IT for SLMS: live@UCL Quick Start Guide for Outlook Web Application (OWA)

UCL INFORMATION SERVICES DIVISION
IT for SLMS
IT for SLMS:
live@UCL Quick Start Guide for
Outlook Web Application (OWA)
– the webmail service for live@UCL
1. Document Information
Document Name
itforslms-liveatucl-quick-start-guide-owa.docx
Service
Author
Kristina Drew
Contributors
Issue Date
29/08/2013
2. Document History
Version
Date
Summary of change
1.6
Revised for:
 Office 365
29/08/2013
 IT for SLMS rebranding
 Removal of references to live@UCL Project
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Contents
1. Document Information ......................................................................................... 1
2. Document History ................................................................................................ 1
3
Introduction .......................................................................................................... 2
4
Username ............................................................................................................ 3
5
Password ............................................................................................................. 3
6
Email: Mailbox size .............................................................................................. 3
7
Email: Recovering deleted items ......................................................................... 3
8
Email: Attachments .............................................................................................. 4
9
8.1
Maximum attachment size ............................................................................ 4
8.2
Restrictions on file types that can be received as attachments ..................... 4
Email: Junk mail................................................................................................... 4
10 Email: Automatic reply (out of office) message .................................................... 4
11 Email: Finding a colleague’s contact details ........................................................ 4
12 Email: Distribution lists......................................................................................... 5
13 Calendar: Viewing your own calendar ................................................................. 5
14 Calendar: Appointments, meetings & events ....................................................... 5
15 Calendar: Sharing your calendar ......................................................................... 5
16 Calendar: Setting up a meeting ........................................................................... 5
17 Calendar: More information ................................................................................. 6
18 Booking: Resources............................................................................................. 6
19 Additional functions: Mobile Devices ................................................................... 6
20 Online: Information .............................................................................................. 6
20.1
Online: Guide ............................................................................................. 6
20.2
In person: Training courses ....................................................................... 6
3 Introduction
This guide highlights information needed to use the live@UCL email service and provides
useful links to online guides and information about available training courses.
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Outlook Web Application (OWA) http://outlook.com/live.ucl.ac.uk (the webmail service for
live@UCL) gives you can access to your live@UCL mailbox anytime-anywhere as long as
you have access to a computer connected to the internet.
4 Username
 Your username for live@UCL (also referred to as your ‘Live ID’) is your standard
UCL user ID followed by @live.ucl.ac.uk, e.g. caaxxx@live.ucl.ac.uk
5 Password
 Your live@UCL password is the same as (‘synchronised’ with) the password you use
for your standard UCL user id account. This means that when you change your UCL
user id account password, your live@UCL will also automatically be updated.
 Always change your password via the UCL My Account tool
https://myaccount.ucl.ac.uk/
 Please do not attempt to change your live@UCL password via Outlook or OWA.
6 Email: Mailbox size
 To check how much of your 25GB mailbox capacity (Inbox, Sent Items and all other
folders) you have used, hover over your name in the Navigation Pane (column on the
left of the OWA screen) and the amount of space you are using/have free will be
displayed.
 Learn more: http://www.ucl.ac.uk/isd/staff/mail/live/outlook/owa/messages/total-list
7 Email: Recovering deleted items
 When you delete an item, for example an email message, it is first transferred to the
Deleted Items folder where it will remain for a maximum 30 days before being
automatically removed.
 Items that are subsequently deleted from the Deleted Items folder are stored on the
live@UCL servers for a maximum 14 days and can be recovered within this period.
After this period, deleted items are permanently removed and cannot be recovered.
 Learn more: http://www.ucl.ac.uk/isd/staff/mail/live/outlook/owa/basics/deleting
http://www.ucl.ac.uk/isd/staff/mail/live/outlook/owa/basics/recover-deleted
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8 Email: Attachments
8.1 Maximum attachment size
o
The maximum total size of an email message, this includes the message
header, the message body, and any file attachments is 25 MB.
o
Learn more:
http://www.ucl.ac.uk/isd/staff/mail/live/outlook/owa/messages/attachments
8.2 Restrictions on file types that can be received as attachments
o
Potentially unsafe attachment files (including .bat, .exe, .vbs, and .js files) that
may for example contain viruses are blocked.
o
Learn more:
http://www.ucl.ac.uk/isd/staff/mail/live/outlook/2010/messages/attachments/bl
ocked
9 Email: Junk mail
 It is recommended that you regularly check your Junk E-Mail folder for legitimate
emails that have been incorrectly marked as ‘junk’ and copy them into your Inbox or
another folder of your choice.
 Messages in your Junk E-Mail folder will be permanently deleted after 30 days.
 Learn more: http://www.ucl.ac.uk/isd/staff/mail/live/outlook/owa/messages/junkmail
10 Email: Automatic reply (out of office) message
 Click on Options (top right corner), then Set Automatic Replies...
