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INFORMATION TECHNOLOGY

Outlook Guides

CREATE AND SEND EMAIL

      1. Go to office365.utoledo.edu.
      2. Click on the Outlook icon.
      3. Click New > Email Message.

        New Email button Image

      4. Enter the email recipient or click the TO button to select from the address book. Compose your email, attach files by dragging and dropping onto the message box. Click Send. 

Send Email Picture

CREATE SIGNATURE

  1. Select Settings Settings > Mail > Layout > Email signature.
  2. Type the signature you would like to have on your emails.
  3. Select Automatically include my signature on messages I compose.
  4. Select Save.

Screenshot of signature screen.

SETUP MOBILE APPS


Printable Instructions (PDF)

iOS Configuration

Installing Outlook
  • To setup your Office 365 account on a new iOS device, navigate to the App Store.
  • Search for Outlook and download. Ensure it is from Microsoft.
Adding an Account
  • Open "Outlook" app and it will prompt you to "Add Account" if one is not currently setup.
  • At the "Add Account" screen
    • Students: type in your email address like usual. Enter your First.Last@rockets.utoledo.edu. For example: "john.doe2@rockets.utoledo.edu"
    • Faculty and Staff use First.Last@rockets.utoledo.edu instead of your email alias of "first.last@utoledo.edu"

      Add Account Pic
  • Click "Add Account" after typing in the appropriate email address. It will redirect to a page with a "University of Toledo" heading.
    Fed Services Page
  • Erase the auto-filled email address and login like you would on myut.utoledo.edu or a UT workstation which will be your UTAD username and password.
  • Once everything is confirmed, click "Sign in".
Android Configuration

Installing Outlook
  • Go to the Android Play Store and search for the Microsoft Outlook app. Install the app and wait for it to install. It may take a minute to install after downloading. Ensure the author is Microsoft
Adding an Account
  • From the Applications menu, select the Outlook app. Tap on the Get Started button to begin.
    At the "Add Account" screen, type in your email like usual, but include @rockets.utoledo.edu. Do not type in your email @utoledo.edu.

    addAccount Image
  • Click "Continue" after typing in the appropriate email address. It will redirect to a page with a "University of Toledo" heading.
    FED Services Login
  • Erase the auto-filled email address and log in like you would myut.utoledo.edu. Put your UTAD username and password once the University of Toledo section appears. Once everything is confirmed, "Sign In".

  SCHEDULE A CALENDAR EVENT OR MEETING

  1. Select New > Calendar event. Enter the details, location, start time and end time. 
  2. If this is a meeting, add the names or email addresses of the people you want to invite. Select Select to open Schedule Assistant Pane in Outlook on the web.Scheduling assistant to see everyone’s free/busy times (Exchange users). 
  3. Select Skype logoAdd Skype meeting if you want people to be able to call in. 
  4. To make this a recurring meeting, select the Repeat box, and choose how often. 
  5. Select Send.
Calendar event

  SHARE A FILE TO COLLABORATE ON ATTACHMENTS

  1. Select New > Email message. 
  2. Select Attach. 
  3. Choose which files to share and select Next. 
  4. Select Share as a OneDrive link. 
  5. To share a file on your C: drive:

Select Upload and share as a OneDrive linkto upload the file to OneDrive and share the link.

How do you want to share this file?

Block or allow (junk email settings)

Use the Block or Allow settings to help control unwanted and unsolicited email messages by creating and managing lists of email addresses and domains that you trust and those that you don’t.

Safe senders and recipients

Safe senders are people and domains you always want to receive email messages from. Safe recipients are recipients that you don't want to block, usually groups that you’re a member of. Messages received from any email address or domain in your safe senders and recipients list are never sent to your Junk Email folder.

Add a sender or a domain to the safe senders list

 

  1. Sign in to Outlook Web App. For help, see Getting started in Outlook Web App.

  2. At the top of the page, select SettingsSettings: update your profile, install software and connect it to the cloud > Mail.

  3. Under Options, select Block or allow.

  4. To add an entry to Safe senders and recipients, enter the email address or domain that you want to mark as safe in the Enter a sender or domain here text box, and then press Enter or select the Add icon The Create new folder button next to the text box.

    • For example, to mark all email from addresses that end in contoso.com as safe, enter contoso.com in the text box.

    • To mark a specific person as safe, enter that person's full email address. For example, to mark all messages from KatieJ@contoso.com as safe, enter KatieJ@contoso.com in the text box.

  5. (Optional) Select the Trust email from my contacts check box to treat email from any address in your contacts folders as safe.

  6. Select Save to save your changes.

Remove a sender or domain from the safe senders list

  1. To remove an entry from Safe senders and recipients, select the entry and select Remove.

  2. Select Save to save your changes.

Blocked senders

Blocked senders are people and domains you don't want to receive email messages from. Messages received from any email address or domain listed in your blocked senders list are sent directly to your Junk Email folder.

Add a Sender or domain to the blocked senders list: Outlook Web access

  1. At the top of the page, select SettingsSettings: update your profile, install software and connect it to the cloud > Mail.

  2. Under Accounts, select Block or allow.

  3. To add an entry to Blocked senders, enter the email address or domain that you want to block in the Enter a sender or domain here box, and then press Enter or select the Add icon The Create new folder button next to the text box.

    • For example, to block all email from addresses that end in contoso.com, enter contoso.com in the box.

    • To block a specific person, enter that person's full email address. For example, to block all messages from KatieJ@contoso.com, enter KatieJ@contoso.com in the box.

  4. (Optional) Select the Don’t trust email unless it comes from someone in my Safe Senders and Recipients list or local senders check box to treat all email as junk unless it comes from someone included in your Safe Senders and Recipients list or local senders.

  5. Select Save to save your changes.

Remove a sender or domain in the blocked senders list

  1. To remove an entry from your Blocked senders list, select the entry and select Remove..

  2. Select Save to save your changes.


 

Email Encryption

The University of Toledo has implemented an email encryption service for communications containing sensitive information.  All external university correspondence (sent to addresses other than those at utoledo.edu) containing PHI, SSNs, Credit Card numbers or other sensitive personal information should be encrypted prior to transmission (see UT Electronic Mail Services Policy).  To encrypt and email follow one of the methods below 

1. Include the phrase [encrypt] in the subject line of the email (the brackets [ ] must be used to force the encryption).

Email Encryption - Example

2. Select the options tab at the top of your email message.  select the encrypt button and select Encrypt-Only

 

 

Last Updated: 7/15/24