Outlook Web App (OWA) is the email and task management service included in Microsoft’s Office 365 enterprise cloud services. Office 365 provides web-based access to an organisation’s hosted Exchange services including email, contacts, calendar and tasks. Learn more about Office 365 here.
By default, Outlook Web App is split into three panes. The left pane displays email folders, the middle pane displays the emails inside the current folder and the right pane displays the currently selected email.
In the left pane, folders that contain new emails are displayed in bold and have the number of emails in colour next to the folder name. There is a double chevron at the top of the pane that can be clicked to collapse it so more of the current email can be seen.
In the middle pane, the sender’s name is displayed in large text, the subject line and date are displayed in bold colour and a short preview of the email is displayed in grey text. The currently selected email is displayed with a light-coloured background, has a tick on the left side and has action buttons on the right side. Moving the mouse over another email will display its action buttons and also a grey checkbox on the left side. Emails are also sorted into categories based on their date.
In the right pane, the sender’s name, email address and profile picture are displayed in large text and the date is displayed in small grey text. There are Reply, Reply All and Forward buttons at the top that can be used to reply only to the sender, to the sender and all recipients or to forward the email and choose who to send it to. A quicker way is to use Ctrl+R to reply, Ctrl+Shift+R to reply all or Ctrl+Shift+F to forward.
The recipients’ names and their online status is displayed below the sender information. Note that images in the email are not displayed by default to help protect privacy. Click the first link below the recipient information to display the images. Click the second link to always display images in emails from that sender.
It is also possible to manually adjust the width of each pane. To do this, move the mouse over the right edge of the thick grey line between the panes until the cursor changes to a vertical bar with two arrows, then click and drag to the left or right.
The left pane contains a list of folders. At the top is a list of favourite folders and at the bottom is a list of all the folders. Click the triangle to the left of Favorites or the user’s name to hide or show the folders.
To create a new folder, right-click on the user’s name and then choose the Create New Folder menu item. To create a new subfolder, right-click on a folder and then choose the Create New Folder menu item. Type the name of the new folder and then press the Enter key. Right-click on any folder and choose the Rename menu item to change the name of the folder.
It is possible to move a subfolder from one folder to another by right-clicking the folder and choosing the “Move…” menu item to display the Move dialog to select the destination folder. A quicker way is to click and drag the subfolder and move it over the destination folder.
It is not possible to click and drag to change the order of folders. The only way to change the order of folders is to create a new folder and subfolders in the desired order, move the emails over to the new folders and then delete the old folders.
To delete a folder, right-click on the folder and then choose the Delete menu item. Deleted folders are moved to the Deleted Items folder so they can be restored if they are accidentally deleted. Right-click on a folder in Deleted Items and choose the Delete menu item to permanently delete the folder.
To add a folder to Favorites, right-click the folder and choose “Add to Favorites”. To remove a folder from Favorites, right-click the folder and choose “Remove from Favorites”. To change the order of Favorites, right-click a folder and then choose “Move up in list” or “Move down in list”.
Managing and creating email
Outlook Web App has many options for managing and creating emails. Learn more about managing and creating emails here.
Outlook Web App can be used to create tasks and set reminders. Learn more about tasks and reminders here.
It is possible to assign emails and tasks to coloured categories. To add an email or task to a category, right-click on the item, hover over the Categorize menu and then choose a category. It is possible to assign an item to multiple categories. Click the Clear Categories menu item to remove the item from all categories. Coloured bars will be displayed on the right side of an item to indicate the categories it is in.
Click the “Manage categories…” menu item to display the Manage Categories dialog. To add a new category, click the “Add new category…” link at the bottom, click the down arrow on the left to choose a category colour and then enter the category name in the text field. Click the OK button to save the category or click the Cancel button to cancel creating the category.
To change the colour of a category, click on the category on the Manage Categories dialog and then click the down arrow on the left side. To delete a category, click the X icon on the right side. There is no option to rename categories, so the only way to rename a category is to delete it and then recreate it with a new name.
Click the cog icon in the top-right corner to view a menu with shortcuts to common settings and an Options menu item to access all the settings. Learn more about the Outlook Web App settings here.