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What is Office 365

Microsoft Office 365 (often called O365 or Office 365) is a web-based version of Microsoft's Office suite of applications. It comes with the applications you're familiar with, like Word, Powerpoint, Excel, extra online storage, and more. For more information, see our website here. 

What do I Need Installed for Office 365

Windows Users

You must have at least Microsoft Office 2010 with SP2 installed. To check if you have the correct version and automatically update to the correct version please go here.

To manually update Office 2010 to SP2, please go here.

If you have Office 2013 installed, then you are ready.

It is advisable for both versions to install the latest Windows Updates for Office also to ensure you have the latest security updates.

Apple Macintosh

Microsoft Office 2011 needs to be have at least update 14.4.8 installed. Instructions on how to acquire this update are here.

Please note that Microsoft updates office often so it is quite possible that you may be offered an update that is higher in version that 14.4.8 (e.g: 14.4.9)

If you are offered an higher update, just install the higher update.

Multiple Devices

If you utilise more than one desktop device such as a laptop or Macbook, you must ensure that software is up to date on that alternative device also.

Where is my Office 365 Data Stored and How Secure is it

Your data will be stored in Microsoft’s European datacentres in Dublin, Amsterdam, Austria and Finland.

Microsoft Office 365 is regularly independently audited and certified against several Information Security and Data Protection standards including ISO270001, Safe Harbor Framework and the EU Model clauses. 

If you would like further information Microsoft’s Office 365 Trust Centre provides much additional detail of the security, privacy and compliance features of Office 365. 

Email Address and Passwords

Email Address Format at NUI Galway

Staff Email Address Format:

firstname.surname@nuigalway.ie

If the preferred staff address is unavailable, the recommended format is as follows:

  1. firstname.middleinitial.surname@nuigalway.ie
  2. firstinitial.surname@nuigalway.ie
  3. firstinitialsurname@nuigalway.ie

"Display Name" format is surname, firstname

Student Email Address Format:

firstnameinitial.surnamen@nuigalway.ie 

where n is the next available number (starting at 1)

What Is My Staff Email Address

Login to CASS
Click on Set Language and see your NUI Galway staff email address

staff email address

Changing a Staff Email Address to @oegaillimh.ie

The default primary (main, visible) staff email address is firstname.surname@nuigalway.ie. Staff members can change their default email address to the Irish format (e.g. firstname.surname@oegaillimh.ie)  by following the steps below:-

  1. Login to CASS with your staff ID number and password
  2. Under your CASS account go to My Account and Set Language
  3. From the drop down menu please select the appropriate email address and click OK



Note: Even after the format of your email address has been changed to firstname.surname@oegaillimh.ie you will still be able to receive emails under the format firstname.surname@nuigalway.ie

Changing a Staff Email Address Subsequent to a Name Change

If you need to make a change from your maiden to married name, or for any other reason please contact the Human Resources Department at ext 2151 or hr@nuigalway.ie with the updated details.

Following a name change, you will receive an automatic email informing of the change.

If this change is acceptable/not acceptable, please contact the Service Desk servicedesk@nuigalway.ie to confirm/reject the change.

Once you have confirmed the name changes you will not need to take any further action. Your username and password will remain the same. The old email address will be left as a secondary email address on your account (i.e. if someone were to email it the mail would still deliver to your mailbox). We advise that you to correspond your new email address to your contacts.

Changing an Email Password / Forgotten an Email Password

Your email password can be reset through CASS

  1. Login to CASS

  2. Under Manage Your Account, click Change Password

  3. Enter your Current Password, enter a New Password and re-enter your New Password to confirm. 

    Click Save to complete

What if I have forgotten my password?

  1. Go online to CASS 

  2. Under the Help, click Forgot Password?

  3. Enter your Username, click OK

  4. Answer your challenge questions, enter a New Password and re-enter to confirm

    Click Submit to complete

SMTP - Sending Mail From the NUI Galway Network

SMTP is Simple Mail Transfer Protocol

All registered staff and students must use their designated NUI Galway email account for official communication with the University.

Web-based email provided by third party providers such as Gmail is accessible while on-campus but please note that such third party email accounts are not supported by Information Solutions and Services.

For staff at NUI Galway, the server provided for email is Microsoft Exchange. No other SMTP server is available.

