Switzerland County School Corporation User Manual
Contents
1. lt IR Creating Folders You can create an unlimited number of folders to help keep your emails organized To create a new folder 1 Right click on the inbox folder within the Navigation Pane 2 Select New Folder 3 Supply a name 4 Select OK To move your message s from the inbox folder to your newly created folders simply drag and drop Deleting Messages Get rid of those unwanted messages They are taking up precious space A few methods of removing unwanted email Page 8 To select multiple messages that are spread out 1 Hold down the Ctrl key while selecting messages with the mouse 2 Once they are all selected hit the delete key on your keyboard To select a block of multiple messages 1 Hold down the shift key 2 Use the mouse to click on the topmost message continue to hold the shift key 3 Scroll until you get to the last message and click on it 4 All messages in between should be highlighted 5 Press the delete key on the keyboard All highlighted message will be deleted Don t forget to clear these items out of your deleted folder Sorting Grouping Messages You can add to the organization of your folders with various sorting and grouping One very quick and easy single click style way to sort is to 1 Single click the fields displayed at the top of your inbox Sort by date received subject or sender A faint arrow will appear within the field na2. 4 Double click the message within the drafts folder 5 Complete the email as desired 6 Click send Page 7 lt lt 55 lt 5 lt 5 lt 2 lt 2 lt lt Creating A New Contact Or Distribution Group As stated earlier we all share a global address book and we each have an individual private address book All SCHS Users will automatically have an account created shortly after their hire date Those users will also automatically fall into the appropriate distribution groups So you do not need to create a SCHS contact in your private address book for SCHS users If you have users outside the SCHS campus you will add them to your private address book Open your address book Select File Select New Entry Select New Contact Enter desired information Select Save and Close QUOI m Removing existing SCHS users from your private address book Please take a few moments to remove SCHS users from your private address book Creating Requesting a new distribution group If you have a need for a distribution group you do not see available in the SCHS Global address list you have a few options 1 If others could use this distribution list then one should be created on the global address list Contact your network administrator 2 If you are the only person that will use this distribution list then you will create one in your private address book Follow the steps above replacing only step 4 select New Distribution Group
3. 7 Filezilk 2 Micro fir 6 Wind fg 2 vice gt Microsoft Navigation Pane Reading Pane Page 3 All folders are up to date 3 untitled EE gym Grubbs Angela JC Kindergarten graduation Thu 11 30 AM 12 00 PM JC gym Grubbs Angela JC NHS Induction Thu 3 30 PM 4 00 PM JC gym Grubbs Angela Arranged By Due Date Today on top gt Type a new task B P Today Emailing IMG 1536 acp 3 14 12 44 Connection Status Using the Navigation Pane Click on the Mailbox Folder in the Navigation Pane Outlook Today summarizes your appointments tasks and the number of new e mail messages you have Click the Inbox to view all of your messages You can create send and receive email here Click on the calendar Here you can schedule all of your appointments with or without reminders You can view your calendar by the day work week week or month You can print your calendar too Click the Contact button to view your private contacts list Here you can store not only email addresses but also phone numbers home or business address even web page addresses Click on the Tasks button Here you can electronically keep your ever growing to do list You can also delegate your tasks to someone else Computer covered with post it notes Click on the Notes button for an electronic version of post its Connection Status IF your connection status
4. Donna Director of Technology Switzerland County School Corporation a Gy 1 To do dius 1040 West Main 2011 Scholarship faa a Pennington Rhonda Vevay IN 47043 BB Corp FW IMPORTANT STAR Training Materials 5 24 12 Creative Image A Rick Aaron amp Joanna 2 53 AM phone 812 427 2518 E Dell 1000 per training day Be a consultant present for us a E Dictionary j fax 812 427 3445 Dr Jones E Yesterday H a Pa 3 Lamas A Tony Sodoro Tue 11 59 PM email jks switzerland k12 in us I Partners in Education a Cg Ivy Tech a Baker Donna Tue 11 25 u E3JenniferChapma 7 E Junk E mail A Christerson Rachael Tue 11 02 AM fi Linda J Michael Galbreath a Numonics A Cole Julee Tue 10 07 AM RaeAne digital cameras a EA Rhonda A Jones Sandy Tue 8 34 AM 3 C3 Tech elmo troubles Junk E mail 5 r T A Ingels Connie Tue 8 23 AM misc zi Outbox Computer 9 a 3 gi Personal 3 Personal pet E tg RSS Feeds A Paradise Ron Mon 12 56 PM Sent RE Thayer Bird Software a Ii sent Items A Findley Anne Mon 12 50 PM C Trash 478 way to show morning movie on the library screen a d ae A Findley Anne Mon 10 15 AM i lab 1st period a amp Deleted Items eR Sent Items A Sieglitz John Mon 9 01 AM D Search Folders Mein i Sunday A NRSI Sun 1 42 PM Biloxi MS Conf Powerful Reading Interventions 675 in Free Adobe
