook Web Application (OWA) by WUSD District Employees.
WUSD Technology Services |Washington Unified School District | 375-7900 | VoIP Ext 1400
OWA 2010 Basic
Contents
OWA EMAIL
What is Outlook Web App 2010?.......................................................................................................... 3
The OWA Mail Screen ........................................................................................................................... 4
The Sections of Outlook Web App 2010 ............................................................................................... 5
The Inbox and Managing Email ............................................................................................................. 5
Sorting Messages .................................................................................................................................. 6
Create/Sending a Message ................................................................................................................... 7
Add an Attachment ............................................................................................................................. 11
Create a New Folder ........................................................................................................................... 11
Move emails to Folders ....................................................................................................................... 13
Copy emails to Folders ........................................................................................................................ 14
Calendar
OWA Calendar Screen ......................................................................................................................... 15
Customizing OWA Calendar View ....................................................................................................... 16
How to Enter a Meeting Request........................................................................................................ 18
Check Availability of People you invite to Meetings ........................................................................... 20
Contacts
Access Contacts................................................................................................................................... 22
Using Find Someone (Global Address List) ......................................................................................... 23
Using Your Personal Contact List ........................................................................................................ 24
Creating New Contacts ....................................................................................................................... 26
Search OWA
How to search ..................................................................................................................................... 30
Advanced Features
Out of Office message ......................................................................................................................... 32
Logging Off
Sign Out ............................................................................................................................................... 33
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OWA 2010 Basic
Requirements to use OWA Full Version: You must use at least version 7 of IE, Safari on Mac
and Firefox 3.X (these two achieve 99% feature availability). If you are using Google chrome,
you will be forced into OWA light. Same goes for IE 6.
WUSD Email via OWA 2010
What is Outlook Web App 2010?
Outlook Web Access allows you to access your WUSD email from any computer that
has internet access via a web browser. Outlook Web Access 2010 is now compatible
with all main browsers (i.e., Internet Explorer, Firefox, Google Chrome and Safari).
To access OWA do the following:
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Open Internet Explorer or any browser
Enter the address: https://owa.wusd.k12.ca.us
Enter your WUSD username and password and then click on the “Sign In” button.
When entering your username, use the following conventions: username
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The OWA Mail Screen
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The Sections of Outlook Web App 2010
Click on the section tab to access the various sections of OWA
1. Mail – Compose, send, read and reply to
emails
2. Calendar – Create appointments and
meetings
3. Contacts – Manage and store contact
information
4. Tasks – List of to-do items with optional
reminder
5. Public folders – shared information area
The Inbox and Managing Email
The Inbox allows you to send and receive emails. The following image illustrates the tools that
are available while in your inbox.
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Select the View menu. You have 3 choices here:
1. Right - This puts the reading pane to the right of the message pane
2. Bottom – This puts the reading pane on the bottom, with message pane on top
3. Off – This turns the pane off. You will need to double click a message to open it in this
view.
Sorting Messages
To sort your messages, use the “Arrange by Date” command to sort by any of the field
headings.
Arrange by Date
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Create/Sending a Message
Click on the “New” button on the toolbar and choose “Message”.
Type an email address in the “To…” field. If you have sent a message to this address before,
the “Auto Complete” feature will show the address in green below. Click on the “green” area to
move the address into the “To…” field.
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OWA 2010 Basic
If you need to look up an address, simply click on “To…” and Global Address List will open.
Type the name of the person you would like to find and click the magnifying glass to search for
that address.
After clicking to search, you will see a list of possible addresses (you may only see one)
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Pick an address by clicking on it, and then click “To”, “Cc” or “Bcc” to populate that field with the
address you want.
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You can go search for more addresses, and populate them in the fields as well.
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Click “OK” when you are done gathering addresses.
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Now you can add a subject, and body to your message. Click “Send” to send the message.
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Add an Attachment
To attach a file to a new message, click on the Paper Clip button, a new window will open, Click
on the Browse button and select the file you want to attach, then click on open. Click the attach
button and then the close button.
Create a New Folder
From the Navigation Pane; right click on the folder that you want to place the new folder within,
select “Create New Folder” from the drop down menu.
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Type a name for the new folder and hit enter on your keyboard.
The new folder will appear under the folder you created it in. In example below, the new folder
“Test Folder” appears under the “Inbox” folder.
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Move emails to Folders
Select the email that you want to move/copy in the View Pane, click on the “Move” dropdown
menu and select the location you would like to move/copy the e-mail to.
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You can choose a folder that appears in the dropdown
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Or you can click on “Move to Folder…”. If you choose this, a new window will appear,
and you can choose the folder to move to from the list (see “Move to Folder” image
below)
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OWA 2010 Basic
Copy emails to Folders
You can also copy emails to folders, keeping the original in your message pane, and sending
a copy to a folder. To do this:
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Click on the “Move” dropdown menu
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Select “Copy to Folder”
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A “Copy to Folder” window will open (see image below) where you can choose the
folder you want to copy the email to. Click “Copy” when you are done.
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Calendar
OWA Calendar Screen
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OWA 2010 Basic
Customizing OWA Calendar View
Using the buttons in the image below, you can change the way your Calendar displays your
appointments. Choose between a Day, Work Week, Week, or Month View. Simply click the
button corresponding to the view you want to change it.
Day View – This view displays a single day’s appointments by the hour.
Work Week View – This view displays your appointments in a 5 day week format (Mon – Fri).
Week View – This view displays your appointments for the entire week (Sun – Sat).
Month View – This view displays your appointments for the entire month.
Adding an Appointment
To add an Appointment, click “New” on the Calendar Toolbar and choose “Appointment”.
Alternatively, you can add appointments by double clicking on a date on the calendar.
