Middlebury

LIS Documentation

LIS Documentation

WebMail

(Difference between revisions)
m
(12 intermediate revisions by one user not shown)
Line 1: Line 1:
 
== Webmail Quick Reference  ==
 
== Webmail Quick Reference  ==
  
You can access your electronic mail using '''WebMail''', also confusingly called "'''Outlook Web Access'''", from any networked computer on or off the Middlebury College campus, using any standard web browser.  
+
You can access your electronic mail using '''WebMail''', also confusingly called "'''Outlook Web Access'''", from any networked computer on or off the Middlebury College campus, using any standard web browser.
  
 
==== Webmail: "Light" versus "Full" version  ====
 
==== Webmail: "Light" versus "Full" version  ====
  
Webmail looks slightly different depending on whether or not you are using the "Full" version (only available when using Internet Explorer) or the "Light" version. We will make note of any differences, but here's the difference in a nutshell:  
+
Webmail looks slightly different depending on whether or not you are using the "Full" version (only available when using Internet Explorer) or the "Light" version. We will make note of any differences, but here's the difference in a nutshell:
  
*The Webmail "Full" version is a little more full-featured and allows things like dragging messages. This is only available when using '''Internet Explorer''' on a PC.  
+
*The Webmail "Full" version is a little more full-featured and allows things like dragging messages. This is only available when using '''Internet Explorer''' on a PC.
 
*In '''Firefox, Safari, and other browsers''', Webmail is only accessible in the "Light" version, which lacks some features. For example, you can't view Public Folders or create Distribution lists in Webmail on these browsers.
 
*In '''Firefox, Safari, and other browsers''', Webmail is only accessible in the "Light" version, which lacks some features. For example, you can't view Public Folders or create Distribution lists in Webmail on these browsers.
  
More information on the differences is available at this page: [[Outlook Premium vs Light]]  
+
More information on the differences is available at this page: [[Outlook Premium vs Light]]
  
 
==== Enable Pop-ups if using Internet Explorer  ====
 
==== Enable Pop-ups if using Internet Explorer  ====
  
If you are accessing Webmail using Internet Explorer, you will need to enable pop-ups first in order for Webmail to work correctly. Here's how:  
+
If you are accessing Webmail using Internet Explorer, you will need to enable pop-ups first in order for Webmail to work correctly. Here's how:
  
#Launch Internet Explorer.  
+
#Launch Internet Explorer.
#From the '''Tools '''menu point to '''Pop-up Blocker '''and select '''Pop-up Blocker Settings '''from the submenu.  
+
#From the '''Tools '''menu point to '''Pop-up Blocker '''and select '''Pop-up Blocker Settings '''from the submenu.
#In the '''Address of Web site to allow''' field, type '''mail.middlebury.edu'''.  
+
#In the '''Address of Web site to allow''' field, type '''mail.middlebury.edu'''.
#Click [[Image:Add button.PNG]].  
+
#Click [[Image:Add button.PNG]].
 
#Click [[Image:Close button.PNG]].
 
#Click [[Image:Close button.PNG]].
  
 
==== Log Into And Out Of WebMail  ====
 
==== Log Into And Out Of WebMail  ====
  
#Click '''WebMail''' at the bottom of almost any Middlebury College web page. The '''WebMail '''login page opens.  
+
#Click '''WebMail''' at the bottom of almost any Middlebury College web page. The '''WebMail '''login page opens.
#In the '''Enter your E-mail Address''' field, type your Middlebury College username.  
+
#In the '''Enter your E-mail Address''' field, type your Middlebury College username.
#Click [[Image:Continue button.PNG]]. The page changes to request your password.  
+
#Click [[Image:Continue button.PNG]]. The page changes to request your password.
#Click to bullet the radio button which reflects the location of the computer you are using  
+
#Click to bullet the radio button which reflects the location of the computer you are using
#*'''This is a Public or Shared Computer '''should be bulleted when you are using a computer in an academic lab or other shared computer. '''Note: '''With this setting you are disconnected from the mail server after 10 minutes of inactivity to provide security to your mail account. Be aware that you are not interacting with the mail server while you are composing a message. '''You should save your messages often during composition to maintain your connection to the mail server.'''  
+
#*'''This is a Public or Shared Computer '''should be bulleted when you are using a computer in an academic lab or other shared computer. '''Note: '''With this setting you are disconnected from the mail server after 10 minutes of inactivity to provide security to your mail account. Be aware that you are not interacting with the mail server while you are composing a message. '''You should save your messages often during composition to maintain your connection to the mail server.'''
#*'''This is a Private Computer''' should only be bulleted when you are using a computer in a private office or dorm room and will not be leaving the computer unattended. This option allows you to leave your WebMail session inactive for a longer time period.  
+
#*'''This is a Private Computer''' should only be bulleted when you are using a computer in a private office or dorm room and will not be leaving the computer unattended. This option allows you to leave your WebMail session inactive for a longer time period.
#In the '''Password '''field enter your password.  
+
#In the '''Password '''field enter your password.
 
#Click '''Logon to Webmail'''. You will be logged into WebMail with your '''Inbox '''displayed.
 
#Click '''Logon to Webmail'''. You will be logged into WebMail with your '''Inbox '''displayed.
  
'''CRITICAL: Click “Log Off” to end your WebMail session.'''  
+
'''CRITICAL: Click “Log Off” to end your WebMail session.'''
  
