Using your Outlook Web App (OWA) Email

How to:

How do I attach a document to an email?

When you are creating a new message, you will see an INSERT button along the top of the window.  Click this button then select 'attachment' from the drop down menu. This will open a new window and allow you to browse to the files you would like to attach. Once you have selected your files, click 'open' to attach them to the email.

Attach a file

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How do I send an email to multiple users?

In the new message window, enter the email addresses of your recipients, or begin to type their name (if you have emailed them before), or click on 'To'.

Click on 'To'.

Clicking on 'To' will take you to your address book. If you do not have anyone added to your address book or you would like to search for someone in the UNB directory, click on the '>>' icon. Under the 'Directory' tab, select 'All Users'.

See all contacts

From here you can search the UNB directory for the person or people you would like to send your email to. Once you have found who you are looking for, click the '+' beside their name to add them to the email. To delete a recipient once they have been added, simply right click on their name in the 'To' line and select 'remove' from the drop down menu.

Select your contacts

Note: This process is the same for adding recipients to the 'Cc' or 'Bcc' fields.

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How do I set up my email filters?

To create a filter:

  1. Go to the top right hand corner of your screen and click the Settings icon.
  2. Select 'options' from the drop down menu.
    Settings menu
  3. In the left-hand menu, select 'organize email'.
  4. Click the '+' icon and select the option closest to what you are trying to do, or select 'create a new rule for arriving messages...'.
    Click the plus (+) sign
  5. Select an option under 'When the message arrives, and:'
  6. Select an option under 'Do the following:'.
  7. If desired, click 'More options' to add extra actions or to add an exception.
  8. To finish, give your new rule a name and click save.
    New inbox rule window
    

To return to your email, either click on your name in the top corner of your screen and select 'mail' from the drop down menu, or click the back arrow above Options.

To delete a filter:

  1. Go to 'Options' > 'Organize email'.
  2. Select the rule you would like to delete, then click the trash can button.
  3. A warning box will appear. Click 'yes'.

Upon the setup of your email services your junk mail will automatically be filtered into the junk mail folder.  You can setup your own personal filters by:

  1. Click on “Options” > “Create an inbox rule
  2. Click on “New
  3. Select an option under “When the message arrives...
  4. Select an option under “Do the following...
  5. Click "Save”.

Note:  You can add conditions and exceptions by clicking “More options”.  Click “Save” when complete.

Example: When a message is received from ‘portaltest001’ it will be moved into the folder ‘Junk E-mail’.

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How do I add people to my address book (contact list)?

To add a new contact:

  1. Click 'People' from the menu bar at the top of your screen.
  2. Click 'New' > 'create contact'.
    Adding a new contact
    Select 'create contact'
  3. Fill in the the appropriate information and click save.
    Enter contact information

To return to your inbox, click 'Mail' in the menu bar at the top of your screen.

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How do I add a new group to my address book?

To add a new group:

  1. Click 'People' from the menu bar at the top of your screen.
  2. Click 'New' > 'create group'.
    Create group
  3. To add members, type their name in the Members field. If they do not appear as you are typing, hit enter to search for them in the directory. If you are unsure how to spell a name, the search may bring up multiple results. Simply click the name of the person you would like to add to add them to the members list. 
  4. To remove a member, click the 'x' beside their name.
  5. When finished, click 'save'.
    Enter group details

To return to your inbox, click 'Mail' in the menu bar at the top of your screen.

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How do I create personalized folders?

To create a personalized folder:

  1. Right click your name in the left-hand menu bar.
  2. Select 'create new folder' from the drop down list.
    Create new folder
  3. Type in the name of your folder and click enter.

Note: You can create a personalized folder within any of the folders already create in the left-hand menu bar. To hide your personalized folders, simply press the triangle beside the parent folder.

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How do I move emails from my inbox to other folders?

  1. Right-click the email you would like to move and select 'move' from the drop down menu.
  2. If the folder you want to move it to is not displayed, select 'more'.
  3. Once the folder has been selected, click the 'move' button located at the bottom of the pop up window.
    Move email

Note: Once you have moved an email to a particular folder, that folder will automatically appear in the drop down list.

move conversation

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How do I flag my emails?

