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Outlook Web Access Features & FAQs

Following is information about the features available, some of the issues you may encounter, and Frequently Asked Questions (FAQs) about using Outlook Web Access (OWA).

Features

Issues

Frequently Asked Questions

Features

Outlook Web Access includes the following features:

  • You can access and use personal distribution lists stored in your Contacts. If you see blank listings in your Contacts you will need to update them so they will show up correctly. You will also need to make a change if you want OWA to check your personal Contacts before checking the global address list.
  • Advanced features such as preview pane and drag-and-drop editing are available for users of Internet Explorer version 5.0 or higher. More information about these features is listed below.
  • OWA supports embedded items such as messages, appointments, and meeting requests, as well as contacts and posts.
  • You can access contacts and calendar items in Public Folders.
  • Support for accessing items with a URL. Items (messages, folders, and so on) can now be accessed by using an address such as http://www.mail.ku.edu/exchange/username/inbox.

Additional features with Internet Explorer 5.x on Windows

Using Internet Explorer 5.0 (or above) provides you with additional features in OWA. Only Internet Explorer 5.0 running on Microsoft Windows 95, 98, NT 4.0, Windows 2000 or XP supports these technologies. These new features include:

  • Preview pane: Allows you to preview a message prior to opening it.
  • Drag and drop functionality: Allows you to manage the messages within your mailbox by providing the ability to move documents between folders within the mailbox.
  • HTML text editing: Provides you the ability to change font size, style, and color within the browser when sending or replying to messages.
  • Right-click menu options: Provides easy management in the folder hierarchy.

In addition to these features, Internet Explorer 5.0 also offers enhanced performance. Internet Explorer processes many Outlook Web Access commands without sending a request to the server. This reduces network traffic between the server and the browser.

OWA limitations or "Where's the spell checking?"

Despite improvements, OWA still has limitations in comparison to Outlook 2000. Outlook Web Access does not support working offline, spell checking, the ability to create Outlook rules, or to access tasks. Messages cannot be sent for deferred delivery, or set to expire, and you cannot copy messages between public folders and mailbox folders.

Accessing Public Folders

You can view calendars and contacts stored in Public Folders.Click on the icon that appears at the top of the OWA window. Navigate to the folder you want to access.

Accessing the Global Address List

You can access all KU email addresses through OWA using the following steps:

  1. Create a new message and type in the person's name.
  2. Click on the Check Names icon to look up the address.
  3. To search for a listing click on the Global Address icon that appears at the top of the OWA window.

OWA Issues

SSL error

If you previously bookmarked the OWA Web site as https: instead of http: you may receive an SSL error message. This error is due to Information Technology staff moving the secure part of the logon process to the second level. You do not need to enter your username on the first page anymore, so it does not need to be secure. Once you click on the Login button you will be directed to a secure page to enter your username and password. To fix this problem either, 1) delete the old bookmark and create a new one for the current page, or 2) edit the bookmark to remove the "s" after http.

Windows installer error message

Some Windows users have reported an error when they first use the new OWA. When you attempt to compose a new mail message, the Windows installer for Microsoft Office 2000 may start and you may receive the following message:

Please wait while Windows configures Microsoft Office 2000. Gathering required information...
This behavior only occurs on a computer that has Microsoft Office 2000 or Microsoft Outlook 2000 installed.

Interaction between Exchange 2000 OWA multimedia extensions and Office 2000 HTML Source Edit causes this behavior. If you install the multimedia extensions for OWA, and you did not install HTML Source Edit as an option when you installed Office 2000, the first time you use OWA, the Office 2000 installer program starts and asks you to insert the Office 2000 CD-ROM.

To resolve this issue, point the Windows installer to the Office 2000 installation point, and the necessary files are then copied to your system. If you click Cancel to close the installer, OWA and Office 2000 function correctly.

"The page cannot be found" error

If you see the error "The page cannot be found" or "HTTP 404 - File not found" when you try to open an email in Outlook Web Access it could be because the subject of the email contains a percent sign (%). If the subject line contains percent sign (%), you will need to use an alternate program (such as Outlook, Outlook Express, etc.) to read that message.

Outlook Web Access FAQs

  1. Can I view attachments with Outlook Web Access?
  2. Can I use Netscape to connect to Outlook Web Access?
  3. My browser gives me a security error when I connect to Outlook Web Access. How can I fix this?
  4. The password I use for Outlook does not work for Outlook Web Access. Why?
  5. How do I change my password in Outlook Web Access?
  6. How can I make sure someone else cannot access my Exchange account through Outlook Web Access after I have used a lab computer?
  7. Why do I have "no name" listings in my Contacts?
  8. How do I get OWA to recognize my Contacts and the Global Addresses when Sending or Forwarding email?
  9. How do I use Spell Check in OWA?
  10. Why don't I see all of my messages (or contacts)?
  11. How do I delete items in OWA?
  12. I've been granted Delegate access to another user's Calendar. Can I use Outlook Web Access to see the other user's Calendar?
  1. Can I view attachments with Outlook Web Access?
    Attachments such as .txt (text), .jpg, .bmp, .gif, files can be viewed directly in the Web browser. Depending on how you have your browser configured, you may be able to view Word and Excel documents within your browser window. Otherwise you will have the option to download attachments to your computer to view them.