 
==== A Brief Guide To WebMail Use  ====
 
==== A Brief Guide To WebMail Use  ====
  
*Note that WebMail has built-in documentation. You can access it by clicking on the [[Image:Webmail Help icon.PNG]]'''Help icon''' located in the top right corner of any WebMail window.  
+
*Note that WebMail has built-in documentation. You can access it by clicking on the [[Image:Webmail Help icon.PNG]]'''Help icon''' located in the top right corner of any WebMail window.
*Use the '''search bar''' to search your Contacts file or search for e-mail messages.  
+
*Use the '''search bar''' to search your Contacts file or search for e-mail messages.
*Click '''Options''' (located in the top right corner of the WebMail window) to see the expanded capabilities available to you.  
+
*Click '''Options''' (located in the top right corner of the WebMail window) to see the expanded capabilities available to you.
 
*Click '''Log Off''' to end your WebMail session.
 
*Click '''Log Off''' to end your WebMail session.
  
In Internet Explorer, there are 2 extra main parts of the screen:  
+
In Internet Explorer, there are 2 extra main parts of the screen:
  
*Click the '''reading pane button''' to show/hide the reading pane or select its location.  
+
*Click the '''reading pane button''' to show/hide the reading pane or select its location.
 
*Click the '''display toggle button''' to toggle between single-line and multiple-line displays of your messages. Note that you need to toggle this to single-line in order to see the size of a message in addition to other details.
 
*Click the '''display toggle button''' to toggle between single-line and multiple-line displays of your messages. Note that you need to toggle this to single-line in order to see the size of a message in addition to other details.
  
 
==== Using the Navigation Bar  ====
 
==== Using the Navigation Bar  ====
  
On a Windows computer, use the buttons on the navigation bar on the left to switch between views:  
+
On a Windows computer, use the buttons on the navigation bar on the left to switch between views:
  
*The '''drag bar''' [[Image:Webmail drag bar.PNG]] reduces and expands the navigation buttons.  
+
*The '''drag bar''' [[Image:Webmail drag bar.PNG]] reduces and expands the navigation buttons.
*The [[Image:Mail button.PNG]] '''Mail icon''' opens your '''Inbox''' and allows you to navigate between folders using a list in the left pane.  
+
*The [[Image:Mail button.PNG]] '''Mail icon''' opens your '''Inbox''' and allows you to navigate between folders using a list in the left pane.
*The [[Image:Calendar button.PNG]] '''Calendar icon''' opens your '''Calendar'''.  
+
*The [[Image:Calendar button.PNG]] '''Calendar icon''' opens your '''Calendar'''.
*The [[Image:Contacts button.PNG]] button opens your '''Contacts''' folder.  
+
*The [[Image:Contacts button.PNG]] button opens your '''Contacts''' folder.
*(''Internet Explorer only'') The '''Tasks button''' opens your '''Tasks''' schedule.  
+
*(''Internet Explorer only'') The '''Tasks button''' opens your '''Tasks''' schedule.
 
*(''Internet Explorer only'') The [[Image:Folder List 2 button.PNG]] '''Public Folders button '''opens the '''Rules''' dialog box.
 
*(''Internet Explorer only'') The [[Image:Folder List 2 button.PNG]] '''Public Folders button '''opens the '''Rules''' dialog box.
  
Unfortunately it is not possible to access your '''Tasks''' or '''Public Folders''' with Firefox and Safari or when using the “Light” version of WebMail. These features are only available on the Microsoft products Internet Explorer or Outlook.  
+
Unfortunately it is not possible to access your '''Tasks''' or '''Public Folders''' with Firefox and Safari or when using the “Light” version of WebMail. These features are only available on the Microsoft products Internet Explorer or Outlook.
  
 
==== Accessing and Managing Folders  ====
 
==== Accessing and Managing Folders  ====
  
*By default, the navigation bar on the left displays the following folders: “Deleted Items”, “Drafts”, “Inbox”, “Junk E-mail” and “Sent Items”.  
+
*By default, the navigation bar on the left displays the following folders: “Deleted Items”, “Drafts”, “Inbox”, “Junk E-mail” and “Sent Items”.
*If you want to access folders and subfolders other than these, click on '''Click to view all folders'''. Then select the folder you’d like to open and click the '''green next arrow'''. When you open a folder using this procedure, WebMail will add this folder to an easily accessible list on the left side.  
+
*If you want to access folders and subfolders other than these, click on '''Click to view all folders'''. Then select the folder you’d like to open and click the '''green next arrow'''. When you open a folder using this procedure, WebMail will add this folder to an easily accessible list on the left side.
 
*If you’d like to create, rename, move or delete a folder, click '''Manage Folders''' on the left.
 
*If you’d like to create, rename, move or delete a folder, click '''Manage Folders''' on the left.
  
 
==== Reading Messages  ====
 
==== Reading Messages  ====
  
*Unread messages appear in the '''Inbox '''in bold print. Double-click a message to open it.  
+
*Unread messages appear in the '''Inbox '''in bold print. Double-click a message to open it.
*Use the arrows ([[Image:Webmail Arrows.PNG]]) on the bottom-right to access other pages of messages.  
+
*Use the arrows ([[Image:Webmail Arrows.PNG]]) on the bottom-right to access other pages of messages.
*Click the '''Refresh button''' (Check for new messages) to refresh your '''Inbox''' and display new messages.  
+
*Click the '''Refresh button''' (Check for new messages) to refresh your '''Inbox''' and display new messages.
 
