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UK Wiki Portal > Mail > Wiki Pages > Using Outlook Web Access for Exchange  

Wiki Pages: Using Outlook Web Access for Exchange

Introduction

Outlook Web Access can be used to check email, calendar, and task items. It is designed to look and perform very similarly to the Outlook client. Outlook Web Access works with most internet browsers, but is designed to work best in the latest version of Internet Explorer. This document will give you an overview on the basics of using Outlook Web Access.

Please note that if you have a pop-up blocker installed you will need to allow pop-ups for the Exchange web site to work. Please consult the pop-up blocker's help for instructions on how to allow pop-ups for a particular site.

Browser Compatibility

Although Outlook Web Access should work with any modern browsers, it is optimized for use in Internet Explorer. Not all features are available if you are using an alternative browser.

Accessing and Managing Your Account Logging In

To use Outlook Web Access, open your preferred web browser and go to the UK Exchange web site (http://exchange.uky.edu). Click on the Microsoft Outlook Web Access link to login to the application. A web form similar to will appear, prompting you for your userid and password. In the userid field, enter your Exchange domain, a backslash, and your Exchange userid, with no spaces separating each element. Your Exchange domain will be either AD or MC; if you are unsure about what domain to use, contact the IT Customer Service Center at 257-1300 or email helpdesk@uky.edu. The backslash key is located directly below the "Backspace" key on your keyboard. Your userid is the the same used to login to the myUK system. Once you have your userid, password, client, and security fields filled, click the Log On button.

A note about Session Timeouts and Security

Before logging in you should select your Client Type and Security settings. The Premium client is best suited to broadband users with a fast connection to the internet. The basic version includes the same content and features as the Premium client, but is designed for slower network connections or older web browsers.

Security settings define your session Timeout Settings. Public computers are computers that you do not have exclusive access to such as public terminals in libraries and airports, or a friend's or co-workers computer. Private computers are computers to which you have exclusive access, and no other users will be able to use without your direct consent and/or supervision. When selecting Public or Shared computer for your Security Setting your session will timeout after 15 minutes of Inactivity. When selecting Private Computer, your session will timeout after 24 hours of inactivity.

It is important to note that typing an email message does not constitute activity. Only actions which send requests to the server will be viewed as activity. This includes opening email messages, opening the address book, saving a draft of your message, etc.

Managing Your Folders and Shortcuts

After logging in, the Outlook Web Access application will load in your web browser. The left-hand column will display the folder list and shortcuts to common Outlook functions. The Inbox, Calendar, Contacts, and Tasks shortcuts access the specified folder of your Exchange account. The Public Folders shortcut allows access the the Exchange public folders. Rules provides the ability to create and modify email filters. Options allow you to tailor the settings of Outlook Web Access to your tastes.

The folder list is directly below the toolbar. It displays the folder hierarchy for the selected Exchange folder. Subfolders can be selected by expanding the folder listing and then selecting the wanted subfolder. Click on the small plus symbol [+] to expand a subfolder group. Conversely, click on the small minus symbol [-] to close a subfolder group. You can resize the column width by clicking on the column frame divider and dragging to the desired width.

Common Toolbar Buttons

The toolbar at the top of the browser window allows you to access common functions to your Exchange account, along with specific functions for the selected Exchange folder. Figure 1.3 shows each common function button on the toolbar, and a description of that function.

Logging Out

To log out of Outlook Web Access, click on the Log Out button. It is located on the far right of the toolbar. The Outlook Web Access application will shut down, but will leave the browser window open. You will be prompted to close your browser window and exit the browser application. Leaving the web browser application open and running can allow illegal access to your Exchange account. Click on the Close button to close that web browser window.

Using Your Email Opening a Message

In your Inbox folder window, select and open a message by double-clicking on that message. The message will open in a new browser window. When finished with the message, close the browser window. Responding to a Message

Open a message. In the message window, click on the Reply, Reply to all, or Forward button, depending on your desired response type. The message window will change into a message creation window, with the original message sited in the new message's body. You may also select the desired message from the Inbox folder, and click on the Reply, Reply to all, or Forward button in the toolbar. Click on the To…, Cc… or Bcc… buttons to add users from your contacts or the Global Address Book as recipients of your message. In the new Find Names window that appears, enter full or partial user information into the search fields at the top. Click on Find to locate that person's contact information. (See the Using the Global Address Book for more information on searching for UK personnel.) Select the desired user from the results listing, and then click on the To, Cc, or Bcc button below to add that person to the corresponding recipient field. Once you are finished with the Address Book, click on the Close button.

To add an attachment to your email, click on the Attachments button in the message creation window. In the Choose a file to attach section, click on the Browse button, and select ONE file to attach to your email. Click on the Attach button to upload that file to Outlook Web Access to be attached to your email. Repeat the browse-and-attach process for any other attachments files you wish to send. When finished attaching files, click on the Close button to return to the message creation window. You can add other email addresses by typing the full email address in your desired recipient field. Modify the subject and body of your message as desired. Click on the Send button to send your message. The message creation window will close.

Deleting a Message

In the email folder (Inbox, etc), select the message or messages you wish to delete. Then click on the Delete button in the toolbar. The Delete button is listed in the Common Toolbar Buttons section. All selected messages will be moved to the Deleted Items folder. To destroy your deleted messages, select the Deleted Items folder from your folder list and click on the Empty Deleted Items button on the toolbar.

Opening an Attachment

Open the message that has the attachment. The attachments will be listed in the Attachment field, located right above the body of the message. To download the attachment from Outlook Web Access to your computer, double-click on the filename of the attachment. A new browser window will open, and will prompt you for what action should be taken for the downloading attachment file. Choose Save, and pick your desired save location on your computer. Once fully downloaded, the prompt and the new browser window will automatically close.

