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Outlook Web Access FAQs

Can I view archived email using OWA?

If OWA is used to check email using another computer, Archived emails cannot be viewed.

Will OWA automatically logout due to inactivity?

Yes. If you chose "This is a public or shared computer" at the logon screen, you will be automatically logged out after 15 minutes of inactivity. If you chose "This is a private computer" you will be logged out after 8 hours of inactivity.

What is the difference between Public and Private computers?

If you are running Internet Explorer, you will automatically be connected using the Premium version, unless you choose to run the Light version.  To choose the OWA Light version, click the check box out beside "Use Outlook Web Access Light". It is recommended you use OWA Premium if you will be doing more complicated tasks and/or need the additional features Premium provides.

Can I retrieve an e-mail that I permanently deleted?

Yes, OWA Premium has the feature where you can Recover Deleted Items.
Log into OWA and click on the Optionsimage of Options icon button in the menu and then select Deleted Items from the navigation pane on the left hand side. Under Recover Deleted Items is the option Recover to Deleted Items Folder.  Select emails that you want to move back to the Deleted Items Folder and then click Recover to Deleted Items Folder.

Which browsers will run OWA in Premium mode?

In order to use the premium version of OWA, you must use Internet Explorer.  If you use a different browser, you will automatically be connected to the light version.  It is recommended that if you have a slower Internet connection that you use the OWA Light version.

Why do I automatically log into OWA Light even though it is unchecked on the log in screen?

If you are running Safari or Firefox on the Macintosh or Firefox on the pc you will automatically log into OWA Light.

How can I determine how much of my mailbox is being used?

Your mailbox is made up of all your folders on the server including your Inbox, Contacts, Tasks While logged into webmail, place your cursor over the name of the mailbox.  This will display the current amount of mailbox space being used.

How can I search the inbox to find an email?

The Search box is located at the top of the folder window. You can click on the down arrows next to the search box for the advanced options or the up arrow to hide them.

What is the reading pane and how can I change it?

The reading pane  image of the reading pane allows you to preview messages in your inbox without actually having to open the message in a new window.

  • In the Toolbar, click the Show/Hide Reading Pane button.
  • Choose one of the three options: Right, Bottom or Off.
  • You may adjust the size of the pane by moving the lines between the panes.
The email I’m trying open has images, but they are blocked. How can I view them?

Sometimes external content (photos, music, etc) in emails is used by spammers to verify with
recipients are valid email addresses. Then they can send you more spam messages. The new
OWA client tries to help prevent this by not loading content.  If you know the sender and want
to view the external content, you need to click the “Click here to unblock content” warning that appears in the window.

image of unblock content warning

Does OWA have a spell checker?

Outlook Web Access now includes a spell checker for messages. Its functions are similar to most other spell checking software. The Spelling button is located in the toolbar of the message's window image of spell check icon

When I try to send a message to multiple recipients, I get the message: No Match Found, Remove Without Sending.

If you are entering more than one address in the To:, Cc:, or Bcc: fields, you must separate each address with a semicolon.  If you use a comma to separate addresses, you will receive an error message.

Is it possible to create a personal signature to add to messages?

You can create a personal signature to attach to every message or insert your signature into individual messages by clicking Insert Signature on the toolbar. image of Insert Signature icon

  • Click Options in the Navigation pane
  • Select Messaging
  • In the E-Mail Signature box, type and format the signature that you want to use.
  • To add your signature to all outgoing messages, select the Automatically include my signature on outgoing messages check box.  If you prefer to  add your signature  at the time of composing/replying, leave the check box unchecked.
  • Click Save or press CTRL+S.
Is it possible to set up an out of the office auto reply?

There is an out of office assistant feature that you can use to create a personal message for Auto Reply to all incoming email messages. You have the ability to set separate Out of Office messages for internal and external senders.

  • Click Options in the Navigation pane
  • Under Out of Office Assistance, choose the option desired.  In the text window, enter your personal message.
  •  Use the Start time and End time lists to specify the time period during which you want to send auto-replies.
  •  The start and end times apply to Out of Office auto-replies to both internal and external senders.
Is it possible to setup a message delivery and read receipt in OWA?

Outlook Web Access lets you confirm that a message you sent has been received. Message receipts can be delivered to the sender when a message is delivered to the recipient and when the recipient reads the message.

  • After you compose your message, on the message toolbar, click Options. image of Options icon
  • To request that you be notified when your message is opened by the recipient, under Message Options, select the Request a read receipt for this message check box.
  • To request that you be notified when your message is delivered, select the Request a delivery receipt for this message check box.
  • Click OK to save the change and return to your message or click Close to close Options without making any changes.

When you send a message that has a receipt request, you receive one or both of the following messages in your Inbox, depending on the selections you made for receipt requests:

  • Delivered: where subject is the subject of the message you sent. The receipt tells you that  the message was delivered.
  • Read: where subject is the subject of the message you sent. The receipt tells you when the message was opened.
Is it true that I can view Microsoft Office attachments such as Word and Excel without have the software installed on the computer?

OWA allows you to view attachments by selecting “Open as Web Page” next to the name for Word, Excel, PowerPoint, or PD files even if MS Office or Adobe Reader is not installed on the computer you are using.

How do I create Rules in OWA?