*(''Internet Explorer only'') When new messages arrive, a yellow “'''New Mail'''” indicator will appear near the Help [[Image:Webmail Help icon.PNG]] button.
 
*(''Internet Explorer only'') When new messages arrive, a yellow “'''New Mail'''” indicator will appear near the Help [[Image:Webmail Help icon.PNG]] button.
  
 
==== Sending Messages  ====
 
==== Sending Messages  ====
  
There are several ways to send messages in WebMail:  
+
There are several ways to send messages in WebMail:
  
*Click '''New Message''' while in a Mail folder.  
+
*Click '''New Message''' while in a Mail folder.
*Click '''Reply''' while in a Mail folder.  
+
*Click '''Reply''' while in a Mail folder.
*Click the '''drop-down arrow''' next to '''New''' when in your Calendar or Contacts and select '''Message''' from the drop-down list.  
+
*Click the '''drop-down arrow''' next to '''New''' when in your Calendar or Contacts and select '''Message''' from the drop-down list.
*With a selected or opened message, click '''Reply''' to reply to the selected message.  
+
*With a selected or opened message, click '''Reply''' to reply to the selected message.
*With a selected or opened message, click '''Reply to All''' to reply to everyone who received the selected message.  
+
*With a selected or opened message, click '''Reply to All''' to reply to everyone who received the selected message.
 
*With a selected or opened message, click '''Forward''' to forward the opened message to one or more people.
 
*With a selected or opened message, click '''Forward''' to forward the opened message to one or more people.
  
When composing a message:  
+
When composing a message:
  
*You can look-up addresses in your contacts file or in the global address book by using the '''To''', '''CC''', or '''BCC''' buttons.  
+
*You can look-up addresses in your contacts file or in the global address book by using the '''To''', '''CC''', or '''BCC''' buttons.
 
*You can save it as a draft by clicking '''Save'''. We recommend that you save your drafts often if you’re composing a long message, or if you need to do some other task outside of WebMail.
 
*You can save it as a draft by clicking '''Save'''. We recommend that you save your drafts often if you’re composing a long message, or if you need to do some other task outside of WebMail.
  
 
==== Adding Attachments  ====
 
==== Adding Attachments  ====
  
#In a new mail message click on the [[Image:Webmail Attach icon.PNG]] '''Attach button'''. The '''Attach Files '''dialog box open.  
+
#In a new mail message click on the [[Image:Webmail Attach icon.PNG]] '''Attach button'''. The '''Attach Files '''dialog box open.
#Click [[Image:Browse button.PNG]]. The '''Choose File '''dialog box opens.  
+
#Click [[Image:Browse button.PNG]]. The '''Choose File '''dialog box opens.
#Navigate to the desired file and select it, then click [[Image:Open button.PNG]]. The path to the file appears in the field next to [[Image:Browse button.PNG]].  
+
#Navigate to the desired file and select it, then click [[Image:Open button.PNG]]. The path to the file appears in the field next to [[Image:Browse button.PNG]].
#Click '''Attach'''.  
+
#Click '''Attach'''.
#If you’d like to attach more files, follow the same steps.  
+
#If you’d like to attach more files, follow the same steps.
 
#When done adding attachments, click '''Done'''. The name of each attachment will appear above the message editing area.
 
#When done adding attachments, click '''Done'''. The name of each attachment will appear above the message editing area.
  
Line 102: Line 102:
 
==== Opening Attachments  ====
 
==== Opening Attachments  ====
  
A mail message with an attachment shows the [[Image:Webmail Attach icon.PNG]] '''Attach icon''' next to it in the message list window. The '''attachment name''' is shown above the text of an open message. Open the attachment in one of the following ways:  
+
A mail message with an attachment shows the [[Image:Webmail Attach icon.PNG]] '''Attach icon''' next to it in the message list window. The '''attachment name''' is shown above the text of an open message. Open the attachment in one of the following ways:
  
*Click the filename link to either save the document to disk or open it with the application that created it (in this case Microsoft Word).  
+
*Click the filename link to either save the document to disk or open it with the application that created it (in this case Microsoft Word).
 
*Click the '''Open as Web Page''' link to open it in a browser window.
 
*Click the '''Open as Web Page''' link to open it in a browser window.
  
 
==== Managing Messages  ====
 
==== Managing Messages  ====
  
''For Internet Explorer:''  
+
''For Internet Explorer:''
  
*Click '''MANAGING-MESSAGES-ICON''' and then select '''Move to Folder''' from the drop-down list to move the selected message to another folder, or create a new folder.  
+
*Click '''MANAGING-MESSAGES-ICON''' and then select '''Move to Folder''' from the drop-down list to move the selected message to another folder, or create a new folder.
*Click the [[Image:Webmail X Delete icon.PNG]] to move the selected message to the '''Deleted Items '''folder.  
+
*Click the [[Image:Webmail X Delete icon.PNG]] to move the selected message to the '''Deleted Items '''folder.
 
*Right-click '''Deleted Items''' in the folder list and select '''Empty Deleted Items''' from the drop-down list to permanently delete its contents.
 
