Getting started in Outlook on the web for Office 365

Learn about Office 365 for business basics like mail, calendar, and contacts by using Outlook Web App with your web browser.

Outlook on the web allows you to access your Office 365 email, calendar, and contacts through a web browser.

Notes:  If you want to use a mobile device, such as a smartphone or a tablet, to connect to your account, see Phone and tablet setup reference.

If you’re new to Office 365 for business, visit the Office 365 Learning Center for business and education.

If you haven’t already done so, you can Sign in to Office 365 with your work or school account.

Notifications, navigation, and settings

On the Office 365 for business nav bar, you’ll find a set of links that take you to different parts of your Office 365 work or school account.

Outlook Web App navigation bar

  • The mail icon Mail icon appears when you have a new message, and the calendar icon Calendar icon shows up when there is a calendar or task reminder. You can choose the mail icon for a preview of the latest new message, or the calendar icon to view and manage calendar and task reminders. The icons appear only when there is a new message or an active reminder.

  • Click on the nav bar Portion of  nav bar to switch to other areas of Outlook on the web.

  • Chat status, personal information, options, and help are provided. Use this area Chat status, personal info, options, help on the nav bar to sign in to chat and to manage your chat status, change your personal information, go to options, get help, or sign out of your account.

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Open an item in a separate window

By default, you read and create items in Outlook on the web either in the reading pane or in a window that overlays the main window. But that isn’t always what you need. Sometimes you need to be able to view or edit an item in a separate window.

  • For most items, choose the Pop-out window Open in new window in the upper-right corner of the item you’re working on to open that item in a separate window.

  • To open a message that you’re reading in a separate window, choose More More or more options icon , and then choose Open in a separate window.

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Work offline

Offline access lets you use Outlook on the web on your laptop or desktop computer when you’re not connected to the Internet. For information about setting up offline access, see Using Outlook on the web offline.

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Mail

After you sign in to Office 365, choose Outlook to go to your Inbox in Outlook on the web. For more information about messages in Outlook on the web, go to Mail Overview.

Mail in Outlook Web App

Block

Description

Action(s)

1

Message

Create a new message by choosing New mail .

2

Folders list

The list includes the folders in your mailbox. It may include other folders, such as Favorites and Archive folders.

  • Choose Expand Expand to show the Folders list, or choose Collapse Collapse to hide it.

  • In the Folders list, choose Show Expand to expand a list, or choose Hide Collapse to collapse a list.

See Working with message folders in Outlook on the web for business to learn more about available options.

3

Search box

In the Search mail and people box, type what you want to search for. For example, type the name of a person you want to find messages from, or enter text that you want to search for to find a particular message.

4

Message list

Messages in the current folder are listed. Each entry in the list view has additional information, such as how many messages there are in a conversation and how many are unread, or if there is an attachment, flag, or category associated with any messages in the conversation.

A conversation can have one or more messages. When a conversation is selected, you can delete it, add a flag, or add a category by choosing the associated buttons.

At the top of the list view are filters that you can choose to quickly find messages that are unread, that include your name in the To or the Cc box, or that are flagged. In addition to the filters, you’ll see the name of the folder you’re viewing and the view that you selected.

5

Reading pane

The conversation or message that you chose appears in the reading pane. You can respond to any message in the conversation by using reply Reply, reply to all Reply all, or forward message Forward at the top of the message.

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Calendar

After your Inbox, the calendar is probably where you’ll spend the most time when using Outlook on the web. For more information about calendars in Outlook on the web, go to Calendar Overview.

Calendar week view

Block

Description

Action(s)

1

New event

Create a new event by choosing New event . An event can be an appointment, a meeting, or an all-day activity.

2

My calendars

Use the calendars to go from one date to another. Shading shows you what week you’re currently viewing. Darker shading marks the current date.

You can use the calendar icon at the top to collapse or expand this side of the calendar view.

3

Other calendars

You can view more than one calendar at a time. Other calendars let you add other people’s calendars and select which to display.

4

Day nav bar

This is another area that you can use to go from one day to another. Choose any date to jump to that date. Or choose an arrow at either end to see the dates before or after what’s displayed.

5

Main pane

Selected calendar is displayed.

6

Views

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

Month view

The month view can be very crowded. To make it more usable, an agenda is displayed for the selected day.

Calendar month view

Block

Description

1

Darker shading shows the current date.

2

Lighter shading shows the selected month.

3

Shading shows the selected day and the number tells how many non-displayed items there are for each day.

Double-click an item to open it. You can create a new event on any date by double-clicking in the box for that date.

4

Shaded item is an all-day event.

5

The agenda for the selected day.

You can create a new item on the current date by double-clicking in a box in the agenda.

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People

People is where your contacts are stored. From here, you can find, create, and edit your contacts. Also, you can search for contacts in your organization’s directory. For more information about contacts in Outlook on the web, go to People Overview.

People view

Block

Description

Action(s)

1

New contact

Create a new contact by choosing New contact .

2

My contacts and other folders

All the places you can find contact information.

3

Search People

Type a person’s name here to search for them in your contacts and in your organization’s directory.

4

Contact directory

List of all contacts in the current folder.

5

Contact card

Details about the selected person are listed on the contact card.

6

Mini toolbar

Actions you can take directly from the contact card. Click an icon to send a message, start a chat session, or create a meeting request.

Tasks

Tasks store tasks that you create or that are sent to you, and messages that you flagged. To view your tasks, click Tasks below the Folders list. When you view your tasks, the default view is Flagged Items and Tasks. You can change that view by selecting Tasks in the Folders list. For more information about tasks in Outlook on the web, go to Tasks Overview.

Tasks in Outlook Web App

Block

Description

Action(s)

1

New task

Create a new task by clicking New task .

2

My Tasks pane

Use to view flagged items and tasks, or just tasks.

3

Filters

Select the filter depending on what items you want to see. Tasks and flagged items that don’t have a date associated with them and that aren’t completed appear only when you select All.

4

Filtered list

List of items that meet the current filter criteria. Click any item to view it in the reading pane. You can use the controls in the list view to make changes to an item’s status. For example, you can mark a task as complete, or remove a flag from a message.

5

Reading pane

The reading pane, where the content of the items you’ve selected is displayed. You can use the controls in the upper-right corner to make changes to the item if it’s a task. If it’s a message, the controls are the same as those available when you read your mail.

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

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