Please note: This document is still under development and is therefore subject to change.
This guide assumes that you already know the basics of using Outlook Web App (OWA, Full version), such as reading, replying to, deleting email, and composing new messages. If you need help with any of these tasks then please refer to the Introduction to OWA.
In order to make the best use of your University email, you will need to know how to attach files to messages, manage your Inbox, use the address book, set up mail forwarding, and more. Please browse the sections below for more information.
Some people prefer to see a simpler interface. It is possible to switch to the more basic OWA-Light. Please see OWA (Light) guide for further details (note that this document requires some updating for Exchange 2010.)
In the following instructions, the direction to "right-click" is interchangeable with Ctrl-click on an Apple Mac computer.
1. Browser Compatibility
Outlook Web Access full version is available on the following operating systems and browsers.
|Internet Explorer 7+||Windows only||Requires Windows XP|
|Safari 3+||Mac||Requires Tiger (10.4). Safari not guaranteed to work by Microsoft with Windows version.|
|Chrome 3+||Windows/Mac||Does not work natviely with Linux version.|
 While OWA is supported on Tiger, please note that you should only run the current of previous versions of Mac OS X, as the others are not supported and can be open to security vunrabilities.
 It is possible to get this to run on Linux on Chrome by changing the user-agent string. You can do this by starting Chrome with the following command : /opt/google/chrome/google-chrome --user-agent="Mozilla/5.0 (Windows; U; Windows NT 5.2; en-US) AppleWebKit/534.4 (KHTML, like Gecko) Chrome/6.0.481.0 Safari/534.4"
2. Managing Folders
Folders are the most common and convenient way to organise your email. With Nexus, you can create as many folders as you wish, and each folder can contain messages, sub-folders, or both. Folders appear under the Mail Account you are accessing. Favourite folders for quick access may also be displayed above the Account folders.
2.1. Creating Folders
You can create a new folder at the top level (so it appears alongside your Inbox
in your folder list), or as a sub-folder of your Inbox, or a sub-folder of another
folder. In each case, you right-click on the
name of the parent folder, and choose
[Create New Folder....]
To make a new folder at the top level, right-click
on your mailbox name (normally
your own real name) in the
Navigation Pane at the left side of the
screen, and choose
[Create New Folder...].
Figure media/image1.png [Create new folder]
Then type the name of the folder into the resulting box, e.g.
Figure media/image2.png [List view showing 'Journal Articles' folder; also showing nested view of some folders]
You can structure your mail folders in any way that you like including nesting folders inside one another.
Simply click on the folder name to see any messages stored in that folder. Click on the small triangle to the left of the folder name, to expand/collapse the list of sub-folders.
Click on any folder that you wish to create a sub folder within, and (as before)
right-click and choose
Folder...]. Figure 2 also shows an
example of a nested folder structure (see the folders within Top
folder in the graphic).
2.2. Deleting Folders
To delete a folder, right-click on the name
of the folder within the
Navigation Pane and choose
[Delete] from the menu. A
dialog box appears asking you to confirm folder deletion. Once confirmed the
folder, along with all messages and sub-folders contained within it, is moved to
Deleted Items folder.
Figure media/image4.png [Menu showing delete folder option]
Deleted folders and their contents can be restored as outlined in Restoring deleted items.
2.3. Renaming a Folder
You can rename folders that you have created, but the built-in folders (Inbox, Drafts, Sent Items, Outbox, and Trash) cannot be renamed.
To rename a folder, right-click on its name
[Rename] from the menu. The name of the folder is then
highlighted and you can simply type in the new name.
Figure media/image6.png [Rename menu option]
2.4. Move or Copy items to a New or Existing Folder
By default, mail messages sent to you are placed in the
messages that you send are placed in the
Sent Items folder.
However, you can move a message to any folder you want.
