Office 365 - Outlook User Guides

Handy definitions to get out of the way right up front:

  • If you launch a web browser such as Firefox, Chrome, or Edge to use your Outlook email, you are an OWA user. (Outlook Web Access. Some also call this Outlook on the web, or the web version of Outlook.)
  • If you launch Outlook from the File Explorer, or click on the Outlook icon in your task bar, you are a Client user. (Outlook desktop application)
  • OWA and the Client appear different as well. Looking at the upper left corner of their window can tell you which version you are using.
  • Both versions stay in sync with eachother automatically, but there are subtle differences in how each is configured. The Client has more features, but also a steeper learning curve.
  • There is the Microsoft desktop application Mail that comes with Windows 10. OWLS is not supporting Mail at this time.
OWA Client
OWA.PNG client.PNG



For Libraries that have not migrated:

Your Thunderbird email client is still your primary email, so please continue to use that one for your normal business activity. Users can login to your new 365 accounts per the steps in the linked user guide below "Outlook on the Web/First Launch". Please take this time to get familiar with how things work. Once everyone is comfortable with Outlook, let us know, and we can start forwarding your old email address to your new account and also do the migration the same day. (Migration will bring in the users Thunderbird emails and folder structure into the new Office 365 account.)

Hopefully by mid-September, everyone will be up to speed with Office 365, and we plan to have everyone migrated by the end of October.  Please let us know if there is a particular day of the week you want us to do your email migration.

Between the time when your new accounts have been setup and the Thunderbird email migration, it would be helpful to review your email retention policies, suggest to the users to clean up and organize their Thunderbird folders, and also move any locally stored emails into Thunderbird.

There is also a PDF user guide and a special Excel file for people who wish to export any of their contacts from Thunderbird that are not OWLS or NFLS contacts.

One thing that would be helpful is to let Evan know if you plan on using the web or client version of Outlook. The online PDF user guide is for the web version, and the client has some differences that Evan may be able to help you with.


For Migrated Libraries Only:

If your library has migrated over to Outlook, users can stop using Thunderbird.

The first thing users need to do is to verify the forwarding from your old email address. Please send a test message in Outlook to your old email address, and check to see if it arrives in your Outlook mailbox. It may go to a junk/spam folder, so please check there as well. If that test message fails to arrive, please contact John at OWLS so he can look into the forwarding of that address. (In general, it's probably a good idea for users to regularly check their spam/junk folder as important emails may accidentally get routed there.).

Since not all of the users have migrated over to Outlook yet, it best to send mail using the recipients original email address. (

The issue at hand is that Outlook has two email addresses available per recipient to choose from. One is the recipients new Outlook domain-based address the other is their original email address. Most often, when a user creates a new email in Outlook and enters information in the ‘To’ field, the recipients new email address will pop up first (even if the recipient is still using Thunderbird).

For now, please enter enough characters in the ‘To’ field so their original  address fills in and send to that address

In some cases, the recipient may be a new employee, and will not have the old type of address. In those instances, it's okay to send to their Outlook domain-based email address.

There are also a few recipients whose user name has been changed to include all the characters in their last name, instead of a truncated form due to Thunderbird's eight character limitation. Please be aware of that when manually keying in your recipients old email address.

Once all the libraries have migrated, then everyone can send to the recipients new Outlook domain-based email address. We will let everyone know when that is.

InfoSoup "undeliverable" Notices & Outlook

One issue for Outlook client users is with the “undeliverable” email notices that are sent to the libraries generic email address. In the client, the attached original notice is being stripped out. In the web version, you can open the same email and view the attachment.

Spoofing Message and Junk Folder
Messages automatically forwarded from your old email account are more likely to trigger Outlook to issue a fraud warning or put the mail in your junk folder. It is probably a good idea to check your junk folder regularly, particularly until you get a feel for how Microsoft handles junk. Messages marked as failing fraud detection are still delivered -- you just get an annoying message with the email.
One everyone is sending to your new email account, you should see fewer and fewer of these warnings.
Groups and Contacts and Contact Lists
In Outlook you have the option to create Contacts, Contact Lists, and Groups. Groups are a specialized Office 365 "Thing." While at some point we might support the use of groups, for emailling a group we recommend using Contact Lists. Please see our Create Contact Lists guide or contact John for help with creating contacts and contact lists.
More than one account open at a time?
Outlook on the web, commonly known as OWA, doesn't like it when you have one account already open in a browser and try to open another account in another window. It will send up all sorts of warnings or message boxes. However, there are two simple ways to get multiple accounts open on your desktop:
Method 1: Using the same browser that the first account is open in, open the other account in a Private or Incognito window.
In Firefox and Edge, open that second window with CRTL / SHIFT / P
In Chrome, it's CRTL / SHIFT / N
Method 2: Use a different browser. For example, have one account open in Firefox, open another account in Chrome or Edge.

If you want a cleaner, more permanent solution, follow the steps in one of our user guides below: Adding another mailbox to your own.

Please note: there are a different user guides for OWA & Client users.


Handy User Guides we have created to get you started: