Microsoft 365
Outlook on the web: read, write, delete and search emails
After these steps you know the most important functions of Outlook on the web and can handle your business emails in any browser. The guide applies to Outlook on the web with a Microsoft 365 work account.
- Platform
- Mac & Windows
- Applies to
- Outlook on the web (outlook.office.com) with a Microsoft 365 work account
- Time needed
- approx. 10 Min.
- Level
- Beginner
What you need
- A computer with internet access and an up-to-date browser.
- Your Microsoft 365 account with email address and password.
- Two-factor sign-in with the Microsoft Authenticator app is set up, see the guide to signing in to Microsoft 365 for the first time.
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Step 1: Open Outlook on the web
Open a browser and enter outlook.office.com in the address bar.
Sign in with your email address and password and confirm the sign-in with the Authenticator app. Your mailbox then appears.
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Step 2: Read an email
On the left you see your folders, next to them the list of emails in the «Inbox» folder.
Click an email in the list. It opens on the right in the reading pane.
Simplified sketch, the actual screen may look slightly different. -
Step 3: Start a new email
Click «New mail» at the top left. A window for writing opens.
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Step 4: Write and send the email
Enter the recipient's email address in the «To» field.
Write a short description of the topic in the subject line and your message below it. Click «Send».
- To anna@example.com
- Subject Meeting next week
- Message
Simplified sketch, the actual screen may look slightly different. -
Step 5: Reply to an email
Open the email and click «Reply» at the top right of the email.
Write your reply and click «Send». With «Reply all», the reply goes to everyone who received the original email.
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Step 6: Attach a file
While writing an email, click «Attach» with the paper clip icon at the top.
Choose «Browse this computer», select the file and confirm. The file appears as an attachment above the message text.
Simplified sketch, the actual screen may look slightly different. -
Step 7: Delete an email
Move the mouse over the email in the list and click the bin icon.
The email moves to the «Deleted Items» folder. It stays there until the folder is emptied. Many organisations empty it automatically after 30 days.
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Step 8: Restore a deleted email
Click the «Deleted Items» folder on the left and select the email.
Click «Restore». The email returns to the folder it was deleted from.
Simplified sketch, the actual screen may look slightly different. -
Step 9: Search your emails
Click the search box at the very top and enter, for example, a person's name or a keyword.
Press Enter. The list now shows all matching emails.
- Search quote (click here)
Simplified sketch, the actual screen may look slightly different.
Frequently asked questions
Will I see changes on my other devices too?
An email is missing from the «Deleted Items» folder as well. Is it lost?
I have to sign in again in the browser every time.
Stuck on a step?
Start a remote support session and we will take a look at your screen together with you.
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