So here I am, second day in my new job and I have lots of emails flying in my Inbox already. But I have a couple I need to send as well. So before I start being attentive to all of these requests coming in, I want to send an email to Judith. So I'm going to click New>Message, to open a New Message form. I'm going to address my message. I have several different ways I can do this. I can click To and I can choose Judith from the Global address book right here, that works.
We can see her Calendar and lots of other things that we'll take advantage of later. Later on, when I have contacts in my Contacts list more than just the couple I've placed in here, I can go grab information here as well. And there's a reason sometimes to have people in both places. For example, Olivia is here in the Global Address Book and you'll notice it has some of her information. She's my assistant, and so my contact has much more information about her, and I store that here. These are your personal contacts that you'll keep track of. That doesn't mean non-work contacts, it means they're just yours.
So if I want to address this to Judith for example, I can click in the To box and double-click Judith and put her there, or I can select Judith and click To and that will also place her email address in the To box, or I could choose more than one person; I can hold Ctrl and select multiple people and choose To or CC or BCC and address a message to them in that way. But I just need to send one to Judith, so there we go, and I'm going to click OK.
And the subject is that I have Questions. And now I'm going to type some text in my message. Before I had my Outlook running this morning I was actually just typing my messages in Word. So I have this text and I want to paste it. Notice that you may be used to copying and pasting on your computer, but I'm really not on my computer. I'm in OWA and that's in another environment in Internet Explorer. So if I want to copy and paste from my computer into Internet Explorer, I actually have to allow my Windows clipboard to have access to this page; so I'm going to click Allow access, and there's my information, that's been pasted in.
Now notice that this has a rich text in it, HTML formatting bold, bullets, I could put in underlining. I have access to all of these different formatting choices, from some basic fonts, different font sizes, different types of lists, indenting, outdenting. I can highlight if I wish, and I can change my font color. So this isn't all of the formatting, all of the choices that you would be used to in Microsoft Word for example, or Excel, it's a smaller list of fonts for example.
But I have enough choices this looks good. So this is how I enter text, this is how I would format text. Notice that if I click for example, in the text boxes here, that it shows that the formatting is available. It's not, I can't bold or underline or anything up here. They just don't bother to turn it off here in my browser in the same way that they would if this was a client that I was using that was all on my machine.
So that looks good. I like my message and I like my formatting. One more option. I can decide that I don't need rich text, that I only want to send my message in plain text. So if I change to Plain text, I'm actually switching to another editor. And notice this is what my formatting looks like. I no longer have a toolbar, I don't get to choose a font. This is a font that supplied by Microsoft Exchange. I don't get to change the size, I don't get to do bullets and underlining, any of those things.
I can't change font color. This is what Plain text looks like. Plain text is very fast and it may be that some of you recipients can only receive plain text emails. So it's always good to take a moment and say, wonder what this would look like in its most basic form. Because you have people who when they receive emails won't be able to display colors you used for example, or numbered lists if you create numbers this way. If you need to have a numbered list that everybody can see, regardless of their email format, you might want to type in numbers rather than use a list.
And you wouldn't want to use formatting, like color formatting, in a way that was important like to say, please answer the questions in red. Just know that a significant number of your recipients will be receiving plain text, even if you are sending HTML. So those are the basics of addressing and formatting messages in OWA.
- 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