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 in the top right

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


4. Expand the 'General' section on the left

5. Click 'My Account'

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

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

Send Email as another Individual - learn how to delegate email to others.

Introduction

This page explains how to send email as another account.

A manager is the person/account which allows someone to Send on your Behalf.

A delegate is the person/account which receives Send on Behalf permissions.

NOTE: The functionality Send on Behalf of a Mailing List is not supported in Office 365.

Procedure

You must have delegate access to create or reply to an email message on behalf of another person. If you do not have access follow the "Obtain Access to Send" process.

  1. Ask a Manager to delegate Send on Behalf permissions - Follow the "Obtain Access to Send" process.
  2. A Delegate can Send on Behalf of a Manager - Follow the "Send Email on Behalf" process.

Allow a Person/Account to Send Email on Your Behalf

A valid email address configured in Outlook 2013/2016 is required delegate access to send on your behalf.

Outlook 2013/2016

1. Click the File tab.

Outlook 2016 Account Info

2. Click Account Settings button, and then click Delegate Access.

Outlook 2016 Delegate Access

3. Click Add.

Outlook 2016 Add a Delegate Button

4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.

Outlook 2016 Add Users

5. Click Add, and then click OK.

6. In the Delegate Permissions dialog box, change the Calendar and Tasks drop down to "None".

NOTE: Send Email on Behalf permissions are assigned automatically. Delegated Calendar and Task permissions is not required.

Outlook 2016 Set Permissions

7. Click OK.

Send Email on Behalf of Another Person/Account

Upon the completion of the "Obtain Access to Send" process, you can create or reply to an email message on behalf of another person.

Outlook 2013/2016

  1. In Mail, click Home > New Email.

    New Email command on the ribbon

  1. On the Options tab, in the Show Fields group, click From.

  2. In the From box, type the name of the person on whose behalf you are sending the message.

    To select the name from a list in the Address Book, click From.

  3. Add recipients, a subject, and the contents of the message.

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 Gear.png in the top right

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

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

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  in the top right

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

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, go to http://communications.uwo.ca/brandnew/email-signature.html

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

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  in the top right

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

4. Expand the 'General' section on the left

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 go to https://outlook.office365.com/owa/?path=%2foptions%2fclutter 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.

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'

6. Click the button 'Resend or Recall'

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

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

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 Email 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

Outlook Light - learn how to enable/disable the Outlook Light feature.

Introduction

There are two versions of Outlook Web App: Light version and and the Full version.  The Light version of the Outlook Web App is much simpler than the standard version, both in appearence and in function.  The Light version of Outlook Web App is HTML-based, therefore it can work better with assistive technologies such as screen readers.

In the Western environment the Light version of OWA will enable the feature: Use the blind and low vision experience. This ensures the latest accessibility functionality is available to all OWA users.

Note: When using the light version of Outlook Web App, the navigation to the rest of Office 365 is not available.  For example, the application tray will not be displayed and therefore you cannot get to the Web Applications (OneDrive, OneNote, and Office Web).

Enabling Outlook Light

Procedure

  1. Go to https://myoffice.uwo.ca
  2. Enter your full [UserID]@uwo.ca email address and password
  3. Click Sign In
  4. Click Options
  5. On the left side-bar click Outlook version
  6. Check the box beside Use the light version
  7. Click the Save icon
  8. Logout of the Outlook Web App, the Light Version will be enabled on the next login  

Disabling Outlook Light

Procedure

  1. Go to https://myoffice.uwo.ca
  2. Enter your full [UserID]@uwo.ca email address and password
  3. Click Sign In
  4. Click Options
  5. On the left side-bar click Outlook version
  6. Uncheck the box beside Use the light version
  7. Click the Save icon
  8. Logout of the Outlook Web App, the Light Version will be disabled on the next login  

Mobile Device Setup - learn how to install Office 365 on a variety of mobile devices.

Introduction

Need help setting up Office 365 on your smartphone or computer?  The guides in this section will walk you through setting up your Office 365 mail account on a variety of devices. You have the option of using Android devices, iOS devices, Windows Mobile, Microsoft Surface, among other devices, so you can access your mail however and whenever you want.

Please consider using the Outlook app on all your devices to ensure you have the most consistent experience possible.

Note: If you previously had your Western email configured on your device, you will need to remove the existing accounts before setting up your new mail account.

If your device is not supported by Office 365, you will have to setup Office 365 as an IMAP account.

Android

BlackBerry

iOS

Windows

Desktop Setup Guides - learn how to install Office 365 on a variety of Desktop computers.

Introduction

Office 365 will fully integrate your email, calendar, and contacts with almost every current desktop email client. Combined with the Office 2013 suite provided free with ProPlus, users have powerful new options to manage their email on desktops/laptops.

Need help setting up Office 365 on your computer?  The guides in this section will walk you through setting up your Office 365 mail account on your PC or Mac.

Please consider using the Outlook app on all your devices to ensure you have the most consistent experience possible.

Note:   If your device is not supported by Office 365, you have to setup Office 365 as an IMAP account.

Mac

Windows

Other Setup Guides - miscellaneous setup guides for services such as Thunderbird, Gmail, etc.

Thunderbird

Other Services


Published on  and maintained in Cascade CMS.