This document provides an overview and introduction to switching the school's email system from GroupWise to Outlook Web Access over the summer. It outlines the key topics covered which include the reasons for switching, timeline, and three important things to do once switched over. Instructions are then provided on how to log in to the new system, change passwords, add a signature, and enter contact information. The email interface and functions like viewing, deleting, replying and creating new messages are also explained.

1. Presented by Jill Polglaze This Month’s Topic: Outlook Web Access Today’s session is an introduction to the new email system we will switch over to this summer.

2. Topics for today BASICS Why are we switching email systems? When are we switching? 3 things to do once we switchover Viewing email window Deleting email Replying to an email Creating a new email Address Book

3. Why are we switching? Infrastructure update - switching to servers that GroupWise will not run on anymore Added features and functionality include ability to sync with phones & central calendaring for scheduling rooms

4. When will the switch happen? Sometime around mid-July When go to old email address it will point you to new one automatically No access to GroupWise after the switch

5. Three things to do in new email Change your password Add a signature Enter your phone # and make sure your information is correct (building, grade level etc.)

6. Logging in Go to web address on card Enter your username (firstname.lastname) Enter your password Click Sign In Note – these are case sensitive

7. Logging in Public vs. Private computer Private Using your own laptop or home computer Times out after about 120 minutes Public Using a shared computer or public computer Times out after about 20 minutes

8. 1. Change your Password Click on Settings on left sidebar Click on Password

9. 1. Change your Password New password – 8 characters minimum, no periods or slashes Must have at least 1 number, 1 capital letter and 1 symbol

10. Creating a Root Password lemon (this is your root) Lemon (Change so it has a capital letter) Lemon2 (add any number you will remember) Lemon2! (add in a symbol you will remember) Lemon2!owa (add letter or letters to denote what program you are using this for. Owa stands for Outlook Web Access) * This is a suggestion only if you need/want help with creating passwords – use things you will remember

11. 2. Add a signature Click on Settings on the left Click on Mail icon Enter your signature in box Signature should include name, grade level or subject you teach, and home school Note check box below that will automatically add signature Click SAVE on bottom right of screen

12. 3. Enter your phone number Click on Options Click on Account on the left Click on

13. 3. Enter your phone number Verify information Under OFFICE list your home school Under WORK PHONE, list the direct line to your room, not the main office number. Click SAVE

14. Viewing email window with Reading Pane on

15. Actions in the reading pane Click on the word Actions in the top right Use the dropdown menu to manipulate the email * In the other view this is a menu bar along the top

16. Viewing email window with Reading Pane off Double-click on the envelope in front of the email to open the email in a separate window. Envelopes with a triangle are all messages associated with that subject (multiple replies) Double click to open the envelope, below you will see a list of emails.

17. Changing the View Click on View To turn off the reading pane click select the button in front of Off To have the reading pane on select the button in front of Right

18. Deleting email Highlight email (grayish bar across it) and click on black x on menu bar OR Use delete key on keyboard

19. Replying to an email In Reading Pane view the email is listed on the side Reply to the email Reply to all Forward the email

20. Replying to an email With the Reading Pane off you view the email in a separate window Use the buttons along the top to Reply, Reply to All and Forward email

21. Creating a new email Click on NEW Fill in address, message and click Send

22. Addresses – auto fill Note – names will not auto fill until you have sent a message to the person You can enter either first or last name Address book is available to find people

23. Address Book Click on the in in the email to open address book You can also click on the address book on the right hand side of the screen

24. Address Book Double click on a name from the address list to add it to your email It shows on bottom in the TO line (only if you have started a new email message) Click OK on the bottom right once you have addresses in

25. Coming in Fall . . . Calendars Folders Attachments And more