*Right-click '''Deleted Items''' in the folder list and select '''Empty Deleted Items''' from the drop-down list to permanently delete its contents.
  
''For Firefox, Safari, and other browsers:''  
+
''For Firefox, Safari, and other browsers:''
  
*To “select” a message for moving or deleting, click on the rectangular box of that message: [[Image:]]  
+
*To “select” a message for moving or deleting, click on the rectangular box of that message: [[Image:]]
*After selecting a message to take an action on, click '''Move''' to move the selected message to another folder (you will be given a list of folders to choose from). Note that this “move” button is also available when you’re reading a message.  
+
*After selecting a message to take an action on, click '''Move''' to move the selected message to another folder (you will be given a list of folders to choose from). Note that this “move” button is also available when you’re reading a message.
*Click the '''X button''' to move the selected message to the '''Deleted Items '''folder. This button is also available when you are reading a message.  
+
*Click the '''X button''' to move the selected message to the '''Deleted Items '''folder. This button is also available when you are reading a message.
 
*Deleted items stay in the “trash” for a few weeks by default. To permanently delete all items that are currently in the trash, click '''Deleted Items''' in the folder list on the left and click on the '''trash can button''' from the menu bar.
 
*Deleted items stay in the “trash” for a few weeks by default. To permanently delete all items that are currently in the trash, click '''Deleted Items''' in the folder list on the left and click on the '''trash can button''' from the menu bar.
  
'''To display more messages in each folder''':  
+
'''To display more messages in each folder''':
  
#Click on '''Options''' (top right corner of the window).  
+
#Click on '''Options''' (top right corner of the window).
#In the '''Messaging''' options section find "Number of items to display per page" and select the number desired (5-100)  
+
#In the '''Messaging''' options section find "Number of items to display per page" and select the number desired (5-100)
 
#Click on '''Save and Close'''.
 
#Click on '''Save and Close'''.
 +
 +
==== Recovering Deleted Messages ====
 +
 +
#Right-click on your '''Deleted Items''' folder in the left-hand navigation pane, then choose '''Recover Deleted Items'''.
 +
#Select all messages you would like to recover.  You may use standard bulk selection methods using the Shift or CTRL keys.
 +
#Click the '''Recover Selected Items''' icon located above the message list.
 +
#Select the folder where the recovered messages should be placed.
 +
#Click '''Recover'''.  The messages should now be restored to the desired folder.
  
 
==== Using the Calendar  ====
 
==== Using the Calendar  ====
  
''For Internet Explorer:''  
+
''For Internet Explorer:''
  
*Click on the [[Image:Calendar button.PNG]]'''Calendar icon '''to open your Calendar.  
+
*Click on the [[Image:Calendar button.PNG]]'''Calendar icon '''to open your Calendar.
*To create a new calendar entry do one of the following:  
+
*To create a new calendar entry do one of the following:
**Double-click a blank area in the time grid.  
+
**Double-click a blank area in the time grid.
**Click '''New''' while viewing your calendar.  
+
**Click '''New''' while viewing your calendar.
**Click the '''drop-down arrow''' next to '''New''' and select '''Appointment''' or '''Meeting Request''' from the drop-down list.  
+
**Click the '''drop-down arrow''' next to '''New''' and select '''Appointment''' or '''Meeting Request''' from the drop-down list.
*Use the '''Today''', '''Day''', '''Work Week''', '''Week''', and '''Month''' buttons to change the calendar display.  
+
*Use the '''Today''', '''Day''', '''Work Week''', '''Week''', and '''Month''' buttons to change the calendar display.
 
*Select a calendar entry and then click [[Image:Webmail X Delete icon.PNG]] to delete the entry.
 
*Select a calendar entry and then click [[Image:Webmail X Delete icon.PNG]] to delete the entry.
  
''For Firefox, Safari, and other browsers:''  
+
''For Firefox, Safari, and other browsers:''
  
*Click the [[Image:Calendar button.PNG]]'''Calendar icon''' to open your '''Calendar'''.  
+
*Click the [[Image:Calendar button.PNG]]'''Calendar icon''' to open your '''Calendar'''.
*To create a new calendar entry click on '''New Appointment''' or '''New Meeting Request'''  
+
*To create a new calendar entry click on '''New Appointment''' or '''New Meeting Request'''
*Unfortunately, in the Webmail "Light" version of the calendar, you can only view one day at a time. By default, the current day’s calendar entries are displayed. Use the mini-calendar on the left to select different days.  
+
*Unfortunately, in the Webmail "Light" version of the calendar, you can only view one day at a time. By default, the current day’s calendar entries are displayed. Use the mini-calendar on the left to select different days.
 
*Click on the title of a calendar entry and then click the [[Image:Webmail X Delete icon.PNG]] to delete the entry.
 
*Click on the title of a calendar entry and then click the [[Image:Webmail X Delete icon.PNG]] to delete the entry.
  
 
==== Using Your Contacts List  ====
 
==== Using Your Contacts List  ====
  
''For Internet Explorer:''  
+
''For Internet Explorer:''
  
*Click on the '''Contacts Toggle button''' to toggle between single-line and multiple-line displays of your Contact entries.  
+
*Click on the '''Contacts Toggle button''' to toggle between single-line and multiple-line displays of your Contact entries.
 
