Information about Email & Calendar Accounts
| Requirements | Establish a Connection
Using Help | Logging On | Logging Out | The Outlook Web Access Interface | Moving Through Your Email | The Email Message Screen | Creating and Sending a New Message | Addressing Your Messages | Attaching Documents | Managing Folders | Calendar | Contacts | Create an Email Signature | Change Password
Faculty, staff and students with a UW-Green Bay email account will be able to access their email and calendar while away from campus through Outlook Web Access (OWA). All that is required is an Internet connection and a web browser such as Internet Explorer. We recommend that you use Internet Explorer for Windows (v5.5 or later) rather than Netscape or another browser, since OWA was written to make use of the particular technologies built into IE. At this time, no web browser on the Macintosh (including Internet Explorer) provides the full range of features.
The essentials of what you do in the Outlook on campus can also be done through Outlook Web Access, including sending and receiving messages with attachments, locating email addresses in the campus Global Address book or your Contacts, accessing your Calendar, and viewing Public Folders. Email accessed from a remote location will still be available to you when you use Outlook on a UW-Green Bay workstation.
Microsoft Outlook Web Access works by generating Web pages that mimic the Outlook application. As with any work done on the Web, the speed at which your pages form is influenced by factors such as the speed of your Internet connection.
Generally you are also given an email account with your Internet Service Provider as part of the package. These email accounts are separate and distinct from your UW-Green Bay email account. You won’t be accessing your UW-Green Bay account through the application you use to access your ISP email; instead, you’ll be accessing UW-Green Bay email directly from your Web browser.
Any of the popular Web browsers, such as Internet Explorer or Netscape, will work for remote access on both Windows PCs and Macs. (However, the OWA Premium interface is only available with Internet Explorer for Windows.) Modem speeds are a personal issue, but be aware that attachments will move slowly through an older modem (28.8 or slower). A cable modem or DSL connection will provide faster access. You may notice a delayed response in OWA for some operations; especially for operations like loading Public Calendars. Please wait a short time before concluding that things are not working.
After you have established an Internet connection, launch Internet Explorer or other browser application and go to the University of Wisconsin – Green Bay Outlook Web Access logon page: http://www.uwgb.edu/webmail.htm. The Outlook Web Access link can also be found on tabs along the top of the Current Students or Faculty and Staff pages.
The OWA logon dialog box appears as below. Select your security setting: "Public" if OWA is on a shared computer or "Private" if this is your office or home computer. Enter your campus network/email username (e.g., jacksl21), and password. Click on the Log On button to open Outlook. *Notice that you can also reset your password from this logon screen.
Your Web browser generates a Web page that mimics the desktop appearance of Outlook. The top few lines, including the title bar, pull-down menus, button bar, and address line, are all part of your browser application. The panels below the address line (as shown below) form your Outlook Web Access area. Only toolbar icons and commands in this lower area can be used to control your email and Calendar operations.
The OWA interface is initially composed of three areas: the Navigation Pane on the left, a listing of email messages in your Inbox in the center, and Reading Pane displaying the contents of the currently selected message on the right.
The initial default settings in OWA can be modified to a "look" that more closely matches the previous version of Outlook Web Access. Here's an example of the initial appearance of Outlook.
We recommend the following changes to your initial Outlook Web Access display settings:
A darker gray bar appearing above the OWA panels shows you the name of the current folder, the sequential number of the items appearing in the current window, and arrow buttons to allow you to move up or down through the message pages for the current folder.
The toolbar above the message listing contains icons representing the commands used to manage your email messages. Different toolbars will appear within your Calendar, Contacts, Tasks, etc. If you hold your mouse briefly over any toolbar button, a popup tag will appear to identify the command that it represents.
The Navigation Pane in the left panel is made up of two areas:
icon next to a folder indicates that the folder contains other folders (subfolders).
To view the subfolders, click the plus sign. To hide the subfolders, click
the minus sign.A horizontal splitter bar 
located
between the folder list and the buttons allows you to collapse the buttons into
a button tray: 
Click once on the splitter bar to collapse the buttons into icons; click again
to expand to buttons again.
The list of email messages in the current folder appears in the window on the right. You can move through your message list using the up and down arrow keys, or the Page Up and Page Down keys. You can also quickly delete messages by selecting them and hitting the Delete key. Double-clicking a message, or highlighting it and hitting Enter, will open it in a new web page window.
You can double-click any message in your listing to open it in a new browser window. The graphic below shows an open email message window:
The toolbar icons at the top of the message window allow you to perform the following operations: Reply to the sender of the message, Reply to All recipients of the current message, Forward the message to others, Print the message, Create Rule to filter like message in the future, Move the message to another folder, Delete the message, view the Previous message, or view the Next message. When you are finished reading the message, simply close the message window by clicking the X in the upper right corner.
