Check Email Instructions


    Download this document

What is OWA?

OWA, or Outlook Web Access is a web based email client that is very similar to Microsoft Outlook in appearance and functionality. You can use OWA to access your email from any computer that has an internet connection.

Initial Screen

initial screen premium client



After logging onto OWA, you are presented with the default view which is the contents of the Inbox. The left pane is broken into Folders and then specific folder categories .  Folders offers the familiar Folder List option from Outlook, and all of the functions are the same. 

The Options shortcut offers features normally available by selecting Tools, Options in the Outlook Client. 

 logoff button

Left Clicking Log Off , in the upper right of the screen, will exit Outlookl Web Access and log you off of the system.



Similarities to Outlook Client


The Contacts, Deleted Items, Drafts, Journal, Notes, Outbox, Sent Items, and Tasks folders operate the same as the Outlook Client.

Inbox Folder


Most of the Inbox is identical to the Outlook Client, so here we will only mention the differences.


Reading Pane

  preview pane alignment window

The reading pane automatically loads within Outlook Web Access.  You can choose to have it display to the right, bottom, or turn it off completely.




filtering options


The Inbox(Messages)  drop down menu above the toolbar(shown above) is used to change the sorting order of the messages in your inbox.  For example, you can use it to show only unread messages. These filters do not delete mail. They will just temporarily hide them. The default setting for this is Messages, and this setting will show all the e-mails in the current folder. This setting will be saved if you log out and log back in.  Remember that if you change your view, you must set it back to Messages to display all email, otherwise you will always see the selected view of the folder.


Composing Messages


When you click the new button for a new message, a webmail creation page will open allowing you to enter the desired recipients email address, or use the To... button to browse the KCTCS Global Address List to choose your recipient.

When you have entered your recipients, a subject for the email, and the email body and content, simply press the Send button to deliver the email.


Spell Check


spellcheck window


Spell Check is a utility to assist you in checking the spelling of your created email message. The icon is identical to the Outlook client. The first time you use the feature, you must specify the Language as English(United States). You may also specify whether or not to Always check spelling before sending. Click the Check Document to perform the check spell check. 


Fonts and Colors


full font option screenfont selection windowcolor selection palette


By clicking the large A next to the font setting you will open a Font window that allows you to choose from all the fonts installed on the computer. The drop down list (shown above) to the right of the A has 5 standard fonts (also shown above). Next to those is another A with a red line underneath. Clicking it will reveal a palette for choosing a font color (shown above). 


Addressing Messages


find names window


If you click To, CC, or BCC a Find Names dialogue box will appear (shown above). Type in any information you know about your intended recipient.  The more information you put in, the better matches it will find. Once it has found the recipient, Click the recipient, and then click To, CC, or BCC to add the contact as a recipient of the email. Once you are finished adding names, click Close to return to the message. If you search by one of the other fields such as Department you will end up with a list of everyone in that Department. 




attach file window


The Paper Clip icon launches this dialogue window that allows you to Browse to the file you want to attach and then Attach the file. Attached files are shown in the white box at the bottom of the page. To remove any of them, click the check box next to the name and then click Remove.


Calendar Folder


The Calendar itself is identical to the Outlook client. The only difference is how reminders appear in the web client. 


Appointment Reminders


appointment reminder window


When you enter the Email Web Access client, any Reminders you assigned for Appointments will appear in a popup window. Here you can choose to Dismiss All which will close all the reminders or you can choose Open Item to open the highlighted appointment and actually examine it. Choosing Dismiss will dismiss the highlighted. Choosing Snooze allows you to choose a length of time for the reminder to go away before reappearing. If you select Close , the reminders will remain at the bottom left of the screen for this session but will reappear as a popup the next time you login.


Junk E-mail Folder


The Junk E-mail Filter can be used to filter e-mails from unsolicited senders. Used in conjunction with the KCTCS anti-virus and anti-spam technologies, this feature will help to reduce the amount of spam you receive significantly.  To use this option follow these steps:


junk e-mail window

  1. Click Options from the list at the left hand side of the screen.
  2. Check the Filter Junk E-mail. Box.
  3. Click  the Manage Junk E-mail Lists… button.

junk e-mail senders lists junk e-mail address adding windowsave and close icon

  1. From the View or Modify list select Blocked Senders . These will be the people (specific e-mail addresses) or domains (such as that you wish to filter out of your Inbox Safe Senders are specific e-mail address exceptions to the blocked domains. Safe Recipients are receivers that you do not wish to have filtered. For example, Group listings such as the groups on the Global list or listservs.
  2. Click Add.
  3. Type in an e-mail address or domain you wish to block.
  4. Click OK twice.
  5. At the top of the Options  window, click Save and Close.


Misuse of these resources may result in disciplinary action. Any user who uses this system is responsible for all transmissions made with the User ID and password assigned to that user. Users should never share User ID and password information with any other persons. KCTCS is not responsible for any actions or results of actions encountered by users as a consequence of their usage of this system. After performing any function on this website you must close all browser windows and exit the browser application to prevent other users from opening your mailbox or accessing your account information!