UTmail+ powered by Office 365


With the new UTmail+, you get all of the features you know and rely on plus increased functionality. Automatically organize your inbox and share documents by connecting to Office 365’s OneDrive. You can connect from anywhere, just download the mobile app to access Outlook from any device.

What does this mean for you?

  • Significantly more space (50GB instead of 300MB), in other words, no more quota limit messages.
  • Larger attachments (150MB instead of 50MB).
  • Better synchronization between all of your devices.
  • Videoconferencing right from your Outlook Calendar.
  • A new web interface (owa) that’s similar to your desktop Outlook program.
  • Always up-to-date: you’ll be using the newest version of Outlook all of the time.
  • Vastly improved anti-malware.

FAQ


What will happen to my locally saved e-mail?

E-mail saved locally will not be affected by the Office 365 migration. However, you may need to reattach your local files to Outlook. Instructions will be available on the Knowledge Base.

What will be migrated?

E-mail (both individual and shared/departmental), departmental resources, calendars, tasks, notes and public folders will all be automatically migrated.

I forward my e-mail from UTORexchange/UTORmail. Can I continue to do this after migrating to Office 365?

It is possible to forward e-mail from within Office 365 to another e-mail service. Instructions are available on the Help Desk Knowledge Base. Forwarding should be practiced with care.  The University of Toronto cannot guarantee that messages will successfully be received if forwarded to other services (such as Gmail, Hotmail, or any non-UofT address). Factors beyond our control, including external spam filters and mail routing problems may prevent message delivery.

What will happen to my locally saved e-mail?

E-mail saved locally will not be affected by the Office 365 migration.

What will be migrated?

E-mail (both individual and shared/departmental), departmental resources, calendars, tasks and notes will all be automatically migrated.

Can I use other clients to connect to Office 365?

Older versions of Outlook for Windows (2007 or 2010) will not work with the Office 365 service.

However, you can use any web browser to connect to your Office 365 account.

What Email client should I use to connect to Office 365?

We recommend that that you connect to the Office 365 service via your web browser or the Outlook 2016 client for the most complete access to the features and functionality.

Outlook 2016 is available for U of T owned computers through the Microsoft Campus License Agreement.

For personal computers, once you have migrated, you will be able to download and install Office 2016 on up to 5 devices. The software will be available through the web interface for Office 365.

Will my e-mail address change?

No, the @utoronto.ca email addresses will not change. Accounts will be migrated into Office 365.

Why do I need to migrate to Office 365?

The University of Toronto is replacing the legacy UTORexchange and UTORmail services with Office 365. Faculty and Staff will be able to use the rich set of leading-edge communications and collaboration services that students have been using since 2011.

What is Office 365 replacing?

The Office 365 service is intended to replace the current UTORexchange and UTORmail services.

PDF Instructions: Setting up Outlook for UTmail+ on iPhone
PDF Instructions: Setting up Outlook 2016 for UTmail+ on a Mac
PDF Instructions: Configuring Android Gmail app (5.0 and up) for UTmail+
PDF Instructions: Configuring your iPhone Mail app for UTmail+
PDF Instructions: Setting up Outlook 2016 for UTmail+ on Windows
PDF Instructions: Configuring Outlook for UTmail+ on Android
PDF Instructions: Using Skype for Business on a Mac – The Basics
PDF Instructions: Using Skype for Business on Windows – The Basics
Email Foundations
Activity Options
Reading Email Once you are in Outlook Online (the default landing page when logging into Office 365), the familiar Outlook e-mail interface appears.

  • Folders are on the left side of the screen
  • Your list of messages are beside the folder list
  • The reading pane is beside the list of messages

Here are three new features included in Outlook:

  1. Focused Inbox
    is a function that differentiates between work and non-work-related messages. It is thought that e-mail volume may be more easily managed if non-essential e-mail messages are placed in the Other section.
    1. Action: Try toggling between Focused and Other by clicking on their tabs to see the difference Focused makes.
    2. If you don’t want a Focused mailbox, go to the FILTER option adjacent to Other, press the Down Arrow icon and click on “Show Focused Inbox” on the menu. You can toggle the Focused inbox setting here.
    3. If Focused Inbox is not selected, all mail will be shown in the folder.

