Below describes some ways you can connect to your email account:
Web Browser: The Outlook Web App lets you use a web browser to access your mailbox from any computer that has an internet connection. You can use it to read/send email messages, organize contacts, create tasks, and manage your calendar and the shared calendars. You can use Outlook Web App with almost any Web browser. This includes Internet Explorer, Edge, Mozilla Firefox, Google Chrome, Apple Safari.
Email Client: You can access Office 365 using your desktop Microsoft Outlook application (recommended by Microsoft).
Mobile phones and tablets: Office 365 also works with a variety of mobile phones and tablets. You can set up your mobile phone or device to access your email, calendar, contacts and tasks, check out Android, Apple iOS or BlackBerry support page for more information about how to configure your mobile device.
Users may experience performance issues if the following criteria are met:
- A mailbox has close to, or more than, 500 folders. This includes all the folders in the user's mailbox and any other folders they have access to in their shared mailbox.
- The account has more than 100,000 items in any folder
Symptoms (appear in both web and desktop Outlook):
- Some folders may not sync / show up in your mail file
- Mail may not automatically refresh in your inbox
- New mail will only be seen when you refresh (F9) manually
- Reduce the number of folders (to below 500 in total) by consolidating messages into fewer folders
- Move your messages to your Microsoft Exchange Online Archive file
- Online archive folders (not the "Archive" folder) exist if you already have archiving setup
- If you do not have archiving setup (no "Online Archive" folder) you can request one by submitting a ticket to UIT and requesting that your archive be enabled for your mailbox
- Messages and subfolders in the Online Archive folder are not part of the 500 total folder limit
- Messages within the Online Archive folder are not included in search results when searching in your primary Inbox however they can be searched by selecting a folder in the Online Archive and performing a search
Security & Privacy
The Office 365 service for York University is governed by a formal agreement between the University and Microsoft that provides significant assurances concerning the security and privacy of the information stored or handled in Office 365.
The University has also done a risk-based Privacy Impact Assessment of the email service to ensure that potential risks have been identified. Steps were taken to mitigate those risks and the University meets its legal requirements with respect to privacy.
All of York University’s policies, including guidelines on email continue to apply to the Office 365 service.
Will Microsoft somehow use the information in our accounts or metadata about our accounts (data mine) for commercial purposes?
Is moving York mail to O365 effectively ceding control of future terms and @yorku.ca email addresses to Microsoft?
Deployment & Scope
O365 is a big and expanding offering. What services would be included in YorkU’s initial rollout, and what would the plans be for adding additional services in the future?
Will this impact how I use my Outlook email client or MS Office suite (ie: Word, PowerPoint, Excel, etc.) on my computer?
Will I continue to be able to use software locally installed on my computer such as Microsoft Word and some of the add-ons for the Microsoft products that I have purchased?
How will I access O365 OneDrive? For example, can I have a desktop icon on my computer for that purpose?
During the migration, all rooms reside in the Lotus Notes system, but are accessible from O365. Rooms will migrate to O365 once all users have migrated from Notes to O365.
If a particular room is currently set to request approval for each booking, the approver must go back into Notes to approve the requests.
- This approval function can be removed by request.
To request this function be removed from a room during migration, contact firstname.lastname@example.org
Recommended Email Clients: For the best experience with Office 365, Microsoft recommends connecting via Exchange using Outlook 2010/2011/2013/2016, Outlook App for iOS/Android, or connecting to the Outlook Web App via the recommended Web Browsers.
Supported protocols: Office 365 can support the following protocols: Exchange(MAPI), ActiveSync, EWS (Exchange Web ServiceS), IMAP, POP3 . Office 365 does not support Calendar standard (CalDAV) or address nook standard (CardDAV).
IMAP/POP3 Considerations: IMAP/POP3 connections will be supported and are on by default. However, Office 365 is an Exchange service, meaning that clients who connect using IMAP/POP3 protocols will have limited functionalities. Click here for Settings!