A quick and simple method of moving messages is to drag them from their current
folder and drop them onto the name of the destination folder in the
Alternatively, to move or copy a message, select the message and click the
Move button to open the menu. You now have a choice of selecting
a recently used folder, choose
[Move to Folder…] or
Figure media/image7.png [Move menu options]
Once you have chosen
[Move to Folder…] (or
Folder]), you have a choice of selecting a folder from the folder structure
Figure media/image8.png [Dialogue showing create folder or move to one in structure.]
If you want to create a new folder, select a folder that will contain it and click
[Create New Folder....]
Figure media/image9.png [Create and name a new folder]
Type in the name of the new folder, and press
Copy). Your messages will now be
moved to the new folder.
Figure media/image10.png [Emails selected and Move to folder menu option highlighted.]
The simplest way to select multiple messages is to hold down the
(Control) key on your keyboard (shift + click on a MAC) whilst clicking each
message. For more advanced methods of selecting multiple messages, please see Operations on Multiple Messages.
2.5. Folder (conversation) views
A new feature has been introduced in OWA 2010 (that is switched on by default) that messages where messages with the same subject line are grouped together to view as a conversation. This is similar to how other email systems work (such as Gmail). If you wish to disable this and go back to viewing other messages one at a time then click on View on the top menu bar and then Untick/tick Use Convesations
Figure media/image71.png [Enable/disable conversation view]
3. Restoring deleted items
When you delete an item (whether it is an email message, a folder, a contact, a
calendar item etc.), it is moved into your
Deleted Items folder. If
you want to recover an item which is still in your
folder, you can simply drag and drop it to another folder, or
right-click and choose
[Move to folder] as described in Move or Copy
items to a New or Existing Folder.
Deleted items should stay in the
Deleted Items folder for 90 days from
the date of deletion, before being automatically removed.
Be aware, some email software automatically empties your
Items folder when you close them or log out. Check the settings for your
client if you are unsure.
If the 90 day period has expired, or if you (or your email client) already deleted the item
Deleted Items folder, it is still possible to recover the
item for a further 7 days. To do this right-click
Deleted Items and choose
[Recover Deleted Items].
Figure media/image11.png [Recover deleted items menu option]
Select the item(s) you want to recover, and click the icon of a folder with curved arrow to restore the item.
Figure media/image12.png [Select Deleted item from list]
You will now be presented with a
Recover to Folder dialog similar to
that described above in Managing Folders.
Figure media/image13.png [dialog showing folders to recover your item to and button to create new folder]
4. Operations on Multiple Messages
It is common to want to do operations on more than one message at once. For example, to delete your first three messages, or to copy all messages with the word "orchestra" in the subject to a specific folder.
4.1. Selecting multiple messages
You can select multiple messages by holding down the
<Ctrl> (Control) key
on your keyboard, or
<CMD> if you using a Mac, while you click on each one. If all the messages
are adjacent to each other, you can click on the first one, hold down the
<Shift> key, and then click on the last one to select the messages and
everything in between them. You can re-sort the messages to make this easier (e.g.
sort by sender, or by subject). See Sorting Messages for
4.2. Selecting Multiple Messages by Searching
You can use simple or advanced searching to identify groups of messages with some shared characteristic, such as having the word "orchestra" in the subject. After selecting the messages you are interested in you can then delete, move, or copy them in the same way as for a single message.
5. Searching for items
5.1. Simple search
To perform a
Simple Search, type your search terms in the search
box and choose
[This Folder and Subfolders]
[Entire Mailbox], these options are accessed by clicking the
single arrow to the right of the
Figure media/image14.png [Search menu options]
5.2. Advanced search
To perform an
Advanced Search with more search criteria, click the
two arrows to the right of the
Search icon to expand and contract the
search criteria options.
Figure media/image15.png [Advanced search options]
6. Sorting messages
By default, messages in your Inbox, and in other folders, are arranged by date, with
the newest message at the top. OWA provides many other ways to arrange messages,
which can help you to find a particular message or group of messages when you want
to. To change the arrangement of messages, use the options that you can see under the
[Arrange by Date] and
[Newest on top].
