VMail: Frequently Asked Questions (2024)

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VMail FAQ

How do I log into Outlook Web Access (OWA)?

Users can login to OWA by going to https://outlook.office.com. Once there you will sign in with your email address and e-password to access your inbox.

How many people can I send an e-mail to?

E-mails may be sent to a maximum of 250 recipients per email. It can be adjusted to meet a business need if approved. VUIT encourages the use of Distribution Lists to help main this recipient count.

If you use an Outlook Contact List instead of a Distribution List, each recipient in the Contact List counts as a single recipient.

Each mailbox can send emails to a maximum of 10,000 recipients per day.

What is the attachment size limit for e-mails?

The Collaboration team recommends the sharing of files via links to OneDrive or Box shares, instead of email attachments,

The message size limit for e-mails in Vanderbilt is 25 MB. This size limit includes all attachments. If you need to send a large attachment, choose one of the following options:

  1. Compress the file using Windows Explorer, WinZip, or 7Zip.
  2. Attachment Count: Total number of attachments may not exceed 256.
  3. No single attachment can exceed 20 MB.
  4. Archived attachments in ZIP, TAR, SIT, or other compressed format may not exceed 20 MB.
  5. Total number of files within an archived attachment may exceed 256.
  6. The maximum folder depth within an archived attachment may exceed 20.
  7. Split the file into two or more smaller files and send in separate e-mails.

Note: Other message size restrictions may be applied by your recipient’s domain and will take precedence over our limits.

Does Vanderbilt filter attachments?

Yes. To prevent the spread of viruses, protect campus productivity, & resources, Vanderbilt Information Technology (VUIT), in consultation with IT School Leaders and the Senior School Leaders, has elected to prevent delivery of certain file attachments.

Potentially dangerous attachments are identified by their three letter filename extension. All attachment extensions will be assessed and the selected extensions will be rejected, regardless of the operating system of the originating computer.

What is Spam?

Spam is commonly defined as th e sending of unsolicited bulk e mail - that is, email that was not asked for (unsolicited) and received by multiple recipients (bulk).

What does Vanderbilt use to manage spam?

VUIT utilizesMicrosoft Exchange Online Protection (EOP)to filter spam for the university . All VMail and VUGmail users are enrolled in the service by default. Email sent to other external email services such as Yahoo! or Hotmail will not be filtered, though you may review these messages on campus.

How does EOP work?

Click hereto learn more about Exchange Online Protection.

I received an email from EOP or believe the service accidently quarantined an email. How do I access quarantined emails in EOP?

Follow this linkhttps://admin.protection.outlook.com/quarantineto access emails quarantined by E xchange Online Protection (E OP ) . Enter your VUnetID @vanderbilt.edu and eP assword .

If you are on a MAC and received an error regarding certificates,click hereand follow the steps.

I’m in. How do I manage my quarantined emails?

Click herefor information on managing your quarantined emails.

How do I report spam I receive?

If you receive a spam email, you can send an email to Microsoft by forwarding the emailas an attachmentto:abuse@messaging.microsoft.com. Additionally, Outlook users maydownload a pluginfrom Microsoft, allowing the ability to report email as spam from within the message itself.

How do I manage my Junk e mail filter in Outlook?

Click hereto learn how to manage Junk email settings.

What is a Safe Sender?

Safe senders are emails you do not want quarantined by Outlook . Emails are classified into two classes. Direct and Campaign.

Directemails are messages sent directly from one person to another. This includes distribution or contact lists. The person listed in the “From” line is the one who sent the message.

Campaignemails are sent to large groups of people from one person. Third party applications such as Constant Contact, My Emma, etc … are examples of such applications. The person in the “From” line on these emails is not the person who sent the message in most cases.

How do I mark a recipient as a Safe Sender?

Click hereto learn how to mark a Safe Sender in Outlook.

Click hereto learn how to mark a Safe Sender in OWA.

How do I change my primary email address?

To change your primary email address, please submit arequest ticket.

What are some new features I can expect with email in Office 365?

  • New Outlook Web Access– new look, better browsing capability, archiving, emojis, etc.
  • Updated Calendar– email reminders for events, improved search, birthday calendars, etc.
  • More storage–100GBmailbox storage for each user
  • Better integrationwith otherOffice 365 services, likeOneDriveandSharePoint
  • Improvements todocument collaboration
  • More comprehensivespam detection
  • Additionalout of office options

Am I able to add additional email accounts in the Outlook app?

You are able to add additional email accounts in the Outlook app, such as Yahoo, Gmail, etc.

I have PST files in my mailbox. What do I need to do?

After your mailbox migrates, you will need to submit aHelp Deskrequestto have your PST files moved.

I have a need to use IMAP or POP client to access my email. How can I leverage IMAP or POP protocols?

By default IMAP and POP protocols are not enabled. To leverage IMAP or POP protocols requires the submission of an exception request. To request an exception, please submit a ticket to the VUIT Help Desk and include the following information:

  1. Name
  2. Email Address
  3. Affiliation (faculty, staff, graduate/professional student, UG student)
  4. School or department
  5. Reason for Request
  6. Attestation to the following:

Email Availability – Ensure VUIT can continue to have access to all email data for compliance and legal needs.

Email Security – Email can contain sensitive information and the need to protect it is imperative.

Encryption – Email clients must encrypt messages while in transmission.

If applicable, portable media/device where emails are stored should be encrypted

My Out-of-Office auto-reply is still sending messages after it was scheduled to turn off. What should I do?

If your out-of-office auto-reply was on before or during your migration, it may not turn off at the time you scheduled. Please manually turn your auto-replies off. If you are still in need of assistance, feel free to contact the help desk.

How can I release quarantined messages from my Shared Exchange Mailbox?

Microsoft recently changed the format of quarantined messages for Shared Exchange Mailboxes which does not allow for the message to be released. If you have a message that you need to retrieve, please submit a supportrequestfor assistance.

Can I add another email account to my Outlook client?

Yes, you can add other email accounts to your Outlook client. Directions for VU users are availablehere. If you require additional assistance, please submit a supportrequest. For VUMC assistance, please contactVUMC support.

How do I find my primary email address?

To find your primary email address for your Vanderbilt University account, please follow these steps:

  1. Go tohttp://vanderbi.lt/primaryemail
  2. Sign in with your SSO credentials (VUnetID and e-password)
  3. Click View My Email Addresses
  4. Your primary email address will be shown in bold, blue text.

How do I clear my cache?

To clear individual VUMC users from your Outlook client cache:

  1. When composing a new email to a VUMC employee, begin typing their name in the To: field.
  2. When the suggested name appears, click the X next to the name
    VMail: Frequently Asked Questions (1)
  3. Continue typing out the entire email address for this person
  4. Repeat for any VUMC user you communicate with regularly or have communicated with in the past

To clear your entire Outlook client cache:

  1. Open your email and from your inbox, click File
  2. Click Options
  3. Click Mail
  4. Under the “Send Message” section, click Empty Auto-Complete List
  5. Click OK

What is the Global Address List?

The Microsoft ExchangeGlobal Address List(GAL) is adirectoryof all end users and their respective emailaddresseswithin an Exchange Server organization that uses MicrosoftOutlookfor email. When you “look someone up” (via the Address Book or the To: and CC: buttons) you are drawing on the GAL.

How do I find the email address of a VUMC colleague?

How do I add external addresses to my Outlook contacts?

VMail: Frequently Asked Questions (2024)
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