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Email FAQs

Managing Personal Mailboxes

Allow someone else to manage your personal mailbox

You can delegate access to your inbox, or any of the folder beneath it, to other individuals within the organisation.  This option allows the individual to whom you have delegated access to read and reply to your messages, or only to read your messages.  When they reply to messages “sent on behalf of” will appear beside your name on the message.

 

How to delegate access:

1. Click on File
2. Click on Account settings to display the drop down below:

 displays account settings menu

3. Choose delegate access
4. Click on add and find the user you wish to grant access to

List of delegates window

5. Click on ok, and then enter the appropriate properties as shown

Delegates permissions window

6. Click on OK, the following is displayed:

Summary window of delegate names and permissions

Ask the delegate to access your mailbox following the instructions on How to Open Someone Else's Mailbox.

How to open someone's personal mailbox

Pre-requisites:   Your colleague must have allowed you access to manage their mailbox (see link1) or you must have access rights to the shared mailbox (see link2)

 

 Outlook 2013 on Windows

1. Login to Outlook as yourself

2. Click on File > Info > Account Settings > Account Settings

 Outlook 2013 account settings

3. Click on Change in the dialogue box displayed

More detail of Outlook 2013 account settings

4. Click on More Settings

Server settings window

5. Click on the Advanced tab to display the following:

Advanced tab

6. Click on Add

Name of the mailbox you wish to open

7. Type the name of the mailbox you wish to open and click Ok

enter the name of the mailbox you wish to open

8. Uncheck the box next to "Use Cached Exchange Mode" and click on Apply

Summary of the mailbox and settings

You will be prompted to restart Outlook if this is the first time you have done this.

9. The mailbox and folders will be displayed in the left panel of your Outlook client

The mailbox folders visible in the left panel of Outlook

Share your Personal Calendar

By sharing your personal calendar you allow other individuals within the organisation to view only the free/busy information in your calendar.  Those individuals cannot edit the information in a calendar that has been shared with them.

To share your calendar using Outlook 2013:

1.  Open your calendar and click on share

Displays the calendar tool bar in Outlook 2013

2. A Sharing Invitation will be displayed.  Complete the details of the intended recipient, the level of permission you wish to grant and click Send

Invitation to share calendar in Outlook 2013

3. The person you have shared the calendar with will receive the following message:

Displays a copy of the message the recipient receives

4. They should then click on +ADD CALENDAR to add the calendar to their own mailbox.

Share folders migrated from GroupWise

We recommend that you move these folders to beneath your inbox.  This is in keeping with the configuration of Outlook.  Alternatively you can configure sharing individually for each folder.

Managing Shared Mailboxes

How to start managing a shared mailbox

To manage a shared mailbox you need to be granted rights to read email in all folders, create folders, create rules, send email, update the calendar and share the inbox and calendar with others.

Someone who currently manages the shared mailbox should request that you are granted these rights by contacting UoD IT Help4u stating the following information:

- Name of the shared mailbox

- Name and email address of additional owner

We recommend that Shared mailboxes have multiple owners to cover possible absences.

How to open a shared Mailbox you own

All shared mailboxes should be managed using Outlook Web Access

 

1.  Click on your display name on and choose Open Another Mailbox...

Open another mailbox button is displayed

2.  Type the name of the shared mailbox you wish to open e.g. ProxyTest

Find the name of the shared mailbox

3. Select the name and click on Open

Mailbox name is displayed

4.  The mailbox will open in a new browser tab.

How to share the Inbox of a Shared Mailbox that you own

If you are owner of a shared mailbox you can grant other people access to the Inbox.  Depending on the level of rights you grant them, those with access to the Inbox mailbox can read, reply to and manage the folders and items within that mailbox and manage the calendar.

All shared mailboxes should be managed using Outlook Web Access

 Step 1 - Grant access to the shared Mailbox

1. Login as yourself and open the shared mailbox 

2. Right click on the inbox and choose Permissions 

Inbox options

3. The following box is displayed:

permissions dialogue box

 

4. Click on + type the name of the person you wish to add

dialogue box to add name of person to whom you wish grant access

5.  Click on Add

6.  Choose Permission level from the drop down

Permission level dialogue box

7.  Click on ok to save this change. 

How to open a shared mailbox you have been granted access to

All shared mailboxes should be managed using Outlook Web Access

 

The person you granted access to should now take the following steps to open the folders you have shared with them.

1. Login to webmail and right click on your Inbox, choose Add Shared Folder

Permissions menu

2. Type the name of the shared mailbox you wish to open and click on Add

Name of mailbox you wish to open

3. The folders will be displayed on the left panel of your mailbox.

folders displayed on the left panel

 

 

 

 

How to share the calendar of a shared mailbox you own

By sharing the calendar of a shared mailbox you allow other individuals within the organisation to view only the free/busy information in the calendar.  Those individuals cannot edit the information in the calendar.

All Shared Mailboxes should be managed using Outlook Web Access (webmail)

 

1.  Login to webmail with your personal mailbox and open the shared mailbox whose calendar you wish to share

Displays office 365 tool bar with calendar highlighted

2.  Click on the Share button to the top right of the window

Displays the share button on outlook web access

3. Enter the details of the person you wish to share the calendar with in the To field and click on send

Displays the message sent when sharing a calendar

4.  The person you have shared the calendar with will receive the following message:

Displays a copy of the message the recipient receives

5. They should then click on +ADD CALENDAR to add the calendar to their own mailbox.

They also have the option to share their calendar back, however this is not recommended for use with a shared mailbox.

