This guide will explain how to use Outlook Web App (OWA).

Have a look at our various Exchange guides.

Overview

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What is Outlook Web App (OWA)?

OWA is the Exchange webmail. This interface lets you access and use your Exchange account and the various associated features from a classic web page.

This interface is very useful if you do not have the email software to configure and use an Exchange account.
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Where and how do I log in to OWA?

The email address will be the full Exchange address that you wish to view.

The password matches the one you entered when you created the Exchange address in your Web Control Panel.

Hosted Exchange:https://ex.mail.ovh.net

Private Exchange: The access URL will depend on the hostname of your server, defined when setting up the service.
Additional Information
When you log in to OWA for the first time you have to set your time zone.

Interface and features

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Messaging

Once you are logged on you can view the mailbox.

You can navigate back to the mailbox at any time from the Calendar, Contacts or Tasks sections.

You just have to click on the blue box in the top left in order to access the different sections.
To create new messages: Click on "new"
If you click on the black arrow you will get the following two messages:

  • Emails

  • Calendar event
In the left-hand column you will find system folders or other custom folders ("TEST Folder" in our example).
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New message

You can add an attachment to your email, use
additional applications related to OWA, or activate delivery or read notifications, for example.

You will also be able to edit content with standard options (font, size, colour, etc.).

Additional information
The size of an attachment in OWA is limited to 35 MB. The synchronisation application ActiveSync has a limit of 10 MB for attachments(mainly on ActiveSync compatible smartphones).
By using compatible email software (Outlook, for example), you can send attachments up to 100 MB in size.
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System folders and custom folders

By default, you will see these folders in your mailbox:

  • Inbox
  • Drafts
  • Sent Items
  • Deleted Items
  • SPAM
  • RSS Feeds
  • Notes
A system folder cannot be renamed, moved or deleted. They are fixed and non-modifiable.

When you right click on your Exchange account display name or a folder, you will be given various options:

Create a folder: add a new folder to the place you clicked on. In our example, the file will be added to the same place as other folders.

Rename: rename a custom folder.

Delete: remove a custom folder.

Empty: empty a custom folder. All content will be moved to "Deleted Items".

Add to favourites: add selected folders to the "Favourites" folder.

Move: move the selected custom folder to another folder.

Mark all read: mark all unread emails as read.

Add a shared folder: access a folder that another user on your Exchange platform has shared with you (this option does not appear when you right click on a system or custom folder).

Permissions: give permissions to the system or custom folder of your choice on your Exchange platform to another user. When permissions are given, the user should (Add a shared folder) via OWA in their Exchange account.
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Folder contents

Here, the contents of the selected folder are displayed. In our example, we have selected the "Inbox" folder. It contains two test emails.

You will find a search bar at the top of this column to search for emails or contacts, as well as various sorting options:

All : display all emails.

Unread:show only unread emails.

To me: display only the emails sent to you directly.

With flag: display only the emails with an indicator (⚐ symbol after the email title).

Sort by lets you sort emails by various categories (Date, Destination, Size, etc.).
Email options
If you right-click on an email you will get the following options:

Reply: reply to the sender.

Reply to all: reply to all people in the "To" and cc field.

Forward: forward the full email.

Delete: delete the email selected.

Archive: archive the email in the "Archive" folder. You can custom name this folder.

Mark as unread: mark the selected email as unread.

Pin: pin the email at the top of your inbox. You can unpin the email at a later date.

Mark as Complete: you can only mark emails were previously flagged as complete.

Mark as Spam: mark the email and sender as undesirable. The email is then automatically placed in the "Junk Mail" folder. You can see the list of approved or blocked users in "Settings" (indicated by the gear symbol), "Options", then "Block or allow."

Ignore: ignore the selected email and conversation. The email and conversation will be placed in the "Deleted Items" folder. Future emails from the same conversation will automatically be placed in the "Deleted Items" folder.

Move: move the selected email to a specific folder.

Categorise: mark the email in a colour to categorise it. You can also manage your categories and change colours.

Create a rule: Create an inbox rule and configure how your Exchange account manages future emails.
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Email content

Here you will see the content of the selected email, the profile picture of the sender, the date and time of receipt and additional options:

Reply to all: reply to all people in the "To" field.

