Email FAQS

You must use your full university email address as your username to log in to any O365-based application, including Email, Outlook, Calendar, Contacts, Skype for Business, Mac mail, Outlook for Mac, exehub etc.

For example, instead of entering your username as js201 you now have to enter j.smith@exeter.ac.uk

Your password is is case-sensitive.

You will also need to do this on all your mobile devices on which you use your University Email, Calendar and/or Contacts - see the Set-up guides at Setup Guides for using O365 on Mobile devices.

Please note: you do still need to use your username (e.g. js201) to log in to your computer and other applications such as Trent, SRS, etc.

Yes you can, but this is turned off by default at the university.

To use this, you will need to turn on the "Suggested Meetings" Outlook add-in.

Please see full instructions and screenshots at How to add or remove an Outlook add-in

Signature

In the Outlook client:

1. Click on File > Options > Mail > Signatures to display the Signature editing box on the E-Mail Signature tab.

2. Click on New then fill in your signature with any required formatting, then click on OK, and then OK again to finish

3. You can add more than one signature in Outlook, as required.

You can also automate updates to your email signature to stay in line with the University

 

In O365 web mail:

1. Click on the cogwheel at top right of the screen then click on Options

2. Click on the Mail folder in the left-hand Options pane to open it

3. Under the Layout subfolder, click on Email signature

4. Fill in your signature with any required formatting, then click on Save

5. You can only store one signature in O365 web mail.

Clutter is a feature of O365 web email and is designed to move low priority messages out of your Inbox and into a new Clutter folder under your Inbox.

Clutter and Junk email are both filtered out before they reach your Inbox. Junk email is evaluated first, and filtered based on the characteristics of the messages themselves, for example the subject or the server it was sent from. Next, Clutter analyses the remaining messages destined for your Inbox, and filters out the types of messages that you usually ignore or don't respond to, based on your past behaviour.

If you find messages in your Clutter folder that shouldn't be there, simply move them back to your Inbox and Clutter will learn not to move similar messages in future.

Messages moved to the Clutter folder won’t be automatically deleted, so you will need to keep an eye on the Clutter folder and clean it out now and then.

For more details on how to use Clutter please see the full guide with screenshots at How to use Clutter

Please also have a look at Mailbox cleanup.

Yes you do, if you have your University email synchronised to your tablet and/or smart phone.

See the Setup guides on the Office365 page for how to set up your mobile devices.

The quickest and easiest way to do this is to simply delete the existing "Exeter Uni" account on your tablet and/or smart phone and then add it again. 

Please note - if you have configured your device to synchronise your email for more than a month, then it may take a long time to resynch your emails to your device. We recommend you do this when on campus so you can use the university network.

If you use Mac Mail then Office365 should work ok for this.

If you use Outlook 2011 for Mac you will need to reconfigure this.

See the guide to configuring Mac Mail and Outlook for Mac on the Setup Guides for using O365 in Outlook, Mac, and Thunderbird  page.

If you have any problems after migration you can get support from your local IT team or Computer Development Officer, or centrally via SID

Even if a calendar has been shared with you and you could see meeting details prior to migration, you will only be able to see free/busy information for those who are not yet on Office 365 Email & Calendar.

O365 Calendar sharing

In the sample Calendar shown, you can see the subjects of meetings in the calendars of people who have shared these details with you and are already on Office 365 Email & Calendar.

For those not yet on Office 365 Email & Calendar, you will only see free/busy information for their appointments (blue blocks for busy, white for free) regardless of the level of detail they have shared with you.

Once they are migrated too, you will see the meeting details as before.

Office365 Email has a message size limit of 25Mb per message, which includes one or more attachments.

If you have to send email messages with one or more large attachments, it is better practice to store the files or documents in a file storage space, which can be shared with all the message recipients, and send them a link to this instead.

Fot more information see the Mailbox Sizes page. 

To fix this, turn your Out Of Office on again in Outlook or in O365 email for 30 seconds, then turn it off again.

For details on how to do this, please see the guide at Setting Out Of Office and Forwarding

For Staff and Associates, your access to your IT account will expire after midnight on your last working day.

You will need to set up any forwarding or automatic reply rules before you leave.

For more details please see Leaving the University.

There are several reasons why you may want to copy or transfer emails or email folders from your University mailbox to another location. 

You might want to archive some old folders in order to release space in your mailbox or to copy or transfer mail folders to another email account.

If you are an academic member of staff leaving the University and wish to take relevant copies of University emails with you, you must first obtain the consent of your College Dean or Head of Service via this Access to email form, and comply with the University's IT Regulations and Data Protection and Intellectual Property policies.

For details on how to make copies of your emails using the Outlook client please see the full guide with screenshots at How to export mail from Outlook to a PST file.

You may find in some applications that O365 defaults to the American date format mm/dd/yyyy instead of the  normal dd/mm/yyyy.

To correct this you need to change some settings in O365.

Please see full instructions and screenshots at How to correct American date formatting

Oasys and Proclaim are Outlook add-ins and Office365 works fine for these. 

Mutt has also been successfully tested for compatibility.

If you have any problems using these you can get support from your local IT team or Computer Development Officer, or via SID

O365 first time login time zone

Yes that is correct. The first time you log into Office365 you must select your time zone.

If you are working in the UK, open the dropdown list and scroll down to "(UTC) Dublin, Edinburgh, Lisbon, London".

Highlight this and then click on Save

 

To access your University email via a browser you need to change the address you use from http://owa.exeter.ac.uk to http://email365.exeter.ac.uk 

Since we migrated your Exchange email to Office 365 cloud email, we have continually been restoring any archived emails back into your Inbox, to replace the "stub" messages with the full email message, and once it is finished you won't see any stub emails in your mailbox folders.

However if you still find any stubs in your Office365 mailbox for archived emails, you will be able to open them by clicking in the stub email.

Because O365 gives you a 50Gb mailbox we no longer archive any email messages now.