How to make sure messages you send from a shared mailbox are saved to the sent items folder.

The most reliable way to make sure that messages sent from a shared mailbox are saved to the the Sent Items folder of that mailbox is to use webmail.  However, if you wish to use Outlook, you can make sure the sent messages are saved to the correct Sent Items folder by taking the steps below:

1.  Use the Managed Desktop.

By default Outlook on the managed desktop is configured to use cached mode and has the appropriate registry settings to save replies to messages in the shared mailbox to the correct Sent Items folder.

2.  Always choose the name of the shared mailbox in the from field when you send a new message from a shared mailbox.  As shown below:

The from field in Outlook 2013

If you don't see the From field, add it by clicking on Options at the top of the message and clicking on From in the Show Fields section.

Personal Contacts and Distribution Lists

How to create a Distribution List

In Office 365 these are known as Public Groups.

Note:  We recommend that you use Outlook Web Application to create and manage these lists.

 

1.  Login to Outlook Web Application (Your University email)

2.  Click on Settings (cog icon) > Options

3.  On the left panel choose Groups

4. Below distribution groups I own click on the + sign to add a new one

5. Enter the Display Name for the list

6.  Enter an Alias for the list.  This can be the same as the display name or a shortened version.

7. Enter the email address.  This will be the display name with no spaces and choose @dundee.ac.uk from the drop down list.

8.  You will automatically be added as an owner of the list.  You can add other owners by clicking on the + sign and choosing them from the address list.

9. Add members by clicking on the + sign and choosing them from the address list.

10. Choose whether anyone can join the list or if membership has to be approved

11.  Choose whether anyone can leave the list without owner approval.

12. Click on Save.

 

Your list will appear in the Global Address list within twenty four hours.

Managing Meetings using Office 365

Check availability and make a room booking

To hold a meeting you need attendees and a meeting rooms in which to have the meeting.  Office 365 can assist you with scheduling a suitable date and time when the attendees and the meeting room are available.

Note: You do not need to have rights to the proposed attendee’s calendar to check their calendar for availability

First you need to check on the availability of the attendees and the room

 

1. In Outlook 2013 open your Calendar

Calendar button in Outlook 2013

2.  Choose New Meeting

New meeting button displayed


3. Add the names of the attendees

4. Add the subject of the meeting

5. Choose a room using the Room List

6. Enter the start time of the meeting

7. Enter the end time of the meeting

8. Click on Scheduling assistant

The proposed meeting time is displayed as a bar down the list of attendees and rooms.  Periods when attendees and rooms are not available are blocked out.

 

If the meeting time shows all calendars free you can go ahead and click send to send the room booking and the meeting request to all attendees

If one or more attendees are not available change the date or time of the meeting using the Start time drop down at the bottom of the window

If the new time shows everyone as available, click send to send the room booking and the meeting request to all attendees

 

If the room you chose is not available you can search for another room using the instructions below:

1. Click on Add Rooms at the bottom left of the window

2. Choose another room and click Add

3. The room is added to the list and the availability displayed

4. If the new time shows everyone as available, remove the unavailable room

5. Click Send to make the room booking and send the meeting request to all attendees.

Receipts for Room Bookings

When a room is available and you are automatically approved to book the room.  You will received a message like this:

For rooms where your bookings must be confirmed your booking will be tentatively accepted initially.  You will receive a message like this:

The tentative booking will block out the room to other users who use scheduling assistant and will reduce the likelihood of double bookings.

The manager of the room will then accept or decline your request based on the number of requests for the room or the suitability of the room.  They may also propose another room that is more suitable for the number of attendees of your meeting. 

 

If your booking is accepted, you will receive a message like this:

 

If your booking is declined, you will receive a message like this:

 

 

How to accept room bookings (for Room Managers)

To accept the room booking click on Accept and choose “Send the response now” or “Edit the Response Before Sending

 

 

A message stating that the room has been booked is sent to the person who made the booking. 

To accept the room booking click on Accept and choose “Send the response now” or “Edit the Response Before Sending”

How to decline room bookings (for Room Managers)

To accept the room booking click on Decline and choose “Send the response now” or “Edit the Response Before Sending

A message stating that the room booking has been declined is sent to the person who made the booking.

How to propose a new meeting time

When you receive a meeting request at a time that is unsuitable you can suggest a more suitable time to the sender of the request.  To do so click on Propose new time as shown:

Choose Tentative and Propose New Time or Decline and Propose New Time depending on availability.

The following window will be displayed:

 

Choose a new date and time or use the AutoPick Next button  to find the next available time

Click on Propose Time

A message will be displayed, click on send to notify the sender of the meeting request of your proposed new time.

 

Using Online Calendars

How to publish a calendar to the internet

Login to webmail

If the calendar you wish to share is a shared mailbox, open that mailbox in the usual way

Publish calendar step 1

Click on the Calendar menu item

Publish calendar step 2

Right click on calendar and choose permissions

Publish calendar step 3

Below OUTSIDE ORGANISATION

Publish calendar step 4

Choose between “limited details” and “full details

Publish calendar step 5

click on Save

How to open a published calendar

Login to webmail

Click on calendar in the menu bar

Right click on OTHER CALENDARS and choose open calendar

Open calendar step 1

In From directory, type the name of the calendar, or partial name and search

Open calendar step 2

Click on the calendar name

Open calendar step 3

Click on open

Open calendar step 4

The calendar will be overlaid onto your own calendar

Edit