Important do not discard!

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Important do not discard!

Information on your computer and e-mail access

All students can access e-mail using Outlook Web Access

(OWA) form anywhere that has Internet connection. It is

important that you use your e-mail account as soon as you start at the College, so that faculty and staff have a communications portal open to you.

The college also sends out the Campus Chatter News Flash on a weekly basis that has important and up-to-date information from the College. It is your responsibility to make sure that your read theses e-mails and take note of any information that may be relevant to you.

Outlook Web Access (OWA) will not work if your password is set to expire. All account users must be logged onto a college workstation each instance when resetting their password, this will enable both your network access and Outlook Web Access. You cannot do this from outside the college network; please also note that you will not receive any password reset prompts from outside the college network. If you forget your password, stop by Technology Support Services to have your password reset. You must have your Cox College Student ID or a valid Drivers License with you otherwise you will be declined a password reset. Please note: that Cox Health’s helpdesk will not reset your password

To contact Technology Services personnel

please send your e-mail message to

[email protected]

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____________________________________________________________________________

Accessing your College e-mail and e-mail quota………..……9

Accessing your e-mail... 10

Opening the Inbox... 12

Checking for New Mail ... 12

Sending Email Messages ... 12

Reading Email Messages ... 13

Forwarding Email Messages ... 13

Printing Email Messages ... 14

Logging Off ... 14

Using the Address Book Feature……….……..……….14

Using Rules Using Rules... 16 Creating a Rule ... 16 Editing a Rule... 18 Deleting a Rule ... 18

Deleting Items Deleting Items ... 18 Deleting Messages ... 18

Delete Button Method ... 18

Drag and Drop Method ... 18

Emptying the Deleted Items Folder ... 19

Deleting Selected Items ... 19

Deleting All Items: Quick Menu Option ... 19

Deleting All Items: Toolbar Option ... 19

Recovering Items Recovering Permanently Deleted Messages ... 19

Retrieving Messages from the Deleted Items Folder ... 20

Forwarding Method ... 20

Move Method ... 20

Drag and Drop Method ... 20

Another way to check for recently deleted Items... 21

Working with folders Outlook Folders... 21

Creating Folders ... 22

Creating Subfolders ... 23

Organizing Email with Folders ... 24

Moving Messages ... 24

Moving Messages: Move/Copy Icon Option ... 24

Moving Messages: Drag and Drop Option... 25

Moving Folders ... 25

Moving/Copying Folders: Quick Menu Option ... 25

Moving Folders: Drag and Drop Option ... 26

Deleting Folders... 26

Deleting Folders: Drag and Drop Option ... 26

Deleting Folders: Quick Menu Option... 26

Attachments Working with Attachments ... 26

Accessing Email Attachments ... 26

Opening Attachments ... 27

Saving Opened Attachments ... 27

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Technology Support Services /Student Technology Information Manual

Attaching Files ... 28

Deleting Attachments... 28

Customizing Outlook Web Access……….……….28

Customization Out of office assiatant………29

Message Options………30

Mark previewed items as read or unread ... 33

Set up the spelling checker... 34

Set up e-mail security ... 35

Help protect your privacy ... 36

Turn on the junk e-mail filter ... 36

Block external content in HTML e-mail messages ... 36

Choose how to reply to read receipt requests ... 37

About message receipts ... 37

Request a message receipt ... 37

Color Scheme Change the color scheme ... 38

Time and Date Set date and time formats... 38

Calendar View Customize your calendar view... 39

Reminders Set reminders for calendar items and tasks ... 39

Address Book Searches Customize address book searches... 40

Recovery Recover items you've deleted... 40

____________________________________________________________________________

Barracuda Barracuda Spam Firewall ... 41

What is Barracuda? ... 41

Why am I still receiving Spam?... 41

How do I access the quarantine web interface?... 41

What is my username and password for the quarantine web interface?... 42

I am expecting an email and have not received it, where is it and what do I do? ... 42

What is a quarantine summary email? ... 42

Why have I not received a quarantine summary email from Barracuda?... 43

Why does certain email received always go to the quarantine interface? And how do I send it to me directly?... 43

What do I do with the SPAM that I still receive?... 43

Terms ... 43

____________________________________________________________________________

Windows XP The basics of working with Windows XP ... 44

Logging on to an XP Station ... 44

Opening Programs... 45

Closing Programs ... 46

Protection Protecting Your Workstation and Data ... 46

Locking Your Workstation ... 46

Unlocking Your Workstation ... 47

Logging off an XP Workstation ... 47

Login Troubleshooting………...………48

Saving Saving a File to a Disk for the First Time... 51

Saving a File that has Already Been Saved ... 52

Cut, Copy and Paste Cutting, Copying, and Pasting ... 52

Cutting and Pasting... 53

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Clipboard

Using the Clipboard ... 53

To view the Clipboard: ... 54

To select items from the Clipboard: ... 54

To clear individual items from the Clipboard: ... 54

To clear all items from the Clipboard: ... 55

Task Pane Task Pane... 55

Showing/Hiding the Task Pane... 55

Viewing Other Task Panes ... 55

Moving the Task Pane ... 56

To move the Task Pane:... 56

Smart Tags Smart Tags ... 56

Smart Tags and AutoCorrect ... 56

Save As Save As and Open Dialog Boxes ... 57

Help Using Help in Windows ... 57

keyboard Option:... 58

Button Option: ... 58

Office Assistant Option: ... 58

Menu Option: ... 58

Customized Toolbars ... 58

Arranging Toolbars ... 59

Adding and Removing Buttons ... 59

About the Help Dialog Box... 60

Using the Help Dialog Box ... 60

Office Assiatant Using Help with the Office Assistant... 61

To turn off Office Assistant: ... 61

To turn on Office Assistant: ... 61

Dialog Box Using the Help Dialog Box: Contents Tab ... 62

Using the Help Dialog Box: Answer Wizard………..………61

Using the Help Dialog Box: Index Tab... 63

Screen Tips Viewing ScreenTips for Menu Options, Toolbar Buttons, and Screen Regions ... 63

