Factsheet 22 Student Email September 2011 This factsheet can be made available in alternative formats. Please make your request at the Library Help Desk, telephone 01642 342100 or email libraryhelp@tees.ac.uk Student University E-mail All University correspondence is sent to your University e-mail account, including Library reservation notifications, overdue notices and courtesy notices. You should check your University mailbox regularly to ensure that it doesn t get full and so prevent University messages being delivered. Messages will not be re-sent if a failed delivery notification is received (including Library overdue or courtesy notices or information about a reservation or Inter Library Loan). New University Students Students enrolling on a University programme will be provided with a Student University Email account using Windows Live software by their school. Returning Students Students who are returning after a placement year will receive an email to their former MyMail student email account that will inform them of the University s move to a new student email system and provide a link to the new system. Follow the instructions provided in the email you will have received to your MyMail account and if you have any difficulties please go to the IT Helpdesk located in your School. Further information for returning students can be found in the remainder of this factsheet. Where can I access my Student Email? To access your student email on campus, login to any PC in the Library or lab and click on the icon on the desktop. Alternatively, if off campus, open an Internet browser and enter the following URL http://outlooklive.tees.ac.uk. Frequently Asked Questions The next section includes FAQs to help you to access and use your student email account. If you need help, click on the Help button, ask at the Library Help Desk on the Ground Floor of the Library, or scroll down to FAQ 18 for further help sources.
Frequently Asked Questions 1. What is Outlook Live at Tees Mail and why should I use it?... 2 2. How to access Outlook Live at Tees?... 2 3. What happens after I sign in for the first time?... 3 4. What is my email address?... 3 5. How do I change my password... 4 6. I am using Internet Explorer and I get an error when trying to view my emails, how do I fix this? 4 7. Is my internet browser compatible with Outlook Live at Tees?... 5 8. I am a returning student, what happens to my old University MyMail Account and how do I access it?... 5 9. I am a returning student so what happens to the forwarding address that I set up in MyMail.... 6 10. Does Outlook Live at Tees support POP, SMTP and IMAP integration for use with other email applications and mobile phones?... 6 11. Can I use Microsoft Outlook 2007 to access my Outlook Live?... 6 12. I am a returning student so how to I transfer all my email from the old MyMail system to the new Outlook Live at Tees email system?... 6 13. I am a returning student and I don t want to transfer all my old emails how do I transfer individual emails from my old MyMail system to Outlook Live at Tees?... 8 14. How do I use Outlook Live at Tees to...... 9 Send a Message with or without an attachment?...... 9 Read a Message?......... 10 Reply to a Message?........ 10 Delete Messages?........ 10 Forward a Message?......... 10 Organise Your Messages?........ 10 15. How do I synchronise other email accounts such as Google Mail, with Outlook Live at Tees? 10 16. How do I redirect all my Outlook Live at Tees emails to a different email account?... 11 17. What is SkyDrive?... 12 18. What is the mail box quota and what happens if my mailbox is full?... 12 19. Are there any other capacity limits I need to be aware off?... 13 20. How do I organise my emails using rules and filter out SPAM?... 13 21. Where can I get help while using Outlook Live at Tees?... 15 22. How do I change the language, date format and other regional settings on my Outlook Live at Tees account?... 15 23. I have deleted an email by mistake. How do I retrieve it?... 17 24. I am no longer a student can still access my student email?... 17 25. Where can I get further help and information?... 17 1
1. What is Outlook Live at Tees Mail and why should I use it? Teesside University in partnership with Microsoft have implemented a new and improved email system to enhance the student experience. Outlook Live at Tees offers a variety of new services including instant messaging services, customisable calendars and integration with multiple email accounts allowing you to organise your academic life here at Teesside University. All email communication from Teesside University will be sent to your Outlook Live at Tees email account. 2. How to access Outlook Live at Tees? Before you can access Outlook Live at Tees you will need to set/synchronise your password. 1) Using your web browser, go to https://myaccess.tees.ac.uk/pcs and select Change your Password 2) Enter your user name. 3) Enter your password 4) Select Login with your mouse. If you are a new user, your user name and password will have been provided to you by the University. User names and passwords can be provided by your Help/Service Desk if you have forgotten them (please see question 25). Password Setting 5) Enter your password and confirm it. Please note that you can use your original password as issued to you by the University. Password Setting 6) Read the University Policy and tick the box 2