     

  2. Pin/Unpin
    Used to keep messages near the top of your mailbox so they are not lost in the e-mail folder.
    1. Action: Hover over any message in your e-mail list and a small toolbar appears on the right side of the message line.
    2. Click on the “pin” icon (it looks like a thumbtack) and the message moves to the top of your e-mail list. Find the message and click the pin again and the message returns to its prior position in the list.

     

  3. Sweep
    Appearing in the function bar atop the email list, Sweep is a tool that lets you manage mailbox rules to clean up portions of your e-mail in a single swoop or sweep, without having to manually search through your mailbox.
    1. You might use a Sweep rule to clear out all messages from a particular vendor or committee after a desired period of time;
    2. Sweep can be used to clear out messages that you have to discard, those related to a resolved case for instance, or to discard messages with different versions of a document that have been passed around.
Sending Email To send a message, press the NEW icon at the top of the e-mail list. It’s right above the “Focused” tab (or if you aren’t using Focused Inbox”, the Inbox tab). The SEND MESSAGE box appears.

  1. The SEND, ATTACH, and DISCARD options appear at the top.
  2. A full-featured text editor appears at the bottom.
  3. Another set of icons appears at the bottom of the message content area with additional options – including adding an Image, an Emoji, showing Availability, and the drop down menu with additional functions as shown below.
  4. Enter the recipients in the TO: field
  5. Enter the CCs and BCCs as required (BCC inclusion button appears at the side of the message window)
  6. Enter the Subject in the ADD A SUBJECT field
  7. Enter content in the Content Area
  8. Attach files if required
  9. Note that with Settings, Outlook will check to see if you’ve suggested in the body of the message that there is an attachment. If you’ve forgotten, you’ll get a reminder/question from Outlook before the message is sent out.
Replying to Email Replying to an e-mail works the same way as currently in Outlook – and just about any other e-mail client..

  1. Select an e-mail message
  2. At the top right of the message window find the REPLY icon with a Down Arrow key beside.
  3. Click the REPLY icon and a drop down menu appears.
  4. Select:
    1. REPLY – to respond to the sender only
    2. REPLY ALL – to respond to everyone on the original message
    3. FORWARD – to send to message to one or more other persons
Delaying Email Sending

A really useful feature in Office 365 Outlook is the ability to delay the sending of a message for up to 30 seconds.

If you’ve ever pressed the SEND button and then realized that you REPLIED ALL instead of to the sender, or missed adding an attachment, or sent a message to the wrong person, or sent a message with content that you did not intend to send… then UNDO SEND is a great feature.

UNDO SEND is NOT a message recall function! While there is a MESSAGE RECALL option in the Office 2016 Outlook client application, there is no RECALL option in the Outlook Web version. Note that even the Outlook client recall function only works with others who have Outlook 2016 and is no guarantee that a message will not be seen. I will not go into RECALL here, but it is not a good fail-safe utility.

UNDO SEND provides a window of up to 30 seconds (you set the delay in SETTINGS -> MAIL -> UNDO SEND) and then when you send a message, its delivery to the mail server is delayed for the interval you set. During this time, an UNDO icon appears on the top right corner of the screen. Press the icon and sending is prevented.

UNDO SEND is set up in the SETTINGS menu.

  1. Press the SETTINGS icon
  2. Select (at the bottom of the list) MAIL
  3. The OPTIONS menu appears along the left side of the screen – see image below.
  4. Select the UNDO SENDING option
  5. Toggle the “LET ME CANCEL MESSAGES I’VE SENT FOR:” radio button to enable the feature
  6. There’s a drop-down menu that provides DELAYS for between 5 and 30 seconds
  7. Select the DELAY you’d prefer (the setting can be changed any time
  8. Press the SAVE button at the top of the page to set your UNDO SENDING delay
  9. The setting is saved
  10. Press the BACK ARROW (beside OPTIONS) at top left of the screen to return to the Outlook mail
  11. The UNDO icon appears at the top right part of your screen

Experiment!