Viewing ScreenTips within a Dialog Box ... 63

____________________________________________________________________________

Wireless Internet Access Cox College Wireless Internet Access user guide... 64

Connect to the CCNHS wireless network ... 64

Checking network signal strength... 67

Turning your wireless Ethernet on or off... 69

Frequently Asked Questions FAQ’S ... 69

• How does wireless work?... 69

• Why have I not received a quarantine summary email from Barracuda? ... 69

• How can wireless help me?... 69

• Can I do everything with a wireless connection that I could do with a wired connection?... 69

• Where can I use the College Wireless Lan?... 70

• Do all PDA’s support wireless? ... 70

• Does a Wireless LAN card use extra battery power/life on my laptop?... 70

• What settings are required on my Wireless Hardware?... 70

• How do I get access to my G: drive files and College e-mail from a Wireless Connection? ... 70

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Windows Built-In Wireless Client?... 72

• I am connected to the Wireless LAN, but when I start Internet Explorer I get a dialup box and web pages? ... 73

What if I need help? ... 73

____________________________________________________________________________

COLLEGEWEB ... 74

CollegeWeb - the Cox College Intranet Site ... 74

____________________________________________________________________________

The Windows Keyboard Explanation of the Keys on a Windows QWERTY Keyboard ... 75

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Passwords FAQ’s

Q: What is my username?

A: Your username is created randomly and can be found on the back of your student ID badge or on your class schedules.

Q: What is my email address?

A: Your email address is your username with the Cox College domain added on:

[email protected] for example, jdj12345 @coxcollege.edu with no spaces or periods

between coxcollege.

Q: What is my password?

A: New students will be assigned a temporary password to access their account for the first time, and then be prompted to reset it when they login. For security reasons Technology Support Services staff are the only ones designated to reset lost or forgotten passwords. Please note that they are unable to lookup a current password that you have assigned to your account.

Q: Can others use my account?

A: No one but you should use your account. It is important to keep your password confidential and to log-off when finished with a workstation. Sharing your account could result in loss of privileges. Each user is responsible for any actions occurring under their user id (username).

Q: Does changing my password in Windows XP also affect my e-mail?

A: Yes - Changing your computer password also changes your email password.

Q: Does changing a password change my username?

A: No - your email or computer name does not change.

Passwords will expire 365 days after being reset

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Complex Password Generation Requirements

The Cox Health policy IM.21 sets the requirement of a complex password on the CoxHealth network. The basic requirements are that a complex password MUST contain:

• Capital letters • Lower case letters • Numbers

• Special characters (such as $, #, %, etc.) • 8 characters in length (minimum)

** Passwords are case sensitive **

The secret to complex password generation is the development of a system that works for you. This example below explains how a complex password is generated.

Step-1 The first thing you do is to develop a simple phrase that is easy for you to Remember

Sample Phrase: “I Work At Cox”

Step-2 Change the phrase my making all letters lower case and removing the spaces

Iworkatcox

Step-3 Develop a substitution scheme where similar shapes of numbers, letters and special characters can be used.

Some examples of single letter substitution are as follows:

“s = 5, $”, “a = @”, “b = 6”, “g = 9”, “B = 8”, “I = 1, !, |”, “x = *”, and “z = 2” Some examples of phrase and word substitution are as follows:

“is” becomes “=”

“NOT” or negation becomes: ^ , <> , /=, ~

“IN, WITHIN, CONTAINS” environment can become: () , [] , {} to convey the meaning of “within” the parentheses, or “contained” in braces, etc.

Each user needs to develop their own system.

Step-4 Take the phrase and do letter capitalization as in 2nd letter or 2nd and 3rd letter, just something to help jumble things up a little.

“iworkatcox” can become “iwOrkaTcOx”, iwORkaTcOX”

Step-5 do the symbol or shape substitution for phrases, letters, or words and you will get: 1w0rk@Tc0* , !w0Rk@c)X , |w)Rk@Tc)*

These are all valid passwords but each is different depending upon the technique that each individual applies.

Recommendations for passwords:

• Do not pick a password that is easy to guess (e.g., your pet's name, spouses name etc) • Do not write down or share your password

• Passwords can not include words found in the dictionaries including foreign dictionaries. • Contain all or part of the user's name or commonly available personal information in any form

(reversed, doubled, simple substitution [0 for o, $ for s] etc.).

• Must not contain simple number or word patterns like aaabbbccc, qwerty123, 123454321 • Do not use the same password you would use outside of the college.

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Changing your password in Windows XP

1. You must already be logged into one of the workstations in the college’s computer labs. We recommended that you close any programs that are running and return to the Desktop

2. Press [Ctrl]+[Alt]+[Delete] All three keys must be pressed together.

3. The Windows Security dialog box

appears.

4. Click

5. The Change Password dialog box appears.

6. In the Old Password dialog box, type your current password the one you logged in to the computer with 7. In the New Password dialog box,

type your desired new password 8. In the Confirm New Password dialog

box, type your new password again 9. Click OK

Your password is now changed.

NOTE: This is the password you will use when you log in.

Resetting Passwords

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Please note that all Student e-mail accounts have a

30 Mega Byte quota

That means at any one time, if you exceed that 30 MB quota your account will not be able to receive new mail. The quota also includes mail you have in your “deleted items” and “Sent” folders. Note that e-mail attachments can take up valuable space and it is recommended that you download those attachments to a computer or other media such as your college G drive if you wish to save them. Please refer to the “Deleted Items” section for more detailed information on how to empty your Deleted Items folder. Some people also refer to “Your Deleted Items” as the Trash Can much like you have in the Windows Operating System.

• You cannot have your college e-mail account automatically forwarded to another external account such as hotmail, yahoo etc.

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Accessing your e-mail:

1. Establish an internet connection {You must be currently on-line} 2. Open your browser

Please note that while many browsers work with OWA, only Internet

Explorer is supported by CoxHealth.

(OWA –Internet Web Access)

From the computer labs at the college you can also select the Cox College E-mail icon on the desktop.

If you use AOL, People PC or another internet provider that has its own internet browser, please minimize that browser and use the Internet Explorer browser that comes with the Windows operating system, there are known problems with other browsers. Remember that OWA only works with Internet Explorer.