 You will need to set up replies for both ‘inside my organization’ and ‘outside my
organization’.
 Learn more: http://www.ucl.ac.uk/isd/staff/mail/live/outlook/owa/messages/auto-reply
11 Email: Finding a colleague’s contact details
 OWA includes an Outlook Address Book. This is a collection of address lists.
 To access the Outlook Address book, click on the little book icon next to Find
Someone in the top-right area of the OWA screen.
 Outlook Address Book includes an address list called the Global Address List
(GAL). The GAL contains contact details for those UCL colleagues who have a
live@UCL account. Note: entries for individuals use the format surname, first name.
 Tip: To quickly find a UCL colleague’s email address: When composing a
message, start typing the recipient’s name into the To: field (their name should be in
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the format surname, first name). Then press Ctrl-k - this is a shortcut for the Check
Names button which will look at the characters you have typed so far and compare
them to your address book entries. If there is one match it will complete the entry. If
there is more than one match, it presents you with a list from which you can choose
the required name.
12 Email: Distribution lists
 These are lists of email addresses that enable you to contact all those on the list at
once.
 Contact your local IT support team http://www.ucl.ac.uk/isd/itforslms/about/contact for
information regarding distribution lists for your department and guidance on how to
find them in the Global Address List.
13 Calendar: Viewing your own calendar
 Click on Calendar on the Navigation Panel (column on the left of the OWA screen).
14 Calendar: Appointments, meetings & events
 You can use your calendar for different types of activities:
o
Appointment: activity you enter only in your own calendar
o
Meeting: activity to which you invite others
o
Event: a reminder in your calendar which does not block out any time as
‘Busy’, or a whole day that is blocked out (e.g. when you are on annual leave)
o
Learn more:
http://www.ucl.ac.uk/isd/staff/mail/live/outlook/owa/calendar/entry-types
15 Calendar: Sharing your calendar
 If a colleague wishes to invite you to a meeting in live@UCL, any activities you have
put in your diary will be displayed to them as times when you are ‘Busy’. They will not
be able to see any details of those activities, unless you decide to share your
calendar with them.
 To learn how to share your calendar with a colleague:
http://www.ucl.ac.uk/isd/staff/mail/live/outlook/owa/calendar/share
16 Calendar: Setting up a meeting
 The Scheduling Assistant function makes the setting up of a meeting for two or
more people much easier.
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 Learn more:
http://www.ucl.ac.uk/isd/staff/mail/live/outlook/owa/calendar/new-meeting
17 Calendar: More information
 You can read more information on all the calendar functions of live@UCL at:
http://www.ucl.ac.uk/isd/staff/mail/live/outlook/owa/calendar
18 Booking: Resources
 This is a room or an item of equipment available within your department that can be
booked for a meeting. It will have an entry in the Global Address List.
 Contact your local IT support team http://www.ucl.ac.uk/isd/itforslms/about/contact for
information regarding your departmental resources available to you within live@UCL,
and guidance on how to find them in the Global Address List.
19 Additional functions: Mobile Devices
 Guides explaining how to connect your mobile device to live@UCL are available at:
https://www.ucl.ac.uk/isd/staff/mail/live/mobphon/mobilephones
20 Online: Information
The primary source of information for the live@UCL email service is available at:
http://www.ucl.ac.uk/isd/staff/mail/live
20.1 Online: Guide
 Detailed guidance for Outlook Web Application (OWA):
http://www.ucl.ac.uk/isd/staff/mail/live/outlook/owa
20.2 In person: Training courses
 UCL Information Services Division provides the following training courses which are
part of a college-wide programme. These can be booked via the UCL Training
Booking System http://www.ucl.ac.uk/isd/staff/training/courses
o
Moving to Office 2010 (Available as either a lunchtime one-hour
demonstration or a two-hour workshop)
For those who have previously used an earlier version of Outlook and who
are very familiar with Outlook functionality
On-line lecture:
http://www.ucl.ac.uk/isd/staff/training/courses/schedule-list/isd/common/resources/office_2010
Workshop content:
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http://www.ucl.ac.uk/isd/staff/training/courses/schedule-list/isd/common/resources/office_2010
o
Mail and Contacts in Outlook 2010 (2 hour trainer-led session)
For those who wish to learn to use Outlook 2010 and who have previously
used other email applications. If you have used an earlier version of Outlook,
some content may be revision but changes in Outlook 2010 are also covered
Course Content:
http://www.ucl.ac.uk/isd/common/resources/email_calendar/outlook_2010/mail
o
Managing your Calendar in Outlook 2010 (2 hour trainer-led session)
For those who wish to learn to use Outlook 2010 and who have previously
used other calendar software
Course Content:
http://www.ucl.ac.uk/isd/common/resources/email_calendar/outlook_2010/calendar
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