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Outlook_Training

VIEWS: 27 PAGES: 28

									OUTLOOK/EXCHANGE

      EMAIL

              APRIL 4, 2003
                        TABLE OF CONTENTS

1.    CWOPA USERIDS AND PASSWORD CRITERIA.………3
2.    CHANGING CWOPA PASSWORDS………….………..…4
3.    STARTING OUTLOOK.…………………………………..5
4.    OUTLOOK SCREEN………………………………………..6
5.    VIEW COMMANDS………………………………………..7
6.    SENDING A MESSAGE……………………………………8
7.    SELECTING EMAIL ADDRESSES FROM A LIST………9
8.    ATTACHING A FILE………………………………………10
9.    ADDRESS BOOK…………………………………………..11
10.   CONTACTS………………………………………………..12
11.   PERSONAL DISTRIBUTION LISTS…… ………………13
12.   ASSIGNING A DELEGATE……………………………….14
13.   VIEWING MAIL AS A DELEGATE………………………15
14.   OUTLOOK SIZE LIMITS ………………………………….16
15.   CHECKING THE SIZE OF OUTLOOK……………………17
16.   SETTING UP AN ARCHIVE………………………………..18
17.   ARCHIVING MAIL…………………………………….…20
18.   ARCHIVE DEFAULTS…………………………….………21
19.   OWA – ACCESSING OUTLOOK THOUGH THE INTENET ..22
20.   OWA – SIGN ON……………………………………………..23
21.   OWA - SCREEN………………………………………………..24
22.   OWA – TOOLBAR…………………………………………...25
23.   OWA - MESSAGES ……………………………………………26
24.   OWA – SIGN OFF…………………………………………….27
25.   HELP …………………………………………………………28




                                                        2
 CWOPA USERID AND PASSWORD
PENNDOT is part of the Commonwealth’s Office of
Administration Outlook email system. Outlook
UserIDs are created by the Commonwealth’s Office
of Administration.

          Criteria for CWOPA passwords?
CWOPA mandates “strong” passwords in that they must meet three out of the
four criteria below:

       •Upper case letters
       •Lower case letters
       •Numbers
       •Special characters

Passwords are case sensitive

Must be a minimum of 7 characters and maximum of 14 characters

Passwords will expire after 60 days

Users will start to be notified 12 days prior to expiration time to change their
passwords

Passwords can only be changed once every 2 days

Five invalid attempts to logon to the CWOPA domain are permitted before the
system locks your account. If locked out, call the IT help desk.                   3
         Desktop shortcut
                            CHANGING CWOPA PASSWORDS




                                                                                                   Cwopa userid
                                    Security alert windows
                                                                                                    Old password
1. Very Important! Exit Outlook before you change your CWOPA
       Mail Password.                                                                             New password
2. You must use a website to change your password. There are several                           New password again
       ways to get to the website. The website can be accessed by a      Change button
       shortcut icon on your desktop, as a favorite listing when using
       Internet Explorer, or by typing the web address on the address in
       Internet Explorer. https://webadmin.state.pa.us/password/ (note
       the S in HTTPS!!!!)
3. A security alert window pops up, click Ok.
4.     Enter your CWOPA UserID (Username),
        Old Password
        New Password
        the New Password again at the Confirm Password field
       Click the “Change Password” button.
5. A screen will tell you if you are successful or need to try again.
                                                                                  Success!!!               4
Wait 15 minutes before signing into Outlook!!!!!
            STARTING OUTLOOK




                      YOUR CWOPA USERID AND THE
                      DOMAIN NAME CWOPA SHOULD BE
                      FILLED IN FOR YOU (IF NOT
                      CONTACT THE IT UNIT) PUT IN
                      YOUR CWOPA PASSWORD AND
                      CLICK OK.

