polyu connect email user manual · when composing email, you could adding attachments by . a....

PolyU Email Service

Outlook Web App (OWA)

User Guide

Version 1.0

Last Update: 13 October 2015

PolyU Email Service: www.polyu.edu.hk/email

ITS HelpCentre Support: www.polyu.edu.hk/HOTS

ITS HelpCentre Support Hotline: 2766 5900

http://www.polyu.edu.hk/email

http://www.polyu.edu.hk/HOTS

PolyU Email Service – Outlook Web App (OWA) User Guide V1.0 1/22

Table of Contents

A. PolyU Email Service ................................................................................................... 2

To Login ....................................................................................................................................... 3

To Logout .................................................................................................................................... 4

B. Email Messaging ........................................................................................................ 5

To Compose and Send Email ....................................................................................................... 5

To Add Attachment ..................................................................................................................... 6

To Reply, Reply All and Forward ................................................................................................. 7

C. Viewing and Searching Messages ............................................................................... 8

To Sort and Group by Conversation ............................................................................................ 8

Searching ..................................................................................................................................... 8

D. Managing your Mailbox ............................................................................................. 9

Forwarding Email ........................................................................................................................ 9

Automatic Replies ..................................................................................................................... 10

Email Signature ......................................................................................................................... 11

E. Handling with Calendar ............................................................................................ 12

To Make New Event .................................................................................................................. 12

Scheduling Assistant ................................................................................................................. 15

To Share Calendar ..................................................................................................................... 16

F. Other Settings .......................................................................................................... 18

To Change Language, Date Format, Time Format and Time Zone ........................................... 18

To Reply Reading Receipt .......................................................................................................... 19

To Change Reading Pane Position ............................................................................................. 20

To Change Theme ..................................................................................................................... 21

To Remote Wipe your Mobile Device ....................................................................................... 22

* The following illustrations are based on Internet Explorer 10 and Windows 8.


A. PolyU Email Service

With PolyU Connect/staff email, you can email via Web or your mobile device. As a PolyU Connect user/staff, you can use this free email service to communicate with your classmates/colleagues. This email includes the popular Office features online and allows you to better prepare coursework, collaborate with fellow instructors, and share curriculum and calendars. The highlighted features include,

Access to your email via the Web browsers - Internet Explorer 8, Chrome, Safari and Firefox. Support for Outlook client 2007 / 2010 / 2013 Access to your own address book or one that you create, as well the ability to create new

distribution lists Viewing the real-time availability of your contacts and make chatting with them online Calendar sharing and contact availability views for scheduling meetings Access to your email from your mobile device when you’re not online using a computer

Email and Calendars Outlook/Exchange Online

Cloud-based email and calendars powered by Microsoft Exchange Online.

• 50 GB storage per user • 25 MB per mail

Web Conferencing Skype for Business

Online meetings with audio and video, desktop sharing and virtual whiteboard.

• Excellent for distance learning; and • Borderless connection/chatting with peers

Office Web Apps Create and edit MS Word, Excel, PowerPoint and OneNote documents using the favorite web browser.

Cloud Based Online Storage OneDrive for Business

Store and share files and documents with classmates/peers over the cloud based online storage, OneDrive for Business. This can be synchronized with your hard-drives.

• 1 TB online storage

Team Site SharePoint Online

Create and manage custom team-focused and project-focused sites for collaboration easily.

MS Office(1) Office 365 ProPlus

Install the latest Office version of the following apps: • Word, Excel, PowerPoint, Outlook, Skype for Business,

OneNote, Access, Publisher, InfoPath on 5 PCs or Macs, 5 tablets (Windows, iPad and Android) and 5 phones.

Social Network(2) Yammer Enterprise

It’s a PolyU-wide Facebook like social networking tool that helps to connect to right people, share information across teams and organize around projects.

