OWA is a secure way to access your email and calendar from any internet device (eg a remote site or at home) but please be aware of certain security issues when using it.
When you log on...
- There is no option to save your password to a password list.
You will need to set the correct security level depending on where you are using OWA:
- Public or shared computer - eg. in a library or internet café (you will be 'timed out' after 15 minutes of inactivity and will not be able to download attached documents, only view them on a webpage, this is to provide heightened security)
- Private computer - eg. school or home computer (the 'time out' time on this option is set to 12 hours).
You must make sure that your password and sensitive information cannot be overlooked when logging on in public locations.
Accessing Hampshire County Council's internal networks and services in public places poses a particular threat to the security of the County Council's networks and services.
If you logged into OWA using the Public or shared computer option you will only be able to view attachments on a webpage l(this is because the connection is potentially unsecure). To view and save your attachments as normal, you need to login selecting the Private computer option.
It is recommended that you clear your cache after viewing attachments, so that no information is 'stored' temporarily on your computer. See the 'Read email' tab for information on how to do this.
If you leave OWA inactive you will be disconnected for security reasons, and need to log on again.
OWA uses a secure authentication and encryption of data to protect your privacy but you must securely log off at the end of each OWA session (see 'Logging on and off' tab).
Log on and off
To log on:
Open an internet browser on your computer
Enter your Hantsnet ID and Password
Select Public or shared computer (if you are in a public location) or Private computer (if you are at home or another private location)
Tip: If you select Public or shared computer, you will not be able to download or open attached files and your session will be 'timed out' after 15 minutes of inactivity
Click Sign In
The Hantsnet Outlook Web App (OWA) will open.
When you finish your session, always log off (see below).
NB. The information in these Learn.IT pages assumes that you are using Internet Explorer as your web browser - if you are using any other web browser, you may find that you do not have all of the functionality shown in these pages.
At the end of your OWA session:
you must click sign out at the top right of the screen to disconnect you fully (this will then block access to OWA until you log on again, using your Hantsnet ID and Password)
close down the browser window (you will see an error message if you use the same window to log in again).
The OWA screen is split into three sections:
Folder List / Outlook Buttons
Click on folders to work with contents and Outlook buttons to switch between functions.
Display and sort emails and adjust the view to suit your needs
Click on the 'Arrange by' heading to change the view of emails displayed and see also see 'Conversations'
Use the 'preview pane' to quickly scan and action your emails, can be set to right or bottom of Inbox, or switched off.
It's easy to send an email with OWA.
Tip: Your email signature is not automatically copied across from Outlook, so before you use OWA for the first time you need to add a signature to OWA. Click on Options (top right), then See All Options, followed by Settings and finally Mail. At the top of your screen under the E-Mail Signature heading is a box where you can type in and format your signature. When you have added your signature details, click on Automatically include my signature on messages I send to select it and then click on Save (bottom left).
Click on New
An new window will open for your email, type the recipient names in the To... or Cc... fields
Tip: OWA will not recognise your names as you type them in the same way that Outlook does, but you can click n the To..., Cc... or the Address Book icon to find a name, or type a name and then click on the Check Names icon to verify the name
If you need to Bcc someone but can't see this field, click on Options on the top menu and tick Show Bcc field
Add a Subject
Type your Message, use the toolbar above the message area to format your text
You now have several other options for your email using the toolbar at the top of the message window, from left to right they are:
- Send, the email, a copy will be saved in your Sent Items folder
- Save the email without sending it (you will find it again in the Drafts folder)
- Attach File (to send a document with your email, see information below)
- Insert Picture
- use Address Book
- Check Names
- mark the email with Importance: High
- mark the email with Importance: Low
- Insert Signature (you can only insert this if you have one set up - see 'Options' tab for information on how to do this)
- Check Spelling (it's a good idea to set up Spellcheck, see the 'Options' tab)
- more Options, including Show From, Show Bcc and tracking options
- change the message format of the text between HTML and Plain Text.
Tip: There are a number of settings you can set up as the default for all your emails -see the 'Options' tab for more information.
