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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.
In previous versions of OWA, flags were about colors, they were a visual representation an item in the inbox waving its flag and saying, hey! I'm blue or I'm orange. In this version, flags are all about time. And they all have the same color, they're red or they're red or they're red or they're red. So when you flag an item you're saying, I intend to take action on this item today, or tomorrow, or this week, or next week. Now this week or next week means that the deadline will be the last workday of the week, which for many of us is set for Friday.
So if I choose this week it'll be this Friday, if I choose next week it will be next Friday. Here's I want to set this to be done at a specific time. So if for example I want to set this to be done on the 28th, I can simply go in and choose the 28th. If I open this item, or if I view it in the reading pane, I can see that its flagged for follow-up, I need to start it and finish it by Thursday, that's exactly what I meant. If I decide that I don't want to do anything with this anymore, a bad idea for a budget request but I could, I can clear the flag.
That means that I didn't intend to take any action and I didn't. But more likely, is I had this flag set for a particular day like the 28th and I actually did the work. So I send an email back that said, yep, you'll have the budget by 10th, I put time on my calendar for it. I'm done with this email and then, I can click it and mark it as complete and it is automatically marked as complete in my email message. Now note the date I said I was going to do this was the 28th, but it completed today.
So whenever I mark a task as complete, it will be completed as of the time I check it off. What else can I do in here? Well, I can set a reminder. Now I can't do this in OWA Light. OWA Light doesn't support reminders, but OWA does. So I can say, I want to set a date and a reminder and I'm going to get not just a date but a start date here. So I'm going to say I need to finish this, it's due by March 10th, but I want to under promise and over deliver. So I'm going to attempt to get this done by the 7th, but I want to start it today.
And I want a reminder to start it today at 4:30 in the afternoon. Give me a reminder so that I can start assembling the research for this, so I'm going to say OK; that was just a minute ago. Here is my reminder IT Budget, let's go ahead and click this and it will take me back to exactly that same message that I marked the reminder in. So this is how reminders work, you say remind me and you get a reminder. Now it's a little trickier than that, because if I wasn't working in OWA right now, if I was driving my car or elsewhere and I didn't have OWA or exchange connected to a mobile device, I wouldn't get that reminder until the next time I opened up OWA and I'd have a reminders window that would point out to me that I actually had missed one of my obligations.
When the reminder comes up I can just go ahead and say, I'm done with that thank you and dismiss that reminder. I can also reset the reminder. I can mark an item as complete as we already saw; I can clear this flag to say, sorry didn't mean to flag it. And then, I finally have the choice to say, if I just go in here to an item, any item, and I just click this flag, what does that mean? In Outlook as opposed to OWA that's called a quick click, here its just a default flag that says, if I click on something I mean to set a flag for example for tomorrow.
That's how mine is set, because when I have emails coming in later in the day, that's often when I want to say tomorrow I've already planned my work for today unless something is really, really urgent and important I'm not going to change today's plans in order to accommodate it. So when this item comes in, even if it's important, I'm going to click once and notice by doing that it's actually flagging it for tomorrow, which is what I set my default flag to. Now there's another thing that you need to know about flags. When I flag something here in my inbox, it's not in isolation.
My inbox is actually tied to my Tasks list. So I have two flagged items here in my inbox. If I go take a look at my tasks, I will find that they are both here because the default view in tasks is Flagged Items and Tasks. So I can create new tasks here and we'll talk about that later in this course. But whenever I flag an item, it's not just here in the inbox. The list of flagged items is here in my Tasks list as well. In the next, chapter we'll see how we can use filters and views to view flagged tasks at different times and different levels of completion here in our inbox in OWA.
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