Figure media/image16.png [Arrange message menu options]
To re-sort messages, click on the label
[Arrange by:] at the top of the
message list. You can then select a sort option from the list below:
Each of these sorting options has a default order, such as A on top, newest on top, or largest on top.
Figure media/image17.png [Option to reverse order of emails]
The sort order is shown next to the name of the sorting scheme, and you can reverse the order by clicking on the label.
7. Setting Flags and Categories
OWA allows you to set a Flag and/or a Category for each
message. Flags can help you keep track of items that need to be followed up
before a specific date, by providing a visual indication, and, if specified, a pop-up
reminder. A flag has a
Due Date, and may
Reminder Date. Categories are coloured markers which can be
applied to messages, contacts, calendar items etc. This allows you to easily
differentiate between items which fall into separate groups, such as work versus
personal, or department versus college. It is particularly useful for adding a visual
indicator for particular types of item in your calendar so that they stand out, such
as birthdays, or important appointments. Items may have more than one category
assigned. There are six built-in categories named after their associated colours, and
you can add more categories of your choice.
7.1. Setting Flags
You can set the default flag (follow-up starts today, due today, with no reminder) by clicking on the small flag symbol next to the date of receipt, in your message list.
Figure media/image18.png [Flag icon]
This simply gives you a visual indication that the message requires further action (follow-up).
Figure media/image19.png [Advanced flag menu options]
For more advanced options, right-click
on the flag symbol and choose
Date and Reminder....]
Figure media/image20.png [Dialog to set flag reminder]
This allows you to set a start and/or finish date for following up on the item, and a reminder date.
Figure media/image21.png [Icon indicating reminder active]
When the reminder date/time is reached, you will receive a pop-up message to
remind you about the related item. You can dismiss the reminder, or click
Snooze to be reminded again later. Reminders can be easily
acessed at any time from the
Reminder icon showing the number of
7.2. Setting Categories
You can apply an existing category to a message by clicking the small bar to the left of the flag icon in your message list:
Figure media/image22.png [Set category menu options]
Category icon brings up a list of possible categories,
you can select one or more by clicking them, or clear categories by clicking
[Clear Categories]. For more advanced options, including creating a
new category, changing the colour of a category, or deleting a category, click
You can also apply categories to contacts, calendar items, and tasks. In each
case, open the item and look for the
categories icon on the toolbar
Figure media/image23.png [Categories Icon]
8. Outlook Rules
OWA allows you to set up Rules to manage your messages. For example, you could create a rule to automatically direct any message containing the word "orchestra" in the subject line into a particular folder (instead of your Inbox).
Figure media/image26.png [Rules screen showing New menu options]
To access the
Rules editor, click
[Options] and then
[See All Options] and choose
To create a new rule, click on the dropdown button next to the
and choose the
type of rule that you want. If none of the options apply, choose
[Create a new
rule for arriving messages] to access the full range of options.
8.1. If you run Outlook software
If you use Outlook installed on a computer, it is important to note that rules are shared between Outlook and OWA. You can create rules in OWA and they will be active whether you use Outlook or OWA.
However, OWA can only access rules that are set as active. Outlook gives you the able to disable them (to make them inactive). If you choose to do then we advise that you only use Outlook to set rules as if you create a new rule from OWA it will delete any rules that were inactive in Outlook.
For further details about OWA rules click on the OWA
found on the
Email messages are text. To send other kinds of file, such as figures, word processed documents, spreadsheets, and so on, you need to use attachments. You can attach any file that your browser can access, for example on a local USB drive or hard disk, within certain size restrictions (see Nexus Frequently Asked Questions ). In order to be able to read the attachment, the receiver needs to have appropriate software to read the file. For example, if you send a Word 2007 document, they will need to use Word 2007, or another application which understands Word 2007 file format, to read it. Some email servers will not accept attachments which they consider risky, such as executable files, so it is best to check with the recipient before sending.