5. A is just a bit different Your global address book contacts are not available via OWA so you will have to know the address of the recipient or be replying to one of your emails Page 13 Understanding the Outlook Web Access screen Folder list Next page buttons Outlook N New Message Ge Cx Sale x view Messages runi Folders E Gribbs Angela Inbox 4 Page n O Netsite redesign O 0 cudgutum O 0 pendindNtders O O tabtets O SB 1 Instal software O t Todo amp 2011 Scholarships O Corp Folders O Creative Image pat Options ne m O Dr Jones HECCTECH 2 LogOff O Help PM O Ivy Tech o Jennifer Chapman O Junk Email O Lind O Numonics amp Redne O Rhonda O Tech Contacts v t DPO From el O B Todd David RE Juesday O B Daugherty Janet RB Changes for Directory o noreply doe in gov IDOE Ed Tech Connect Forum Inbox View Delete Page 14 Received Wed 5 16 2012 1 PM Wed 5 16 2012 1 PM Wed 5 16 2012 1 PM
6. EER EREEREER ER 11 Edita rec rring appotltmietnitesii nE E EE 11 Outlook web Access OWA Instructions for accessing OWA 11 Contacts E 12 Understanding the Outlook web Access Screen 13 Page 2 Understanding the Outlook Screen Title Bar Menu Bar nbox Help Microsoft Witlook D o d id New e in x E Reply E Reply to All E Forward Send Receive gt s amp ld Search address books g File Edit View Go Tools Actions Help Type a question for help Mail Help sem 2 MS 2nd computer jf Cafe To Do Bar AME F Fold 4 9E s avorite Folders Arranged By Date _ Newest on top IS Sieglitz John 4 May 2012 gt A inbox i m t Wed 5 16612 8 20 AM SM LW II sent Items Today hel Mail Folders 2 A Christerson Rachael 3 01 PM 6 7 8 910 11 12 a 13 14 is 16 17 18 19 J Alt Mail Items gt a m uch screen is not working 20 21 22 23 24 25 26 Mailbox Grubbs Ange id NS EE 27 28 29 30 31 AVG Virus Vault 7 B Deleted Items 964 ESI Spam Firewall il John Sieglitz EE Sth grade graduation G Drafts Spam Quarantine Summary B c 22 F Inbox 1j 4 Fancher Bonnie website redesi l 0 Curriculum li A O pending orders MS 2nd computer in Cafe 1 Install softwar Baker
7. For every name change new hire or fire only one person needs to make the modification NOTE You may also keep a private contact list for all those folks that are outside the SCHS campus When you create a new email you can enter the email address of the folks you want to email a few different ways 1 Click on the To button The SCHS global address list will display first Double click each desired name 2 If you need to include people outside the SCHS Campus locate the Show Names from the click the drop down arrow and select Contacts Double click on each desired name OR 1 Place your cursor in the To address box 2 Begin typing the first desired name As you type watch the remainder of the name magically appear Once the correct name appears hit the enter key 3 Separate each name with a semicolon repeat as many times as needed Distribution Groups Distribution groups are also maintained by one person and are accessible by all exchange users Each school has a distribution group created as well as groups such as teachers principals and corp Other groups can be added so if you see a need please contact your network administrator Sending emails to a distribution groups works the same as sending to an individual user Just select the desired distribution group in place or in addition to a single user You may email to multiple distribution groups too All distribution groups are signified by bold type Pa
8. Switzerland County School Corporation Microsoft Outlook User Manual Office Gutlook Contents Understanding the Outlook Screen Oe ial ol I M M 2 Using the Navigation 2 3 Reading Pane Views eoe 3 Field CHOOSE Sane nee a eE EEEE TEER ENRERE 3 Email Options Signature new and reply 4 Stationary And TOBES Seen E 4 4 Composing new email New features of the address list eee er RR ERR ERE 5 Distribution STOW PS side D Od PR A AR Oa d i a I des 5 Setting Options importance delivery amp sensitivity level 6 Save unfinished email as a draft sese 6 Contacts Creating a new COH dO Essa tieccicianad adaegasqa suo sa vasaadaddaaaadians M edad 7 Removing Switzerland County users from personal contacts 7 Requesting a new distribution group 7 Creating your own distribution 1000 eese 7 Organizing messages Creating folders d Deleting messages selecting multiple eec een ent 7 Sorting Grouping Messages 8 Finding MOSSHEDS 8 Flagsino Murs me Mn 9 Working with appointments Schedule dn Appointment sis icine reer ERE 10 Create a recurring appointment 11 Edit appointments i asoge reae oTe EEE EREEREER EREER
