Microsoft Outlook Web Access User Guide to Basic E
Contents
1. s Services GF ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant a Llawlyfr TGCh RHONDDA CYNON TAF When you have finished using Outlook click the 493 button on the right of the taskbar You will see this screen Click on the Close button i Ney icrosott ofnce Ea Outlook Web Access Provided by Microsoft Exchange Server 2003 To complete the IAk process and prevent other users From opening your mailbox you must close all browser Windows and exit the browser application Your browser window will now try to close A Window should appear checking that this is what you wish to do Microsoft Internet Explorer x 2 The Web page you are viewing is trying to close the window Do you want to close this window Click yes to close the window or no to leave it open and browse to a new web page Rhondda Cynon Taf ICT Unit E mail page 4 Uned TGCh Rhondda Cynon Taf E bost tudalen 4 Education amp Children s Services JA ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant amp i Llawlyfr TGCh RHONDDA CYNON TAF Overview of the Inbox The Icon Taskbar Outlook Web Access Br Inbox Two Line view Using your mouse pointer to hover over the individual icons brings up a brief explanation of the function of that icon o Clicking on this icon updates the contents of all folders Shows or hides the folder list 2 Clicking it when the folder list is shown hides2. Address https webmail rctednet net exchange Go Links sa Note that there is no www in this address and that there is an s after the http prefix You will now be at the E mail logon screen and be prompted to enter your username and password in order to access the e mail service Under the old system usernames had to be prefixed with ednet but this is no longer needed and the username will not be accepted if you use this prefix 2 xj Enter your e mail username and password in the Please type your user name and password appropriate box remembering that the password is case Site 10 1 2 5 Di sensitive Realm 10 1 2 5 If you use this printout to note U O O your E mail username and User Hame password details remember that Password it should then be kept in a very secure place We recommend that if you cannot remember your Lancel details you disguise them elsewhere in some way rather than record them on this sheet Rhondda Cynon Taf ICT Unit E mail page 2 Uned TGCh Rhondda Cynon Taf E bost tudalen 2 Save this password in your password list Education amp Children s Services JA ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant amp Llawlyfr TGCh RHONDDA CYNON TAF Under this system it is possible for users to change their password to something memorable to themselves and we recommend that staff do so regularly in order to prot
3. Saving Unsent Messages Selecting Save will save a message you are composing into your Drafts folder regardless of whether or not you have entered a recipient s name address Rhondda Cynon Taf ICT Unit E mail page 10 Uned TGCh Rhondda Cynon Taf E bost tudalen 10 Education amp Children s Services rE ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant lt gt Llawlyfr TGCh RHONDDA CYNON TAF Attachments Sending Attachments It is possible to send items through e mail by adding them to the main body of the message as an attachment The item you wish to attach may be a file a picture or photograph a sound a video clip a hyperlink or a program To add an attachment click the attachments button and the following dialogue box will open EES a YPC in ine pathway oF the z item you wish to attach or tee click the browse button to Choose a file to attach open a windows explorer E Browse window In which You may find the item Attach When you ve found the Current file attachments a ppropriate item cl ick Attach You may attach more than one file If you wish to remove a file d Close you have attached click Remove When you have finished adding attachments click Close to return to the e mail message which may then be sent in the usual way Reading Attachments Received f 2 Tidcombe Beverley Fu Outlook online Wed 12 05 2004 When someone sends you Tidcombe Beverl
4. Unread items are marked with a closed envelope fS sraman neen TEET and are in bold Read items have an open f Test essas Smallman Helen Mon 10 05 2004 10 31 at envelo pe test Message Tidcombe Beverley Tue 11 05 2004 09 38 Outlook webmail Messages with a paperclip symbol have an ae cage wed 12 05 2004 12 57 E attachment and messages with a red exclamation sonte peverley PE E mark have been designated high priority by the Fw Outlook online sender You may flag messages for later attention by clicking on the greyed out flags right clicking gives a choice of flag colours or removing the flag A second left click ticks the item as having been dealt with Rhondda Cynon Taf ICT Unit E mail page 7 Uned TGCh Rhondda Cynon Taf E bost tudalen 7 Education amp Children s Services GF ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant lt a i Llawlyfr TGCh RHONDDA CYNON TAF The Preview Pane With the preview pane open it is possible to view the contents of most messages without double clicking on them to open them in a window of their own iNew ina x E T Tes Ci Help tog CFF From Received oa aaia oe ee a l d b hondd fF k T Tidcombe Beverley Beverley Tidcombernondda cynon taft gov u t Smallman Helen Wed OS 05 2004 13 53 gt 7 YI j Y 4 To ICT Unit Curriculum Test Message 3 Smallman Helen Mon 10 05 2004 10 31 J Cc test Message Tid