                      IMPORTANT: DO NOT ATTEMPT TO
                      CHANGE YOUR PASSWORD HERE
DOUBLE-CLICK THE      USING THE CHANGE PASSWORD
                      BUTTON!! IT WON’T WORK. YOU
MICROSOFT             MUST USE THE WEBSITE TO
OUTLOOK ICON          CHANGE YOUR PASSWORD.
ON YOUR DESKTOP.                              5
                          OUTLOOK SCREEN
                          FOLDER BANNER (Dropdown to select other folder types)

MENU BAR
(access to Outlook
Commands)                                                                          STANDARD TOOL
                                                                                   BAR (shortcuts to
                                                                                   Commands in Menu
                                                                                   Bar

OUTLOOK BAR                                                                       MESSAGES IN TABLE
(shortcuts to different                                                           VIEW (listing of
folders/ components of                                                            Messages)
Outlook)




                                                                                  PREVIEW PANE
                                                                                  (view of message)




                                                                                            6
                VIEW COMMANDS
CURRENT VIEW
Menu option to quickly reorganize/ select what/how messages are displayed (BY Follow-up Flag, Last Seven
Days, By Sender)

GOTO
Jump to one of the various Outlook Components (calendar, contacts…)

OUTLOOK BAR
Toggles the Outlook Bar on and off

FOLDER LIST
Listing of the various Outlook Components

PREVIW PANE
Toggles the preview pane on and off (the message is displayed when on)

AUTOPREVIEW
Displays the first three lines of a message

TOOL BARS
Toggles various tool bars on and off

STATUS BAR
Toggles the status bar on and off




                                                                                             7
                                    SENDING A MESSAGE

1. Select the NEW option (either from the Standard Tool Bar or using the Menu Bar – File – New – Mail Message or using the keyboard
press ctrl-N.


                                                            1.      Click in the TO field and type the internet email address.
                                                                    To send to multiple people, separate entries with a semicolon.
                                                            2.      Use the CC field to type in any CC recipients.
                                                            3.      Click in the SUBJECT field and type a brief subject.
                                                            4.      Click in the body and type your message.

                                                            To assign an importance, on the Tool Bar, click the Red Exclamation
                                                            (to rate high) or the Blue down arrow (to rate low).

                                                            To identify for follow-up, click the Red Flag on the Tool Bar.

                                                            5.      Click SEND on the Tool Bar to send the message.


                                                            NOTES: See the next page to see how to select from a list of userids by
                                                            Clicking on the TO or CC buttons.

                                                            To remove a person from a distribution, highlight the
                                                            Name and press delete.




                                                                                                                         8
SELECTING EMAIL ADDRESSES FROM A LIST

                     You can select to show names from PENNDOT’s Global
                     Address List (email users within PENNDOT) or from your
                     Personal CONTACTS.

                     Type the last name of the person in the name box. The list
                     will scroll as you type the characters. Click on the person’s
                     name and then click either the TO, CC or BCC button.
                     Click OK to leave this screen.

                     Note: To remove a person from a distribution, highlight the
                     name and press delete.

                     BCC is Blind CC. The other people in the distribution do not
                     see that the BCC is also receiving a copy.

                     The district has several Distribution lists which are found in
                     this listing. All personnel contained on the Distribution List
                     will receive a copy of the email. Distributions Lists setup
                     for the District are:

                     PD-DISTRICT 10-0 (ALL OF DISTRICT & 5 COUNTIES)
                     PD-DISTRICT 10-0 COUNTIES (5 COUNTIES)
                     PD-ADMINISTRATION (DE, CRC, FISCAL, HR)
                     PD-DISTRICT 10-0 DESIGN
                     PD-DISTRICT 10-0CONSTRUCTION
                     PD-DISTRICT 10-0 MAINTENANCE
                     PD-ARMSTRONG COUNTY
                     PD-BUTLER COUNTY
                     PD-CLARION COUNTY
                                                              9
                     PD-INDIANA COUNTY
                     PD-JEFFERSON COUNTY
ATTACHING A FILE
             Most PowerPoint, Excel, picture, or any other PC
             file can be sent to a user as an attachment. Executable
             files and databases will need to be renamed before
             attaching.

             To attach a file either click the Paperclip (Insert
             File icon) on the Tool Bar or use the Menu Bar,
             Click (Insert – File) to display the INSERT FILE
             window.

             Use the window to browse to the drive/directory
             containing the file. Click on the file name and then
             Click Insert.

             An icon with the file name will be displayed in your
             message. The receiver will be able to access the
             attached file by double-clicking the icon.


             Note: You can also use copy and paste to transfer
             part of an opened document (excel, word, picture…
             into the email message.




