IT Services



OWA (Full) Guide


Contents

Please Note: This documentation is being phased out in favour of the new OWA 2010 version. Only use this documentation if you have Not been upgraded to OWA 2010. If you have been upgraded please see the new OWA 2010 documentation instead.

This guide assumes that you already know the basics of using Outlook Web Access (Full version), such as reading, replying to, and deleting your email, and composing new messages. If you need help with any of these tasks then please refer to the Introduction to OWA.

In order to make the best use of your University email, you will need to know how to attach files to messages, manage your inbox, use the address book, set up mail forwarding, and more. Please browse the sections below for more information.

See also: OWA (Light) guide for non-Internet Explorer users.



1. Managing Folders

Folders are the most common and convenient way to organise your email. With Nexus, you can create as many folders as you wish, and each folder can contain messages, sub-folders, or both.



1.1. Creating Folders

You can create a new folder at the top level (so it appears alongside your inbox in your folder list), or as a sub-folder of your inbox, or a sub-folder of another folder. In each case, you right-click on the name of the parent folder (the folder which will contain your new folder), and choose Create New Folder....

Figure images/CreateFolder1.png [Right-click on your Mailbox name to make a new sub-folder.]

To make a new folder at the top level, right-click on your mailbox name (normally your own real name) in the Navigation Pane at the left side of the screen, and choose Create New Folder... (see Figure 1, Create a folder at the top level).

Figure images/CreateFolder2.png [Choose a meaningful name for your new folder, in the example "Conference" is chosen.]

Then type the name of the folder into the resulting box, e.g. "Conference" (see Figure 2, Type in the name of the folder).

You can structure your mail however is most convenient for you, with folders within folders to any depth you like.

Simply click on the folder name to see any messages stored in that folder. Click on the plus symbol next to the folder name, to expand/collapse the list of sub-folders.

The following image (Figure 3, Example of folder structure) shows an example of nested folders.

Figure images/FolderStructure.png [Shows a folder containing several sub-folders, some of which also have subfolders of their own.]



1.2. Deleting and Restoring Folders

Figure images/DeleteFolder.png [To delete a folder, right-click on it and choose "Delete"]

To delete a folder, right-click on the name of the folder within the Navigation Pane and choose Delete (see Figure 4, Delete a folder). This will move the folder, along with all messages and sub-folders contained within it, to your Deleted Items folder.

You can restore a deleted folder by going to your Deleted Items, and clicking on the name of the folder. Then use your mouse to drag the folder back to its original location.

Figure images/UndeleteFolder.png [Shows a folder stored in deleted items, and how the parent folder is highlighted when you drag the deleted folder over its name.]

When you move the mouse pointer over the name of another folder, that folder's name will be highlighted if it is possible to drop the folder there. In the example above (Figure 5, Restore folder from deleted items), the "Jo Smith" mailbox is highlighted because the mouse pointer is over its name, and releasing the mouse button will move the Research Project folder and any subfolders out of Deleted Items and restore it as a top-level folder within the mailbox.



1.3. Renaming a Folder

You can rename folders that you have created, but the built-in folders (Inbox, Drafts, Sent Items, Outbox, and Trash) cannot be renamed.

Figure images/RenameFolder.png [To rename a folder, right-click on it and choose "Rename"]

To rename a folder, right-click on the name of the folder in the Navigation Pane and choose Rename (see Figure 6, Rename a folder). The name of the folder is then highlighted and you can simply type in the new name.



1.4. Move or Copy Messages Between folders

In OWA it is easy to move a message to a different folder, or to make a copy of it.



1.4.1. Move to a New or Existing Folder

By default, mail messages sent to you are placed in the Inbox, and messages that you send are placed in the Sent Items folder. However, you can move a message to any folder you want.

Figure images/MoveMessage.png [To move a message, right-click on it and choose "Move to folder..."]

To move a message, right-click on it in your list of messages and choose Move to Folder... from the resulting menu (see Figure 7, Move a message). A window will appear, listing all the available folders.

Figure images/MoveMessage1.png [OWA provides a list of available folders to choose from.]

If you want to use an existing folder, just select the folder and click Move. If you want to create a new folder, select the folder that will contain the new folder, and click Create New Folder....

Figure images/MoveMessage2.png [Type in the name for the new folder]

Now you can type in the name of the new folder, and press Enter to confirm creation of the folder (see Figure 9, Create a new folder to move your message into). Finally click Move to move the message into your new folder.

Alternatively, you can move messages by dragging them from their current folder and dropping them onto the name of the destination folder, in your Navigation Pane.

To move a number of messages at once, select all the messages and then follow the above procedure to move all the highlighted messages to a new folder (see Figure 10, Move multiple messages).