5. Education amp Children s Services GF ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant ka Llawlyfr TGCh RHONDDA CYNON TAF Microsoft Outlook Web Access User Guide to Basic E mail Features These notes provide the new user with the information necessary to use the basic E Mail functions of Outlook s online Web Server Information regarding use of more advanced E mail features and the extended functions provided by the Web Server will be released in due course Please contact the ICT Helpdesk on 01443 744070 for further help and advice Please note that in common with many other applications there are several ways to perform the tasks outlined within this leaflet However for simplicity and ease of use in most cases we have outlined only one approach GETTING START F D e sna E E OOO OO 2 RorecilN CROIN P 2 PO GGIING OF neces rsareres cnocemetenenevetnnoneuetansnsusteeneoaeess ganeeensgeusmessceusmeusceu messces eesscen tes 3 OVERVIEW OF THE INBOX soececetscet ede teced ede tewetededeweddedewessdadeesutasecwstcwsecwstewsecwetiwsecwetewseewes 5 THE ICON TASKBAR cccccecececececececeeeeeececeeeceaeaeaeeceeeeeaeaeeuseseataeaneeeeeseataeanneeenaentaeass 5 THE NAVIGATION PANE sdcacicectcestaectcectpect ch cicectonsisetoecicedendedvencsoscueedaoucecedacucuencenncuesd 6 THE SHORTCUT MENU cccccceececececececececececececececeaececeaeaeaeaeavaeavaeaeaeataeaeaeatataeataeas T THE INCOMING MESSAGE LIST ec
6. ING AND READING PANE OPTIONS 2 2cececececececececececececececeeeceeeceeeeneneeens 15 PELENC OPTION Sse sicecctescecerceceesce cate sncece te sneececacsencececcenceasssencacassenccaassencccassenccencas 15 PRIVACY OP TONS oera eee 15 APPEARANCE COLOUR SCHEME DATE amp TIME CALENDAR cccescceeeeeeeeeteeeeeeees 16 RREMINDERS 0 ececcecececececececeeeecececececeaeaeaecnseseaeaeaeeeeceseaeaeanaeeseseaeaeavaeeseseneaeaneneaees 16 CONTACT OPTIONS ccececececececeeeeeeeeeeaeaeeeaeaeaeaeaeaeaeaeaeaeaeateaeeeeaeneataeneaeanatenenenass 16 CHANGING THE PASSWORD waco seeds ccetecdiece isd tesdieeebesdieeetesdiacetesdiwestesdieedtesdieeeiesdie 16 RECOVER DELETED ITEMG cccceceecececececececeeeeeececeeeaeaeateeeseseaeaeaeaeeseseataeanetestaees 17 DELETING ITEMS 1 ccececececececeeeeeecececeeeeeaeaeecueueuaeaeaeacecueuaeaeaeaeaeuauaeauaeasaceneauaeeeeneneaeans 17 DELETING TO THE DELETED ITEMS FOLDER 0 ccececececececeeeeeetececeeeaeaeaeeeeceeeatatass 17 DELETING PERMANENTLY Gene ee 17 RECOVERING DELETED ITEMG ccecececececececeeeececececeaeaeaeeeeceseataeaeeeeeeeeataeaeeeesnaees 17 CONTACTS crisa E E E E E E 18 ADDING OINEN NOI ESPE 18 FINDING CONTACT ES 18 USING THE GLOBAL ADDRESS LIST cccecececececececececececececesececueeceseeeseeuenenensnenees 18 Rhondda Cynon Taf ICT Unit E mail page 1 Uned TGCh Rhondda Cynon Taf E bost tudalen 1 Education amp Children s Services JA ICT Handbook
7. NDDA CYNON TAF Good Housekeeping Each school mailbox will be set to a maximum size of 12Mb This is more than double the capacity of the old email system allocation and will permit many hundreds of emails to be stored however it should be noted that large attachments would consume this limit more quickly Large attachments should therefore be used with appropriate common sense and should be transferred out of the mailbox to another location on the computer upon receipt Saving Attachments to Another Location It is possible to save open attachments to another location using the save as command from the file menu as standard Alternatively to save an attachment without opening it right click on the underlined attachment title in the body of the message and select Save Target As from the drop down menu that appears jy attachments can contain viruses khak may harm your computer Attachments may not display correctly To ICT Unit Curriculum Cc Attachments sherdareOQOO booking Forms pdfig1kKE L gherdare lang paFfe tee Open 1 d Right a Open in New Window click Save Target As here Print Target Gut 2 Select Save Target As iix A dialogue box will now open showing process of the file transfer Larger files will Getting File Information take longer to move through this process Aberdare lang pdfattach 1 from webmail rctednet net than small files SO this step may take q few Estimated time left m n u
