Creating a new Contact
Mapping a Contact’s Address
OWA enables you to view a map of a contact’s address by automatically connecting you to a Bing Maps page.
To map a contact’s address:
To create a new contact:
New on the
1.Click the New button
Contacts Standard Toolbar.
1.Click the Contacts section button
2.In the dialog window, insert your
contact’s information in each of the
four sections. Use the scrollbar on
the right to access the full form.
3.In the Reading Pane, click the Map This Address… hyperlink
beneath the contact’s address.
4.A Bing Maps
internet page
opens, showing
you a map of the
address you have
selected.
Note: You may have to refresh your
browser to see the new contact
displayed in your Contact list.
Editing a Contact
To edit a contact’s information:
1.Select the contact whose information you want to modify.
2.Click the Edit button Edit, or double-click the contact to open
the Contact dialog window.
3.Make the changes to the contact’s information as required.
4.Click Save and Close.
Eventually, your contacts list may Search contacts
grow too large to fit on a single Colour category
screen. Use the Search Contacts
field to find a specific contact in
your Address Book. You can narrow
your search by clicking the dropdown arrow next to the category
field and selecting a colour category.
Sorting Contacts
Note: To the right of the current Arrange by
setting, options for ordering your contacts
will also appear. Click the ordering option to
change the way the contacts are displayed.
First name
Last name
Company
File as
Department
Flag Due Date
Flag Start Date
Tips
•
If appointments or meetings are regular, use the
Recurrence feature on the appointment toolbar.
•
Set a reminder using Options | Calendar options so that
a pop-up box appears to remind you about a meeting just
before it should happen.
•
To create a new message, click the New button, complete
the To: and Subject: lines, type the message and click Send.
Note: Hovering over the push-pin will display the contact’s
address.
•
Junk mail appearing in your inbox? Change your spam/tagging score level at: https://register.oucs.ox.ac.uk/self/nexus
or adjust relevant settings under Options | Junk E-Mail
•
Change your Calendar work week by going to Options |
Calendar Options.
Oxford University Computing Services
www.oucs.ox.ac.uk/nexus
To send a meeting request directly from the Contacts section of
OWA:
1. Highlight the contact you want to email.
.
3. A new meeting request window opens automatically with your
contact’s email address in the Required Attendees field.
4. Follow the steps for creating a meeting request and click
Send.
Sending an email from the Contacts section
To send an email directly from the Contacts section of OWA:
1.Select the contact you want to email. The contact you selected
will be highlighted.
2.Click the New
Message button
on the Contacts
Standard Toolbar,
OR simply click the
hyperlinked email
address in the
Reading Pane.
3.A new email
message window will open automatically with your contact’s
email address in the To: field.
4.Follow the normal steps for composing an email and click
Send.
Assigning Categories to Contacts
Setting the colour categories allows you to assign colour
categories to messages and contacts. This makes it easier to
group and find contacts on a particular project or from a particular
department.
To assign a colour category to a contact:
1.Open a new contact window, or
double-click a current contact.
2.Click the Categories button
on the
Contacts Standard Toolbar.
3.Select a colour category from the list of
available options.
4.When you have finished, click Save and
Close.
Using Internet Explorer, log in to the Oxford Nexus Service https://nexus.ox.ac.uk/owa. The Outlook Web Access (OWA) window opens
and displays your Inbox. This window is similar to Outlook 2007, and enables you to carry out many of the same tasks.
Standard Toolbar:
Provides access to
shortcuts. The Standard
Toolbar is context
sensitive, so it changes
between Mail, Contacts,
Tasks, etc.
5.Use the map
feature to
customise your
view.
2. Click the New Meeting Request to Contacts button
Main Window
URL:- https://nexus.ox.ac.uk/owa
Sending a Meeting Request from Contacts
Searching Contacts
nexus
Email . Calendar . Contacts . Tasks . Collaboration
.
2.Make sure the Reading Pane is showing and select the contact
whose address you want to map.
3.After filling in all the relevant data,
click Save and Close.
After you create a list of contacts, click the
Arrange by button on the sorting toolbar to
arrange your contact list according to your
needs.