3. In the address bar insert the following address -

http://webmail.coxhealth.com

There is no www on the front of webmail.

4. A login box will appear prompting you for a username and password.

Use the same username assigned to you by the college e.g. jd1111 and the password you have assigned to your account. This username and

password will be used to access both your e-mail and the

computers at the college.

If you are using Dialup internet access and have a slow connection you can select the basic option. The basic client provides fewer features than the premium client but offers faster performance.

Use the basic client if you're on a

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Technology Support Services /Student Technology Information Manual 5. Your email account should load with a shortcut bar on the left (this is the navigation pane)

and a toolbar across the top.

Please be patient while the email loads especially if you are using dial-up internet access. Default email display is set to 25 per page.

6. To log off click the “Log Off” button (located top right hand corner) 7. You can also access your e-mail

from the college web site http://www.coxcollege.edu

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Please Note: To protect your account

from unauthorized access, Outlook Web Access automatically closes its connection to your mailbox after a period of inactivity. If your session ends, refresh your browser, and then log on again.

Opening the Inbox

When you open Outlook Webmail, your Inbox should open automatically. However, if this is not the case, or if you have been using another Outlook Webmail feature, you will need to open your Inbox to read messages or to check mail.

1. From the Outlook sidebar, click INBOX The Inbox will appear in the main window.

Checking for New Mail

The Outlook Webmail Inbox displays new mail in bold at the top of the message list. The bold face is removed after a new message has been read. New mail automatically appears when the Outlook Webmail Inbox is first opened, but you may wish to check for new mail while using Outlook Webmail.

1. To check for new mail, on the Taskbar, click CHECK FOR NEW MESSAGES

NOTES:

If you have new mail, the new message(s) will appear at the top of the message list. If you do not have new mail, the message list will not change.

Sending Email Messages

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Technology Support Services /Student Technology Information Manual 1. With your Inbox open,

on the Outlook toolbar, click NEW

The New Message screen appears. 2. In the To text box, type in the

recipients email address e.g. [email protected]

HINT: If you are sending a message to

multiple recipients, use semicolons ( ; ) to separate the complete addresses. 3. OPTIONAL: In the Cc text box, type

the email address of anyone you would like to receive a carbon copy of the message

4. OPTIONAL: In the Bcc text box, type the email address of anyone you would like to receive a blind carbon copy of the message 5. In the Subject text box, type an

appropriate subject line

6. In the body of the message, type your message content

7. When complete, click SEND

Reading Email Messages

From your Inbox, you can read both old and new email messages. To read your messages, your Inbox must be open.

1. Double click the message you want to read The message window appears in a new window.

NOTES:

To read a message not located on page 1 of the Inbox, on the message toolbar, click NEXT

PAGE .

To go back, click PREVIOUS PAGE .

2. To move to a different message without returning to the Inbox message list, on the message toolbar, click PREVIOUS ITEM or NEXT ITEM

3. When finished reading, click CLOSE

Forwarding Email Messages

You may wish to forward the same message to multiple recipients or to yourself in an effort to retrieve them from the Deleted Items folder.

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Double click the message you want to open The message opens in a new window.

2. On the message toolbar, click FORWARD

3. In the To text box, type the email address of the person you wish to forward the message to 4. OPTIONAL: In the Cc text box, type the email address of anyone you would like to receive a

carbon copy of the message

5. OPTIONAL: In the Bcc text box, type the email address of anyone you would like to receive a blind carbon copy of the message

6. OPTIONAL: In the body of the message, type any remarks regarding the forwarded message 7. Click SEND

Printing Email Messages

Printing email messages in Outlook Webmail is very similar to printing documents in Microsoft Word. 1. To open the message you want to print, double click it

The message opens in a new window.

2. From the browser's Navigation toolbar, click PRINT The Print dialog box appears.

3. If necessary, make the appropriate adjustments in the Print dialog box 4. Click OK

Logging Off

When you are done using Outlook Webmail, you should always log off the computer so that nobody else can access your account. This is especially important when you are using a shared computer.

1. From the Taskbar, click LOG OFF

Using the Address Book Feature

Outlook Webmail's Address Book is a network tool you can use to search for Cox College and Cox Health email addresses and other contact information that may not be present in your Contacts folder.

1. On the Toolbar, click ADDRESS BOOK The Find Names window appears.

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Technology Support Services /Student Technology Information Manual In the Display name text box, type the last name of the person you are looking for

OR For a more specific search,

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3. OPTIONAL: To aid your search you may also want to provide Title, Alias name, Company, Department, Office, and/or City information in the appropriate fields

NOTE: For College purposes, the most useful of these fields are Title, Department, and/or Office.

4. Click FIND

All students or faculty/Staff with that last name or a last name starting with those letters will be displayed with their contact information.

NOTE: You may need to scroll to the right or increase window size to view email addresses in

their entirety.

5. To exit, click CLOSE

Using Rules

Creating a Rule

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Technology Support Services /Student Technology Information Manual 1. On the Outlook Sidebar, click RULES

2. On the toolbar, click NEW... The Edit Rule dialog box appears.

3. OPTIONAL: In the Rule Name text box, type a name for the rule

4. In the When a message arrives section, specify what type of messages you want the rule applied to:

NOTE: You can set multiple criteria for each rule, to get exactly the specifications you want.

a. To make the rule based on who sent the message, in the From field contains text box, type the alias or e-mail address of the user name

b. To make the rule based on words in the subject of the message, in the Subject contains text box, type the words

c. To make the rule based on the importance setting of the message, from the Importance is pull-down list, select the importance

d. To make the rule based on who the message was sent to, in the People or Distribution List text box, type the alias or e-mail address of the user name or distribution list e. To make the rule based on messages that are sent only to you, select Sent only to me

5. In the Then section, select what is to be done with the incoming message:

NOTE: If you select an option with underlined text, click the underlined portion to enter a value.

a. To move the message to a folder, select Move it to the specified folder b. To copy the message to a folder, select Copy it to the specified folder c. To delete the message, select Delete it

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6. Click SAVE AND CLOSE

The rule will apply to all new incoming mail.