Figure images/MoveMessages.png [Highlight all the required messages and then right-click on any one of them]

The simplest way to select multiple messages is to hold down the <Ctrl> (Control) key on your keyboard whilst clicking each message. For more advanced methods of selecting multiple messages, please see Operations on Multiple Messages.



1.4.2. Copying to a New or Existing Folder

As well as moving messages, you can copy them to a new or existing folder. This means that you still have the original copy in its original folder, but you will also have an extra copy in the folder specified.

The copy process is the same as the move process above, except that you choose Copy to Folder... from the right-click menu.



2. Restoring deleted items

When you delete an item (whether it is an email message, a folder, a contact, a calendar item etc.), it will be moved into your Deleted Items folder. It will stay in that folder for 90 days from the date of deletion, before being automatically removed from the system. Beware, some email clients will automatically empty your Deleted Items folder when you log off! Check the settings for your client if you are not sure.

If you want to recover an item which is still in your Deleted Items folder, you can simply drag and drop it to another folder, or right-click and choose Move to folder as described above in 1. Managing Folders.

If the 90 days has expired, or if you (or your email client) already deleted the item from your Deleted Items folder, it is still possible to recover the item for a further 7 days, using OWA (Full version only). Click Options at the top-right of your screen, and then choose Deleted Items.

Figure images/Recover.png [A list of recently deleted items which can be recovered]

Select the item(s) you want to recover, and click the link Recover to Deleted Items folder. You can then move items from the Deleted Items folder to any other folder of your choice.



3. Operations on Multiple Messages

It is common to want to do operations on more than one message at once. For example, to delete your first three messages, or to copy all messages with the word "orchestra" in the subject to a specific folder.



3.1. Selecting multiple messages by clicking

You can select multiple messages by holding down the <Ctrl> (Control) key on your keyboard while you click on each one. If all the messages are adjacent to each other, you can click on the first one, hold down the <Shift> key, and then click on the last one to select the messages and everything in between them. You can re-sort the messages to make this easier (e.g. sort by sender, or by subject). See Sorting Messages for more details.



3.2. Selecting Multiple Messages by Searching

You can use simple or advanced Searching to identify groups of messages with some shared characteristic, such as having the word "orchestra" in the subject. You can then select some or all of the results by clicking on them as described above.

Once you have selected a group of messages, you can delete, move, or copy them in the same way as for a single message.



4. Sorting messages

By default, messages in your inbox, and in other folders, are sorted by date, with the newest message at the top. OWA provides many other ways to sort messages, which can help you to find a particular message or group of messages when you want to.

Figure images/SortMessages.png [Clicking "Arrange by:" gives a list of sorting options to choose from]

To re-sort messages, click on the label Arrange by: at the top of the message list (see Figure 12, Sort messages). You can then select a sort option from the list below:

Date
Sort messages by the date (and time) when they were received
Conversation
Group messages by thread - messages and replies appear together. Each thread or "Conversation" can be collapsed by clicking on the [+] next to it.
From
Sort messages alphabetically by sender
To
Sort messages alphabetically by recipient - most useful for sorting your Sent Items
Size
Sort messages by their size including any attachments
Subject
Sort messages alphabetically by subject line. Where the subject line begins with "Re:" or "Fwd:", this is ignored for sorting
Type
Sort messages into types - separates non-email items such as meeting requests
Attachments
Sorts messages depending on whether they have an attachment
Importance
Sorts messages by importance - low, normal and high. The importance is set by the sender.
Flag Due Date
Sorts messages according to the "Due date" assigned to them (see 5.1. Setting Flags)
Flag Start Date
Sorts messages according to the "Start date" assigned to them (see 5.1. Setting Flags)

Each of these sorting options has a default order, such as A on top, newest on top, or largest on top.

Figure images/ReverseSort.png [ Each sorting option can be reversed by clicking the description above your message list ]

The sort order is shown next to the name of the sorting scheme, and you can reverse the order by clicking on the label (e.g. see Figure 13, Reverse the order of your messages).



5. Setting Flags and Categories

OWA allows you to set a Flag and/or a Category for each message. Flags can help you keep track of items that need to be followed up on or before a specific date, by providing a visual indication, and, if specified, a pop-up reminder. A flag has a Start Date, Due Date, and may have a Reminder Date. Categories are coloured markers which can be applied to messages, contacts, calendar items etc. This allows you to easily differentiate between items which fall into separate groups, such as work versus personal, or department versus college. It is particularly useful for adding a visual indicator for particular types of item in your calendar so that they stand out, such as birthdays, or important appointments. Items may have more than one category assigned. There are six built-in categories named after their associated colours, and you can add more categories of your choice. Built-in categories cannot be renamed using OWA, you will need to use the full version of Outlook if you wish to rename them.



5.1. Setting Flags

You can set the default flag (follow-up starts today, due today, with no reminder) by clicking on the small flag symbol next to the date of receipt, in your message list (see Figure 14, Set default flag).