Note: (1) Office 365 ProPlus Software provides for CURRENT STUDENTS/STAFF ONLY. Once you are no longer a CURRENT STUDENT/STAFF, this feature will be disabled after 5 calendar days. (2) Yammer Enterprise provides for CURRENT STAFF ONLY.

http://www.polyu.edu.hk/its/emc/email/what-is

http://www.microsoft.com/en-us/office365/web-conferencing-IM.aspx

http://www.microsoft.com/en-us/office365/web-conferencing-IM.aspx

http://www.polyu.edu.hk/its/emc/skype-for-business/what-is

http://www.microsoft.com/en-us/office365/file-sharing.aspx

http://www.microsoft.com/en-us/office365/file-sharing.aspx

http://www.polyu.edu.hk/its/emc/onedrive-for-business/what-is

http://office.microsoft.com/en-us/business/office-365-create-a-website-for-your-business-FX102997524.aspx

http://office.microsoft.com/en-us/business/office-365-create-a-website-for-your-business-FX102997524.aspx

http://www.polyu.edu.hk/its/emc/sharepoint-online/what-is

http://www.polyu.edu.hk/its/emc/office-proplus/what-is

http://www.polyu.edu.hk/its/emc/yammer/what-is


To Login

1. Go to www.polyu.edu.hk/email and login to your PolyU Connect/Staff Email.

For PolyU Connect users Current students ONLY

For PolyU Staff Current staff ONLY

i. Click the following icon

ii. Enter <NetID>@connect.polyu.hk (e.g. [email protected]) as the login account and password

iii. Click Sign in

i. Click the following icon

ii. Enter <NetID> (e.g. itconnie) without “@polyu.edu.hk” as the login account and NetPassword

iii. Click Sign in

2. Your mailbox will be shown then

http://www.polyu.edu.hk/email


To Logout

1. Click your profile picture on the top menu and then click Sign out


B. Email Messaging

To Compose and Send Email

1. After logging in (see To Login), your mailbox is shown. Click New to compose a new message.

2. Enter the following information

Field Names Type of Information To or Cc Email address of recipients Subject Subject of the Email message (Message) Email message content

3. Click Send to send

3

2


To Add Attachment

When composing email, you could adding attachments by a. Browsing a file and then insert b. Drag-and-Drop

a. Browsing a file and then insert 1. Click the paper clip Attach and select the location of the file for attaching.

2. You may select from your OneDrive for Business or click Computer to select from your

computer. Browse the file and click Open.

3. The file is attached. You may attach multiple files.

b. Drag-and-Drop 1. Drag a file from desktop or file explorer and drop it INSIDE the message content.

From desktop or file explorer


To Reply, Reply All and Forward

1. Select an email from Inbox and click it. The email content will be shown in the reading pane. Note: The reading pane may appear to the right, at the bottom of the emails, or be invisible. (see To Change Reading Pane Position)

2. Click REPLY, REPLY ALL or FORWARD, the email message which filled with corresponding email addresses in To and Cc, shown in the reading pane, will then be ready for composing. Note: when replying to an email, the corresponding previous email content will be appended under your new message; however no attachments will be included. Attachment can be included by clicking FORWARD.


C. Viewing and Searching Messages

To Sort and Group by Conversation

Click All to change your sorting and grouping preference.

Searching

Enter the word and click to search.


D. Managing your Mailbox

Forwarding Email

1. Click Settings at the top right corner and then Options

2. Click Shortcuts > Forward email to another account

3. Under Forwarding, click Start forwarding.

4. Enter the email you would like to forward under Forward my email to

5. Optionally, you may click Keep a copy of forward messages

6. Click Save


Automatic Replies

Your email account could reply an email automatically to sender when an email sent to you within a preset time period.

1. Click Settings >Automatic replies in the main page of your mailbox. The Automatic Replies section will be shown then.

2 Click this

Check this and select time period 3

Enter the message you would like to send to each sender inside your organization

4

6 Click this and the rule will be effective during the specific period.

If you want to send an auto reply to sender who outside your organization, select this. You can choose to send auto reply to sender who are in your contact list only (to avoid reply to SPAM or anonymous) or to all senders outside your organization.

5


Email Signature


2. Click Shortcuts > Add an email signature

3. Under Email signature, click Automatically include my signature on new message I compose or/and Automatically include my signature on messages forward or reply to.

4. Edit your signature

5. Click Save

3

4

5


E. Handling with Calendar

To Make New Event

An event can be an appointment, a meeting, or an all-day event. You could mark down your event with event name, location, attendees, date, time, duration, etc. Email will be automatically sent to the attendees and the event will be marked automatically in your recipients’ calendar if their email system supported.

1. Click Calendar view

2. Click New to add an appointment

The event interface will be shown.

Click Day / Work week / Week / Month to change your calendar view


Select this to set reminder about the event. This also reminds all recipients if they have reminders enabled on their calendars.

