Email - Staff/Faculty Archives - Help Centre

Accessing a Shared Mailbox in “New” Outlook 365 – Windows

markjbrown — Thu, 22 Feb 2024 15:58:08 +0000

These instructions explain how to add and use a departmental shared mailbox in the New Outlook 365 client on a Windows computer.

Before you can access a shared mailbox, permission must be granted by the ITS Service Desk. Once access is provided, the mailbox contents can be viewed and managed in Outlook.

Accessing a Shared Mailbox in New Outlook

To check whether a shared mailbox is already available to you:

Open New Outlook.
Right click your address and select Manage Account.
Open Shared with Me to see what mailboxes you have access to.
Expand the folder and look for the shared mailbox.

If the shared mailbox is not listed:

�龱�� your account.
Select Add shared folder or mailbox.
Enter the email address of the shared mailbox you wish to add.
Select Continue.

The shared mailbox will appear in the left‑hand navigation pane once added.

Note: At this time, shared mailboxes cannot be added to Favorites in New Outlook.

Enabling the “From” Field to Send Email from a Shared Mailbox

To send email from the shared mailbox address, you must enable the From field:

Select New to compose a new email.
Once the message window opens, the menu bar will change.
Select the Options tab.
Under Show fields, select Show From.

The From field will now appear at the top of the email message, allowing you to choose the shared mailbox as the sender.

Adding a Shared Mailbox to Webmail

markjbrown — Wed, 25 Oct 2023 13:21:31 +0000

Access a Shared Mailbox in Outlook Web App (Webmail)

These instructions explain how to access a shared mailbox using Outlook Web App (OWA) so that it appears in the left navigation pane each time you sign in.

Note:
You must already have permission to access the shared mailbox before it will appear or be added.

Add a Shared Mailbox to Outlook Web App

Sign in to Outlook Web App using your staff email address:
MC1username@cunet.carleton.ca
In the left navigation pane, right-click Folders under your primary mailbox.
Select Add shared folder or mailbox.
In the Add shared folder or mailbox dialog box:
- Enter the name or email address of the shared mailbox
  (for example: departmentname@cunet.carleton.ca)
- Select Add
The shared mailbox and its folders will now appear in the left navigation pane whenever you open Outlook Web App.

Sign In Directly to a Shared Mailbox (Optional)

You may also sign in directly to a shared mailbox using the following format:

https://outlook.office.com/owa/mailboxname@cunet.carleton.ca

When prompted:

Authenticate using your staff username@cunet.carleton.ca
Complete multi‑factor authentication (Azure MFA) if required

Send Email From a Shared Mailbox (Webmail)

Select New mail above the folder list.
In the new message window, open the Options menu.
Enable Show From.
Select the shared mailbox from the From drop-down list.
Compose and send your message as usual.

Adding a Shared Mailbox to Outlook 365 – Mac

markjbrown — Thu, 12 Oct 2023 15:27:29 +0000

These instructions will help assist with adding a departmental shared mailbox to your Outlook 365 client on your MAC desktop.

Permission must be granted to the shared mailbox by the Service Desk before a staff member can access the contents of a mailbox.

Adding a Shared Mailbox

To add a shared mailbox to Outlook, follow these steps:

Open Outlook, select Settings menu and click Account
.
Click Delegation and Sharing.
In the next window, click Shared With Me then +
Search the mailbox you wish to add to Outlook then click Add.
Click Done then close the Accounts window.
The shared mailbox will now automatically display in your Outlook.

Adding a Shared Calendar

Shared Calendar for Department Room or Equipment

markjbrown — Mon, 23 Jan 2023 14:21:41 +0000

Request a Resource Calendar (Departments, rooms or equipment)

Resource calendars can be created for booking a room, equipment (such as a shared laptop) or for administrative purposes (to record team availability/vacation for example). This service is only available to staff.

Submit a request with the details of your request to the Service Desk via the

Uses and features

Provides a central calendar that can be opened and booked in Outlook. Calendar resources are booked by sending a meeting invitation to them.
Enables departments to implement a booking system for shared resources, such meeting rooms or pieces of equipment.
The registered admins of the resource calendar can add add/remove users of the calendar themselves.

How do I Open a Resource Calendar?