Figure images/DefaultFlag.png [In your message list there is a small flag symbol next to each item. Click on this to set the default flag.]

This simply gives you a visual indication that the message requires further action (follow-up).

Figure images/SetFlag.png [Right-click on the flag icon to set advanced flag options]

For more advanced options, right-click on the flag symbol (Figure 15, Set advanced flag), and choose Set Date and Reminder....

Figure images/SetFlagDate.png [You can choose the date and time when Outlook should remind you about the item]

This allows you to set a start and/or finish date for following up on the item, and a reminder date (see Figure 16, Set follow-up reminder).

Figure images/Reminder.png [A pop-up window reminds you about the item, at the specified time. You can click Snooze to postpone the reminder until later.]

When the reminder date/time is reached, you will receive a pop-up message to remind you about the related item, e.g. see Figure 17, Follow-up reminder. You can dismiss the reminder, or click Snooze to be reminded again later.



5.2. Setting Categories

You can apply an existing category to a message by clicking the small bar beneath the flag icon in your message list:

Figure images/SetCategory.png [Shows a message list and category menu.]

Clicking the category icon brings up a list of possible categories, you can select one or more by clicking them, or clear categories by clicking Clear Categories. For more advanced options, including creating a new category, changing the colour of a category, or deleting a category, click Manage Categories....

You can also apply categories to contacts, calendar items, and tasks. In each case, open the item and look for the Categories Icon on the toolbar menu:

Figure images/CategoriesIcon.png [A toolbar icon with blue, red and green vertical bars.]



6. Searching for messages



6.1. Performing a Simple Search

A simple search will filter the messages in your current folder by a keyword which you specify. Messages will match if the keyword appears in the subject line or body text, sender or recipient's name or email address, and some other less common text fields such as attachment name or username.

Figure images/SearchBox.png [The search box above your list of messages - in the example the Inbox is selected but this could be any folder.]

To search for messages with a particular keyword, simply type the keyword into the Search <Folder> box (where <Folder> is replaced by the name of the current folder) above the list of messages, and press Enter (or click on the magnifying glass) - see Figure 20, Simple Search Box.

Figure images/SearchFolder.png [Shows search results]

This will give a list of all the messages in that folder which contain the keyword anywhere in the subject line or message body, or in the name or address of the sender or recipient, or in other fields in the message header. The search is not case-sensitive.

To clear the search, click the red X next to the search box.

Please note the search results in OWA are limited to the first 100 matches found. So you may need to set other criteria to see old messages.



6.2. Full Search

A more sophisticated search is available, allowing you to choose which field to search in (e.g. subject, sender), and filter by category.

Figure images/AdvancedSearch.png [Click on the two small arrows next to the search box to choose advanced search options]

For advanced search options, click on the two arrows next to the search box, to expand the search pane (see Figure 22, Advanced Search).



7. Outlook Rules

OWA allows you to set up Rules to manage your messages. For example, you could create a rule to automatically direct any message containing the word "orchestra" in the subject line into a particular folder (instead of your inbox).

Figure images/RulesScreen.png [Rules screen before you have added any rules.]

To access the Rules screen, click Options and then choose Rules (see Figure 23, OWA Rules screen).

To create a new rule, click on the New Rule button and choose the type of rule that you want. If none of the options apply, choose Create a new rule for arriving messages to access the full range of options.

Rules are shared between Outlook and OWA. You can create rules in OWA and they will be active whether you use Outlook or OWA. However, OWA cannot access rules that you have made inactive from Outlook, and if you create a new rule from OWA it will delete any rules that you deactivated from Outlook.

Further details about OWA rules can be found by clicking on the Help button at the top right of the rules screen.



8. Attachments

Email messages are text. To send other kinds of file, such as graphics, word processed documents, spreadsheets, and so on, you need to use attachments. You can attach any file that your browser can access, for example on a local USB drive or hard disk, within certain size restrictions (see Frequently Asked Questions). In order to be able to read the attachment, the receiver needs to have appropriate software to read the file. For example, if you send a Word 2003 document, they will need to use Word 2003, or another application which understands Word 2003 file format, to read it. Some email servers will not accept attachments which they consider risky, such as executable files, so it is best to check with the recipient before sending.



8.1. Attaching a File to a Message

Figure images/Attach.png [A small paperclip icon allows you to attach files to your message]

To send a message with an attachment, begin by starting to compose a new message as normal. Then click on the paperclip icon at the top of the screen (see Figure 24, Attach files icon).

Figure images/AttachDialog.png [The attach window lets you choose the file that you want to attach by clicking on the browse button]

This opens a new window where you can select the file that you want to attach (Figure 25, Attach a file). Click Browse and use the dialog box to browse through your drives and directories to find the file you want to attach. Select the desired file and choose Open. The file name will appear in the attachments text box. To complete the process click Attach. The name of the file will now appear in the Attachments section, above main body of your message.