Click on Send when you are ready to send the email, a copy will be saved to your Sent folder.
Click on the Attach File icon to find a document to attach to your email - you cannot attach HantsFile documents in OWA.
When you are using OWA, any attachments are added from your local PC - be careful about the type of file you attach and maintain a virus checker on your PC.
When you open OWA, your inbox will look something like this:
- click on an email to view it in the reading pane
- double click on an email to open it in its own window.
The mail icons show whether an email is read, unread, replied to or forwarded.
The toolbar above your list of emails gives you some useful options for viewing your emails:
Filter options allow you to choose which emails you view in your inbox, based on the following categories:
Simply click on a category to select it (a tick will appear next to it when selected) and click Apply.
To remove a filter, click on the Clear Filter icon.
Opening an email - the toolbar
When you open an email to read it, a toolbar is displayed along the top of the window. This will help you take any necessary actions with your email.
From left to right your options are:
Send a reply to an email or forward the email to someone else.
NB. Be very careful using the 'Reply All' option - does everyone really need to see your response?
Flag for follow up
Flag an email to remind yourself (or someone else) about follow up action that's required.
Apply a category to your email (see Categories* if you need more information)
View mail headers (not relevant to most people).
Print the email.
Using rules you can automatically file, forward, delete and organise your email messages.
When the New Inbox Rules window opens, make your selections and select Save.
Delete the email that is selected.
Move or Copy to folder
Move an email to a folder or copy it to a folder (this leaves the original in your inbox).
Arrow up and down
Go to the next or previous email in your email list.
You can view links you are sent to:
- Word, Excel, PowerPoint and PDF documents (as long as you have the programmes to read these on your device)
- HantsFile documents*
- Hantsnet pages but you will need to log in to view these pages (see the Learn.IT information on Hantsnet Pages Anywhere).
* This will only work if your PC, laptop or mobile device has the capacity to view the document type you are trying to open (eg the iPhone cannot open MS Visio or MS Project documents).
If you find that you have deleted an email by mistake:
Right click on your Deleted Items folder and then on Recover Deleted Items
Select the emails you want to recover and then click on the Recover Deleted Items icon
Chose a folder to recover the email to, then click on Recover.
If you view attachments using OWA you MUST clear your computer cache (see below), so that no information 'stored' temporarily on your machine can be accessed afterwards.
- open Internet Explorer
- press Alt + T on the keyboard
- Click on Internet Options
- Under Browsing history click on Delete
- A Delete Browsing History window will display, click on the Delete files button next to Temporary Internet Files
- Click OK.
- open Google Chrome
- press CTRL + Shift + Delete on the keyboard
- make sure Empty the Cache is selected
- click on Clear Browsing Data.
- open Firefox
- press CTRL + Shift + Delete on the keyboard
- expand the Details tab
- make sure Cache' is selected
- select Clear Now.
Hampshire County Council is committed to making the use of email as safe as possible, this includes protecting users from spam (unsolicited 'junk mail'). All incoming email is be automatically scanned by an email filter. Find out more about spam.
* You will need a Hantsnet ID and password to be able to access this webpage.
In OWA, a familiar list of Outlook folders is displayed.
Any folders you have set up in Outlook will be available in OWA and vice versa.
Any favourite folders you have set up in Outlook will be displayed at the top of the list.
To add a new folder to this list, right-click on a folder and then select Add to Favorites.
To remove a folder, right-click on it and select Remove from Favorites.
You can create new Inbox Folders by right-clicking on a folder and selecting Create New Folder.
Email can be 'dragged' from your Inbox and filed in the usual way, once it has been actioned.
It's easy to search your folders using the search field above your email list.
Click on the double arrows at the end of the search field to see further serach options.
Just like Outlook, the calendar can be seen in a daily, work week, weekly or monthly view
Any calendars you have previously viewed in Outlook will be visible in the calendar list on the left.
Create appointment or meeting
Click on the New button to create a new Appointment (use the drop down arrow next to New if you want to create a new meeting request).
