Manual for webmail

outlook web application
webmail
Outlook web application
webmail
outlook web application
webmail
contents
Access your webmail
1
Send emails
2
Schedule a meeting
3
Add a function-related mailbox
4
Show week numbers in calendar
5
Sign out of your webmail
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outlook web application
webmail
1
Access your webmail
This guide will show you how to access and use your webmail
which is your connection to the mail server at Aarhus University.
The guide will explain some of the most basic features in the
webmail such as writing emails, scheduling a meeting and
adjusting your calendar.
In order to access your webmail, go to the web page mail.au.dk
Here you will see the login window depicted to the left. You must
enter domain, user name and password as shown in the picture.
Information on your username and the domain can be found at
http://au.dk/nymail. Choose ‘English’ and go to ‘New system this is what you do’, then ‘Find your domain and username’. You
can also follow this link: http://goo.gl/9SXYJ.
You can also specify whether you are using a public computer
(upper selection) or a private computer (lower selection). If you
choose ‘private computer’, your email address will be saved for
your next logon. From your private computer, you must be certain
that the safety settings comply with the security policy at Aarhus
University.
You will then see your webmail where many of the items and
their locations are known from Outlook.
In the left column, you will see your mailbox(es) and your
mailfolder(s) and below, you can choose between Mail,
Calendar, Contacts etc.
To the right is a column that shows your emails in the mail folder
in question. Above it are the tools often used in your mailbox.
outlook web application
webmail
2
Send emails
To write a new email, choose ‘New’.
You can either press ‘New’ or select the arrow next to it and
choose ‘Message’.
You can now choose ‘To’, ‘Cc’ and ‘Subject’ for your email as in
Outlook. It is possible to search for recipients by pressing ‘To’.
Here you can search for recipients by their user name, mail
address, name etc. Please note that searches for recipients are
conducted from left to right which means that a search for a part
of the name, where the beginning is left out, will not yield the
right results. This is especially relevant if a search is attempted by
for instance a middle or a last name.
Select the persons you wish to add as recipients and press ‘To ->’
in the bottom of the window.
outlook web application
webmail
3
Schedule a meeting
Press the arrow next to ‘New’ and select ‘Meeting Request’ in
order to schedule a meeting.
In the window that appears, you can choose different settings for
the meeting including participants by pressing ‘To’ and you can
choose ‘Subject’ and ‘Location’ for the meeting.
You can search for participants by pressing ‘To’ and making a
search as described in the section ‘Send emails’.
You can also define the start and end time of the meeting and
you can write a description that will be attached to the meeting
request.
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You can coordinate the participants’ time schedules before
sending out the invitation by pressing the tab ‘Scheduling
Assistant’.
Under ‘Select Attendees’ to the left, you can add participants to
the meeting. These participants will then be added automatically
under the tab ‘Appointment’. It is also possible to book a room
from within the meeting request by choosing ‘Add a room’ in the
lower left corner.
The participants’ schedules will then be shown in the middle of
the window. This will let you know if they are busy at the time of
the meeting. You can also compare their time tables in order to
find the most convenient time for the meeting.
The start and end time of the meeting can then be adjusted in
the upper part of the window.
You can send out the meeting request by selecting ‘Send’ in the
upper left corner. If you wish to save the request in order to edit
and send it later, you can do so by pressing
next to ‘Send’.
Add a function-related mailbox
You can add a function-related mailbox through your webmail
in order to access a shared mailbox associated with one of your
job functions.
The mailbox will now be accessible from the Navigation Pane
to the left under your personal mailbox. If you have a shared
mailbox in Outlook, the location will be roughly the same.
To add a function-related mailbox, click your name in the upper
right corner, then type the address of the mailbox you wish to
add, e.g. ‘manual@asb.dk’, and choose ‘Open’.
Please note that the function-related mailbox can only be added
if it has already been migrated to the new mailserver.
outlook web application
webmail
5
Show week numbers in calendar
It is possible to adjust the settings for the Outlook Web Application
calendar in order to have the calendar show the week numbers.
This function can be added under the webmail settings.
Click ‘Options’ in the upper right corner and choose ‘See All
Options’.
This brings you to the global settings menu for your webmail.
To the right are shortcuts to often used settings in your webmail.
To the left is a menu which lets you adjust general settings, apply
inbox rules, block unwanted emails etc.
In order to adjust the calendar settings, choose ‘Settings’ in the left
hand side of the screen.
outlook web application
Choose ‘Calendar’ in the upper menu. You will now see the
general settings for the calendar.
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Please note that the week numbers will not be shown correctly
when English is the chosen language. Because the regional
settings are based on a variation of the Gregorian calendar,
the calendar year does not correspond to the one used in the
danish regional settings. The week numbers will therefore be
one week ahead. Although the problem cannot be solved, it can
be avoided by setting the week to start on Sundays under ‘First
day of week’ just beneath ‘Show week numbers in Month view’.
The week numbers will then be shown correctly but you must be
aware that Sunday will be listed as the first day of the week.
Once you have chosen the wanted settings for your calendar,
you must press ‘Save’ before returning to your mailbox.
To return to your mailbox, you can either choose ‘Mail’ in the
upper left corner or ‘My Mail’ in the upper right corner.
Make sure that the option ‘Show week numbers in Month view’ is
checked. This will make the week numbers show in your calendar.
Press ‘Save’ in the lower right corner.
outlook web application
From your mailbox, you can choose ‘Calendar’ in the lower left
corner.
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These settings will not affect the settings you have chosen in
Outlook.
You will now see the week numbers next to the corresponding
weeks if you have set the week to begin on Sundays as described
above.
Sign out of your webmail
It is important that you remember to log off before leaving the
computer so that your webmail is not available to other users of
the computer.
In order to log off webmail, choose ‘sign out’ next to your name in
the upper right corner.
When you see this picture, you have successfully signed out of
your webmail. It is now safe to leave the computer.
If you need help using your webmail or the different options
described in this guide, you are welcome to contact the IT support
of your main academic area using this link:
http://medarbejdere.au.dk/en/administration/it/it-at-the-mainacademic-areas/
outlook web application
webmail
this guide has been produced by
advanced multimedia group
Advanced Multimedia Group is a division under
AU IT supported by student assistants. Our primary
objective is to convey knowledge to relevant user
groups through manuals, courses and workshops.
Our course activities are mainly focused on MS
Office, Adobe CS and CMS. Furthermore we
engage in e-learning activities and auditive and
visual communication of lectures and classes. AMG
handles video assignments based on the recording,
editing and distribution of lectures and we carry out
a varied range of ad hoc assignments requested by
employees.
In addition, AMG offers solutions regarding web
development and we support students’ and
employees’ daily use of typo3.
analytics group
Analytics Group, a division comprised of student
assistants under AU IT, primarily offers support to
researchers and employees.
Our field of competence is varied and covers
questionnaire surveys, analyses and processing of
collected data etc. AG also offers teaching assistance
in a number of analytical resources such as SAS, SPSS
and Excel by hosting courses organised by our student
assistants. These courses are often an integrated
part of the students’ learning process regarding their
specific academic area which ensures the coherence
between these courses and the students’ actual
educational requirements.
In this respect, AG represents the main support division
in matters of analytical software.
please address questions or comments regarding the contents of this guide to
Bertel Kirkeby
advanced@asb.dk
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