Email

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.”

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.

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. 

Information on Microsoft Office 365 and FERPA

Accessing the portal rather than mail directly gives you the option of using the other Office 365 applications. You can log in to the portal at office.iup.edu.

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.

For Outlook for Windows, please refer to the instructions provided by Microsoft.

For the Outlook Web App, please refer to these instructions.

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.

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, select send 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. Click Save to save your selection, then close the Settings dialog box to return to your email.

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.

A Junk Email folder is set up on all IUP email accounts via Office 365. The use of the Junk Email folder is to help limit the number of unintentional responses to phishing attempts. It can also enhance the efficiency of email usage by decreasing the amount of spam delivered to your Inbox. Please remember to regularly check your Junk Email folder to ensure there are not messages moved to that folder that may be false positives. If a valid message has been delivered to to the Junk Email folder, you can mark it as non-junk so the email is delivered to your Inbox. Ultimately, it is a personal preference on handling email. Click here to learn more about spam.

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.

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

Yes. Attachments must be under 35MB.

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 select New 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 to New contact, and then select New Contact List.

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

3. Select Create.

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.

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.

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

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.

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.

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.  

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

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

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.