Using Outlook Web Access Light

Microsoft's Outlook Web Access (OWA) Light enables you to work with your HMS email account using a web browser. OWA Light is currently the version that's available on the Macintosh or any non-Internet Explorer web browser on the PC.

Logging On
The OWA Window
Creating and Sending Email Messages
Message Management (Reading, Replying, Forwarding, Deleting)
Message Drafts
Message Attachments
Folder Management (Creating, Renaming, Moving, Deleting)
Logging Off

Logging On

  1. Make sure you're connected to the Internet via a wired or wireless connection.
  2. Open the web browser of your choice. If using FireFox (Macintosh or PC) or Safari (Macintosh) you'll automatically be connected using OWA Light.
  3. Connect to http://email.med.harvard.edu

    OWA Login

  4. If logging in from a shared computer (Internet cafe, public kiosk, etc.) select "This is a public or shared computer." If logging in from your own desktop or laptop computer, choose "This is a private computer."
  5. Outlook Web Access Light is enabled for web browser used on a Macintosh or if you are not using Internet Explorer on the PC.
  6. Enter your eCommons Username and Password and click Log On.

The Outlook Web Access Window

OWA Window

Creating and Sending Email Messages

Follow the steps below to compose and sent and email message.

  1. Click New Message in the OWA message toolbar.
  2. Enter an email address in the To... field or click To... to search and select from the HMS Global Address List or your personal Contact List.
    • Default Global Address List: Type all or part of the person's last name that you're looking for or click a letter from the alphabet displayed to view all last name entries that begin with that letter. You can also click Advanced Search to locate someone by first name.
    • Personal Contacts can be displayed by selecting Personal and then Contacts from the drop down lists across the top of the Address Book dialog box.
  3. Highlight the recipient's name and click either the To->, Cc-> or Bcc-> button to place the person's name in that field.
  4. Repeat steps 2 and 3 for any other individuals you want to receive the message.
  5. Click OK to exit Address Book dialog box.
  6. Enter a message Subject line.
  7. Enter your message text. See information below on how to attach a document if needed.
  8. Click Send when the message is completed.
    Send

Message Management

Checking Messages

After connecting to Outlook Web Access (OWA), you will be shown your Inbox. Unread messages appear in bold. As you continue to work in OWA, new messages will automatically display in your Inbox. To check for new messages at any time, click the Check Messages button on the Outlook Toolbar.

Sorting Inbox Messages

Messages within the Inbox display in reverse chronological order, so that the most recent messages appear at the top. You can change the order of the messages by clicking the column headings to sort by that item. the current sort status is indicated by a triangle. If the triangle is pointing down, the column is sorted in descending order, i.e. newer or larger items are displayed first. If the the triangle is pointing up, older or smaller items display first.

Clicking this Column Heading Sorts by...
Message Priority Message priority.
Message Type Message type. Message types include email, meeting invitations and notifications.
Attachment Status Attachment status. If the message has a document attached, it will be display with a paper clip in this column.
Message From Message sender name.
Message Subject Message subject line.
Message Received The date the message was received.
Message Size The message size.
Note: Clicking on the same column heading twice reverses the sort order.

Reading New Messages

New and unread message will display in bold.

  1. Click once on the Subject line of the message to be read.
  2. The message will appear, replacing the Inbox message listing.
  3. Click the close box in the upper right of the message window to return to the Inbox.
    Message Close

Reading Other Messages from within a Message

Once a message window is opened, you can read messages from the Inbox that were shown before and after the viewed message by using the up and down arrows in the message toolbar.

  1. Click once on the Subject line of a message to open it.
  2. To read the previous message (the one shown above the current message in the Inbox), click the up arrow. Previous Message
  3. To read the next message (the one shown below the current message in the Inbox), click the down arrow. Next Message
  4. Click the close box in the upper right of the message window to return to the Inbox.
    Message Close

Forward a Message

Forwarding a message lets you send a message originally sent to your to another individual.