NUIG staff / students cannot use an NUI Galway server to act as an SMTP server to send out email from a third-party email provider (e.g. Gmail). Anonymous SMTP access or SMTP relay is disabled for sending email from the NUI Galway network due to security reasons (primarily anti-virus and anti-SPAM).

If you have any queries about the email service at NUI Galway, please contact the Service Desk.

 

 

 

Mailbox General

What is the Mailbox Quota

The quota of your Office 365 mailbox is 50GB. This limit is the maximum allowed by Office 365 and cannot be increased.

What Happens When You Near the Mailbox Quota

As you reach your mailbox limit (quota), you will get a message about the possibility of being unable to send or receive messages (when approaching 49GB).  With these first warnings you are still fully able to send and receive email messages. 

At 49.50GB, you will be unable to send email. Once the limit is reached, you will be unable to receive messages.

What is the Limit on File Size That Can be Sent By Office 365 Email

The message size limit, including attachments, is 100MB. To send a file larger than 100MB, you should consider using FileSender.

Can Staff and Student Mailboxes be Merged

Staff and Student Mailboxes cannot be merged. This may be requested where staff have registered as a student, or where students later become staff. Staff members who are also registered as a student and wish to read their student email must login to Student Mailbox using their Student ID log in credentials (or set up a forward rule from one mailbox to the other).

The same applies to students who have become staff. To access the staff email, you must login to your Staff Mailbox using your Staff ID log in credentials (again, a forward rule could also be set up from one mailbox to the other).

Search / Look Up

What is the Global Address List (GAL)

The GAL refers to the directory service within Microsoft Exchange.  The GAL contains the email addresses of all NUI Galway users.  Contact information is published automatically, though any changes to contact information may take 24 hours to resolve.  There are two types of distribution lists that appear in the GAL – managed distribution lists and query-based distribution lists. You can access the GAL via the Address Book tab in Outlook, or the People tab in OWA.

Searching for an NUI Galway Email Address

NUI Galway email addresses follows a specific format, depending on whether you are a staff member or a student of the university.

More information on the format of NUI Galway email addresses is available under the 'Email Address and Password' section of this FAQ.

Searching for an External Email Address

To find out where an external email address is hosted, you can use Who, Addr or any similar web service to determine the service provider for an email account.

Understanding Search Scopes & Limitations in Microsoft Outlook

If you make use of the 'Search' feature, it is important to understand that the search focuses on the Primary Mailbox only. In other words, the search feature does not look at the contents of any additional shared mailboxes to which you are a delegate of, only your own mailbox.

As a workaround, to search Shared Mailboxes using the search feature, you will need to open and then limit your search to the 'Current Folder' when conducting a search of each folder of the Shared Mailbox you wish to search.

See here for more information.

Distribution / Mailing Lists

How to Send an Email to the All-Staff and Other Staff Mailing Lists

All Staff Email Distribution List

ISS use data from the Human Resources (HR) Payroll System to generate staff mailing lists.  These lists are then made available to the Press & Information Office.

Who Can Email to All Staff?

Permissions are required on a staff member’s email account in order to send email to all staff.

What is the process to request permission to send an all-staff email?

  • Keep in mind the code of practice for sending mass emails
  • Written authorisation is required from John Caulfield, Internal Communications Officer, john.caulfield@nuigalway.ie,  or the Director of Marketing & Communications.
    (in their absence Seán O'Farrell Director of ISS, sean.ofarrell@nuigalway.ie)
  • The staff member must then submit the authorisation to the Service Desk
  • Permission will then be given to the staff member to send from their own mailbox to the All NUI Galway Staff list entry which is displayed in the staff Global Address List (GAL).

Automated Updating HR System with Email Addresses

In the first instance the HR system must store a valid email address for the employee. This is an automated process which operates as follows:

  • ISS creates a file of all email accounts on our system . The file contains the employee number and the email address.
  • All email addresses on the HR system are blanked out.
  • HR then applies the Information Solutions and Services file updating the corresponding employee record.  

This process runs once a week to ensure email addresses are up-to-date on the HR system. To ensure that your email address is included you must have an email account on Staffmail, and ensure that your correct employee number exists.