  2. Can I use Netscape to connect to Outlook Web Access?
    If you are using a Java-enabled version of Netscape (3.x or higher), you should be able to use Outlook Web Access. Netscape 4.x or higher is recommended. Using Internet Explorer 5 will give you access to some additional features.

  3. My browser gives me a security error when I connect to Outlook Web Access. How can I fix this?
    If you are receiving a security error when connecting to Outlook Web Access, it is likely because you are using an out-of-date browser. Outlook Web Access is running on a secure server and older browsers (such as IE 3.x and Netscape 2.x) are unable to connect in the required manner. You need to update your preferred browser before you can use Outlook Web Access. You can get free downloads of the most recent releases from microsoft.com for Internet Explorer and from netscape.com for Netscape Navigator or Communicator.

  4. The password I use for Outlook does not work for Outlook Web Access. Why?
    If you are accustomed to using the full Outlook client to access your email, you might have entered your password incorrectly when attempting to log on to Outlook Web Access. The Outlook client is not case-sensitive for password resolution. If you have a capital letter in your password that you do not normally capitalize to access your mail, typing your password without the correct capitalization will cause Outlook Web Access to deny your login. Use the same password you typed in when setting up your account making sure to capitalize any part of your password that was originally so. If you believe you are typing in the correct password, you will need to call the Help Center at 864-8080 or Systems Access at 864-0439, to request a password change. If you entered a shared secret when you created your Exchange account you can also change your password online.

  5. How do I change my password in Outlook Web Access?
    You cannot change your password in Outlook Web Access. The only way to change your Exchange password is through the KU Online Services Password Management page.

  6. How can I make sure someone else cannot access my Exchange account through Outlook Web Access after I have used a lab computer?
    Click on the "Exit and Log Out" icon located at the bottom of the Outlook toolbar on the left side of the browser window. You must exit the browser program after logging out of Outlook Web Access to ensure that no one else can access your account from that machine.

  7. Why do I have "no name" listings in my Contacts?
    The items that show up as "no name" are distribution lists. You need to go through the following procedure once to make these lists display correctly.
    • Open the Contacts folder.
    • Click on any listings that display as "no name." This will open the distribution list. You should see the "List Name" displayed at the top.
    • Click Save.
    • Click Close.
    • Your list should now be displayed in your Contacts as the name shown under the List Name.

  8. How do I get OWA to recognize my Contacts and the Global Addresses when Sending or Forwarding email?
    For Global addresses you should only have to type in the name of the person and click on the Check Names button. Instructions are shown above. If there are multiple listings for the name you entered, you will get an ambiguous names message and be asked to pick which one you want to use.
    If you want Outlook Web Access to check your personal Contacts before the global address book follow these instructions.
    • Log on to OWA.
    • Click on the Options icon on the Outlook bar on the right.
    • Scroll down to Contacts settings.
    • Click the radio button beside Contacts.
    • Scroll back up the screen and click Save and Close.

  9. How do I use Spell Check in OWA?
    Spell Check is not available in OWA. Several other features in the full Outlook client that are not available using OWA are listed above.

  10. Why don't I see all of my messages (or contacts)?
    OWA displays about 20 messages (or contacts) on a screen. You can move to the next screen by clicking on the arrow to the right of the field at the top of the screen.

  11. How do I delete items in OWA?
    There are three ways to delete messages using OWA.
    • To delete an open message, click the Delete button on the toolbar. The message is deleted when you click the X.
    • To delete a message while viewing the Inbox Viewer, select the check box adjacent to the sender's name, and then click Delete. The screen should automatically refresh when you delete with this method.
    • To delete multiple messages while viewing the Inbox Viewer, select the check box adjacent to the sender's name for each message that you want to delete, and then click Delete marked messages. The screen should automatically refresh when you delete.

    Each of these methods only moves the deleted messages to the Deleted Items folder. They are not removed permanently unless you delete them from the Deleted Items folder. To permanently delete items from your Deleted Items folder click on the trash icon on the menu bar.

  12. I've been granted Delegate access to another user's Calendar. Can I use Outlook Web Access to see the other user's Calendar?
    If you've been granted Delegate access to a folder in another user's Exchange account, you can view the folder by opening your account in Outlook Web Access, and changing the URL at the top of the screen by clicking at the end of the URL and adding \otherusersaccount\otherusersfolder, substituting the other users's account name and the name of the folder that you want to open (ex. \imajhawk\calendar or \imajhawk\inbox).

    The other user's folder will open in a new window. You can minimize the window and open it as needed from your Taskbar.

    You will not be able to make changes to the other user's information in Outlook Web Access, even if you have been granted rights to make changes. Other user's folders are opened in Outlook Web Access as "read-only" by default. If you need to make changes to the other user's information, you'll need to use Outlook 2000/2002/2003 or Entourage 2004 to make those changes.