If you change your mind about sending an attachment, click on its name in the attachments list and press <Delete> on your keyboard. The file will be removed from the email message.



8.2. Receiving an Attachment

Figure images/ReceiveAttachment.png [In your message list, a paperclip icon appears next to the subject of the message. In the preview pane, you will see a list of attachments above the message body. Click on one to open it.]

When you receive a message with an attachment, a small paperclip icon appears next to the message in your inbox. When you view the message in the preview pane, or by opening it, you will see a list of attached files at the top of the message (e.g. see Figure 26, Message with attachments).

To view the attached file, click its name in the attachments list. You may be given some information about the dangers of downloading unknown files from the network. If you do decide to go ahead, you can either save the file to be opened later or you can choose to open it now. If you open it now, your browser will attempt to find an appropriate application and open it in that (e.g. Adobe Acrobat, Microsoft Word), based on the filename extension (the last part of the filename).

If you want to save the file after you have opened it, use the application's [File/Save As...] command to put it in an appropriate location. Do not use [File/Save] because the Browser will then choose its own location and you will not know which drive and folder the file has been saved to!

Please note: OWA will prevent you from sending certain types of files e.g. XML, giving the following message:
"Outlook Web Access has blocked access to attachments."
If you receive a HTML file as an attachment and it contains code that could automatically run when you download it from Outlook Web Access, the 'offending' code gets silently stripped out (and any CSS gets commented out). This hppens in both OWA Light and 'full' OWA. If you need the code to remain available in the attachment then use an email client (e.g. Outlook or Thunberbird) instead.


9. Email Headers

Every email message you send or receive includes some additional technical data known as the message headers. This information is very useful if you are having technical problems, and your IT support staff will often ask you to include this information.

Figure images/MessageHeaders.png [A button showing a letter next to an open envelope, at the top of the message, allows you to view and/or copy the header information.]

To view the header information for a message, open the message by double-clicking on it, and then click the Message Details icon at the top of the screen: Figure 27, View Message Headers. You can copy and paste this information into a different message or another application in the usual way.



10. Message Options

Figure images/MessageOptionsButton.png [Pop-up screen with options for setting importance, sensitivity, and read receipts.]

When sending a message, there are several options available in addition to specifying the recipient in the standard To: field, which can be accessed by clicking the Options... button at the top of the screen (see Figure 28, Message Options screen above).

Figure images/MessageOptions.png [Pop-up screen with options for setting importance, sensitivity, and read receipts.]

This opens a pop-up screen (see Figure 29, Message Options screen) which has the following options:

Importance
Set how urgent the message is - most email programs will display an icon for priority. The default importance is Normal, you can also choose High or Low.
Sensitivity
You can specify whether the message is personal, private, or confidential here. This is not commonly used.
Show Bcc
Enables the Blind Carbon Copy field, allowing you to send a hidden copy of your message to one or more people. Other recipients do not see Bcc recipients.
Request a delivery receipt for this message
When this option is selected, you will receive a message to let you know when the message has been delivered to the recipient's mailbox. It does not imply that they have read the message or are aware of its presence.
Request a read receipt for this message
Selecting this specifies that you want to recieve notification when the recipient reads the message. The recipient can choose whether or not to comply with this request. Some email clients never send read receipts.


11. Signatures

Many people like to have a standard closing phrase, or details of their job title, address, contact details, and so on in their messages. A signature allows you to do this without having to type the information in each time.

Figure images/Signature.png [You can create your own signature, with a choice of fonts and colours, and specify whether OWA should apply it automatically to all new messages]

To set up an automatic signature in OWA choose Options (at the top right of the screen) and then click Messaging (on the left-hand side). You will see a screen which looks like Figure 30, Create/Modify Signature, where you can enter your signature and choose whether OWA should apply it by default to all new messages.

If you choose to Automatically include my signature on outgoing messages, every time you compose a new message you will see your signature text at the bottom (you can then change or delete it for that message). Alternatively you can add the signature to messages manually by clicking the Insert Signature button at the top of any message:

Figure images/InsertSignature.png [Shows the location of the Insert Signature button on the message toolbar]

Once you are happy with your signature, click Save at the top of the screen to confirm your changes.



12. Printing Emails

Even if you can read a message in the pre-view view, you cannot print it unless you open it fully. To open a message, double-click on it in your list of messages. The message then opens in a new window with a toolbar at the top.

Figure images/PrintIcon.png [Open message toolbar w. printer icon circled]

Click on the printer icon in this toolbar to open up the Print window. Select your printer, set any preferences you need and click Print.