Open Calendar in Outlook, right-click on the title “My Calendars”.
Select “Add Calendar => From Address Book” and search the Global Address List (GAL) for the name of the calendar ex: !ITS-TestRoom

The�� naming convention within the Global Address Book for these calendars:

For a room, the calendar would be named using the following format:

!
Example: !ITS RoomTest�� or !ITS LoanerLaptop

Managing access

Access to a resource calendar can be limited if requested

Manage Another Person’s Email and Calendar Items

markjbrown — Tue, 18 Oct 2022 14:49:35 +0000

There are two ways to work with another person’s Outlook folders — sharing folders and entrusting someone to act on your behalf (delegate).

Folder sharing lets other people access to specific folder(s). However, it does not include permissions for them to act on your behalf. For example, a person who can access your folders can’t reply to email messages or respond to meeting requests for you.
��Բ��Delegate Access��, you can give someone permission to act on your behalf. For example, you might have an assistant that you want to create and respond to meeting requests for you. Some assistants might also monitor a manager’s��Inbox��and send email on behalf his or her behalf.

Full detail on how to manage your inbox access are found

Folder sharing – How to Share Specific Folders in Outlook

User Granting Access Steps

Open Outlook Desktop App
Grant Access to Mailbox Root (is displayed as MC1username@cunet…)
- Right-click on the root > Folder Permissions > Permissions tab
- Click Add → Select the person
- Under the ‘Other’ heading check��‘Folder visible’ and click OK
Navigate to the Folder You Want to Share
- This could be your Inbox, Sent Items, or any custom folder.
Right-Click the Folder
- Select “P��Ǳ��پ��”.
Click “Permissions” Tab
- You’ll see a list of users who currently have access.
Click “Add…”
- Search for the person you want to share the folder with.
- Select their name and click Add > OK.
Set Permission Level
- Choose from:
  - Reviewer – Can read items.
  - Author – Can read and create items.
  - Editor – Can read, create, and modify items.
- Click OK to save.
(Optional) Grant Access to Mailbox Root
- If the folder is nested, you may also need to grant Folder Visible permission on the mailbox root so the user can navigate to the shared folder.

Note

This method does not grant delegate access (e.g., send on behalf). It only allows access to the folder’s contents.
The recipient will see the shared folder under their mailbox list once permissions are applied.

User Getting Access Steps

Open Outlook → Go to File > Account Settings > Account Settings��
Double click the account with your name (in this example it would be MC1username@cunet…)
Select More settings > Advanced tab
Click Add, type in the email address of the person sharing their accounts with you: MC1username@cunet.carleton.ca click OK and OK again.
click next > done > Close & restart Outlook and you should see what was shared.

Delegate Access

Make Someone a Delegate

A delegate automatically receives Send on Behalf permissions. By default, the delegate can read only your meeting requests and responses. The delegate isn’t granted permission to read other messages in your��Inbox.

Outlook Desktop App

Open Outlook → Go to File > Account Settings > Delegate Access
Click Add → Select the person
Choose permissions for Inbox, Calendar, Tasks, etc.
Optionally enable Send on Behalf

Notes:

Messages sent with Send on Behalf permissions include both the delegate’s and your names next to��From. When a message is sent with Send As permissions, only the your name appears.
Once you add someone as a delegate, they can add your Exchange mailbox to their Outlook profile. For instructions, see��.

Access another Person's Email/Calendar

Once access has been granted

Open Outlook → Go to File > Account Settings > Account Settings��
Double click the account with your name (in this example it would be MC1username@cunet…)
Select More settings > Advanced tab
Click Add, type in the email address of the person sharing their accounts with you: MC1username@cunet.carleton.ca click OK and OK again.
click next > done > Close & restart Outlook and you should see what was shared.

Delegate Permission Levels

Reviewer�� With this permission, the delegate can read items in your folders.
Author�� With this permission, the delegate can read and create items, and change and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in your��Task��ǰ��Calendar��folder and then send the item on your behalf.
Editor�� With this permission, the delegate can do everything that an Author has permission to do and additionally can change and delete the items that you created.

Change Permissions for a Delegate

Open Outlook → Go to File > Account Settings > Delegate Access
Click the name of the delegate for whom you want to change permissions, and then click��Permissions.

