OWA (Outlook Web App) - Faculty

OWA (Outlook Web App) - Faculty

OWA

The IT department is pleased to offer the following instructions as self-help technology resources for the Medaille College community. 

 

OWA icon

Log on to OWA at: https://email.medaille.edu
New Faculty/Staff may need to wait 48 hours for their mail account to populate through the system.


 

OWA Information

 

Getting Started with Outlook Web App
Read through the following instructions to get started using OWA

Logging On to OWA (Outlook Web App)

  1. Go to https://mavsmailb.medaille.edu/owa/.
  2. On the login screen: Select “This is a public or shared computer” if you are NOT using your work computer, or are on a computer that is in a public space (library computer, kiosk machine, hotel business center).
  3. Select “This is a private computer” if you are using your work computer. This will be the most common setting.
  4. Enter your Medaille ID and Password in the boxes.
  5. Click Log In. You are now signed in to OWA.

OWA Login screenshot

Navigation in OWA (Outlook Web App)

The OWA inbox is where you send, forward, reply to, and delete e-mail. The following image illustrates the tools available in the inbox.

send reply - screenshot

Send and Reply to Email with OWA (Outlook Web App)

Creating and Sending Messages

  1. Click on the New button in the toolbar and choose Message.
    New Message - screenshot
  2. Type an e-mail address in the To: field.
    • The Auto Complete feature will display the address if you have emailed to this address before. Click on the suggested address to auto-populate the To: field.
      ad email address - screenshot
    • To look up an address, Click the To: to open the Global Address List.  Type the name of the person you would like to find and Click the Magnifying Glass.
      Look-up Address - screenshot
      You will see a list of possible addresses. Click the address you are looking for, then click the To, Cc or Bcc icons at the bottom of the screen to add the selected address to that field. You may search for more than one address.
  3. Click OK when you are finished gathering addresses.
    add Address - screenshot
  4. Add a subject and body to your message, and click Send to send the message.
    Add Subject - screenshot

 

Replying to an Email

  1. Open the desired email and click on either the Reply, Reply All, or Forward button.
    Reply - screenshot

Conversations in OWA (Outlook Web App)

You can now view conversations in OWA the same way you can in Outlook desktop application.  Messages that are part of a conversation are grouped together in threads.  This makes it easier to keep up with all the information in the conversation without searching for previous messages.  When a thread is updated with a new email messages the entire thread is placed in chronologial order based on the date and time of the newest message.  If you do not like conversation view you can turn it off by clicking on View, then un-check Use Conversations.

*Conversation view is turned on by default when you login to the Outlook Web App for the first time.

 

Toggling Messages

  1. Click the right arrow adjacent to the Subject Heading in the Message View
  2. The list of messages that have the same subject heading will appear in chronological order below the message
  3. Click the arrow again to collapse the message view. Messages will now collapse and appear hidden with just the Subject
    Collapse Message - screenshot
    *Warning: If you delete the Subject Heading of the message, all messages related to that Subject Heading will be subsequently deleted.

 

Disabling Conversation View

  1. To disable the conversation view, click the dropdown arrow of the View command from the Message Menu Bar. A dropdown menu will appear.
  2. Under the Group by Conversations component, uncheck the Use Conversations option.
  3. The message list in the View Pane  will return to a single chronological view.
    Conversation View - screenshot

Creating Folders in OWA (Outlook Web App)

Create a New Folder

You can organize your messages by topic by using folders.  Follow these steps to create a new folder.

  1. In the navigation pane, right click on the folder that will contain your new folder.
    Create New Folder - screenshot
  2. Click create new folder from the drop down menu.
    New Folder - screenshot
  3. Type a name for the new folder, and press enter on your keyboard.
    Add Folder Name - screenshot
  4. The new folder has been created.

Moving Items in OWA (Outlook Web App)

Move E-mail to Folders

When you move a message it is removed from the message pane and placed in folder.

  1. Click on the e-mail you want to move.
  2. Click on the move dropdown.
    Move Email - screenshot
  3. Click the destination folder from the list that appears.
    select destination - screenshot

OR

  1. Drag and drop the e-mail you want to move into the destination folder.
    Drag and Drop email to folder - screenshot

 

Copy E-mail to Folders

Copying e-mail leaves the original message in the message pane and places a copy in the destination folder.

  1. Click on the e-mail you want to copy.
  2. Click on the move dropdown menu.
    Copy to Folder - screenshot
  3. Click Copy Folder.
  4. Select the destination folder in the new window that appears.
    Copy to Destination Folder - screenshot
  5. Click Copy.

