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Outlook Web App (OWA) 2010 Essential Training
Illustration by Richard Downs

Downloading attachments


From:

Outlook Web App (OWA) 2010 Essential Training

with Gini Courter

Video: Downloading attachments

Judith has sent me a message that includes an attachment. And I know this because when I look here in the Information Viewer, I actually see this paper clip, and that's a dead giveaway that there's an attachment someplace in this chain. I'm going to expand the conversation and I can actually see that it's this message right here at the top. So how do I deal with attachments in messages? Well, there are two possible ways I can work with this. Remember that this file is actually stored in Exchange Server. It's not here on my local machine.
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  1. 3m 24s
    1. Welcome
      1m 2s
    2. What OWA is and isn't
      2m 22s
  2. 15m 23s
    1. Logging in to OWA
      3m 21s
    2. Exploring the OWA interface
      5m 16s
    3. Exploring the light client interface
      4m 15s
    4. Comparing OWA light to the standard OWA interface
      2m 31s
  3. 15m 11s
    1. Composing a message
      5m 1s
    2. Checking spelling and setting message options
      5m 11s
    3. Attaching a file
      3m 8s
    4. Sending a message
      1m 51s
  4. 30m 45s
    1. Viewing messages
      6m 54s
    2. Printing messages
      4m 0s
    3. Downloading attachments
      5m 1s
    4. Replying and forwarding
      7m 43s
    5. Deleting and managing deleted items
      4m 0s
    6. Ignoring a conversation
      3m 7s
  5. 11m 54s
    1. Understanding tags
      3m 1s
    2. Creating and applying categories
      3m 52s
    3. Flagging items
      5m 1s
  6. 24m 59s
    1. Checking your mailbox size
      4m 5s
    2. Creating an inbox folder
      2m 29s
    3. Selecting and moving messages
      3m 31s
    4. Adding folders to favorites
      4m 28s
    5. Applying a filter
      5m 24s
    6. Searching for messages
      5m 2s
  7. 20m 17s
    1. Creating an email signature
      3m 59s
    2. Setting automatic replies
      8m 23s
    3. Changing your password
      2m 4s
    4. Creating inbox rules
      4m 50s
    5. Understanding notes
      1m 1s
  8. 21m 11s
    1. Viewing and printing calendars
      7m 4s
    2. Creating an appointment
      6m 4s
    3. Modifying and cancelling an appointment
      1m 57s
    4. Working with repeating appointments
      6m 6s
  9. 23m 24s
    1. Creating a meeting
      3m 22s
    2. Responding to a meeting invitation
      6m 0s
    3. Viewing responses
      2m 23s
    4. Updating a meeting
      8m 0s
    5. Creating repeating meetings
      3m 39s
  10. 8m 29s
    1. Sharing a calendar
      3m 19s
    2. Opening calendars belonging to others
      2m 25s
    3. Changing calendar sharing permissions
      2m 45s
  11. 17m 3s
    1. Creating a contact
      4m 16s
    2. Creating a group
      3m 24s
    3. Searching for a person
      3m 17s
    4. Importing or forwarding a contact or group
      4m 28s
    5. Creating a contact from an email
      1m 38s
  12. 14m 2s
    1. Creating a task
      4m 15s
    2. Viewing tasks and flagged items
      4m 2s
    3. Updating a task
      2m 41s
    4. Using repeating tasks
      3m 4s
  13. 1m 36s
    1. Next steps
      1m 36s

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Outlook Web App (OWA) 2010 Essential Training
3h 27m Beginner Apr 09, 2013

Viewers: in countries Watching now:

Learn how to access your Microsoft Exchange account online using Outlook Web App (OWA). In this course, author Gini Courter takes you on a tour of OWA, and shows how to send, receive, and manage your email on the web. Learn the ins and outs of tagging and organizing your email and discover how to create appointments, request meetings, and view multiple calendars. Plus, find out how to add, group, and search for contacts and use the task feature to manage your to-do list effectively.