8. RHONDDA CYNON TAF Appearance Colour Scheme Date amp Time Calendar Appearance Select your preference to Ts het oe cece et ac i eee Pe bo rere eur eet ber e dur charges Daken bis gt change the colour scheme Dake ard Time ponmaks t a Shart Oates OLRO exe favo Lee Select your preferred date and Long Date Ste OL January 2004 J Dreier 200 time formats Tive Swe Jim 258 w Curad Tere Fore WIAT Giaa Mean fare Gubin Edinburgh Liber Lore Calendar Options select your preferred calendar ap Weak bare on Mondy options Day aback tiri add laa Select Save and Close when Peat 1700 lal 7 finished Fr passk of pear Dap nok cenky pank rwanbeses 2 Reminders Reminder Options When using the calendar reminders ry To ea Peis San Me Lee Pleo iene Epke 5 oe h alae es ee can be set which will flash up on the Erste reminders for Task kara monitor play a sound A Play a sound when a rerancer in ve Select Save and Close when finished Ceol ut ariek LG rhi Contact Options Contact Options Select which contacts list to use as tae ee default See the Contacts section on lar ikbal hiie List Avene page 18 Select Save and Close when finished Changing the Password Using the Outlook Web Access system allows users to change their e mail password This means that staff will Tl charge Paced not be limited to the password originally provided and i will be free to choose something more memorable for advice on
9. amp Manual Cyfadran Addysg A Gwasanaethau Blant amp Llawlyfr TGCh RHONDDA CYNON TAF Getting Started Logging On If you have a web mail icon set up on your desktop double clicking on it will take you directly to the web mail site Older ednet e mail icons set up prior to the introduction of the new web mail system will need to be adjusted to point at the new site This will be automatically completed as part of the pre Broadband migration process however if your web mail shortcut icon still does not work correctly in September or if you would like a shortcut icon placed on a machine then please contact the ICT Unit helodesk who will make the necessary arrangements School Email If you do not have a web mail icon displayed on the p desktop please double click on Internet Explorer co gt and log on to the Internet using your Internet log on RR username and password Under the new system your Internet username and password should now be the same as your e mail username and password When you log on through Internet Explorer you will need to type the following address into the address line at the top of the screen then click on Go or press the enter key on the keyboard https webmail rctednet net exchange E Symantec Web Security Microsoft Internet Explrrer E x File Edit View Favorites Tools Help EJ eak gt O A A Asearch Favorites CBuistory 5 LA amp E
10. bar can be accessed Print the message Delete the message Navigate to other messages E E Outlook webmail Microsc Internet E E Reply Reply to all 24 Forward i O x x plorer teat From Tidcombe Beverley Beverley Tidcombem rhondda cynon tarf gow uk Sent Tue 11 05 2004 09 36 To TCT Unit Curriculum Cc Subject Outlook webmail Attachments Once you are familiar with the basic e mail functiona of the Outlook veb mail system you may feel ready to access the more advanced functions Such as using the calendar and tasks sections If you have difficulties using any aspect af the system please contact the ICT Unit for support The helpdesk number is 01443 744070 N F Replying to E mail messages With the E mail message to which you want to send a reply open select reply A reply window will open with the original sender s details in the To box The original message will be included for reference If the original message has been sent to several recipients and you wish everyone on that list to receive your reply then you should select Reply to All Add your message and select Send as previously Forwarding E mail messages Select the message which you wish to forward to another person and open it Select Forward A copy of the message will open ready to be sent to a third party Enter their e mail address and any additional comments editing you wish to make then select Send
11. been entered as Andrew Price in the Global directory a search for Andy Price will not find that person In this particularly example a search for Price using just the one field will prove more beneficial Add recipient to fe F Bcc Using the Global Address List If you are sending E mail to someone within the Authority s Education section you are able to search the Global Address List for their E mail addresses This is the default option when clicking on the Address Book Rhondda Cynon Taf ICT Unit E mail page 18 Uned TGCh Rhondda Cynon Taf E bost tudalen 18