 

Calendars in OWA (Outlook Web App)

OWA Calendar

The calendar in OWA is similar to the calendar in Outlook 2010 desktop application.
OWA Calendar - Screenshot

 

Customize OWA Calendar View

OWA has four views you can use to display your schedule and appointments:
OWA Calendar Views - screenshot

  • Day View – Displays a single day’s appointments by the hour.
  • Work Week View – Displays appointments in a 5 day format: Monday through Friday.
  • Week View – Displays appointments for the entire week: Sunday through Saturday.
  • Month View – Displays appointments for the entire month.

 

Adding an Appointment

  1. Click New on the Calendar Toolbar.
  2. Click Appointment in the drop down menu
    OR
    Double click on the date of the appointment on the calendar.
    add appointment - screenshot
  3. In the Appointment window:
    1. Type a subject for the appointment.
    2. Type a location.
    3. Select a start and end time/date.
    4. Turn reminder on/off and select how far in advance of the appointment it triggers.
    5. Add more details in the body section of the window.
    6. Click Save and Close.
  4. The appointment is now visible in your calendar.
    View APpointment in Calendar - screenshot

Meeting Requests in OWA (Outlook Web App)

Creating a Meeting Request

Use Meeting Requests to schedule meetings and invite attendees. You will receive notification when someone accepts, declines, or proposes a new meeting time.

  1. Click on Calendar in the Navigation pane
    calendar menu item - screenshot
  2. Click New on the Calendar Toolbar.
  3. Click Meeting Request. The new meeting window will open.
    Meeting Request - screenshot
  4. Type the address of people you want to invite into the To… field.  Click To… to use the Global Address List to find attendees.
  5. Click on Resources… and select a resource from the list to reserve a room or piece of equipment.
  6. Type a subject for the meeting in the Subject field.
  7. Type a location for the meeting in the Location field. If you selected a room in Resources, it will auto-populate here.
  8. Select a start and end time/date.
  9. Click Send.
  10. E-mail invitations will be sent to all invitees and resources will be reserved during your scheduled time.

 

69

OWA Basics
Read through the following instructions on OWA basics

The OWA window looks and feels very similar to the Outlook desktop application.

OWA Window - screenshot

 

Following is a brief description of each component.

  1. Navigation Breadcrumbs:  used to navigate between different Outlook components.
  2. Outlook Web App Toolbar:  designed for quick, menu-driven commands such as composing, organizing and filtering of mail, events, tasks or contacts.
  3. Reading Pane:  shows a reading view of the message selected.
  4. View Pane:  displays a list of inbox messages.
  5. Navigation Pane:  comprises a list of the components that make up the OWA:
  6. Inbox:  the main e-mail area where you can read, compose, receive, and send e-mail.
  7. Calendar:  the scheduler/planner where you can create and manage appointments and tasks.
  8. Contacts:  the contact list where you can store and manage names, e-mail addresses, phone numbers, and other information about your contacts.
  9. Tasks:  the tasks list where you can create, sort, prioritize, and track tasks, as well as assign tasks to others.
  10. Public Folders:  the shared information area where you can share files and post information for others in your workgroup or organization to view

 

When you first log in, the default view is set to the Mail component of the OWA. This component features a message list and has a Reading Pane which allows you to view your e-mail messages without opening a separate window.

reading pane - screenshot

  • To change the location of the reading pane, click the View command from the Outlook Web App toolbar. A dropdown menu will appear.
  • Under the Reading Pane component, select Right, Bottom or Off. The change will take place immediately.

*If you select Off as an option, you will have to double-click on a message to view it. The message will appear in a new window

Locating a message in OWA can be performed by typing a keyword or contact in the search field.

  1. Click inside the Search Entire Mailbox search field located below the menu bar.
    search bar - screenshot
  2. Type in a phrase, keyword or contact name in the search field.
    search bar phrase - screenshot
  3. Click the magnifying glass icon, or press enter on the keyboard.
  4. A filter will be applied to the entire mailbox and messages matching the search criteria will be returned.
    search results - screenshot
  5. To remove the filter, click the red X in the search field. The search filter will be removed and the mailbox view returned to normal.

 

You can save an e-mail message to your Drafts folder to send or complete at a later time.

