Mail settings

Customize the settings for messages you send and receive with Outlook Web App. You can do things like set up a signature to be added to the messages you send, or control message tracking.

Go to Mail settings

  1. In a web browser, sign in to Outlook Web App using the URL provided by the person who manages email for your organization. Enter your user name and password, and then click Sign in.

  2. At the top of the page, select Settings Settings: update your profile, install software and connect it to the cloud > Options.

  3. In the Options pane, select Settings.

Change settings for Mail

Use Message options to control what happens when you move or delete an item, to play a sound when a new item arrives, to automatically empty your Deleted Items folder when you sign out, and warn you when an attachment may be missing from a message that you're about to send.

Setting

Description

After moving or deleting an item

Use the drop-down list to choose an action to be automatically performed when you move or delete an item.

Play a sound when new items arrive

A sound is played when a new item arrives in your mailbox.

Display a notification when a new email message arrives

A notification appears at the top of the Outlook Web App window when a new message arrives.

Display a notification when a new voice message arrive

A notification appears at the top of the Outlook Web App window when a new voice mail arrives.

Display a notification when a new fax arrives

A notification appears at the top of the Outlook Web App window when a new fax arrives.

Empty the Deleted Items folder when I sign out

Use this setting to automatically empty the Deleted Items folder when you sign out of Outlook Web App.

Warn me when I send a message that may be missing an attachment

When this setting is checked, you’ll see a warning if you mention an attachment in a message but don’t include one. You can still send the message with or without an attachment.

Top of Page

Use Read receipts to control what happens when you receive a message where the sender has requested to be notified when you've read it.

Setting

Description

Ask me before sending a response

Select this option if you want to be prompted before a read receipt is sent. This is the default setting.

Always send a response

Select this option to automatically send a read receipt to the sender whenever one is requested.

Never send a response

Select this option if you never want to send a read receipt to a sender who requests a receipt for their email message.

Top of Page

Use the Conversations settings to control how messages are displayed in Conversation view.

Tip: You can also find these settings by going to Settings Settings: update your profile, install software and connect it to the cloud > Display settings > Conversations.

Setting

Description

Sort messages in the conversation reading pane in this order

Choose to show the newest or oldest message on top or on the bottom.

Choose how to sort the messages in List View in an expanded conversation

Choose to match the sort order shown in the reading pane or to show the conversation tree.

Hide deleted items

Choose to show or hide deleted items.

Top of Page

An email signature is text that you can add to the end of outgoing messages. If you use both Outlook Web App and Outlook, you need to create a signature in each. For information about how to create and use email signatures in Outlook, see Create and add a signature to messages. For information relevant to Outlook Web App, see Create and add an email signature in Outlook Web App.

Setting

Description

Text box

Type the signature you want to use in the text box. Use the formatting bar to format the font as you want it to appear.

Automatically include my signature on messages I send

Select this check box to automatically include your signature on all outgoing items, including replies and forwards.

Keep in mind:

  • If you don’t select the check box to automatically include your signature on messages you send, you can add your signature to a message by selecting the insert Insert menu at the top of the message and selecting Your signature.

  • You can’t include an image file (such as a .gif or .tif) in your signature in Outlook Web App.

Top of Page

Use the Message format settings to set the default format for new messages. You can also format messages when you create them by using the formatting toolbar in the new message.

Setting

Description

Always show Bcc

Use this to add the Bcc line to all new messages that you create. Recipients whose names are listed on the Bcc line get a copy of the message, but their names don't appear in the list of recipients. Bcc recipients can't see the names of other Bcc recipients.

Always show From

Use this to show the From line in all new messages you create.

Compose messages in this format

Use this setting to set the default format of messages you send. You can use either HTML or Plain text. HTML lets you control the font size, style, and color used in your messages.

Message font

Use this setting to select the default font for messages you create. This option is only available if you chose HTML in Compose messages in this format.

Keep in mind:

  • You can also use change the settings on individual messages to show or hide the From and Bcc fields and to switch between HTML and plain text.

Top of Page

Typically, Outlook Web App shows three lines of information for each message in your inbox: sender, subject, and part of the first line of text. Use the Message list option to show the sender or subject first, and show or hide the preview line.

Go to SettingsSettings: update your profile, install software and connect it to the cloud > Display settings > Message list.

Setting

Description

Layout

Display the sender name or subject first.

Preview text

Show or hide the preview text.

Use the Reading pane settings to control when messages viewed in the reading pane are marked as read.

Tip: You can also find these settings by going to Settings Settings: update your profile, install software and connect it to the cloud > Display settings > Reading pane. There you can change the reading pane layout for a single folder, as well as for all folders.

Setting

Description

Type in the reading pane

Compose messages in the reading pane instead of in a new window.

Type in a new window

Compose messages in a new window.

Mark the item displayed in the reading pane as read

Mark messages you view in the reading pane as read if you leave them selected for longer than the number of seconds you specify.

Mark the item as read when the selection changes

The item is marked as read as soon as you view something else.

Don’t automatically mark items as read

Choose this option if you want to manually mark items as read.

Top of Page

Related information

Connect with an expert
Contact us
Expand your skills
Explore training

Was this information helpful?

Thank you for your feedback!

Thank you for your feedback! It sounds like it might be helpful to connect you to one of our Office support agents.

×