Contacts
NEXUS OUTLOOK WEB ACCESS
Log Off Button:
Allows you to quit Web
Access and securely log
out of the service.
Reading Pane:
Displays the text of the
selected email.
Navigation Pane:
Organises your email
using folders. Rightclick a folder to Move,
Rename, Create a New
Folder, etc.
Inbox View:
Allows you to drag and
drop email into folders
in the Navigation Pane.
Press Delete to remove;
right-click to Print,
Assign Categories,
Mark as Junk email,
Move to Folder, Create
a Rule, Reply, Find
Related Messages, etc;
and double-click the
selected email to open it
in a new window.
Intelligent Grouping:
Arranges your email into
groups by Date, From,
To, etc.
Section Buttons:
Provides quick navigation
between the various
sections of OWA.
Quick Click:
Categorises email
according to colour
categories.
Mail Standard Toolbar
Logging-in
Open Internet Explorer and type https://nexus.ox.ac.uk/owa
into the address box.
1.Check the security settings.
Public computers will
timeout after 15 mins. of
inactivity.
2.Type your username and
password into the dialog
box that appears.
3.Click Log On.
Note: You can also use
OWA Light for greater
accessibility and speed with reduced functionality.
Changing your login password
To change your Nexus login password:
1. Go to https://webauth.ox.ac.uk/password
2. Follow the on-screen instructions.
This changes the password for your Oxford account, also used to
access WebLearn etc.
Tips
•
•
A
B
C
A. New Message
B. Show/Hide Reading Pane
D
E
C. Single Line
D. Delete
F
G
H
E. Check Messages
F. Reply
G. Reply to All
H. Forward
Creating Folders
To create a new email folder:
1.Right-click the folder where you want to
create a new folder.
2.Select Create New Folder…
3.Type the name of the new folder in the
space provided.
4.The new folder can now be used to store
your messages.
Note: You can expand and view subfolders
by clicking the plus sign to the left of the folder.
Moving email messages
OWA allows you to drag and drop messages from one folder to
another.
To move a message from one folder to another:
When you want to send a file to someone, compose the
message, click on the Attach File button, browse to find
the file, and click Attach.
1.Select the message you want to move.
Spell check by clicking on the Compose standard toolbar.
Set language to English (UK) under Options | Spelling
3.Drop the message into the folder by releasing the mouse
button.
2.Click and hold the left mouse button as you drag the message
to a folder in the folder list.
1.
Flagging Messages
Creating Tasks
OWA provides you with a To-Do list to help organise all your tasks.
To create a task:
To flag a message for follow up:
1.Click the blank flag at the right of the
send date to flag the message as a ToDo item. Right-clicking the blank flag will
open options for defining the To-Do item.
For example, you can flag an item for
completion This Week or for a specific
date.
2.To clear a flag, simply click the flag,
or right-click the flag and select Mark
Complete. A tick will appear in its place.
1. Click the Tasks section button
2. Click the New button
New on the Tasks
toolbar.
3. Insert the appropriate
information in the
dialog box that
appears.
4. Click the Recurrence
button Recurrence ...
if you want the task to
occur regularly.
Categorising Messages
Setting categories allows you to mark email
with various colours, grouping them according
to your criteria.
5. Click Save and Close.
1.Click the colour category box on the
message you want to mark.
2.Select a colour category from the list of
available Category options.
OWA sorting features allow you to quickly arrange messages in a
folder according to your specifications.
To sort your messages:
1.Select the folder you want to arrange.
2.Click Arrange by: to open the predefined
sorting parameters.
3.Select an option for sorting your messages.
The folder will reorder according to your
choice.
Note: To the right of the current “Arrange by”
setting, options for ordering the folder will also
appear. Click the ordering option to change
the way messages are displayed.
1. New Appointment
2. Show/Hide Reading Pane
3. Go to Today
4
5
4. Day View
5. Work Week View
6. Week View 6
7
8
Using the Calendar
Double-click to view
or edit appointment
information
Note: You can edit a meeting request by double-clicking the
meeting time slot, making your changes and clicking
Send Update.