If the email message you are reading contains an attachment, it will appear as a link below the subject of the email. Click once on the attachment to open it in a File Download window. Choose whether to immediately Open the document or Save it to a specified location.
If you save this file or program to disk, you can open or run it later. This allows you to take the following precautions before you access the file:
Within the Inbox, click the New button on the toolbar to create a new email message. The new message form will appear in a separate browser window.
To address your email message, you can type email addresses directly into the To:, Cc: (Carbon copy), or Bcc: (Blind carbon copy) text boxes. Remember that multiple addresses must be separated by a semicolon. If you are sending your message to someone on campus, you can click the corresponding To:, Cc: or Bcc: buttons to bring up the Find Names dialog box.
The Find Names dialog box allows you to locate email addresses in the campus Global Address Book or your Personal Contacts. Be sure to select the correct list in the Find names in: area to have Outlook search one or the other. Enter any known information, (e.g., part of the display name, last name, or first name) and click on the Find button. At the bottom of the window, you’ll see a list of addresses that match the criteria entered.
From the list presented, click on the individual or distribution list that you want and click the To, Cc, or Bcc buttons to add them as recipients. You can continue to enter new search criteria and add addresses as needed. Click the Close button when you are finished.
Click the Attachments button below the Subject line if you wish to attach files to your message. To choose a file to attach, click Browse and locate the file on a local or network drive. Double-click the file to bring it into the “Choose a file to attach” text box. Next click the Attach button so that the file is listed under Current File Attachments. You can continue to attach additional files if you wish. If you change your mind about attaching a file, click the check box to the left of the file and click the Remove button. Click the Close button when you’re finished to return to the mail message window.
SENDING THE MESSAGE
Enter a Subject for your message and the main text of the message. You can use a variety of formatting options from the Formatting toolbar above the main message area. Click Send when you're ready to send your message.
You can create and delete personal folders in Outlook Web Access to better organize your messages in a hierarchical system just as you do in the Outlook application. All of your private folders should be created under the Inbox.
To perform an operation on a folder, make sure the Folder list is displayed in the Navigation Pane. If you right-click on a folder, you can choose to Update the Folder, Open the folder and display its messages in the panel on the right, Open the folder in a New browser window, Move or Copy the folder to a new location in the folder hierarchy, Delete the folder, Rename the folder, or create a New Folder. If you delete a folder, all of the messages within the folder are also deleted.
To create a new folder, right-click on the Inbox (or another
folder beneath the Inbox) and select the New Folder command.
Type the name of the new folder in the text box at the top of the Create
New Folder dialog box. Click OK to complete the operation.
You can move messages and folders by dragging them over the folder in the left panel where you wish them to reside. To copy rather than move, hold the CTRL key down while you drag.
The Outlook Web Access Calendar allows you to create and track appointments like you do in the Outlook application. You can organize and schedule meetings with classmates, co-workers, etc., as well as update or modify the information (time, location, attendees) as required. When you use Calendar to keep track of your meetings and appointments, others can check your availability for their own scheduling purposes.
The Calendar in Outlook Web Access looks very similar to the Calendar in the Outlook application, except that the Task List cannot be seen in OWA.
Your Contacts folder is your private e-mail Address Book and information storage utility for the people and businesses with whom you regularly communicate. You can store email addresses, street addresses, phone numbers, and other pertinent information in your Contacts.
CREATE A NEW CONTACT
From the Contacts toolbar, select New to create a new contact.
SEND A MESSAGE TO A CONTACT
To address a message to an individual or a distribution list in your Contacts, go to your Contacts (select it from the Navigation Pane in the left panel), open the specific Contact by double-clicking it. Next click the Send Mail to Contact icon on the toolbar.
You can log out of your email account by clicking the Log Off icon located at the far right of your current toolbar, or by closing your Web browser.
To
get help on the area of Outlook that you're working in, click the
Help button on the toolbar. For information about other Outlook
Web Access features or for instructions on how to do something specific, browse
the Table of Contents in the Help window.
Table of Contents:
NOTE: Signatures within Outlook Web Access are separate from the Office Outlook 2003 application.
To create a custom email signature for use in OWA, select OPTIONS from the Navigation Pane, scroll down to the Messaging Options section and click Edit Signature. In the Signature dialog box, type and format the signature you want to use. Then click Save and Close. To append the signature to each message you send, select the Automatically include my signature on outgoing messages check box.
IMPORTANT: Remember that your Outlook Web Access password is the same password used for logging on to the UW - Green Bay network, the Student Information System, and any of your D2L courses.
Change your campus network/email password by accessing the link to "Student Password Reset". This link is found on the opening windows to Outlook Web Access and also on the main page of the Student Information System.
