Help Notes

Microsoft

Web Access

Created by: Information Technology Staff for the Bloomfield College Community 3/00

Open the Internet Browser (Netscape or Internet Explorer)

Type in www.bloomfield.edu/exchange or go to the college’s web site http://www.bloomfield.edu and select Webmail.

A small box appears, asking for a login name – type in your username. (Can’t remember your username? Move down the screen to Public Access and click on "click here"; an error message appears, ignore it simply click on "OK"; click on "Find Names"; enter your first and last name in the appropriate boxes; click on "Find". Look at the bottom of the screen – your user name appears under the title "alias"; write it down! (If you see a duplicate "alias" please report it to ext. 709). Click "log off" to exit find names. Now try to login again using the correct alias.

Another box appears, asking for user name and password – type in both.

Won’t work? Write down the message that appears on the screen. Speak to a Lab Assistant or call ext. 224.

Did you get in? GOOD! You are now seeing your Inbox with your messages. If you have not checked your mailbox since last semester, your mailbox may be full and/or closed. Follow directions on page 2 to delete items and empty the deleted items folder.

REMEMBER TO CHECK FOR MESSAGES IN THE PUBLIC FOLDERS!! Click on public folders on the left of the screen. Open the student folder by double clicking (click twice). To get back to your inbox, click the inbox icon on the left of screen.

By clicking on the arrow pointing upward next to "inbox" you gain access to other items. Please feel free to explore these.

READY TO GET OUT? – REMEMBER TO CLICK "LOG OFF" located on the lower left area of the screen (scroll down if it is not visible).

CLOSE YOUR BROWSER (EXIT) so that your email remains safe and no one else can get into it after you leave the computer.

THAT’S IT!! – You are either an official user, or you have begun the process of finding out why you can’t get to your email. Also – don’t forget to call x224 for help.

In the Compose New message category list, select either Mail Message or Post to this Folder.

Click Compose New.

Type your message.

Click the Send button on the toolbar.

To check for new messages that have arrived since you have opened your Inbox, click Check for new mail on the Toolbar. Unread messages appear with bold titles. Once you read a message, its title appears in your user area in plain text.

There are three ways you can delete messages.

To delete an open message, click the Delete button on the toolbar.

To delete a message while viewing the Inbox Viewer, select the check box adjacent to the sender's name, and then click Delete marked messages.

  To delete multiple messages while viewing the Inbox Viewer, select the check box adjacent to the sender's name for each message that you want to delete, and then click Delete marked messages. Deleted messages are sent to the Deleted Items folder. They are not removed permanently unless they are deleted from the Deleted Items folder.

You can delete open messages from the open message forms or from the Inbox Viewer using Delete marked messages.

W Note: Refresh the screen after deleting messages. Some browsers do not clear the screen after deletion. If the error message "unable to delete" appears, select view refresh or reload screen.

The Read Message form is the standard form in which received messages are displayed.

These items are displayed in the message heading:

From: Indicates the name (or e-mail alias) of the sender or organization.

To: Indicates the name (or e-mail alias) of the primary recipients.

Cc: Indicates the name (or e-mail alias) of the carbon copy (Cc) recipients.

Subject: Briefly describes the subject of the message.

Sent: Indicates the date and time the message was sent.

Importance: Indicates the priority of the message as determined by the sender. The sender can set the importance to High or Low.

The message is displayed in the message body, below the message heading.

Use the New Message form to compose a message. To open a New Message form, click the Compose New Mail Message button on the toolbar.

Addressing and Composing a New Message

Type the names of the recipients in the To and Cc boxes. Separate multiple names with semicolons (;).

(Note - if you were sending a message to someone on campus you would address the message, for example Leslie Chewning. If you were sending to someone off campus you would address the message, for example Leslie_Chewning@isp.com.)

To add blind carbon copy recipients, type their names in the Bcc box. If no Bcc box is present and you want to add Bcc names, select Show Bcc in the Options tab. The Bcc box is optional. Bcc recipients receive a copy of the message, but their names do not appear in the list of recipients. Also, each Bcc recipient cannot see the names of other Bcc recipients.

In the Subject box, type a brief subject line in the box to provide a summary of your message.

Type your message in the message body.

After reading a message, you can use the Reply to Sender button on the toolbar to respond to the sender.

Click the Reply to Sender button.

Type your response above or within the body of the sender's original message.

Click Send.

  Your mailbox contains folders with specific functions: Calendar, Contacts, Deleted Items, Inbox, Outbox, and Sent Items. To view the contents of a higher-level folder, click Up one folder. Outlook Web Access provides the following default folders:

Calendar - Stores meeting and appointment information. To view and update your Calendar, click Calendar in the folder list.

Contacts - Stores contacts that you create. To view the contents of the Contacts folder, click Contacts in the folder list.

Deleted Items - Stores messages that you delete. You can view or permanently delete messages in the Deleted Items folder. (Must be emptied to keep your mailbox from closing). 

Inbox - Stores new mail that is delivered. To view the contents of the Inbox folder, click Inbox in the folder list. Items that you have not yet opened are displayed in bold type in the folder contents list to the right of the folder list. (Must be emptied to keep your mailbox from closing)

Outbox - Holds mail until it is sent. To view the items in your Outbox, click Outbox in the folder list.

Sent Items - Stores a copy of each message that you send. (Must be emptied to keep your mailbox from closing).

The Page box is located on the toolbar, lists the total number of pages of messages that are in the current folder, and indicates which page is currently displayed. The list of messages is longer than can be displayed on one page of the viewer at once.

To display a different page, do one of the following:

• To display a specific page, click the first number (in the Page box), type the page number, and then click Page. 
• To display the previous page, click Previous Page . 
• To display the next page, click Next Page .

*Note; Some displays may not show total number of pages or right arrow. If this is the case, you may have to change the number manually.

You can attach any type of file that is accessible from your computer or through your network.

Click the Attachments tab.

In the Attachment box, type the path and file name or Click Browse to search for file names.

Click Add Attachment Now. Depending on your system's security settings, a Security Information dialog box may display, allowing you to continue or cancel the operation.

The file name of the attachment appears in the list of attachments. To remove an attachment, select the checkbox to the left of the file name, and then click Delete.

Tip Attachments are not copied when you reply to a message. Instead, a marker appears in place of the file. To include attachments, forward the message instead of replying to it. To exclude the original message text from your reply, delete the heading and text of the original message. This makes the message smaller and faster to send and receive.

You can change the message list to display messages that have related information. You can also change the message list to display messages sent by the same person or that have the same title. 

To change the message list display, choose a command in the View box. You can select any of these categories:

Messages displays messages as they are received, starting with the most recent message at the top of the list.

Unread Messages displays only unread messages.

By Sender groups messages sent by the same person. All messages in the folder are grouped alphabetically by sender.

By Subject groups messages according to text that appears in the Subject box. All messages in the folder are grouped alphabetically by the subject.

By Conversation Topic groups messages according to text that appears in the Conversation box. Each conversation group is displayed in the order received, starting with the most recent message at the top of the group. If there is no Conversation box in a message, the message is grouped by text that appears in the Subject box. If the message has neither a conversation nor a subject, the item is grouped under an empty heading.

Unread Messages by Conversation Topic groups unread messages by text that appears in the Conversation box. If there is no Conversation box in an unread message, the message is grouped by text that appears in the Subject box.

Open the public folder.

Click the folder you want to open.

Click "Compose New" next to "Post to this Folder."

 

Enter a subject, then complete your message.

Click on the Post icon.

Visit the HELP Topics for further assistance.