Editing a Rule

Sometimes you will want edit your rules, such as if you gained a new group member, or want to make a rule more specific it is easy to change.

1. On the Outlook Sidebar, click RULES 2. Double click the rule you want to modify

OR

a. Select the rule you wish to modify b. Click CHANGE RULE...

3. Make any necessary changes 4. Click SAVE AND CLOSE Deleting a Rule

When a rule is no longer used or needed, the rule can be deleted

1. On the Outlook Sidebar, click RULES 2. Select the rule you want to delete 3. Press [Delete]

OR

Click DELETE

The rule is now deleted.

Deleting Items

Deleting Messages

When you no longer need to keep a message, you can remove it with a simple click of a button. If, by accident, you should happen to delete a message you want to keep, it is still retrievable as long as you

do not empty the Deleted Items folder, or if you recover it immediately after emptying the Deleted Items

folder.

NOTE: Emptying the Deleted Items folder is the only way to permanently remove an item from Outlook. Delete Button Method

1. With the message selected in the messages list or with the message window open, click DELETE The message is sent to the Deleted Items folder.

2. OPTIONAL: To permanently delete the message(s), Empty the Deleted Items Folder

Drag and Drop Method

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Technology Support Services /Student Technology Information Manual 1. From the Outlook sidebar, click INBOX

The Inbox messages appear. 2. Select the message(s) to be deleted

3. Drag and drop the message(s) into the Deleted Items folder The message is sent to the Deleted Items folder.

4. OPTIONAL: To permanently delete the message(s), proceed with Emptying the Deleted Items Folder

Emptying the Deleted Items Folder

Once you have deleted a message from a folder, the Deleted Items folder must be emptied to

permanently clear the message from Web Outlook. You can also delete selected items from the Deleted Items folder, rather than delete all items at once.

Deleting Selected Items

1. From the Folders list, click DELETED ITEMS The deleted items appear in the Folder Contents window.

2. Select items to permanently delete by pressing the [Ctrl] key and clicking the items 3. Click DELETE

A dialog box appears, asking if you wish to permanently delete the selected items. 4. Click OK

The selected items are permanently deleted.

Deleting All Items: Quick Menu Option

1. From the Folders list, right click DELETED ITEMS » select Empty Deleted Items A confirmation dialog box appears.

2. Click OK

All items in the Deleted Items folder are permanently deleted.

Deleting All Items: Toolbar Option

1. From the Folders list, click DELETED ITEMS

The deleted items appear in the Folder Contents window. 2. From the toolbar, click EMPTY DELETED ITEMS

A confirmation dialog box appears. 3. Click OK

All items in the Deleted Items folder are permanently deleted.

Recovering Permanently Deleted Messages

Outlook gives you the ability to recover items that you have recently permanently deleted from the

Deleted Items folder. This should be done as soon as possible to ensure that they are still recoverable. 1. From the Folders list, click DELETED ITEMS

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2. On the toolbar, click RECOVER DELETED ITEMS The Recover Deleted Items dialog box appears.

3. Select the message(s) you would like to recover 4. Click RECOVER

5. When finished recovering messages, click CLOSE

Retrieving Messages from the Deleted Items Folder

If you have accidentally deleted a message that you want to keep, you can retrieve it. However, this is only true if the message has not been deleted from the Deleted Items folder.

NOTE: Items which were recently permanently deleted from the Deleted Items folder may be recovered.

To recover permanently deleted items, see Recovering Permanently Deleted Messages.

Forwarding Method

1. From the Folders list, click DELETED ITEMS The deleted items appear in the Folder Contents window. 2. To open the message you want to keep, double click it 3. Forward the message to yourself

The message will now appear in your Inbox.

Move Method

1. Select the message(s) you want to move 2. On the toolbar, click MOVE/COPY

The Move/Copy Item dialog box appears.

3. Select the folder you want to move the messages into 4. Click MOVE

The messages are moved to the desired folder.

Drag and Drop Method

1. From the Folders list, click DELETED ITEMS The deleted items appear in the Folder Contents window.

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Technology Support Services /Student Technology Information Manual 3. Drag and drop the message to the Folders list, into the Inbox folder

The message moved to the Inbox folder.

Another way to check for recently deleted Items

1. From the shortcut bar on the left Click OPTIONS

2. Scroll down to the bottom of the options page and click View

Items to view and recover items that were recently emptied

from your Deleted Items folder.

3. Select items you want to recover and then click the Recover Icon

4. Recovered items will be moved back to your Deleted Items folder.

Working with Folders

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The Web Outlook Folders list contains eleven default folders. To select a folder, click the name of the folder beside the folder icon. When a folder holds an unread message, the folder name will appear in bold. To become familiar with the function of each folder, read the following descriptions.

NOTE: To show the Folders list, from the Outlook sidebar,

next to Folders, click SHOW/HIDE FOLDERS.

The Folders list appears.

Folder

Icon Name Function

Calendar Store meeting times, appointment information, and view your calendar by day, week, or month.

Contacts Store the names and personal information of common contacts, distribution lists, and related information.

Deleted Items

Store and access messages that you have temporarily deleted, or delete items permanently.

Drafts Store saved drafts of email messages before you send them.

Inbox Store new and saved mail.

Journal Compose and store your personal journal notes.

Junk E-mail Store junk mail.

Notes Compose and store your personal notes.

Outbox Store messages whose delivery is incomplete due to either server problems or scheduled delivery delay.

Sent Items Store a copy of each message you have sent. Tasks Compose and store lists of tasks you have to do.

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Technology Support Services /Student Technology Information Manual It may be necessary, at times, to manage the many items you might receive on your Outlook Webmail

account. To help you keep various items in order, Outlook Webmail allows you to create new folders in addition to the default folders already provided. For large amounts of information, you may want to create subfolders for more efficient organization. The following instructions tell you how to create new folders and subfolders:

1. On the toolbar, from the New pull-down list, select Folder.

2. The Create New Folder dialog box appears.

3. In the Name text box, type a name for your new folder – in this case we have a folder named Faculty Mail

4. In the folder directory, select a location for the new folder – in this case we want it in the main directory so we selected JPH

5. Click OK

Your new folder will appear in the Folders list, which automatically alphabetizes folders by title.

