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.
You must make sure that your password and sensitive information cannot be overlooked if you 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 machine.
See the 'Read email' tab for information on how to do this.
If you leave OWA inactive you will be disconnected and have to log on again.
You must securely log off at the end of each OWA session (see 'Logging on and off' tab).
To log on:
open an internet browser on your computer
go to www.hants.gov.uk/owa
enter your Hantsnet ID and Password.
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.
Tip: If you are using Internet Explorer 8, you will need to turn on compatibility view before accessing OWA
There are two sets of buttons you can select each time you log on (these are Client and Security settings):Client - sets the format of the OWA screens and some functions.
Public or shared computer - e.g. in an internet café - you will ne logged out after 15 minutes of inactivity to provide heightened security.
Private computer -e.g. school or home computer - the log out time on this option is set to 12 hours.
When you finish your session, always log off (see below).
At the end of your OWA session:
press the Log Off button at the top right of the toolbar to disconnect you fully
close down the browser window (you will see an error message if you use the same window to log in again).
As an alternative to OWA, staff can access their emails with a work or personal smartphone.using the Hantsnet Mobile Services
Following set up and connection, certain smartpones will be able to use:
More information on this service is available on the Hantsnet Mobile Service pages
Details of how to apply for this service are available in the service catalogue (this link can only be viewed if you are a Hantsnet user).
The OWA 2003 screen is similar to Outlook 2003 and is split into three sections (NB The screenshot to the right is reduced in overall size to provide a clear picture. You will not normally see the scroll bars, and the Reading Pane will display much more information).
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 (eg one or two line display)
Click on the (heading) to switch to other views of your Inbox (eg Unread Messages, By Sender, By Subject etc).
Use the 'preview pane' to quickly scan and action your emails, can be set to right of Inbox or switched off.
It's easy to send an email with OWA
Click on the New button
Type the names in the To, Cc or Bcc boxes (if you are unsure use Check Names or click the To, Cc or Bcc buttons to Find Names from the Address Book
Add the Subject
Add any Attachments (see below)
Type your Message
Press Send, a copy will be saved in your Sent Items folder.
Before you use OWA for the first time, you need to set up your automated email 'signature', this does not automatically transfer from Outlook. But is very easy to 'copy across' from an existing Outlook e-mail, see 'Options' in this section.
Click on the Attachments button to browse to a file to attach from your local pc, you cannot attach files from your Hantsnet filing using OWA.
NB When you are using OWA, any attachments are added from your local PC and you should be careful about the type of file you attach and also maintain a virus checker on your PC.
Compose your message and format it using the Format Toolbar, with standard Office tools for:
Style | Font | Fontsize | Font colour | Bold | Italic | Underline | Left | Centre | Right | Bullets | Numbering | Indent | Reduce indent.
Make sure all your messages are checked before sending - set up spellcheck.
If you wish to add message settings and/or tracking options, select Options (see the page on Options in this section).
When you open OWA, your inbox is displayed in the 'Messages' (single line view), like this:
Use the inbox toolbar to action incoming e-mails:
New message | Move to folder | Delete | Reply | Reply to all | Forward | Reading pane | Check for messages | Search | Address book | Help.
The mail icons show whether an email is replied to, read, unread, forwarded.
You can view links you are sent to:
Tip: If you logged into OWA using the Public or shared computer option you will only be able to view attachments as web page links (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.
* 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). This currently does not work when using HCC wifi access although access will be added with the next upgrade.
If you view sensitive attachments using OWA you MUST clear your computer cache (see below).
It is also recommended that you also clear your cache after viewing non-sensitive attachments, so that no information 'stored' temporarily on your machine can be accessed afterwards.
Clearing your computer's cache
To help you manage important emails, you can add, amend or delete a quick flag easily in your inbox.
TIP: you can use different 'colour' flags (eg for green=phone, red=write, orange=meet) and use a tick to show you the actions you have completed.
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.
In OWA 2003, a familiar Outlook folder list is displayed at the top level of the screen.
You can create Inbox Folders and 'drag mail from your Inbox to file it once it has been actioned.
Any folders you have set up in Outlook will be available in OWA and vice versa.
'Search Folders' are shown at the bottom of the OWA folders, they group together email in defined categories - this is very useful.
TIP: Click on the search folders for 'Unread Mail' to group all your 'unread' mail or 'For Follow Up' to group all your 'flagged' mail.
It is simple to add a new folder, or to move, delete, refresh or rename one by a 'right-click' on a folder and using the shortcut menu:
An alternative to clicking on folders to move between your Inbox, Calendar, Contacts etc is to use the Outlook buttons.
These buttons can be minimised by clicking on the small white arrow, this enables you to see more folders.
The calendar can be viewed daily, weekly or monthly.
Click on the New button (see screenshot to the right) and complete the details on the Appointment tab
To invite others, click on the Invite Attendees button: Three new fields will now appear - Required, Optional and Resources (use for meeting rooms). Either type a name in a field or or click on the Required, Optional or Resources buttons to use the Address Book.
Click on the Availability tab to display the attendees and their calendar, check for free time and press Send to add to your Calendar and invite the attendees.
NB. The Facilities Booking tab is not available on OWA.
If you have permission, you can view a calendar (or an inbox) 'read only'.
To do this with OWA, type the following exact URL in the address bar of your browser eg: https://owa.hants.gov.uk/exchange/username/calendar (where username is the person's Hantsnet ID).
The contacts folder can be used to store personal contacts and distribution lists.
Add the details and click Save and Close.
Create, view and update your personal task list
Either click on New or double click on an existing task where you can input or edit:
the subject (ie the title)
dates (including Recurrence, for repeating tasks)
reminders and notes or attachments
Then select Save and Close.
It is simple to mark a task as complete, simply click in the box:
At the top of the Task page, there is an option to sort tasks by the following criteria:
There are several options you can set. Click on the Options button to display the Options screen:
The options you can set are:
Set your 'out of office message' and update the 'out of office' message text.
Change the way that your emails are displayed, amend settings for email notifications and add/edit email signatures.
TIP: Set up your signature using the Edit Signature button - copy your signature from an Outlook email and paste it into OWA.
Set whether the items you read, in the Reading Pane are marked as read as you 'read them'
TIP: Most people find it better to not mark items as read in the Reading Pane as they use this to preview messages, marking them as read, and filing them from the inbox when they are dealt with.
Set spelling options, ensure you select 'always check spelling before sending'.
It's best to leave these settings as the default. Advanced settings aren't available.
Choose your preferred style for dates and time.
Choose your preferred style for calendar settings.
Enable reminders for calendar and task items.
Select which contacts list is checked first, this should be set on Global Address List.
Shows items permanently deleted by users under 30 days old.
Select the options you require and then click the Save and Close button.
In OWA, you can create and modify some simple rules, click on the Rules Button and select a rule to modify or click on New.
When you try to edit a rule that has been set in Outlook, but cannot be amended in OWA, you see the following message: