Information Technology

Training and Self-Help

Microsoft Outlook: Outlook Web Access 2003 (OWA, Web Mail)

 

About Outlook Web Access

What is Microsoft Outlook Web Access?

Microsoft Outlook Web Access (a.k.a. OWA, Web mail) is a program that lets students, faculty, and staff access their e-mail, calendar and contact list from off campus.  To use Outlook Web Access you will need an account with an Internet Service Provider (ISP).  These providers (e.g., AOL, Earthlink, Verizon) usually charge a monthly fee for Internet access.

 

Log On/Off

Logging On

To Log On to OWA:

  1. Log onto your ISP as you normally would.
    NOTE: If you have trouble connecting, contact your ISP for technical assistance.
  2. Open a Web browser.
  3. In the Location field (or Address field if you're using Internet Explorer) type in: http://webmail.pepperdine.edu or
    http://webmail1.pepperdine.edu/.  Either will work.
    URL Box
  4. Press Enter
  5. An Outlook Web Access logon window should appear. 
    OWA Login Window
  6. In the Domain\user name field, type "pepperdine" for faculty/staff or "student" for students; then a back slash, followed by your Network ID.
  7. In the Password field, type your Network password.
  8. Press Enter

Logging Off

Do not click the [X] button to close your Web browser and OWA session.  This method does not log you off the system; it just closes your browser.

OWA Log Off Button

Instead click the Log Off button located at the top right side of the Outlook window.  This will log you off Microsoft Outlook.  When you get the confirmation screen that you have logged off successfully, you should close your web browser.

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Working with E-mail

Reading Your E-mail

To Read Your E-mail Messages with OWA:

  1. Be sure that your E-mail Inbox is selected.  It will say Inbox in the header of the Outlook screen.
  2. Double-click on the sender’s name in the Inbox "From" column to open the message.
    OWA View of Inbox Message List
  3. Click the "X" in the upper, right-hand corner of the message window to close the message when you have finished reading it.

Replying, Replying All, and Forwarding E-mail

To Reply to an E-mail:

  1. Open the e-mail to which you want to reply.
  2. Click the Reply button on the message toolbar.
  3. Type the reply to the message.
  4. Click the Send button.

To Reply to Everyone to Which a Message Has Been Sent:

  1. Open the e-mail to which you want to reply to all addresses that received the original message.
  2. Click the Reply to All button on the message toolbar.
  3. Type the reply to the message.
  4. Click the Send button.
    Note: The message will be sent to everyone in the To and CC fields.

To Forward a Message to a Third Party:

  1. Open the e-mail which you want to forward.
  2. Click the Forward button on the message toolbar.
  3. Type your message.
  4. Provide the e-mail address to whom you wish to forward the message.
  5. Click the Send button.

To Forward all Messages to an External Email Account

  1. http://services.pepperdine.edu/it/help/webmail/owa-forward.htm.
  2. Even better: http://services.pepperdine.edu/it/help/email/email-redirect.htm.

Sending E-mail to Pepperdine Addresses

To Send an E-mail in OWA:

  1. Log onto OWA. (see above)
  2. Click on the New Message button located in the upper, left area of the Outlook window.
    OWA Compose New Message Button
  3. Type the recipient’s name using the last name, first name format into the TO: field of the new message window.
  4. Type the subject of the message in the Subject field of the new message window.
  5. Type the body of the message.
  6. Click the Send button to send the e-mail.

Note: If the recipient's name that you typed in the TO: field matches more than one name in the Global Address List, Outlook will show you a list of all the names that match what you typed and ask you to select an individual from the list.

Sending E-mail to Non-Pepperdine Addresses

  1. Click on the New Message button located in the upper, left area of the Outlook window.
    OWA Compose New Message Button
  2. Type the recipient’s name using the complete e-mail address of the recipient.
    (e.g. )
  3. Type the subject of the message in the Subject field of the new message window.
  4. Type the body of the message.
  5. Click the Send button to send the e-mail.

Checking for New Messages

To Check for New Messages in OWA:

  1. Start OWA and log on as you normally would.
  2. Navigate to the Inbox window.
  3. Click the Check for New Messages button on the toolbar.
    OWA Check for New Messages Button

Deleting Messages

To Delete a Closed Message:

  1. Navigate to the folder that contains the message you want to delete.
  2. Click once on the message you want to delete to highlight it.
    OWA Inbox View of Highlighted Message
  3. Click the Delete button on the toolbar. 
    OWA Delete Button
  4. Note: To select consecutive messages, click the first and last messages in the series while holding down the SHIFT key.  To select non-consecutive messages, hold down the CTRL key as you click each message you want to delete.