12. choosing passwords see page 3 However users who currently select this option need to be aware that there may be a delay if a password needs resetting centrally because the user has IOrgOUeNT their new Potion password as this will be treated as a low priority Ekat EEEE olx call to the ICT Helpdesk see the ICT Unit SLA so should treat this function with appropriate care Internet Service Further information will follow in due course Manager When you click on the Change Password link the e eee dialogue box to the right is displayed Domain Account In Domain enter ecs ict Old password In Account enter your own e mail Username or ti Enter your current password in the Old Password Sn password field and the password you wish to use in the New OK Cancel Reset Password and Confirm New Password fields then select OK Rhondda Cynon Taf ICT Unit E mail page 16 Uned TGCh Rhondda Cynon Taf E bost tudalen 16 Education amp Children s Services JA ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant amp Llawlyfr TGCh RHONDDA CYNON TAF Recover Deleted Items cy CEt Wie eres Oo vka pnd panye bart hai Meare mosai apika Inan pout Deleted Rene hoger a Secs ern vl be ced back bo poor Cobted Fera boise This option provides a failsafe to users It provides a means for a limited time 30 days of recovering messages that have been completely deleted from the Deleted Items folder See below Deletin
13. cking on the a cdner hide folders icon Clicking on the dark blue bar separating the gq Contacts two sections allows you to show or hide the shortcut menu aj Deleted Items an Clicking on any item in either list takes you directly to that T junk E mail section All folders are grouped within your own common area Ouo In the example shown here ICT Unit Curriculum 8 Tasks The Calendar is an online area for arranging appointments etc This is not detailed in this introductory leaflet The Contacts folder contains details of people entered into your personal address book See section Contacts on page 18 Deleted Items contains items deleted from any of the other folders but not yet permanently deleted from the system ined Drafts contains saved messages which you have not yet sent S_ Contacts not redirected automatically to another folder Setting up rules to S Rules Options E mail which contains certain key words may be identified as junk and be sent automatically to the Junk E mail folder It is worthwhile checking this folder to ensure that legitimate e mails have not ended up here by mistake The folder will also need to be emptied periodically The Inbox contains mail messages sent to you that you have redirect mail is not dealt with in this introductory leaflet Rhondda Cynon Taf ICT Unit E mail page 6 Uned TGCh Rhondda Cynon Taf E bost tudalen 6 Education amp Children s Servic
14. combe Beverley Tue 11 05 2004 09 33 ie Outlook webmail L Tidcombe Beverley Wed 12 05 2004 12 57 E software inventory File a Once you are familiar with the basic e mail functions fo the outlook E Tidcombe Beverley wed 12 05 2004 12 58 W ONERE 4 web mail system you may feel ready to access the more advanced functions Buch as using the calendar and tasks sections Fav Outlook online It you Have difficulties using any aspect of the Bystem please contact the IcT Unit for support The helpdesk number is 014435 744070 The Preview Pane icon on the taskbar provides options for positioning the preview pane to the right of the message list as above at the bottom of the message list as below or switching it off completely Received T Tidcombe Beverley Fw Outlook online Wed 12 05 2004 12 58 1KBO OY 2 i Tidcombe Beverley software inventory File Wed 12 05 2004 12 57 26KB ie Tidcombe Beverley Outlook webmail Tue 11 05 2004 09 38 aaa Smallman Helen test Message Mon 10 05 2004 10 31 7295 w i Smallman Helen Test Message Wed 05 05 2004 13 53 3KB Y Outlook webmail Tidcombe Beverley Beverley Tidcombe rhondda cynon tatt qoy uk To ICT Unit Curriculum Cc Once you are familiar with the basic e mail Functions of the outlook web mail system you may feel ready to access the more advanced functions Buch as using the calendar and tasks sections If you have difficulties using any aspect of the sys
15. ecececececceeececececeeeaeaeececeeeeeaeeeeseseataeaeetesteeneaeass T THE PREVJENP ANE orena E E E EEEE 8 EMA a E E E 9 SENDING E MAIL MESSAGES ececececececececeeeeeeeeaeeeaeaeaeaeaeaeaeaeaenenegtaenenenteentenetenanass 9 READING E MAIL MESSAGES ececececececceceeececececeeeaeaeeeeceeeaeaeaenenseseaeavanneeeeeeneneaes 10 REPLYING TO E MAIL MESSAGES cccccceceeeeececececeeeaeeeecececeaeaeaeeeseeeaeavaneeeseeeataeaes 10 FORWARDING E MAIL MESSAGES cccccecececececececeeeeeececececeaeaeaeeeeceseaeananeeeeneentatans 10 SAVING UNSENT MESSAGES cccccccececececececececececeaeaeceaeaeaeaeaeaeaeaeaeaeaeaeataeaeatataeas 10 ATIACHMENT S eona A E A E E AAEE 11 SENDING ATTACHMENTS ecececececececeeececeeeeaeeeaeaeaeeeateeeeeaeeaeaeeaeeeeeneneaeaeetenenenaes 11 READING ATTACHMENTS 0cececececececcecececececeaeaeaeeeeceseaeaeaeeeseseaeaeaeeeseeeatatanneestaees 11 GOOD HOUSEKEEPING nnnsansnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnunnunnnnnnnnnnnnnnnnnnnnnnn nnne nnmnnn nnmnnn nnn 13 SAVING ATTACHMENTS TO ANOTHER LOCATION ecececececeeeceeeceeeeeeeeeeeeeeeeeteeenaness 13 FULL MAILBOXES ccececececececeeeecececececeaeaeaeeeeseeeaeaeaeaeeeeseseneaeaeeeeseseaeataneeeseneataeaes 14 OPTIONS ccscecccecceccecacececccecccecccuccnececececececececectcececectcecesectcecacecacadasetaceasecacecacssecenese aes 15 THE OUT OF OFFICE ASSISTANT cececececececececacecaeaeaeaeaeaeaeaeaeaeaeavaeaeaeavaeataeataeataeas 15 MESSAG