Note:��If you want to remove all Delegate Access permissions, don’t click��Permissions��but instead click��Remove��and skip the rest of these steps.
Change the permissions for any Outlook folder that the delegate has access to.
To send a message to notify the delegate of the changed permissions, select the��Automatically send a message to delegate summarizing these permissions��check box.

Note:��If you want copies of meeting requests and responses that you receive to be sent to a delegate, ensure that the delegate is assigned��Editor (can read, create, and modify items)��permission to your��Calendar��folder, and then select the��Delegate receives copies of meeting-related messages sent to me��check box.

Request Departmental Email Address

markjbrown — Fri, 23 Sep 2022 15:20:24 +0000

If you require an Email address for your department/team or event, Staff and Faculty can request a new Email address via the Customer Portal.

Email Forwarding & Rules

markjbrown — Wed, 02 Feb 2022 15:44:25 +0000

To set up email forwarding

Staff and Students can setup email forwarding on their �Ӱ�ԭ�� email address via webmail.

Staff sign into using your MC1 account and password.

Students sign into using your cmail address

At the top of the page, select��Settings&��;��View all Outlook settings.
��𳦳��Mail��&��;��Forwarding.
Do one of the following:
- To turn on forwarding, select��Start forwarding, enter the forwarding email address and select��Save.
  
  ��ǳٱ�:��Select the��Keep a copy of forwarded messages��check box if you want a copy of the original message to remain in your mailbox.
- To turn off forwarding, select��Stop forwarding��and select��Save.

To set up email rules

Sign in to webmail (see above for URL)
��𳦳��Settings��. > View all outlook settings
��𳦳��Mail on the left, then Rules in the middle menu
��𳦳��Add��under��Inbox rules.
Type a name for the inbox rule in the��Name��box and then select a condition and action from their respective drop-down lists.You can add additional conditions or actions by selecting��Add condition��ǰ��Add action.
Add exceptions to the inbox rule by selecting��Add exception��and then choosing one from the��Add exception��menu.
By default, the��Stop processing more rules��option is turned on. With this option on, when a message arrives in your inbox that meets the criteria for more than one rule, only the first rule will be applied. If you don’t select this check box, all inbox rules that a message meets the criteria for will be applied.

Report Phishing

charlottebradley — Mon, 28 Jun 2021 12:21:01 +0000

Report Phishing

The Report Phishing button is a Microsoft Outlook Add-in that makes it easy for users to report suspected phishing emails directly to Microsoft and the ITS Security team. The Report phishing button is available in the Outlook desktop app’s ribbon bar and Outlook on the web.

How to use the button:

Select the phishing email
Click the Report Phishing button
A pop-up will appear asking if you want to report the phishing email. ��𳦳��Report��ǰ��Don’t Report.

Regardless of your selection, the email will be deleted from the inbox and moved to the Deleted Items folder.
If you report an email in error, you can retrieve the email from your Deleted Items folder.
Note:��The button will appear in a different location in the Outlook desktop app versus Outlook on the web.

Phishing button – desktop application:

The phishing button will appear in the main menu at the top right as shown below.

Desktop view of the phishing button: Appears at top right in the main bar menu

Phishing button – Outlook on the web (browser window):

The phishing button will appear at the top right of an opened email as shown below.�� If you don’t see it, click the “More actions” menu (…)

Online view of the phishing button: shows at top right of an opened email or in the “More actions” menu (…)

When to use the Report Phishing button

Click the Report Phishing button anytime you believe you have received a phishing email or any potentially dangerous email. Any messages you report using the Report Phishing button will be automatically deleted from your Inbox and moved to the Deleted Items folder. The emails you report will also be forwarded to the ITS Security team to help identify phishing campaigns and to Microsoft’s cloud-based detection engine to improve filtering for others.��

Note:��This button should only be used to mark emails with malicious intent. Other��nuisance��emails, such as spam or marketing emails, should be flagged using the “Junk Email” feature.

When in doubt, please contact the ITS Service Desk for assistance.

Additional Information

What is phishing:

Emails, text messages or phone calls that attempt to trick the recipient into providing information or taking an action. Pause and think before responding or taking action. The attackers are after your passwords, financial info, identity, or money. The reason behind falling for these scams are urgency, desire to please, greed, curiosity, complacency, fear and that is why 1 out of 10 attempts is successful.

