Outlook Web App has many options for managing and creating emails. Learn more about what else Outlook Web App can do here.
The middle pane contains a scrollable list of emails with the sender name, subject and a one-line preview of the email content. Click on an email to display the content of that email in the right pane. The up and down arrows keys can also be used to navigate emails.
On the right side of the selected email in the middle pane are action buttons and on the left side. These action buttons also appear when the mouse hovers over an unselected email.
On the left side of an email in the middle pane is a checkbox that can be used to select multiple emails. It is also possible to select an email by holding the Ctrl key and clicking anywhere on the email in the middle pane.
A quicker way to select a range of emails is to hold the Shift key and click the last email in the middle pane. When multiple emails are selected, the right pane is replaced with a list of action buttons. Click the Cancel button to deselect all except the last email.
To check for new emails, click the cog icon in the top-right corner and then choose the Refresh menu item.
To delete an email, move the mouse over the email and click on the X icon on right side. To delete multiple emails, click the grey checkbox on the left side of each email and then click the Delete button in the right pane.
Alternatively, right-click on the selected emails in the middle pane and choose the Delete menu item. A quicker way is to press the Delete key. To delete all the emails in a folder, right-click on the folder in the left pane and choose the Empty menu item.
Deleted emails are moved to the Deleted Items folder so they can be restored if they are accidentally deleted. To permanently delete emails, right-click the selected emails in the Deleted Items folder and choose the Delete menu item or press the Delete key. A quick way to permanantly delete an email without sending it to Deleted Items is to press Shift+Delete.
To flag an email, move the mouse over the email and click on the flag icon on the right side. To flag multiple emails, click the grey checkbox on the left side of each email and then click the Flag button in the right pane.
Alternatively, right-click on the selected emails in the middle pane and choose the Set Flag menu item. A quicker way is to press the Insert key to flag an email.
Marking email as unread or read
To mark an email as unread, right-click on the selected email in the middle pane and choose the Mark as Unread menu item. A quicker way is to press Ctrl+U. To mark the email as read again, right-click on the email and choose the Mark as Read menu item. A quicker way is to press Ctrl+Q.
To mark multiple email addresses as unread or read, click the grey checkbox on the left side of each email and then click the Mark as Unread button in the right pane to mark the selected emails as unread or click the Mark as Read button to mark the selected emails as read.
To mark all emails in a folder as read, right-click on the folder and then choose the Mark All as Read menu item.
Moving and copying emails
To move an email to another folder, right-click on the selected email and select the Move submenu. Click the Inbox menu item to move the selected email to the inbox or choose the More… menu item to display a dialog box to choose another folder. Tick the Copy this item to the selected folder checkbox to copy the email instead of moving it.
A quicker way to move emails is to click and drag the selected emails in the middle pane over to a folder in the left pane.
The default sort order of emails is conversations by date from newest to oldest. Conversations View groups together emails that are part of the same thread to make it easy to follow conversation. To disable Conversations View and display all emails without any grouping, click the Conversations by Date dropdown and click the Off menu item in the Conversations section.
This dropdown contains many sorting options. The Sort By section has From, To, Flagged, Size, Subject, Type, Attachments and Importance menu items. The From and To options sort by sender and recipients email addresses, the Flagged option groups the flagged items together at the top, the Size option sorts by the total email size, the Subject option sorts alphabetically by subject, the Attachments option groups the emails with attachments at the top and the Importance option groups urgent emails at the top and low priority emails at the bottom.
The menu items in the Order section of the dropdown change depending on which item is selected in the Sort By section, but the first menu item always sorts ascending and the second menu item always sorts descending.
At the top of the middle pane is a search bar that can be used to search for a specific email or person. Enter a letter into the search bar and an autocomplete dropdown will appear with matching people. Click on a matching person to see a summary of their contact card. Click on the Search Contacts & Directory menu item at the bottom to switch to People and perform the search there instead of in Outlook Web App.
Click the Email button on a contact card to send an email to the person or click the calendar icon to schedule a meeting with the person. Click the chevron in the bottom-right corner to view more information about the person and then click the Notes pivot to view notes on that person. Click the pencil button in the top-right corner to edit information on the contact card. Click the button to the right of the pencil icon to open the contact card in a new window.
To search for all emails by a matching contact, click the matching From menu item. To search the content of emails for the search keyword, click the Keyword menu item or click on the magnifying glass icon in the search box. A quicker way is to search is to press the Enter key. Click the X icon in the search box to cancel the search and view all messages in the current folder.
In the search results, click the Get more results link to view more search results. When performing a search, filter options are displayed in the left pane. All folders and messages are searched by default.