                                                          10
ADDRESS BOOK


    The Address Book gives the user the opportunity to view all Commonwealth
    personnel that use CWOPA Outlook. By default, the listing for Transportation
    is displayed.

    By Right clicking on a name. A menu is displayed to pick between Properties
    and Adding to Personal Address Book. Left click on the desired option.

    Properties displays additional information about the person.

    Adding to Personal Address Book, copies the person to your personal
    CONTACTS where you can save additional Information about the person.
     (Non-Department people can also be added to your Contacts which is
    covered on the next screen).




                                                                    11
                                                  CONTACTS
           Contacts can be used to store information on
           Non-Department contacts or commonly used
           Department contacts.

           To access contacts, click on CONTACTS on your
           Outlook Shortcut bar
contacts
           The previous screen told how to add commonly
           accessed Department personnel to contacts.

           To add a new non-Departmental contact,
           Click icon or click FILE-NEW-Contract entry on the
           Menu Bar. A blank contact entry is displayed.

           Fill in the information on general tab. The white
           space at the bottom can be used for additional notes
           Click save and close.

           Entries found in contacts
           can be modified by
           Double-Clicking on the
           entry

           Single clicking an entry
           and pressing the delete
           key deletes an entry.


                              Space for additional notes



                                                                  12
PERSONAL DISTRIBUTION LISTS
         Personal Distribution lists can be used to send messages to
         a group of people.

         When in CONTACTS, to create a new distribution list, Click FILE-NEW-
         Distribution List.

         In the Distribution List window, click on SELECT
         MEMBERS to pick people from the Global Address
         List or Contacts. Click on the name, then click
         ADD button. Keep adding additional people. When
         finished click OK.

         To add a new person not in the Global Address
         List or Contacts, click ADD NEW. Complete
         entry. If you wish to save the entry in Contacts,
         check the Add to Contacts box. Click Ok

         To remove an entry from a list, click on the name
         then click the REMOVE button.

         Type in a name for your Distribution list, then Click Save and close.




                                                                                 13
ASSIGNING A DELEGATES
        To assign a delegate to view your mail, Click Tools on the
        Menu Bar, click Options and then the Delegates Tab.
        Click add and scroll through the global address list.
        Click on person you want to have access to your mail then
        click add then click ok

        Go to inbox drop down menu and select the access you want the delegate to
        have (reviewer-read only, author-read and create, editor-read, edit, create).
        Optionally click on notification to delegate.
        Another option is to allow delegates to see mail marked as private.

        Click OK to close window.




                                                                         14
    1       VIEWING MAIL AS A DELEGATE
               On the Menu Bar, click File-Open-Other User’s Folder.

               Click Name, click on the name from the Global Address List.
               Click OK, the user’s name is displayed in the window. Click Ok again.
               That person’s Inbox is displayed.




                                             4

2



        3
                                                               5




                                                                                       15
               OUTLOOK SIZE LIMITS
•   Each state employee is allotted 50 MB of
    space for email storage on the email server.
•   After 45MB of space is used, the user will not
    be able to send email messages until space is
    freed.
•   After 50MB of space is used, the user will not
    be able to receive email messages until space
    is freed (the sender will receive notification
    back that the message was undeliverable.
•   To free space, the user can delete messages or
    create archives to save older messages. (Sent
    messages are saved and count against your
    Outlook size). Deleted messages are kept
    until you empty. Click Tools –Empty Deleted
    Items Folder to permanently delete your
    deleted items and free-up space. Click Yes to
    Confirm the Deletion.




                                                     16
                    CHECKING SIZE OF OUTLOOK
•   To check the size of your mailbox,
    right click on Outlook Today icon on
    your Outlook bar and left click
    properties.
•   Click on the “Folder Size” button
    toward the bottom
•   The Total size tells how much space
    you have used. It must be less than
    45,000k to send email and 50,000K to
    receive email.




                                               17
                   SETTING UP AN ARCHIVE




• Click on the “Tools” button and
  scroll down to “Services”
• Click the Add Button
• Scroll down to Personal
  Folders, Click Personal Folders
  then click OK.