Complete the fields in the same way as you do in Outlook - when all the details are complete,click Save and Close (or Send for a meeting request)
NB. The Facilities Booking tab is not available on OWA.
Tip: if your appointment contains personal data, including confidential client or staff data, it must be marked as a Private entry.
Can I view another person's calendar?
If you have permission, you can view a calendar (or an inbox) as you would in Outlook 2010, just click on a name in the list on the left under People's Calendars.
If you want to look at someone who is not displaying in your People's Calendar list:
Click on Share
Click Add Calendar
The Add Calendar window will appear, either type in a name or click on Name to search the address book
When you have selected or typed in a name, click on OK
The person's calendar will be displayed next to yours, with the name of the calendar displayed in the People's Calendars list on the right.
To manage the calendars in your People's Calendars list, just right click on any calendar and select an option from the menu.
The contacts folder can be used to store personal contacts and distribution lists.
A short summary of contact details can be viewed in your contact list, to view more information, just click on a contact.
The details will be displayed to the right and you will also have the option to:
send an email to the contact
send a meeting request to the contact
email the contacts details to another person.
Add new contact
Click on New (above contact list)
Type in as much information as you have about the contact
Click Save and Close.
Edit a contact
Just double click on a contact, update the relevant fields and click on Save and Close.
View, update and create new tasks.
View and edit tasks
Click on any task in the list to see details displayed in the right hand pane.
Double click on a task to edit the details - don't forget to click on Save and Close when you've finished.
It's simple to create a new task - just open Tasks and click on New.
A new window will open where you can type in a brief description of the task (in the Subject field) and set a reminder date. Any other information can be added in More details or the large pane under More details. Click on Save and Close when details are complete.
Whether you are in email, calendar, contacts or tasks, Options will be available from the top right of your screen.
Click on Options to:
- Set Automatic Replies - set your 'out of office message' and update the 'out of office' message text
- Change Your Password - change your Hantsnet password
- Create an Inbox Rule - set up rules to choose how your incoming mail is handled
- See All Options - see below for more information about further options you can set, including your signature (see below for more help with signatures)
- Select a Theme - change the way that your OWA screen looks.
You will also see Options available when you create a new email, meeting/appointment, contact or task, these are covered on the relevant tab in this guide.
See All Options
When you click on See All Options, a number of options for your Outlook account will be displayed.
All work in the same way as your standard Outlook account - see the table below for a full list of the options available.
|Block or Allow||
Your email signature is not automatically copied across from Outlook, so you need to add a signature to OWA
Click on Options (top right) then See All Options, followed by Settings and finally Mail
At the top of your screen under the E-Mail Signature heading is a box where you can type in and format your signature
When you have added your signature details, click on Automatically include my signature on messages I send to select it and then click on Save (bottom left).
You can view shared Outlook accounts through OWA. Once logged in, you will be able to access the shared account as you would your own account through OWA and read, move and delete emails, create rules and set out of office etc. See the other tabs in this 'Using OWA' section for help with this.
The process you use to access a shared account will depend on whether your mailbox has been moved to Exchange* 2010, so this page includes instructions for
If your account has been moved to Exchange 2010, you will have received an email confirming this. If you have not received an email;, you should assume you are still using Exchange 2003.
* Exchange refers to the area that the contents of your Outlook mailbox is stored - everyone will have their Outlook account changed to Outlook 2010, but also separately have their mailbox moved from Exchange 2003 to Exchange 2010.
Log on to OWA as normal (see 'Log on and log off' tab if you are unsure how to do this)
In the top right-hand of the screen you will see your name, click on it
An Open other Mailbox prompt will appear, type in the name of the shared account
As you type, a list of matches will be displayed, select an account and click Open.
To access shared accounts through Exchange 2003, you need to use a specific URL to login :
You will be directed to the log on page (don’t worry if the URL changes at this point), log on in the usual way with your Hantsnet ID and password.
Once your Outlook mailbox is moved to Exchange 2010, you can use the other method to log on, as detailed above.