Email

Email

Email Quota - how to purchase extra email space and check the size of your mailbox.

Manage Email Quota

Procedure

As a result of the migration of Western Mail (Convergence) to Office 365 and in preparation for the eventual decommissioning of the legacy email platform, WTS has frozen email quotas and will no longer accept requests for additional capacity effective April 1, 2016.

Office 365 offers greatly increased mailbox capacity and quota increases will not be required in the new system.

Check Email Quota

Introduction

This page explains how to check the amount of quota used by your email address.

Procedure

1. Go to http://myoffice.uwo.ca and login, go to your Inbox

2. Click the Gear icon OWA Settings Gear in the top right

3. Under 'Your App settings' click 'Mail'

OWA Mail Settings


4. Expand the 'General' section on the left

OWA General

5. Click 'My Account'

OWA Email Quota

6. At the bottom of the screen look for 'Mailbox usage', the amount of used space will be displayed in gigabytes (GB).

OWA Quota Usage

Backup your Email - how to backup your email.

Procedure

Before you decide which option to choose to backup your email, you need to evaluate the importance or operational need for the information. This is a practice called records management.
For more information about records management, please see http://en.wikipedia.org/wiki/Records_management.

For Information about Western University's Records and Archives Policy, please see http://www.uwo.ca/univsec/pdf/policies_procedures/section1/mapp130.pdf

Depending on the percentage of messages which meet your requirement you can consider the various options listed below:

  • Level 1
    • Use a full mail client such as Thunderbird, Outlook or Mac Mail and copy messages to a local folder OR
    • Use Outlook and take advantage of its Auto Archiving feature
  • Level 2 - Option A
    • Print and store a hard copy of the message
    • Please consider the environment.
  • Level 2 - Option B
    • use 3rd party tools associated with either the client or OS to backup and if necessary recover the appropriate system source files AND use one of the options listed in Level 1.

Outlook

MacMail

  • Use Time Machine (part of MacOS 10.5 and later)

Thunderbird

Subscribe to Shared Folders - explains how to subscribe to shared folders.

Procedure

Outlook 2013/2016

1. Open Outlook 2013

2. Click on File

3. Click Account Settings button, and then click the Account Settings... button that appears below

Outlook 2016 Account Information

4. Click the Email tab in the list

5. Click the Change button and then click More Settings

6. On the Advanced tab, under Open these additional mailboxes, click Add, and then enter the mailbox name of the person whose mailbox that you want to add to your user profile. If you do not know the mailbox name, ask the person who granted you permissions

Outlook 2016 Mailbox Advanced

Outlook Web Access (OWA)

1. Go to https://myoffice.uwo.ca and login

2. Click on the Mail icon

3. Right-Click your name (where it shows above Inbox), click Add shared folder…

OWA Add Shared Folder

4. Enter the email address of the person that owns the folder you wish to add

5. Click the Add button

Thunderbird

  • While viewing the inbox, click Tools, then Account Settings. Click on the Server Settings tab located on the left side of the screen. Click the Advanced button within the Server Settings area on the right side.
  • Uncheck Allow server to override these namespaces
  • Click OK to close the Advanced Account Settings window
  • Click OK to close the Account Settings window
  • Click on File, then Subscribe - Look for the Shared Folders item in that list.
  • Click on the + sign next to Shared Folders, then click on the + sign next to User for a listing of all the users that are sharing one or more folders. Click on the + sign next to the appropriate user to view all the folders that he/she is sharing.
  • Put a check mark next to the folder you wish to gain access to, and then click the Subscribe button.

The Shared folder should now appear in your folder list under a Shared Folders heading.

Share Email Folder - how to share email folders with other users.

Procedure

Step 1 - Set the Default Permission on Your Mailbox

Outlook 2013/2016

1. Open Outlook 2013

2. Click on the Inbox

3. Right Click your email address (where it shows above Inbox), click Folder Permissions

4. Click Default, in the box at the top

5. In the Permissions section, go to Other, and select "Folder Visible"

Outlook 2016 Mailbox Permissions

6. Click OK

Outlook Web Access (OWA)

1. Go to https://myoffice.uwo.ca and login

2. Click on the Mail icon

3. Right-Click your name (where it shows above Inbox), click Permissions

OWA Right Click Permission

4. Click Default, in the box at the top

5. In the Permissions section, go to Other, and select "Folder Visible"

OWL Default Permission

6. Click OK

Step 2 - Share your Email Folder

Outlook 2013/2016

1. Open Outlook 2013

2. Click on the Inbox

3. Right Click the folder you want to share, click Properties

4. Click the Permissions tab

5. Click the Add button

Outlook 2016 Mailbox Permissions

6. Enter the Name of the person you wish to share with in the search box

5. Click their name to select them, then click Add

6. Click OK

Use the tick boxes to select what specific permissions to assign the user.  Use the Permission Level drop-down menu to easily set pre-defined sets of permissions.