Figure images/Print.png [Print window w list of printers at top]



13. Filtering Emails

The University email servers will automatically intercept some junk mail (commonly called spam) before it reaches you, in particular, the University attempts to filter out any emails containing malware (programs or documents which are damaging, intrusive or annoying to the recipient). You can read more about how it works at http://www.oucs.ox.ac.uk/email/junkmail/.

Figure images/JunkEmail.png [OWA Junk Email options screen. Here you can activate or deactivate junk mail filtering, and specify particular addresses which should always or never be blocked]

In addition to this protection, you can choose whether to apply further filters to your email. In OWA, click Options and then choose Junk E-Mail (see Figure 34, Junk Email filtering options). As well as switching filtering on or off, this screen allows you to access more advanced features:

Manage Safe Senders List
Specify the addresses of any senders whose messages should not be considered spam (sometimes known as whitelist).
Also trust e-mail from my Contacts
Select this option to include address in your personal Contacts list as safe senders
Manage Blocked Senders List
Specify the addresses of any senders whose messages should always be considered spam (sometimes known as blacklist).
Manage Safe Recipients List
Specify any To: addresses for which you want to disable filtering, for example, if you are forwarding mail from another server which is already spam-filtered, or if you never want to filter messages sent to you via a particular mailing list.
Treat all e-mail as junk unless...
This specifies that all messages should be filtered to your Junk mail folder, unless they come from someone in your Safe Senders List, are sent to someone in your Safe Recipients lists, or come from senders within the University.

Remember to click Save at the top of the screen to confirm your choices.



14. Out of Office Assistant

You can use OWA to set up the Outlook Out of Office Assistant, which automatically replies to your emails with a pre-written message of your choice. All the messages you receive while the Out of Office Assistant is active are received and stored in your inbox as normal and can be read, replied to, saved and so on at any time, including while the Out of Office facility is active. The system replies only once to each person who sends you a message, however many times they subsequently email you. This count is reset each time you switch off the Out of Office system.

Figure images/OutOfOffice.png [Shows options screen including text box to type in your out-of-office message]

To enable the Out of Office Assistant, click Options and then select Out of Office Assistant. Choose Send Out of Office auto-replies, and, if desired, choose the start and finish date for when you want the service to be active. If you leave this blank, the Out of Office Assistant will start working immediately and will remain active until you switch it off.

You can set up two separate auto-responses, one for people who email you from within the University, and the other for senders who are outside the University system. In each case, type in your message, and if you wish, format the text using the buttons above the box. When you are happy with your messages, click Save at the top of the screen.



15. Contacts and the Address Book

Outlook Web Access offers two places to look up email addresses: Contacts and the shared Global Address Book. All university members are listed in the Global Address Book, unless they have opted out. Contacts is a private list where you can store other contacts and Distribution Lists.



15.1. The Global Address Book

Nexus provides a directory containing the email address and department/college of each current University member. This is available through the Global Address Book. To access the global address book, click on the small book symbol at the top right of the screen.

Figure images/GlobalAddressBook.png [At the top right of the screen, next to the "Find Someone" search box, is a small address book icon - click this to open the Global Address Book]

To find someone in the Global Address List, start typing their name in the empty box under the alphabet buttons (first name first, space(s) between first and last names). The list of names displayed will change as you type. When you see the name you are looking for, click on it to display the details. You can also browse the list (click on the button with first letter of their name and browse the list that appears).

Figure images/AddressFull1.png []

The Advanced Search button opens up a window where you can make different kinds of searches, such as searching for first or last name only, username (here called alias), department or a combination of these.


15.2. Contacts

Contacts is your personal list of people you might want to contact. As well as email addresses, Outlook can store their postal address, telephone number, notes etc.

Figure images/ContactsEmpty.png [Shows the Contacts view, with no entries]

To view your contacts, click on Contacts in the Navigation Pane on the left-hand side of your browser. If you have not used Contacts before, this will be empty: Figure 38, Contacts view before any contacts are added



15.2.1. Adding Contacts

Figure images/NewContact.png [Pop-up screen allows you to enter details about the new contact such as name, job title, telephone number, and email address]

To add a new contact, click New. Enter their details, particularly their email address, and then click Save and Close (at the top of the screen). See Figure 39, Create New Contact

Figure images/ContactAdded.png [The contacts view now contains one entry, and details are shown in the Preview Pane]

The newly created contact should now be visible in your contacts: Figure 40, Contacts view with new entry

Figure images/AddSender.png [Right-click on the sender's name and choose "Add to Contacts..." from the resulting menu]

If someone has sent you a message, you can add them to your contacts directly. Right-click on their name in the preview pane and choose Add to Contacts... (see Figure 41, Add sender to contacts).



15.2.2. Editing and Deleting Contacts

To add extra details, or to change existing information about a contact, double-click on their name in your contacts list. This opens up the same screen as when you add a new contact, but already filled in with their information. You can add, change, and delete information as needed and then click Save and Close to store the information.

