Webmail goes offline

For business users who want to send and receive email with the simplicity that comes with Windows Live (formerly Hotmail) and GMail, but without the dreary advertising, Office 365’s Outlook Web Access (OWA) comes with simplicity, no ads, and the same tools available to the corporate world that makes OWA a serious alternative to Outlook for Desktop.

Mentioning Outlook stirs memories of an awkward email client that is too complicated to use and impossible to back up. Nor is there a shortage of clients who have worn out two buttons in Outlook – check mail, and send: Many users are only interested in email; calendars, tasks, contacts, etc. are just bloat. If any of this sounds familiar to you, you are not in the alone, and something that many people have hoped for which provides an advertising-free webmail service for commercial use is available to Office 365 users – Outlook Web Access, or OWA.

OWA is the portal for Microsoft’s Office 365. OWA is a web version of Outlook for Desktop which provides to Exchange Email, a service providing 50 GB of email per user account which can be synced across 5 devices – including sent items, which you will never see with POP accounts. Calendars, contacts, and more are all there too, albeit ring-fenced from email. although they are bound to be there. OWA is Microsoft Exchange. Importantly, whereas Google users expose their email to data mining, Exchange email is a secure content system that restricts access to “your eyes only”. Among other reasons, this privacy feature is why Exchange email is used almost overwhelmingly in commerce.

Perhaps the niftiest trick in Microsoft’s web based email client is the facility to run their email in “offline” mode.

outlook web access has a clean interface

Wait a minute. Read that one more time. Offline? Managing email with your web browser – offline? Did Hotmail ever do that? No. Nobody else did, either. That is why everybody needed Outlook for Desktop, or Outlook Express, or Eudora or Thunderbird. In case you still do not believe the proposition, the illustration above shows how offline mode is not more than two clicks away.

Offline email management is a trump card. Do not expect to see an entire mailbox in offline mode, more like a few day’s worth of traffic, but enough to keep you with something to do on the road. It is one feature of many “gimme’s” Microsoft deploys from time to time to keep the corporate world so attached to Exchange.

The great thing about OWA is that if you only want to run email, the browser interface does just that, and beautifully so on iPads. OWA connects directly to Exchange 2013, though, so all the tools that high end users need like shared address books, distribution groups, rules, instant messaging, administrator tools like mail policies and even in-line archiving, are there if you want them too.

You might be disappointed that this does not mean the end of Outlook for desktops. Outlook still has a place, and if anything has upped the ante  as a portal not only for email, but for user access to Office 365 to document folders and Sharepoint mind boggling services ..but that is for another few articles.

For a thirty trial of Microsoft Exchange and OWA, contact Steve Galloway on 07834 461 266 or Fred Dreiling on 07919 340 570. No credit card required for trial services.

Using Outlook Web App (OWA)

Office 365 help series – Outlook Web App

About OWA

Microsoft Outlook Web App (OWA) is a browser-based email client. OWA lets you access Your Office 365 Exchange Server mailbox from almost any browser. OWA is also available as an app for Android and iOS.

Not all Office subscriptions include desktop versions of Microsoft’s desktop versions of Word, Excel, Powerpoint, etc. All business licenses (except Hosted Exchange) include online versions of these apps, however. OWA is perhaps the most widely used Office app, and its popularity can be pointed to its simplicity and reliability.

OWA is more than an email client. It provides functionality for calendars, contacts, and tasks. It works with both desktop and online versions of Office. Although OWA is a webmail client, it can even cache email for work in offline mode. Find out more about OWA in this 15 minute Microsoft webinar.

To open a client to follow along with, point your favourite web browser to mail.office365.com.

Using Shared email accounts in OWA

If you have full privileges to a shared mailbox that appears in an Exchange address book, you can use Outlook Web App or a desktop version of Outlook (for example, Outlook 2013), to open that mailbox.

Shared mailboxes allow a group of people to monitor and send email from a public email alias, like info@contoso.com or contact@contoso.com. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared mailbox, not from the individual user. You can also use the shared mailbox as a shared team calendar.

The admin for your organization has to create the shared mailbox and add you to the group of users before you can use it.

Display a shared mailbox using OWA

Use this method to monitor email from your primary mailbox and the shared mailbox at the same time. After you complete this task, each time you open Outlook Web App, the shared mailbox and its folders will display in the left navigation in Outlook Web App.

  1. Sign in to your account in Outlook Web App.
  2. Right-click your primary mailbox in the Folder pane, and then click Add shared folder.
  3. In the Add shared folder dialog box, type the name of the shared mailbox, select the name, and then click Add.

The shared mailbox displays in your Folder list in OWA. The shared mailbox will appear there each time you access OWA. You can expand or collapse the shared mailbox folders like you can your with your primary mailbox. You can remove the shared mailbox if you no longer want to view the shared mailbox in your folder list. To remove it, right click the shared mailbox, and then click Delete.

