Articles on: Exchange

Using Outlook Web App on Windows and Mac

Using Outlook Web App on Windows and Mac


Microsoft Outlook is a personal information manager. Connect, organize, and get things done with free
personal email and calendar. Outlook is a core Microsoft 365 application.
Although often used mainly as an email application, it also includes a calendar, task manager, contact

manager, note taking, journal, and web browsing.

Web Outlook:

Interface for Windows and Mac the web outlook interface for both windows and mac are the same, the only difference is which browser

you are using, and the rest is the same, as you can see from the pictures below. 

_Figure 1 Outlook interface from Windows_

Figure 2 Outlook Interface from MacOS

Folder pane:

In this Mail view, the Folder Pane contains a customizable Favorites area for the most needed folders and a list of all the email folders. To add a folder to the Favorites area, right‐click and choose Add to Favorites.
At the bottom of the pane, you will find buttons to 'navigate' to the different areas of Outlook, such as the calendar and contacts. This pane can be minimized by clicking the < button in the upper right corner of the pane, and this will collapse the left pane into a small column of options. There will be a > button at the top.
This will temporarily open the pane. Once it's open, you'll need to click on the thumbtack () in the pane corner to "pin" it open or change the Folder Pane options on the View tab to Normal.


This area displays a list of messages in that folder. Unread messages are bolded.

Reading Pane:

The Reading Pane gives you a preview of the selected message. This can be moved across the bottom or
turned off from the View Tab. At the bottom of the Reading Pane is a People Pane. This may show more information about the sender. 

Message (E-mails):

When we open Outlook, it will connect with the server and load all our incoming messages. New messages
will appear bolded, and a count of the number of unread emails will be displayed in parentheses next to their folder.

Reading Emails:

You can view the email in the Reading Pane or double‐click on any part of the email in the list, and it will
open the email message. If your Reading Pane is turned on, you will see a preview of the selected email.
After a pre-set time, the previewed email will be marked "READ". If you don't want this to happen, you can turn off the Reading Pane from the View tab or change the options to delay the "Mark items as read".

These options are found in the reading Pane menu on the View tab.

Figure 3 Reading Email

Create new Email:

While in the Mail view you can click on the new message button on the Home Tab.

_Figure 4 Create new Email_

Reply or Forward:

Whether you are in an open message, looking at it in the Reading Pane, or simply selecting it from the list of emails.

_Figure 5 Reply or Forward_


Ribbon: The ribbon is contextual; the tabs within the ribbon change depending on what we're doing.
Here I'm sending an email, so I have email tabs. Specifically, I'm looking at the insert tab so I can include attachments and signatures. To, CC and BCC – Anyone included in these three lines will receive the email.

We send an email To the people who need to read it and who will hopefully respond. We send a
courtesy/carbon copy (CC) of the email to people we think should be aware of the email, but we don't

expect a response. And we send a blind copy (BCC) to the people we think should see the email, but they will be hidden from all other recipients. BCC helps send a mass email, so when someone chooses to reply, it will be sent to the people the original email was from and cc'ed. When we send reminders of our workshops, we send them FROM the training account to the training account, CC the instructor, and BCC all the attendees. If someone replies to let us know they are cancelling, the email only goes to the instructor's training account. You can turn on the BCC from the Options tab inside an email.

Figure 6 To CC BCC


A signature can be as simple as your name, and as elaborate as a business card with a confidentiality
statement. It represents how you want to "close" your email. You can open the Signatures through the

Outlook options Mail page, or from the Include Group on the Home Tab or the Insert Tab. You can create multiple signatures and set the defaults of when you want to use each kind (i.e. new emails, replied emails).

Figure 7 Email Signature


To view your scheduled appointments, click on the little calendar icon at the bottom of the Folder Pane. The date navigator (little calendar) on the left highlights "Today" with a darker color. There is a button in the Go To group to return to Today. To change to a new day, you can click any date in the date navigator or use the navigation buttons along the top of the calendar. If the Folder Pane has room, it may display more than one monthly calendar.

Figure 8 Calendar

Updated on: 31/01/2023

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