You can use the Options menu in Outlook Web Access to manage rules to automatically perform specific actions against messages as they arrive, based on criteria that you choose

To create a rule:

  • Click Options image of the Options icon in the menu bar  to open the Navigation pane
  • Click Rules in the Options Navigation pane
  • Click New Rule,and then click an option to select it. The options are as follows:
    • Move messages from someone to a folder  - clicking this option creates a rule with some options already selected. When the new rule window opens, click the people or distribution lists and specified links to complete the information. Enter a name in the Name box to name the rule. Click Save to save the rule or Cancel to cancel the rule without saving.
    • Move messages that have specific words in the subject to a folder - clicking this option creates a rule with some options already selected. When the new rule window opens, click the specific words and specified links to complete the information. Enter a name in the Name box to name the rule. Click Save to save the rule or Cancel to cancel the rule without saving.
    • Move messages sent to a distribution list to a folder - clicking this option creates a rule with some options already selected. When the new rule window opens, click the people or distribution lists and specified links to complete the information. Enter a name in the Name box to name the rule. Click Save to save the rule or Cancel to cancel the rule without saving.
    • Delete messages that have specific words in the subject  - clicking this option creates a rule with some options already selected. When the new rule window opens, click the specific words link to complete the information. Enter a name in the Name box to name the rule. Click Save to save the rule or Cancel to cancel the rule without saving.
    • Create a new rule for arriving messages  - Clicking this option opens a new rule window without any of the criteria or actions for your new rule selected. Use the new rule window to select and define the criteria and actions for your rule. Enter a name in the Name box to name the rule. Click Save to save the rule or Cancel to cancel the rule without saving.

To edit a rule:

  • Select the rule from the rules window by clicking it.
  • Click Change Rule to open the rule editing window.
  • Make the changes that you want, and then click Save to save your changes or Cancel to close the rule without saving.

To delete a rule:

  • Select the rule from the rules window by clicking it.
  • Click Delete. A window will pop up asking if you want to permanently delete the selected items.
  • Click OK on the confirmation window to permanently delete the rule, or click Cancel to cancel the deletion and to close the confirmation window.
What attachments and/or file types are blocked by CCRI servers?

The following is a list of file extensions that are blocked by CCRI Servers.
*.exe* ,*.b64* , *.bhx*, *.hqx*, *.mim*, *.uu*, *.xxe*, *.pif*, *.scr*, *.shs*,  *.vbe*, *.vbs*, *.wsh* , *.cpl*

The following is a list of file types that are blocked by CCRI Servers. File types are detected by Exchange regardless of the extension the file is given:

  • Any Executable File
  • Any Microsoft Install Shield Cab File
  • Any Java Byte Code Class File
  • Any Microsoft Type Library File
  • Any Microsoft Cabinet File
  • Any Microsoft Shortcut File
  • Any Program Information File
  • Any Self Extracting Executable File

If you need to send or receive a blocked attachment type, encapsulate the file in a compressed .zip file. Zipped files are scanned for viruses but allow blocked attachment types.

How do I prevent CCRI email from going into the Junk folder?
Webmail.ccri.edu users

once in webmail, click on Options, select Junk E-mail from the options on the left and in the Manage Safe Senders List box click the Add button and enter @ccri.edu, click the Save icon in the upper left  above the words Junk E-Mail. 

MyCCRI users

Once you are in email click on Options, select Junk E-mail from the options on the left and in the Manage Safe Senders List box click the Add button and enter @ccri.edu, click the Save icon in the upper left above the words Junk E-Mail.

How do I create a SPAM filter in OWA?

Note: These instructions are intended for OWA users who do not use Outlook. If you are an Outlook user and have already set up a SPAM rule, the rule will automatically be applied to OWA.

If OWA is your only email client:

  • From the OWA menu bar, click on the Options button.
  • Scroll down the options list and select Rules.
  • Click on the New Rule button.
  • Select Move messages with specific words in the subject to a folder from the dropdown list
  • Click on the underlined text specific words
  • In the Add Words or Phrases dialog, type **SPAM**, then click on the Add button
  • Click OK
  • Click on the underlined text specified
  • Click once on the Junk Email folder, then click OK.
  • In the Rule Name text box, type in SPAM.
  • Click Save.
  • Click on the Save button before leaving OWA's Options.

It is not possible to create a SPAM filter in OWA if you are using the Firefox browser. However, any SPAM filter created in either Outlook, or in OWA via Internet Explorer, will work in Firefox.

What are the differences between Outlook/Exchange  and OWA?
Outlook/Exchange  vs Outlook Web Access (OWA)
Comparison
Access Outlook  through the desktop icon or go to Start>Programs>Microsoft Office>Outlook Menu – the standard Microsoft Office Menu bar is available: File, Edit, View Go, Tools, Action, Help To Access  OWA through the web at: http://webmail.ccri.edu
Menu – the standard Microsoft Office Menu bar is available: File, Home, Send/Receive, Folder, View

Menu - The only menus available are the browser menus. Use the OWA buttons instead. The Options button on the top right of the screen substitutes for the Tools – Options menu.

To do items are available as Tasks and appear in their own section button on the Navigation Pane, in the Calendar, and in the Mail on the To-Do Bar.

There is no To Do Bar in OWA, but Tasks appear in Tasks on the Navigational Pane in the OWA Calendar

The Navigation Pane contains 7 section buttons: Mail, Calendar, Contacts, Tasks, Notes, Folders List, and Shortcuts and a dropdown arrow to customize the Navigation Pane.

The Navigation Pane contains 6 section buttons: Mail, Calendar, Contacts, Tasks, Documents and Public Folders.

Outlook Today is available to act as your “home page” when opening Outlook. It will display a quick look at your appointments/meetings, incoming mail, and tasks all on one screen.

There is no Outlook Today page available.

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Last Updated: 1/24/14