Outlook

The new Outlook has a more stripped-down look. There are fewer menu tabs and fewer clicks to create appointments, rules and quick steps. Tasks disappear, and it becomes a little more difficult to see all the attachments in an email. Some of the new features are:

• Pin pinned mail - pinned mail ends up at the top
• Snooze – the email disappears from the inbox and comes back as a new email at the time you set (is in the Snoozed folder meanwhile)
• The next meeting is displayed at the top right
• Respond to emails with emojis (only visible to those with the new version)
• Customize functions/buttons that appear when you open an email - eg Report junk, Send to Teams, Translate
• Personal page for people inside and outside JU who want to book a meeting with you
• Easier to share calendar
• Publish your calendar externally with different levels of detail - show busy only, show title and location, show all details
• State whether you work in the office or remotely
• Save declined appointments in the calendar Word, 168.4 kB, opens in new window.
• "Follow" a meeting that you cannot attend External link, opens in new window. (not available for all yet)
• Add email reminders to your appointments
• Save views in the calendar for quick return

Read the guide från Microsoft about how to set up an automatic reply External link, opens in new window..

All attachments are scanned for malicious content. The e-mail is co-delivered with the attachment after the scan has been completed, which means that there will be a shorter delay in delivery.

Students can forward their e-mail, but not staff.
Guide about how to forward your e-mail External link, opens in new window.

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.

Email, contacts, calendar, reminders and notes.

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.

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).

50 GB.

100 MB (including attachments).

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

Follow the guide Using a shared mailbox Pdf, 173.9 kB.

Read Microsoft's guide about how to add a shared mailbox on a mobile device External link, opens in new window.

Follow the Microsoft guides.

Because of security reasons, the option to use IMAP/POP/SMTP is closed.

Clutter/Focused Inbox is a tool in Outlook for sorting your inbox. Follow Microsoft's guide for turning off Clutter in Outlook. External link, opens in new window.

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