Email

IUP uses Office 365 for our email. Office 365 offers an email quota to 50GB. It also provides the single sign on integration. You will use your network username/ password to access your email.

Office 365

Sending emails to an external email address

To help users with identifying phishing attempts, Mail Tips have been enabled for all messages with an external email address. When you reply or create an email to a user with an external email address, a Mail Tip at the top of the screen will appear and state "The following recipient is outside of your organization: user@mail.com."

How do I forward a phishing message as an attachment to abuse@iup.edu?

Outlook Client

  1. Open a message by double-clicking it.
  2. Within the messages tab, in the Respond group, click on More to get a drop-down option of forwarding/sending as an attachment.

Microsoft Outlook on MAC

  1. Click the Home tab and select Message.
  2. Click the Attachment button from within the ribbon bar to forward the message as an attachment.

Outlook Web App

  1. Log in to Outlook in a web browser.
  2. Click New Email Message.
  3. Click on the pop-out icon located at the top right corner of the message window. This will open up the message in its own window.
  4. Organize your windows in such a way that you can drag the desired message to the New Message window.
  5. The message will be included as an attachment. Add any relevant information and press Send.

    Note: If you are currently in Conversation view, all the messages within the conversation will be attached. If you only want a specific message to be attached, change your view to Messages, then attach.
Finding the email address of an email message

Scammers will often send emails trying to impersonate people you know. The name of the person will even display at the top of the message, but if you check the email address, you will see that it is not the correct email address for the person you know.

Keep in mind that even if a message comes from an IUP email address, this does not mean that the message is safe. If any message is even remotely suspicious, you should not respond to the message. It is possible, an intruder may have gained access to an IUP email account and is sending messages from that account.

Please forward all suspicious emails to abuse@iup.edu and then delete the message.

If you received a suspicious email and you want to determine the email address of the sender, check the sender's email address for the email client you are using.

Outlook Web App

When accessing email using a web browser like Google Chrome, Microsoft Edge, Mozilla Firefox or Safari using the Outlook Web App via https://mail.iup.edu.

  1. Click on a message it appears in your preview pane.
  2. At the top of the message a round icon and a name or an email address
  3. If you only see a name at the top, that means the message came from someone within IUP
  4. If you see a name and/or an email address at the top, then that means the message is from outside of IUP

Outlook desktop client for PCs (Microsoft Windows) and the Mac OS

When using the Outlook desktop application:

  1. When you click on a message it appears in your preview pane on the right or, if you do not use a preview pane, simply double click on the message to open it
  2. At the top of the message is a round icon and a name or an email address
  3. If you only see a name at the top, that means the message came from someone within IUP
  4. If you see a name and/or an email address at the top, then that means the message is from outside of IUP.

Mail for MacOS (MacBook or iMac)

When using native mail application on MacBook or iMac device:

  1. Click on the display name of the email.
  2. You will then see a dialog box displaying the sender's email address.

Outlook app for iOS

When using the Outlook app on iPhone or iPad device:

  1. Open the email message, then tap on the display name
  2. The email address will appear when you tap on the display name. This email message came from a Gmail account.

Mail for iOS (iPad or iPhone app)

When using the native mail application on iPhone or iPad device:

  1. Tap on the email to display the message
  2. Tap on details
  3. Tap on the displayed name
  4. You will see the email address at the bottom.

Outlook app for Android

When using the Outlook app on Android devices:

  1. Outlook for Android does not display a sender's email address by default.
  2. You can find the email address by opening the email message and then tap on the displayed name
  3. The email address will appear when you tap on the displayed name. This email message came from a Gmail account.

Where can I find information on Microsoft Office 365 and FERPA?
How do I access the Office 365 portal?

Usage and Features

Are the same features available in all versions of the Outlook client?

No, Outlook 2016 for Mac may not have the same features as Outlook 2016 for Windows or Windows 10 Mobile. For example, the Focused Inbox may not be available across all platforms.

After I delete a message, how long do I have to recover it if I discover that I need it?

When you delete a message, it will be moved to the Deleted Items folder. It will remain there until you delete it, either by emptying the entire folder, or deleting individual messages. After a message has been deleted from the Deleted Items folder, you have 30 days to recover it. After 30 days, it can no longer be retrieved.

How do I set up an autoreply message in Office 365 (vacation notices, etc.)?
  1. Go to mail.iup.edu and log in using your network credentials.
    Note: Automatic replies will not work if you are using the Outlook desktop client. You must use the Outlook Web App via mail.iup.edu. Automatic replies via the Outlook desktop client will only work if the Outlook desktop client is always running on your computer.
  2. Click the gear icon (settings)then View all Outlook settings located at the bottom of the page.
  3. Under the Mail Settings section, click Automatic replies.
  4. Select Turn on automatic replies.
    1. To set a start and end date and time and calendar options, selectsend replies only during a time period to enter the desired start and end date. Do not select this box if you plan to manually turn your automatic reply on and off.
    2. If you selected the checkbox to send replies during a time period, set the dates and time.
  5. You are able to send a separate message to those within the IUP organization and to those external to IUP.
    1. Select the checkbox for external users, then the checkbox to only reply to those external users that are in your address book.
    2. Enter your reply message in the message box. This reply will go to users not at IUP. You must enter an automatic reply message here or the external user will get a blank reply message.
    3. You have an option to send your automatic reply to all external senders or only those in your contact list. Make your selection and enter an automatic reply for external users.
  6. ClickSaveto save your selection, then close the Settings dialog box to return to your email.
What is the maximum number of individual email addresses that can be used when sending an email message?

You cannot send a message to more than 500 single addresses in one email. If you have more than 500 addresses, you will need to split your list into groups of 500 and send multiple messages.