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1. From the Folders list, select the folder in which you would like the subfolder to appear 2. On the toolbar, from the New pull-down list, select Folder

The Create New Folder dialog box appears.

3. In the Name text box, type the title of your new folder

4. Select which branch on the folder directory the new folder will be placed 5. Click OK

Your new folder will appear in the Folders list, which automatically alphabetizes folders by title.

Organizing Email with Folders

For more efficient organization in your Web Outlook account, it may be necessary to alter the arrangement of your messages and folders. The following instructions explain how to move both messages and folders on Outlook Webmail.

Moving Messages

There are two methods for moving messages: the Move/Copy Icon Method and the Drag and Drop Method

Moving Messages: Move/Copy Icon Option

1. From the Folders list, select the folder that contains the message you would like to move 2. From the Folder Contents, select the appropriate message(s)

HINT: You can select contiguous or non contiguous messages with this option. To select

contiguous messages, click the first message of the group and then press [Shift] and click the last message. To select non contiguous messages press [Ctrl] and click each message. Selected messages will be highlighted.

3. From the toolbar, click MOVE/COPY The Move/Copy Item dialog box appears.

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Technology Support Services /Student Technology Information Manual 5. To move the message to the selected folder, click MOVE

To place a duplicate copy of the message to the selected folder, click COPY

6. To assure that the message has been placed in the correct folder, from the Folders list select the appropriate folder

The message should appear in the contents of the folder or subfolder.

Moving Messages: Drag and Drop Option

1. From the Outlook sidebar, click FOLDERS The Folders list appears.

2. From the Folders list, select the folder that contains the message(s) you want to move The folder's contents will appear.

3. Select the message you wish to move

4. Drag and drop the message into the desired folder

Moving Folders

There are two methods for rearranging folders: Quick Menu Option and Drag and Drop Method

Moving/Copying Folders: Quick Menu Option

1. In the Folders list, right click the folder you want to move/copy The Move/Copy Item dialog box appears

2. From the Move/Copy the selected items to the folder scroll box, select the destination folder 3. To move the message to the selected folder, click MOVE

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Moving Folders: Drag and Drop Option

1. From the Outlook sidebar, click FOLDERS The Folders list appears.

2. From the Folders list, select the folder you want to move in this case we have a folder named Nursing Folder 3. Drag and drop folder into the desired folder

Deleting Folders

If you find that you have folders or subfolders that are no longer of use to you, you can delete them. When a folder is deleted, it moves to the Deleted Items folder.

Deleting Folders: Drag and Drop Option

1. From the Folders list, select the folder you wish to delete NOTE: You can not delete the eleven default folders.

2. Drag and drop the folder into the Deleted Items folder

Deleting Folders: Quick Menu Option

1. In the Folders list, right click the folder you want to delete » select Delete

NOTE: To retrieve a folder from the Deleted Items folder, before you exit, open the Deleted Items folder,

select the folder, and move the folder to the desired location.

Working with Attachments

Accessing Email Attachments

Often, you will receive messages that will have files attached for you to view through Word, Notepad, Excel, or other programs. Most attachments can be accessed directly, but some attachments must first be saved to your disk before opening them. If this is the case, a pop-up window will appear alerting you to this. See Saving Attachments for instructions on saving an attachment to your disk.

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Opening Attachments

1. To open an email message, double click it The message appears in a new window. 2. Click the attachment you want to open

The File Download dialog box appears. 3. Click OPEN

The attachment opens in the appropriate program.

Saving Opened Attachments

1. With the attachment open, from the File menu, select Save As... The Save As dialog box appears.

2. Using the Save in pull-down list, navigate to the appropriate save location

3. In the File name text box, type the name and appropriate file extension for the file you are saving (e.g., a copy of your syllabus created in Word: fallsyllabus.doc)

4. Click SAVE

The file is now saved to the desired location.

Saving Attachments Before Opening Them

1. To open an email message, double click it The message appears in a new window.

2. From the Attachments section, right click the attachment's hyperlink >> select Save Target As... The Save As dialog box appears.

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Attaching Files

It is often necessary to attach files from Word, Notepad, Excel, or other programs to messages you send to people.

1. Compose a new mail message

2. When finished typing the message content, from the Message toolbar, click ADD

ATTACHMENT OR

Click ATTACHMENTS

The Attachments dialog box appears.

3. Under Choose a file to attach, type the path of the attachment (e.g. H:/Folder/file.doc) OR

To select the attachment from a file: a. Click BROWSE...

The Choose file dialog box appears.

b. Using the Look in pull-down list, locate and select the file to attach c. Click OPEN

The Attachments dialog box reappears 4. Under Add the file to the list, click ATTACH

The file is now listed in the Current file attachments section and will be sent with the message. 5. OPTIONAL: If you wish to attach additional files, repeat steps 3-4

6. To return to the message, click CLOSE

The attachment(s) are listed next to Attachments. 7. Click SEND

The message and attachment(s) are sent together.

Deleting Attachments

When composing a message, you may change your mind about sending an attachment and wish to delete that attachment so it is not sent with the corresponding message. However, attachments can be deleted only before the corresponding message is sent.

1. After an attachment has been added, from the top of the New Message window, Left click the attachment to be deleted, it is then highlighted

2. Right Click the attachment(s) to be deleted Click REMOVE The attachment(s) are now deleted from the message.

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Customizing Outlook Web Access

Microsoft Office Outlook Web Access provides several ways to customize program features, functionality, and appearance:

To customize these features, click Options in the Navigation Pane.