- A SharePoint site
- An email address
- A team in Microsoft Teams
If you don’t arrange meetings and send invitations using Office 365, it is recommended that you learn how to respond to a meeting request in Office 365.
When you are invited to a meeting via Office 365 you will get an email message that states the following:
Accept: Outlook Web App automatically adds the meeting to your schedule and creates a new email message to the organizer to update your status.
Tentative: The meeting is automatically added to your schedule. An email message goes to the organizer to update your status.
Decline: Outlook notifies the organizer that you cannot attend the meeting. It is recommended that you include a business reason why you cannot attend the meeting.
NOTE: It is important to always send a response to meeting organizers, as they are unable to track your responses otherwise. If you accept or decline a meeting request without adding a response, organizers have no way of knowing that you did take action. More information on how to manage calendars can be found on our training page.
- Open Chrome, Firefox, or Internet Explorer
- Go to: the Office 365 Portal
- Sign in using your email@example.com and Passport York password
- Navigate to your email, by selecting the mail tile
- Now, minimize your window click the url displayed in your internet's search bar, and drag and drop it to your desktop
- A shortcut will be added
Note: You will still need to sign in to access mail using a desktop shortcut
- Open Outlook on your desktop
- Navigate to the "Info" tab under "File"
- Select “Send automatic replies”
- Select, “Send only during this date range”
- Choose a start date and time and an end date and time for your out-of-office notification
- Under the “Inside my Organziation” tab, type your internal out-of-office message
- You may want to highlight and copy it
- Under the “Outside my Organization” tab type or copy your external out-of-office message
To add a shared mailbox using the Outlook Web App:
- Sign in to your account in Outlook Web App.
- Right-click your primary mailbox in the left navigation pane, and then choose add shared folder.
- In the add shared folder dialog box, type the name or email address of the shared mailbox, and then click add.
- The shared mailbox displays in your Folder list in Outlook Web App. You can expand or collapse the shared mailbox folders as you can with your primary mailbox. You also can remove the shared mailbox from your Folder list. To remove it, right-click the shared mailbox, and then click delete.
If you do not think you have access to a shared mailbox, you will need to manually add it. Before manually adding a shared mailbox in the Desktop client, you need to:
- Check to see if you already have access to it:
2. Wait 24 hours after migration
TO MANUALLY ADD A SHARED MAILBOX USING THE OUTLOOK DESKTOP CLIENT:
1. In Outlook 2016, click Mail in the bottom-left corner of the window (if necessary)
2. Right-click your account name (i.e., email address) in the folders pane on the left side of the window and select Data File Properties from the menu
3. Click the Advanced button in the Properties window
4. Then, click the Advanced tab
5. Click the Add button to specify a shared mailbox
6. Type the email address for the shared mailbox in the "Add Mailbox" field and click OK
7. The account now appears in the list of additional mailboxes. Click Apply and then OK (twice)
On a Windows Machine
To make your inbox searching more effective, ensure you are using the folder select drop down found just to the right of your search bar.
Note: Searching all mailboxes will not search folders that have been shared with you. To search delegated (shared) folders, you must go into a folder in the delegated mail file and then search within that folder or within the mail file.
You can also filter and refine your searches for added accuracy. To find out more, click here!
On a Mac
- To search your inbox on a Mac start by opening Outlook and navigating to the search tab
- Next, select the criterion for your search
- Finally, type your search into the search bar in the top right of the window
To pin the toolbar in Outlook:
- Open Outlook
- Navigate to the "View" tab
- Select the pin icon in the rightmost corner of the top ribbon
Using a Windows Machine
In Outlook, you can share your calendar with other people, request to view theirs, and select which details you want to share. Please note this is not the same a delegation.