6

Type a message to accompany your event in the message text area.

8

Enter recipients’ email 3

Select date, time and duration 4

In the Show as list, select how your and your recipients’ schedule to appear for the duration of the meeting such as Busy and Free.

7

Click this, if your event occurs regularly. You could set your preference as shown below.

5

Enter event name and location 2

Click Send. The event is then sent to attendee(s), and added to your schedule.

9


Each person who receives your meeting request could accept, accept it tentatively or decline.

At Recipient’s Side

The email of the meeting request at recipient’s side is shown as follow. Recipient could choose from the option Accept, Tentative or Decline or Propose new time.

The event will then be added to the recipient’s calendar.


Scheduling Assistant

The availabilities of your friends could be checked by using Schedule Assistant when you organizing your event. Similar to making new event (see To Make New Event), click Calendar view > new event and set the detail of your event such as the start date and time, and duration before using Schedule Assistant.

Note: The availabilities of PolyU Connect users can be checked only when they are using PolyU Connect account while the availabilities of your colleagues can be checked when they are using PolyU staff email.

1. Click Scheduling assistant

2. Under Attendees, enter the name or email address of the people you want to send. If there is no suggestion, you may click Use this address: <email address> or click Search Directory to search. You may add more than one Attendees.

3. The availability of each attendees are displayed (depends on the user’s setting) on the date and time of your event. To change the date and time, you could click on the grid directly.

4. After verifying availability, click the OK at the left top corner to edit your event continuously (see To Make New Event).


To Share Calendar

You could share your calendar.

1. Click Calendar view

2. Select a calendar which you want to share, if there is more than one calendar.

3. Right click on the calendar and select Share calendar

4. Under Share with, enter the name or email address of the people you want to share your calendar. If there is no suggestion, you may click Use this address: <email address> or click Search Directory to search. You may add more than one recipients.

5. You could edit permission of each recipient. Please note the options for Inside organization and Outside organization are different.

6. Optionally, you could edit the Subject of the email you will be sent.

7. Click Send at the left top corner


At Recipient’s Side

1. The email of the sharing invitation at recipient’s side is shown as follow. Recipient could add the calendar by clicking Accept or may share his/her own calendar by clicking Share my calendar.

2. The calendar and its event is shown in different color.


F. Other Settings

To Change Language, Date Format, Time Format and Time Zone

There are more than 100 different regional languages to be chosen. While changing the settings, both time and date format will be changed accordingly.

1. Click Settings at the top right corner and then Options 2. Click General on the left panel and then Region and time zone

3. Select your Language, Date format, Time format and Current time zone 4. Click Save

Note: After you save your language preference, the interface language of Outlook will be changed too.


To Reply Reading Receipt

If you, a sender, want to check whether an email is read, you could send a read receipt request along with the email. There are some options for replying the reading request.

1. Click Settings at the top right corner and then Options 2. Click Mail on the left panel and then Read receipts

3. Under the read receipts group, you could decide how to response to the requests of reading receipts.

Ask me before sending a response (DEFAULT) A message will appear on the top of your message. You will be notified and optionally send back the receipts.

Always send a response You will always send the receipt to the email sender by opening the message. Notice that you will not be alerted and there is no receipts store inside the Sent items folder

Never send a response You will never send the receipt to the email sender no matter you opened the message or not. There will not be any messages showing the sender is requesting a read receipts.

4. Select your preference and then click Save


To Change Reading Pane Position


2. Click Shortcuts > Rearrange the reading pane

3. You may select your preference under Reading pane 4. Select OK at the left top corner


To Change Theme

1. Click Settings at the top right corner and then Change theme 2. Select a theme you prefer and select OK

For example, we could change the default theme to another one.


To Remote Wipe your Mobile Device

If your mobile device, i.e. mobile phone and tablet, is lost, you could wipe it to clean all user information. Note: Your mobile device should be synchronized with your PolyU Connect/staff email account. IMPORTANT: This procedure will CLEAR ALL DATA on the mobile device, including installed applications, photos, and personal information.

1. Click Settings at the top right corner and then Options 2. Click General on the left panel and then Mobile devices

3. Under Mobile devices, you could see the mobile devices list which are synchronizing with

your mailbox.

4. Click the device which you are going to wipe

5. Click to wipe

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