This automated link ensures that the email addressees are in line with the mail service provider and removes the maintenance overhead and risk of errors associated with maintaining the email address as part of each employees records.

Mailing List Inclusion Criteria

Inclusion in any mailing list is dependant upon the staff member having a valid email address on the HR system as described above. Each of the mailing lists has a separate criteria for inclusion of staff. The fields on the HR system which affect the inclusion/exclusion from distribution lists are

Employee Sub Category (Grade Group)
Employee Category (Grade)
Employee Secondary Status (Active, left)
Personnel Post Appointment Status (Must be commenced)
Personnel Post Appointment number (Used to exclude casual employees)
Management Unit


The criteria for inclusion in the particular lists are:

All NUI Galway Staff

  • An email address exists on the HR system for the employee.
  • Fellowships students are excluded.
  • Staff are active on the payroll system.
  • Staff have status of commenced in a post (excluding posts for casual employees).

NUI Galway Academic Staff

  • As for all staff and Employee Sub Category = Permanent Academic

NUI Galway Admin Staff

  • As for all staff and Employee Sub Category = Administrative

NUI Galway Building Services Staff

  • As for all staff and Employee Sub Category = Buildings Service Staff

NUI Galway Hourly Paid Staff

  • Hourly Paid Staff who are not included in all staff list

NUI Galway Library Staff

  • As for all staff and Employee Sub Category = Library Staff

NUI Galway Technical Staff

  • As for all staff and Employee Sub Category = Technical

NUI Galway Temporary Academic Staff

  • As for all staff and Employee Sub Category = Temporary Academic

Faculty Members

  • As for all staff and Management Unit = <specified> Faculty: i.e. Arts Faculty

What to do if you are not receiving all-staff emails?

If you are not receiving emails from the administrative offices e.g. Dialann, Personnel notices, messages from the President then check the following:

If the answer is yes to all of these please contact the Human Resources to ensure that your email address is on the system and that the post and payroll statuses are correct. They will then either amend your HR record if appropriate or refer the problem to ISS if it is related to the selection criteria. Please perform the above checks before contacting the Human Resources.

IMPORTANT

Finally please note that Human Resources and ISS do not add / delete members from these distribution lists manually. An employee cannot choose to join or leave any of these distribution lists as these lists are dependant on the data in their HR record.

What Other Staff Mailing Lists Are Available?

The following staff email distribution lists are updated daily:

  • All NUI Galway Staff
  • All NUI Galway Retired Staff
  • Agresso Users
  • Buildings
  • NUI Galway Academic Staff
  • NUI Galway Admin Staff
  • NUI Galway Arts Faculty Members
  • NUI Galway Buildings Services Staff
  • NUI Galway Hourly Paid Staff
  • NUI Galway College of Medicine Nursing and Health Sciences
  • NUI Galway Commerce Faculty Members
  • NUI Galway Engineering Faculty Members
  • NUI Galway IT Staff
  • NUI Galway Law Faculty Members
  • NUI Galway Library Staff
  • NUI Galway Researchers
  • NUI Galway Science Faculty Members
  • NUI Galway Technical Staff
  • NUI Galway Temporary Academic Staff

Permission to write to any of the lists above must be requested via the Service Desk and include the required authorisation from the Marketing and Communications Office.

Can I Request a New Mailing List for a Subset of Staff?

  1. Written authorisation is required from John Caulfield, Internal Communications Officer, john.caulfield@nuigalway.ie,  or the Director of Marketing & Communications.
    (in their absence Seán O'Farrell Director of ISS, sean.ofarrell@nuigalway.ie)
  2. The staff member must then submit the authorisation and criteria to the Service Desk.

How to Send an Email to the All-Student Mailing List

Who Can Email All Students?

Staff/Students cannot directly send an email to all students.

What is the Process to Request Permission to Send an All-Student Email?

What Other Student Distribution Lists are Available?

The following dynamically updated lists are available: 

  • Undergraduate Registered* Students 
  • Undergraduate Non-Registered^ Students 
  • Postgraduate Registered* Students 
  • Postgraduate Non-Registered^ Students 
  • Mature Registered* Students 
  • Mature Non-Registered^ Students

*Registered = Student Records Registration status of (R)
^Non-registered = Student Records Registration status of (P) pre-registered or pre-registered CAO (PCAO).
All other registration status are excluded.