Alternately, if you will be using your list frequently, you may want to consider requesting a mailing list.

If you have any questions, you can create a ticket in ihelp.

How do I identify spam?
How do I mark messages as junk or not junk?

From your Inbox, you can mark a message as Junk if you want that addresses identified as Junk. Future email will be delivered to the Junk Email folder.

If you are reviewing the Junk Email folder, and do not want a message to be listed as Junk, mark the message as Not Junk. The email message will be moved to the Inbox as will any future email messages from that address.

After I've found a message using Search, how can I tell what folder it's in?

Outlook Client

  • Select the message and hit ALT-Enter at the same time
  • This will display a properties dialog box for the message showing the folder location

Outlook Web App

  • Open the message by double-clicking on it
  • The folder location will be displayed below the To/From fields
I need to send an email with an attachment. Is there a size limit?

Yes. Attachments must be under 35MB.

How do I create a new contact list?

Create, view, and edit contact lists

A contact list is a collection of email addresses, and is useful for sending email to a group of people. Contact lists are sometimes referred to as distribution lists. Groups in Office 365 is not offered by IUP, and will not work through your IUP email.

To create a contact list:

Note:By default, contact lists are created in the default Contacts folder, and you can also see them under Your Contact Lists. If you want to save the contact list in a different folder, select the folder before you selectNew Contact List. After you create a contact list in a folder, it isn't possible to move it to a different folder.

  1. On the People page, on the toolbar, select the arrow next toNew contact, and then selectNew Contact List.

  2. Enter a name for the list, and then add names or email addresses.

  3. Select Create.

Email Tips

When composing an email and sending to the recipients, you may see a notification at the top of the screen if there are any recipients outside of the IUP organization. This notification will ask you if you would like to remove the recipient from the email entirely.

Personalizing

How do I change my display name in Office 365?

To change your Display name, log in to your Account Settings at this link.

If you are not already logged in to a Web Single Sign-on service, log in to the Account Settings portal like logging into MyIUP.

At the bottom of the page, click on Edit Information. When the Account Information dialog box comes up, click on the General link. Change the display name, then click Save on the bottom right of the dialog box.

Allow up to an hour or two to allow the change to sync across all of the servers.

Please log an ihelp ticket if you have any questions.

How do I create a signature in Office 365?

Outlook Client

  1. Select File, then Options
  2. Select Mail
  3. Find Create or modify signatures for messages, select the Signature box
  4. Select Signature, and in the text box type the contents of your signature
  5. Click OK

Outlook Web App

  1. In the top right-hand corner of the screen click on the Settings icon
  2. Select Options
  3. Select Mail
  4. On the left-hand side of the screen, under Layout, select Email signature
  5. Type your signature in the text box that appears
  6. Click Save
How do I change the font settings of unread messages to make them stand out more?

Outlook Client

  1. In Mail, click View.
  2. In the Current View group, click View Settings.
  3. Click Conditional Formatting.
  4. Select Unread messages in the rule list.
  5. Click Font.
  6. Modify the font settings as desired.
  7. Click OK.
  8. Click OK.
  9. Click OK.

Outlook Web App

In the Outlook Web App, you cannot change font color for unread messages, but you can switch to the high contract theme.

  1. Click Settings.
  2. Scroll down to Theme.
  3. Select the high contrast theme.
  4. Click Save.
How do I change my email reading pane in Office 365?

To change the location of the Reading Pane (or preview pane) in Outlook Client

  • Select View, then View Settings.
  • Select Other Settings.
  • Select the desired Reading Pane location.
  • Click OK.

To change the location of the Reading Pane (or preview pane) in the Outlook Web App

  • Click Settings, then select Mail.
  • In the Options pane on the left side, select Reading pane under Layout.
  • Choose the desired location of the Reading Pane.
  • Click Save.
  • Click the back arrow next to Options to return to your email.

To change the behavior after moving or deleting a message in Outlook Client

  • Select File, then Options.
  • Select Mail from the left menu.
  • Scroll to the bottom of the window, to the Other section.
  • Select the desired behavior: open the previous item, open the next item, or return to the current folder.
  • Click OK.

To change the behavior after moving or deleting a message in Outlook Client

  • Click Settings, then select Mail.
  • In the Options pane on the left side, select Reading pane under Layout.
  • Select the desired behavior: open the previous item, open the next item, or return to the view.
  • Click Save.
  • Click the back arrow next to Options to return to your email.
How do you turn the conversation view off in OWA?

The Conversation view will group messages by conversations. By default, the web app (OWA) is set to view messages by conversation.

To view this setting, click on the Gear icon on the OWA taskbar.

At the bottom of the Setting dialog box, click on View all Outlook settings.

In the Outlook Settings, in the left menu, click Mail. From the center menu click Layout. Look for the Message Organization section. Click Show email as individual messages to turn conversation mode off.

Can I unsubscribe from folders in my Office 365 email account?

No, you cannot unsubscribe from folders in your Office 365 email account.

I don't want to see the body of the message in the message list. How do I turn it off?

Outlook Client

  • In the Mail app, choose the VIEW tab
  • Choose the Message Preview drop-down
  • Choose OFF

Outlook Web App

  • Click Settings
  • Choose Display settings
  • Choose Message list tab
  • Choose Hide preview text.
  • Click OK
The Outlook client is removing line breaks from some of my messages. Can I change this setting so that it doesn't do this?
  1. Open Outlook.
  2. On the File tab, click Options.
  3. In the Options dialog, click Mail.
  4. In the Message format section, clear the Remove extra line breaks in plain text messages checkbox.
  5. Click OK.