Topics include:
  • Logging in to OWA
  • Composing a message
  • Attaching files
  • Replying and forwarding
  • Flagging items
  • Creating an email signature
  • Creating appointments and repeating appointments
  • Sharing a calendar
  • Creating tasks
Subjects:
Business Productivity Email
Software:
Office Outlook
Author:
Gini Courter

Downloading attachments

Judith has sent me a message that includes an attachment. And I know this because when I look here in the Information Viewer, I actually see this paper clip, and that's a dead giveaway that there's an attachment someplace in this chain. I'm going to expand the conversation and I can actually see that it's this message right here at the top. So how do I deal with attachments in messages? Well, there are two possible ways I can work with this. Remember that this file is actually stored in Exchange Server. It's not here on my local machine.

And so, one of the things I can do is I can say, hey! I'd actually like to just see this, what's in this? Either here in the Reading pane, where it says Open as webpage and there's a link, or when I open the message itself, Open as webpage, either of these are going to preview this file for me in a browser if that's possible. Now there are some file types that there aren't viewers for. And there are some complex types of files like an Access database that it's not even clear what we would want to see in that database.

But for things like PDFs and Word documents, and Excel spreadsheets and lots of other file types, all I have to do is click Open as webpage, a browser window opens, and I can see this attachment. If all I need to do is view this and print it, this is all I need. So imagine that you were sitting in the business center at a hotel, or you're sitting in a guest computer at a client site, you don't necessarily want to have your organization's artifacts left on those computers.

So this functionality makes it easy for you not to have that happen because you can just say I want to print this, and print from here. If you want to download the document though, then you can either click this link here, or, you can click that same file link right here in the Reading pane. Both of these that have the actual file name and the extension the file size are not previews. They are going to ask you what you want to do with the document. So my choices are, notice that we have an information bar at the bottom, What do you want to do with this? One possibility is to open it.

It's not going to be that different than what we just saw. Another possibility is that we want to save this in one of the three ways. Just save it, and the default place that will go to is the Downloads folder on this computer. If I'm on a public computer, I don't want it there. I actually don't want to go search for where they set their Downloads folder for. It would be nice if I could find it easily, but it's not guaranteed. And then if I can't find it, I've left a vital piece of company information on their computer. So I will usually choose Save As. And then, I can say, well, you know where I want to put this actually is I want to put this on my USB drive for example, or I want to put it on the desktop.

Then I'll take it, do what I need to do with it, and it's easy for me to find to delete it. Another possibility is I want to do save and open. Now save and open is this Save. It's the save that says I'm going to put this someplace, and open it. So it says, if you click the Save button and then immediately click the Open button, it is not going to prompt you. If you want to be asked where to put this document, your only choice here is to click the dropdown arrow and choose Save As. Or to open a document directly and then to use Adobe Reader, Adobe Acrobat Pro, Microsoft Word, Excel, PowerPoint whatever application a document opens in, use its save utility to determine where you're going to save the document.

But at this point now, this document is here. It's been downloaded to this machine, Acrobat Pro has been launched, and it's showing me this document. If I'm on a public computer, before I leave, if this was an important document that I don't want people to see, I need to find it and delete it before I go away. So this is how we print attachments. This is how we view attachments. One more cool tool here in OWA by the way. Because I'm in Conversation View, when I click on 'Missing paperwork' or this first message here, I'm actually seeing all the messages.

So let's imagine you're getting ready for a meeting about a particular client and you have lots and lots of information coming into this meeting. A couple of people have sent you some budgets, some other people have sent some other information; all of them are simply replying and saying, hey! So you put out the call, items for meeting, and all these things come flying in with attachments. Now you're looking in Conversation View, and you're scrolling, say, okay what has attachments, what doesn't have attachments and you're trying to find all the attachments. This button will actually float to the top all of the items with attachments.

So it's really pretty slick that you can easily find the attachment status. And if the messages are closed, it's really easy for you to see here who has attachments and who doesn't. Also, remember that you can go out to the Information Viewer and find that same information. Here's a conversation that has an attachment. And when the conversation is opened, the Attachment icon appears next to the message that actually has an attachment.

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