Choose the Current folder option to search only the current folder or choose the Current folder and subfolders option to search only the current folder and its subfolders. There is also an option to search only for emails that are older than a week, month or year.
At the top of the middle pane below the search bar are options to filter the emails in search results or in the current folder. By default, all emails are displayed.
Click on the unread filter to view only emails that are marked as unread. Click on to me filter to view only emails that have the user’s email address in the to field. Click on flagged filter to view only emails that have been flagged.
Creating a new email
To create a new email, click the new mail button at the top of the left pane. A quicker way is to press Ctrl+N. This will display the New Email form in the right pane. At the top are action buttons to send the email, discard the email and insert an attachment to the email. The … button displays a menu with various other options.
On the right side is a button that displays the email in a separate window. This makes it possible to do other things in Outlook Web App without closing the new email.
Below the action buttons are To, Cc (Carbon Copy) and Subject fields. By default, there are no Bcc (Blind Carbon Copy) and From fields. To display the Bcc field or From field, click the … button on the action bar at the top and then click the Show Bcc or Show From option. To hide the fields, click the … button and then select the Hide Bcc or Hide From option.
Enter the name and address of the recipients mentioned in the email content in the To field. Enter any other recipients who aren’t mentioned in the email content but who should also be made aware of the email in the Cc field.
To send an email to many recipients without any of them being able to see who else received the email, write the sender’s email address in the To field and write all the recipient emails in the Bcc field. When the email is sent, only the sender’s name and email address will be visible.
Below the fields is a customisable formatting bar. Click the chevon on the right side of the formatting bar to choose which buttons to display. Below the formatting bar is an area to enter the email content.
Click the + at the end of the To field to select a recipient from the My Contacts dialog. Learn more about contact management here.
After finding the recipient, click on their name in the middle pane to display their profile information in the right pane. Click the Add Email text or one of the contact’s email addresses to add it to the To field at the top. A quicker way to add a contact’s primary email address is to double-click the contact’s name in the centre pane.
Recipients who have been added to the To field can be edited or removed by right-clicking on them and choosing the Edit or Remove menu items. Alternatively, click at the end of the To field so a flashing vertical bar appears and then press the Backspace key to remove the last recipient.
The Details menu item can be used to view the recipient’s contact card. It is also possible to manually type a contact name or email address in the To field. The field has autocomplete that displays previous recipients that match and an option to search for any contacts that match. Use a semicolon to separate recipients. To check that the entered names are correct, click the … button at the top of the right pane and choose the Check Names option.
Once all the recipients have been added, click the OK button at the top to select them all or click the Cancel button to cancel selecting recipients.
Writing the email content
Type the email content in the area below the formatting bar. By default, emails are sent in HTML format. To send the email in plain text, click the … button at the top of the right pane and then click the Switch to Plain Text menu item. It is also possible to change the importance of the email to urgent by choosing High on the Set Importance submenu or choose Low to make it low priority.
By default, Text Font and Size dropdowns, Bold, Italic, Underline, Bullet, Numbering, Highlight and Color buttons are displayed on the formatting bar. Click the chevron on the right side of the toolbar to add or remove buttons. There are options to add Strikethrough, Alignment, Indent, Format Eraser, Horizontal Rule, Undo and Redo, Links, Subscript and Text Direction buttons.
Outlook Web App supports the standard text editing keyboard shortcuts including Ctrl+Backspace to delete a word, Ctrl+A to select all text, Ctrl+C to copy text, Ctrl+X to cut text and Ctrl+V to paste text. It also supports the standard formatting keyboard shortcuts including Ctrl+B for bold, Ctrl+I for italic and Ctrl+U for underline.
When finished writing the email, click the Send button at the top of the right pane. A quicker way is to press Alt+S. The Discard button can be used to delete the email.
Saving a draft
Outlook Web App automatically saves drafts of the email in case the connection is lost. These drafts can be accessed from the Drafts folder in the left pane. It is also possible to manually save a draft by clicking the … button at the top and then clicking the Save menu item. A quicker way is to press Ctrl+S to save.
Changing message options
Click on the … button at the top of the right pane and then click the Show Message Options… menu item to display the Message Options dialog. In this dialog, it is possible to change the sensitivity of the email from Normal to Personal, Private or Confidential.
There are also a checkbox to request a delivery receipt, which sends an email to notify the sender when the email has been delivered, and another checkbox to request a read receipt, which sends an email to the notify the sender when the email has been read by the recipient.
Click the OK button to save changes to the message options or click the Cancel button to undo changes.