WebPlatform Documentation

How to use Outlook online

You can read the ‘EIMS Outlook Online Mailbox Policy here 

How to use the web version of outlook like a desktop app

Now that we have moved to the online Microsoft app there are a few things you can do to make your work a little bit more productive. Start by using OWA like a desktop app. This action will Pin your mailbox to your taskbar and automatically open it when you first log into the AVD. 

How to check your inbox storage and how to clear it

The new IT environment allows up to 2GB of email storage (this also include the ‘Delete Items’ folder). For this reasons, it’s good  that you check how much storage you have remaining and free up space if required. Once you use all of your storage, you won’t be able to receive or send emails. 

    • Click this link 
    • Or log into your OWA>Settings>Type ‘Storage’ 
  • This shows space used by ‘Deleted’ and ‘Junk’ followed by folder sort by large to small 
    • Next to each folder there is drop down option to mass delete all messages within that folder based on their age. 
    • Review if you want to keep any of these emails. If so, save them into your ‘My File’ (see here how) 

How to change the email policy for a specific email

Since we have set up a new email policy, all emails received in your inbox older than 12 months will be automatically deleted. If you ever need to retain an email for longer than 12 months you have the ability to ‘assign a policy’ at a folder or email level to either never delete or keep for longer than 12 months. 

  • There are 2 actions you can perform: 
    • Assign Policy to individual email to never delete or a different timeframe by right clicking on the email>Assign Policy>Never Delete (see image below) 

How to attach files on OWA (Outlook Web App)

Since the transition, the way to attach files to emails has changed. Internally we want to share links to file to collaborate on the same document (avoiding creating copies of the same file and loosing track of the most updated file). Below is how you can go about attaching file links to emails.

  • There are several methods to attach file links to emails:
    1. Open a new email>click on ‘Attach file’ > OneDrive>Recent > select the file you have recently worked on
    2. Navigate to the file first >click on the 3 dots > Share > here you can select if you want to share a read only or an editable file (see image below)

copy link (see image below)

paste the link inside a new email

  • NOTE: You need to be careful that other methods do not work as we would like to and it will impact your storage.
  • For example, drag and drop file into email attaches a copy of your original file which saves it into your “OneDrive/Attachment” folder. Any changes made to this file won’t be reflected in the original file that was saved in SharePoint. (see image below)

How to save email into EIMS files / My Files

  • If you want to save important emails into your Personal OneDrive Folder you need to:
    • First, right click on the email and ‘Save as’ (this action will download the email in your download folder)
    • Go to your download and move it to your desired folder (PS: for sensitive email we recommend to save your email into your “MyFiles”)


How do I log into 2 different mailboxes (e.g. EIMS and Client)

You can add multiple profiles to your web browser:

On the right-hand side click on your user profile and click on +Add

  • Continue without an account. 

Type your client’s name, and now you will see that you have create 2 separate instances, it will save your setting for each account, and you can keep switching across accounts  

How can I access the shared mailbox in Outlook

  1. Go to Outlook and click on your profile on the right-hand side.
  2. Click on Open another mailbox. 
  3. Select the shared mailbox you are part of
  • This will open a new tab with your shared mailbox