*Click the '''All''', '''People''', or '''Distribution Lists''' radio button to narrow the category of items to view.
 
*Click the '''All''', '''People''', or '''Distribution Lists''' radio button to narrow the category of items to view.
  
To create a new contact listing do one of the following:  
+
To create a new contact listing do one of the following:
  
*Click '''New''' while viewing your Contacts list.  
+
*Click '''New''' while viewing your Contacts list.
*Click the '''drop-down arrow''' next to '''New''' and select '''Contact''' from the drop-down list.  
+
*Click the '''drop-down arrow''' next to '''New''' and select '''Contact''' from the drop-down list.
 
*To modify a contact select it then click '''Edit'''.
 
*To modify a contact select it then click '''Edit'''.
  
See below for directions on creating and editing '''distribution lists''' (Internet Explorer only).  
+
See below for directions on creating and editing '''distribution lists''' (Internet Explorer only).
  
''For Firefox, Safari, and other browsers:''  
+
''For Firefox, Safari, and other browsers:''
  
*The [[Image:Contacts button.PNG]] button opens your '''Contacts''' folder.  
+
*The [[Image:Contacts button.PNG]] button opens your '''Contacts''' folder.
*To create a new contact listing, go into the Contacts folder and then click '''New Contact'''.  
+
*To create a new contact listing, go into the Contacts folder and then click '''New Contact'''.
*To modify a contact, open it (by double-clicking it) and then click '''Edit'''.  
+
*To modify a contact, open it (by double-clicking it) and then click '''Edit'''.
 
*Click on the title of a contact and then click [[Image:Webmail X Delete icon.PNG]] to delete the entry.
 
*Click on the title of a contact and then click [[Image:Webmail X Delete icon.PNG]] to delete the entry.
  
<br>  
+
<br>
  
 
== Managing Distribution Lists in Webmail  ==
 
== Managing Distribution Lists in Webmail  ==
  
You must be logged into the account that owns a distribution list (your personal account, a departmental account, or organizational account) to manage the list using WebMail. Personal distribution lists are stored in the Contacts file.  
+
You must be logged into the account that owns a distribution list (your personal account, a departmental account, or organizational account) to manage the list using WebMail. Personal distribution lists are stored in the Contacts file.
  
You can only manage distribution lists using Webmail in Internet Explorer (on a PC). In Safari or Firefox these steps will not work.  
+
You can only manage distribution lists using Webmail in Internet Explorer (on a PC). In Safari or Firefox these steps will not work.
  
 
==== Creating a New Distribution List  ====
 
==== Creating a New Distribution List  ====
  
#Log into Webmail using the username / password which will own the distribution list.  
+
#Log into Webmail using the username / password which will own the distribution list.
#Click '''New''' and then select '''Distribution List '''from the drop-down list. The '''Untitled Distribution List '''page opens.  
+
#Click '''New''' and then select '''Distribution List '''from the drop-down list. The '''Untitled Distribution List '''page opens.
#In the '''List Name '''field type a name for the distribution list.  
+
#In the '''List Name '''field type a name for the distribution list.
#Click '''Members...'''. The '''Address Book '''page opens.  
+
#Click '''Members...'''. The '''Address Book '''page opens.
#In the left pane, select the address book desired.  
+
#In the left pane, select the address book desired.
#*Click '''Global Address List''' to use the Middlebury College address book.  
+
#*Click '''Global Address List''' to use the Middlebury College address book.
#*Click [[Image:Contacts button.PNG]] to use your personal Contacts list.  
+
#*Click [[Image:Contacts button.PNG]] to use your personal Contacts list.
#In the search field to the right type part of the name of the person to add to the list and then click on the '''magnifying glass'''.  
+
#In the search field to the right type part of the name of the person to add to the list and then click on the '''magnifying glass'''.
#Add the entry desired to the distribution list using one of the following methods:  
+
#Add the entry desired to the distribution list using one of the following methods:
#*Double-click the correct entry.  
+
#*Double-click the correct entry.
#*Select the correct entry and then click '''Members -&gt;'''. <br>The entry is added to the '''Member selections '''list.  
+
#*Select the correct entry and then click '''Members -&gt;'''. <br>The entry is added to the '''Member selections '''list.
#Repeat steps 5, 6, and 7 for each member to be added (switching from Global Address List to Contacts as necessary).  
+
#Repeat steps 5, 6, and 7 for each member to be added (switching from Global Address List to Contacts as necessary).
#When the list is complete click '''OK '''. The addresses will appear in the '''Members''' field.  
+
#When the list is complete click '''OK '''. The addresses will appear in the '''Members''' field.
#Click '''Add to List'''. The added members appear in the larger field below.<br>[[Image:Webmail List Manager Dialogue.PNG|500px|Webmail List Manager Dialogue.PNG]]  
+
#Click '''Add to List'''. The added members appear in the larger field below.<br>[[Image:Webmail List Manager Dialogue.PNG|500px|Webmail List Manager Dialogue.PNG]]
 
#Click '''Save and Close''' to complete the list and save it to the '''Contacts''' list.
 
#Click '''Save and Close''' to complete the list and save it to the '''Contacts''' list.
  
