Author: Ethan Backus

Deleting an Address from Outlook’s Autocomplete List

Faculty and staff who use Outlook for email can remove incorrect or outdated email addresses that are suggested by Outlook’s autocomplete tool.

Outlook remembers every address you type in a To, Cc, or Bcc field. When you begin typing in these fields, it will makes suggestions based on past entries. This can be problematic if the address is incorrect or outdated, and to avoid sending the message to the wrong recipient or an undeliverable address, you should remove it from the cache.

How to remove an address

 

  1. Begin typing the email address into an address field. When then name appears in the list, click the X next to the address.

  1. Once cache is cleared,
    1. either manually type in the full email address again

 

    1. Or select the “To…” box and search for the user

The address book should pop up. Search using the Last Name, First Name format. Select the contact and then click To… Finally click OK.

 

How To Configure Mail Clients using IMAP for Gmail Mailboxes

After reading this article students with mailboxes on Gsuite should be able to configure their Outlook client using IMAP. IMAP (Internet Message Access Protocol) is an email protocol used for retrieving and storing incoming mail sent over SMTP.

  1. Open Control Panel and click “E-mail Accounts….”. Click “New” to create a new profile. Select “Manual setup or additional server types” as shown below and click Next

  1. Select “POP or IMAP” and click Next.

  1. In the POP and IMAP account settings page, fill in the information below:
  • Your name: This will be your display name
  • Email address: This will be your primary UConn email address in the format FirstName.LastName@uconn.edu.
  • Select the Account type as IMAP.
  • Incoming mail server: imap.gmail.com
  • Outgoing Mail Server (SMTP): smtp.gmail.com
  • User Name: This will be your primary UConn email address in the format FirstName.LastName@uconn.edu.
  • Password: Your Google account password

Select “Remember password” and click “More Settings

  1. Your email address should auto-populate in the General tab

  1. Click the Outgoing server tab and select “My outgoing server (SMTP) requires authentication” and “Use same settings as my incoming mail server

  1. Click the Advanced tab and update the following:

Incoming mail server (IMAP): 993

                        Use the following type of encrypted connection: SSL

                        Outgoing server (SMTP): 587

Use the following type of encrypted connection: TLS

  1. Click OK and then Next. Ensure the Test Account Settings complete successfully and click Finish

For more information on the configuration: https://support.google.com/mail/answer/7126229

 

Advanced Threat Protection (ATP): Scanning Attachments and Links

Safe Links:

All links going through Office365 will be scanned by ATP. The URL will be scanned and rewritten as shown below.

The URL will change even if the links are safe and will still take you to the desired webpage. This URL change will apply to received emails to all users.

 

Unsafe Links:

The URL will change if the link is unsafe. If you accidentally click on the link, you will see the following:

 

Safe Attachments:

All attachments going through Office365 will be scanned for malware by ATP. If ATP suspects malware in an attachment, it will still deliver the message but block the attachment.

If an attachment is scanned as malicious, the following message will show:

Last Modified: 5/11/2018

End User Features for Exchange Online Protection (EOP)

When an email message goes through EOP it is assigned a spam score, which is determined by a set of rules. EOP spam scoring is set from 0-9. Emails with a spam score 0-4 are considered as not spam. Emails with a spam score 5-6 are considered likely spam. Emails with a spam score 7-9 are considered highly likely spam/phishing.

Score 0-4:

Mail given a score of 0-4 will end up in a user’s inbox (or elsewhere if the user has a rule set up in OWA/Outlook).