What is the Process to Request Permission to Send to These Other Maintained Student Lists?

Same as for all-student list (see above)

What About Requests for Other Mailing Lists for a Subset of Students?

  • Written authorisation is required from the Vice-President for the Student Experience
  • The staff member must then submit the authorisation to the Service Desk. The request must define criteria for the student list e.g. Undergraduate, Postgraduate.
  • Note that creation of new mailing lists may take several weeks and is dependent on ISS resources available
 

How to Add / Remove Members of a Distribution List That Appears in the GAL

Note: There are two types of distribution lists that appear in the Global Address List (GAL) – Managed Distribution Lists and Query Based Distribution Lists. For managed distribution lists, only nominated managers have permissions to add or remove users from the list.

For information on how to edit Managed Distribution Lists via OWA, visit the Microsoft website here for more information. 

Managers can add or remove users from the managed distribution list using Outlook 2010 or 2013 on or off-campus. 

  1. Open Outlook
  2. Create a New message 
  3. Click the To button in the new message
  4. The Select Names window will appear showing the Global Address List
  5. Scroll to the required distribution list or type in the distribution list to select it. In the example shown below, the managed distribution list is called An tSeirbhís Aistriúcháin Phroifisiúnta - ASAP 



  6. Right-click on the entry and select Properties
  7. A new window appears showing the Properties of the distribution list.
    Only individuals named in the Owner section, can modify the list



  8. To add or remove members from the distribution list, click Modify Members
  9. A new window appears showing Distribution List Membership 


    To remove members, select the name and click Remove
    To add members, click Add, select the name from the Global Address List and click OK
  10. Click OK to close the Distribution List Membership window
  11. Click Apply and then click OK to close the Properties window
    The manager has now completed the changes to the Distribution List

Important: Distribution lists that appear in the GAL can only contain @nuigalway.ie email addresses. If you require a distribution list which contains external email addresses, please review HEAnet's Listserv Service

Shared / Secondary Mailboxes 

What is a Shared Mailbox

Shared mailboxes make it easy for a group of people to monitor and send email from a common email addresses (e.g. ourdepartment@nuigalway.ie). When a person in the group replies to a message sent to the shared mailbox, the email appears as coming from the shared mailbox, not from the individual user.

Shared mailboxes are a great way to handle email questions because several people in a unit / department / university can share the responsibility of monitoring the mailbox and responding to queries. Questions get quicker answers, and related emails are all stored in one mailbox. 

Advantages of a Shared Mailbox

  • A unique email address is assigned to each shared mailbox, affording the oppotunity of a clear identity as to its purpose
  • A shared mailbox has it own mailbox, with a 50GB capacity
  • A shared mailbox has its own calendar
  • Categorise and create sub-folders in a shared mailbox (exactly as you would a personal mailbox)
  • Establish rules on mail sent specifically to the address of the shared mailbox (exactly as you would a personal mailbox)
  • Adding or removing access permission to a shared mailbox is a relatively straightforward. ISS require the owner of the shared mailbox to log a ticket indicating the staff name / ID to be added or removed from the shared mailbox. Security Note: The onus of adding / removing access for users to shared mailboxes is on the mailbox owner themselves. For example, where a staff member moves department, the shared mailbox owner should notify ISS and request that staff members access to the shared mailbox be revoked. 

Known Issues with Some Shared Mailboxes: It is a known issue with some shared mailboxes that when requested to remove personnel from the mailbox we are unable to remove delegates from the 'Send As' permission box.  This issue has been highlighted to Microsoft and will be resolved shortly.

How to Request a Shared Mailbox

To request a shared mailbox, answers the questions below and copy into a ticket / email to servicedesk@nuigalway.ie

Q1. Who is the owner of this new mailbox i.e. who is responsible for this resource? Name and email address required (usually Head of Department).

Q2. Who will be the administrator (and backup administrator) for this new mailbox? Two staff names and ID numbers required.

Q3. Preferred email address for the role. Note: The email address must be a one word format e.g. csadmin@nuigalway.ie

Q4. Display name that will appear in the Global Address List (GAL). The display name must reflect the role as it is visible to all staff and students from the Global Address List (GAL).