  1. Click once on the Subject line of a message to open it.
  2. Click the forward button. Forward
  3. Enter an email address in the To... field or click the To... button to select from the Global Address List or your Personal Address Book.
  4. Enter any other text you'd like to include with the forwarded message.
  5. Click Send when the message is completed.
    Send

Replying a Message

Replying to a message creates a new email with the sender's name in the To... field and the same text in the Subject line. Replying to a message lets you have a conversation with the same topic heading with an email correspondent.

  1. Click once on the Subject line of a message to open it.
  2. To reply to the original sender only, click Reply
    OR
    to reply to all message recipients click Reply to All.
  3. Add additional email addresses in the To..., CC: and Bcc: fields if desired.
  4. Enter the message text.
  5. Click Send when the message is completed.
    Send

Message Priority

Setting a message priority is a way for you to indicate the message's level of urgency to the addressees.

  1. Create a new message as described above. Compose and address the message as you normally would.
  2. Select a priority level from the message tool bar.
    • Click Low Priority for low priority
    • Click High Priority for high priority
  3. Click Send when the message is completed.
    Send

Deleting Messages

Deleting messages will move selected messaged to the Deleted Items folder. The Deleted Items folder can be set to empty automatically upon logging out of email or manually by clicking on the Empty Deleted Items Folder button on the toolbar.

To Delete a Single Message

  1. Select the folder you wish to delete an item from.
  2. Open the message.
  3. Click the Delete button on the message toolbar.

To Delete a Multiple Messages

  1. Select the folder you wish to delete items from.
  2. Click the checkbox next to the sender's name for each message to be deleted.
  3. Click the Delete button on the message toolbar

Message Drafts

If you started a message in OWA but don't have the time to finish it, you can save a draft of the message that can be opened and completed at a later time.

Saving a Message Draft

  1. Create a new message as described above.
  2. Enter all or part of the message text.
  3. Click the Save button.

Retrieving and Sending a Draft Message

  1. Click the link for the Drafts folder to display the draft messages.
  2. Click the Subject line of the draft message to be completed.
  3. Complete the message text and any other changes that need to be made.
  4. Click Send when the message is completed.
    Send

Message Attachments

Use the steps below to send a file along with your email message.

Note: There is an 8 MB file size limitation on attached documents. To send large documents you can use the HMS Secure File Transfer service, which allows large file size transfers.

  1. Create a new message.
  2. Compose and address the message as you normally would.
  3. Click the paper clip icon to select a document as an attachment.
  4. Click the Browse... button and navigate through your documents to locate the file you wish to attach.
  5. Click the Attach button.
  6. Repeat steps three through five to add other document attachments.
  7. Click Send when the message is completed.
    Send

Folder Management

Folders provide a way to organize your email messages. Outlook also provides some folders for you, such as the Deleted Items and Sent Items folders. Messages can be moved or copied into folders. If you access your HMS email account from multiple locations, any folder you create while using Outlook Web Access will be available to you from either your desktop email application (Entourage, Mac OS X Mail) or OWA.

Creating Folders

  1. Click Manage Folders... Manage Folders to show folder management options.

    Create Folder
  2. Select the enclosing folder, i.e. where you want the new folder created. If you want to create the folder on the top level, choose your account name which will be at the top of the folder list.
  3. Enter a name for the new folder.
  4. Click Create.

Renaming Folders

  1. Click Manage Folders... Manage Folders to show folder management options.
  2. Select the folder to be renamed.
  3. Enter a new name for the folder.
  4. Click Rename.

Moving Folders

  1. Click Manage Folders... Manage Folders to show folder management options.
  2. Select the folder to be moved from the drop down list.
  3. Select the destination folder; i.e. where the folder is to be moved to.
  4. Click Move.

Deleting Folders

Note: Deleting a folder removes the folders an messages stored within that folder. Please delete with caution!

  1. Select the folder you wish to delete.
  2. Click Delete.

Logging Off

  1. When you're ready to exit from Outlook Web Access simply click Log Off on the far right of the OWA toolbar.
  2. Once you've logged off, you'll be prompted to close all browser windows, i.e. completely exit from the program. This is especially important if you are using a public or shared computer.



Copyright 2014 by the President and Fellows of Harvard College.
Site Updated: 4/18/2014
IT Photo

more info