What email software is used in organizations

Get started with Outlook Web App

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Sign in to Outlook Web App in a web browser using the URL provided to you by your organization's email manager. Enter your username and password, then select Log In out.

This article applies to Outlook Web App used by organizations that manage Exchange Server 2013 or 2010 email servers. If you're using Microsoft 365 or Exchange Server 2016, your email program is Outlook on the web. For help with Outlook on the web, see Get help with Outlook on the web.

Folder. The folder list contains the folders in your mailbox and the favorites. There may also be other folders, e.g. B. Archive folder. You can collapse this area by clicking the folder icon at the top. To expand and collapse folders in this view, click the triangle icons next to the folder names.

Search window. Enter a search term here, e.g. For example, you can use someone's name to search for messages they have received, or text that you want to use to search for a specific message.

  • Icons are displayed on the system tray when you have a new message or a calendar or task reminder. You can select the envelope to preview the latest new message or the calendar to view and manage calendar and task reminders. The icons are only displayed when there is a new message or an active reminder.

  • Choose e-mail, calendar, people or tasks to switch to other modules in Outlook Web App.

Open an item in a separate window

By default, you read and create items in Outlook Web App either in the Reading Pane or in a window that overlays the main window. But that doesn't always meet your needs. There may also be times when you need to view or edit an item in a separate window.

If you want to open most of the items in a separate window, look for the icon in the top corner of the item you are currently working on Pop out. Select this option to open the item in a separate window.

To open a message that you are reading in a separate window, select the advanced menu icon and choose open in a separate window out.

You can use Outlook Web App on your laptop or desktop computer even when you are not connected to the Internet. For information about setting up offline access, see Using Outlook Web App Offline.

The shading indicates the selected day and the number indicates how many undisplayed items there are per day. Double-click an item to open it. You can create a new event on any day by clicking the white space on that date.

When you sign in to Outlook Web App, you'll immediately see your inbox. For more information about messages in Outlook Web App, see Email in Outlook Web App.

Your messages will be displayed here.

  1. Create a new message by typing new email choose.

  2. Folder. The folder list contains the folders in your mailbox and the favorites. It can contain other folders such as archive folders. You can collapse this area by selecting the folder icon at the top. You can expand and collapse folders in this view by selecting the disclosure triangles next to the folder names.

  3. Search window. Enter a search term here, e.g. For example, someone's name to search for messages they've received, or text that you want to use to find a specific message.

  4. List of messages in the current folder Each item in the list view contains additional information, for example the number of messages in a conversation, the number of unread messages or an attachment, a flag, or a category assigned to messages in the conversation. A conversation can contain one or more messages. When a conversation is selected, you can delete it, add a tag, or add a category by selecting the icons. At the top of the list view are filters that you can select to quickly find messages that are unread, that have their name on the To or Cc line, or that have been flagged. In addition to the filters, you'll see the name of the folder you are currently viewing and the view you have selected.

  5. The reading area that displays the conversation you selected. You can reply to any message in the conversation by selecting the links on the right.

In this column you can display flagged items and tasks or just tasks.

Calendar is probably the feature in Outlook Web App that you use most after the inbox. For more information about calendars in Outlook Web App, see Calendars in Outlook Web App.

  1. Create a new event by clicking a new event choose. An event can be an appointment, a meeting, or an all-day event.

  2. Depending on your organization's settings, you may not have any tasks available to you.

  3. You can view multiple calendars at the same time. This is also where you can add other people's calendars and choose which calendars to display.

  4. This is another area that you can use to navigate from one day to the next. Select one of the dates to jump to that date. Or, select the arrows at either end to see the dates before or after the display.

  5. This is the main window that displays calendars.

  6. Choose the view you want and share or print your calendar.

Your contacts are saved here. Here you can search for your contacts and create and edit contacts. You can also search for contacts in the organization's directory. For more information about contacts in Outlook Web App, see Overview of contacts in Outlook Web App.

  1. Create a new contact by New choose.

  2. Any place where you can find contact information.

  3. Search. Enter the name of a person here to search for them in your contacts and in the directory of your organization.

  4. List of all contacts in the current folder.

  5. The selected person's business card.

  6. Actions that you can take directly from the business card. Select the icons to send a message or create a meeting request.

Tasks are used to store tasks that you create or that are sent to you. Messages that you have flagged are also displayed here. The default view for tasks isFlagged items and tasks. To change the view, select in the folder list on the left tasks out. For more information about tasks in Outlook Web App, see Tasks overview.

  1. Create a new task by clicking new task choose.

  2. In this column you can display flagged items and tasks or just tasks.

  3. Filter. Select the appropriate filter to display the items you want. Tasks and flagged items that don't have a date associated with them and that haven't been done yet are only shown if you All choose.

  4. List of elements that match the current filter criteria. Select any item to view it in the Reading Pane. You can use the controls in List View to make changes to the status of an item. For example, you can mark a task as done or remove a flag from a message.

  5. The Reading Pane, which shows the contents of the selected items. If the item is a task, you can make changes to it using the controls in the top corner. The controls that appear on a message are the same as when reading an email.

Note: Tasks may not be available to you, depending on your organization's settings.