Email Functions for UTmail+

For the most complete access to the features and functionality of UTmail+, we recommend you use Outlook Web App (OWA) with the most current version of Edge, Internet Explorer, Safari, Firefox, or Chrome.

If you use a Web browser that doesn’t support the full feature set, Outlook Web App will open in the light version.

This guide will only cover a small selection of the Outlook Web App email functions. If you need help with a feature you do not see here, click on the Help icon in the top right-hand corner of the browser and choose Help. This opens a new window with articles grouped by topic.

The OWA Mail View

Mail folders appear at the left-hand side. Messages appear in the centre pane and the reading pane for selected messages appears on the right.

• To create a new message, click New in the top left of the message pane. The new mail message will appear in the right reading pane unless you have modified your settings to open new messages in a separate window.
• The links directly under Filter allow you to sort your email by the specified criteria.

• You can also sort your email manually into individual folders and sub-folders you create by dragging and dropping the messages from one folder to another.
• The Focused Inbox option will sort mail automatically based on who you interact with most often. The rest will be routed to the Other tab. You can also change which tab messages get sorted to by right-clicking a message and choosing Move to Focused or Move to Other.

Message Features

In the centre pane, new messages appear in bold and selected messages are highlighted in blue. You may also see the following icons on messages (some icons will only appear when you mouse over a message)

1. delete message
2. mark message as read
3. flag (by right-clicking the flag, a menu with flag options appears)
4. pin message (positions message at the top of your list of messages)
5. attachment
6. meeting request
7. declined meeting
8. high priority message

New Mail

A New Mail alert will pop up in the top navigation bar when you are in Outlook Web App. It shows the message sender and subject.

Reading Your Email

Selected messages appear in the Reading Pane. Double-click on a message to view it in its own window.

Message menus

You can right-click a message in the message pane or click on the "more actions" icon () in an open message in the reading pane to bring up action menus. Menus have different actions available depending on where you click.

Attachments

Opening Attachments

An email with an attachment will display the attachment at the top of the message window with options to download, preview, or save to OneDrive.

1. Select the message and click on the attachment icon.
2. If the attachment is a file type that the browser can handle (such as a JPEG or PNG), it will open in a separate window with a download link, otherwise you will be prompted to Open it or Save it.

Attaching a File to a Message

1. Address and compose the message as usual.
2. In the new message links (across the top of the message), click Attach and choose from the list of locations at the left. Depending on where the file is located, you may need to select the file from a window and click Open.
3. Click Next.
4. In the window that opens, select the file and click Open

Undeleting Messages

If you have deleted a message in error, it can be undeleted.

1. Click on the Deleted Items folder and select the message.
2. Drag it to the Inbox or any other mail folder. This can only be done if you have not emptied the Deleted Items folder. If you have, see Recovering Deleted Items below.

Recovering Deleted Items

Deleted items will remain on the Exchange server for 14 days which means you can recover items even after you have emptied your Deleted Items folder.

1. Right-click on the Deleted Items folder.
2. Choose Recover deleted items and in the window that opens, select the message you want to recover. Hold down the Shift key or the Control key to select multiple items.
3. Click Recover and click OK.
4. Close the Recover deleted items window.

Creating new Folders at the Inbox level

1. Right-click your Firstname Lastname in the folder list on the left to create your folder at the same level as your Inbox.
2. In the pop-up menu select Create new folder.
3. Type a name for the folder and press Enter. You can then drag message(s) to this new folder.

Creating Sub-Folders

1. When you want to create a new sub-folder right-click the folder that will contain the sub-folder.
2. In the pop-up menu select Create new subfolder.
3. Type a name for the folder and press Enter. You can then drag message(s) to this new folder. 

Using Inbox Rules

1. Click the Settings icon ()and select Mail.
2. Click Inbox and sweep rules on the left.
3. Under inbox rules, click the + sign to create a new rule
   
   
4. In the next screen, specify the options for your rule and click OK (you may be taken through a number of different windows depending on the options you choose).
   
   

Flagging Email for follow up

Flagging a message will create a to-do item reminding you that you wished to follow up on the email.

1. Mouse over a message, then click the flag to the right of the message.
2. To select the due date, right-click the flag and choose one of the options presented.

