Outlook Email

Outlook Email is an optional module for reading, searching, sending and organizing Microsoft 365 email. Open Outlook Email from the menu after your administrator links your Microsoft account.

It requires Microsoft365Connector, an Exchange Online mailbox and the appropriate Microsoft Graph permissions. Microsoft 365 Account Management and Outlook Calendar Sync are separate optional modules; neither is required to use an existing mailbox.

See Reading mail, Sending mail and Searching mail. Your Core calendar is available independently.

Reading your mail

Open your mailbox to read incoming messages, switch between folders, and mark mail as read or unread.

Availability: Email and Calendar work only if your company uses Microsoft 365 and your account is connected to it. Check with your HR or IT team if your account is not connected.

Steps

1. Choose Outlook Email from the sidebar. Your Inbox opens with the message list shown.
2. To switch folders, click a folder name in the list on the left — for example Sent Items, Drafts or Deleted Items. The message list updates to show that folder.
3. Click a message in the list to open it in the reading pane on the right.
4. Read the message. You'll see the subject, who it's From, who it's To, any CC recipients, and the Date. If the message has attachments, they appear as chips above the message body.
5. If the conversation has earlier messages, a line such as "2 earlier messages in this conversation" appears — click any entry to expand and read it.

Marking read and unread

• Opening an unread message marks it as read automatically.
• To change it yourself, use the mail icon in the action bar at the top of the reading pane. The tooltip says Mark as unread or Mark as read depending on the current state.

Refreshing

The folder list refreshes on its own every minute, so unread counts stay up to date. Switching folders or reopening a message also reloads the latest mail.

Tips

• On a small screen the reading pane replaces the message list. Use Back to messages at the top left to return to the list.
• Use Load more at the bottom of the list to fetch older messages.

Related pages

• Searching your mail
• Replying and forwarding
• Organizing your mail

Searching your mail

There's a search box at the top of the mailbox for finding messages.

Steps

1. Choose Outlook Email from the sidebar to open your mailbox.
2. Select Search emails....
3. Type what you're looking for, such as a sender, subject word or phrase. After a short pause, the message list displays matching results from your mailbox.
4. Select a result to read it. If there are 1,000 matches, refine the query to find a more specific result.

Tips

• Clear the box to go back to the normal folder view.
• Search results use the mailbox search service. Clear the query to browse a particular folder instead.

Related pages

• Reading your mail

Sending a new message

Write and send a new email from inside Open Core HR.

Steps

1. Choose Outlook Email from the sidebar.
2. Click the Compose button (the + button at the top of the folder list). The New Message screen opens.
3. In the To field, start typing a name or email address and pick a colleague from the list, or type a full email address. Add as many recipients as you need.
4. To copy other people, click CC or BCC next to the To field and add addresses there.
5. Type a Subject.
6. Write your message in the body box. Use the toolbar above it to make text bold, italic, strikethrough, add a bullet list or numbered list, or add a link.
7. To attach files, see Attachments.
8. Click Send.

After you finish

After the message is sent you're taken back to your mailbox and an "Email sent" confirmation appears. If you didn't add any recipient, you'll be asked to add at least one.

Tips

• Click Save Draft to keep the message without sending it — see Drafts.
• Click Cancel to leave without sending.

Related pages

• Replying and forwarding
• Attachments
• Drafts

Replying and forwarding

When a message is open in the reading pane, you can reply to the sender, reply to everyone, or forward it on.

Reply to the sender

1. Open the message.
2. In the action bar at the top of the reading pane, click Reply. A reply box opens below the message, addressed to the sender.
3. Type your reply in the editor.
4. Click Send.

You can also click the Click here to reply... prompt at the bottom of an open message to start a reply the same way.

Reply to everyone

1. Open the message.
2. Click Reply All in the action bar. The reply box opens addressed to the sender and all other recipients.
3. Type your reply and click Send.

Forward a message

1. Open the message.
2. Click Forward in the action bar. The Forward screen opens with the original subject (prefixed with "Fwd:") and the original message quoted in the body.
3. Add one or more recipients in the To field.
4. Add any note above the quoted message.
5. Click Forward.

Tips

• If you start a reply and then click the close (X) button or Discard, you'll be asked to confirm before any text you typed is thrown away.
• Switching to a different message closes an open reply box.

Related pages

• Reading your mail
• Sending a new message

Drafts

A draft is a message you've started but haven't sent yet. Drafts are kept in the Drafts folder.

Saving a draft

1. Click Compose to start a new message and fill in whatever you have so far — recipients, subject, body.
2. Click Save Draft. A "Draft saved" confirmation appears. The message is stored in your Drafts folder.

Opening a draft

1. Choose Outlook Email from the sidebar.
2. In the folder list on the left, click Drafts.
3. Click the draft to view it in the reading pane. To continue editing and send a saved draft, use Outlook; this web compose screen currently creates new messages and does not reopen an existing draft for editing.

Discarding a draft

To remove a draft you no longer want, open it from the Drafts folder and use the delete (trash) button in the action bar. It moves to Deleted Items, where you can still recover it if needed.

Related pages

• Sending a new message
• Organizing your mail

Organizing your mail

You can flag messages that need attention and delete messages you no longer want.

Flagging a message

1. Open the message in the reading pane.
2. In the action bar, click the flag icon. The flag turns orange to show the message is flagged, and a flag icon appears next to it in the message list.
3. To remove it, click the flag icon again.

Marking read or unread

In the action bar, click the mail icon to switch a message between read and unread. The tooltip shows Mark as unread or Mark as read.

Deleting a message

1. Open the message in the reading pane.
2. Click the trash icon in the action bar.
3. Confirm by clicking Delete. The message moves to Deleted Items, where you can recover it if needed.

Archiving and returning to Inbox

Open a message and click the archive icon in the action bar (Archive this message). In the Archive folder, the same control becomes Move to Inbox. For other folder moves, use Outlook.

Related pages

• Reading your mail
• Drafts

Attachments

You can attach files to a new message and download files that arrive on messages you receive.

Attaching a file when composing

1. Click Compose to start a new message.
2. Below the message body, click Attach Files (the button with a paperclip icon).
3. Choose one or more files from your device. Each file appears as a chip showing its name.
4. To remove a file you added, click the X on its chip.
5. Finish your message and click Send.

Attaching files is available on new messages. (Reply and forward don't have an attach-files button.)

Downloading an attachment you received

1. Open the message in the reading pane.
2. Attachments appear as chips above the message body, each showing the file name and size with a paperclip and a download icon.
3. Click the attachment chip to download the file.

Tips

• A message with attachments shows a paperclip icon next to it in the message list.

Related pages

• Sending a new message
• Reading your mail