Q5. Office name that will appear in the Global Address List (GAL)

Q6. Telephone number (if appropriate) that will appear in the Global Address List (GAL)

Q7. Description for this mailbox

Access Note: To access shared mailboxes is given via each individual users mailbox. Shared mailboxes do not have their own username and password. As such users cannot log into a shared mailbox directly using either Outlook or OWA. 

How to Open / Gain Access to a Shared Mailbox

See our webpage here for more information on how to access a shared mailbox using OWA, Office 2010 or Office 2013

Changing Rules / Setting up Automatic Replies on a Shared Mailbox Using OWA

User granted permission to a specific shared mailbox can log in directly to the shared mailbox in OWA. To do this you can use the following URL

https://outlook.office365.com/owa/OurDepartment@nuigalway.ie

Where OurDepartment@nuigalway.ie denotes the name of the shared mailbox to which you are trying to access. 

Once on the OWA log in page for your shared mailbox (which is the purpose of using the refined URL), you will use your own username (e.g. 0123456s@nuigalway.ie) and your CASS password to log in.

Rather then bring you to your mailbox through OWA, because of the link above that you have entered (and because you have permission to access it) you will be brought to the specific shared mailbox in question. In this example, it is OurDepartment@nuigalway.ie

From here you will be able to access the Options menu for the shared mailbox. For example, you will be able to set up Auto Replies by clicking Click Options - Automatic Replies. Enable 'Send Automatic Replies', type the message you would like to appear and save.

Sending 'Sent Items' to the 'Sent Items' Folder of a Shared Mailbox

There is a Known Microsoft Issue that occurs when sending an email from a shared mailbox,  a copy of the email goes to the users own “Sent Items” rather than the “Sent Items” folder of the shared mailbox.

ISS have created a quick fix for this issue:

  1.  Open Zenworks.  Click on the Start button. Type Zenworks and double click on ZENworks Application Window
    Zenworks_1
  2. From the ZENworks Window, double click on ISS Utilities
  3. Double click on shared mailbox sent items fix
    zenworks_2
  4. This fix will take a minute to install.   Once installed you can close the Zenworks window
  5. Restart Outlook, now a copy of emails sent from a shared mailbox will go to the sent items of the shared mailbox

What is a Secondary Email Address

A secondary email address is a generic address which can only be directed to one staff email account at any given time e.g. chemistry@nuigalway.ie could be directed to an administration staff member of the Chemistry Department. This address can be moved to another staff email account e.g. if the postholder moves to a new role or is on extended leave or a career break.

A secondary address can also be requested when a staff member changes their name e.g. on marriage or would like to use their Irish name.

Note: You cannot send mail from a secondary address. All messages sent to the secondary address and the primary address (firstname.surname@nuigalway.ie) arrive in the same inbox.

How to Request a Secondary Email Address

To setup / move a secondary email address, email servicedesk@nuigalway.ie with the following infomation:

  • Preferred secondary email address.  Note: The email address will be a one word format e.g. chemistrynuigalway.ie
  • Your staff ID number (username)

Note: Where transfer of ownership of a secondary mailbox is necessitated, the request must come from the current secondary address owner. Transferring a secondary email address from one mailbox to another results in a short period of downtime on a secondary email address, meaning that mail will not deliver during this time.

 

OneDrive

How to Setup OneDrive for Windows

See our website here for more information

Is OneDrive Available for Mac Users

Yes. See the Microsoft website here for more information on the OneDrive sync client for Mac

Outlook for Mac

How to Set Your Out of Office in Outlook for Mac 2011

See the Microsoft website here for more information

How to Open a Shared Calendar / Email in Outlook for Mac 2011

See the Microsoft website here for more information

How to Open / Gain Access to a Shared Mailbox in Outlook for Mac 2011

Visit our webpage here for more information

How to Clear Cache in Outlook for Mac 2011

The following describes how to clear the Outlook for Mac 2011 cache on a folder if no new emails are being delivered to the folder and the user is aware that new emails have been sent and should have been received.  In the example below the  Inbox is being used, however, this process can be carried out on any folder which resides on the Exchange server

  1. Open Outlook 2011
  2. To select the relevant folder which is not receiving email, press the Ctrl button on the keyboard and click on the folder with the mouse button.  Select the Folder Properties option from the menu  