                                           18
SETTING UP AN ARCHIVE
    •   Change the Lookin Field to point
        to your H Drive (only you have
        access to view your H drive, type
        in the file name, and click open.
    •   Change the name field to give it a
        meaningful name. (This name will
        be displayed in your folder list.).
        Click Ok
    •   Click OK to close the services
        window.
    •   Look in your folder list to see the
        archive displayed. While the folder
        appears in Outlook, it is actually
        stored on the H drive and does not
        count against your Outlook
        storage.




                                              19
                        ARCHIVING EMAIL
• To archive a message,
drag it from your inbox and        Drag from inbox and drop on archive folder

drop it on the archive folder.

Note: While mail can be set
up to Archive automatically,
sometimes this can be
confusing to have mail
automatically be moved.
The next session talks about
default settings which
control when files
automatically get archived.

                                                                                20
           ARCHIVE DEFAULTS
• Click on TOOLS then
  Options
• Click on the “Other” tab
  and then click on the
  “AutoArchive…” button.
• To turn off
  AutoArchiving, leave the
  AutoArchive Every box
  unchecked. (As a
  precaution, you might
  want to set the default
  archive to H:\)
• Click OK until you return
  to your regular Outlook
  screen.
                              21
             OWA - ACCESSING OUTLOOK THROUGH
                       THE INTERNET
The Commonwealth has setup up security measures which enables employees to check their
Outlook account over any internet connection. Use of this service should strictly be work related!
Users will not have access to archived files.
•   Open your web browser (Internet          Remember the
    Explorer, Netscape, etc.)                S!!

•   In the “address” line type in the
    following: https://www.owa.state.pa.us
•   Click OK to close the Security Alert
    window
•   Click the CLICK HERE link to proceed.




                                                                                         22
                                      OWA SIGN ON

Enter your CWOPA
Username into the “Log On”
line and then either click on
the “click here”link or press
“Enter” on your Keyboard.


A new screen will appear
asking you for your CWOPA
username and password.
Use your e-mail (CWOPA)
username and password at this
point!
Click on the “OK” button.




                                Note: DO NOT choose the save “Password in your Password List” option.
                                This is a security risk, and could give the wrong people access to your e-mail
                                                                                                                 23
                                   The OWA Screen
When you successfully
log onto the Web based
Outlook screen, you will
see a familiar window
showing your Outlook e-
mail folders.

What’s different:
1.     The Folder List will
       show the current folder,
       but nothing above it.
2.     There is no Preview Pane
       available
3.     If you use folders, click
       on the folder to open it.
       Click on the up-arrow to
       return to the previous
       folder.
4.     Use the Tool Bar icons to
       access Outlook
       functionality.
5.     Not all of the messages
       in the current “folder”
       will be visible. To see
       more, use the arrow
       buttons by the “page”                        24
       link
         OWA TOOLBAR




COMPOSE NEW MESSAGE



CHECK FOR NEW MAIL (MAIL RECEIVED WHILE YOU ARE USING OWA IS NOT
AUTOMATICALLY DISPLAY LIKE AT WORK)



DELETE MAIL/ITEMS WHICH HAVE THEIR CHECKBOX CHECKED



 CREATE A NEW FOLDER




 EMPTY DELETED ITEMS FOLDER



                                                                   25
  HELP
                     The Message Screen
To open a message, click on the underlined name




                                                  Messages open in a
                                                  new window. From
                                                  here you can reply,
                                                  forward and delete
                                                  the message you are
                                                  reading.




                                                              26
                          OWA SIGNOFF!
Don’t forget to log off
of the Web Exchange
server using the icon
on the Outlook Bar.


Close out of your
internet browser to
complete a secure
sign off!!!!




                                  Click here when you
                                  are done with your e-
                                  mail.
                                                          27
                OUTLOOK HELP
• CONTACT THE DISTRICT IT HELP DESK 724-357-2079
• DEPARTMENT INTRANET SITE

  http://dot.state.pa.us AND THEN CWOPA MIGRATION LINK

                     -or directly using -

  http://dot.state.pa.us/intranet/home.nsf/HomePageCWOPA
• The Commonwealth also offers an XTREME LEARNING
  internet base course on Outlook. Employees can register for he
  class by contacting their training coordinator.

                                                              28

								
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