 
==== Editing a Distribution List  ====
 
==== Editing a Distribution List  ====
  
#Log into the account that owns the distribution list.  
+
#Log into the account that owns the distribution list.
#Click '''Contacts''' in the pane on the left. The pane changes from '''Mail '''to '''Contacts'''.  
+
#Click '''Contacts''' in the pane on the left. The pane changes from '''Mail '''to '''Contacts'''.
#Click the '''Distribution Lists '''radio button to see only the distribution lists in your Contacts file.  
+
#Click the '''Distribution Lists '''radio button to see only the distribution lists in your Contacts file.
#Double-click the distribution list you want to edit to open it.  
+
#Double-click the distribution list you want to edit to open it.
#To delete a distribution list member do the following:  
+
#To delete a distribution list member do the following:
##Select the member from the list.  
+
##Select the member from the list.
##Click '''Remove from List'''.  
+
##Click '''Remove from List'''.
 
#To add a distribution list member do the following:
 
#To add a distribution list member do the following:
  
#Click '''Members'''. The '''Address Book '''page opens.  
+
#Click '''Members'''. The '''Address Book '''page opens.
 
#In the left pane, select the address book desired.
 
#In the left pane, select the address book desired.
  
 
*
 
*
 
**
 
**
***Click '''Global Address List''' to use the Middlebury College address book.  
+
***Click '''Global Address List''' to use the Middlebury College address book.
***Click '''Contacts''' to use your personal Contacts list.  
+
***Click '''Contacts''' to use your personal Contacts list.
***#In the search field to the right type part of the name of the person to add to the list and then click on the '''magnifying glass icon''' [[Image:]] (INSERT THIS).  
+
***#In the search field to the right type part of the name of the person to add to the list and then click on the '''magnifying glass icon''' [[Image:]] (INSERT THIS).
 
***#Add the entry desired to the distribution list using one of the following methods:
 
***#Add the entry desired to the distribution list using one of the following methods:
  
 
#
 
#
#*Double-click the correct entry.  
+
#*Double-click the correct entry.
 
#*Select the correct entry and then click '''Members -&gt;'''.
 
#*Select the correct entry and then click '''Members -&gt;'''.
  
The entry is added to the '''Member selections '''list.  
+
The entry is added to the '''Member selections '''list.
  
 
*
 
*
 
**
 
**
 
***
 
***
***#Repeat steps b, c and d above for each member you want to add.  
+
***#Repeat steps b, c and d above for each member you want to add.
***#Click '''OK'''. The addresses will appear in the '''Members '''field.  
+
***#Click '''OK'''. The addresses will appear in the '''Members '''field.
***#Click '''Add to List'''.  
+
***#Click '''Add to List'''.
 
***#Click '''Save and Close''' to complete the list and save it to the '''Contacts''' list.
 
***#Click '''Save and Close''' to complete the list and save it to the '''Contacts''' list.
  
 
==== Deleting a Distribution List  ====
 
==== Deleting a Distribution List  ====
  
#While logged into the account that owns the distribution list, click '''Contacts''' in the pane on the left. The pane changes from '''Mail '''to '''Contacts'''.  
+
#While logged into the account that owns the distribution list, click '''Contacts''' in the pane on the left. The pane changes from '''Mail '''to '''Contacts'''.
#Click the '''Distribution Lists '''radio button to see only the distribution lists in your Contacts file.  
+
#Click the '''Distribution Lists '''radio button to see only the distribution lists in your Contacts file.
 
#Select the distribution list you want to delete and then click '''the X'''.
 
#Select the distribution list you want to delete and then click '''the X'''.
  
 
[[Category:E-Mail]]
 
[[Category:E-Mail]]
 +
[[Category:Helpdesk Documentation]]

Revision as of 10:53, 22 March 2013

Contents

Webmail Quick Reference

You can access your electronic mail using WebMail, also confusingly called "Outlook Web Access", from any networked computer on or off the Middlebury College campus, using any standard web browser.

Webmail: "Light" versus "Full" version

Webmail looks slightly different depending on whether or not you are using the "Full" version (only available when using Internet Explorer) or the "Light" version. We will make note of any differences, but here's the difference in a nutshell:

  • The Webmail "Full" version is a little more full-featured and allows things like dragging messages. This is only available when using Internet Explorer on a PC.
  • In Firefox, Safari, and other browsers, Webmail is only accessible in the "Light" version, which lacks some features. For example, you can't view Public Folders or create Distribution lists in Webmail on these browsers.

More information on the differences is available at this page: Outlook Premium vs Light

Enable Pop-ups if using Internet Explorer

If you are accessing Webmail using Internet Explorer, you will need to enable pop-ups first in order for Webmail to work correctly. Here's how:

  1. Launch Internet Explorer.
  2. From the Tools menu point to Pop-up Blocker and select Pop-up Blocker Settings from the submenu.
  3. In the Address of Web site to allow field, type mail.middlebury.edu.
  4. Click Add button.PNG.
  5. Click Close button.PNG.

Log Into And Out Of WebMail

  1. Click WebMail at the bottom of almost any Middlebury College web page. The WebMail login page opens.
  2. In the Enter your E-mail Address field, type your Middlebury College username.
  3. Click Continue button.PNG. The page changes to request your password.
  4. Click to bullet the radio button which reflects the location of the computer you are using
    • This is a Public or Shared Computer should be bulleted when you are using a computer in an academic lab or other shared computer. Note: With this setting you are disconnected from the mail server after 10 minutes of inactivity to provide security to your mail account. Be aware that you are not interacting with the mail server while you are composing a message. You should save your messages often during composition to maintain your connection to the mail server.
    • This is a Private Computer should only be bulleted when you are using a computer in a private office or dorm room and will not be leaving the computer unattended. This option allows you to leave your WebMail session inactive for a longer time period.
  5. In the Password field enter your password.
  6. Click Logon to Webmail. You will be logged into WebMail with your Inbox displayed.