Score 5-6:

This means that EOP considers this as Spam, and will add a {SPAM!} tag in the subject line. It will also deliver these emails to your Junk email folder. If these tagged emails are received in your Inbox, follow the steps below to ensure that they are moved to your Junk email folder:

In OWA: Click on the gear icon (top right corner), Mail, under the Accounts drop-down select block or allow, and click to “Automatically filter junk email”

Outlook Screenshot

In Outlook: Click Home, Click the Junk dropdown, and choose Junk E-mail Options. Increase desired junk email protection

Outlook Screenshot

Score 7-9:

Mail given a score of 7-9 will be put into a “Quarantine” which the users will receive as a “Quarantine Digest” everyday. These emails will always come from quarantine@messaging.microsoft.com. Emails will retained for 30 days only. Take extra care in reviewing these emails in the digest before releasing them as EOP highly suspects that these are malicious or dangerous. In this Digest, users can choose to 1) release the email to the user’s inbox or 2) release the email and report it as a false positive. Note that emails in Quarantine never go to the user’s inbox, unless the user chooses to release it to their inbox. An example of the Digest is below:

Outlook Screenshot

If you wish to not receive these Digest emails, you may right-click on the email, select Junk, and choose to Block Sender. This will send the emails to your junk folder, instead of your inbox. 

Last Modified: 5/11/2018

Troubleshooting Automatic Replies from Office 365 to Gmail

Summary of issue

Automatic replies set up by UConn faculty and staff in Office 365 are not received by students in their UConn Gmail accounts.

Automatic Replies is a setting in Microsoft Outlook that enables the account owners to create an automatic response to incoming messages. This setting is frequently used for out-of-office messages.

Explanation

Students have an Office 365 mailbox, even though their official university email account is on G Suite. Their Office 365 account typically forwards data to their G Suite accounts, but automatic replies are an exception and not forwarded.

Resolution

As a workaround, faculty and staff can create a rule in Outlook so that automatic replies are delivered to students’ Gmail accounts.

How to create a rule

  1. Open Outlook. Click the Home tab at the top of the screen. Click Rules in the top ribbon, and then select Manage Rules & Alerts from the dropdown menu.
  2. Click New Rule…, and select Apply rule on messages I receive. Click Next.
  3. Ensure that none of the conditions are checked. Click Next and then click Yes in the popup box.
  4. Check the box by have server reply using a specific message.

  1. In the Step 2 box, click the hyperlinked text “a specific message.”
  2. In the untitled message that pops up, type your automatic reply (out-of-office message). You do not need to enter anything in the To… or Cc… fields. Click Save & Close in the top ribbon when finished.
  3. In the Rules Wizard menu, click Next and then Next again to pass through the next screen and finally Finish.
  4. In the Rules and Alerts screen, click OK.

Turning off rules

  1. Open Outlook. Click the Home tab at the top of the screen. Click Rules in the top ribbon, and then select Manage Rules & Alerts from the dropdown menu.
  2. In the top box, select the rule you wish to turn off.
  3. Either uncheck the box by the rule if you wish to use it again but turn it off, or leave the box checked and click Delete if you wish to completely remove the rule.
  4. Click OK.

Last Modified: 6/16/2017

Keywords: Office365, Outlook, Exchange, Apple Mail, Windows, Mac, setup, reply, auto, gmail

How do I book a meeting room or location in Outlook?

If you want to reserve a specific meeting room or location for the meeting invitation you are creating in Outlook, you can select a room from the Global Address Book.

This article covers how to book a conference room using

  • Outlook 2013 and 2016 Outlook for Windows
  • Outlook 2016 for Mac
  • Calendar in Office 365

Using Outlook for Windows

Outlook 2013 & 2016

  1. Open Outlook.
  2. Create a meeting invitation. You can do this task multiple ways:
    1. In the Mail screen, click New Items in the upper left bar and then select Meeting.
    2. Click Calendar in the bottom bar and then either click New Meeting in the upper left bar or right click on the desired meeting date and select New Meeting Request from the right-click menu.
  3. Beside the Location box, click the “Rooms…” button.
  4. Search for the conference room you wish to book and double-click your choice.
Note: If you do not see a list of rooms, click the drop down arrow under the Address Book field at the top of the box. Select Global Address Book or All Rooms.
  1. Click OK.
  2. The dialog box will close, and you will see that your selected room is listed in the To: and Location fields.
  3. Now complete the other fields in your meeting invitation. You can use the Scheduling Assistant, located in the top bar, to check the availability of your meeting participants and the conference room.
  4. Click Send. You will receive a message from the calendar account for the room accepting your request if the room is available during the selected day and time.