The Options page is displayed

From here you are able to

• Out of Office Assistant: Automatically reply to e-mail you receive • Messaging Options: Customize messages and message views • Reading Pane Options: Mark previewed items as read or unread • Spelling Options: Set up the spelling checker

• E-Mail Security: Set up e-mail security

• Privacy and Junk E-mail Prevention: Help protect your privacy • Appearance: Change the color scheme

• Calendar Options: Set date and time formats and customize your calendar view • Reminder Options: Set reminders for calendar items and tasks

• Contact Options: Customize address book searches • Recover Deleted Items: Recover items you’ve deleted

Important When you change any settings for the following options,

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Out of Office Assistant:

The Out of Office Assistant will automatically reply to e-mail you receive although you’re not in your office these are the default Settings. Default setting is “I’m currently in the office”

Select the Out of Office Assistant

Set the auto reply response to “I’m currently out of the office”

Select click Save and Close for your changes to take effect.

Important

Please remember that when you want the Out of Office Assistant deactivated follow steps 1 and 2 and then select “I’m currently in the office”

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Messaging Options:

You can customize your messages and message views by using this option. Your default setting for the number of items to display in your e-mail page view is 25.

1. To change the number of items displayed in your e-mail view page click

2. Then select how many you would like to be displayed

Warning: The higher the number of pages displayed the longer it may take to display your

e-mail view page as it has to load theses into that view. If you have a slow connection it is not recommended that you change the default setting of 25.

To indicate what to display after you move or delete an item

Under Messaging Options, in the list next to After moving or deleting an

item, select an action. Outlook Web Access can open the next item in the

list (the default), open the previous item, or return to the window you moved or deleted the item from and select—but not open—the next item in the list. For all Options make sure you select Save and Close for your changes to take effect.

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To enable pop-up message notifications on your computer when you receive new e-mail messages

1. Under Messaging Options, select the Display a notification message when new mail arrives

check box.

To be notified with a sound when new messages arrive

1. Select the Play a sound when new mail arrives check box. To create, or edit a custom signature to each message you send

1. Click Edit Signature.

2. In the Signature dialog box, type and format the signature you want to use, and then click Save and Close.

3. Select the “Automatically include my signature on outgoing messages” check box.

Now every time you send an e-mail your custom signature will appear at the bottom the e-mail

To set the font you use for new, replied to, and forwarded messages

1. Click Choose Font.

2. In the Font dialog box, select a font, style and size, and then click OK.

For all Options make sure you select Save and Close for your changes to take effect.

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Mark previewed items as read or unread

Use the following options to determine whether items displayed in the Reading Pane will be marked as read or left as unread. Even if you view an item in the Reading Pane, you may want to leave the item marked as unread as a reminder to return to it later.

To mark items you view in the Reading Pane as read

1. Under Reading Pane Options, select the Mark item displayed in Reading Pane as read check

box.

2. To set a delay for when the item is marked as read, type a number in the Wait [n] seconds

before marking item as read text box. The default is five seconds.

To mark items you view in the Reading Pane as read after you select another item in the list

1. Under Reading Pane Options, select the Mark item as read when selection changes check

box. This is the default setting.

To leave items you view in the Reading Pane marked as unread

1. Under Reading Pane Options, select Do not automatically mark items as read.

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Set up the spelling checker

Use the following procedures to customize your spelling options.

To prevent the spelling checker from checking words in UPPERCASE letters

1. Under Spelling Options, select the Ignore words in UPPERCASE check box.

To prevent the spelling checker from checking words that contains numbers

1. Under Spelling Options, select the Ignore words with numbers check box.

To automatically check spelling before a message is sent

1. Under Spelling Options, select the Always check spelling before sending check box.

Outlook Web Access also allows you to spell-check messages in several languages using language-specific dictionaries.

To select a dictionary

1. Under Spelling Options, select a language from the drop-down list.

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Set up e-mail security

You can help make your e-mail messages more secure by using a message encryption protocol called Secure/Multipurpose Internet Mail Extension (S/MIME). With S/MIME you can digitally sign your messages to help protect them from tampering while in transit. The digital signature also certifies to the recipient that the message is from you. You can also encrypt the message contents to help prevent

unauthorized recipients from reading the message.

2. To use S/MIME with Outlook Web Access, you must have the following: • Microsoft Windows XP or Windows 2000.

• Microsoft Internet Explorer 6 or later.

• A computer that allows you to download and install the S/MIME Control.

• Valid digital certificates for sending digitally signed e-mail messages or receiving encrypted e-mail messages.

2. To download and install the newest version of the S/MIME Control on your computer, under

E-mail Security, click Download. If an older version of the control is already installed on the

computer, under E-mail Security, you may need to click Re-install to update it.

3. When the file download dialog appears, choose Open or Run.

or

The S/MIME Control file will be installed on your computer. When the control is installed on your computer, the toolbar on the new message form will contain the following buttons:

• Allows you to digitally sign the message.

• Allows you to encrypt the contents of the message, including attachments.

To remove the S/MIME Control

1. In Control Panel, select Add or Remove Programs.

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Help protect your privacy

Outlook Web Access helps you control unwanted and unsolicited messages ("junk e-mail") and block links to external content that can make you the target of junk e-mail messages.

Turn on the junk e-mail filter

1. Under Privacy and Junk E-mail Prevention, select the Filter Junk E-mail check box.

2. To add or modify e-mail addresses or domains in your junk e-mail lists.

For more detailed information see “Manage junk e-mail” under the help option

Block external content in HTML e-mail messages

HTML messages you receive can include links to external content, such as pictures or sounds. These links aren't the kind that are underlined (hot) and that you click on. They are references in the HTML source code to an external location on the Internet, such as a Web site. When you open or preview the message, your computer downloads the external content so that the picture can be displayed or the sound played. This is typically done by legitimate senders to avoid sending large messages.

However, junk e-mail senders use the downloading of external content by your computer to verify your e-mail address as "live." Once they know there is a real person associated with your address, you can then become the target of more junk e-mail.

External content used to identify you in this way is called a Web beacon.

To prevent Outlook Web Access from downloading Web beacons, under Privacy and Junk E-mail

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Choose how to reply to read receipt requests

In addition to requesting a read receipt for e-mail messages you send, you can, as a recipient, choose whether to send a read receipt whenever one is requested of you.

To send a read receipt automatically whenever one is requested, select Always send a response.

To never send a read receipt, select Do not automatically send a response.

About message receipts

Microsoft Office Outlook Web Access allows you to confirm the receipt of a message you have sent. This confirmation can be done with new messages, or when you reply to or forward another person's

message.