How to spot a phishing attack:

Attackers might send emails, text messages, use phone calls, or post messages online in a phishing attack. They might include malware on the website or in an attachment, trying to take over your computer. They can also make fake websites that can ask you to log in, trying to steal your username and password. Hover over the link to see if it is the correct link. Only open attachments that you are expecting and check the file extension (Avoid EXE, COM and VBS).

Common warning signs for phishing:

If an email appears to come from someone at the University, but has an [External Email] tag, it may be a phishing message. Be extra careful on mobile devices where it may not show the email address.
The subject line is in ALL CAPS.
If an email appears to be sent to a long list of people and not just to you.
If the email uses a generic greeting, or uses your email address in the greeting. e.g. Dear user, or Dear abc@carleton.ca
The message asks you to send money, Bitcoin, gift cards, checks, etc.
Asks you for your password or directs you to a website asking for your password (or personal information).
There is a call for immediate action – “download this now”, “confirm your email identity now” or “click on the link below”.
Tries to invoke an emotional response to get you to take an action without thinking.
There are spelling or grammatical errors in the email.

Junk & Quarantined Email Settings

markjbrown — Wed, 15 May 2019 17:19:07 +0000

Overview of the Junk Email Filter

No one likes spam or junk email. The Outlook Junk Email Filter doesn’t stop delivery of junk email messages, but does the next best thing—it moves suspected spam to the��Junk Email��folder.

Tips:��It’s a good idea to regularly review messages in the��Junk Email��folder to check for legitimate messages that were incorrectly classified as junk. If you find a message that isn’t junk, drag it back to the��Inbox��or any folder. You can also mark the item as not junk by doing the following:

Click��Home��> Report&��;��Not Junk.

You can block messages from specific email addresses or domains from reaching your inbox. When you add an email address or domain to your blocked senders list, Outlook on the web automatically moves messages from that sender to the Junk Email folder.

Block senders from sending you email

If you’re receiving unwanted email, you can block the email addresses and domains you don’t want to receive messages from. Add any email address or domain to your blocked senders list to move these messages directly to your Junk Email folder.

��ǳٱ�:��Junk email is retained for 30 days before it is automatically deleted and is not recoverable. For more information, see��.

Sign into you �Ӱ�ԭ�� email via the web�� (/��)
At the top of the page, select��Settings&��;��View all Outlook settings.
��𳦳��Mail��&��;��Junk email.
If you want to block an email address, enter the email address under��Blocked senders��and select��Add.If you want to block all email from a domain, enter the domain name under��Blocked domains��and select��Add.
��𳦳��Save.

Report Phishing Emails

The Report Phishing button is a Microsoft Outlook Add-in that makes it easy for users to report suspected phishing emails directly to Microsoft and the ITS Security team.�� Full details about this option are found here.

Stop messages from specific people going to Junk

There are times when you don’t want messages from a specific person or domain to end up in your Junk Email folder. Messages from addresses or domains on the safe senders list won’t get moved to your Junk Email folder.

Sign into you �Ӱ�ԭ�� email via the web�� (/��)
At the top of the page, select��Settings&��;��View all Outlook settings.
��𳦳��Mail��&��;��Junk email.
Under��Safe senders, enter the email address or domain you want to add, and select��Add.
��𳦳��Save.

By default, the Junk Email Filter is turned on and the protection level is set to��No Automatic Filtering. You can make the filter more aggressive by��that it provides. The Junk Email Filter evaluates each incoming message based on several factors. These can include the time when the message was sent and the content of the message.

To change the options for the Junk Email Filter in Outlook do the following:

Click��Home��&��;��Junk��&��;��Junk Email Options.

Mac Outlook users do not have access to the Junk Mail Preferences on Exchange email, Junk mail filtering is handled via webmail.�� View above “Stop messages from Specific people going to Junk“.

Quarantined Messages

As a user, you can view, release, and delete quarantined messages where you are a recipient, when the message was quarantined as spam or bulk email.
However, messages that were quarantined for known phishing attempts, malware, or by mail flow rules are only available to admins.�� End users will not be able to view or release these emails and will have to contact the Service Desk

View your quarantined messages

Log into�� the with your firstlastname@cunet.carleton.ca address.
Go to Threat Management��&��;��Review��&��;��Quarantine.
Use��Sort results by menu, use one of the following values:
- Sender email address: A single sender’s email address.
- Recipient email address: A single recipient’s email address.
- Subject: Use the entire subject of the message. The search is not case-sensitive.
After you’ve entered the search criteria, click��Refresh��to filter the results.