 

Using Outlook 2016 for Mac

  1. Open Outlook 2016.
  2. Click the Calendar tab at the bottom bar to get to the calendar selections.
  3. Click the Meeting button at the top left to create a new meeting.
  4. Under Location, click the address book icon located to the right.
  5. You will have many different options to search under. Change your options to Search All Fields in Default Global Address List.  
  6. Type the name of the room you would like to reserve in the search field.
  7. Click on the room.
  8. Click the Resource button at the bottom right of the contacts search window. This will add your chosen room as a contact for the meeting and as the location.
  9. Close out of the Contacts search window.
  10. Click the Scheduling button at the top right of your meeting ribbon to check the availability of your meeting participants and the conference room.
  11. Click Send. You will receive a message from the calendar account for the room accepting your request if the room is available during the selected day and time.

 

Using Calendar in Office 365

Note: Students who need to access these resources must have UConn Student Worker Accounts (usernames in the format student####)
  1. Sign into Office 365 online portal by going to http://email.uconn.edu and clicking on Office 365. You can also go directly to the login page at https://login.microsoftonline.com.
  2. Login with
    1. Username: UConn email address (lastname@uconn.edu OR student####@ad.uconn.edu)
    2. Password: NetID or Student Worker Account Password
  3. Once in the portal, you will see the tiles of the apps available to you. Click the Calendar
  4. Click New in the upper bar.
  5. Complete the information for your meeting.
  6. Click within the second field Add a location or a room. Select a room from the list that appears, click Add room at the bottom of the list, or search by the room name (e.g., ~UITS – Conference Room).
    1. If you select Add room, then select All rooms to view rooms in the Global Address list.
  7. To check availability of the room and participants, click the calendar icon to the right of People.
  1. Click Send. You will receive a message from the calendar account for the room accepting your request if the room is available during the selected day and time.

Last Modified: 10/24/2017

How do I access the calendar for a room in Outlook?

After reading this article, faculty, staff, and student employees will know:

  • How to access a calendar in Outlook Web Access
  • How to access a calendar in the Outlook desktop client
Note: Your permissions set for the account determine how much access you have to a calendar. Authors may add entries and edit/delete their own entries. Editors may add entries and edit/ delete all entries. Read-only access allows users to view existing entries but not to make any changes.

 

Open the room calendar in Outlook Web App

Note: Students who need to access these resources must have UConn Student Worker Accounts (usernames in the format student####)
  1. Sign into Office 365 online portal by going to http://email.uconn.edu and clicking on Office 365. You can also go directly to the login page at https://login.microsoftonline.com.
  2. Login with
    1. Username: UConn email address (firstname.lastname@uconn.edu OR student####@ad.uconn.edu OR NetIDwork@uconn.edu)
    2. Password: NetID or Student Worker Account Password
  3. Once in the portal, you will see the tiles of the apps available to you. Click the Calendar
  4. Right click Your Calendars on the left side of the window and select Open Calendar from the right-click menu.
  5. Type the display name of the shared calendar (e.g., ~UITS – Conference Room 100). Please note that resource#### will not work here.
  6. Select the calendar from the list of options in the drop down menu.
  7. Click Open. The calendar will now be displayed.

 

Open the room calendar in Outlook

Note: Students who need to access these resources must have UConn Student Worker Accounts (usernames in the format student####)
  1. Open Outlook by clicking the Outlook icon on your workstation. If you are prompted to login, enter:
    1. Username: UConn email address (firstname.lastname@uconn.edu OR student####@ad.uconn.edu OR NetIDwork@uconn.edu)
    2. Password: NetID or Student Worker Account Password
  2. Click Calendar, located near the bottom left corner of your Outlook window
  3. In the Home tab, select Open Calendar
    1. Select either From Address Book… or From Room List…
  4. Enter or search for the display name of the calendar (e.g., ~UITS – Conference Room 100). Double-click the desired calendar from the list generated below.
  5. Click The calendar will now be displayed.