7) Select Submit Password Setting To access Outlook Live at Tees from outside of the University go to the following web site http://outlooklive.tees.ac.uk. 8) Enter your user name in Windows Live ID box. 9) Enter your password. 10) Left click with the mouse on the Login button. Signing in to Outlook Live at Tees 3. What happens after I sign in for the first time? The first time you login you will be prompted to complete some standard security questions and to provide some information personal to yourself to validate the security process. You will also be asked to accept the Microsoft Outlook Live at Tees Service agreement and Privacy Statement. Further information can be found on the following websites: http://help.live.com/help.aspx?project=tou&mkt=en-gb http://privacy.microsoft.com/en-gb/default.mspx When you have completed the security process, click on the sign in button. Your name will appear at the top right of the main window if you have successfully logged in. If someone else s name appears, please report this to your school Help/Service Desk (please see question 25). 4. What is my email address? Your email address is the same as your user name followed by @tees.ac.uk. For Example, for the student ID A1234567 it would be A1234567@tees.ac.uk. 3
5. How do I change my password If you need to change your password please go to https://myaccess.tees.ac.uk/pcs. PLEASE DO NOT CHANGE YOUR PASSWORD FROM THE OUTLOOK LIVE AT TEES SYSTEM. Passwords are synchronised by the University central computer systems. If you do change your password from within Outlook Live at Tees, it will revert back to your previous password during the password synchronisation process. Please see steps 1 to 7 in question 2 above for instructions. If you have forgotten your password please contact your school Help/Service Desk (see question 25) or use the self service password recovery option which can be found at:- https://myaccess.tees.ac.uk/pcs. Please see steps 1 to 7 in question 2 above for instructions on how to use the self service password recovery. 6. I am using Internet Explorer and I get an error when trying to view my emails, how do I fix this? An error can occur when using Outlook Live at Tees and Internet Explorer. This error does not occur when using other browsers. Microsoft is aware of this problem and will be releasing a fix in the near future. To work around this error please follow the following steps. 1) The error will appear as shown below and you will not be able to view any emails. Internet Explorer Error 2) Open Internet explorer. 3) Go to Tools and select Internet Options. 4) Click on the Advanced tab (please see over page). 5) Scroll down in the list box of options and look for Enable native XMLHttp support. Make sure this option is checked. If the option is not checked, please check it (see over page). 6) Select Apply (please see over page). 7) Select OK. 8) Shutdown Internet Explorer and restart it (please see over page). 4
Enable native XMLHttp support If you are still having problems please contact your Help/Service Desk (see question 25). 7. Is my internet browser compatible with Outlook Live at Tees? Please note that some browsers are not fully compatible with Outlook Live at Tees. If you are using an unsupported browser you may experience reduced functionality when using your email. To use the complete set of features use Internet Explorer 7 or Internet Explorer 8. Most features are also supported in Firefox 3.0.1 on computers running Windows XP, Windows 2003, Windows Vista, Windows Server 2008, and Windows 7 operating systems, and Safari 3.1 on the Mac OS X operating system. For more information please see http://help.outlook.com/en-us/140/bb899685.aspx. 8. I am a returning student, what happens to my old University MyMail Account and how do I access it? If you are a returning student, you will still have a University MyMail account. This will remain open until the beginning of August 2010 to allow you to move any email to Outlook Live at Tees. From the 14 th of August 2009 the function to send email from your old MyMail account will be disabled with the exception of forwarding emails to Outlook Live at Tees (please see question 12 and 13). To access your MyMail archieve please go to http://mymail.tees.ac.uk. Please note that your archived MyMail system login name is where ******** is your user name. 5
9. I am a returning student so what happens to the forwarding address that I set up in MyMail. All forwarding addresses set up in MyMail will be transferred to your new Outlook Live at Tees email account automatically. 10. Does Outlook Live at Tees support POP, SMTP and IMAP integration for use with other email applications and mobile phones? Yes it does. Information on using POP3, IMAP4 and SMTP email programs can be found at http://help.outlook.com/en-us/140/cc875899.aspx and http://help.outlook.com/en-us/140/cc511383.aspx?ref=search and http://help.outlook.com/en-us/140/cc511378.aspx Please note that you will need to login to Outlook Live at Tees to find out your SMTP server address. If you have any problems please contact your Help/Service Desk (please see question 25). 11. Can I use Microsoft Outlook 2007 to access my Outlook Live? You can configure Microsoft Outlook 2007 to access your email account by following the instructions at http://help.outlook.com/en-us/140/cc511396.aspx Please note: Although this functionality is available, we do not recommend that you enable it, as you may lose emails which we cannot restore. Consequently, if you decide to enable this functionality, please understand that you do so at your own risk, as it will be unsupported by the University. 