When you request a message receipt, you'll receive a notification in your Inbox when your message was delivered and when it was opened by the recipient.

When you send a message that contains a receipt request, you will receive one or both of the following in your Inbox, depending on your selection:

• Delivered: <subject>, where <subject> is the subject of the message you sent. To see the date and time the recipient received the message, double-click the receipt.

• Read: <subject>, where <subject> is the subject of the message you sent. To see the date and time the recipient opened the message, double-click the receipt.

Request a message receipt

When you request a message receipt, notification is delivered to your Inbox indicating that a message you sent was successfully delivered. In addition, you can also request to be notified when the message is actually opened by the recipient.

1. When you compose your message, on the toolbar, click Options.

2. To request that you be notified when your message is opened by the recipient, in the Message

Options dialog box, select the Request a read receipt for this message check box.

3. To request that you be notified when your message is delivered, select the Request a delivery receipt

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Change the color scheme

You can customize the appearance of Outlook Web Access by selecting a color scheme that matches your current Windows theme or color scheme.

To change the color scheme

1. Under Appearance, in the drop-down menu, select a color.

2. For this example I will choose Burgundy:

Set date and time formats

1. To set the date and time formats used in your message folders and calendar items, use the drop-down lists to select your preferred format for the different styles.

Note The date and time formatting options may vary, depending on the language configured for

Internet Explorer. Outlook Web Access uses the browser language setting to provide region-specific options.

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Customize your calendar view

You can customize your calendar using Calendar options.

1. To set the day your calendar displays as the beginning of the week, select the appropriate day from the Week begins on list.

2. To set the times Outlook Web Access will display for each business day, select the appropriate times from the Day start time and Day end time lists.

3. To select when Outlook Web Access will begin numbering weeks for the current year, select the appropriate option from the First week of year list. The week numbers are displayed in the date picker window in Calendar. If you don't want weeks to be numbered, select Do not display week

numbers.

Set reminders for calendar items and tasks

1. To receive reminder messages before your appointments and meetings, select the Enable

reminders for Calendar items check box.

2. To receive reminder messages for tasks that are coming due, select the Enable reminders for

Task items check box.

3. To also be reminded with a sound, select the Play a sound when a reminder is due check box.

4. In the Default reminder list, select the amount of time before the item occurs that you would like

to receive a reminder.

For more information about reminders, see About Calendar reminders or About task reminders in under the help option

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Customize address book searches

You can select which address book to search first when resolving the name of a contact.

1. To set your organization's address book as the first place to search, select Global Address List. 2. To set your personal contacts as the first place to search, select Contacts.

Recover items you've deleted

After you delete an item from your Deleted Items folder it is permanently deleted. However, you can recover a deleted item if you change your mind about deleting it.

Important Deleted items are recoverable only for a limited time. The amount of time you have to recover

an item is configured on the computer running Exchange Server. For more information, contact a system administrator in your organization.

In the Navigation Pane, click Options.

Under Recover Deleted Items, click View Items.

Tip Another way to open this window is to select your Deleted Items folder from the Navigation

Pane, and then click Recover Deleted Items on the toolbar.

In the Recover Deleted Items dialog box, select the item you want to recover. Hold down CTRL or SHIFT to select multiple items.

Note If the item you want to recover isn't there, it's likely that the recovery time has expired for

that item.

To return the selected items to your Deleted Items folder, click Recover on the toolbar, or click

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Barracuda Spam Firewall

SPAM Filtering FAQ

This FAQ is here to provide assistance surrounding the use of our Internet Mail Filtering Software

Barracuda Spam Firewall

What is Barracuda?

Barracuda is a product which CoxHealth has purchased to reduce the amount of SPAM received. If the spam filter (Barracuda) identifies an email as spam, it will be blocked and deleted. If the spam filter believes an email is likely spam, but is not entirely confident, it will quarantine that email. If any of your email is quarantined, you will receive a "Spam Quarantine Summary" email that lists the last 15 quarantined emails for that day.

You can only access or modify Barracuda from within

the college since you have to be on the internal network

Why am I still receiving Spam?

Barracuda scans each email as it is received. The email is then checked for virus(s). Based on the content of the message, Barracuda will score the email and either deliver, quarantine or block it. The higher the score the more likely it is spam. The quarantine web interface is for email that may or may not be legitimate.

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What is my username and password for the quarantine web interface?

Your username and password is the same as the one you use to login to your computer.

I am expecting an email and have not received it, where is it and what do I do?

If you are expecting an email and have not received it please go to the quarantine web interface

https://barracuda.coxhealth.com. Log in to Barracuda to see if your message has been quarantined. If it is not there it is still possible that the email server of the sender has not yet sent the email.

What is a quarantine summary email?

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Why have I not received a quarantine summary email from Barracuda?

You will only receive a quarantine summary email from Barracuda if an email has been quarantined. You can view the quarantine web interface at anytime by going to the following webpage

https://barracuda.coxhealth.com. The username and password are the same as your Network logon.

Why does certain email received always go to the quarantine interface? And how

do I send it to me directly?

Barracuda scored the email high enough to rate it as possible SPAM. If you wish to have it directly sent to your Outlook inbox, you will need to Whitelist the message. From that point on it will be sent directly to you. You may click on the “Deliver” option to have the quarantined email delivered to your inbox.

What do I do with the SPAM that I still receive?

If you still receive SPAM please log in to your quarantine inbox (https://barracuda.coxhealth.com). Click on the Preferences tab. Under the “Blocked Email Addresses and Domains (Blacklist)” type the name of the sender that you no longer wish to receive email from and click Add. After you have done that please forward the SPAM email on to either SPAM - Offensive Email or SPAM - Unsolicited Email which you can locate in your Outlook Global Address Book.

Terms

Whitelist-

A Whitelist is a list of email addresses from which you always wish to receive messages from.

Blacklist-A Blacklist is list of senders from whom you never want to receive messages from. Barracuda

will immediately discard messages from senders on your Blacklist. Theses messages are deleted and can not be recovered.