CRITICAL: Click “Log Off” to end your WebMail session.

A Brief Guide To WebMail Use

  • Note that WebMail has built-in documentation. You can access it by clicking on the Webmail Help icon.PNGHelp icon located in the top right corner of any WebMail window.
  • Use the search bar to search your Contacts file or search for e-mail messages.
  • Click Options (located in the top right corner of the WebMail window) to see the expanded capabilities available to you.
  • Click Log Off to end your WebMail session.

In Internet Explorer, there are 2 extra main parts of the screen:

  • Click the reading pane button to show/hide the reading pane or select its location.
  • Click the display toggle button to toggle between single-line and multiple-line displays of your messages. Note that you need to toggle this to single-line in order to see the size of a message in addition to other details.

Using the Navigation Bar

On a Windows computer, use the buttons on the navigation bar on the left to switch between views:

  • The drag bar Webmail drag bar.PNG reduces and expands the navigation buttons.
  • The Mail button.PNG Mail icon opens your Inbox and allows you to navigate between folders using a list in the left pane.
  • The Calendar button.PNG Calendar icon opens your Calendar.
  • The Contacts button.PNG button opens your Contacts folder.
  • (Internet Explorer only) The Tasks button opens your Tasks schedule.
  • (Internet Explorer only) The Folder List 2 button.PNG Public Folders button opens the Rules dialog box.

Unfortunately it is not possible to access your Tasks or Public Folders with Firefox and Safari or when using the “Light” version of WebMail. These features are only available on the Microsoft products Internet Explorer or Outlook.

Accessing and Managing Folders

  • By default, the navigation bar on the left displays the following folders: “Deleted Items”, “Drafts”, “Inbox”, “Junk E-mail” and “Sent Items”.
  • If you want to access folders and subfolders other than these, click on Click to view all folders. Then select the folder you’d like to open and click the green next arrow. When you open a folder using this procedure, WebMail will add this folder to an easily accessible list on the left side.
  • If you’d like to create, rename, move or delete a folder, click Manage Folders on the left.

Reading Messages

  • Unread messages appear in the Inbox in bold print. Double-click a message to open it.
  • Use the arrows (Webmail Arrows.PNG) on the bottom-right to access other pages of messages.
  • Click the Refresh button (Check for new messages) to refresh your Inbox and display new messages.
  • (Internet Explorer only) When new messages arrive, a yellow “New Mail” indicator will appear near the Help Webmail Help icon.PNG button.

Sending Messages

There are several ways to send messages in WebMail:

  • Click New Message while in a Mail folder.
  • Click Reply while in a Mail folder.
  • Click the drop-down arrow next to New when in your Calendar or Contacts and select Message from the drop-down list.
  • With a selected or opened message, click Reply to reply to the selected message.
  • With a selected or opened message, click Reply to All to reply to everyone who received the selected message.
  • With a selected or opened message, click Forward to forward the opened message to one or more people.

When composing a message:

  • You can look-up addresses in your contacts file or in the global address book by using the To, CC, or BCC buttons.
  • You can save it as a draft by clicking Save. We recommend that you save your drafts often if you’re composing a long message, or if you need to do some other task outside of WebMail.

Adding Attachments

  1. In a new mail message click on the Webmail Attach icon.PNG Attach button. The Attach Files dialog box open.
  2. Click Browse button.PNG. The Choose File dialog box opens.
  3. Navigate to the desired file and select it, then click Open button.PNG. The path to the file appears in the field next to Browse button.PNG.
  4. Click Attach.
  5. If you’d like to attach more files, follow the same steps.
  6. When done adding attachments, click Done. The name of each attachment will appear above the message editing area.
  • Note that clicking Remove removes an attachment.

Opening Attachments

A mail message with an attachment shows the Webmail Attach icon.PNG Attach icon next to it in the message list window. The attachment name is shown above the text of an open message. Open the attachment in one of the following ways:

  • Click the filename link to either save the document to disk or open it with the application that created it (in this case Microsoft Word).
  • Click the Open as Web Page link to open it in a browser window.

Managing Messages

For Internet Explorer:

  • Click MANAGING-MESSAGES-ICON and then select Move to Folder from the drop-down list to move the selected message to another folder, or create a new folder.
  • Click the Webmail X Delete icon.PNG to move the selected message to the Deleted Items folder.
  • Right-click Deleted Items in the folder list and select Empty Deleted Items from the drop-down list to permanently delete its contents.

For Firefox, Safari, and other browsers:

  • To “select” a message for moving or deleting, click on the rectangular box of that message: [[Image:]]
  • After selecting a message to take an action on, click Move to move the selected message to another folder (you will be given a list of folders to choose from). Note that this “move” button is also available when you’re reading a message.
  • Click the X button to move the selected message to the Deleted Items folder. This button is also available when you are reading a message.
  • Deleted items stay in the “trash” for a few weeks by default. To permanently delete all items that are currently in the trash, click Deleted Items in the folder list on the left and click on the trash can button from the menu bar.