To delete a contact, select them in your contacts list and click the Delete button (a black cross) at the top of the list. The contact will be moved to your Deleted Items folder.



15.2.3. Using Contacts

Once you have created a contact, you may want to send an email or meeting request to them.

Figure images/MailContact.png [Right-click on a contact and choose "New Message" to compose a message]

To send an email to one of your contacts, you can either select them in Contacts, right-click, and choose New Message (see Figure 42, Compose a message to a contact), or simply add them to the To: field of any message (see 15.2.5. Message recipients).

For more information about address books, including details of how to import your existing address book, please see Contacts.



15.2.4. Distribution Lists

A distribution list is a way of grouping contacts together so that you can send messages to a number of people at the same time, such as a small research group. If you want to email a large group of people at once, it is better to create a special mailing list - see http://www.oucs.ox.ac.uk/email/maillists for more information.

Figure images/NewDistList.png [Click on drop-down menu next to "New" and choose "Distribution List"]

To create a new distribution list, click on the small down-arrow next to the New button at the top of your contacts list (see Figure 43, Create new Distribution List) and click [Distribution List].

In the resulting screen (Figure 44, Create Distribution List), enter a name in the List Name box, and then enter the email addresses of the group members (click Members to choose them from your contacts and/or the global address list). These should be separated by semi-colons.

Figure images/CreateDistList.png [Shows the distribution list window where you can choose a list name, add members, and add notes.]

Click Add to List to move the new member(s) into the list. When you have finished adding members, click Save and Close at the top of the screen to return to your contacts list. You can always add and remove members later by double-clicking on the name of the distribution list.



15.2.5. Message recipients

When you compose a message (or meeting request etc), you can use any combination of full email addresses, Nexus user names, individual aliases, and distribution list aliases in your To: field, as long as they are separated by semi-colons.

Figure images/CheckNames2.png [If OWA cannot resolve a name, it offers you a selection to choose from]

You can check how OWA will interpret your aliases by clicking the Check Names icon in the toolbar (see Figure 45, Check Names). Where more than one possibility is found, you will be presented with a list of options to choose from.

The same applies to the CC: and BCC: fields.



15.2.6. Shared contacts

If someone has shared their contacts with you, you can view them through Outlook Web Access, but only by manually entering the following address (URL) into your Internet Explorer address bar: https://nexus.ox.ac.uk/owa/firstname.surname@dept.ox.ac.uk/?cmd=contents&module=contacts, replacing firstname.surname@dept.ox.ac.uk with the university email address of the person who has shared their contacts with you.

To share your own contacts, you will need to log in to your Nexus account using Outlook 2003/7 or Entourage 2008. Further information is available at Nexus Contacts.



16. Calendars

To view your Nexus calendar, click the Calendar button in the Navigation Pane on the left of the screen.

Figure images/MonthView.png [The calendar on monthly view. A small box for each day shows any appointments for that day.]

You can choose to view the calendar at four different levels of detail:
Month
Shows a grid with a small box for each day of the current month. A list of appointments is given for each day, but times are not displayed. Click the small arrow at the top right of a box, to see more details of the appointments on that day.
Week
Shows a column for each day of the current week from Sunday to Saturday (this can be changed in Calendar Options). Time of day goes down the screen and appointments are positioned against the appropriate time slots.
Work Week
By default, this is the same as Week. If preferred, you can choose which week days form part of your working week, by going to Calendar Options and unchecking the days which are not work days (normally Saturday and Sunday). By reducing the number of days shown, you can leave more space on your screen for work days.
Day
As Week view, but showing only one day. When you select an event, further details are shown in the preview pane.
Whichever view you are using, you can navigate between different months/weeks/days by using the mini-calendar at the top of the Navigation Pane on the left of your screen. To view full information about a calendar entry, or to edit it, double click on its title.

If you already have a calendar in Outlook 2003/2007 or Entourage 2008, you can upload it to Nexus so that you can access it via OWA. To do the upload, you will need to set up Outlook or Entourage to connect to your Nexus account. Please see Calendars for details.



16.1. Adding an appointment to your calendar

To add an appointment, double-click on the calendar in the position where you want the new appointment to appear. For example, if you are viewing by month, double-click on the day on which the appointment begins.

Figure images/CreateAppt1.png [Shows the main screen for creating an appointment, with subject and location, date etc.]

The level of detail you want to add to the appointment will depend on the specific circumstances. If the appointment is merely to act as a reminder to yourself, you will probably just want to put a suitable subject, and perhaps a location. In the example above, the main text has been filled in with a schedule for the day. You can use this free text area for any notes or comments, and can even attach files. This is most useful when the appointment or meeting is to be shared with others.