More options (represented by "..."): display additional options.
Additional options:
Reply: reply to the last person who received the email.

Reply all: reply to all people in the "To" field.

Forward: forward the full email.

Reply to all with a meeting invitation Create an invite to a meeting to be accepted by the people concerned.

Reply with an instant message : this option is currently not available. This is a feature that will be implemented soon with the arrival of the Lync application.

Reply All with instant message: this option is currently not available. This is a feature that will be implemented soon with the arrival of the Lync application.

Delete: delete the selected email.

Delete all messages from : delete all messages from a particular sender.

Mark as Spam: mark the email and sender as undesirable. The email is then automatically placed in the "Junk Mail" folder. You can see the list of approved or blocked users in "Settings" (indicated by the gear symbol), "Options", then "Block or allow."

Mark as unread: mark the selected email as unread.

Print: open the selected email in a seperate window to print it

View message details: display the header of the selected email. This option will allow you to see the email path (server used, date, time, etc.) up to the point it reaches our servers. Our technical support team will ask you to use this option in some cases to make specific diagnostics.

Open another email: open the selected email in a separate window.

Calendar

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Overview

The"Calendar" button lets you view, manage or create your calendars. This section will also allow you to access shared calendars or share your calendars.
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New event

This button allows you to add an event to your calendar or a shared calendar.

Just like writing a new email, you will find various options for editing the content of the event added to the selected calendar.

Contacts

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Overview

The "Contacts" button lets you view contacts and create contacts or contact folders in your Exchange account.
In the left-hand column, you will see your Exchange account contacts, as well as the contacts in the Exchange platform (or global address book) and the addresses in resource accounts:
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New event

This button lets you create a new contact or a new contact group.
Contact data

When you create a new contact you will be able to add additional information, such as name, surname, telephone, etc.
Contact group
When you create a contact group you can add members to it. You can add email addresses from your address book automatically or add external addresses manually.

You can then send an email to your contact group. The mail is then distributed to all the group members you added.
Additional information
OWA doesn't let you share contacts. You will need to use compatible email software, such as Outlook, to do this.

Tasks

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Overview

The Tasks button lets you create, manage and view tasks in your Exchange account.

The middle column displays the contents of the selected task and the right column displays the task details.
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New task

This button let's you create a new task in the selected task folder, choose its subject and deadline, and add additional details such as the due date, the percentage of completion, etc.
Task folder
All the task folders appear in the left column. You can also right click "My Tasks" on the menu to create a custom task folder.
Additional information
OWA doesn't let you share contacts. You will need to use compatible email software, such as Outlook, to do this.

Display name

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Options

This button will give you access to the following options:

  • Modify :: change your profile picture on your Exchange account.

  • Open a mailbox

  • Disconnect: disconnect the Exchange account and display the OWA login page.
Profile picture
Click the "Choose" button then select the photo on your computer to view your profile.

Settings

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Options

Here you can access your Exchange account general settings and additional options. These are:

Refresh:: update the Exchange account. If someone sends you an email, for example, use this button to refresh the inbox.

Manage applications: this section will help you to manage or add additional applications to OWA (or plugins). Some applications are installed by default by our administrators and can't be deleted.

Offline settings : enables or disables access to your Exchange account when you're offline. This is useful if you want to check your Exchange account even if you can not connect to the internet.


Change the theme: change the theme and colours of your OWA account.

Options : display additional options for your Exchange account. We go through them in detail in the following section.
"Help" (displayed as a question mark icon): Microsoft Help.
Additional options for your Exchange account
In this section you will find the following options:

General: general information about your Exchange account and the OWA interface. You can change your password and certain details.


  • Additional information: you can only change your name, display name and Exchange address via your Web Control Panel.

  • Mail: configure your inbox settings, your automatic responses and see your Exchange account delivery reports.


    Calendar:change calendar options: notifications, reminders etc.
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Additional Information

You can find additional applications in the L'office Store. Not all applications can be added automatically. Some of them require administrator permissions. If you want to install an application that requires administrator permissions, please contact our Exchange support so that we can analyse your request.