 

Last Modified: 10/31/2017

 

How can I have a conference room added to Outlook so that users can schedule and book it?

In Outlook, you can view the availability and book a conference room or other shared resources if it is included in the Global Address list. In order to schedule and book the room in Outlook, the room must have a calendar account created. Once this account is created, rooms will display as ~Department Name – room# (e.g., ~ITS – Conference Room 100) in the Global Address list and can be managed in Outlook.

The first step is to create a calendar account for the room, and after reading this article, staff, faculty, and student employees should be able to:

  • Request a room mailbox and calendar

 

How to request a room mailbox

Contact ITS Help Center at (860) 486-4357 or helpcenter@uconn.edu with the following information:

  • The name you would like to create for the room. Provide it in the following format: ~Department Name – room#
  • The NetID for staff or student#### or NetIDWork for student employees who require author access. Authors may add entries and edit/delete their own entries.
  • The NetID for staff or student#### or NetIDWork for student employees who require editor access. Editors may add entries and edit/ delete all entries.
  • The NetID for staff or student#### or NetIDWork for student employees who require read-only access. Read-only access allows users to view existing entries but not to make any changes.

A resource#### will be provided by ITS once the account has been created. Permissions will be set approximately one hour after the account has been created. Once these settings are in place, the room will be included in the Global Address list, and designated employees, students, and faculty can manage scheduling for the room via Outlook.

 

Note: For OU Administrators: Calendar groups will be placed in the local administrator’s organization unit (OU). Please provide the OU information in Active Directory Users and Computers.

 

Last Modified: 10/31/2017

How do I setup Office 365 email on a desktop?

After reading this article faculty and staff should be able to:

  • Setup any of the following email clients to access their Office 365 email
    • Outlook for Windows
    • Outlook for Mac
    • Apple Mail

Office 365 is a collection of cloud-based tools through which UConn faculty and staff have their official UConn email account and calendar.

Apple Mail is the built-in email client for Mac operating systems.

Outlook for Windows

Outlook 2013 & 2016

  1. Open the Windows Start menu, search for the Control Panel, and click on the icon for Mail.
  2. Click the Show Profiles button (note: if this is the first time you have setup your email you may not see this dialogue).
  3. Click the Add… button to create a new email account.
  4. Enter a Descriptive Name as your profile name and click OK.
  5. The Email Account fields should auto populate.  Click Next to continue.
  6. A pop up will appear with your NetID@ad.uconn.edu. Replace that with your FirstName.LastName@uconn.edu.
  7. Enter Your NetID password, then check “Remember my credentials.” Click OK.
  8. Click Finish.

 

Outlook for Mac

Outlook 2016 for Mac

  1. Open Outlook
  2. Navigate to Tools > Accounts
  3. Click Add Email Account or + at bottom left of window.
  4. Enter your UConn Office 365 email address and click Continue.
  5. Enter your Office 365 password and click OK.
  6. Click Done and Exit out of Accounts window.

 

Outlook 2011 for Mac

    1. Open Outlook
    2. Navigate to Outlook > Preferences…
    3. Click Accounts.
    4. Select Exchange Account.
    5. Uncheck the Configure automatically option and enter the appropriate information in the fields as shown in the screenshot below then click Add Account.
    6. screenshot

    7. Outlook account is added. Exit out of Accounts window.

    Apple Mail

    1. Open System Preferences and click on Internet Accounts.
    2. Click on Exchange.
    3. Enter your information as follows;
    4. Name: First.LastName@uconn.edu
    5. Email Address: First.LastName@uconn.edu
    6. Password: NetID Password
    7. Select Mail and any other Apps you want to use with this account.
    8. Click Done.

    Keywords: Office365, Outlook, Exchange, Apple Mail, Windows, Mac, setup

    Last Modified: 6/16/2017

How do I setup Office 365 email on mobile devices?