16. ect their data as outlined in the authority s Broadband Service Level Agreement Passwords will be case sensitive and staff should bear this in mind when setting a new password which ideally should be alphanumerical containing both letters and numbers To change the password see the section Changing the Password on page 16 The log on username is not your E mail address but you may wish to record your own E mail address es here You will not need to enter this information yourself but it will be required by those sending you E mails If all has gone well you will now SX a a have logged on to your e mail coe im account and you will see the Outlook Web Access screen By default the window that opens is the Inbox folder 1 Icon taskbar 2 Folder list 3 Incoming message list 4 Preview pane 5 Shortcut menu Click on Inbox if you cannot see this screen by default oe ee Logging Off At the end of your session it is important that you exit Outlook correctly There are two reasons for this 1 to protect your mailbox from unauthorised users by avoiding accidental or intentional entry into your mailbox by a third party 2 to avoid occasional log on issues such as being locked out of the system because it does not recognise that you have previously logged off Rhondda Cynon Taf ICT Unit E mail page 3 Uned TGCh Rhondda Cynon Taf E bost tudalen 3 Education amp Children
17. ee page 18 In the subject field add an informative title to your e mail message Avoid ambiguous subjects such as For your attention or Read this now as they are likely to be dismissed as junk e mail often called spam Type your message in the text area Click the Send button The message will drop into your Outbox then provided you are online will be sent immediately and move to your Sent Items folder If you are not online it will be stored in the Outbox until you next connect It is possible to format text just as it is in a Word Processing package Other options available such as saving to the drafts folder by default printing inserting a signature checking spelling or names and setting importance are accessed through the message toolbar hover with the mouse over each icon on the screen to see a description of the function e Untitled Message Microsoft Internet Explorer send led 4 2 7 if B 4 2 Options Help Rhondda Cynon Taf ICT Unit E mail page 9 Uned TGCh Rhondda Cynon Taf E bost tudalen 9 Education amp Children s Services GF ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant ka Llawlyfr TGCh RHONDDA CYNON TAF Reading E mail Messages Although messages can be viewed and read in the preview pane double clicking on the message information in the incoming message list will open that item in a new window In this read mode another tool
18. en 17 Education amp Children s Services JA ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant amp i Llawlyfr TGCh RHONDDA CYNON TAF Contacts Adding Contacts To add your own contacts click on the Contacts folder in the Navigation pane and select New or from the Inbox use the dropdown arrow next to new and select contact from the dropdown list Enter the contacts details in the box that appears You don t need to complete all the fields but the e mail address will need to be correct in order to use the address book to select e mail recipients Select Save and Close Finding Contacts As your contact list grows you may wish to search it for details To bring up a Find dialogue box click on the Address Book icon a Again you don t have to complete all the fields When sending an e mail clicking on the To CC or BCC icons will bring up a search dialogue box x Select whether to search in the Global Find names in Global Address List 5 Address List See below or your Display name as z personal contacts list katnam S tame wel yD A cannery Deparment Enter search field information to search Office F via a school name use the Office field Name Phone Alias Office Job title search results will be displayed here Select recipient and add to the e mail message Be aware that the search engine will only search for exact matches so if a contact pete Nas
19. es JA ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant amp Llawlyfr TGCh RHONDDA CYNON TAF The Outbox contains e mail messages which you have written and are waiting to be sent Most of the time this will be empty as the application will send the message immediately upon saving The Sent Items folder contains e mail messages which you have sent to others The Tasks section may be used to organise and prioritise tasks and To Do lists This is not detailed in this introductory leaflet The Shortcut Menu The Shortcut menu contains links to some of the above folders and 3 additional links 5 Public forums containing messages which may be read and dened a all users Currently this area is not in use In this area it is possible to set up rules for handling E mails so that certain messages may be redirected automatically to specific folders This function is not dealt with in this introductory leaflet Contains several options for configuring Outlook web access including changing the password For further details see the section Options on page 13 The Incoming Message List The first stop for all messages that come into your Mailbox is your Inbox A list of the messages received is displayed You can choose whether to have the list displayed by sender subject date received etc by selecting E Inbox i Two Line View the appropriate button in the bar at the top Ginen X iG Ls i SE
