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Outlook Web App Basics

Updated

This guide provides an overview of basic operations in the Outlook Web App (OWA), including:

  • Changing Language/Regional Options
  • Setting Up an OWA Signature
  • Configuring Mail Rules
  • Disabling Focused Inbox
  • Opening Another User’s or Shared Calendar
  • Opening Another User’s or Shared Mailbox
  • Sharing Your Mailbox
  • Setting an Out-of-Office Message
  • Finding Other Users’ Contact Information

Contact Details

If you experience any issues, please contact ASK4 Solutions:

Changing Language/Regional Options

  • Go to OWA.
  • Click the Settings Cog in the top-right corner to open the settings menu.
  • Click View all Outlook settings at the bottom.
  • Navigate to General > Language and Time and update your preferences.

Setting Up an OWA Signature

  • Go to OWA.
  • Click the Settings Cog in the top-right corner to open the settings menu.
  • Click View all Outlook settings at the bottom.
  • Navigate to Email > Compose and Reply to configure your signature.

    Note: OWA signatures cannot contain images and must be configured separately for mobile devices.

Configuring Mail Rules

  • Go to OWA.
  • Click the Settings Cog and then View all Outlook settings.
  • Navigate to Email > Rules to set up automation rules.
    • Click Add new rule and follow the wizard to configure criteria and actions.

    Tip: Mail rules can mark emails as read, flag them, or move them to specific folders automatically.

Disabling Focused Inbox

  • Go to OWA.
  • Click the Settings Cog and then View all Outlook settings.
  • Navigate to Email > Layout and select Don’t sort my messages.

    Note: This disables the split between “Focused” and “Other” inbox views.

Opening Another User’s or Shared Calendar

  • Go to OWA.
  • Click the Calendar icon in the bottom-left menu.
  • Select Import Calendar > From Directory.
  • Search for the calendar by name, select it, and click Add.

    Tip: This feature also allows adding calendars of interest or .ics subscriptions.

Opening Another User’s or Shared Mailbox

  • Go to OWA.
  • Right-click Folders in the left-hand menu and select Add shared folder.
  • Search for the shared mailbox by name, select it, and click Add.

Sharing Your Mailbox

  • Go to OWA.
  • Right-click Folders in the left-hand menu and select Permissions.
  • Click the + icon, search for the user, and click Add.
  • Set permissions using the Permission Level dropdown menu, then click OK.

Setting an Out-of-Office Message

  • Go to OWA.
  • Click the Settings Cog and then View all Outlook settings.
  • Navigate to Email > Automatic Replies and configure your message.

    Note: You can set different responses for internal and external emails. Images cannot be embedded.

Finding Other Users’ Contact Information

  • Go to OWA.
  • Use the search bar at the top to search for a user by name.
  • Select the desired result to view your communications and their contact info.
  • Click their name to see details, including organizational hierarchy.