Service Details

Osgoode provides e-mail and calendaring services through Microsoft 365 Outlook.

• Your Osgoode e-mail address is branded with osgoode.yorku.ca
• Access e-mail and calendar through Outlook on the Web, the Outlook Desktop Client and through your mobile device
• Shared mailboxes are available for departments and events
• You can share your mailbox and calendars with others
• If you do not have an account setup, see how employees are onboarded

Using the E-mail and Calendaring Service

• See Accessing E-mail and Calendaring for instructions on accessing your e-mail accounts
• Watch a Microsoft Introduction Video on using Outlook
• Read a Quick Start guide for using Outlook
• Get some additional tips and tricks for using Outlook – Outlook – Tips & Tricks
• For additional training and resources, see Working with Microsoft 365 Apps
• See Managing Spam and Phishing E-mails to learn how to identify, and deal with fraudulent messages

Managing your E-mail Addresses

You have two e-mail addresses:

• flast@osgoode.yorku.ca
• pyusername@yorku.ca

E-mails sent to either address will be delivered to the same mailbox, but you can only send from your default address.

Your default address is automatically set to your @osgoode.yorku.ca address.  You can verify this by opening the address book, clicking To and finding your contact.  The e-mail address displayed is your default address.

To change your default e-mail address, e-mail help@osgoode.yorku.ca to request the change.

Recalling an E-mail Message

If you send an e-mail by mistake, or to the wrong recipient(s), the message can be recalled.

Note: The message can only be recalled from a recipient who has not read the message.  There may also be a delay recalling a message delivered to a mobile device.

1. Go into your Sent Items in the Outlook client
2. Open the e-mail you want to recall
3. On the toolbar, click the three dots, then Actions then Recall This Message…
4. Select the options you want and click OK to recall the message

Setting E-mail Forwarding

See Setting E-mail Forwarding for instructions on how to forward your e-mails to an external address.

Automatic Replies (Out of Office)

Setting Automatic Replies

1. From Outlook, click File – Automatic Replies
2. Configure the settings you want for your automatic reply

Setting Automatic Replies on Shared Mailboxes

1. Sign in to Outlook on the web
2. Click the profile icon on the top right and click Open another mailbox
3. Type the e-mail address of the shared mailbox
4. Click Settings and Configuration on the top right
5. Click Automatic Replies and configure the settings you want

Shared Mailboxes and Calendars

Sharing Personal Mailboxes and Calendars

Delegating Access to your Mailbox

1. Click File -> Account settings then click Delegate Access
2. Click Add
3. Select the person from the address book and click Add
4. Click Ok
5. Beside Inbox, select Editor (or the permission level you wish to set)
6. Check Automatically send a message to delegate summarizing these permissions
7. Click Ok

Accessing a Person’s Mailbox

1. Click File -> Open & Export
2. Click Other User’s Folder
3. Type in the person’s full name, and click Ok

Delegating Access to your Calendar

1. In Outlook, click the Calendar button
2. Right click on Calendar – username@osgoode.york.ca and click Properties…
3. Click the Permissions tab
4. Click Add… and then add name(s) of the people to whom you want to delegate calendar access
5. Click OK
6. Click the person’s name, and select the level of access to delegate

Accessing a Person’s Calendar

1. In Outlook, click the Calendar button
2. Right-click on My Calendars -> Add Calendar -> From Address Book…
3. Add the name of the person’s calendar to open and click OK
4. The calendar will now appear under My Calendars

Sharing Departmental Mailboxes

Creating a Departmental Mailbox

Shared mailboxes can be used for departments or groups that have a need to communicate to clients from a single address.  Complete the New Shared Mailbox Request Form to request a shared mailbox.

Accessing Shared Mailboxes

1. Your manager must request shared mailbox access by sending an e-mail to help@osgoode.yorku.ca containing the following information:
   1. Full Name of the person requiring access
   2. E-mail address of the shared mailbox
2. Once access has been granted, see Accessing E-mail and Calendaring for instructions on accessing the shared mailbox

Room Resources

Creating Room Resources

You can add a departmental meeting room to the address book in Outlook, which will allow members of your department to schedule that meeting room as part of calendar invites.

1. The department manager must send a ticket to help@osgoode.yorku.ca with the following information:
   1. Name of Room (Ignat Kaneff Building, RoomNumber)
   2. The room capacity
   3. Full names of everyone authorized to book the room

Booking Room Resources

1. Create a new meeting from the calendar
2. Click Location
3. Search for Ignat Kaneff Building or One Dundas Street
4. Double-click the room you want to book and click OK

Note: The room’s availability will show in the Scheduling Assistant tab.

Available For

• Full Time Staff
• Temporary Staff
• Full Time / CLA Faculty
• Visiting / Adjunct Faculty

Pricing

There is no charge for this service.