20. ey software inventory File Wed 12 05 2004 firs l attach ment You r e mail i Tidcombe Beverley Outlook webmail Tue 11 05 2004 0 Smaliman Helen test Message Mon 10 05 2004 1 message has a papercl p Smallman Helen Test Message wed 05 05 2004 ICON n ext to it In th e Incoming Message List software inventory file Tid be B ley E ley Tid beg rhondda taff gov uk ae Byerley Lpeveriey IdcCOmMpewrnondda cynon gov u When the message is Attachments can contain viruses that may harm your computer Attachments may not display correct To ICT Unit Curriculum selected the attachment names are underlined Attachments software Inventory do Left clicking on the underlined attachment name will open the attachment online Messages that have attachments should be treated with care lt lt pottuare Inventory doc gt Rhondda Cynon Taf ICT Unit E mail page 11 Uned TGCh Rhondda Cynon Taf E bost tudalen 11 Education amp Children s Services JA ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant amp Llawlyfr TGCh RHONDDA CYNON TAF It is possible to save attachments to your own computer by right clicking the filename and selecting Save Target As from the list that appears For screenshots see the section Good Housekeeping on page 13 Some Warnings Regarding E Mail Attachments M Electronic attachments are a convenient effective way of transferring data Unfortunately
21. g Items Deleting to the Deleted Items Folder Eventually you will want to delete messages from Outlook either to keep your messages organised and avoid clutter or through necessity because your Mailbox is too full to accept any more mail Individual items may be deleted using the delete icon x To delete multiple items at once If the items are next to each other select the first one hold down the shift key on the keyboard and select the last item These items and everything in between them will be highlighted and may then be deleted If the items are not next to each other select the first one then hold down the Ctrl key as you select the other items you wish to delete All selected items will be highlighted and may be deleted at the same time Deleting Permanently When messages are deleted to the Deleted Items folder they are still within your main Mailbox and will be taking up space which you will need to recover They will need to be deleted from this folder either using the same procedure as outlined above having selected the Deleted Items folder from the navigation pane or by clicking on the Empty Deleted Items G icon in the Deleted Items folder Recovering Deleted Items Although it is possible to do this as outlined above from the Options menu a quicker way when in the Deleted Items folder is to click the Recover Deleted Items a icon Rhondda Cynon Taf ICT Unit E mail page 17 Uned TGCh Rhondda Cynon Taf E bost tudal
22. g transference therefore you should expect large files to take longer to send or receive It is recommended that schools use common sense where the email storage transfer of large files is necessary as the overall system may suffer performance degradation as a direct result It is possible to reduce the size of files by using a zip application In the case of documents or multimedia ensuring that photographs pictures etc have been reduced to the minimum necessary definition pixels per inch cm and size during production will help keep the file down M Because of issues connected with transfer of large files a restriction of a maximum size of 3Mb on the transfer of an attached file will be permitted as standard Should it be necessary to transfer a file larger than this size then please contact the ICT Unit Helpdesk When sending attachments please ensure that you adhere to all necessary legislation regarding Data Protection and Freedom of Information In particular do not send information about individuals where the individual may be clearly identified Please refer to guidance provided previously by the authority or contact Gill Evans Information Management on telephone number 01443 424189 Clydach Vale office Rhondda Cynon Taf ICT Unit E mail page 12 Uned TGCh Rhondda Cynon Taf E bost tudalen 12 Education amp Children s Services GF ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant ka Llawlyfr TGCh RHO