9.1. Attaching a File to a Message
To send a message with an attachment, begin by starting to compose a new message
as normal. Then click on the
paperclip icon at the top of the screen.
Figure media/image27.png [Location of attachments icon in new message box]
This opens a browse window where you can select the file that you want to send:
Figure media/image28.png 
Browse and use the dialog box to browse through your drives
and directories to find the file you want to attach. Select the desired file and
Open. The file name will appear in the
Attachments text box. To complete the process click
Attach. The name of the file will now appear in the
Attachments section, above main body of your message.
If you change your mind about sending an attachment, click on its name in the
attachments list and press
<Delete> on your keyboard. The file will be
removed from the email message.
9.2. Receiving an Attachment
Figure media/image29.png [Message with attachments]
When you receive a message with an attachment, a small
appears next to the message in your Inbox. When you view the message in the
preview pane, or by opening it, you will see a list of attached files at the top
of the message.
To view the attached file, click its name in the attachments list. You may be given some information about the dangers of downloading unknown files from the network. If you do decide to go ahead, you can either save the file to be opened later or you can choose to open it now. If you open it now, your browser will attempt to find an appropriate application and open it in that (e.g. Adobe Acrobat, Microsoft Word), based on the filename extension (the last part of the filename).
If you want to save the file after you have opened it, use the application's
[File/Save As...] command to put it in an appropriate location. Do not use
[File/Save] because the Browser will
then choose its own location and you will not know which drive and folder the file
has been saved to!
Please note: OWA will prevent you from sending certain types of files e.g. XML, giving the following message:
Outlook Web Access has blocked access to attachments.
If you receive a HTML file as an attachment and it contains code that could automatically run when you download it from Outlook Web Access, the 'offending' code gets silently stripped out (and any CSS gets commented out). This hppens in both OWA Light and Full versions. If you need the code to remain available in the attachment then use an email client (e.g. Outlook or Thunderbird) instead.
10. Email Headers
Every email message you send or receive includes some additional technical data known as the Message Headers. This information is very useful if you are having technical problems, and your IT support staff will often ask you to include this information in any support request you make.
To view the header data for a message, open the message and click the
Details icon at the top of the screen:
Figure media/image30.png [Button to show message headers]
You can copy and paste the
Internet Mail Header information into a
different message or another application in the usual way.
11. Message Options
When sending a message, there are several options available in addition to specifying
the recipient in the standard
To: field, which can be accessed by
Options... button at the top of the screen.
Figure media/image31.png [message options menu on write email screen]
This opens a pop-up screen:
Figure media/image32.png [Message options screen, tracking, message options etc.]
The following options are available:
12. Message Reports
It is now possible to review message reports for mail sent out over the previous 4 weeks. To do this, from the main Nexus window go to Options then See All Options.
Figure media/image74.png [Opening all options screen]
Select Organize E-Mail then Delivery Reports and then you search for sent mail. You can select a field to search by or leave it blank to search all messages. You can find out information about a message by double clicking on it.
Figure media/image75.png [Showing the delivery reports screen]
Many people like to have a standard closing phrase, or details of their job title, address, contact details, and so on in their messages. A signature allows you to do this without having to type the information in each time.
To set up an automatic signature in OWA choose
[Options] and then click
Settings. You will see the following screen:
Figure media/image33.png [Create and modify your email signature]
Here you can enter your signature and choose whether OWA should apply it by default to all new messages.
Once you are happy with your signature, click
Save to confirm your
If you choose to
[Automatically include my signature on messages I send],
every time you compose a new message you will see your signature text at the bottom
(you can then change or delete it for that message). Alternatively you can add the
signature to messages manually by clicking the
button at the top of any message:
Figure media/image34.png [Insert Signature icons]
14. Printing Emails
Even if you can read a message in the
Preview View, you cannot print
it unless you open it fully. This is achieved by double-clicking on it in your
messages listing. The message then opens in a new window with a toolbar at the top.