Right-click the flag and select Mark complete.

Clearing

Right-click the flag and select Clear flag or simply click the flag.

Viewing All Emails Flagged for Follow Up

1. At the bottom of the screen on the left, below the list of email folders, click on Tasks.
2. Make sure you have selected Flagged Items and Tasks in the left hand column. Flagged items will appear in the centre column

If you wish to see flagged items in your Inbox only, go to Mail view, click on Filter and select Flagged.

Creating Signatures

A signature contains your name and contact details so you don’ t have to retype it for every message you send. A signature is only available on the device on which you created it. If you are using Outlook Web Access (OWA) , Blackberry, etc., you will need to create signatures for each.

1. Click the Settings icon, select Mail and choose Email signature at the left.
   
   
2. In the Email signature box, type and format the text for the signature.
3. If you wish to include the signature in all emails, click the checkbox beside Automatically include my signature on new messages I compose.
4. Click Save.

Email Space Quota

Everyone has a quota to store all Outlook folders (Calendar, Tasks, Contacts, Inbox and all of your mail folders). To see your quota and usage, click the Settings icon, select Mail and choose My account on the left under General. Mailbox usage appears in the bottom right of the screen.

Searching Messages

Click Filter at the top of the message list and type your search criteria. Press Enter

Connecting Other email accounts

You can connect other email accounts to your mail.utoronto.ca account (such as a Gmail account or a Hotmail account).
NOTE: This will only import messages from your other account’s Inbox. No other folders will be imported. Also, email will not be sorted to indicate where it came from. Everything will appear in your Inbox.

1. In OWA, click the Settings icon, and choose Mail.
2. Click Connected accounts on the left.
3. Click the + sign.
4. Fill in the Email address and Password fields with the appropriate information. Click OK.
5. It will look for your account and connect. Click Finish. Your email from the connected account(s) will be imported.

NOTE: If you choose to reply to the imported emails from Outlook Web App, the reply-to defaults to the connected account address. You can change that by clicking on the arrow beside the name in the From field and choosing a different From address.

Printing

To print the contents of a message, click on the "more actions" icon () and choose Print. This will open the message in a new window and strip the icons from the top of the message. If you just choose File > Print from the top menu, your printout will be the entire browser window (including folder list and message list), and may cut off the actual message.

Creating a Safe Senders List

To ensure that messages from certain people are not filtered as junk mail, you can add them to a Safe Senders List in Outlook Web App.

1. In OWA, click the Settings icon, and choose Mail.
2. Click Block or allow in the left pane.
3. Type the email address in the appropriate field, then click the + sign to add them.
4. Click Save.

Automatic Replies (Out of office)

1. In OWA, click the Settings icon, choose Mail, and choose Automatic replies.
2. Select the option Send automatic replies.
3. If you wish to indicate a Start time and End time, first check the box beside Send replies only during this time period.
4. In the box provided, type the message you wish others to recieve while you are away.
5. To set different options for replying outside U of T select the Send automatic reply messages to senders outside my organization.
6. Click Save.

Using Skype IM

You can chat with anyone on the UTmail+ system when they are available. The coloured square next to a person’s name indicate their availability—green means available to chat, red means they are busy, and yellow means they are away.

You can open a chat window for a person who has sent you email:

1. Select a message from the person with whom you wish to chat.
2. In the message, mouse over their user icon and choose the send an instant message icon.

You can also open a chat window for a person who is in your Contacts or the GAL.

1. Click the Skype icon. A pane will open at the right, with a list of your contacts. 
2. Select a Contact from your list, or do a search to find someone listed in the GAL.
3. Start typing in the message field at the botto of the window.

To set your own availability, click on your name in the top right corner and choose an option.

Tasks

Tasks are “to-do” items you can create for yourself. You can create a recurring task, or set options to monitor the status of a task.

1. Click Tasks (at the bottom of your folder list in Mail view)
2. Click New.
3. Enter a name for the task in the Subject box.
4. Click the option under Due to set a due date.
5. Click show more details to set items such as Status, Priority, and % Complete boxes. Enter appropriate values so that you can track your progress.
6. Select the Reminder check box to set a reminder for your task. You can also set the date and time for your reminder.
7. Click Save.