SPAM-

Unsolicited e-mail, often of a commercial nature, sent indiscriminately to multiple mailing lists,

individuals, or newsgroups; junk e-mail.

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When working in the Computer Labs, it is important for ALL students to log on as themselves. If you sit down at a workstation and do not have to log on, it means that the previous user did not log off and the machine is still mapped to the previous student's G: drive. You will need to log the previous student off and then log on as yourself.

When you log on, you are connected to the Cox College network and drives are mapped for access to your data, and your profile settings are reestablished. The following document covers the basics of working with Windows XP as well as some basic Windows XP operations.

PLEASE LOG OFF THE COMPUTER WHEN YOU HAVE FINISHED

The basics of working with Windows XP

Logging on to an XP Station

Before you begin the connection process you want to make sure that the last person logged off. If you see the Welcome to Windows dialog box the last person logged off when they were done working. If you see the standard desktop or a program open, you must log off the previous user. To do this, refer to the instructions for Logging off an XP Station at the end of this document and then continue with the appropriate section below to log in as yourself.

Login as Yourself

1. Press [Ctrl]+[Alt]+[Delete]

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Technology Support Services /Student Technology Information Manual 2. In the User name text box, type in your

Cox College username

HINT: This is the same as your email

username using the following format; First letter of your first name First letter of your last name The last four digits of you social

security number.

3. In the Password text box, type your

password

NOTES: If this is your first time logging on to the lab computers, you will be forced to change your password. For information on passwords, including how to change your password, see “Changing your Windows XP

Password” at the beginning of this document.

4. Verify that the domain is COX

If not, from the Log on to pull-down list, select

COX

5. Click OK

Opening Programs

1. Click on the Start menu

2. Programs are available through the Start menu - Select All Programs

A list of the available programs on that computer appears.

Some programs are arranged in folders based on the type of program such as Microsoft Office Other programs may be listed without folders in the menu

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Closing Programs

Closing programs before logging off helps protect your data and is strongly recommended. The following generic instructions will work with most Windows programs.

1. If necessary, save your work For information on saving your work, see “Saving Files” in this document.

2. From the File menu, select Exit

Protecting Your Workstation and Data

Locking Your Workstation

NOTE: If you leave your computer even for a short time, we always recommend that you lock your

workstation. Locking your workstation prevents anyone from having unauthorized access and prevents anyone from using your station, making modifications to your data or files, and prevents access to your personal drive. When you lock your workstation all your programs will remain running for quick access when you return to your computer.

To lock your lab computer.

The following screen appears

2. Click

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Unlocking Your Workstation

To Unlock you Lab computer. 1. Press [Ctrl]+[Alt]+[Delete]

All three keys must be pressed together.

2. In the Password text box, type your

password

3. Click OK

You are returned to the Windows XP desktop.

Logging off an XP Workstation

Remember to log off your workstation when you are finished using it. Failure to log off can result in unauthorized access and modifications to your data and files. Save your work and close all programs that are currently open to prevent problems such as possible data loss. There are 3 ways to log off the Computer.

Method 1

1. From the Start menu, select

Log Off

2. The Log Off Windows dialog box appears.

3. Click LOG OFF

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Method 2

Save your work and close all programs currently open to prevent problems such as possible data loss. 1. From the Start menu, select Shut

Down

The Shut Down Windows dialog box appears.

2. From the What do you want the computer to do pull-down list,

select Log off (your username) 3. Click OK

OR

Press [ENTER]

The Welcome to Windows dialog box appears.

Method 3

2.

Click

3. The Log Off Windows dialog box appears.

4.

Click OK

OR

Press [ENTER]

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Login Troubleshooting

Q. You receive a message that your username or password is invalid

1. Make sure the CAPS lock is not

on when logging in:

XP notifies you via a tool tip to let you know if your Caps Lock key is depressed when typing your password to log in to your Account. This tool tip will also occur with any authentication dialog box, including web site login dialogs.

2. Make sure that you enter your

username when you login:

you may have entered your password but not changed the login to your username

Q. You get the following error message when you try to login

Verify that the domain is COX

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Saving Files

It is important to know how to save your files properly when you are working in the computer Labs.

You can use a 3.5 inch high density formatted diskette for saving and transporting your data. We recommend that you carry a 3.5 inch high density formatted diskette for storing and/or backing up your word processing and other files. The only draw back when using a floppy disk is that its capacity to hold data is small only 1.44 megabytes.

You can also use a USB Jump Drive (USB stands for Universal Serial Bus) They are called many things, jump drives, thumb drives, pen drives, USB drives, keychain drives, but whatever you call them, these jump drives are really handy and an awesome tool for anyone who needs quick backups of important data, such as spreadsheets or word documents. Apart from the physical size the jump drive (etc) may come in, what is more important is the actual size of how much data it can store; these drives come in the following sizes:

64 Megabytes Very Small not recommended 128 Megabytes Small to Medium size

256 Megabytes Medium size (Best buy usually) 1 Gigabyte the largest size (Expensive)

If you need more advice on one of these devices please ask one of the Technology Support Coordinators – they will be happy to assist you.

We recommend that you save to the G: drive, which is a private storage

area for your files on the student server (not accessible from outside the college). You also have the option of saving to the A: drive, which is the floppy diskette drive.

Also, it is important to save frequently to several sourcesto avoid data loss.

Q: Can I save files on the local hard-drive of lab computers?

A: It is not advisable to save files directly to the lab computers hard-drive. First, it makes the file only accessible on that workstation. Second, the workstations are refreshed at varying times which would result in a loss of your file. All students have been given file storage space on a network drive. This space is private and cannot be accessed by anyone but you. In addition, it is backed up by Information Systems and is accessible on any workstation regardless of which one the file was created.

Q: How do I save to my network drive?

A: To save to your network drive simply browse the save location to the drive listing with your username. For example, it will read username on coxhealth.com\root\user (G:\). For jd1111 it would appear as: jd1111 on coxhealth.com\root\user (G:\)

Q: How do I retrieve or access files that I saved to my network drive space?

A: Using the open file command in the software, browse to the network drive location (username on coxhealth.com\root\user) and select the appropriate file.

Important do not discard!