To display more messages in each folder:

  1. Click on Options (top right corner of the window).
  2. In the Messaging options section find "Number of items to display per page" and select the number desired (5-100)
  3. Click on Save and Close.

Recovering Deleted Messages

  1. Right-click on your Deleted Items folder in the left-hand navigation pane, then choose Recover Deleted Items.
  2. Select all messages you would like to recover. You may use standard bulk selection methods using the Shift or CTRL keys.
  3. Click the Recover Selected Items icon located above the message list.
  4. Select the folder where the recovered messages should be placed.
  5. Click Recover. The messages should now be restored to the desired folder.

Using the Calendar

For Internet Explorer:

  • Click on the Calendar button.PNGCalendar icon to open your Calendar.
  • To create a new calendar entry do one of the following:
    • Double-click a blank area in the time grid.
    • Click New while viewing your calendar.
    • Click the drop-down arrow next to New and select Appointment or Meeting Request from the drop-down list.
  • Use the Today, Day, Work Week, Week, and Month buttons to change the calendar display.
  • Select a calendar entry and then click Webmail X Delete icon.PNG to delete the entry.

For Firefox, Safari, and other browsers:

  • Click the Calendar button.PNGCalendar icon to open your Calendar.
  • To create a new calendar entry click on New Appointment or New Meeting Request
  • Unfortunately, in the Webmail "Light" version of the calendar, you can only view one day at a time. By default, the current day’s calendar entries are displayed. Use the mini-calendar on the left to select different days.
  • Click on the title of a calendar entry and then click the Webmail X Delete icon.PNG to delete the entry.

Using Your Contacts List

For Internet Explorer:

  • Click on the Contacts Toggle button to toggle between single-line and multiple-line displays of your Contact entries.
  • Click the All, People, or Distribution Lists radio button to narrow the category of items to view.

To create a new contact listing do one of the following:

  • Click New while viewing your Contacts list.
  • Click the drop-down arrow next to New and select Contact from the drop-down list.
  • To modify a contact select it then click Edit.

See below for directions on creating and editing distribution lists (Internet Explorer only).

For Firefox, Safari, and other browsers:

  • The Contacts button.PNG button opens your Contacts folder.
  • To create a new contact listing, go into the Contacts folder and then click New Contact.
  • To modify a contact, open it (by double-clicking it) and then click Edit.
  • Click on the title of a contact and then click Webmail X Delete icon.PNG to delete the entry.


Managing Distribution Lists in Webmail

You must be logged into the account that owns a distribution list (your personal account, a departmental account, or organizational account) to manage the list using WebMail. Personal distribution lists are stored in the Contacts file.

You can only manage distribution lists using Webmail in Internet Explorer (on a PC). In Safari or Firefox these steps will not work.

Creating a New Distribution List

  1. Log into Webmail using the username / password which will own the distribution list.
  2. Click New and then select Distribution List from the drop-down list. The Untitled Distribution List page opens.
  3. In the List Name field type a name for the distribution list.
  4. Click Members.... The Address Book page opens.
  5. In the left pane, select the address book desired.
    • Click Global Address List to use the Middlebury College address book.
    • Click Contacts button.PNG to use your personal Contacts list.
  6. In the search field to the right type part of the name of the person to add to the list and then click on the magnifying glass.
  7. Add the entry desired to the distribution list using one of the following methods:
    • Double-click the correct entry.
    • Select the correct entry and then click Members ->.
      The entry is added to the Member selections list.
  8. Repeat steps 5, 6, and 7 for each member to be added (switching from Global Address List to Contacts as necessary).
  9. When the list is complete click OK . The addresses will appear in the Members field.
  10. Click Add to List. The added members appear in the larger field below.
    Webmail List Manager Dialogue.PNG
  11. Click Save and Close to complete the list and save it to the Contacts list.

Editing a Distribution List

  1. Log into the account that owns the distribution list.
  2. Click Contacts in the pane on the left. The pane changes from Mail to Contacts.
  3. Click the Distribution Lists radio button to see only the distribution lists in your Contacts file.
  4. Double-click the distribution list you want to edit to open it.
  5. To delete a distribution list member do the following:
    1. Select the member from the list.
    2. Click Remove from List.
  6. To add a distribution list member do the following:
  1. Click Members. The Address Book page opens.
  2. In the left pane, select the address book desired.
      • Click Global Address List to use the Middlebury College address book.
      • Click Contacts to use your personal Contacts list.
        1. In the search field to the right type part of the name of the person to add to the list and then click on the magnifying glass icon [[Image:]] (INSERT THIS).
        2. Add the entry desired to the distribution list using one of the following methods:
    • Double-click the correct entry.
    • Select the correct entry and then click Members ->.

The entry is added to the Member selections list.

        1. Repeat steps b, c and d above for each member you want to add.
        2. Click OK. The addresses will appear in the Members field.
        3. Click Add to List.
        4. Click Save and Close to complete the list and save it to the Contacts list.

Deleting a Distribution List

  1. While logged into the account that owns the distribution list, click Contacts in the pane on the left. The pane changes from Mail to Contacts.
  2. Click the Distribution Lists radio button to see only the distribution lists in your Contacts file.
  3. Select the distribution list you want to delete and then click the X.