To Delete an Open Message:

  • Click the Delete button on the toolbar.

Note: All deleted messages are sent to the Deleted Items folder.  They aren't permanently removed until you delete them from the Deleted Items folder.

Printing E-mail Messages

To Print a Message with OWA:

  1. Open the e-mail message you want to print.
  2. Click the Print button on the message toolbar.
    OWA Message Print Button

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Working with Attachments

Sending Attachments

To Send an Attachment Using OWA:

  1. Start OWA and click on the New Message button.
    OWA New Message Button
  2. Click the Add Attachment button in the new message toolbar.
    OWA Attachment Button
  3. Click the Browse... button and select the file that you want to attach to your e-mail.
  4. Click Open.  The document path will appear in the browse field.
  5. Click the Attach button to add the attachment to the e-mail.
  6. Click the Close button to close the Attachments window.
  7. Complete the construction of your e-mail message.
  8. Click the Send button.

Reading Attachments

To Read Attachments Sent to You:

  1. If you have an attachment, you will see a paperclip icon to the right of the message envelope in your Inbox.
    OWA View of E-mail with an Attachment
  2. Open the message containing the attachment.
  3. The e-mail will contain an Attachments line under the Subject.  Click on the name of the attachment to open it.  You can then decide whether or not to save the open attachment to your computer.

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Using Folders

Creating a New Folder

To Create a New Folder:

  1. Select Folder from the New drop-down list.
    OWA New Folder Creation
  2. Type a name for the new folder.
  3. Single-click to highlight an existing folder into which you want your new folder to be placed.
  4. Click OK.  Or, to cancel the operation, click Cancel.

Note: You may have to refresh your browser window for the new folder to appear in the Folders list.

Moving E-mail Messages

To Move an E-mail Message from One Folder to Another:

  1. Click and drag the e-mail message on top of the folder into which you want the message moved.

OR

  1. The e-mail message that you want to move can be open or just highlighted.
  2. Select the Move/Copy button in the open message or Inbox toolbar.
    OWA Copy/Move Button
  3. Navigate to the folder to which you want the message moved.
  4. Click the Move button to move the message.

Moving Folders

To Move a Folder from Within One Folder to Another:

  1. Click and drag the folder on top of another folder to which you want the first folder moved.

OWA Folders List

Navigating through Folders

While you are viewing the Folders list on the left side of the OWA window, simply click on the folder whose contents you want to view.

 

 

 

 

 

 

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Using the Calendar

Viewing the Calendar

To View Your Calendar Using OWA:

  1. Open OWA.
  2. You can view your calendar two ways.  Either select Calendar from the Folders list.
    OWA Folders List
    or select the Calendar option from the Button Bar at the lower, left side of the OWA window.  The default day displayed is always the current day.
    OWA Button Bar
  3. Using the day, week, and month icons on the Calendar toolbar, click the time period you want displayed.
    OWA Calendar Toolbar

Note: To switch back to your Inbox, select Inbox in the Folders list or on the Button Bar.

Creating an Appointment

To Create a New Appointment Using OWA:

  1. Open OWA.
  2. Select Calendar from the Folders list or the Button Bar.
  3. Select Appointment from the New drop-down list.
    OWA New Appointment Creation
  4. Enter the subject, location, start and end times, and other components of the appointment.
  5. Type relevant information into the body of the appointment.
  6. Click the Save and Close button on the Calendar toolbar to save the appointment to your calendar.
    OWA Appointment Window

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Out of Office Assistant

Out of Office Assistant

Outlook Web Access allows you to turn on or off your Out of Office Assistant and add a custom message.

To Turn Out of Office Assistant On or Off Using OWA:

  1. Log onto OWA.
  2. Click the Options button located on the OWA Button Bar.
    OWA Button Bar

  3. In the Options window, select the radio button to either turn on or off the Out of Office Assistant.
    OWA Out of Office Assistant Option

  4. If you are choosing the Out of Office selection, also enter an appropriate message in the AutoReply field.

  5. Click the Save and Close button on the Options toolbar to save your selections.

Note: You may see a message in the AutoReply field even if you have the Out of Office assistant turned off.  This message will not be sent until you turn on the Out of Office Assistant.

 

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