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Outlook on the web - Email

This help sheet is for staff using a web browser to access their Microsoft Office 365 email account. It assumes you have a working knowledge of using Outlook on the web for email.

For more help go to Microsoft support for Outlook on the web.

  • Data held within Office 365 is stored on servers within the European Union (not at the University) and are subject to EU protection regulations. Deleted data are non-retrievable.
  • You may need to enable pop-ups in your browser to optimise functionality (if you use an older browser you may also experience reduced functionality).
  • We will never ask you to confirm your username and password by email. Any emails requesting these details are malicious spam emails intended to steal your account. Please delete them without responding.
  • The guide to email use at the University of Bradford has information about managing emails and details of the University's email policy.

Getting started

Getting started

Once you have your Office 365 account, log in to your email as follows:

  1. You are advised to always access your email at:
  2. Type in your University username with after it (e.g. and your University password.
  3. Click on sign in. A Web App box will appear.
  4. From the Language: drop down box select English (United Kingdom).
  5. From the Time Zone: drop down box select UTC Dublin, Edinburgh, Lisbon, London.
  6. Click on Save.
  7. If your email Inbox does not open at this point, click on Outlook at the top right.

Note: If you wish to change the language or time zone settings, click on Settings - Options - General - Region and time zone. Make any necessary changes and then click on Save.


If you wish you can add your photo within Office 365. Be aware that this will be visible to other users of Office 365. Ensure that any photo you upload is appropriate.

Sending messages

Sending a message to an email list

If you are sending a message to an email list, eg, you will need to type the email address in full.

Sending an attachment

The maximum size for an email with attached files is 34Mb. Use file compression or the ZendTo service for larger files.

Confidential data

Never send confidential or sensitive data in the body of an email message. If you need to send confidential or sensitive data, attach it in an encrypted file with a strong password and put “Private and confidential – not for disclosure” in the subject line.

Receiving messages

Opening an attachment

 It is important that you always open attachments safely. To do this:

  1. Click on the attachment to open a preview version.
    The options for what you can do with the attachment will depend on the file format. For example, a Word document will have 'Download', 'Print' or 'save to OneDrive' options. An image file will not have the 'Print' option.
  2. Once you have saved or downloaded the file, open Windows explorer and locate it (this may in the Downloads folder on your C drive). Right click on the file and select Scan for threats... Then:
    a) If you get the User Account Control dialog box asking if you want to allow the program to make changes, click on Yes.
    b) In the On Demand Scan dialog box, select Clean.

If no threats (eg viruses) are found, it is safe to open the file and save it to another location.
If any threats are found, delete the file and contact the sender.

Malicious emails

Contact IT Servicedesk if you receive a malicious email.


It is good practice (and advisable) to check your Junk Email folder frequently, for any messages that may have been marked as spam that should not have been.

If you find a message that is not junk, right click on the message and select mark as not junk.


Check your Clutter folder frequently for messages that may have been moved in there incorrectly by Outlook. If you find a message that is not clutter, move it to your Inbox.


Signature and templates


You can only create one signature in Outlook on the web. If you require more you will need to create a template, see below.

  1. Click on Settings – Options. In the navigation pane under MAIL, Layout click on Email signature.
  2. Type in an email signature and format it as appropriate.
  3. Check the box next to Automatically include my signature on messages I send and click on Save.

Note: Guidelines and instructions for creating your University signature are available. If you have any queries about your University signature contact Branding.


Templates are useful if you frequently send a standard message to people or need more than one signature. To create a new template:

  1. In a new message click on Add-ins - My Templates - Template.
  2. Enter a Title for the template and the text, eg an alternative signature.
  3. Click on Save.

To add a template to a message:

  1. Within the open message, click on Add-ins - My Templates and select a template from the list.

Retrieving deleted messages

Retrieve a deleted message

Deleted messages are moved to the Deleted Items folder. This also contains other deleted items eg deleted tasks.

  1. Find the message in your Deleted Items folder. (If you have emptied the folder see: retrieve a permanently deleted item, below).
  2. Right click on the message, click on Move and select a folder. If the relevant folder doesn’t appear, click on More…, select it from the list and click on Move.

Retrieve a permanently deleted item

Items can still be retrieved within 14 days of being permanently deleted from the Deleted Items folder.

  1. Right click on the Deleted Items folder and select Recover deleted items…. This will open a separate window.
  2. Select the item to be retrieved and click on Recover and then OK.

Note: This feature is not available in the light version.

Out of office reply

  1. Click on SettingsAutomatic replies.
  2. Select Send automatic replies and Send replies only during this time period and select the dates during which the out of office reply will be sent.
  3. Type in the message you want to be sent out.
  4. If applicable, select Send automatic reply messages to senders outside my organisation and complete the detail.
  5. Click on OK.

Note: Office 365 prevents out of office replies being sent to junkmail and extended mailing lists.

Shared mailboxes

To access a shared mailbox:

  1. Click on your profile picture at the top right in Outlook on the web and click on Open another mailbox….
  2. Type in the name of the shared mailbox you want access to, eg, training or alternatively, type in the first few letters, click on Search Contacts & Directory and select the mailbox from the list. The shared mailbox name will be displayed with the email address underneath it.
  3. Click on Open. A new tab will open (you may need to enable pop-ups in your browser). Use this tab for the mailbox.

To send an email from this mailbox:

  1. In the new mail window, display the From field by clicking on the More details button (3 dots) and selecting show from.
  2. If necessary, set the email address of the shared mailbox in the From field.

Messages will be stored in the Sent Items folder within the mailbox, and deleted messages will be stored in the Deleted Items folder within the mailbox.

Delegating access

To delegate access to another member of staff, eg a PA or someone covering your maternity leave, contact IT Servicedesk.

Sending ‘on behalf of’

These instructions are only for those with the relevant Delegate Access permissions from the owner.

  1. Display the From: field by clicking on the extended menu icon (3 dots) and selecting show from.
  2. Right click on your email address and click on remove.
  3. Type in the email address you wish to send from.
  4. Add the recipient(s) and message details as required and then click on Send.
    When the message is received, the From field will include your details and ‘sent on behalf of’ the owner’s details, eg ‘J Bloggs sent on behalf of M Jones’. Any replies to the message will be sent to the owner only.

People (contacts)

People is where you find and manage your contacts. To view People click on the Apps launcher icon in the top left corner. Here you will see:

  • My Contacts- these are contact lists specific to you.
    • Contacts – this is a list of personal contacts that you can create and manage.
    • Suggested contacts – this is your autocomplete history. Click on Other Contacts to display this.
  • Directory – This contains the Offline Global Address List (all contacts within the University) and other directories, all of which are managed by the University. The Offline Global Address list still is available when you are not connected to the Internet.

Contact list

Create a contact list if you regularly send messages to the same group of people. The contact list will only be available to you. If others want to use the contact list, contact IT Servicedesk to have a mailing list created.

To create a contact list:

  1. Click on New and select create contact list.
  2. Give the list a name and add contacts to the Members field.
  3. When you have added contacts and notes as required, click on SAVE.

Edit and delete a contact list in the same way as any other contact.