By default, OWA will remind you 15 minutes before each appointment by popping up a reminder window. However, you may wish to be reminded earlier or later. You can set the reminder time for your appointment to be one of a range of intervals between 0 minutes and two weeks before the scheduled start time.

You can also choose whether to mark the duration of the new appointment as Free, Busy, Tentative, or Out of Office in your calendar. Other people can use this information to help them to schedule meetings with you.



16.2. Choosing Attendees and Scheduling

To invite people to the meeting or event, open the event screen by double-clicking on it in your calendar (or create a new event). Go to the Scheduling Assistant tab and click the Select Attendees button.

Figure images/AddAttendees.png [The add attendees screen allows you to choose people and add them to your meeting.]

You can search for people in the global address book by typing in part of their name and pressing <Enter>. Then select the person you want to invite, and click Required or Optional to add them. You can also select people from your contacts, or type in email addresses directly. Separate multiple entries using semi-colons. You might also want to add a shared resource such as a meeting room or a piece of equipment, if these have been set up in Nexus. In this case, add them to the Resources section. You do not need to add yourself, as the meeting organiser is automatically included.

Once you have finished adding attendees, click OK to continue.

Figure images/ScheduleMeeting.png [Shows free and busy time for each attendee and suggested times for the meeting]

You will now see your selected attendees listed on the left of the screen, and in the centre is a line for each one showing their free and busy times. Where no information is available, e.g. for people who are not Nexus users, this is shown with a grey stripy bar. You can now click anywhere along the time-line to set the beginning of your meeting, or choose from the suggestions on the right.

You can also choose whether or not your attendees are automatically prompted to send a response, by checking or unchecking the box labelled Request a response to this invitation, on the Appointment tab.

Once you have finished, click Send at the top of the screen to send the invitations.

Responses from your invitees will appear in your inbox, unless the attendee chooses not to send a response. In either case, you can check what responses have been entered by opening the event and going to the Tracking tab.

Figure images/Tracking.png [Shows the tracking screen which lists the attendees and their responses]

You will see a list of participants and their responses.

If you need to make any changes to the meeting, you can do so and then click Send Update to inform the other attendees.



16.3. Creating a recurring event

If you have an event that occurs regularly, you can add the whole series at once, by using the recurrence options.

Figure images/Recurrence1.png [Shows the location of the recurrence button, in the toolbar at the top of a calendar entry]

To add or edit recurrence options, open the event by double clicking on it in your calendar, and click the recurrence icon as shown in Figure 51, Meeting Recurrence.

Figure images/Recurrence2.png [Options screen allows you to set the frequency of recurrence]

Use the buttons to select from a range of frequencies, and to set the date of the first occurrence, and if desired, the end date. Click OK when finished.



16.4. Responding to a meeting request

When you receive a meeting request, it appears in your inbox just like an email message.

Figure images/ConflictingRequest.png [Shows a received request. In this case it conflicts with another appointment.]

At the top of the message are buttons allowing you to Accept, Tentatively Accept, or Decline the request. OWA will inform you if the meeting time conflicts with (or is adjacent to) another appointment in your Nexus calendar, as in the example above (Figure 53, Receive Meeting Request). In this case, you can click the link View the conflicting appointments to see more details.

Figure images/ConflictingAppts.png [Shows that an appointment titled "Grants Conference" is scheduled between 9:00 and 13:00 and conflicts with the new request]

Whichever response you choose (Accept, Tentative, or Decline), when you click the appropriate button you will be offered three options: Edit the response before sending, Send the response now, or Do not send a response. If you choose to send the response now, OWA will send an automated response which appears in the organiser's inbox, telling them whether you can attend. If you choose to edit the response, an email message will be created which you can add your own text to. Finally, if you choose not to send a response, the meeting organiser will still be able to tell whether you have accepted or not, by looking at the Tracking tab of the meeting in their calendar. However, they will not get a message in their inbox informing them of your decision.

When you respond, the meeting request message will be automatically moved to your deleted items folder. If you accept (even tentatively) the meeting request, the event will be saved in your calendar. If you want to change your response later, open the event by double clicking on it, and you can send a new response.



17. Sharing calendars



17.1. View shared calendar

Outlook Web Access also allows you to view calendars that others are sharing with you. To see a shared calendar, select the option Open a Shared Calendar (calendar view, left-hand navigation bar).

Figure images/ShareOpen.png []

In the small window that pops up, type in the username or real name of the person whose calendar you want to view, and click Open. You may have to select the right person from a list that pops up.

Figure images/ShareOpen1b.png []

Assuming you have the necessary rights for viewing the calendar, you can now see the shared calendar next to your own in the Calendar View. The username of the owner is also listed under Other Calendars in your navigation pane. Un-tick the box in front of the name to hide the calendar, tick it to have the calendar displayed.

