Email

Table of Contents

  1. How do I setup Outlook email
  2. How do I setup outlook in MacOs
  3. How do I configure email in mobile devices
  4. How to add a shared mailbox to my outlook in windows
    1. Outlook 365 
    2. New Outlook
  5. Send mass emails
  6. Schedule email delivery for later date
  7. How to archive your email to reduce my mailbox size
  8. How to set up Teams as my default for online meetings

How do I set up Outlook email?

Configure Outlook (Windows)

Note: These instructions are for Microsoft Windows 10 and Office 2019.

If this is the first time you open Outlook, it will start a setup wizard and follow the instructions:

  1. Open Outlook and if your email is not already there, type userid@uwaterloo.ca
Welcome to Outlook window
  1.  In the next window, type your password. 
window asking for a password
  1. In the two-factor authentication, select the option that you set up when you signed in for this service.
two factor authentication request

You may be asked Allow this website to configure ... server settings? If so, click Allow.

  1. In the next Windows, uncheck allow my organization to manage my device and click OK
windows asking about allow my organization to manage my devices
  1. This will start to set up your email account and click on Done.
You are all set window
  1. It will finish the profile creation now press OK. If you don't want to set up outlook in your mobile, uncheck "Set up Outlook Mobile on my phone too." You are done!
Account setup complete window

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How do I configure Outlook in my Mac?

Add a new connect account to an existing installation of Outlook 2016 for  Mac.

  1. Open Outlook 2019
  2. Click on the Tools menu and choose Accounts.
  3. Click on the Exchange or Office 365 icon on the Add an Account dialog.
  4. Enter the following details:
    1. Email address as: userid@connect.uwaterloo.ca.
    2. User Name as: "nexus\userid" (no quotations).
    3. Nexus password (WatIAM password used for HR and Quest).
    Entering the login information for an Exchange account under the
  5. Click Add Account.
  6. All settings should be discovered and completed automatically.
  7. Choose your new connect account, click on the settings icon and choose Default Account.
  8. (Optional) Select your old account and click on the minus sign to delete the old email profile.

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How do I configure my email on mobile devices?

Mobile devices such as Apple, Android, Blackberry and others change very quickly. Android devices can have different experiences depending on the particular implementation. As such we provide documentation on a best efforts basis and encourage you to read the vendor's documentation for the particulars of your specific device and software versions.

Details required:

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I want to add a shared mailbox to my Outlook on Windows

 Outlook 365

  1. Open Outlook. Click on the “File” tab near the top-left corner of the window, and then click the “Add Account” button.

FIle tab and add account window

  1. Type in the email address of the shared mailbox and then click the “Connect” button.

Shared mailbox email address dialog box

  1. Click “Exchange” at the Advanced setup window.
     

Window showing different optino with exchange highlighted

  1. Click the “More choices” text towards the lower-left corner of the Windows Security prompt window.

WIndows with select more choices highlighted

  1. Click “Use a different account”

    Use a different account choice

  2. Type in >@uwaterloo.ca in the DOMAIN\username or email field and type in your WatIAM password in the password field. Check the box for “Remember my credentials” and then click “OK.”

    Using your own credentials in the field box

  3. A message that the account was successfully added will appear. Click the “Done” button to close the window.

    Account is successfully added and the a done button at the end

  4. Close Outlook – wait about 10 seconds – then launch Outlook.
  5. Be patient when you restart Outlook. Email messages, folders and calendar appointments in the shared mailbox will require time to download from the server.
  6. The next time you click on the New Email button, you will have the option to send from the shared mailbox or from your own account.
  7. Try sending a test message from the shared mailbox to ensure the account is working properly.

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I need to send mass emails what should I do

  1. You should not send more than 1000 emails in a 24-hour period.
  2. Emails are sent at a maximum rate of 30 emails per minute (users using a modern mail client like Outlook won't notice this as the mail client will retry the messages automatically)
  3. Each email should have no more than 150 recipients per message.
  4. If your needs exceed this, you should look at using a mailman list or using an application which can send out your email in a metered fashion (e.g., GroupMail).
  5. IST can create a mailman list for you. Just fill the following form: Request for a mailman list

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2. New Outlook

New Outlook

  1. Right-click on your name in the left navigation pane, and then choose Add shared folder or mailbox. 

    Screen highlithgting Add Shared Folder or mailbox

  2. In the Add shared folder or mailbox dialog box, type the name or email address of the shared mailbox, and then click Add.

    A windows showing Add shared folder or mailbox with a box to type the name of the mailbox to add

  1. You will see it now in your right left-hand side under "shared with me."

    A windows with the Shared with me and arrow down in the left side

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I want to schedule an email for delivery at a later time. How do I do it?

If you need to schedule a particular email to send later on in the day or on another day, follow the following instructions:

  1. Write the email you want to send
  2. On the ribbon menu, select options
new outlook email with the options highlighted
  1. Click on Delay delivery
New outlook message with a highlight in delay delivery
  1. This will bring out a new window. Here you can set up when you want this message delivered. It could be later on the data, so select a time or  another day select the calendar and choose the date and time of the delivery and click on close. 
email properties of the delay delivery option showing the calendar
  1. Click on send. This message will be deliver on the date that you set. You will see this email on your outbox once it is send it will get move to the sent items.

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How to setup teams as a default for online meetings

To address the issue with Teams meetings defaulting to Skype, please try following the steps as outlined below:

Log onto Outlook on a search/web browser at outlook.office.com

After logging in to your mailbox on the web, click the gear icon at the upper-right corner of the screen as per the screenshot here:

Window showing the gear selection

After clicking the gear icon, click ‘Calendar’ and then ‘Events and Invitations’ as per the next screenshot:

Window showing Event and Invitation

Next, select Microsoft Teams as your meeting provider here:

WIndow with Teams select it.

You can uncheck Add online meetings to all events. As this will make it to have any meeting that you create to be online meeting

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