Using the Out of Office Assistant
To set an automatic reply to emails, OWA provides an Out of
Office Assistant. When you set this option, anyone who sends
you a message during the time you specify, will receive an
automated email stating that you are out of the office.
To set the Out of Office Assistant:
Delegating Mailboxes
OWA makes it easy to open another user’s mailbox, assuming
you have authorised access.
To open another user’s mailbox:
1. Click on your name in the top right corner of your OWA
window to access the Open Other Mailbox dialog window.
2. Begin typing the name or email address of the person whose
mailbox you want to open.
3. The autocomplete
feature will begin
to bring up names
that match your
entry.
4. Select the name
or email of the
person whose
mailbox you want to open.
5. Click Open to open the mailbox in a new window.
Note: If you do not have permission to open the mailbox, it will
not open and a corresponding message will appear.
Using the Address Book
OWA Address Book keeps records of both your personal and
business contacts. The Address Book holds email and mailing
addresses, phone numbers, and other detailed information about
your contacts. To access your contacts, click the Contacts
Contacts.
section button
A list of your contacts appears in the centre well.
The selected contact’s
name, company, job
title, and additional
contact information is
displayed in the
Reading Pane.
Double-click a timeslot to create a new
appointment
To view a shared Calendar
In the address box, add the following after /owa
/<email address>/?cmd=contents&f=calendar
Where <email address> is the Oxford email address of the
person who has given you permission to view their calendar.
Using Rules to manage your messages
You can create rules in OWA to, for example, move messages
from someone to a folder.
To create a rule:
1. Go to Options | Rules.
New Rule
2. Click on the New Rule dropdown
and make your selection.
Creating an Appointment
To create an appointment:
New on the Calendar Standard
1. Click the New button
Toolbar.
2. Enter the appropriate information in the dialog window.
Type the subject and
location
Enter the appointment
start and end times
Tick to include a
reminder and set a
reminder time
Calendar Standard Toolbar
3
Type the names or email
addresses of attendees
who are required to
attend.
Type the names of
resources, such as meeting rooms, media projectors, etc.
Click to choose a
calendar view
The Search feature enables you to search for specific items
in OWA. For example, to search an email folder for messages
containing specific words.
To find a message containing specific words:
1. Select the folder in which
you want to conduct your
search.
2. Type your keyword or
words in the Search box
and click the Search
button .
This example shows a
search for the phrase
“Fwd”.
3. Only messages containing the keyword are shown.
4. You can extend your search to subfolders or all folders by
clicking the drop-down arrow to the right of the search box and
selecting from the expanded search options provided.
2
Click to check attendees’
schedules before
sending the meeting
request.
Type the names or email
addresses of those
invited but not required
to attend.
Click a specific day to
view appointments or
meetings scheduled
Using Search
1
With OWA, you can plan meetings with colleagues. OWA also
allows you to check the schedules of attendees to verify their
availability before sending the meeting request.
1.Click the drop-down arrow next to the New button and select
Meeting Request.
2.Insert the appropriate information in the dialog box that
appears.
6. To mark a task as complete, double-click the task and click
the Mark Complete button, or tick the box next to the task in
the Task view.
The Calendar feature in OWA helps you keep track of your
appointments, schedule meetings and allow others to check your
availability. To access your calendar, click the Calendar section
Calendar.
button
Sorting Messages
Tasks.
Creating a Meeting Request
9
7. Month View
8. Delete
9. Check Messages
Click to show the time
slot as Busy, Free,
Tentative, or Out of
Office
3.After setting the appointment options, click Save and Close.
4.Your appointment will appear in the calendar.
1. Click the Options button Options.
2. In the Options menu, on the left side of the screen, select
Out of Office Assistant.
3. Click the radio button next to the Send Out of Office autoreplies option.
4. Tick the time period box and define the dates and times you
will be away.
5. In the textbox, type the auto-reply message you want to be
sent to everyone in the University when they send you an
email.
6. To send an auto-reply message to those outside the University,
tick the box next to Send Out of Office auto-replies to External
Senders.
7. As above, enter the message you want to be sent to anyone
outside your organisation or to those in your Contact list.
After setting your options and messages, click the Save button Save.
3. Create your rule and click on the Save button
Save
.