Web+email

Go to [|https://webmail.d11.org]Use your network username and password but you have to type instruction\username



Outlook Web Access (Known as OWA) allows you to gain access to your messages, calendar, contacts, tasks, and public folders from __any__ computer connected to the internet.

** How to access your email **

You can access OWA by pointing your browser to **//__https://webmail.d11.org__//**//.//

The “Connect to webmail.d11.org” dialog box will appear on your screen prompting you for your //username// and //password//. For security purposes, do not check the //Remember my password// box. After entering your network username and password, click OK. This is the same username and password you use to log in to your PC. Your username must begin with INSTRUCTSEC\Username, otherwise you will not be authenticated correctly.

** The OWA Screen **

Outlook Web Access will then appear in your web browser. When you first open OWA, you will find that the screen is divided into 4 main areas: 1. Folders, 2. Shortcuts, 3. Inbox, and 4. preview-pane.

**Folders**: In your folders list you will find such items as your calendar, contacts, deleted items, drafts, inbox, journal, junk email, notes, sent items, tasks, and more. All of your custom folders you may have created will also appear.

The most common and easiest view is the two-line view, but you can change it to any of the above views if you wish. By default, the message you single click will appear on the right side of the screen. This is referred to as the Reading Pane. This view allows you to view your selected email without physically opening it. As an added feature to OWA, you can even open attachments from this view.

To open a message in full screen, simply double click the actual message.

**How to change from 3 columns to one column with Reading Pane:**

When you open OWA you will find the screen divided into four parts (as described earlier). This can be divided into a total of 3 columns. Many people prefer a more traditional view (like with Outlook 97 or Outlook 2000) where the preview pane is located below the message instead of taking up the whole right hand side of the screen.

**Shortcuts:** The shortcuts are located in the bottom left of the window. In the shortcuts list you will find exactly that – shortcuts to commonly used folders. You can also use the Options shortcut to customize the view and behavior of OWA.

**Inbox: **Your inbox will default to the two-line view. This means that the pertinent information to the email (Sender, Date, and Subject) will appear across two lines. You can change the view to whatever you want by clicking the drop-down arrow located next to the word Inbox on the top bar of the window.

In the dropdown you will find various ways to situate the Reading Pane, including turning it off. Select Bottom to have the reading pane appear below the inbox contents.

** How to create a new email message **

To change how the columns appear on your screen click the arrow located next to the **show/hide reading pane button** (//this button is located on the main toolbar at the top of the OWA screen).//

To create a new message click the downward arrow located next to the word “new”. A dropdown list with various options will appear. Select “Message”.

An untitled message dialog box will appear on your screen. Compose your message and click the “Send” button. ** Using the //TO:// button to find other users **

**A dialog box will appear**

If you don’t want to go through the trouble of entering long complicated email addresses, or if you know someone else is a user within the district messaging system, but are unsure what their email address is, there are several ways to look that information up. Start by creating a new email message and clicking the TO: button. (The To:, Cc:, and Bcc: are all buttons you can click to perform this same function.)

**Find names in:** contains 2 options.

**Global Address Book:** Every employee of the district can be found in the global address list. This list is available to anyone with a D11 mailbox and account.

**Contacts:** This is your Outlook contacts folder. Only addresses you personally enter into your contacts will appear here. These contacts are your personal list and not available to anyone else in the district.

You can use any combination of Global Address Book or Contacts to find the email address of anyone you are looking for. You can search by first name, last name, or school (listed as Department). The other fields have not yet been populated in the Exchange directory but will soon be.

= ** Attachments ** =

With OWA you can attach a document, picture, or other file to the message you are sending. You cannot attach any executable files (exe, pif, scr, bat, vbs, URL, etc). To add an attachment to a new message, simply click the //Attachments// button. Note: you can also click the paperclip icon located at the top of the window. Either one will take you to the attachments web dialog box.

Once the dialog box is open, click browse to find the file you would like to attach. Once you have found the correct file, click **attach**. Repeat this process if you would like to attach more files to the same email message. When you are finished, click close. The file/s you select will now be attached to your message ready to be sent.

** Deleting a message, contact, task, etc **

To delete any item in OWA, highlight it by clicking it once with your mouse. Then either press the Delete key on your keyboard, or clicking the **X** button at the top of the window. Both options do the same thing.

**Note: When you delete a message it is actually __moved__ to your //deleted items folder.// This still takes up space on your mailbox so it is good practice to periodically empty your deleted items folder. This will permanently delete the message so please be sure you have saved that message to a personal folder if you would like to keep it. It is also good practice to periodically delete all of your sent items in the //Sent Items// folder. These also take up space in your mailbox.**

** How to Create a Contact **

The contacts folder contains your own personal email address book. All of your old contacts will still be in this folder, but if you want to create a new one in OWA, follow these directions.

Click on the contacts folder in your folder list or your shortcuts to access it. Your contacts window will appear with a list of your personal contacts. To create a new contact, click the dropdown arrow located next to the word “NEW”. A menu appears. Select Contact.

The New Contact dialog box will open on your screen. Enter whatever information you feel is important for this new contact. As long as one field is populated, you can SAVE and CLOSE the contact and it will now appear in your contacts folder.

To delete the contact, please follow the directions above on deleting a mail message. They are the same directions.

** Options **

Through the options section found in the bottom left of the main OWA window, you have the ability to personalize your OWA experience. Be sure to Save and Close when you are finished changing options, otherwise your changes will not be saved.

**Adding a Signature:** There are many areas you can personalize in the options section. Under Messaging options click the Edit Signature button and enter a signature to go with every email sent out. This way you don’t have to type your name, title, phone number, etc at the bottom of each email you send out.

**Spell Check:** Another nice feature of the new OWA is the new spell checker. You can check off **always check spelling before sending** to avoid embarrassing spelling mistakes.

**Junk Email Filter:** The district’s Spam Filter (provided by ProofPoint Systems) does a fair job of catching most junk mail. In the case that it does not, this folder/option will catch it.

**IMPORTANT NOTES REGARDING SPAM FILTER:**

**1. Check your Junk-email folder regularly. Some messages that are NOT spam may be moved with no notice.** **2. Add “False Positives” to your //White List.//** You can prevent messages from going automatically to the Junk Email folder (under your folder list) by creating a list of exceptions. **3. Don’t reply to SPAM**

As always, if you are confused with anything in this document, or if anything is not explained well enough, please contact your teacher or LTE.