Outlook Web Access (OWA)

1. Go to https://myoffice.uwo.ca and login

2. Click on the Mail icon

3. Right-Click the folder you wish to share, click Permissions

OWA Permissions Right Click

4. In the window that pops up, click the + button in the top left corner

OWA Permission Add User

5. Enter the Email address of the person you wish to share your folder

OWA Permissions Add User

6. Use the Permission level drop-down menu or the checkboxes to manage what permissions users have on your folder

7. Click the OK button

Vacation Message/Automatic Reply - how to set up a vacation or out of office message.

Procedure

Outlook 2013

  1. Click 'File'
  2. Click 'Automatic Replies'
  3. Select 'Send automatic replies'
  4. Specify a range of dates, if desired
  5. Click the 'Inside My Organization' tab and set your vacation message
  6. Click the 'Outside My Organization' tab and set your vacation message
  7. Click 'OK'

Outlook Web App (OWA)

1. Go to http://myoffice.uwo.ca and login, go to your Inbox

2. Click the Gear icon OWA Settings Gear in the top right

3. Under 'Your App settings' click 'Mail'

OWA Mail Settings

4. Under 'Mail' > 'Automatic Processing', click 'Automatic Replies'

OWA Automatic Reply

5. Select 'Send automatic replies'

Specify a range of dates, if desired

6. Fill in your vacation message for both the "inside my organization" and the "outside my organization" section.  It is important to fill out the "outside my organization" section to ensure replies are sent to users still in Convergence.

7. Click 'OK'

Manage Email Signature - how to create and backup your Western email signature.

Introduction

This page explains how to create an email signature that will appear at the bottom of every email.

Create Procedure

Outlook Web Access (OWA)

1. Go to http://myoffice.uwo.ca and login, go to your Inbox

2. Click the Gear icon OWA Settings Gear in the top right

3. Under 'Your App settings' click 'Mail'

OWA Mail Settings

4. Under 'Mail' > 'Layout', click 'Email Signature'

4b. Enter an email signature into the blank box.

To include the Western shield logo in your signature, right click the image below and click Copy Image.  Paste the image into the signature box in OWA

For Faculty specific logos, click here.

5. Click 'Save'

Outlook 2013

  • Open Outlook 2013
  • Click File
  • Click Options
  • Click Mail
  • Click Signatures
  • Click the “New” button and enter a name for your signature
  • If you saved your Email Signature before migrating, then find that document and Copy/Paste your Signature into the box
  • Click OK

Backup Procedure

Outlook 2013

  1. Click File
  2. Click Options
  3. Click Mail
  4. Click Signatures
  5. Highlight your Email Signature and copy/paste it into a word document.  Save the word document so you can reacreate your signature after migrating.

Mac Mail

  1. Click Mail
  2. Click Preferences
  3. Click Signatures
  4. Highlight your Email Signature and copy/paste it into a word document.  Save the word document so you can reacreate your signature after migrating.

Thunderbird

  1. Click Tools (if you don't see the Tools menu, press the ALT key)
  2. Click Account Settings
  3. Click your email address on the left
  4. Highlight your Email Signature and copy/paste it into a word document.  Save the word document so you can reacreate your signature after migrating

Change Display Name - how to change your email display name.

The display name is originally populated by official sources of record, either the Office of the Registrar as a student or Western Human Resources as an employee.  If your display name for Office 365 is not correct please check both these systems of record first at either Western Human Resources or the Office of the Registrar.
  1. If you updated Western Human Resources we have triggers in place that should automatically update the necessary information here in ITS within 1-2 business days. 
  2. If you updated the Office of the Registrar then you will need to follow up with the Computer Accounts Office to have it updated accordingly.
  3. If the official sources of record are both correct or you want to be known by a preferred name e.g. Chuck instead of Charles then you can contact the Computer Accounts Office.

We cannot change your surname to anything other than what is listed in the official sources of record.

Outlook Web App (OWA)

Language and Time Zone - how to change the display Language and Timezone in OWA

Introduction

This page explains how to change your default language and timezone.

Procedure

1. Go to http://myoffice.uwo.ca and login, go to your Inbox

2. Click the Gear icon OWA Settings Gear in the top right

3. Under 'Your App settings' click 'Mail'

OWA Mail Settings


4. Expand the 'General' section on the left

OWA General

5. Click 'Region and time zone'

6. Set your Language and Timezone as desired and click 'Save'

Clutter - how to enable and manage the Clutter feature.

Introduction

Clutter looks at what you've done in the past to determine the messages you're most likely to ignore. It then puts them in the Clutter folder. Just keep using email as usual and Clutter will learn which messages aren't as important to you. 

Procedure

If you want to use Clutter, you can click here to login to Options and turn it on.  Just take note that any messages that end up in Clutter are your responsibilty. If you have Clutter enabled, WTS recommends checking your Clutter folder on a daily basis. 

