Each member of staff at Edinburgh Napier University is supplied with a Microsoft Outlook email account hosted on Microsoft Exchange server and is allocated 1GB worth of storage space within their email accounts.
If you require additional disk space please speak to your Head of Department who will authorise the request through Information Services - IT. Please note: Information Services - IT don't recommend increasing your mailbox size limit as larger mailboxes tend to have performance issues.
About Microsoft Outlook
MS Outlook not only enables you to manage your email it also acts as a valuable organisation and time management tool. The latest version available to staff is Outlook 2013. If you have not already upgraded your staff PC to Office 2013 you may wish to do so as support for earlier versions of MS Office will eventually be withdrawn. Information about how to upgrade can be found on the Microsoft Office intranet page.
MS Outlook 2013 - What's New
The following Microsoft websites will help you get started with MS Outlook 2013:
What's New in Outlook 2013
MS Outlook Hints & Tips
How to Manage .pst files in MS Outlook
Managing your Mailbox Size - Outlook 2010
Email Signature - Creating an Email Signature in Outlook 2010
Generic Mailboxes - How to access in Outlook 2010
Mailbox - Giving Others Access to your Mailbox For Senior Managers
Outlook Calendar - Best Practices
MS Outlook Training
Information about MS Outlook Instructor Led Training courses, dates and booking details can be found in the Staff IT Training section.
The MS E-Learning programme also offers online training in MS Outlook :
Go to the MS E-Learning intranet page.
Q: How do I work with email attachments?
A: When working with email attachments always save the file before making changes. If you make changes to the attachment itself then you will lose the changes.
Q: How do I report junk mail?.
A: There is now a junk mail filter in place to enable you to quickly report any spam you receive. To report a junk email message:
- When the message arrives in your Inbox click on the email once to highlight it (don't open it).
- On the top menu bar click Report Junk and select Report Junk from the drop down menu:
- When the "Microsoft Junk Email Reporting.." dialogue box appears click Yes.
This will send an email to Frontbridge (the external company who maintains the generic list of junk senders) alerting them of the spam message. If Frontbridge get enough people reporting the message as spam then this will trigger the sender's address to be added to the spammers list and subsequent messages from this address will be blocked.
For further information on dealing with unsolicited email please visit the Email Security page.
Q: What is the maximum message size I can send and receive?
A: The maximum message size for sending and receiving is 25MB. This applies to internal and external messages.
Q: How do I recall a sent message?
A: To recall a sent message:
- Go to your Sent Items folder and open the message you wish to recall.
- From the Ribbon click Actions and select Recall this Message.
- Select the relevant option e.g. Delete unread copies of this message and click OK.
You will receive a notification message informing you whether or not the message has been successfully recalled. If the recipient(s) have read the message you will be unable to recall it.
Q: How do I set staff as my default Address Book?
A: To set staff as your default Address Book:
- From the Outlook inbox select Address Book.
- From within the Address Book click Tools and select Options.
- Select All Staff from the Show this address list first drop down menu.
- Click OK and close the Address Book.
Q: Can I use Voting Buttons in my emails?
A: You can use Voting Buttons in emails to other staff members however the Voting Buttons are incompatible with the student email system. To use Voting Buttons in messages for staff:
- Once you have created your message click on the Options Ribbon tab.
- Click on the Use Voting Buttons drop down menu.
- Select the Voting Button options or customise your own.
- Address and send your message.
The recipient will see the voting options on the top left of their message. If they choose to respond you will receive an email with their response in the subject line.
Q: How do I empty my Deleted Items folder?
A: From within the Deleted Items folder select Folder and choose "Empty Folder". Click Yes when prompted.
Q: Can I recover items deleted from my Deleted Items folder?
A: Within Outlook, all items deleted from your deleted items folder are retained within the system for 30 days. Therefore, if you empty your deleted items folder but wish to retrieve any of the messages or other items, it is possible to do so providing it is within 30 days. To recover deleted items:
- From within the Deleted Items folder click Folder
- Select Recover Deleted Items, the Recover Deleted Items screen will appear
Select the items you wish to recover. If you wish to recover all items click on the Select All button
- Click on the Recover button.The recovered item(s) will be moved back into your Deleted Items folder
Please note: If you delete items from within the Recover Deleted Items dialog box there is no way to retrieve them.
Q: How do I access my Personal Folders from another campus?
A: If you regularly work on different campuses you may wish to access your Outlook Personal Folders (.pst files) away from your home campus. You can access your Personal Folders from anywhere on the University network if your Personal Folder is held on your H drive.
Please note: Personal Folders (.pst) files are not supported by Microsoft when stored on networked drives (e.g. H drive). Information Services therefore advise that you do not store .pst files on your H drive, however if you do wish to move your .pst files to your H drive the following document explains how:
Personal Folders - Moving a Personal Folder to a Network Drive
You may also find the following document useful:
Personal Folders - Creating a Personal Folder
Q: I have been emailed a Distribution List, can I import it into my Contacts?
A: Yes, to import it:
- Open the email which contains the Distribution List.
- Drag and drop the list onto the Contacts button at bottom left of the Outlook window. The Distribution List will be copied into your Contacts.
To access the Distribution List click on the click the Address Book icon on the toolbar in the main Outlook window.
Q: I have a question about Generic Mailboxes...
A: The following document covers many of the questions asked about Generic Mailboxes:
Generic Mailboxes - FAQs
Q: What is the Auto-Complete, and how to I turn it on/off?
A: The Auto-Complete is a feature which displays suggestions for names and e-mail addresses as you begin to type them. These suggestions are possible matches from a list of names and e-mail addresses that you have typed before, known as the Auto-Complete name list:
To turn Auto-Complete on or off in Outlook 2010:
- On the File menu, click Options.
- From the left pane click Mail.
- Scroll down to the Send messages section.
- Check or uncheck as required the "Use Auto-Complete List to suggest names when typing in the To, CC, and BCC lines" option.
- Click OK.
Remote Access to Email
You can access your email account away from your office using a variety of methods including Outlook Web App (OWA), Outlook Anywhere, Internet Message Access Protocol (IMAP), further information can be found on the Remote Access to Email page
Mobile Access to Email
Information about accessing University email from a Mobile Device can be found on the Mobile Devices Staff Intranet page.
Please note: the instructions on the Mobile Devices Staff Intranet page are only relevant for staff connecting to their University email accounts, students should go to the Student Portal for further information about student email:
Student Portal Email Information (you will need to log in if accessing the Portal out with the University).
Information about email security including advice on how to deal with unsolicited email can be found on the Email Security page
Any data that is to be moved from Edinburgh Napier University premises and is of a sensitive or confidential nature must be encrypted as stated in the Information Security Policy. Further information can be found in the Email Encryption page.