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  W E B S E R V I C E S    C E N T E R – Instructions

hosted by the City of Fort Lauderdale

Microsoft Outlook Web Access (OWA) is a web-based "scaled down" version of the Outlook program normally used on a desktop PC.  It has many of the features that the Outlook desktop program already provides.  Such features are drag and drop capabilities, Out-of-Office Assistant, pop-up Reminders, Deleted Item Recovery, as well as routine messaging functions. You will not have access to all of Outlook's desktop version features such as special shortcuts, Call Pilot messages, Rules Wizard, folder permissions, Personal Folders, etc.  OWA's purpose and design is to provide Internet access to your Inbox, Calendar, Contacts, and sub-folders (including Public Folders).

Internet Explorer 5.01 and higher are the only web browser versions that allow OWA to function to its full potential and are the only web browsers supported by the City.  Internet Explorer 6.0 Service Pack 1 is the latest version published by Microsoft.  The City will not support the installation of or problems associated with Internet Explorer on your home PC unless they are directly related to OWA. 

OWA Interface

Shortcuts bar
Folders bar
Menu bar

OWA Functions

Inbox

Sending E-mails
Adding Attachments
Checking for New E-mails
Reading E-mails with Attachments
Deleting E-mails
Address Book

Calendar
Contact
Options

Change Password
Recovering Deleted Items

Log Off  (Please Read!)


OWA Interface

Shortcuts Bar

The default bar displayed in the left pane at first logon is the Shortcuts bar.  This area contains shortcuts to the main Outlook folders:  Inbox, Contacts, Calendar, in addition to the Options and Log Off icons.

Folders Bar

The Folders bar will display all of the folders in your mailbox, including Public Folders.  You will not have access to any Personal Folders that you may have previously mapped with your Outlook desktop program.   It is not possible to add or view permissions to any folders in your mailbox or public folders.  To access the Folders bar, click on the Folders button at the top of the left pane.

Menu Bar

The menu bar at the top area (underneath the Internet Explorer address bar) contains many of the same everyday functions that you use in the Outlook desktop program.  Move your mouse over each one to discover its function.


OWA Functions

Inbox

The Inbox window will only display 25 e-mails at a time.  To scroll through your messages, click the arrows in the Menu bar or type a number in the box next to the arrows.  It is still possible to sort your e-mails by From, Subject, Received, and Size by clicking the gray header for each one of these fields.  If sorted by an alphabetic field such as From, click on any message and then type the first few letters of the name you are looking for to move directly to that name.

If you prefer to use the Preview Pane, click on the icon located to the left of the Address Book icon in the Menu bar.  You will have to turn on this feature every time you connect from a new location.

E-mails that have been read will not change the message icon to an opened envelope.  The only change that will occur is the message color changing from boldface to normal.

 

Sending E-mails

Sending an e-mail is done in the same manner as in the Outlook desktop program.  Type in all, or part, of the recipient name(s) in the To: field and click the icon.  OWA will check the Global Address List and your personal Contacts to resolve the name(s) when using the Check Names button.

The difference for name resolution between the Outlook desktop program and OWA is noticed when clicking on the To: button.  A list of names from the Global Address List and your Contacts will not be available to scroll through.  Type in part of the recipient name in the respective field and click the Find button to see a list of names.  OWA will only look in the Global Address List for names when using the Find button.  Once you have found the name you are looking for, click the To:, Cc:, or Bc: button at the bottom of the window to add the name to the e-mail.

Adding Attachments

To add an attachment to an e-mail, click the Attachments button.  Click the Browse button to find the file name located on your local PC hard drive that you wish to attach.  Connecting to OWA will not give you access to your work PC drive letters, i.e.  M, S, & T drives. Once you have selected the file and clicked Open, you must click the Attach button in the Attachments window.  Depending on the size of the file and the speed of your Internet connection, it could take anywhere from a few seconds to an uncertain amount of time before you regain access to OWA again.  You will know the upload of your attachment is ready when the file name is displayed under the Current file attachments section in the Attachment window.  Click close to go back to the e-mail you are sending.  It is possible to send more than one attachment, providing the accumulative file size doesn't exceed your limit.  If you wish to remove the attachment before sending, select the file name from within the Current file attachments section and click the Remove button.