12. I am a returning student so how to I transfer all my email from the old MyMail system to the new Outlook Live at Tees email system? Returning students (second year onwards) may like to transfer all emails to the new system. You can do this by synchronising your Outlook Live at Tees account with your old MyMail account. Please note: Synchronisation of other email accounts with Outlook Live at Tees does not copy email folders. This can cause problems depending on the type of email account being synchronised. For MyMail, only emails in the root of your inbox will be copied. Consequently, please move all emails to your INBOX folder this includes any emails in your Sent Mail folder if you have one. 1) Select Options with the mouse from the top right hand corner of the screen Selecting Options 6
2) A new window will open. Select New in the Other Accounts section towards the bottom of the window. Selecting a new account to synchronise with 3) In the New Account window input the email address and password of the target email account you wish to synchronise which for the purposes of this example is MyMail. Your email address for MyMail is ********@modwebd.tees.ac.uk where ******** is your user name. 4) Click on Next. New Account 5) If all goes well, the following window will appear as shown below. Please click on Finish to complete the task. After a short wait the synchronised email will appear in your Outlook Live at Tees in box. 7
New Account added 6) The synchronisation process will execute every three hours in order to capture any new email. This process does not delete the email from the account that you have synchronised from. 13. I am a returning student and I don t want to transfer all my old emails how do I transfer individual emails from my old MyMail system to Outlook Live at Tees? Returning students (second year onwards) may like to transfer some old emails to the new system. You can transfer any emails you require by manually forwarding as shown below: 1) Use the mouse to select the email required. 2) A window will open as shown below. With the mouse, select the forward option. Selecting the forward option 3) The forwarding window will open as shown below. Enter your email address in the To box. 4) Enter a message in the Message box. 5) Select Send with the mouse. 8
Forwarding Mail 14. How do I use Outlook Live at Tees to... Send a Message with or without an attachment? 1) Select New. 2) Enter the email recipient in the To field. 3) Enter your message in the message area. 4) If you want to attach a file: 4a) Select the paper clip with the mouse. 4b) Select the browse button with the mouse. 4c) The File Upload window will open, browse to the required file. 4d) Select the file and select open, the File Upload window will close. 4e) Select Attach and the Attach Files window will close. 5) Select Send to send the email. How do I use Outlook to... 9
Read a Message? 1) Select the email and it will appear in the reading pane. You can also double click on the message with your mouse and the message will open in a new window. Reply to a Message? 1) Select the message using the mouse. 2) Click on the reply or the reply to all icon. Delete Messages? 1) Select the message using the mouse. 3) Click on the delete icon. Forward a Message? 1) Select the message using the mouse. 4) Click on the forward icon icon. Organise Your Messages? 1) Select the message using the mouse. 5) Click on Move to move the message to a folder. You can also use rules to organise your email (please see question 20). Outlook to... How do I use 15. How do I synchronise other email accounts such as Google Mail, with Outlook Live at Tees? It is possible to synchronise your Outlook Live at Tees account with other email accounts. Synchronising will copy all existing and future emails from other email accounts with your Outlook Live at Tees account. To synchronise an account follow the instructions outlined in Question 12 but replace ********@modwebd.tees.ac.uk in step 3 with the email address of the account you are synchronising with. For example, for Google Mail the address would be **********@googlemail.com where ********** is your Google user name. 10
16. How do I redirect all my Outlook Live at Tees emails to a different email account? It is possible to redirect all the email that is sent to your Outlook Live at Tees email account to a different email account as shown below:- 1) Select Options with the mouse from the top right hand corner of the screen Selecting Options 2) Select 'Forward your mail using Inbox rules with the mouse Applying redirect all 3) Select New with the mouse. 4) Select Apply to all messages. 5) Select Redirect the message to. 6) Select Select. 11
