Carnegie Mellon University

Outlook Web App (OWA)

The documentation below will help you manage your calendar and shared mailbox with OWA on Exchange. Search OWA help for additional topics.

Calendar & Shared Mailbox Management

A calendar resource is an object that has its own calendar, for example, a conference room, an overhead projector, or other equipment that is used in your meetings or events. Follow the steps below to invite a resource. The room will send a response. Read the response to verify if the room has accepted or declined.

Invite a Resource

To invite a resource follow the steps below.

  1. Create a new meeting.
  2. Click Scheduling Assistant and do one of the following:
    • Rooms - click Add Rooms.
    • Equipment - type followed by the department (e.g., + computing)
  3. Select the room/equipment you want to reserve.
  4. These will be added to Attendees and will display in the Location of the message.
    Note: The room will send a response message to you. You should ALWAYS read the response to verify if the room has accepted or declined.

 

Meetings that occur on a daily, weekly or monthly basis are considered recurring.

Create a Recurring Meeting

  1. Create a meeting.
  2. Select how you want the meeting to recur from the Repeat drop-down.

Edit a Recurring Meeting 

Edit All Instances

  1. Double-click the recurring meeting.
  2. Click Edit > Edit series.
  3. Make the changes (e.g., time, date, attendees, room).
  4. Click Send.

Edit an Occurrence

  1. Double-click the recurring meeting.
  2. Click Edit > Edit occurrence.
  3. Make the changes (e.g., time, date, attendees, room).
  4. Click Send.

A shared mailbox is an email box that multiple people can access for sending and receiving messages. Shared mailboxes also provide a common calendar. This is different than sharing your personal calendar with someone on Exchange.

Add your Group's Shared Mailbox

  1. Log in to OWA. Each person who has access to the group's shared mailbox/calendar can access it through their own credentials.
  2. Select your name on the OWA navigation bar (top right).
  3. Select Open another mailbox.
  4. Type the email address of the mailbox.

View a Shared Calendar

  1. Right-click People's Calendars in Calendar view.
  2. Select Open Calendar.
  3. Type the email address of the calendar into the from directory field.
  4. Select the calendar from the list and click Open.

Manage a Shared Calendar

Owners can add/remove members following the steps below:

  1. Go to emailtools.cmu.edu.
  2. Log in with your Andrew userID and password.
  3. Click Manage Shared Mailbox/Calendar.
  4. Select the resource to manage.
  5. Click Modify.
  6. Add or remove the Andrew userID.
  7. Click Submit. Changes may take up to 4 hours.

All Distribution Groups begin with the greater than sign ">"; for example >CompSvcs-Client Support Specialists

Use Contact/Distribution Groups

  1. Create a new email or meeting.
  2. Click To (mail) or Attendees (calendar).
  3. Do one of the following:
    • Distribution Group - type the distribution group name or type > and select Search contacts and directory. Then, select the group from the list.
      Note: All Distribution Groups begin with the greater than sign ">"; for example >CompSvcs-Client Support Specialists.
    • Contact Group - click the + and select the group.
  4. Click Send.

Manage a Group

Log in to emailtools.cmu.edu to manage your distribution group members, ownerships and other aspects of the group. 

By default, any campus affiliate using Exchange email and calendar can view free/busy times through the Scheduling Assistant, available when creating or modifying a meeting. You do not need to set permissions or share your calendar.

To allow others, not on Exchange, to view free/busy information you can publish your calendar. Search "calendar publishing" in OWA help for steps.

For someone to see meeting details (i.e., subject, location, attendees, description), give that person Reviewer permissions. Note: Meetings marked as private will only display free/busy times.

  1. Right-click the calendar and select Share This Calendar.
  2. Enter the name or email address in the To field.
  3. Select All information

NoteMeetings marked as private will display only free/busy times.

Once you set reviewer permissions, the recipient will be able to see your meeting details through the Scheduling Assistant and will be able to open your calendar. In OWA, shared calendars are listed below "People's Calendars." 

If you give an individual editor permissions, they can create, read or modify meetings on your behalf. They will not receive meeting requests or cancellations for you through email. Thus, they can only accept or decline meetings for you by opening your calendar.

Note: You will receive an email notification for each meeting request that an editor processes on your behalf. If this is undesirable, consider granting Delegate permissions instead. 

  1. Select your calendar and click Share.
  2. Enter the name or email address.
  3. Select Editor from the Permission Level drop-down. 
  4. Click Send.

Note: Meetings marked as private will only display free/busy times.

If you give an individual delegate permissions, they can create, read or modify meetings on your behalf. They can also respond to meeting requests on your behalf through email. 

  1. Select your calendar and click Share.
  2. Enter the name or email address.
  3. Select Delegate from the Permission Level drop-down. 
  4. Click Send.

Email Management

The following offer steps to help you manage your messages.

Rules perform an action based on the conditions you specify. We recommend you create server-side rules through OWA not your email client. Follow the steps below to get started. For additional help, search "inbox rules" in OWA help. 

  1. Select the gear icon on the OWA navigation bar.
  2. Select Options > organize email
  3. Click the + to create your rule. 

Follow the steps below to automatically reply to email messages while you are away.

  1. Select the gear icon on the OWA navigation bar. 
  2. Select Set automatic replies.
  3. Select Send automatic replies.
  4. Set the time period for your away message.
  5. Select the Send to senders outside my organization and Send replies to all external senders. This will ensures all campus affiliates receive your out of office message.
  6. Enter the same reply message into both Reply fields.