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After clicking on the “Appointment” you will see a window like the one below.
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Type a subject for the appointment
Type a location
Choose a start and time/date
Choose how much time before the appointed time you would like a reminder of the
appointment
Type text in the body to add more details about the appointment (optional)
Click “Save and Close” after you are finished typing in information
The appointment will now show on your calendar
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OWA 2010 Basic
How to Enter a Meeting Request
Meeting Request is a tool that allows you to setup meetings and invite attendees. If you create
the meeting request, you will receive notifications if people have accepted, declined, or
proposed a new time for the meeting.
To enter a Meeting Request, click the arrow next to “New” on the Calendar Toolbar and select
“Meeting Request”.
After clicking on “Meeting Request”, you will see a window like the one below
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OWA 2010 Basic
Simply fill in the information
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To… - In this field type in the address of people you want to invite/request a meeting
with. You can use the address book feature to find people, by clicking on the “To..” (just
like you did when finding addresses for sending a message from earlier in this
document)
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Optional – leave this field blank
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Resources – Here you can find a room or piece of equipment to add to the meeting.
Just like adding a person in the “To..” field, click on the word “Resources” and the
address list will open. Click “All Rooms” to see a list of rooms available for request.
Click on “Show other address lists” to find list of “All Rooms and Equipment”
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Subject – Type in a subject for the meeting
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Location – If you picked a room under “Resources” then this field will have the name of
the room in it. If you did not pick a room, type in the location of the meeting.
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Pick the start/end time/date and pick the time for your reminder
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Click “Send” when you are done. An email message will be sent to the people/rooms
and equipment you invited.
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OWA 2010 Basic
Check Availability of People you invite to Meetings
You can also check the availability of people you are inviting to a meeting by using the
“Scheduling Assistant”. This assistant will show you “Free/Busy” time for both the people
you are inviting and the “Resources/Equipment” you schedule for a meeting.
Suggested Times - The Scheduling Assistance allows you to see when people are free
according to what they have entered in their Calendars. There is a Suggested Times box on
the right side that will let you know when people/resources are free on a certain date and
certain time. To select more Attendees, you can click on “Add a name” button to select people
from the
Global Address List. Rooms and resources will also be available this way as well.
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OWA 2010 Basic
Availability – If you see a purple bar across a time frame, this shows that the person/room is
unavailable/busy at that time (they have something already scheduled for that time)
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Everyone can see everyone else’s availability, which allows for easy scheduling of
meetings. Being able to see someone’s availability means that you can see when
they’re busy and free. If you share your calendar with others, they can see more
information (depending on what level of permission you’ve given them).
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The green and red lines indicate the time period of the meeting request. You can
move the lines by clicking on a different time period on the calendar.
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OWA 2010 Basic
Contacts
Access Contacts
There are two ways to access contacts in OWA.
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The Contacts menu item on the bottom left will open up your personal contacts in the
existing window.
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The contacts button (Find Someone) at the top right will open up your global address
list in a pop-up window.
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OWA 2010 Basic
Using Find Someone (Global Address List)
When you click on the book icon next to “Find Someone” you access the Global Address List.
There are a couple of different features as compared to the “Contacts” you open in the left side
navigation.
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Global Address List (default) – this is a list of all people in the WUSD system
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All Rooms – this is a list of all rooms available for booking
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Show other address lists – this is a list of all address books you have access to
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Using Your Personal Contact List
You can view All, People or Groups in your personal contact list. Click the radio button under
“Show:” to select from these views.
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When you click on an address of an individual or group from the list, you can:
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Email the individual or group
Set up a meeting request with the group or individual
Forward the group or individual contact information to someone else
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Creating New Contacts
You can create new individual or group contacts. Click on “New” in the contact toolbar and
select:
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Contact – to create an individual contact
Group – to create a group contact
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When you create either a new group contact, a window opens for you to enter in information
about the group.
Group Name – give the group a name here
Members – click on the word “Members” and the Global Address list (GAL) will open for you to
find names to add. The names you add will show as a list under “Name”.
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To add group members from the GAL,
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First search for a name by typing in the search box and clicking on the little magnifying
glass.
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When you find a name you want to add, click on the name and then click “Members” at
bottom of window. The name will show up in the field next to “Members”
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To add more names, search again, click on the name, then “Members” at bottom
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When finished adding names, click on “OK”
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Back in the add group contact window, click on “Add to Group” to add the names to the group.
The names you added will appear as a list under “Name”. Click “Save and Close” when you
are done. Your new group contact will appear in your contact list.
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Search OWA
How to search
You'll find a search window at the top of the list for Email, contacts or tasks. If you click
the down arrow next to the search box you will have several choices to choose from:
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This Folder – Searches in folder you are in currently
This Folder and Subfolder – Searches a folder and its subfolders
Entire Mailbox – Searches the contents of your entire mailbox
Set Default Location – Lets you choose what folder to search in by default
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You can also do some advanced searching. For Advanced searching, click the chevrons
the right side of the search window to select additional options to narrow the range of your
search. In Mail, you can narrow your search to the following:
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to
Results in - the subject and message body, message body only, or subject only.
From - or sent to a specific person or group.
Category - Items in a specific category
After you configure your search, click Enter or Search to start your search. To cancel
or clear your search, click .
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Advanced Features
Out of Office message
Click the “Options” dropdown menu and select “Set Automatic Replies…”
Click the “Send automatic replies” radio button and choose:
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Start and End times
Type a message about being out of the office, i.e. “I will be out of the office from June 1June 5…..”
Click “Save” when you are done
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Sign Out
Be sure to sign out so that no one can access your emails. Click the Sign Out button in the top
right-hand corner, you will then be asked to close the browser by clicking the close button.
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