From time to time, Clutter might misidentify a message as less-important. You can move the messages incorrectly identified as clutter to your inbox, and Clutter will take notice.  For more information about Clutter, visit the Microsoft Support page.

Email Forwarding - forward emails from your Western email to an external email account.

Procedure

This procedure will explain how to redirect messages from your Office 365 email address to another email address.  If you forward your mail, all new messages will automatically be sent to the address you specified.

Some examples of when you might want to use mail forwarding:

  • If you have more than one email address
  • if you are going to be away and you would like someone else to respond to your emails during this time.

Turn ON Email Forwarding...

1. Go to http://myoffice.uwo.ca and login, go to your Inbox

2. Click the Gear icon OWA Settings Gear in the top right

3. Under 'Your App settings' click 'Mail'

OWA Mail Settings

4. Under 'Mail' > 'Accounts', click 'Forwarding'

OWA Email Forward

5. Click 'Start Forwarding'

6. Enter the email address you wish to forward to.  Ensure "Keep a copy of forwarded messages" is selected

7. Click 'Save'

Testing Mail Forwarding

Be sure to test that your email is being correctly forwarded to avoid generating a mail loop.

  1. Send a message to your email address. You can use any email program that you like (ie. Outlook, Mozilla Thunderbird, Hotmail etc.)
  2. Check your destination email account (the place you forwarded your messages to). The new message you sent should be there.
  3. Your test message will appear in the inbox of your Western email address as well, unless you have removed the checkmark from Keep a Copy of the message

Turn OFF Email Forwarding...

1. Go to http://myoffice.uwo.ca and login, go to your Inbox

2. Click the Gear icon OWA Settings Gear in the top right

3. Under 'Your App settings' click 'Mail'

OWA Mail Settings

4. Under 'Mail' > 'Accounts', click 'Forwarding'

OWA Email Forward

5. Click 'Stop Forwarding'

6. Click 'Save'

Outlook 2013/2016

Recall an Email Message - how to recall or replace an email message that you sent.

Introduction

This page explains how to recall email messages that you have sent to other Office 365 users. When you recall an email, the message that you sent is retrieved from the mailboxes of the recipients who haven’t yet opened it. You can only recall messages that have not been read or moved out of the recipient's Inbox.

NOTE:  This feature is not available in the Outlook Web App (OWA).

Procedure

1. Start Outlook 2010/2013/2016

2. In the folder pane, click the 'Sent Items' folder.

3. Locate the email message you wish to recall, double click on the message. The email should open in a new window.

4. Click 'File'

5. In the left pane click 'Info'

Outlook 2016 Info

6. Click the button 'Resend or Recall'

Outlook 2016 Recall

7. Click 'Recall this message...' that appears below

Outlook 2016 Recall this Message

8. In the new window that appears press the 'OK' button.

Outlook 2016 Recall Confirmation

9. If the message is recalled successfully you will recieve an email with the subject: 'Message Recall Success:'

Manage Outlook PST - how to import and backup Outlook Personal Storage Tables (PST) files.

Import Procedure

In computing, a Personal Storage Table (.pst) is an open proprietary file format used to store copies of messages, calendar events, and other items within Microsoft Outlook

Outlook 2010/2013
    1. Start Outlook 2010/2013
    2. Click File
    3. Click "Open & Export" on the left
    4. Click Import/Export
    5. Select "Import from another program or file"
    6. Select "Outlook Data File (.pst)", click Next
    7. Click Browse and navigate to your saved .pst file, click Next
    8. Select "Import items to the same folder in" and make sure your UWO account is selected in the drop-down
    9. Click Finish

Outlook 2007

    1. Click Tools, click Options
    2. Click the Mail Setup tab, click E-mail accounts
    3. Click the Data Files tab, click Add
    4. Click "Office Outlook Personal Folders File (.pst)"
    5. Click OK twice

Backup Procedure

In computing, a Personal Storage Table (.pst) is an open proprietary file format used to store copies of messages, calendar events, and other items within Microsoft Outlook.

Microsoft Outlook 2010 and 2013

    1. Start Outlook 2010/2013.
    2. Click File
    3. Click "Open & Export" on the left
    4. Click Import/Export
    5. Select "Export to a file", click Next
    6. Select "Outlook Data File (.pst)", click Next
    7. Select your @uwo.ca email address to backup your emails, or select Outlook Data File to backup personal contacts and local folders
    8. Click Next
    9. Click Browse and choose a name and location to save your .pst file, click OK
    10. Click Finish

Microsoft Office Outlook 2007

    1. Start Outlook.
    2. On the Tools menu, click Options.
    3. On the Mail Setup tab, click the Data Files button.
    4. Note the path and file name of your .pst file.
    5. Click Close, click OK

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