# Outlook Email Read, search, send, reply to and organize your Microsoft 365 mail inside Open Core HR. 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](https://czappstudio.com/docs/microsoft-365/outlook-email#section-1), [Sending mail](https://czappstudio.com/docs/microsoft-365/outlook-email#section-11) and [Searching mail](https://czappstudio.com/docs/microsoft-365/outlook-email#section-7). Your [Core calendar](https://czappstudio.com/docs/self-service/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](https://czappstudio.com/docs/microsoft-365/outlook-email#section-7) - [Replying and forwarding](https://czappstudio.com/docs/microsoft-365/outlook-email#section-16) - [Organizing your mail](https://czappstudio.com/docs/microsoft-365/outlook-email#section-27) ## 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](https://czappstudio.com/docs/microsoft-365/outlook-email#section-1) ## 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](https://czappstudio.com/docs/microsoft-365/outlook-email#section-33). 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](https://czappstudio.com/docs/microsoft-365/outlook-email#section-22). - Click **Cancel** to leave without sending. ### Related pages - [Replying and forwarding](https://czappstudio.com/docs/microsoft-365/outlook-email#section-16) - [Attachments](https://czappstudio.com/docs/microsoft-365/outlook-email#section-33) - [Drafts](https://czappstudio.com/docs/microsoft-365/outlook-email#section-22) ## 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](https://czappstudio.com/docs/microsoft-365/outlook-email#section-1) - [Sending a new message](https://czappstudio.com/docs/microsoft-365/outlook-email#section-11) ## 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](https://czappstudio.com/docs/microsoft-365/outlook-email#section-11) - [Organizing your mail](https://czappstudio.com/docs/microsoft-365/outlook-email#section-27) ## 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](https://czappstudio.com/docs/microsoft-365/outlook-email#section-1) - [Drafts](https://czappstudio.com/docs/microsoft-365/outlook-email#section-22) ## 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](https://czappstudio.com/docs/microsoft-365/outlook-email#section-11) - [Reading your mail](https://czappstudio.com/docs/microsoft-365/outlook-email#section-1)