Send yourself an e-mail message. (if you’ve enabled UNDO SEND)

  • Press UNDO

Because you have set the UNDO SEND function, a box appears at the top right of the screen where the UNDO icon appeared.

  • Note the “X Cancel send” function and the blue line
  • The blue line shows how much time remains in the SEND DELAY before the message is sent
  • Click the “X” before the end of the delay is reached and sending can be stopped.
  • You’ll be prompted to DISCARD the message or to continue editing before re-sending
Deleting Email

While there is a huge 50GB mailbox, deleting e-mail is a good way to keep your mailbox content relevant while discarding those messages you no longer need. In addition to hunt and peck deleting and weekend mass delete projects, INBOX RULES and the SWEEP function may be used to mass delete messages.

Note: The migration process will carry existing Inbox rules from UTORexchange into your Office 365 account.

Deleted messages go to  the DELETED folder and remain there, unless manually deleted from the DELETED folder, for 30 days. During that time, messages may be recovered, or purged – if you want messages to become irrecoverable.

  1. In your Folders section, select DELETED ITEMS
  2. Click on the RECOVER DELETED ITEMS link
  3. A list of deleted e-mail messages, with the date and time of their deletion appears in the window
  4. Select a message to purge by clicking on the checkbox beside the message
  5. Press PURGE and a CONFIRM PURGE window opens
    1. PURGE permanently deletes a message marked for deletion from the DELETED ITEMS folder before the 30 day time limit
  6. Click OK and the message is deleted and purged – and cannot be recovered
  7. To restore a deleted message, click RECOVER after selecting the message
  8. The RECOVER ITEMS message box appears
    1. Note the locations precedence for returning DELETED emails to your mailbox
  9. Click OK to complete the recovery process
Additional Email Functions

This section quickly demonstrates where and how to perform common e-mail management functions in Office 365.

Function Instructions
Creating a new e-mail folder 
  1. Move your cursor into the FOLDERS menu on the left side of the e-mail screen
  2. Once inside, a “+” (Plus sign) appears beside your account name
  3. Click the “+” sign
    1. A blank rectangle appears at the end of the folder list
    2. Enter the desired folder name
    3. Press ENTER and the folder will appear in the Folders list
Pinning and Unpinning a message
  1. When reading e-mail messages, there are times when you tell yourself to come back to a message later. Later, you can’t remember the date or name of the message. The PIN function lets you “pin” a message – as if pinning it on a refrigerator door – for quicker locating and recall.
  2. This support page provides more detail on how to use:
    https://support.office.com/en-us/article/Flag-or-pin-a-message-in-Outlook-com-8e911e69-30d6-4cc8-8c71-a1163560618a
Enabling the Attachment Reminder
  1. The Attachment Reminder offers a warning if Outlook thinks you meant to include an attachment in a message but you did not do so.
  2.  Find the parameter in SETTINGS -> MAIL -> ATTACHMENT PREFERENCES
  3. Check the “Warn me when I send a message that may be missing an attachment”
  4. In future, as messages are sent, the parameter will check for message content that suggests an attachment is expected, and will issue a reminder before sending out a message.
Creating or Editing your Signature File  The e-mail Signature is created and modified in SETTINGS -> MAIL -> EMAIL SIGNATURE

  1. There are additional options regarding when your Signature is appended to messages sent:
    1. The first checkbox establishes that your Signature will appear on any messages you compose.
    2. The second checkbox establishes that your Signature will be included on any message to which you reply.


All Office 365 Service Offerings

UTmail+
Calendaring
Skype for Business
OneDrive
SharePoint Online
Office Pro Plus