Checking for new E-mails

You will be notified of any new incoming messages by a small pop-up window located over the system clock in the bottom right corner of your monitor screen.  This pop-up will disappear after a few seconds.  A small envelope will also be visible at the bottom of the OWA left pane when a new message has arrived.  Click on the pop-up or small envelope to view new messages.  Alternatively, you may click on the Send/Receive button on the menu bar, or click the Refresh button in your web browser.  You will only receive notifications of newly arriving e-mails that are destined for your Inbox folder.  If you have created a server-side rule that moves messages to a folder other than the Inbox, you will not be notified of its arrival.

Reading E-mails with Attachments

To open an attachment , click on the link located under the Attachments area in the upper portion of the message.  Some attachment file types such as a .HTML produce an error message stating "This attachment must be saved to disk. Right-click the link and save from the menu."


The attachment types that cannot be opened directly in the same window, such as an .HTML file, must be opened in a new window or saved directly to your local hard drive.

  • First try opening the file in a new window:  Right-click on the attachment name and click Open in New Window.
  • If you are unable to open the file in a new window, save it to your local hard drive:  Right-click on the attachment name and click Save Target As from the menu.   Save the file to your local hard drive, find the saved file, and open it from the saved location.

Deleting E-mails

To delete an e-mail, select an individual message, or a group of messages, and click the on the Menu bar.  It will take a moment or two for the delete request to be sent.  Deleted messages will be moved to your Deleted Items folder.

 

  Address Book

The OWA Address Book does not provide the ability to scroll through a list of names from the Global Address Book in the same manner as the Outlook desktop program does.  Type in part of the recipient's name in the respective field and click the Find button to see a list of names.  OWA will only check names from the Global Address Book and not from your Contacts folder. 

Calendar

Creating an appointment is done in the same manner as the Outlook desktop program. 

The default view for the Calendar folder is the Today view and cannot be permanently changed.  Select alternate views from the Menu bar.  If you wish to view a month other than the current one, scroll through the respective months from the small monthly Calendar in the upper right.  OWA will not automatically display the new month which you have switched.  To view this new month, click one of the dates on the small calendar.

 Contacts

Creating a new Contact is done in the same manner as the Outlook desktop program.  To scroll to an existing Contact, select any Contact with your mouse and type the first few letters of the name which you are searching.  You may also use the arrows in the Menu bar.

Options

The Options interface will allow access to turn on/off the Out of Office Assistant, set special settings, change your domain password, and Recover Deleted Items.  After making a change in the Options interface, you must click on the Save and Close button at the top.

Change Password

It is possible to change your domain password from within OWA.  Type in your domain name, username, old password and new password.  Click OK when all information has been supplied.

If your domain password is due to expire, a notice will be displayed just below the menu bar.

Recovering Deleted Items

If you have emptied your Deleted Items folder, it is possible to restore some, or all, of the messages in the Deleted Items dumpster.  E-mails can be recovered as far back as 30 days from the day they were emptied from the Deleted Items folder.  Select which e-mails you wish to restore and then click the Recover button.  (This feature is also available on the Outlook desktop program by selecting the Deleted Items folder and then selecting Recover Deleted Items from the Tools menu.)

 Log Off

It is HIGHLY recommended that you close OWA and the Web Services Center by clicking Log Off. You will need to log off of both separately (i.e. you must log off two times).  Log Off can be found on the Shortcuts bar for OWA and at the navigation area (left column) of the WebServices Center.

When you are finished with your session on the IT WebServices Center, it is very important to close ALL web browser windows that were opened with your access to this site.   We have added additional security to prohibit unauthorized access, but failure to close ALL session windows could potentially result in someone else gaining access with your account.  Please use extra caution when connecting from a Public location.

 

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