Outlook Web Access - Frequently Asked Questions
Frequently Asked Questions about using the Outlook Web Access with the Staff Exchange E-mail system.
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How do I set a Vacation Message / How do I use the Out of Office Assistant?
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Using Windows Vista I've been unable to reply to PGP signed e-mails. What should I do?
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What is the web address for Outlook Web Access?
Why not add it to your Favourites?
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Use a helpful subject line that describes the contents of the mail.
In your Subject line use a prefix in capitals to indicate the type of message, for example:
- ACTION:
- INFO: (for information)
- REQ: (for a request)
- PLEASE: (e.g. PLEASE has anyone found my mobile?
- SOC: for social or NWR: for Not Work-Related
Sometimes you can communicate everything in the Subject line (like a tweet). Once the recipient has read the subject line they can delete it. Tell them that this is the case - the Subject is the message - with a suffix like END, for example:
- Schofield fire alarm test at 1:00 today END
Don't send to more people than is necessary. Do you really need to copy to your manager just to cover yourself?
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How do I find out how much space I am using?
This is not available with the Light version of Outlook Web Access.
Move your mouse pointer over the top folder (named with your name) in the Navigation pane at the left.
A "pop-up" tool-tip will give an indication of the usage in all folders.
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How do I set a Vacation Message / use the Out of Office Assistant?
You can set your Vacation Message using Outlook Web Access (Premium or Light versions).
Click Options at the top of the screen. Click Out of Office Assistant in the Options menu in the Navigation pane (to the left).
Options which are similar to those in Outlook 2007 are displayed. In the Light version you do not get the option to format the text (with bold etc.). Click the Save button at the top left of the Out of Office Assistant pane. In the Light version there is a Close option at the top right; in the Premium version just click on Mail or anything in your Navigation Pane to exit Options.
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How do I open another user's Mailbox in Outlook Web Access?
Reminder: Opening another user's Mailbox is useful for Manager / Secretary working and for opening sub-folders other than the folders named Calendar, Contacts, Inbox, Tasks, Notes, or Journal.
Firstly, that user must delegate responsibility to you using instructions appropriate for their version of Outlook.
- Instructions for delegation in Outlook 2010 for Windows
- Instructions for delegation in Outlook 2011 for Macintosh OS X
Once that is done, in the Premium version of Outlook Web Access you can follow the Instructions for opening another mailbox from the Outlook Web Access help.
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How do I open another user's folder in Outlook Web Access?
Reminder: Sharing a folder is useful for opening the folders named Calendar, Contacts, Inbox, Tasks, Notes, or Journal. For sharing other folders you must use delegation.
Firstly, that user must share the folder with you.
- Instructions for sharing a folder in Outlook 2010 for Windows
- Instructions for sharing a folder in Outlook 2011 for Macintosh OS X
Once that is done, you need to build the URL as follows:
https://legacyemail.lboro.ac.uk/owa/emailaddress/?cmd=contents&f=calendar
replacing emailaddress with the e-mail address of the person whose Calendar folder you wish to open. For example:
https://legacyemail.lboro.ac.uk/owa/c.beggs@lboro.ac.uk/?cmd=contents&f=calendar
Once you have the URL working, you can add it to your Favourites.
Note that this is only supported in Microsoft Internet Explorer 6 and above (the Managed Windows 7 service computers are supported).
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Using Windows Vista I've been unable to reply to PGP signed e-mails. What should I do?
You get the following error message:
In Control Panel go to Add or Remove Programs and remove Microsoft Outlook Web Access S/MIME (2007).
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When I create an All Day Event in Outlook Web Access, by default it creates it as "Busy", whereas Outlook by default creates it as "Free". Why?
We have reported this anomaly to Microsoft. In the meantime, please be extra careful when you create an All Day Event in Outlook Web Access that the Free / Busy setting is correct for your needs. Please see the next question.
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How should I use All Day Events correctly?
Some All Day Events you will want to be "Free" such as Birthdays, and perhaps Open Days or a Conference important for your department but which you are not attending. Some All Day Events such as a Training Course or Conference which you are attending you will want to be "Busy". Microsoft has for many years recommended that you treat these latter as Appointments lasting during working hours e.g. starting at 9:00 and ending at 17:30, but this is certainly not as appealing when the event lasts for more than one day. The default in Outlook is that All Day Events will be set as "Free", and Microsoft have not made it easy to change which is the default in Outlook. Please, then, be careful when you create an All Day Event to check that the Free / Busy setting is correct.
Please also note that currently when you use Outlook Web Access to create an All Day Event that this inconsistently sets it as "Busy" by default. We have asked Microsoft to look at this anomaly. In the meantime, please be extra careful when creating All Day Events in Outlook Web Access that the Free / Busy setting is correct!