Figure media/image35.png [Printer icon in menue]
Click on the
Printer icon in the toolbar to open up the
Figure media/image36.png [Print window list of printers at top]
15. Filtering Emails
The University email servers will automatically intercept some junk mail (commonly called spam) before it reaches you, in particular, the University attempts to filter out any emails containing malware (programs or documents which are damaging, intrusive or annoying to the recipient). You can read more about how it works on our Junk mail pages.
In addition to this protection, you can choose whether to apply further filters to
your email. In OWA, click
[Options] and then choose
Options…] and then
[Block or Allow] to set.
Figure media/image37.png [Junk email, safe and blocked senders list screen]
As well as switching filtering on or off, this screen allows you to access more advanced features:
Remember to click
Save at the bottom right of the screen to confirm
16. Automatic Replies (Out of Office)
You can use OWA to set up the
Outlook Automatic Replies, which replies
to your emails with a pre-written message of your choice. All the messages you
receive while the
Automatic Reply is active are received and stored in
your Inbox as normal and can be read, replied to, saved and so on at any time,
including while the Out of Office facility is active. The system replies
only once to each person who sends you a message, however many times they
subsequently email you. This count is reset each time you switch off the
Automatic Reply system.
Figure media/image38.png [Setting out of office message screen]
Automatic Replies, click
[Options] and then
[Set Automatic Replies…] Choose
replies, and, if desired, choose the start and finish date for when you
want the service to be active. If you leave this blank,
Replies will start working immediately and will remain active until you
switch it off.
You can set up two separate auto-responses, one for people who email you from within
the University, and the other for senders who are outside the University system. In
each case, type in your message, and if you wish, format the text using the buttons
above the box. When you are happy with your messages, click on
17. Contacts and the Address Book
Outlook Web Access offers two places to look up email addresses:
Contacts and the shared
Global Address Book. All
university members are listed in the
Global Address Book, unless they
have opted out.
Contacts is a private list where you can store other
contacts and distribution lists.
17.1. The Global Address Book
Nexus provides a directory containing the email address and department/college of
each current University member. This is available through the
Address Book. To access the global address book, click on the
small book icon at the top right of the screen.
Figure media/image39.png [Find Someone link to global address book]
To find someone in the
Global Address List, type their name (first
name or family name) in the search box and click the
icon or press enter. When you see the name you are looking for, click on it to
display the details. The
reading pane icon is above the search box
and can be toggled on/off by clicking the icon.
Figure media/image40.png [Global Address Book - displaying details]
Contacts is your personal list of people you might want to contact. As well as email addresses, Outlook can store their postal address, telephone number, notes etc.
To view click on
[Contacts] in the
Navigation Pane. If
you have not used Contacts before, the view will be empty:
Figure media/image41.png [Empty Contacts view]
17.2.1. Adding Contacts
To add a new contact, click
New. Enter their details,
particularly their email address, and then click
Figure media/image42.png [Create new contact form]
The newly created contact should now be visible in your contacts:
Figure media/image43.png [New entry in contact list]
If someone has sent you a message, you can add them to your contacts directly.
Right-click on their name in the
Reading Pane and choose
[Add to Contacts...]
Figure media/image44.png [Menu to add sender to your contacts listing]
17.2.2. Editing and Deleting Contacts
To add extra details, or to change existing information about a contact,
double-click on their name in your contacts list. This opens up the contact
details screen where you can add, update, and delete information as needed.
Save and Close to store the information.
To delete a contact, select them in your contacts list and click the
Delete button (a black cross) at the top of the list. The
contact will be moved to your
Deleted Items folder.
17.2.3. Using Contacts
Once you have created a contact, you may want to send an email or meeting request to them.
To send an email to one of your contacts, you can either select them in
Contacts, right-click, and
or simply add them to the
To: field of any message.
