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Support Center Hub > General Services > APU Network Account > Email (Outlook Web Access)

Email (Outlook Web Access)
With Microsoft Office Outlook Web Access, you can use a Web browser to access your Microsoft Exchange mailbox from any computer with an Internet connection. In fact, you can do many of the same things you can do with Microsoft Outlook, such as read and send messages, organize contacts, create tasks and rules, schedule appointments, and access public folders. Users will have options similar to the full Outlook program that you may be familiar with.

To learn how to setup an APU email account using Microsoft Outlook Express, please refer to this site for detailed instructions:

IMAP_instructions.pdf.

Important: Outlook Web Access is designed for optimal use with Internet Explorer 6 or higher. Using any other web browser will have the same features, but the look and feel may not be at optimal performance. Outlook Web Access will not work if the privacy settings in Internet Explorer are set to High or Block all cookies. To change these settings in Internet Explorer:
  • In Internet Explorer, go to Tools > Internet Options
  • Select the tab labeled Privacy
  • Move the automatic setting selector to Medium High or lower
SquirrelMail Versus Outlook Web Access
Please note the following important differences between SquirrelMail (the previous email system) and Outlook Web Access:
  • If you choose to have your email automatically forwarded, it will only be delivered to the email address it is forwarded to; it will no longer be redundantly stored on the APU server
  • Old emails are still accessible from the Cougars' Den; simply login and select Old Email from the Applications pane
Better User Interface
Outlook Web Access running on Microsoft Internet Explorer 6 and later, displays a new user interface (UI) called the Premium Client, which is close in features and functionality to the UI of Microsoft Office Outlook 2003. The Outlook Web Access UI now includes these added abilities and features:
  • Two-line view
  • Context menus view
  • Meeting requests can be forwarded
  • Desktop Alert and Notification Area icon for new mail
  • Add to Contacts feature
  • Ability to set number of items to view per page
  • Richer support for icons in Mail view
  • Control when messages are marked as read in Preview Pane
  • Public folders now display in their own window
  • Access to Global Address Lists properties sheets within an e-mail message or meeting request
  • Message sensitivity settings on Information Bar
  • Meeting invitees can set their preferred reminder time for meetings
  • Calendar can be opened in its own window from a Meeting Request offering the ability to evaluate the calendar and meeting request at the same time
  • Forms-based authentication
  • Support for common rules
  • Server-side spelling checker for six languages
  • Quick Flags
  • Personal Tasks
  • Message signatures
  • Saved searches
Navigation Pane
The Navigation Pane, located next at the left of the main window, is made up of two areas:
  • An expandable folder list that provides access to your personal Microsoft Office Outlook Web Access folders (your Inbox and Calendar, for example) and any folders you create. The folders are displayed in a hierarchy that you can expand to view the folder contents or collapse to view only the top-level folder. The plus sign icon next to a folder indicates that the folder contains other folders (subfolders). To view the subfolders, click the plus sign.
  • A set of buttons that provide one-click access to your Inbox, Calendar, Contacts, and Tasks folders and to your organization's public folders. An Options button allows you to set user options, such as calendar or task reminders.
A horizontal splitter bar located between the folder list and the buttons allows you to collapse the buttons into a button tray.

When you click any folder or button in the Navigation Pane, its contents are displayed in the Outlook Web Access main window.

Inbox
Messages are delivered to your mailbox on a computer running Microsoft Exchange Server, where they're stored in your Inbox by default.

The number of new messages in your Inbox appears in parentheses next to Inbox. The Inbox displays new messages in bold type. Once opened, the messages revert to normal type.

Tip: To mark a message you've previously opened as unread, select the message, and then press CTRL+U.

To add the sender of a message to your Safe Senders List, right-click the message, and then select Add Sender to Safe Senders List.To treat all subsequent messages from the sender as junk e-mail, right-click the message, and then select Add Sender to Blocked Senders List.

Read a Message
When you open an e-mail message in Microsoft Office Outlook Web Access, it's displayed in the read message form. The read message form heading displays the following information:
  • From: The name (or e-mail address) of the sender or organization. To add the sender of a message to your Safe Senders List, right-click the sender's name or e-mail address, and then select Add Sender to Safe Senders List. To treat all subsequent messages from the sender as junk e-mail, right-click the sender's name or e-mail address, and then select Add Sender to Blocked Senders List.
  • To:The names (or e-mail addresses) of the primary recipients. To add a primary recipient to your Safe Recipients List, right-click the recipient's name or e-mail address, and then select Add to Safe Recipients List.
  • CC:The names (or e-mail addresses) of the carbon-copy (cc) recipients. To add a carbon-copy recipient to your Safe Recipients List, right-click the recipient's name or e-mail address, and then select Add to Safe Recipients List.
  • Subject: The subject of the message.
  • Sent: The date and time the message was sent.
    • Writing a Message
    In the Inbox window, click the new button. This will bring up the new message dialog box. Writing a message in Outlook Web Access has very similar features like Microsoft Word. Any text formalities can be changed here. Any attachments can be applied by clicking the Attachments tab.