Creating a New Message

To create a new message while in the Inbox folder, click on the New button, and a new message creation window will appear. From other folders, you can click on the down-arrow directly to the right of the New button and select Message from the drop down menu. Click on the To…, Cc… or Bcc… buttons to add users from your contacts or the Global Address Book as recipients of your message. In the new Find Names window that appears, enter full or partial user information into the search fields at the top. Click on Find to locate that person's contact information. (See the Using the Global Address Book for more information on searching for UK personnel.) Select the desired user from the results listing, and then click on the To, Cc, or Bcc button below to add that person to the corresponding recipient field. Once you are finished with the Address Book, click on the Close button.

To add an attachment to your email, click on the Attachments button in the message creation window. In the Choose a file to attach section, click on the Browse button, and select ONE file to attach to your email. Click on the Attach button to upload that file to Outlook Web Access to be attached to your email. Repeat the browse-and-attach process for any other attachments files you wish to send. When finished attaching files, click on the Close button to return to the message creation window. You can add other email addresses by typing the full email address in your desired recipient field. Modify the subject and body of your message as desired. Click on the Send button to send your message. The message creation window will close.

Using Your Calendar Creating a New Appointment

Within the Calendar folder, click on the New button; if you are in a different folder, click on the down-arrow directly to the right of the New button and select Appointment from the drop down menu. The appointment creation window will appear. The appointment creation process is very similar to Outlook client appointment creation. Specify a start time and a finish time for the appointment by typing in the date and time into the fields. You can also pick dates and times by using the small drop down lists located next to each field. Give your appointment a subject, and possibly a location and reminder, if desired. To make this appointment recurring in the future, click on the Recurrence button in the appointment creation window, and specify the recurrence details desired. Once you have made all your changes, click on Save and Close in the appointment creation window. The window will close.

Deleting a Appointment

In the Calendar folder, select the desired appointment to delete. Use the small navigational calendar in the top-right corner to specify the day or week of the appointment. From the central calendar detail, click once on the desired appointment to select it. Then, click on the Delete button in the toolbar to move the appointment into the Deleted Items folder. The Delete button is listed in the Common Toolbar Buttons section. The selected appointment will be moved to the Deleted Items folder.

Using Your Contacts Creating a New Contact

Within the Contacts folder, click on the New button; if you are in a different folder, click on the down-arrow directly to the right of the New button and select Contact from the drop down menu. The contact creation window will appear. The contact creation process is very similar to Outlook client contact creation. Enter the contact information, using all or some of the fields given. When finished entering information, click on the Save and Close button in the contact creation window. The contact creation window will close.

Modifying a Contact

In the Contacts folder, open the desired contact to modify by double-clicking on the contact's name. The contact modification window will appear. Make the desired modifications to the contact, and click on the Save and Close button. Your changes will be saved to the contact, and the contact modification window will close.

Deleting a Contact

In the Contact folder, select the desired contact to delete by clicking once on the contact's name. In the toolbar, click on the Delete button to move that contact to the Deleted Items folder. The Delete button is listed in the Common Toolbar Buttons section. The selected contact will be moved to the Deleted Items folder.

Using the Global Address List

The Global Address List is the same UK directory listing used in the Outlook client's Global Address List. However, the Outlook Web Access Address Book works differently than the Outlook client's Address Book. In particular, the members of the directory are not automatically listed in a scrollable window. To find a user, enter information into the search fields, and then find matches based on that information. To open the Address Book from any folder, click on the Address Book button in the toolbar. In the Find Names window that appears, enter in some basic information about the person you wish to find. In the Display name field, you can enter a full name, or part of a full name. Enter in as much or as little information into the search fields as you wish. Click on the Find button to search the UK directory for your desired person. After the search, the results window will list all matches to your search criteria. Use the scroll bar to view all information displayed in the results window. The Address Book will list the first 100 matches to your search. If you use partial information and do not find the user you're looking for, try constricting your search by specifying more information (example: If you are looking for John Doe, search using Doe instead of just D). After you are finished with the Global Address Book, click on the Close button.

Using Your Tasks Creating a New Task

Within the Tasks folder, click on the New button; if you are in a different folder, click on the down-arrow directly to the right of the New button and select Task from the drop down menu. The task creation window will appear. The task creation process is very similar to Outlook client task creation. Enter the task information, using all or some of the fields given. When finished entering information, click on the Save and Close button in the task creation window. The task creation window will close.

Modifying a Task

In the tasks folder, open the desired task to modify by double-clicking on the task's name. The task modification window will appear. Make the desired modifications to the task, and click on the Save and Close button. Your changes will be saved to the task, and the task modification window will close.

Deleting a task

In the task folder, select the desired task to delete by clicking once on the task's name. In the toolbar, click on the Delete button to move that task to the Deleted Items folder. The Delete button is listed in the Common Toolbar Buttons section. The selected task will be moved to the Deleted Items folder.

Document Information

Publication Date:
07/26/2004
Revision Date:
08/27/2007
Operating Systems:
All
Related Documents:
none

For More Assistance

Please contact the IT Support if you have any questions or problems while following these instructions.  Our contact information and availability are available on the Main Wiki Page.

Published By

University of Kentucky Information Technology Support

© 2008 University of Kentucky.  This document is maintained by the University of Kentucky Information Technology department for the students, faculty and staff of the University. All rights reserved. Duplication of this document is permitted to the aforementioned audience.

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