  3. The Folder Properties window will be displayed.  Click on the ' Empty' button under the Empty Cache section  

  4. When you empty the cache, Outlook 2011 will delete all locally held email and resynchronize the inbox with the Exchange server.  All email which is in the inbox will be pulled back down from the Exchange server.  Depending on how much email you have this may take some time to complete.  When complete, click 'OK'

How to Import Data into Outlook for Mac 2011

See the Microsoft website here for more information

How to Import Email to Outlook for Mac 2011

See the Microsoft website here for more information

How to Export Email from Outlook for Mac 2011

See the Microsoft website here for more information

How to Grant Delegate Access in Outlook for Mac 2011

See the Microsoft website here for more information

How to Send an Email on Behalf of Someone Else in Outlook

First the user will have to delegate access to you to allow this to happen., at which point you will be able to manage their mail and calendar. See the Microsoft website here for more information on how to do this

How to Create an Inbox Rule in Outlook for Mac 2011

See the Microsoft website here for more information

How to Create a Forward Rule in Outlook for Mac 2011

Disclaimer: Please note upon setting up a rule it is would be best practice to continuing checking the mailbox on which the rule has been set up to ensure continuity. For example, Microsoft may push updates which may effect the integrity of any rule set up. We would advise as best practice to continue logging in to the mailbox on which the forward rule has been established to ensure all mail relevant to you is being received.

See the Microsoft website here for more information

How to Create and Add Signatures in Outlook for Mac 2011

See the Microsoft website here for more information

How to Access the GAL in Outlook for Mac 2011

Access to the Global Address List in Outlook 2011 should be automatic for migrated users

  1. Open Outlook 2011
  2. Create a new message
  3. Select the 'Contact' icon

  4. Search for a user by entering a full or partial name or email address, then add the desired user by selecting 'To' in the Contacts Search

  5. The contact is now added to the new message 

Outlook Web App FAQ

How to Login to OWA

1. To Access OWA go to the OWA Login Page. The Office 365 login screen appears.

  1. For User Name enter username@nuigalway.ie
    The format for a Campus Account username is derived from your staff ID number.
    The format is 7 digits followed by 's'. 
    If CASS ID number = 0123456s, then Office 365 username = 0123456s@nuigalway.ie 
  2. For Password, type in your Campus Account password. 
  3. Click the Sign in button.

2. Once logged in, you will see your mail inbox, you will also be able to navigate to other Office 365 Apps by clicking on the Office 365 Button button from the top ribbon.

How to Set Up Automatic Replies in OWA

Visit the Microsoft website here for more information

How to Turn Off Automatic Replies in OWA

Visit the Microsoft website here for more information

How to Change How Email is Displayed in OWA

Visit the Microsoft website here for more information

How to Create an Inbox Rule in OWA

Visit the Microsoft website here for more information

How to Create a Rule to Forward Messages in OWA

Disclaimer: Please note upon setting up a rule it is would be best practice to continuing checking the mailbox on which the rule has been set up to ensure continuity. For examples, Microsoft may push updates which may effect the integrity of any rule set up. We would advise as best practice to continue logging in to the mailbox on which the forward rule has been established to ensure all mail relevant to you is being received.

Visit the Microsoft website here for more information

How to Recover Deleted Items in OWA

If you delete a message, it is automatically placed in the Deleted Items folder. If you delete items from the Deleted Items folder, then those items are permanently deleted. However, from the time of deletion, you have 7 days to recover permanently deleted items.

Visit the Microsoft website here for more information

How to Create and Add a Signature to Messages in OWA

In Outlook you can create a personalized signature for your email messages. You can also add the NUI Galway logo to your signature (on campus access only).

How to View Mailbox Size (Quota Used) in OWA

1. Login to OWA
2. Click the Options button and select Mail

OWA Rules SS1

3. Under General, select My Account. Here you will see your current mailbox usage.

How to Check Spelling in an Email in OWA

Visit the Microsoft website here for more information

How to Automatically Check Spelling of Messages Before Sending in OWA

Visit the Microsoft website here for more information

Not Receiving Email in OWA

There are a number of things that you can do to try to fix this problem

Visit the Microsoft website here for more information

How to Stop Wanted Mail Going to Junk in OWA

Visit the Microsoft website here for more information

How to Block Junk Email in OWA

Visit the Microsoft website here for more information

Using the Contacts / People Feature in OWA

Visit the Microsoft website here for more information

How to Remove Suggested Name or Email from Auto-Complete in OWA

When you send a new message or reply to one, the email address is remembered by OWA and the next time you send a message to that person, you can type just a few letters and it automatically completes for you. For more information on how to remove suggetsed names or emails from this Auto-Complete feature in OWA, visit the Microsoft website here for more information.