7) Type in the email address that you wish all your Outlook Live at Tees email to be redirected to. 8) Select OK. 9) Select Save. Please note that even though your email will be redirected, a copy will remain in your Outlook Live at Tees account. Please access you Outlook Live account periodically to delete any unwanted mail. 17. What is SkyDrive? SkyDrive is a file storage area which can be used to store information and files such as images or your mp3 collection. It can be accessed from any web browser on any computer connected to the internet. However, please note that this is not the same as your University Home Space (the U drive) and as a result; it is not managed or backed up by the University. Your SkyDrive which should be used for personal use only, is limited to 25GB. Teesside University recommends that you always use the University s U drive for all University assignments and work. 1) To use the SkyDrive for personal use, select the SkyDrive with the mouse and follow the on screen instructions. Selecting SkyDrive 18. What is the mail box quota and what happens if my mailbox is full? Most mailboxes have a maximum size limit. The Outlook Live at Tees limit is 10 GB. When your mailbox reaches its limit, you won't be able to send new mail until you delete some existing content in your mailbox. You may also be unable to receive new mail, depending on the limits that have been set on your mailbox. You can view your mailbox limits as shown over page. 1) In the navigation pane, click Mail. 2) Point to your name at the top of the mail folder list. 12
Email Capacity Your email capacity is currently set to 10GB. 19. Are there any other capacity limits I need to be aware of? You can attach a maximum of 125 attachments to an Outlook Live at Tees message, none of which can exceed 25MB in size and can send up to 100 recipients at a time. This means that in theory you can send 125 25MB files to 100 people if you wanted, however we wouldn t recommend that. Please note that if you are using POP3 or IMAP4, you are limited to 25 messages per minute (please see question 10 for more information). 20. How do I organise my emails using rules and filter out SPAM? Using rules is an effective way to organise your email account. SPAM is unsolicited email sent to email recipients. Outlook Live at Tees does have a junk mail folder to capture these messages which can be configured in the Options section however; occasionally some SPAM emails slip through the net. The following example demonstrates how to use rules to filter out SPAM. If you follow the SPAM example you will see that rules can be used to organise emails, automatically delete emails, copy emails to folders and forward emails. 1) Select Options with the mouse from the top right hand corner of the screen Selecting Options 13
2) A new window will open. Select Organise your inbox with rules. Selecting Rules 3) The rules window will open. Select New. 4) Select the action to take in the When the email arrives box drop down list. In this case the action is It was received from... and select or type in the offending email address. Creating the rule 5) Select the Do the following option from the drop down list and in this example Delete the message has been chosen. 6) Select Save. 14
21. Where can I get help while using Outlook Live at Tees? Online help is available when using the email system by: 1) Select the question mark as highlighted below. Selecting Help 2) The following window will open covering a number of topics from sending email to details on new features. 3) You can also search on a topic by entering a search term and selecting the magnifying glass icon. The help window 22. How do I change the language, date format and other regional settings on my Outlook Live at Tees account? To change the regional settings: 1) Select Options with the mouse from the top right hand corner of the screen (as shown below). Selecting Options 2) A new window will open. Select Settings. 3) Select Regional. 4) In the Language box drop down list, select the required language. 5) In the Date format box drop down list, select the required date format. 6) In the Time format box drop down list, select the required time format. 15
7) In the Current time zone box drop down list, select the required time zone format. 8) Click on Save. 9) The spelling dictionary defaults to English (United States) to change this click on spelling with the left mouse button. Regional Settings 10) Select the required language from the drop down list. 11) Select Save. Spelling Settings 16
23. I have deleted an email by mistake. How do I retrieve it? By default, every item you delete from your mailbox goes to the Deleted Items folder and stays there until it's either individually deleted from that folder or the Deleted Items folder is emptied. Further information is available from http://help.outlook.com/en-us/140/bb899521.aspx?ref=search. 24. I am no longer a student can still access my student email? Yes the University agreed to offer you a mailbox for life. Once you finish your course of study your mailbox is not deleted. You need to access Outlook live directly by going to http://www.outlook.com. Enter your student number e.g. A12456@live.tees.ac.uk and use the last password you had. If you have forgotten your password go to the forgot password link on the login page and follow the on screen instructions. 25. Where can I get further help and information? Further help is available from http://help.outlook.com/en-gb/140/default.aspx which details topics ranging from sending email to information about new features. A list of FAQ s from Microsoft is available from http://help.outlook.com/en-gb/140/cc875910.aspx. Information about supported web browsers can be found at http://help.outlook.com/en-us/140/bb899685.aspx University Help/Service Desk contacts School of Arts and Media (01642) 342488 School of Computing (01642) 342683 School of Health (01642) 384148 Teesside Business School (01642) 342813 School of Science and Technology (01642) 342531 School of Social Sciences and Law (01642) 342813 Library (01642) 342115 17