Display a shared mailbox in standalone mode

Use this method if you want to view and manage email for a shared mailbox in a its own browser window, rather than rendering the shared mailbox folder in OWA’s navigation tree.

  1. Sign in to your account in Outlook Web App.
  2. In the Navigation bar on the top of the Outlook Web App screen, click on your name. A drop-down list will appear.
  3. Click Open another mailbox.
  4. Type the email address of the other mailbox that you want to open. Another Outlook Web App session will open in a different window allowing access to the other mailbox.

Tip    If you mistype the email address of the mailbox, a second window will open up stating that the webpage can’t be found. Try retyping the email address again.

Note also that shared mailboxes also attach to a calendar function. A shared calendar is established when administrators create a shared mailbox so that group members have mutual access and privileges to a shared calendar.

Email blacklisting

IP blacklisting happens when an email sent to a recipient is returned with an error message that includes the terse statement:

error 550: Message rejected due to sender IP reputation ([xx.xx.xx.xx])

A “Blacklist”, more properly called a “DNS-based Blackhole List”, is a real-time database that uses criteria to determine if an IP address is sending email that could be considered spam. There are over a hundred influential public blacklists including Spamhaus, Barracuda Reputation Block List, and SpamCop. They all have their own criteria for accepting inbound mail and all can seriously impair email delivery.

Perversely, blacklisting happens when an important email addressed to an important customer or supplier is returned and, worse, all subsequent messages are returned, followed by a contagion that spreads to effective paralysis.



Initially, users call their email supplier for help. However, the supplier has limited options. For instance, email was being despatched, and in one sense the “error 550” delivery failure message proves that the sender’s equipment worked well enough to have sent the email in the first place.

How does blacklisting happen?

The problem lies with the IP address associated with the sender’s email. Email is routed using IP addresses. Once, engineers imagined the number of  IP addresses using “version” 4 would be impossible to consume. However, as the “Internet of things” continues to grow, “IPv4” faces a crunch. There are not enough IP addresses using the IPv4 convention to supply all devices with unique values, future growth notwithstanding. To keep costs down, engineers use techniques to delegate individual public IP addresses to cover several users. This has become a vulnerability. Larger organisations tend to use dedicated solutions which circumvent this vulnerability.

For example, company A (see “witness.org” in the illustration above) uses a mail server which is uniquely identified on the Internet as However, company B has its owns services, but those services sit within server’s environment. In this way, potentially, several hundred organisations can use a common IP address. This practice is most commonly used in retail, or entry level, web hosting.

When an email address has been blacklisted, the IP address attached to an email has been associated with suspicious activity by virtue of the IP address (e.g. which matches an existing entry held by a public blacklist as a source of unusual volumes or otherwise suspicious activity. The activity is not necessarily attributable to the sender at witness.org, in the case of the example above. However all users subscribed to are seen by a public blacklist as one entity. The good news is that the message is returned to sender so that there is a chance for the sender to understand there is a problem.



If an email services have been blacklisted, it could be because a user with a common IP address has been detected distributing suspicious email. This is not always the case, though. It could also mean that the user’s own workstation or office network is responsible, using resources to distribute large mail volumes which might include the business’ own sensitive data. The only way to know a business’ web servers or local machines have not been infiltrated is to conduct a full security review.

There are several reasons that contribute to blacklisting. Perhaps the most usual culprits are catch-all email services, email forwarding, and poorly managed bulk email.

How to fix blacklisting problems

Blacklisting is such a common problem that ISPs need dedicated departments to manage this and other security issues. In terms of mail flow, the bottleneck happens at the recipient’s end. The sender’s services have despatched email, so the sender’s equipment works. However, in practice there is not much motivation for the recipient to intervene to clear the blacklisting block. Usually, the sending ISP intervenes to lift the block by tracing contaminated IP addresses and corresponding with the public blacklists involved. If the underlying reason for a blacklisting is not eliminated and blacklisting persists, eventually public blacklists will permanently block an implicated IP address. Further, if an ISP has reason to believe its user is breaking its contractual terms by causing suspected email to cross its networks, ISPs will usually terminate email services until the user can demonstrate what steps it is taking to arrest the abuse. Potentially, an ISP may seek financial penalties from its user.

More often, businesses are finding that premium services like Exchange, Hosted Exchange, etc. are increasingly necessary to provide the reliability they need.

Exchange mobile/tablet synch

Standalone Exchange licenses provide connectivity to users’ email accounts via mobile-enabled ActiveSync devices. Whereas Office 365 licenses provide up to 5 instances of Office 2013 apps, standalone Exchange does not provide Outlook for desktop or Office 2013 licenses for mobile devices. That is to say, while users can connect mobile phones, laptops, or tablets to their Exchange accounts via browsers or ActiveSync, Microsoft does not provide Office 2013 licenses for Outlook, Word, Excel, etc.

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