10 Reasons to Use Outlook Email on the Web (OWA)
Outlook email desktop has been the go-to email application for many years. However, with more software being deployed on the Cloud and working on applications of software as a Service (SaaS) type, the switch to Outlook email on the web is inevitable.
Although there are other similar email applications, Outlook is a preferred option to curate and simplify our digital life. For simplicity and ease of use, users prefer having their email on another browser tab next to the cloud applications they are working on. Accessibility is another reason to use Outlook on the web. For instance, for those of us who are on the road or use different laptops, accessing email on a browser is more convenient as everything is on the Cloud including attachments.
1. Easy to use interface
From a User Interface and User Experience (UI/UX) perspective, the interface is relatively easy to use and does not require in-depth training to use the application.
Tip
Login at https://outlook.live.com
2. Easy customization
Personalization is essential, and Outlook supports it. As a user, you can change your theme and the mode. Personalizing the theme and mode helps us to curate our digital life and is beneficial to our health. Outlook offers three modes: using the system settings, dark mode, or light mode. To illustrate, switching to Dark mode mitigates blue light a bit resulting in less fatigued eyes.
Tip
Go to Settings. Select your theme, and the mode you prefer.
3. RSVP to meetings without opening the invite
One can RSVP to an event or meeting invite without opening the email and edit the response if needed. RSVP saves a few clicks and time. In addition, RSVP in Outlook web shows right away on the title of the invite if a conflict exists. Again, all of this is possible without opening the email. RSVP is a must when curating information about your digital life.
Tip
If a conflict exists, it displays on the invite title next to RSVP without having to open the invite.
4. Suggestions and text predictions
Curating our digital life includes automating as much as possible; this is what I call near automation. Outlook email includes features of suggested replies, quick suggestions, and text predictions to save time.
Tip
Go to Settings. Click on View all Outlook settings. Click on Compose and reply.
5. Rules and Sweep
Rules are available on Outlook web just as in Outlook desktop so that you can automatically organize incoming email messages. In fact, Outlook web offers Sweep. Sweep allows to move unread messages to the Deleted items folder or any other folder. This is helpful to organize, for example, newsletters when there is no time to read.
Tip
Go to Settings. Click on View all Outlook settings. Select Rules or select Sweep.
6. Show immersive reader feature
Outlook web includes the option to adjust text readability called immersive reader. It allows to change the font size, change the background color of the text for less eye strain, and use the read aloud option, which is an excellent option to assist readers with visual or auditory impairments. Thus, immersive reader addresses accessibility in a way.
Tip
Select an email. On the header section, click the immersive reader icon (if enabled).
To enable immersive reader:
Go to Settings. Click on View all Outlook settings. Click on Customize actions.
7. Customize quick actions
Outlook web allows customizing quick actions that can display next to the sender’s name and subject lines, or once you have selected the email to read.
Tip
Go to Settings. Click on View all Outlook settings. Click on Customize actions. Go to the Quick actions section.
8. Pin an email at the top
Outlook web allows you to pin an email at the top of the Inbox. This is in addition to quick actions. For example, if you receive an email with procedural guides or instructions but you are on the go or simply will need the email later, you can pin it to the top. That way, you will not lose track of it or slip through the cracks, especially if you receive many emails.
Tip
Hover the mouse over an email and click on the Pin icon (if enabled).
To enable Pin:
Go to Settings. Click on View all Outlook settings. Click on Customize actions. Go to the Quick actions section. Select the Pin option.
9. Flag or assign a category to an email
These features allow us to organize our digital life. Flag important emails that you must revisit and add categories to emails with some level of importance. To illustrate, use categories to classify emails that are related to different projects. Custom categories can be added as well.
Tip
Flag an email:
Hover the mouse over an email and click on the Flag icon.
Categorize an email:
Hover the mouse over an email, right-click and select Categorize. Then select a category.
10. View all email attachments on a single page
In the user interface, on the left side, click on the paperclip icon, which displays all attachments from emails on one page. This feature helps to curate our digital life by being able to sort the attachments. In fact, the page includes a filter option where one can sort by file type, date, folder, or even select a date range.
Tip
Go to the left side navigation menu and click on the paperclip icon.
Final Thoughts
Speaking of filters, the Inbox includes a filter that allows to search by unread or flagged emails. In fact, there is a Sort option under this filter where you can select the newest on top.
Thus, Outlook web provides all the features needed although tagging is not an option. However, the filter option is powerful enough to search for emails and organize our digital life.