Outlook

Outlook is the system used for managing your email and calendar at the university.

How do I forward email to another email address?

The easiest way to do this is by logging in to Office 365 Online and following the instructions provided by Microsoft.external link, opens in new window

How do I sync my email as a staff member?

From 2018-05-03 a new security solution for staff access to JU data from mobile devices is applied on both devices provided by JU as well as private. Information regarding what staff members need to do to access JU data is provided on the intranetexternal link, opens in new window.

How do I sync the phone with Outlook as a student?

There are multiple ways to read your email on your mobile device - use the Outlook-app found in the App store for your device, or use the built-in apps in your device according to the instructions provided below, or surf to portal.office.com.

On iPhone:

  • On your iPhone, go to Settings > Accounts & Passwords > Add Account.
  • Select "Exchange". Please enter the full email address and the password and a description of the e-mail account.
  • Select what you want to sync and click "Save" to add the account to the Mail app.

On Android:

The user interface (UI) of Android phones can vary by model so use these steps as a guide, or consult the manufacturer's help for your particular device.

  • Tap Settings > Accounts > Add account >Microsoft Exchange ActiveSync
  • Type your full e-mail address and your Jönköping University-password, and then tap Next.
  • Once the device verifies the server settings, the Account Options page opens. Accept the defaults or select the options for how you want to receive and send your mail, and then tap Next. (You may need to scroll down to see Next.)
  • On the Set up email page you can change the name of your account. When you're finished tap Done.

On Windows-phones:

In the App list, tap Settings, and then tap Email + accounts.

  • Do one of the following:
    • If you have Windows Phone 8 or 8.1, tap Add an account > Exchange.
    • If you have Windows Phone 7 or 7.5, tap Add an account > Outlook.
  • Enter your full email address and your Jönköping University-password, and then tap Sign in. If the phone finds your account settings, your email, calendar, and contacts will be synched to your phone.

What can I sync? Email, calendar, contacts, what else?

Email, contacts, calendar, reminders and notes.

Why have I received so many contacts in my phone after the migration?

Sometimes, in both Android and iPhone, all your contacts in Outlook will be synced to your device. To correct this, follow the instructions below:

iPhone:

  1. Go to Contacts
  2. Click Groups to the top left.
  3. Remove the checkmark next to "Exchange" or whatever you have named the account when setting up the Outlook synchronization in your phone. If you have created address books yourself, for example "Important contacts", check those instead.
  4. Click "Done".

Android:

The user interface (UI) of Android phones can vary by model so use these steps as a guide, or consult the manufacturer's help for your particular device.

  1. Go to Contacts.
  2. Click the button with three dots to access the settings menu.
  3. Select Contacts or similar.
  4. Select "Contacts to display" or similar.
  5. Deselect the alternative with your JU email address.

How do I find the distribution lists in Outlook?

The names of the lists in Outlook always start with "Dist...", for example as in "Dist-HHJ-AFO-Personal".

To send an email to a distribution list, you can send it by using either of these alternative ways:

  • Type part of the name in the "To"-field, then click "Check Names" (or ctrl+K). Scroll to the correct list, select it and click "To" (or CC or BCC).
  • Click on the "To"-button and search or scroll down to the correct list by searching for "Dist" (searches by wild card or other parts of the name will not work), select it and click "To" (or CC or BCC).

What is the size of my mailbox?

50 GB.

What is the maximum size limit for an email?

100 MB (including attachments).

I do not have access to a shared mailbox any more?

Please contact the owner of the shared mailbox and have them contact IT Helpdesk.

How do I use a shared mailbox?

Follow the guide Using a shared mailboxPDF

I'm using a Mac and have access to a shared mailbox.

Follow the Microsoft guides.

What are the IMAP/POP/SMTP settings for Office 365?

POP:
Server name: outlook.office365.com
Port: 995
Encryption method: SSL

IMAP:
Server name: outlook.office365.com
Port: 993
Encryption method: SSL

SMTP:
Server name: smtp.office365.com
Port: 587
Encryption method: TLS

What is Clutter/Focused Inbox?

Clutter/Focused Inbox is a tool in Outlook for sorting your inbox. More information can be found at the Microsoft website.

How do I turn off Clutter/Focused Inbox?

Follow Microsoft's guide for turning off Clutter in Outlook.external link, opens in new window

How do I recall sent email messages?

Follow Microsoft's guide for recalling emails.external link, opens in new window

How do I active the calendar connection between Outlook and BluStar? (staff only)

This option automatically sets an absence message for your extension in Blustar when you have Outlook appointments.

When an appointment is made in Outlook, your extension will be made unavailable during the time of the appointment. If this is not required, you can uncheck this when creating the appointment in Outlook. If the appointment is removed from your calendar, it will be automatically removed from Blustar.

Note! You have to manually activate the calendar connection prior to use.

Guide to activating the calendar connection.external link, opens in new window

 

Content updated 2018-05-23






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