Figure media/image45.png [Menu showing options from compose message to delete contact]
For more information about address books, including details of how to import your existing address book, please see Contacts.
A Group is a way of grouping contacts together so that you can send messages to a number of people at the same time, such as a small research group. If you want to email a large group of people at once, it is better to create a special mailing list instead.
To create a new
[Group] from the
New dropdown menu.
Figure media/image46.png [New menu showing create new group option]
In the next screen, enter a name in the
Group Name box, and then
enter the email addresses of the group members (click
to choose them from your contacts and/or the global address list). These should
be separated by semi-colons.
Figure media/image47.png [Create Distribution List screen]
Add to Group to move the new member(s) into the list.
When you have finished adding members, click
Save and Close at
the top of the screen to return to your contacts list. You can always add and
remove members later by double-clicking on the name of the Group.
17.2.5. Message recipients
When you compose a message (or meeting request etc), you can use any
combination of full email addresses, Nexus user names, individual aliases, and
Group aliases in your
To: field, as long as they are separated
You can check how OWA will interpret your aliases by clicking the
Names icon in the toolbar. Where more than one possibility is found,
you will be presented with a list of options to choose from. The same applies
Figure media/image48.png [Check names icon]
17.2.6. Shared contacts
If someone has shared their contacts with you, you can view them through
Outlook Web Access, but only by manually entering the following address (URL)
into your Internet Explorer address bar:
firstname.lastname@example.org with the
university email address of the person who has shared their contacts with
To share your own contacts, you will need to log in to your Nexus account using Outlook 2003/7/10 or Entourage 2008. Further information is available at Nexus Contacts.
It is possible to share contacts and Groups by selecting and clicking
Figure media/image49.png [Link to forward contacts and groups]
17.2.7. Exporting Contacts
OWA does not directly have a system for exporting Contacts out of it's system. However there is a simple way to transfer your contacts into .vcard files that are supported by a wide range of systems.
Switch to contacts. Select the top contact by left clicking on it once. Then hold down the SHIFT key on your keyboard at the same time as the DOWN cursor key, which will scroll down and select all of the contacts.
Figure media/image72.png [Selecting Contacts]
Right click on any of the selected contacts, and select Forward as Attachment. This will open up a new email message with the contacts attached, which you can then send either to yourself or to another email address.
Figure media/image73.png [Forward as attachment]
17.3. Adding an appointment to your calendar
To add an appointment, double-click on the calendar in the position where you want the new appointment to appear. For example, if you are viewing by month, double-click on the day on which the appointment begins.
Figure media/image51.png [Appointment screen]
The level of detail you want to add to the appointment will depend on the specific circumstances. If the appointment is merely to act as a reminder to yourself, you will probably just want to put a suitable subject, and perhaps a location. You can use the free text area for any notes or comments, and can even attach files. This is most useful when the appointment or meeting is to be shared with others.
By default, OWA will remind you 15 minutes before each appointment by popping up a reminder window. However, you may wish to be reminded earlier or later. You can set the reminder time for your appointment to be one of a range of intervals between 0 minutes and two weeks before the scheduled start time.
You can also choose whether to mark the duration of the new appointment as
Away in your calendar. Other people can use this information to
help them to schedule meetings with you.
17.4. Choosing Attendees and Scheduling
To invite people to the meeting or event, open the event screen by double-clicking
on it in your calendar (or create a new event). Go to the
Assistant] tab and enter the name of those you would like to invite.
Figure media/image52.png [Scheduling assistant screen - add meeting attendees]
You can search for people in the global address book by typing in part of their
name and pressing
<Enter>. You can also select people from your contacts,
or type in email addresses directly. Separate multiple entries using semi-colons.