23. highlighting the message title and using the standard Windows File and Save As option In this case messages will be saved in HTML Web Page format For information about deleting files and messages that are no longer required please see the section Deleting Items on page 17 Rhondda Cynon Taf ICT Unit E mail page 14 Uned TGCh Rhondda Cynon Taf E bost tudalen 14 Education amp Children s Services JA ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant amp Llawlyfr TGCh RHONDDA CYNON TAF Options Options accessed from the shortcut menu provide a means of customising Outlook Select 2 ations on the shortcut menu to set the following functions You must select Save and Close on the top icon bar to save any preferences you set in options The Out of Office Assistant ha of tlie Matton Use this when you will not be checking your e mail per he e ran baer for a period of time eg School holidays Turning a EEA aa name ira the Out of Office Assistant on will send an auto response to anyone sending you an e mail indicating that you are away from the office Add a brief appropriate message for inclusion in the automatic replies in the text box eg Thank you for your e mail am out of the office until lt insert date gt and will respond when return Select Save and Close when finished Messaging and Reading Pane Options rn aging pihaa gt elena ee EE E SINS aaa You can make adjustments here regardi
24. ng the way the deat eee E mail program looks and acts Creating a signature C aa which will automatically be displayed at the end of aeiia o re every message you send is useful peade Pane atio Select Save and Close when finished D Hetimi ddpieeii ipa oe d Wok eee eae hie iom r eee Ei Mgt ders epg hon stinker thre CI De mot aty raib H rene Spelling Options Select appropriate options for checking Aie C toee worden rPERCASE spelling including the language of the m E E dictionary This should be set to English Dicer deck ssa EE United Kingdom rather than the variety of Select the language of thedietonary ta use ehde cheking seis Other English options available Seer nkungusge ae Select Save and Close when finished Privacy Options 4 eee The security and privacy options would not eae eee normally need to be adjusted by users who 21 E te ksnst eke Marh Erted Neider reiste ta erae tt youanatnssress jk to the Internet through the Authority s system as filtering and Anti Virus is adopted ios at this level Sa a Select Save and Close when finished You cen control ehether adama oonbant ie PTAL eres macesoes be barati hrni end depdyped when way penn HTML martsa fe pisk acters content in HTML sral res Rhondda Cynon Taf ICT Unit E mail page 15 Uned TGCh Rhondda Cynon Taf E bost tudalen 15 Education amp Children s Services ip ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant amp Llawlyfr TGCh
25. ol in Rhondda Cynon Taf Use this icon to forward an e mail that has been sent to you on to someone else EB This icon allows you to change the position of the preview pane on your screen See page 8 If you have a suspicious e mail which you wish to delete without opening at all then you will need to switch the preview pane off before selecting that mail for deletion Rhondda Cynon Taf ICT Unit E mail page 5 Uned TGCh Rhondda Cynon Taf E bost tudalen 5 Education amp Children s Services JA ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant amp Llawlyfr TGCh RHONDDA CYNON TAF cE Use this icon to check if you have any new e mails Although Outlook checks automatically for new mail each time you log on this is useful if you have Web Outlook open for any length of time as you can check periodically for new responses Allows you to search messages in folders for particular words and phrases or by author or subject Allows you to search Rhondda Cynon Tafs Global Address list or your own private contacts list SHE Online help files Logoff When you have finished a session on Outlook you should log off by clicking here You will then be prompted to close the browser window completely Doing so ensures that your Outlook details remain secure The Navigation Pane The Navigation Pane comprises the folder list and the shortcut menu J Folders t e As mentioned the folder list can be hidden by cli
26. tem please contact the ICT Unit for support The helpdesk number is 01443 744070 If you have a Suspicious e mail which you wish to delete without opening at all then switching the preview pane off before selecting that mail for deletion is the safest option Rhondda Cynon Taf ICT Unit E mail page 8 Uned TGCh Rhondda Cynon Taf E bost tudalen 8 Education amp Children s Services JA ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau Blant amp i Llawlyfr TGCh RHONDDA CYNON TAF E mail Sending E mail Messages New hi Click on the new icon to compose a new mail message Clicking on the dropdown arrow allows you to select other new items such as calendar appointments or contacts to add to the address book Similarly clicking on the dropdown arrow next to new when in other folders in Outlook allows you to select new message from the list Either use the tab key on the keyboard to move to i around the message gon screen or position the aR mouse pointer in the field attachments to which you wish to move Mma A faia Jor A BIUVE and left click once al Il il vire III A i Y i In the To and or CC Carbon Copy and BCC Blind Carbon Copy fields type the recipient s E mail address Alternatively click on the To button and select the address from your address book contacts list For more information about using the address book and the Global Address List s