How to Share a Calendar in OWA

Visit the Microsoft website here for more information

Folder Sharing in OWA

For more information on folder sharing in OWA visit the Microsoft website here

How to Grant Delegate Access in OWA

Visit the Microsoft Website here for more information

How to Send an Email on Behalf of Someone Else in OWA

First the user will have to delegate access to you to allow this to happen., at which point you will be able to manage their mail and calendar. See the Microsoft website here for more information on how to do this.

How to Switch to OWA Light

The light version of Outlook Web App is much simplier than the standard version, both in appearance and in function. Because the light version of Outlook Web App is HTML-based, it can work better with assistive technologies such as screen readers. The light version also works with browsers that don't support the standard version of Outlook Web App.

To switch to OWA light:

1. Click on the cog when logged into OWA
2. Click Mail
3. Go to General on the left hand nav window
4. Click on Light version
5. Check the box beside use the light version of Outlook
6. Click Save

See the Microsoft Website here for more information and instructions on OWA Light.

Outlook Client FAQ

How to Set Up Automatic Replies in Outlook

Visit the Microsoft website here for more information

How to Turn Off Automatic Replies in Outlook

Visit the Microsoft website here for more information

Issues Not Receiving New Mail in Outlook

This also applies if you have to keep using the Send / Receive button to get new mail. The most likely explanation is that you are working offline

1. Look at the bottom right hand corner of the Outlook window

2. If the below image appears, then you are working offline and are currently disconnected from the server 

Issues1

3. Go to the Outlook toolbar. Select the Send/Receive tab and click the Work Offline icon

Issues 2

4. The bottom right hand corner now appears as shown in the image below

Issues 3

5. You are now connected to the Office 365 server again and new mail will appear automatically in your Inbox

Have to Type Your Password Everytime You Try to Send or Receive Email

The most likely explanation is that you are working offline

1. Look at the bottom right hand corner of the Outlook window

2. If the below image appears, then you are working offline and are currently disconnected from the server 

Issues1

3. Go to the Outlook toolbar. Select the Send/Receive tab and click the Work Offline icon

Issues 2

4. The bottom right hand corner now appears as shown in the image below

Issues 3

5. You are now connected to the Office 365 server again and new mail will appear automatically in your Inbox

Messages Sent to Known Correspondents Returned to me as Undeliverable

There are several reasons why messages could be returned to you as undeliverable. Perhaps the email address is incorrect or no longer exists

Another reason is that the Outlook AutoComplete / Nickname cache has become corrupt.  If the AutoComplete/Nickname cache file becomes corrupt, Outlook may not be able to identify recipients, may offer incorrect recipients, may send to an incorrect or old email address, or may send the message to the wrong person. In this case, you can clear the entire cache. Please click here and follow steps that are appropriate for your version of Microsoft Windows to clear the AutoComplete / Nicknames cache. After you restart, Outlook generates a new nickname list

Getting a Bounced Email From an Unknown Correspondent

There are several reasons why messages could be returned to you as undeliverable. Perhaps the email address is incorrect or no longer exists

Another reason is that the Outlook AutoComplete / Nickname cache has become corrupt.  If the AutoComplete/Nickname cache file becomes corrupt, Outlook may not be able to identify recipients, may offer incorrect recipients, may send to an incorrect or old email address, or may send the message to the wrong person. In this case, you can clear the entire cache. Please click here and follow steps that are appropriate for your version of Microsoft Windows to clear the AutoComplete / Nicknames cache. After you restart, Outlook generates a new nickname list

How to Check Spelling in an Email in Outlook

Visit the Microsoft website here for more information

How to Automatically Check Spelling of Messages Before Sending in Outlook

Visit the Microsoft website here for more information

How to Export / Backup Messages From Outlook

Your Office 365 Mail is automatically stored in the cloud. You can also save a copy of messages to your local hard drive or another storage area e.g. USB key or CD. For example, if you are leaving the University, you can export your messages so that you can access them in the future. Use the steps outlined below to export your messages