You might also want to add a shared resource such as a meeting room or a piece of
equipment, if these have been set up in Nexus. In this case, add them to the Add a
room section. You do not need to add yourself, as the meeting organiser is
Once you have finished adding attendees, click
Save and Close to
Figure media/image53.png [View attendees availability to arrange meeting]
You will now see your selected attendees listed on the left of the screen, and in the centre is a line for each one showing their free and busy times. Where no information is available, e.g. for people who are not Nexus users, this is shown with a grey stripy bar. You can now click anywhere along the time-line to set the beginning of your meeting, or choose from the suggestions on the right.
You can also choose whether or not your attendees are automatically prompted to
send a response, by checking or unchecking the box labelled
response to this invitation, on the
Once you have finished, click
Send at the top of the screen to
send the invitations.
Responses from your invitees will appear in your Inbox, unless the attendee chooses not to send a response.
If you need to make any changes to the meeting, you can do so and then click
Send Update to inform the other attendees.
17.5. Creating a recurring event
If you have an event that occurs regularly, you can add the whole series at once, by using the recurrence options.
To add or edit recurrence options, open the event by double clicking on it in your
calendar, and click the
Recurrence icon as shown below:
Figure media/image54.png [Meeting recurrance button in top menu]
Figure media/image55.png [Lots of reccurance options]
Use the buttons to select from a range of frequencies, and to set the date of the
first occurrence, and if desired, the end date. Click
17.6. Responding to a meeting request
When you receive a meeting request, it appears in your Inbox just like an email message and will be displayed in the reading pane.
Figure media/image56.png [Example email meeting request]
Within the message are buttons allowing you to
Tentatively Accept, or
Decline the request.
OWA will inform you if the meeting time conflicts with (or is adjacent to) another
appointment in your Nexus calendar.
Whichever response you choose (Accept, Tentative, or Decline), when you click the
appropriate button you will be offered three options:
[Edit the response
[Send the response now], or
[Do not send
a response]. If you choose to send the response now, OWA will send an
automated response which appears in the organiser's Inbox, telling them whether
you can attend. If you choose to edit the response, an email message will be
created which you can add your own text to. Finally, if you choose not to send a
response, the meeting organiser will still be able to tell whether you have
accepted or not, by looking at the meeting in their calendar. However, they will
not get a message in their Inbox informing them of your decision.
When you respond, the meeting request message will be automatically moved to your deleted items folder. If you accept (even tentatively) the meeting request, the event will be saved in your calendar. If you want to change your response later, open the event by double clicking on it, and you can send a new response.
18. Sharing calendars
18.1. Add a calendar
Outlook Web Access also allows you to share calendars with others and open
calendars from others. To see a shared calendar, select the option
Calendar…] From the Share dropdown menu.
Figure media/image57.png [Share menu: Add, share and change permissions]
In the small window that pops up, type in the username or real name of the person
whose calendar you want to view, and click
Open. You may have to
select the right person from a list that pops up.
Figure media/image58.png [Adding a persons calendar]
Assuming you have the necessary rights for viewing the calendar, you can now see
the shared calendar next to your own in the
Calendar View. You can
hide/ unhide calendars by ticking/ unticking them in
18.2. Share your calendar
To share your own calendar, use the
[Share this Calendar…] option
listed from the
[Share] dropdown menu. If you wish to share a
non-primary calandar, right click on the Calendar and select Share this
Figure media/image59.png [Share your calendar screen]
18.3. Calendar permissions
To edit calendar sharing, use the
[Change Sharing Permissions…] option
listed from the
[Share] dropdown menu.
You will be presented with a list of people that you share your calendar with.
Figure media/image60.png [Setting permissions for your calendar viewers]
To edit the permissions granted to each person, highlight their name and click
Edit. This presents you with three levels of permission.
Figure media/image61.png [Edit calendar permissions]
Private calendar events: Some clients do not fully support private items and your private items may be revealed to those you share your calendar with. Please see the "How private are my private calendar entries?" entry in the Nexus FAQ for more details.
19. Accessing other accounts
There are two different ways to access other accounts on the serivce depending on how much access you require.