Take action on quarantined email

After you select a message, you have options for what to do with the messages in the��Details��flyout pane:

Release message: In the flyout pane that appears, choose whether to��Report messages to Microsoft for analysis. This is selected by default, and reports the erroneously quarantined message to Microsoft as a false positive.When you’re finished, click��Release messages.
View message header: Choose this link to see the message header text. To analyze the header fields and values in depth, copy the message header text to your clipboard, and then choose��Microsoft Message Header Analyzer��to go to the Remote Connectivity Analyzer (right-click and choose��Open in a new tab��if you don’t want to leave Microsoft 365 to complete this task). Paste the message header onto the page in the Message Header Analyzer section, and choose��Analyze headers:
Preview message: In the flyout pane that appears, choose one of the following options:
- Source view: Shows the HTML version of the message body with all links disabled.
- Text view: Shows the message body in plain text.
Remove from quarantine: After you click��Yes��in the warning that appears, the message is immediately deleted.
Block Sender: Add the sender to the Blocked Senders list on your mailbox. For more information, see��

Adding a Shared Mailbox to Outlook 365 – Windows

charlottebradley — Fri, 12 Apr 2019 15:03:22 +0000

Add a Departmental Shared Mailbox in Outlook (Windows)

These instructions explain how to add a departmental shared mailbox to Outlook (Microsoft 365) on a Windows desktop.

Important:
Permission to access the shared mailbox must be granted by the ITS Service Desk before it can be added to Outlook.

Add the Shared Mailbox

Select the Windows Start button (bottom-left of your screen).
Start typing Outlook, then open the Outlook application.
In Outlook, select the File tab (top-left).
Under Account Information, select Account Settings, then choose Account Settings from the drop-down menu.
The Account Settings window will open and display your primary email account.
Select New on the Email tab.
When prompted, enter the shared mailbox address
(for example: departmentname@cunet.carleton.ca), then select Connect.
The �Ӱ�ԭ�� Single Sign-On (SSO) page will appear:
- Remove the pre-filled shared mailbox address
- Enter your full �Ӱ�ԭ�� email address
  (firstnamelastname@cunet.carleton.ca)
- Enter your My�Ӱ�ԭ��One password
Complete multi-factor authentication (Azure MFA) when prompted.
When setup completes, select Done.

Restart Outlook

Close Outlook completely.
Reopen Outlook.
- Outlook may take slightly longer to open the first time while the shared mailbox is added.
In the left folder pane, scroll to the bottom.
Locate the shared mailbox, then expand it to view the Inbox and folders.

Email - Staff/Faculty Archives - Help Centre

Accessing a Shared Mailbox in “New” Outlook 365 – Windows

Accessing a Shared Mailbox in New Outlook

Enabling the “From” Field to Send Email from a Shared Mailbox

Adding a Shared Mailbox to Webmail

Access a Shared Mailbox in Outlook Web App (Webmail)

Add a Shared Mailbox to Outlook Web App

Sign In Directly to a Shared Mailbox (Optional)

Send Email From a Shared Mailbox (Webmail)

Adding a Shared Mailbox to Outlook 365 – Mac

Adding a Shared Mailbox

Adding a Shared Calendar

Shared Calendar for Department Room or Equipment

Request a Resource Calendar (Departments, rooms or equipment)

Uses and features

How do I Open a Resource Calendar?

Managing access

Manage Another Person’s Email and Calendar Items

Folder sharing – How to Share Specific Folders in Outlook

Delegate Access

Request Departmental Email Address

Email Forwarding & Rules

To set up email forwarding

To set up email rules

Report Phishing

Report Phishing

How to use the button:

Phishing button – desktop application:

Phishing button – Outlook on the web (browser window):

When to use the Report Phishing button

Additional Information

What is phishing:

How to spot a phishing attack:

Common warning signs for phishing:

Links

Junk & Quarantined Email Settings

Quarantined Messages

Adding a Shared Mailbox to Outlook 365 – Windows

Add a Departmental Shared Mailbox in Outlook (Windows)

Add the Shared Mailbox

Restart Outlook