  1. Hover over or click the email you would like to flag. A flag icon will appear in the top right-hand corner.
  2. Click the flag icon to flag the message.
  3. To mark the item as complete, click the flag icon again.
    Flag your email

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How do I add/modify my blocklist?

To add someone to your block list:

  1. Right click on an email from the person you would like to block.
  2. Select ‘mark as junk’ from the drop down menu.
  3. A pop up message from Microsoft will appear asking if you would like to send the message in so that they can improve their spam filters. Choose ‘don’t report’ and ‘Don’t show me this message again’.

Note: You will not be able to add someone to your block list if you have already replied to an email from them.

Blocking a contact

To modify your block list:

  1. Click on the settings icon in the top right-hand corner of your screen then select ‘options’ from the drop down menu.
  2. Select ‘block or allow’ from the left hand menu.
  3. Scroll down to blocked senders.
    1. To delete someone from your blocked list, select the person and click the ‘---‘ icon.
    2. To edit a blocked sender, click the ‘pencil’ icon.
    3. To add someone to the blocked list from here, click the ‘enter a sender or domain here’ line and type in the email address you would like to block. Note: to add someone to the blocked list from here, you must know their email address.
      Modifying your block list

To return to your email, either click on your name in the top corner of your screen and select 'mail' from the drop down menu, or click the back arrow above Options.

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How do I set up my vacation message?

  1. Click on the settings icon in the top right-hand corner of your screen then select ‘options’ from the drop down menu.
  2. Select ‘Send automatic replies’ and then fill in your message.
    Set automatic replies
  3. If you would like to send a different message to individuals outside of UNB, fill out the text box underneath ‘Send automatic reply messages to senders outside my organization’.  If you do not want to send automatic replies to people outside of UNB, uncheck the 'Send automatic reply messages to senders outside my organization’ box.
  4. If you only want the message sent between certain dates/times check the box beside “Send replies only during this time period” and specify the time periods.
  5. When you are finished click the blue ‘save’ button.
    Enter automatic replies details

To return to your email, either click on your name in the top corner of your screen and select 'mail' from the drop down menu, or click the back arrow above Options.

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How do I check how much space I have left in my mailbox quota?

To find out how much space you have left in your inbox:

  1. Go to settings > options in the top right hand-corner of the screen.
  2. Below your name and email on the account page is a 'Mailbox Usage' bar which tells you how full your mailbox is.
  3. To return to your inbox, just click on your name and select 'mail' from the drop down menu, or click the back arrow above options.
    Check your quota

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How do I restore a message I accidentally deleted?

  1. From the left-hand menu, right click 'Deleted items' then select 'recover deleted items...'.
  2. A new window will appear. Search for the message you would like to recover.
  3. Right click on the email and select 'recover' from the dropdown menu, or select the email then click the recover button in the bottom right hand corner of the window.
  4. Your recovered email will appear in your inbox.

Note: You can also restore calendar items, contacts and tasks in the same way.
Restoring a deleted email

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How do I forward my email or special email address?

  1. Go to 'Settings (cog icon)' > 'Options' in the top right-hand corner of your screen.
  2. In the left-hand menu, click 'Organize email'.
  3. Click on the plus (+) sign, then select 'Create a new rule for arriving messages' from the dropdown menu.
    Forwarding email
  4. Under 'When the message arrives, and:', select '[Apply to all Messages]'.
  5. Under 'Do the following:', select '[Redirect the message to]'.
    Enter your new rule details
  6. If the address book does not appear, click 'Select People'.
  7. If the person you are looking for is not a saved contact, click '>>' on the left-hand side of the page and then click 'Directory', then type the person's name in the search bar. Alternatively, you can also type the person's email address on the 'To' line.
  8. Once you have found the person you are looking for, click the plus (+) sign beside their name.
  9. If you want to delete the email once it is forwarded, click on the 'More options..' link and then select 'Add action'. From the drop down menu, select ‘Move, copy, or delete’ then ‘Delete the message’ to delete the message.
  10. Enter a name for the rule and save.
  11. To return to your email, either click on your name and select ‘mail’ from the drop down menu or click the back arrow that is above options.
    More rule options

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