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.

Office 365 Outlook Web App

Managing folders

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.

Managing Favorites

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 email

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.

Deleting email

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 permenantly delete an email without sending it to Deleted Items is to press Shift+Delete.

Flagging email

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.

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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.

Sorting email

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.

Searching email

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” men 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.

Filtering email

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.

Office 365 Outlook Web App New Mail

Adding recipients

Click the + at the end of the To field to select a recipient from the My Contacts dialog. In the left pane, contacts are categorised based on their source including Lync and the Offline Global Address List. Click the triangle icons to the left of parent categories to collapse or expand them.

Click the “Connect to social network” link at the bottom to connect to a LinkedIn account and download its contacts. The double chevron at the top can be used to collapse or expand the left pane.

In the middle pane, contacts are grouped by letter like an address book. Click on a letter to display a speech bubble with all available letters and then click on any letter to jump to that letter.

By default, all contacts are displayed. Click the People filter at the top to display only contacts who are individuals or click the Groups filter to display only contacts who are groups of people.

Also by default, contacts are sorted by first name. Click the By First Name menu to change the sort order to last name, company, home city, work city or recently added. There is also a Display Name Order submenu that chooses whether to display the first name or last name first.

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At the top is a Search People field that allows contacts to be searched by name, email or any other information on their profile. Type in some text and then click the magnifying glass icon to search or click the X icon to cancel the search.

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.

If there are multiple contacts who are actually the same person, it is possible to link the contacts by clicking the “Manage…” button in the Linked Contacts section of the contact card. This will display a dialog with the current links, a list of suggested links and a search box to search for links. Click on a contact to display its contact card and then click the Link or Unlink button.

Recipients that 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.

Office 365 Outlook Web App Contacts

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 Important submenu or choose Low to make it low priority.

By default, text font and size dropdowns, bold, italic, underline, bullet, numbering, highlight and colour 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.

Outlook Web App Message Options dialog

Managing tasks

To manage tasks, click the Tasks menu item at the bottom of the left pane. The view will then switch from displaying emails to displaying tasks. By default, tasks and flagged emails are displayed in the middle pane. Click the Tasks menu item in the left pane to hide flagged emails and display tasks only. There is a double chevron at the top of the left pane that can be clicked to collapse it so more of the current task can be seen.

In the middle pane, the task name or email subject is displayed in large text and the date is displayed in grey text. The currently selected task is displayed with a light-coloured background, has a tick on the left side and has action buttons on the right side. Emails have an envelope icon to the left of the action buttons. If a task is overdue, then red “Overdue” text will be displayed below the action buttons. Moving the mouse over another task will display its action buttons and also a grey checkbox on the left side. Tasks are also sorted into categories based on their date.

In the right pane, information about the task is displayed with the due date displayed in larger blue text. There are also task actions displayed at the top and reminder and privacy options below the task information.

Like in the email view, 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.

Outlook Web App Tasks

Deleting a task

To delete a task, move the mouse over the task and click on the X icon on right side. Alternatively, click on the “…” button in the right pane and choose the Delete menu item to delete the selected task.

To delete multiple tasks, click the grey checkbox on the left side of each task and then click the Delete button in the right pane. A quicker way is to press the Delete key.

Marking tasks as completed

To mark a task as completed, move the mouse over the task and click on the tick icon on right side. Alternatively, click on the Complete button in the right pane to mark the selected task as completed.

To mark multiple tasks as completed, click the grey checkbox on the left side of each task and then click the Complete button in the right pane. A quicker way is to press the Insert key.

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Deactivating tasks

New tasks are flagged to indicate they are active. To deactivate a task, move the mouse over the task and click on the flag icon on the right side. The task will no longer be visible in the Active view. It will still be listed in other views, but it will have a line through the task name. Click the tick icon to reactivate the task.

Editing a task

To edit a task, click on the task in the middle pane and then click the Edit button in the top-right corner of the right pane. After editing the task, click the Save button at the top to save the changes or click the Discard button to cancel the changes. It possible to add a reminder and edit the privacy of the task without clicking the Edit button first.

Click the Insert button at the top to add an attachment to the task. Click the “…” button to access options to delete the task, mark it as complete or move it to another category.

Sorting tasks

The default sort order of tasks is by due date from oldest to newest. Click the “Items by Due Date” dropdown to view all the sorting options. The Sort By section has Start Date, Status, Subject, Attachments, Importance and Type menu items. The Start Date option sorts by the task was created, the Status option sorts by the current status of the task, the Subject options sorts by the task name or email subject, the Attachments option groups the emails with attachments at the top, the Importance option groups urgent emails at the top and low priority emails at the bottom, and the Type groups messages at the top and tasks and 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.

Filtering tasks

The options to filter tasks are at the top of the middle pane. By default, only active tasks are displayed. Click on the All filter to view all tasks including inactive tasks. Click on the Overdue filter to view only tasks that are past the due date. Click on the Completed filter to view only tasks that have been marked completed.

Setting a reminder

To set a reminder, click on a task, click the Reminder checkbox below the task information and then choose the date and time to be reminded. At the reminder time, a notification sound is played and a new Reminders button with the number of reminders appears to the left of the Outlook button.

Each reminder displays the task name, due date and how long is left. If the task is overdue, then “Overdue” is displayed in red text and how long it is overdue. The tick icon on the left side of a reminder is a checkbox that can be used to select reminders.

After selecting reminders, click the Dismiss link to delete the reminder or click the Snooze button to set a new reminder for the tasks. Choose how long in the future to set the new reminder using the dropdown. It has various options from 5 minutes to 2 weeks. To delete all reminders, click the Dismiss All link.

Outlook Web App reminder

Creating a new task

To create a new task, click the New Task button at the top of the left pane. A quicker way is to press Ctrl+N. This will display the New Task form in the right pane. At the top are action buttons to save the task, discard the task and insert an attachment to the task.

On the right side is a button that displays the task in a separate window. This makes it possible to do other things in Outlook Web App without closing the new task.

By default, only the task name and due date fields are displayed. Click the Show More Details button to view all the task fields.

Enter the task name in the Subject field. Click the Due dropdown to display a calendar to select a date. Click the Today button on the calendar to set the due date as today. Click the None button on the calendar to clear the due date.

Do the same with the “Start date” and “Date complete”. The Status dropdown has be used to choose between “Not started”, “In progress”, “Completed”, “Waiting on others” or “Deferred”.

Enter the percentage of the task completed in the “% complete” field. Set the priority of the task as Low, Normal or High. Click the Mark Private checkbox to hide the task from other users.

To set a reminder, click on a task, click the Reminder checkbox below the task information and then choose the date and time to be reminded.

To make the task a repeating task, choose one of the options in the Repetition dropdown from “Every day” to “Every year”. There is also an “Other…” option that displays a dialog box with more repetition options.

Enter an estimate of how long the task will take in the “Total work” field. Click the dropdown to choose between “minutes”, “Hours”, “Days” or “weeks”. Do the same with exactly how long the task has taken in the “Actual work” field.

Enter the distance travelled by car while doing the task in the Mileage field. Enter billing information in the Billing field. Enter the companies involved in the task in the Companies field.

At the bottom is the formatting bar and a text area to enter information about the task. The formatting bar is identical to the one used to write email content. See the “Writing email content” section above for more information about formatting text.

Click the Insert button at the top to add attachments to the task. Click the Save button to save the task or click the Discard button to cancel creating the task.

Outlook Web App New Task

Managing categories

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.

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