27. tes Download to Transter rate Se 2x Save in IS Downloads c E When the file transfer moves onto the next stage you will be presented with a standard windows dialogue box asking you to select the location on your computer where you want to store the file At this point you may rename the file if you wish GES on E Save the file as standard practice Saveastype Adobe Acrobat Document z Rhondda Cynon Taf ICT Unit E mail page 13 Uned TGCh Rhondda Cynon Taf E bost tudalen 13 Education amp Children s Services JA ICT Handbook amp Manual Cyfadran Addysg A Gwasanaethau I Blant amp i Llawlyfr TGCh RHONDDA CYNON TAF Full Mailboxes One of the most common problems reported to the ICT Helpdesk is that users are unable to receive e mails as an error message tells the sender of the e mail that the recipient s mailbox is unavailable The usual cause of this is that the recipient s mailbox is full Messages and files stored within any of the folders in Outlook will take up mailbox space At this point before the user is able to send or receive any more messages they will have to delete messages from both the Inbox and Outbox folders and from the Deleted Items folder In order to avoid reaching this point it is important to clear unwanted items out of these three folders on a regular basis Attachments may be saved to other locations as outlined previously Text messages may also be saved to another location by
28. the list Clicking it again brings the list back neu Click on the icon to compose a new mail message Clicking on the dropdown arrow allows you to select other new items such as calendar appointments or contacts to add to the address book Ey Allows you to move items from the current folder to a different one To use this function you must select an item by clicking on it once in the incoming message list You will then be presented with a list of folders and asked to select the one you wish to move the item into It is possible to set up extra folders in the folder list but that is an advanced feature and is not dealt with in this introductory leaflet x Deletes the currently selected item Note that deleted items are moved to the deleted items folder in the first instance and are therefore still taking up storage space in the system In order to create extra space they must be totally deleted See page 15 and the Section Deleting Items on page 17 a Use this icon to reply to an e mail that has been sent to you The e mail to which you are replying must be selected by clicking on it once in the incoming message list A This is similar to the above reply to icon except using this icon will send your reply to everyone on the original sender s list of recipients Be very careful that you select the correct icon as there have been instances where staff have accidentally sent a reply meant for one particular school to every scho
29. they are also one of the primary carriers of computer viruses and other such nasties therefore they need to be handled with care and respect M When sending attachments be responsible Try to ensure your own computer is virus free particularly if the file you are sending has been transferred to the computer by some form of removable storage eg a floppy disc M When receiving attachments check the source Are you expecting the attachment Is it from a person or company known to and trusted by you Never open unexpected attachments from unknown sources If you cannot check their origin than they should be deleted M Because some types of attachment are more likely to be suspicious than others then security features operating on your system may block some attachments stopping them from reaching your computer Alternatively they may prompt pop up warnings indicating that the type of file you are opening may be vulnerable to virus attack Typically this will include all exe Executable files some of which will be legitimate for use in the schools environment Presentation files that have been saved in a manner which will automatically begin the presentation ppt files may also prompt the pop up warning Do not panic if such a message appears but follow the advice above If necessary contact the person who sent the message and check M Remember that files come in various sizes The larger the file size the more bandwidth it takes up durin
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