Outlook Web App Guide

Outlook Web App Guide

As mentioned in our ‘Exchange 2010 Project’ guide, upgrading our e-mail platform is going to bring many great benefits for all. One of these is a new version of webmail, a much more fluent and nicer way to remotely access your email away from UCS. Today we are going to run through with you the basic layout of the new webmail system and some of the all-important ‘How to-s’

If you would prefer a visual reference follow the link to Lynda.com for 'Outlook Web App Essential Training'


Logging in to Webmail


  • As usual, start by opening your web browser (Chrome, Firefox etc.)
  • In the address bar type the following web address
  • Mail.ucs.ac.uk
  • Once done you will be presented with a log in window that looks like this.


  • Enter your username (E,V,P,T,S number) and password, and click SIGN IN
  • If you cannot remember your password you can reset it here



New Layout of Webmail Inbox

Now that you have successfully logged in, you will be presented with your new Inbox. Unlike the previous version of webmail, webmail 2010 has a much nicer and friendlier User Interface.

 As you can see the new version of webmail very closely resembles the standard Outlook email client, making it very easy to use.

On the left we have the Navigation Pane. From Here you can Access your:


  • Inbox
  • Drafts
  • Sent Items
  • Deleted Items etc.

Located at the bottom of the Navigation Pane there are shortcuts to your: 

  • Mail
  • Calendar
  • Contacts
  • Tasks

Located at the top of the webmail window is the Outlook Web Address Bar.


  • Clicking the Address Book      will open the Address Book


  • Using the   button, will   open the Global Address Book. Here you can search by typing in a user name. Once found you can see the contact details of that user


  • Using the      Tool, will display the options relevant to the folder you are currently in.
  • To Sign out of your email, click the  Button.        

And on the right we have the Reading Pane. This enables you to select a message and preview its contents. The same way you would read and preview a message in outlook.


Creating and Sending a New Message

To create and send a new message:

  • In the Inbox Toolbar click NEW


  • Select MESSAGE from the drop down menu that appears.
  • A new window will pop up in which you can create your message. It looks like this


  • To address the message type in the email address of whom you wish to send the message to.
  • If you do not know the email address, you can type in the user’s name.

NOTE: If you have emailed this user in the past their name will appear in a drop down menu from which you can select. Webmail will then auto fulfil the details for you.

If you have not emailed the user before you can click the check name button located at the top of the window: 


If there is only one instance of this name in the Global Address book, the name will turn blue. If there is more than instance or the name if not fully correct, a drop down menu will appear with a list of possible matches for you to choice from.

This process also applies to anyone you wish to CC (Carbon Copy) or BCC (Blind Carbon Copy) in.


Formatting Message Text

As you can see from the message box picture, you are able to format your message text however you wish. This option was not available on the previous version of webmail.

Very much like word you can use this Toolbar to:

  • Make Text Bold, Italic or underlined
  • Change the colour of the Text
  • Change the Font and Size
  • Add bullet points – as well as numerical bullet points.
  • Increase and decrease the indent of the text.

If you wish, you can also set a font you use for, Forwarded, Replied and New messages. This saves you manually formatting the messaging text every time.

  • Using the Outlook Web Address Bar click              
  • Locate and click Message Format from the list.
  • From here you can now select the relevant formatting options you wish.
  • Once you are happy click Save.



Adding a Signature to your E-Mail

Webmail 2010 gives you the options to sign any emails you send out. This can be configured to automatically include your signature on every email sent. Or you have the option to insert it, as and when needed.

  • To create a signature, using the Outlook Web Address Bar click 
  • Locate and select E-Mail Signature 

  • Type out your signature using which ever formatting you wish to use.
  • If you would like your signature to be attached to every email sent, click the Tick Box at the bottom.
  • Once done Click save and your signature is now stored within the Webmail Application.

If you choose not to have your email, and wish to add it when required:

  • When sending a new message or replying to one, if you wish to add your signature click the add signature button at the top of the window.


Spellchecking Your Messages

Very much like Microsoft Word and Outlook, once you make a spelling mistake, it will be underlined with a red line to show you your mistake. To correct this:

  • Right clicking the highlighted word, will prompt a window to pop out with a list of corrections to choose from. Using this method you can correct any mistakes as you go.
  • Using the Check Spelling button located at the top of the message window, you can revise the whole body of text and correct any mistakes made before sending the message.

  • You can also change the way the Spell Check works, to do this go to 
  • Select See All Options
  • From the left hand pane, select Settings
  • From the tabs at the top select Spelling and choose your preferred settings.

  • Once completed click Save


Opening and Reading a Message


  • To preview a message, simply click the message you wish to preview. Once selected the message will become highlighted.
  • On the right hand side in the Reading Pane, a preview of your message will be there for you to read.
  • To fully open the message, double click the message, this will open a new window displaying the full message.


Forwarding and Replying to a Message

To Reply to or Forward a message:

  • First select the message you wish to Reply to or Forward. You do not have to fully open the message for this.
  • From the top of the window select either Reply or Forward.

Alternately you can reply or forward a message using the blue arrows located in the reading pane, when previewing a message.



Reply All  




Deleting Messages

To delete a message:

  • First select the message you wish to delete.
  • Click the delete Icon to move the message to the Deleted Items Folder

  • To permanently delete the messages, Right Click the Deleted Items Folder and select Empty Deleted Items.

 You are also able to set this to happen automatically when you sign out of your Webmail, to do so:

  • From the Outlook Web App Bar select 
  • Locate and select Settings
  • Locate and select Mail

  • Scroll down to and select Message Options

  • Select the Tick Box Empty the Deleted Items folder when I sign out.
  • Once you are done click Save.



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