Figure images/ShareOpen2.png []

You can edit the label for the names listed in your Other Calendars view by clicking on the Manage Other Calendars. If you select the username from the list and click on Rename, you can choose a name that makes sense to you, for example 'John' instead of 'oucs1243'. You can also change the order in which the calendars are listed (click on the arrows) or remove a calendar from the list (click on the cross).



17.2. Share your calendar

To share your own calendar, use the Manage Delegates option listed in your left-hand navigation bar, under your calendars (you can also find it if you open the Options page, select the Calendar heading and scroll down to the CalendarShare section).

Figure images/Share.png []

  1. Click on Manage Delegates. In the window that pops up, first select either Show users with calendar delegate rights or Show users with calendar folder rights. If you want to assign someone the right to act on your behalf (create, edit, accept items for your calendar), use the delegate rights options. Otherwise use the folder rights option.

    Figure images/ShareRights.png []

  2. Once you have chosen one of the two rights options, click the Add button. You will be presented with a small window. Type in the name of the person who will be sharing your calendar (real name or username, like oucs1234) and click on Open. If you are presented with a list of names, select the right person from the list. You are then taken back to the Manage Delegates window
  3. You then need to set the permissions level for this person. Select the person from the list in your Manage Delegates window and select the right level from the Permission Level drop-down list. The permissions level list differs slightly between delegate rights and folder rights, with the latter offering a wider choice. The table below outlines what permissions are needed to allow someone to perform various tasks. If you are using the delegate rights option you can set some additional options:
    • Send a summary message to this delegate
    • Delegate receives copies of meeting-related messages sent to me
    • Send meeting requests and responses only to my delegates, not to me
    • Delegate can see my private items
  4. Click OK to save your settings.
Table 1. Calendar access requirements for some common actions
Calendaring Action Shared Calendar Access Required
Reviewer (read) Author (read, create, delete (only own items)) Editor (read, create, delete, modify)
Viewing the details of a calendar item x
Updating a calendar item x
Adding invitees to existing meeting request x
Delete invitees from a meeting request x
Creating an appointment x
Creating a new meeting request x
Create a reoccurring meeting request x
Delete a calendar item x (only own item) x
Use the Tracking Option x
Updating attendance on a shared calendar as a delegate x

Private calendar events: Some clients do not fully support private items and your private items may be revealed to those you share your calendar with. Please see the "How private are my private calendar entries?" entry in the Nexus FAQ for more details.



18. Accessing a mailbox only account using a web browser

You need to use the Nexus email address of the account you want to access. In this example we are using a psychology email address e.g. projectxxxx@psych.ox.ac.uk.



19. Tasks

You can use Outlook Web Access to keep a list of outstanding and completed tasks, with deadlines and reminders of your choice. To go to the Tasks view, click on Tasks in the Navigation Pane.

Figure images/TasksView.png [The OWA tasks view with options in the left-hand pane, a list of tasks in the main screen, and details of the selected task in the preview pane]

You will see a list of tasks, with completed tasks crossed out, and overdue tasks highlighted in red text. You can choose between viewing only tasks, or viewing both tasks and flagged items (see 5. Setting Flags and Categories), using the options on the left. Click on the name of a task or flagged item to see more details in the Preview Pane, or double-click to open. Tick the checkbox next to a task to mark it as complete.

You can use the options in the Navigation Pane to filter your list of tasks in several ways:
All
Show all complete and incomplete tasks
Active
Show all tasks which have not been marked as complete
Overdue
Show only tasks which are not complete, and for which the deadline has passed
Complete
Show only tasks which have been completed
You can re-order and search your list of tasks in the same way as for email folders.

To add a new task, click New.

Figure images/CreateTask.png [Task screen where you can set all the options and properties for the task including due date and reminder]

Enter the required details, in particular the due date, and the reminder date (if desired), and click Save and Close to create the task. When the reminder date is reached (if set), a popup screen will appear to remind you about the task.

If you want to organise your tasks further, you can add extra folders by clicking Create New Folder in the Navigation Pane. Drag and drop tasks to move them between folders.

Like Contacts lists and Calendars, Task lists can be shared on Nexus. To view someone else's tasks, once they have given you permission, you will need to manually enter the following address (URL) into Internet Explorer: https://nexus.ox.ac.uk/owa/firstname.surname@dept.ox.ac.uk/?cmd=contents&module=tasks, replacing firstname.surname@dept.ox.ac.uk with the university email address of the person who has shared their tasks with you.

To share your own task list with other Nexus users of your choice, you will need to log in using Outlook or Entourage.



20. Login Problems

If you type an incorrect username or password you will be returned to the login screen and you will see the message "The user name or password that you entered is not valid. Try entering it again."

Figure images/LoginError.png [Login failure screen - retype your password and username]

Carefully retype your password.

If you have forgotten your password, go to https://webauth.ox.ac.uk to reset it.