After reading this article faculty and staff should be able to:

  • Configure any of the following mobile devices to access their Office 365 email
    • iOS devices
    • Android devices
    • Windows mobile devices

Office 365 is a collection of cloud-based tools through which UConn faculty and staff have their official UConn email account and calendar.

iOS Devices

iOS Mail App

  1. Go to Settings > Accounts & Passwords. Under Accounts, click Add Account.  Choose Exchange.
  2. Enter your FirstName.LastName@uconn.edu in the email field. Add a description (optional). Press Next.
  3. When prompted, click Sign In.
  4. On the login.microsoftonline.com page, enter your NetID Password and then press Sign in.
  5. Select Mail and any other Apps you want your account to use. Press Save.

The account has now been added to your device.

Outlook App for iOS

  1. On your mobile device, go to the App Store and download the Microsoft Outlook app.
  2. Open the app after it is installed.
  3. Press Get Started or if you already have an account set up navigate to Settings > Add Account.
  4. Choose whether or not you would like Outlook to send you notifications.
  5. If you chose to get notified, a popup displays saying Outlook would like to send you notifications. Press OK.
  6. When prompted to add an email account, enter FirstName.LastName@uconn.edu and press Add Account.
  7. Enter your Office 365 password and press Sign in.
  8. You have the option to add another account.   Press Maybe Later to proceed to your Office 365 email in Outlook.
  9. A few screens of help text are presented, which you can read or skip. Your Office 365 Inbox then displays.

Android Devices

Android Mail App

  1. Launch the Email application (generally accessible under the all programs section of the interface). Be sure you are setting your email up as a Corporate Email Account.
  2. Select Exchange Activesync in the Choose your mail provider window.
  3. Enter your UConn e-mail address and password. Press the Manual Setup button (not Next).
  4. Ensure the following information is entered:
    • E-mail address: FirstName.LastName@uconn.edu
    • Server address: outlook.office365.com
    • Username: FirstName.LastName@uconn.edu or **Some devices may require the field to be completed as:  uconn\FirstName.LastName@uconn.edu
    • Password: NetID password
    • This server requires an encrypted SSL connection: checked
  5. Press Next.
  6. Select the data to synchronize with the Exchange Server (ie: Mail, Contacts, Calendar – choose which ones you would like to sync to your device and press the Finish Setup button).
  7. Press OK for the security policy dialogue that appears.
  8. If presented with a dialogue asking you to apply security policies to your device, press the Activate button to continue.
  9. If prompted to set a device password, press the PIN/passcode options, enter a code twice, then press Continue. If you exit out of this, the e-mail setup will be cancelled.
  10. You should now be directed to your mail box where messages will begin downloading shortly.

Outlook App

  1. On your mobile device, go to the Google Play Store and install the Microsoft Outlook app.
  2. Open the app after it is installed.
  3. Press Get Started.
  4. Enter your @uconn.edu email address and then press Continue. No password is required at this point.
  5. When prompted to choose an account type, press Office 365.
  6. Enter your @uconn.edu email address and tap Sign In. Do not enter your NetID password.
  7. If the WebLogin screen displays, enter your NetID and password and press Login. Two-step authentication may also be required.
  8. You have the option to add another account. Press Maybe Later to proceed to your Office 365 email in Outlook.
  9. A few screens of help text are presented, which you can read or skip. Your Office 365 Inbox then displays.

Windows mobile device

  1. Go to Settings > Email + Accounts > Add an Account and choose Exchange.
  2. In the Email address field enter: FirstName.LastName@uconn.edu
  3. In the Password field enter: NetID Password
  4. Press Sign in.
  5. In the User name field enter: FirstName.LastName@uconn.edu
  6. In the Domain field enter: uconn
  7. Press Sign in.
  8. Press Advanced.
  9. In the Server field enter: office365.com
  10. Press Sign in.

Keywords: email, Outlook, mobile device, Office 365, Apple, iOS, Android, Windows, setup

Last Modified: 6/16/2017