    Do not worry if you do not know the email address of the person you are trying to write. APU's Exchange server provides the ability to search for any APU student or faculty email address. By clicking the To, Cc, or Bcc tabs like above it brings up the search dialog box. Here you can search for any APU email address using the Global Address List.

    Move or Copy a Message
    You can reorganize posted messages and e-mail messages in your mailbox. You can move or copy a message to an existing folder or to a new folder. You can also drag messages between your Exchange mailbox folders. To move or copy a message to an existing folder:
    1. Open the message you want to move or copy
    2. On the toolbar, click Move/Copy
    3. In the Move/Copy Item dialog box, select a destination folder and then click Move or Copy
    Tip: You can also move or copy a message without opening it. Open the folder that contains the message, select it from the list of messages, and then click Move/Copy on the toolbar. Follow the same procedure as above.

    To move or copy a message to a new folder:
    1. Open the message you want to move or copy
    2. On the toolbar, click the Move/Copy icon
    3. In the Move/Copy Item dialog box, click New
    4. In the Create New Folder dialog box, in the Name text box, type a name for your destination folder
    5. In the Folder contains menu, select the appropriate item for your new folder, and then click OK
    6. In the Move/Copy Item dialog box, select the new folder, and then click Move or Copy
    Reply To or Forward a Message
    To reply to the sender of a message:
    1. On the read message form toolbar, click the Reply icon. When you click Reply, the To text box is already addressed to the sender of the original message.
    2. The text of the original message is copied into the message body. Type your reply within or above the sender's original message.
    To reply to the sender and all other recipients of a message:
    1. On the Read Message form toolbar, click the Reply to all icon. When you click Reply to all, the To and CC text boxes are already addressed to the sender, as well as every other recipient of the original message.
    2. The text of the original message is copied into the message body. Type your reply within or above the sender's original message.
    To forward a message:
    1. On the Read Message form toolbar, click the Forward icon
    2. In the To box, type the e-mail address you want to forward the message to
    3. The text of the original message is copied into the message body. Type your reply within or above the sender's original message.
    This information can also by found at
      http://webportal.ousd.k12.ca.us/InternetKnowledgeBase/Helpdesk/UsingOWA.htm.

      Junk Email
      APU has extensive spam filtering for the campus emailing system. All junk emails that have gone through the filter will be labeled as "[spam]". You can easily move a spam email into the Junk E-mail folder by dragging and dropping the message onto the folder. To empty your Junk E-mail folder, right click on Junk E-mail and select Empty Junk E-mail.

      If you would like to add a sender to a blocked email list, so that it will always be moved to the Junk E-mail folder, right click on the message and click Add Sender to Blocked List. You can also establish rules to automatically move certain messages to the Junk Email folder or Trash when they are received. (Messages can be filtered by sender, subject, content, etc.)

      Calendar
      The Microsoft Office Outlook Web Access Calendar allows you to create and track appointments. This feature lets you organize your schedule and remember important events. To create a new calendar event in the Calendar tab, click on the New button. A pop-up menu will be displayed to create the specifics. Another way to easily create an appointment time is by double clicking on a given time in the calendar window.

      A great feature in Outlook Web Access is the ability to schedule an appointment with another person using any Exchange server, for example a teacher or co-worker. Clicking on the highlighted Invite Attendees tab like the picture above allows you to enter the email of the person(s) you would like to invite. Outlook Web Access will send an email to all attendees listed, allowing them to accept or decline the meeting. If accepted Outlook Web Access will automatically update your calendar and any accepted attendees calendar events. If you do not know the email address of the attendee for the meeting APU's Exchange server provides the ability to search for any APU student or faculty email address. By clicking the Required or Optional tab in the Invite menu brings up the search dialog box. Here you can search for any APU email address using the Global Address List.

      Contacts
      Contacts isyour personal email address book and place to store information about the people and businesses you regularly communicate with. Use Contacts to store the email address, street address, phone numbers, and any other information about the contact. To create a new contact to save information, click on the New button in the Contacts window. You can write a new message to anyone in your contacts list by just writing their display name. It will automatically create their email address in the message.

      For more extensive information and documentation on the features and use of Microsoft Outlook Web Access please review the information provided by Microsoft at http://www.microsoft.com/exchange/evaluation/clients.mspx.