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Outlook Web App 2013: New look and features

​The Outlook Web App (OWA) for faculty and staff* has a new look and feel that is similar to the Outlook email client. This training document outlines some of the core features for using your Mail and Calendar.
*Students, please visit the UHD Office 365 page for more information about using GatorMail.

Sign in to OWA

  1. Go to the URL https://webmail.uhd.edu.
  2. Enter your UHD username and password.
  3. Click sign in.

a screenshot of the Webmail login dialog box

Reading email

  • A. Click to select an email message in the viewing pane and read it in the reading pane.
  • a screenshot of the inbox and the reading pane marked with boxes containing their names
  • B. Double click the email message to open a pop out window that contains the entire conversation.

a screenshot of an email enlarged to full screen

Manage Display settings

  1. The layout will be similar to the Outlook client.
    • A. Reading pane on the right
    • B. Reading pane on the bottom
    a screenshot of the reading pane on the right a screenshot of the reading pane on the bottom
  2. Click the gear icon in the top right corner to update your Options and settings.

  3. Click Display settings, then click Reading pane to select your Layout preference.
  4. a screenshot of the Options drop down menu with Display Settings highlighted
  5. Additionally, select options for the Message list details and Conversation order.
  6. Click OK to save any changes.

Sort and Order emails

  • Most folders that you use in Outlook are available in OWA.
    • Note: Public folders are not available in OWA.
  • Click to open folders in the left side folder pane.
  • In each folder emails are sorted by date and ordered from newest to oldest.
  • Click the ITEMS BY menu at the top of the View pane to change how emails are sorted and ordered.
    • Conversations will be turned On by default.
    • Click Off at the bottom of the menu to ungroup emails by conversation.

a screenshot of the Items By Date drop down menu with Date and Newest on Top selected

Viewing conversations

If conversations are turned on, the following icons will be used to help you navigate the threads:

  1. Click the arrow( ) to the left of the starter email to expand the conversation.
    • A check mark to the left of the email indicates the current selection.
    • An arrow to the right of the email indicates where you have replied.
    • A door indicates an automatic reply
    • A strikeout indicates a deleted email in the conversation thread.

a screenshot of a conversation in the outlook inbox

NEW FEATURE! Applications (apps)

OWA has several useful apps enabled by default such as Action Items, Suggested Meetings, My Templates, and more…

Action Items app

Based on the content of an email message, Action Items will automatically highlight the relevant text and recommend a follow up action (flag).

  1. Click the Action Items button in the app toolbar.
  2. Click the FOLLOW UP flag at the bottom of the expanded message box.
  3. a screenshot of the Action Items app and the Follow Up button
  4. A new action item will be added to your Tasks.
  5. Click MARK COMPLETE to remove the item from your Tasks.

a screenshot of the Mark Complete button

Suggested Meetings app

Like the Action Items app, Suggested Meetings will be triggered by the content of an email message.

  1. Click the Suggested Meetings button in the app toolbar.
  2. Click the SCHEDULE MEETING link at the bottom of the expanded massage box.
  3. a screenshot of the Suggested Meetings App with the Schedule Meeting button highlighted
  4. A new window will open with the suggested meeting details.
    • Be sure to review the suggested start date and time before scheduling the meeting.

a screenshot of the Create Meeting dialog box

Manage and Install Apps

Much like Add-ins in the Outlook client, you can use apps to aid with specialized functions. Disable or remove apps that you do not use, or search for and add new apps from the Office Store.

  1. Click the gear icon ( ) in the top right corner to update your OWA Options and settings.
  2. Click Manage Apps to open a list of installed apps.
  3. a screenshot of the Options drop down menu with the Manage Apps option highlighted
  4. To delete an app, click it in the list and click the trash can icon ( ).
    • Some apps cannot be deleted.
  5. To disable an app, click it in the list and click disable in the right-hand box.
    • Repeat the steps to re-enable apps.
    a screenshot of the installed apps dialog box with commands, Enabled status, and enable/disable button highlighted
  6. To add new apps, click the plus sign at the top of the list and click Add from the Office Store.

a screenshot of the Add app drop down menu with Add from the Office Store highlighted

 

Calendar

  1. To view your calendar, click the Calendar item in the top right navigation menu.
  2. a screenshot of the Navigation menu with Calendar highlighted
  3. Click the options in the top right corner to set your calendar display by Day, Work week, Week, or Month.

a screenshot of the Calendar Display options

Customize Your Work Week Appearance

  1. Click the gear icon ( ) in the top right corner then click Options.
  2. Click settings in the left hand menu.
  3. Click calendar at the top of the settings page.
  4. Use the checkboxes and dropdown menus to select the days and times of your work week.
    • Also set the First day of the week.

a screenshot of the Calendar Appearance Menu

Add Calendar Events

  1. Click the date where you’d like to add the event.
  2. Click New event in the top left corner.
  3. a screenshot of the Add New Event button
  4. Fill in the details such as:
    • Event name
    • Location
    • Attendees
    • Start Date and time
    • Other details…
    a screenshot of the New Calendar event dialog box
  5. Click the plus sign () to search a list of contacts and groups.
    • Alternatively, type names and select from a list of suggested contacts.
    a screenshot of the Add button on the Attendees field
  6. By default, the Request responses box should be checked.
  7. a screenshot of the Request Response check box
  8. To set your meeting to recur, click the Repeat dropdown menu and select the desired frequency.
    • The options are contextually related to the current date and day of the week
    a screenshot of the Repeat drop down menu with Every Tuesday highlighted
  9. Once you’ve entered all of the details:
    • Click Save for individual events.
    • Click send for meetings with attendees

NEW FEATURE! Using the Scheduling Assistant

The scheduling Assistant makes it easy to check the availability of target attendees before sending a meeting invitation.

  1. Follow the steps to add a new event.
  2. Give your event a name.
  3. Click the SCHEDULING ASSISTANT link at the top of the window.
  4. a screenshot of the Scheduling Assistant button
  5. Enter the desired meeting date, time, and duration.
  6. Next, Add attendees by typing names and selecting from a list of suggested contacts.
  7. The selected attendees will appear in a list as
    • Free
    • Busy
    • Each attendee will occupy a different column in the schedule viewer pane on the right.
    • If necessary, find a new time when all/most desired attendees are Free.
    a screenshot of the Scheduling Assistant notifications
  8. Click OK to add attendees to the meeting request.

For additional support, visit http://uhd.edu/bbhelpform

Last updated 11/21/2019 9:12 AM