19.1. Adding another Users Inbox to your own screen
If you have delegated rights over another users Inbox, then you can add this to your normal view without having to open another window by doing the following:
Right-click on your
name and select
Open other Users Inbox - This is your
name as it appears on the lefthand side of the OWA interface, not the
name as it
appears in the top righthand side of the interface.
Figure media/image65.png [Open other users inbox]
Type in the name of the person's inbox or their username and select it from the list
Figure media/image66.png [Selecting username]
The Inbox will appear at the bottom of the Window.
Figure media/image67.png [Showing the inbox as listed at the bottom of the left pane]
19.2. Switching to another account
Click on your full name in the top right hand corner of the window.
Figure media/image68.png [Showing the full name menu]
Select the name of the account that you wish to have access to
Figure media/image69.png [Seelcting the account]
The account will be fully switched over to the other one that you have access over
Figure media/image70.png [Account has switched over]
You can use Outlook Web App to keep a list of outstanding and completed tasks, with
deadlines and reminders of your choice. To go to the Tasks view, click on
[Tasks] in the
Figure media/image62.png [Task view]
You will see a list of tasks, with completed tasks crossed out, and overdue tasks
highlighted in red text. You can choose between viewing only tasks, or viewing both
tasks and flagged items (see Setting Flags and
Categories), using the options in My Tasks on the left. Click on the name of a
task or flagged item to see more details in the
Reading Pane, or
double-click to open. Tick the checkbox next to a task to mark it as complete.
You can use the options in the
Navigation Pane to filter your list of
tasks in several ways:
Type; Completed State; Importance; Attachments; Subject; cDate; Flag
To add a new task, click
[Task] from the
Figure media/image63.png [Create a task options screen]
Enter the required details, in particular the due date, and the reminder date (if
desired), and click
Save and Close to create the task. When the reminder
date is reached (if set), a popup screen will appear to remind you about the
If you want to organise your tasks further, you can add extra folders by clicking Create New Folder in the Navigation Pane. Drag and drop tasks to move them between folders.
Like Contacts lists and Calendars, Task lists can be shared on Nexus. To view
someone else's tasks, once they have given you permission, you will need to manually
enter the following address (URL) into Internet Explorer:
replacing email@example.com with the university email
address of the person who has shared their tasks with you.
To share your own task list with other Nexus users of your choice, you will need to log in using Outlook or Entourage.
21. Login Problems
If you type an incorrect username or password you will be returned to the login screen and you will see the message "You could not be logged on to Oxford Nexus. Make sure that your username and password are correct, and then try again."
Figure media/image64.png [Login failure screen - retype your password and username]
Carefully retype your password.
If you have forgotten your password, go to https://webauth.ox.ac.uk to reset it.
If you have tried the following and this is still not working then try the following:
21.1. Clearing out Cookies on your Internet Browser
We have seen that some users have been unable to log in, even when using the right details. In this case, you should clear out the Cookies on your Internet Browser
This can be done as follows:
Internet Explorer: Internet Options --> General --> Delete (under Browsing History), then click to Delete Cookies.
Google Chrome: Tools --> Under the Bonnet --> Privacy --> Clear Browsing Data
Firefox: Tools --> Clear Browsing History
Safari: Preferences ---> Security --> Clear Cookies
21.2. Reseting Interent Explorer to Factory Settings
On Internet Explorer we have seen that strange behaviour may happen to a system for example, certain buttons (i.e Send or Reply) not responding when clicked on.
When this happens we recommend resetting IE to Factory Settings. This will affect any addons or saved data but not any Favourites. To do this go to Internet Options --> Advanced --> Reset Internet Explorer.
21.3. Issues with Skype Click to Call
We have had reports of users on Google Chrome (Windows) using Skype Click to Call, with the result that users are not able to send email from OWA. In order to resolve this, please disable Skype Click to Call by going to Options --> Under the Bonnet -- Addons, and disabling it.