Visit the Microsoft website here for more information

How to Import Messages Into Outlook


Visit the Microsoft website here for more information

Merging Staff and Student Mailboxes

Staff and Student Mailboxes cannot be merged. This may be requested where staff have registered as a student, or where students later become staff. Staff members who are also registered as a student and wish to read their student email must login to Student Mailbox using their Student ID log in credentials (or set up a forward rule from one mailbox to the other).

The same applies to students who have become staff. To access the staff email, you must login to your Staff Mailbox using your Staff ID log in credentials (again, a forward rule could also be set up from one mailbox to the other)

How to Create an Inbox Rule in Outlook

Visit the Microsoft website here for more information

How to Create a Forward Rule in Outlook

Disclaimer: Please note upon setting up a rule it is would be best practice to continuing checking the mailbox on which the rule has been set up to ensure continuity. For examples, Microsoft may push updates which may effect the integrity of any rule set up. We would advise as best practice to continue logging in to the mailbox on which the forward rule has been established to ensure all mail relevant to you is being received

Visit the Microsoft website here for more information

How to Create and Add Signatures to Messages in Outlook

Visit the Microsoft website here for more information.

You can also add the NUI Galway logo to your signature (on campus access only)

How to View Mailbox Size (Quota Used) in Outlook

Visit the Microsoft website here for more information

How to Manage Mailbox Size in Outlook

If you receive a warning message about mailbox quota, we recommend that you complete the following steps:

  • Review items in your Junk eMail folder and delete unwanted messages
  • Clean out Deleted Items
  • Sort your Sent Items folder by size and remove large messages that you no longer need
  • Find large messages that are taking up mailbox space, review them and delete the messages themselves

Visit the Microsoft website here for more information on managing your mailbox size

How to Recover Deleted Items in Outlook

If you delete a message, it is automatically placed in the Deleted Items folder. If you delete items from the Deleted Items folder, then those items are permanently deleted. However, from the time of deletion, you have 7 days to recover permanently deleted items.

Visit the Microsoft website here for more information

Missing Email / Only  A Subset of Exchange Mailbox Items are Synchronised in Outlook

If the email count in your inbox / subfolders is lower than expected, it is likely due to the fact that the Cached Exchange mode 'Mail to Keep Offline' is configured to a value other than 'All'. The default is 12 months.

What this essentially means is that mail older than 12 months is not loaded to your mailbox view by default. You can change this as required. See the Microsoft website here for more information.

Using External Email Service with Outlook When Connected to the Wired Network

ISS supports the staff email service (i.e. @nuigalway.ie addresses) using only the supported email clients applications listed.

Due to network security measures it is not possible to send from Gmail or another unofficial email services using email clients when connected to the NUI Galway wired campus network. Note that Gmail or other unofficial email services are accessible using a web browser

How to Stop Wanted Mail Going to Junk in Outlook

Visit the Microsoft website here for more information

How to Block Junk Email in Outlook

Visit the Microsoft website here for more information

How to Use the Contacts / People Feature in Outlook

Visit the Microsoft website here for more information

How to Manage Suggested Recipients Using Auto-Complete in Outlook

When you send a new message or reply to one, the email address is remembered by Outlook and the next time you send a message to that person, you can type just a few letters and it automatically completes for you. For more information on how to use, manage, turn-off or delete members of the Auto-Complete feature, visit the Microsoft website here for more information

How to Share a Calendar in Outlook

Visit the Microsoft website here for more information

Folder Sharing in Outlook

For more information on Folder Sharing and Delegate access in Outlook, visit the Microsoft website here

How to Grant Delegate Access in Outlook

See the Microsoft website here for more information

How to Send an Email on Behalf of Someone Else in Outlook

First the user will have to delegate access to you to allow this to happen., at which point you will be able to manage their mail and calendar. See the Microsoft website here for more information on how to do this

Any Unanswered Questions?

Any Unanswered Questions?

If There is Anything we Haven't Covered in this Section, Make Sure to Contact us at our ServiceDesk and Let Us Know!

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