E-mail

How do I log into my email?

Link to your email service can be found, for example, in the Students & staff menu of the right upper-hand corner of the university's front page.

Students will log in to the Student's Office 365 service with their user login basicuseraccount@student.uta.fi and with the basic user account's password.

Staff members will log in to the Staff's Office 365 service with their user login basicuseraccount@staff.uta.fi and with the basic user account's password.

Other than students can also use Utaposti webmail service to which they log in with the basic user account and its password.

Can I use the Office365 email with my telephones email app?

Yes you can!

  • Add the account using exchange form.
  • When asked for email address or user name, always give your basic user account in form
    basicuseraccount@student.uta.fi or basicuseraccount@staff.uta.fi, e.g. ab12345@student.uta.fi or ab12345@staff.uta.fi.
    The password is the Basic user account password.
  • The app will automatically search settings for you!
  • If the app is not able to find settings automatically

Using email through a web browser (Outlook Web App)

Can I forward my incoming email to another email service?

A student can set a forward for the incoming email to another email address from settings wheel - search for Forwarding. The staff email can not be forwarded.
 

What is the clutter? How are the messages sent there filtered and how can I stop important messages from being filtered into this folder?

The filtering system of the email transfers messages with low importance from the Inbox to a separate clutter folder.  The system uses data learnt from the user's previous actions for selecting the filtered files. If the clutter has a message that you think does not belong there, move or drag it back to the Inbox, so that the system will learn not to filter the messages from that address into the Unwanted folder.

If you wish, you can also disable the feature as follows:

  • Settings - Mail
  • From Clutter -page Unselect Separate items identified as clutter - Save


How to improve spam filtering with X-Spam-Flag filter

Making the following  spam rule in the O365 service you can improve the spam filtering for incoming mail via @uta.fi address. Remember also check your spam folder regularly, because mails older than 60 days will be automatically deleted from the spam folder.

Log in to the O365 service: https://outlook.com/staff.uta.fi or https://outlook.com/student.uta.fi

1. On the mail view choose the wheel icon from the top right corner and select from the list below Options à Mail.
2. On the left of the page, select Mail à Automatic processing à Inbox and sweep rules.
3. Press + to add a new inbox rule and give a name for the new rule, for example UTA-spam.
4. Select from the dropdown list (When a message arrives, and it matches all of these conditions) It includes these words à in the message header. In the opening window add at Specify words or phrases the title: X-Spam-Flag: YES. Press + and OK.
5. Select from the Do all of the following dropdown list Move, copy or delete and Move the message to a folder.
6. In the dialog box that appears, choose Select folder and Junk mail and press OK.
7. Then press OK at the top is now the rule is enabled.

How can I set out-of-office reply?

  • Settings - Automatic replies

You can also set a time period during which those that send you an email will receive your automatic out-of-office reply.

How can I search my messages for a certain topic or person?

In left upper corner there is a search function that enables you to search for messages based on a key word, sender or a subject. You can also choose in which folder to search.

How can I search for a recipient in the address book?

When you are sending a message and you have written the first letters of the recipient's name on the address line, the service's address book will open and it will show you a list of the users with identical letters in their name.  This feature is especially helpful if you are not certain of the format of the recipient's email address.

How can I add a signature to my message?

  •  Settings - Options - Mail - Layout - Email signature

Note. If you use both desktop Outlook and the Outlook web app, you need to create the signature separately for both.

How can I create a new email folder?

When you take your mouse pointer onto the folder list, a + sign will emerge, and by clicking it you can create a new folder into the folder list.

How can I change the language settings of my email service?

  • Settings - Option - General - Region and time zone

Using the email with Outlook's desktop version

What is Unwanted folder? How are the messages sent there filtered and how can I stop important messages from being filtered into this folder?

The filtering system of the email transfers messages with low importance from the Inbox to a separate Unwanted folder.  The system uses data learnt from the user's previous actions for selecting the filtered files. If the Unwanted folder has a message that you think does not belong there, move or drag it back to the Inbox, so that the system will learn not to filter the messages from that address into the Unwanted folder.

In the Office365 webmail, you can also disable the feature if you so wish (See instructions under section Outlook web app).

How can I show the messages in a discussion mode? / How can I divide a discussion into separate messages?

When you click with the right mouse button at the empty space above an opened folder, the pictured menu will open. Select Näytä keskusteluina (Show as threads) if you which the group messages belonging into a same thread into one discussion. Similarly, you can separate the messages by removing the check. Show in groups (Näytä ryhmissä) selection can group the discussions chronologically (Messages received today, yesterday, last week, two weeks ago, etc.)

How can I set an out-of-office reply?

  • Options - Automatic replies

You can also set a time period during which those that send you an email will receive your automatic out-of-office reply.

How can I search my messages for a certain topic or person?

Above the message list there is a search function that enables you to search for messages based on a key word, sender or a subject. You can also choose in which inbox to search. When you start writing into the search field, you will need to select whether the used search criteria is a key word, sender or a topic.

How do I find unread messages?

  • Select the current folder as the search area
  • type in the search field read:no
  • press enter
  • click the find more on server link and Outlook will look for unread messages on the server.

Outlook added the recipient's name incorrectly and the message to the wrong person

Outlook automatically completes names when you type in the beginning of the recipient's name in the address bar. To avoid sending a message to the wrong person, you can remove this automation from the email settings.

  • Select File menu - Options - Mail - Send Messages - Get off Use Auto-Complete List to suggest names when typing ...

How can I search for a recipient in the address book?

When you are sending a message and you have written the first letters of the recipient's name on the address line, you can use key combination Ctrl + K to open the service's address book and it will show you a list of the users with identical letters in their name. This feature is especially helpful if you are not certain of the format of the recipient's email address.

How can I add a signature to my message?

In the message's writing window you can find Signature option through which you can create a new signature credit your old signature. You can also select the option to add the signature to all your new messages automatically by selecting it from the  New messages menu. You can create and save several different signatures for yourself. Note. If you use both desktop Outlook and the Outlook web app, you need to create the signature separately for both.

How can I create a new folder?

When you wish to create a new folder on the main level of the folder structure, click your email address above the folder structure with the right mouse button. Select New folder from the opened menu and name the folder. When you want to create a sub-folder for an existing folder in the folder structure, click this folder with the right mouse button and select New folder from the opened menu.

How can I change the language settings of my email service?

  • File menu - OptionsLanguage

In addition to the email, your language selection will also apply to the calendar and Contacts and Tasks features.