9. e Advanced Find dialog box NOuRWNE Flagging Items You can flag an email for follow up and outlook gives you several different colors to work with Once you add a flag to an email the email will also appear in the Follow Up folder To flag an email 1 Right click on the email 2 Select Follow Up 3 Select the appropriate color flag To mark the follow up item as completed 1 Right click the email 2 Select Follow Up 3 Select Flag Compete To remove the flag 1 Right click on the email 2 Select Follow Up 3 Select Clear Flag lt Page 10 Scheduling an Appointment Dar File Edit View Insert Format Tools Actions Help i la Save and Close j Recurrence Invite attendees 4 K gt gt Appointment Scheduling Subject Location Start time Wed 11 10 2004 i30PM All day event End time Wed 11 10 2004 2 00 PM vj Vacation E Must Attend v Reminder 15 minutes v Show time as Bl Busy E Travel Required L1 Needs Preparation m Birthday Anniversary i Phone Call eate To schedule an Appointment Locate the Menu Bar Select New Select Appointment Enter a subject Enter a location if needed SELECT APPROPRIATE LABEL See Figure LABELS 1 Select appropriate start day and time Select appropriate end day and time If you want a reminder make sure the V is in the reminder box O Select the reminder time Tell Outl
10. ever says Offline select File and remove the check mark from Work Offline Reading Pane Views You can alter the layout of your inbox and reading pane The reading pane can be to the right of your inbox or below your inbox You can also turn the reading pane off 1 From the menu bar select View Reading Pane Right Bottom or Off NOTE If you select to turn the reading pane off you will need to double click each email message to read its contents Field Chooser You can add or remove fields in your Reading Pane By default the From Subject Received and Size fields are displayed You can add fields such as Sent CC or Sensitivity 1 From the advanced toolbar locate and click on the Field Chooser button Drag the desired field to the field list in the inbox OR 2 Right click on an existing field at the top of the inbox and select Field Chooser from the quick menu Drag the desired field to the field list in the inbox Page 4 Adding an automatic signature block to new and reply emails Every time you create an email you probably end the email with a Thank You followed by your name and contact information You can create a signature block once and the text within will be included in all your emails To create a signature block From the menu bar select Tools then Options Select the Mail Format tab Select Signatures Select New supply a name and select Next Type your
11. ge 6 Setting Email Options on New Emails When creating a new email you can set the level of importance delivery time and sensitivity level F Message Options Web Page Dialog Message settings Importance Normal gt Show Cc Sensitivity Show Bcc Normal Tracking options C Tell me when this message has been delivered Tell me when this message has been read To set these options 1 After beginning a new email locate the Options button on the TOOLBAR not the options from the menu bar 2 Set the desired importance level 3 Set the desired sensitivity level 4 Place a check in the Do not deliver before and select a date time The message will be held in your outbox until that time When a message with a set importance or sensitivity level is received on the other end the levels will be indicated within a gray bar at the top of the message Saving unfinished email as a draft It happens to all of us we begin an email and get interrupted You can save your half completed email and bring it up later to finish and send There are two ways to do this 1 1 While your partially completed email is open select File Save 2 You can safely close your email 3 Visit your Drafts folder and you will see your email there 2 Outlook will automatically save any email left open into the Drafts folder If you walk away from your desk and leave the unfinished email open it will be saved To open and finish later