- In the Navigation pane, select "Calendar"
- From the "Home tab", select "Share Calendar"
- In the "To..." field, enter the e-mail address of the people you want to share your calendar with
- Select the level of details you want them to see:
5. Select the "Request permission to view recipient's Calendar" checkbox if you want them to share their calendar with you
6. Click "Send"
7. Select "Yes" to confirm.
For more information on calendar sharing, click here!
Using a Mac
- In the Navigation pane, select "Calendar"
- On the home tab, select "Calendar Permissions"
- Select "Add User" and add the name of the user you wish to share your calendar with
- Select the permission level (pull down) you'd like them them to have
- Click "Okay"
First the user sharing the calendar needs to send calendar permissions to the user who wishes to access it on their mobile device. Next, the user the calendar is shared with needs to action the notification email using their Mobile Client.
User sharing the calendar
Users granting access to a shared calendar must ensure they first have access to the mailbox to which to which the calendar belongs
1. Using a web browser, log in to the Microsoft portal
2. Select, "Mail"
3. Open your account's calendar
4. Next, open the "My Accounts" tab by selecting your username from the top right corner
5. Select "Open another mailbox"
6. Enter the shared mailbox name to login to the shared mailbox
7. Open the shared mailbox's calendar
8. Right click on the "Calendar" field and select "Sharing Permissions"
9. In the "Send a sharing invitation in the mail" field, enter the name of the user you'd like to give calendar access to (this can be your own username)
10. From the pull down menu, select the calendar access level you'd like to assign to that user (typically you would select "Delegate" if you want to delegate the full calendar)
11. Click "Share"
You are now done sharing the selected calendar; however, the person who has been emailed access to the calendar still has to set it up for access on their mobile device. This requires them to action the shared notification email using their mobile Outlook client.
User the calendar is shared with
After the above steps have been completed, the assigned user will receive an email from the shared mailbox indicating that they have been granted calendar permissions
- The user the calendar is shared with must accept and action the invitation using the Outlook mobile client on their phone/mobile device (Android or IOS)
Once the invitation is accepted, the user will see the shared calendar in the calendar view on the mobile device
To create a group in Office 365:
1. Open the Outlook web app via portal.office.com
2. Navigate to the "Groups" field located in the left panel, and select "Create"
3. Now, select "Next" to create a standard group
4. Enter a "Group name" (this will become the group's default email address)
5. Next, create a meaningful description
6. Now, choose if you'd like your group to be Public or Private
*NOTE: Public groups can be seen and joined by anyone at York U, and the group's contents can also be accessed by anyone at York U
7. Review the remaining group options, and then click
8. Now, input the name of the member you'd like to invite to the group and then click
10. You can add multiple people simultaneously
Public groups can be seen and joined by anyone at York University, and the group's contents can also be accessed by anyone at YorkU.
Private groups can only be seen and joined by people who have been invited or approved by a group owner. Their contents are likewise only accessible by existing members of the group.
If a group already exists and you want to change it from "public" to "private" (or vice versa), you can by following the steps below:
Change a group to "private" or "public" in the Outlook web app:
1. Open the Outlook web app via portal.office.com
2. From the left panel, select the Office 365 group that you wish to edit
3. From the group page, click the group settings icon
4. Next, select "Edit group"
5. From the "Privacy" dropdown, choose either "Public "or "Private"
6. Click to make your selection, and close the page. It may take a few minutes for the changes to take effect
When you accidentally delete an item from your Outlook mailbox, you can often recover it. The first place to look is the "Deleted Items" folder. If you can't find it there, the next place to look is the "Recoverable Items" folder, which you can access by using the "Recover Deleted Items" tool.