  1. Click the drop-down arrow next to New and choose Message.
    new message - screenshot
  2. Compose your message as you would normally.
  3. Click the Save button on the toolbar.
    save button - screenshot
  4. Click the Close button to close the message window.
    close button - screenshot
  5. The message will now be saved in the Drafts folder.
  6. When you are ready to send the saved message, click the Drafts folder in the Navigation Pane.
    Drafts - screenshot
  7. In the View Pane, double-click the message that you want to send.
  8. Edit as needed, then click Send from the toolbar.
    send button in toolbar - screenshot

You can both send and receive attachments with your Outlook Web Access account.

 

Opening an Attachment

  1. To open an attachment, select or open the message that contains the attachment. A paperclip icon will be displayed next to the message in the View Pane.
    Attachment View Pane - screenshot
  2. Right-click the name of the attachment in the reading pane or message window and select Open to see its contents.
    Open link in a new tab - screenshot
  3. The File Download window will appear. Select Open to open the attachment.
    Open attachement with - screnshot

 

Saving an Attachment

  1. To save the attachment, right-click and choose Save Target As from the pop-up menu.
    save attachment - screenshot
  2. Browse to the location you want to save it to and click the Save button.
    browse location to save attachement - screenshot

 

Sending an Attachment

  1. To send an attachment, create the message as you would normally.
  2. Click the Add Attachment button on the toolbar.
    send attachment - screenshot
  3. Browse and locate the file that you want to attach.
    browse to location of attachment to send - screenshot
  4. Click the Open button.
  5. The window will close and the file will now be attached to the message.
  6. Send the message as you normally would.

 

Deleting a Message

 

  1. Select the message that you want to delete.
  2. Press the Delete menu item on the Menu Bar.
  3. The deleted item is moved to your Deleted Items folder.

 

Ignoring a Conversation

If you have a string of messages that you no longer need to pay attention to you can Igonore the conversation.  The Ignore Conversation option will automatically move messages with the same Subject Heading to the Deleted Items Folder.

  1. Select the message conversation you wish to ignore.
  2. Select the drop-down arrow adjacent to the Delete command on the menu bar.
  3. Choose Ignore Conversation from the menu choices in the drop down menu.
  4. The conversation and all future messages containing the same Subject Heading will be automatically moved to the Deleted Items folder.

*You must be in conversation view to ignore a conversation.

 

Recovering a Deleted Item

Deleted messages remain in the Deleted Items folder until permanently deleted. Until that time, a message can be recovered and moved back to the inbox.

  1. Click the Deleted Items folder in the Navigation Pane.
  2. Select the item that you want to recover from the available message list.
  3. Select the dropdown arrow adjacent to the Move command on the menu bar.
  4. Choose Move to Folder to relocate the message to another folder.
  5. Select the folder (typically Inbox) you want the message moved to.
  6. Click Move.

 

Empty Deleted Items

Deleted items remain in the Deleted Items folder until the user permanently deletes them. Permanently deleting messages is reccomended to avoid exceeding the message quota allotment.

  1. Right-click the Deleted Items folder.
  2. Select Empty Deleted Items from the pop-up menu. Messages will be permanently deleted.

 

Recovering a Permanently Deleted Item

You can recover permanently deleted items for a limited amount of time.

  1. Right-click the Deleted Items folder.
  2. Select Recover Deleted Items from the pop up menu.
  3. The Recover Deleted Items window will appear.
  4. Right-click the message you want to recover.
  5. Select Recover from the pop-up menu.
  6. Click the Close button when you are finished

 

Messages can be checked for spelling errors before they are sent.

  1. Compose the email message
  2. Click the Spelling button on the toolbar or press the F7 Key.
  3. Misspelled words will appear underlined with a red squiggly line.
  4. Right click on the misspelled word. Suggested replacements will appear.
  5. Select a replacement word or choose to Ignore or Ignore All instances of the word.
70

Can’t send email in OWA on-campus?

To use OWA on an ACC campus PC you must disable the DivX Add-on in Internet Explorer.

  1. To do this, open Internet Explorer.
  2. On the right side of the top toolbar click on Tools.
  3. In the drop-down menu click on Manage Add-ons (near the top)
  4. Select the DivX Plus Web Player item and click the Disable button near the bottom of the screen.
  5. Click Close.
  6. Restart your browser and you will now be able to successfully open OWA from the link on theMedaille or the IT home pages.

You will need to perform this task once on each computer that you wish to use OWA since faculty & staff do not utilize roaming profiles.

These instructions apply to all Academic Computing Center public access computers (e.g. Adjunct Room, M4 Commons lounge, PC Lab, Library, etc.). Failure to implement the fix will result in the user not being able to send or respond to email.
OWA setup window - screenshot

 

Additional Resources

10 New Features in Outlook Web App


 

Next: Access Blackboard