12. information just as you would want it to appear at the end of your messages Note you can change the font type size and color of your text 6 Select Finish and OK aS Now that your signature block is created tell Outlook when to use it 1 Locate the Signature for New Messages drop down list and select the signature block you just created 2 Locate the Signature for Replies and Forwards and select the signature block you just created NOTE You can create multiple signature blocks you may want your replies and forwards to be different from your new email messages Signature and Fonts Oulook allows you to choose your default font type and size for new and reply emails Different stationary is also available To choose Select Tools Select Options Select the Mail Format Tab Select Fonts or Stationary Picker and choose gt NGA Spell Check You can tell Outlook to spell check every email when you click the send button Spell check in Outlook works the same as Microsoft Word To set these options 1 From the menu bar select Tools then Options 2 Select the Spelling tab 3 Select or De select the available options under General Options Page 5 New Features of the Address List Now that we are on the Exchange Enterprise Organization we are able to share a single global address list that contains all users for the SCHS Campus Because this is a single list it only needs to be maintained by one person
13. me indicating that field is the current sort field Also notice the direction the arrow points this indicates ascending or descending sorting You can also view additional sort fields from the menu bar 1 From the menu bar select View 2 Select Arrange By You can also add grouping to your emails When you group your emails Outlook groups based on the current sort field For example if your inbox is sorted by received date and you add grouping your email will be grouped by date in addition to the sort To add grouping 1 Select View 2 Select Arrange By 3 Select Show in Groups Note If Show in Groups is grayed out grouping is not available for the current sort order Page 9 Finding Messages Need to find that message you received two months ago Not in your inbox Can t quite remember who sent it Use Find to locate your message You just need to remember a little something about the email To begin the find 1 Locate the standard toolbar 2 Click on the Find button 3 Type your search word s 4 Click on the Search In box to select the area of search select Choose Folders for more options Click Find Now When you are done click Clear on the Find toolbar For more options use Advanced Find From the menu bar select Tools Select Find Select Advanced Find Fill in the desired fields Select Find Now Results will be displayed within the Advanced Find dialog box When you are done close th
14. ook how soon before the event you want to be reminded 11 Enter additional text in the body of the appointment to provide extra detail if needed 12 Select Save and Close The appointment is now created and has populated your calendar E o OUT The appointment created as described above is a simple one time appointment You can also create a recurring appointment A recurring appointment can apply to a weekly meeting at the same time each week or an instructor teaching a class for the fall semester at the same time each week Page 11 Creating a recurring appointment Repeat steps 1 11 of Schedule an Appointment 12 Locate the standard toolbar within the appointment dialog box 13 Select Recurrence 14 The previously stated appointment time will carry over 15 Locate the Recurrence Pattern and select the desired time s you want the appointment to be repeated 16 Locate the Range of Recurrence to specify the start and end date of this appointment Example for an instructor entering a class meeting time the start date and end date of the semester 17 Select OK 18 Select Save and Close The recurring appointment is now created and has populated your calendar Editing appointments You can also edit an appointment 1 Locate the appointment in calendar 2 Double click the appointment to open it 3 Make modifications 4 Save and close Editing a recurring appointment When you edit a recurring appointment you have the o
15. ption to edit the single appointment or the series of appointments Remember when you edit series the change will affect all of the appointments When you edit a singe occurrence of the series changes will only affect that one occurrence Outlook will prompt you with the choice to change all or just the one EI Outlook Web Access OWA With the exchange system our web email is greatly improved Although the functionality of our email is reduced in OWA it allows us to see ALL of our email basically everything we have in Outlook on our computers at work What we do in Outlook at work will immediately be replicated in OWA What we do in OWA at home is immediately replicated at work in Outlook There are two ways to access you email online 41 The web address for accessing your email is http www mail switzerland k12 in us exchange Page 12 2 You can also go to our school website to access your email On the schools homepage in the top right corner there is a link that says Web Email Click on this link and you will a dialog box will pop up Put you username and password information in where required Authentication Required ry Enter username and password for http mail schs switzerland k12 in us User Name Password Username and Password pop up Web Email link Contacts In OWA Addressing your emails in OW
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