Recover an item that's still in your Deleted Items folder
When you delete an email message, a contact, a calendar item, or a task, it's moved to the Deleted Items folder in your mailbox. If you're trying to find a message that was deleted, the Deleted Items folder is the first place to look. If the message is there, here's how to recover it:
- In your email folder list, click Deleted Items
- Once you've found your message, do one of the following to recover it:
a. To restore a message to your inbox:
I. Right-click it, and then click Move > Inbox
b. To restore a message to a different folder:
I. Right-click it, and then click Move > Other Folder
II. Select a folder location and then click OK
c. To recover other types of items in the "Deleted Items Folder", Do one of the following::
I. To recover a contact, right-click it and then click Move to Contacts
II. To recover a calendar item, right-click it and then click Move to Calendar
III. To recover a task, right-click it and then click Move to Tasks
Recover an item that's no longer in your Deleted Items folder
If you can't find an item in the Deleted Items folder, the next place to look is the Recoverable Items folder. This is a hidden folder, and it's the place where items are moved when you do one of the following things:
- Delete an item from the "Deleted Items folder"
- Empty the "Deleted Items folder"
- Permanently delete an item by selecting it and pressing Shift+Delete
To Recover an item that's no longer in your Deleted Items Folder:
1. In Outlook, select the Folder tab
2. Next, click Recover Deleted Items
3. Select the item you would like to restore
4. Ensure the Restore selected item field is selected
5. Click OK
To set an automatic reply for a shared mailbox:
1. First, open the Outlook Web App via the Mircosoft Portal
2. Next, click your username in the top-right corner of the page
3. Select, Open another mailbox...
4. Search and select the mailbox for which you'd like to set an automatic reply
5. Click Open
6. Once your shared mailbox opens in a separate tab, click Settings
7. Select Automatic replies
8. Select Send automatic replies
9. Choose the period of time in which your automatic reply will be visible to senders
10. Draft your automatic reply
11. You can choose to share this message externally or internally
12. You can even write a separate message for external senders
13. Click OK
Your automatic reply will now be displayed to senders and O365 users will even see your automatic reply before they send you mail
This means that, when you share your file with a shared mailbox, the mailbox (and the users who have access to it) will receive notifications that the file has been shared, but not the permissions necessary to access it. If you need to share a file with members of a shared mailbox, it is recommended to share it directly with the individual members.
Let's pretend Martha wanted to share her latest potluck sign-up sheet with Bruce, Lois, and Lex, all three of who are part of the firstname.lastname@example.org shared mailbox. If Martha sends the email directly to the email@example.com, Bruce, Lois and Lex would receive a notification that the potluck signup sheet had been shared with them, but when they go to fill it in, they would be told that they don't have permission to access the sheet. However, if Martha shares the document with Bruce, Lois, and Lex separately, then they will each receive a notification and when they click it, they will each be able to edit the sheet and tell Martha what they are bringing to lunch!
To share files with individual users, click here!
The "Scheduled" mailbox is a great way to manage important emails that come in during busy times, so they are not forgotten. This exciting Outlook feature allows you to move mail from your inbox to your "Scheduled" mailbox with the swipe of your finger. You can choose any length of time for your mail to stay in the "Scheduled" mailbox, and after that time, the email will return to your inbox and you will be notified as if the email was just sent.
To find out how to set up and use your Scheduled mailbox, click here!
To restore your contacts in Outlook, click here!
The current version of the Outlook app for mobile devices does not support shared mailbox access.
If you need to access your shared mailbox via your mobile device, you can use your preferred browser to access Outlook Online where you will have full access to all of your shared mailboxes.
Below is the information required to configure IMAP, SMTP and POP connections:
|Server name||Port||Requires SSL (TLS)|
|Incoming Mail (IMAP) Server:||outlook.office365.com||993||Yes|
|Incoming Mail (POP) Server:||outlook.office365.com||995||Yes|
|Outgoing Mail (SMTP) Server:||smtp.office365.com||587||Yes|
For more information on IMAP connections, click here!
Currently, there is a bug within the Android mobile application that does not allow for room booking using the Location field.
To book a room using the Outlook Mobile app for Android:
1. After inviting all meeting members, search the room you'd like to book in the People field
2. If the room you wish to book does not appear as you type, click Search Directory
3. Tap the room you'd like to book
The room will now appear in the people field