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Using the Outlook WebApp (How-To)

You can access your Exchange (Outlook) email account anywhere you have an Internet connection. Just go to exchange.louisville.edu to use the Outlook Web App, a simplified, optimized version of the Outlook client, with all the basics you need in an easy-to-use layout. This page covers some Outlook Web App functions that may differ from the full Outlook client. For general questions on using Outlook, check out the Outlook client FAQ page.

1. How do I access the Global Address List from the WebApp?

There are two ways to access the Global Address List from the WebApp:
  • From the book icon at the top right of the Web App screen:
    1. Click the book icon at the top right, next to the Find Someone search field. The Address Book window will appear. The default address book is the Global Address List.
    2. Type the recipient's last name in the search field.
    3. Press Enter.
    4. Double-click the recipient from the list that appears below. This person's contact information will appear in a new window.
    5. Click the person's complete email address, if listed, to open a new email to this recipient. (Note: Not all users will have a complete email address listed in the Global Address List. If your use an incomplete address to address a new email, the email will be undeliverable.) to address a new email.
  • From a new email:
    1. Click New at the top left of the Web App screen.
    2. Click To.
    3. Type the recipient's last name in the search field.
    4. Press Enter.
    5. Double-click the recipient from the list that appears below.
    6. Click OK.
    7. Finish creating the email as usual, and click Send.

2. What is the Find Someone feature?

The Find Someone feature is a search field at the top right of the WebApp that allows you to quickly search for a person's contact information from the Global Address List. It also accesses any personal address books you may have in Outlook. Follow these steps to use the feature:
  1. In the Find Someone search field, type the last name of the person whose contact information you wish to find, and press the Enter key. A list of possible matches will appear below. (If the search finds only one possible match, that person's contact information will appear in a new window.)
  2. Click the appropriate person from the list. This person's contact information will appear in a new window.
  3. Click the person's complete email address, if listed, to open a new email to this recipient. (Note: Not all users will have a complete email address listed in the Global Address List. If your use an incomplete address to address a new email, the email will be undeliverable.)

3. What is the light version of the Outlook Web App?

The light version of the Outlook Web App was created by Microsoft to provide optimal accessibility for users who are blind or have low vision. The light version is also ideal for users with slow connections or strict browser security settings. This version has fewer features than the regular Web App, but still performs basic email functions.

4. How do I change the appearance of the Web App?

You can customize the Web App appearance with a fun theme. Follow these steps to choose a new look for the Web App:
  1. Log in to the Outlook Web App at exchange.louisville.edu.
  2. Click the Options drop-down button at the top right.
  3. Under Select a Theme, click the new theme you want to try out. (Click the left and right arrows to see more choices.)
  4. Not crazy about the theme you chose? Switch to another theme easily by following the steps above.

5. How do I create an automatic (out of office) reply in the Web App?

Follow these steps to create an out of office reply:
  1. Click the Options drop-down button at the top right.
  2. Click Set Automatic Replies.
  3. Click the button next to "Send automatic replies."
  4. Check the box beside "Send replies only during this time period" if you wish to specify a time period.
  5. Type your out of office reply into the large window below. This reply will be sent to users within UofL.
  6. If you wish to also send out of office replies to users outside UofL, check the box next to "Send automatic reply messages to senders outside my organization."
  7. Type your out of office reply into the large window below. (You may highlight, and then drag and drop your first auto-reply into this window if you wish to use the same one.)
  8. Click Save at the bottom right of your screen. Your out of office auto reply is now set.

6. How do I turn off my out of office reply in the Web App?

There are two ways to turn your out of office reply off:
  • You will see a window that says "Automatic replies are currently turned on. Would you like to turn them off?" Click "Yes." Your out of office auto reply is now turned off.
  • If you clicked "No" in this window or do not see the window, you can turn the replies off manually by following these steps:
  1. Click the Options drop-down button at the top right.
  2. Click Set Automatic Replies.
  3. Click the button next to "Don't send automatic replies."
  4. Click Save at the bottom right of your screen. Your out of office auto reply is now turned off.

7. How do I create an Outlook Web App icon on my desktop?

  1. Right click on your desktop.
  2. Select New from the drop-down menu.
  3. Click Shortcut.
  4. Under “Type the location of the item:” type or copy and past https://exchange.louisville.edu
  5. Click Next.
  6. Give the shortcut a name, such as "UofL Outlook Web App"
  7. Click Finish.
Now you can double-click this icon whenever you want to open your Outlook mail on the Web.

8. How do I find my current mailbox size in the Outlook Web App?

  1. Log in to the Web App at http://exchange.louisville.edu
  2. Point to your name at the top of the left column of your Outlook Mail view. A window will appear that shows the current size of your mailbox. If you have a sponsored email account with a mailbox size quota, the window will also show this limit.

9. I do not want some of the email addresses stored in the Most Recent Recipients list in the Web App. How do I delete them?

AutoComplete entries are listed under the Most Recent Recipients heading on the left side of the Web App mailbox. By default, the AutoComplete Cache list is saved in this list and loaded when you click the New button to open a new message. If you do not want Outlook to keep certain addresses in this list, follow these steps to delete them:
  1. Log in to the light version of the Outlook Web App. (Check the box next to "Use the light version of Outlook Web App" before logging in.)
  2. Click New Message to begin a new email.
  3. The AutoComplete list appears under Most Recent Recipients on the left.
  4. To remove an address, highlight it in the list (arrow up and arrow down allow you to highlight the name you want to remove), and press the Delete button on your keyboard.
You may also delete the entire list in the Web App by following these steps:
  1. Log in to the light version of the Outlook Web App.
  2. Click Options at the top right of the screen.
  3. Make sure Messaging is highlighted on the left.
  4. Under Email Name Resolution, click "Clear Most Recent Recipients list."
  5. Click OK.