What is a generic email account? Aimed at:  Edinburgh Napier’s staff A generic email account is an email account used by multiple staff members. It may be used for specific departments, teams, projects and so forth. Staff members who have acce... Read More

How does the recipient read an encrypted email? Aimed at:  Edinburgh Napier’s staff When an encrypted email is received, the recipient will need to save and open the attachment and follow the on screen instructions to view the email. If the re... Read More

How do I access and use the Office 365 web interface? Aimed at: Edinburgh Napier's staff  You can access your University email account via the web: Visit http://outlook.office365.com, or Go to the Staff intranet and choose Email from the top me... Read More

  How do I gain access to a generic mailbox using MS Outlook? Aimed at:  Edinburgh Napier’s staff If you wish to gain access to a generic mailbox, the first thing to do is to contact the owner of the mailbox and ask them to give you access righ... Read More

What is the maximum size of email attachment that I can send / receive? Aimed at:  Edinburgh Napier’s staff The maximum size of attachment that you can send and / or receive is 25 megabytes. Please note: Email should not be used as file storage... Read More

How do I use Outlook Folders Aimed at:  Edinburgh Napier’s staff You can use folders within your inbox to group related messages together. To create an Outlook folder: Right click on the parent folder, e.g. Inbox. Click New Folder. Enter a nam... Read More

How do I access my Outlook Archive from the Virtual Desktop Service (VDS)? Aimed at:  Edinburgh Napier’s staff If you wish to access your Outlook archive off-campus through our Virtual Desktop Service then please follow the below instructions w... Read More

How long does email remain in the deleted items folder? Aimed at: Edinburgh Napier’s staff Deleted mail remains in the deleted items folder indefinitely, you should therefore regularly empty your deleted items folder to ensure your inbox doesn&... Read More

How much email storage do I have? Aimed at:  Edinburgh Napier’s staff  Edinburgh Napier University staff members have 50GB of email storage within their Exchange accounts. Please note: email should not be used as file storage for University dat... Read More

How do I send an encrypted email? Aimed at:  Edinburgh Napier’s staff Before you send an encrypted email you must order the email encryption service. Once the IT Support Desk have received and processed your application they'll send you in... Read More

How do I request a mailbox size increase? Aimed at:  Edinburgh Napier’s staff If you require additional disk space for your email account please speak to your Head of Department who will authorise the request through Information Services. Pleas... Read More

What is the cost of the email encryption service for staff? Aimed at:  Edinburgh Napier’s staff There is no cost, the email encryption service for staff is a free service.   Read More

Can the email encryption service be transferred to another staff member within my department? Aimed at:  Edinburgh Napier’s staff Yes, at any point in the two year period you may choose to transfer the usage of the service to another member of... Read More

Can recipients receive further help and support on encrypted emails? Aimed at:  Edinburgh Napier’s staff Yes, in the first instance recipients should contact the IS Service Desk:Email: ISServiceDesk@napier.ac.uk Telephone: ext 3000 or (0131) 4... Read More

How do I order the email encryption service? Aimed at:  Edinburgh Napier’s staff If you are an Edinburgh Napier staff member and you wish to order this service please complete the Email Encryption Request form via UniDesk Self Service (you will... Read More

How do I set staff as my default email Address Book? Aimed at:  Edinburgh Napier’s staff 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. Selec... Read More

How do I empty my Deleted Items folder? Aimed at:  Edinburgh Napier’s staff From within the Deleted Items folder click on the Folder tab and choose "Empty Folder".  Click Yes when prompted. Please note: Deleted items from mailboxes may be recov... Read More

Are there any rules and regulations when using a generic email account? Aimed at:  Edinburgh Napier’s staff Yes, you must follow the Information Security Policy when access any of Edinburgh Napier University’s accounts. The Information Se... Read More

Why can I not have the password to a generic email account? Aimed at:  Edinburgh Napier’s staff Due to legal reasons, no one in the University is allowed to send emails from a generic account. This is to prevent emails from being sent anonymou... Read More

How do I book a staff meeting room using Outlook? Aimed at:  Edinburgh Napier’s staff This guidance explains how to book a staff meeting room using your Outlook calendar.  You may also find the Property and Facilities Room Booking Policy and Ro... Read More

How do I put an out of office message on a generic email account? Aimed at:  Edinburgh Napier’s staff If you are within the owner group for the generic mailbox, you can now manage it's automatic replies via the Outlook Web App as per the f... Read More

How do I recall a sent message? Aimed at:  Edinburgh Napier’s staff To recall a sent message:  Go to your Sent Items folder and open the message you wish to recall.  Click File and then Info. Choose Resend or Recall and click Recall this Messa... Read More

What are the different permissions on a generic email account? Aimed at:  Edinburgh Napier’s staff Usually we set up an “owner” and “publishing editors” but there are also “viewer” permissions and others available. There can be multiple owners ... Read More

How do I delete an attachment from an email message? Aimed at:  Edinburgh Napier’s staff To delete an attachment from an email message: Right click on the attachment. Click Remove Attachment. The attachment will be removed from the email mes... Read More

Can I recover emails deleted from my Deleted Items folder? Aimed at:  Edinburgh Napier’s staff Within Outlook, all items deleted from your deleted items folder are retained within the system for 30 days.  Therefore, if you empty your deleted it... Read More

How do I report suspicious email via Microsoft Outlook? Aimed at:  Edinburgh Napier’s staff To report suspicious email messages via the Microsoft Outlook desktop mail client: From your inbox highlight the message and select the Report Message ... Read More

What is the email Auto-Complete, and how do I turn it on/off? Aimed at:  Edinburgh Napier’s staff 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... Read More

How do I switch my Out of Office email reply on or off? Aimed at:  Edinburgh Napier’s staff To switch on your Out of Office Reply: Go to File and choose Automatic Replies (Out of Office). Click Send automatic replies. Enter your out of office... Read More

What email address will my generic account have? Aimed at:  Edinburgh Napier’s staff It depends on the name of the account. If your generic account is called “New”, then your email address might be new@napier.ac.uk.  Please check that the addr... Read More

How do I get a generic email account created? Aimed at:  Edinburgh Napier’s staff To get a new generic account created, send the following information to ISServiceDesk@napier.ac.uk :  Proposed name of generic account The owner of mailbox Logi... Read More

How do I open and use a shared mailbox in Outlook Web App? Aimed at:  Edinburgh Napier’s staff If you have full access permission to a shared mailbox you can use Outlook Web App (OWA) to open that mailbox.  If you don't have permission you... Read More

How do I use Outlook Flags? Aimed at:  Edinburgh Napier’s staff You can use Outlook Flags to indicate whether a message is of high or low importance. Information about using Outlook Flags in MS Outlook 2016 can be found on the Microsoft website... Read More

Can I use Voting Buttons in my emails? Aimed at:  Edinburgh Napier’s staff 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 message... Read More

Can I import my .pst file into my mailbox? Aimed at:  Edinburgh Napier’s staff Following the migration to Office 365 you may wish to import your emails from your .pst file (email personal folder) to your new larger mailbox.  If you decide to do... Read More

How do I give others access to a generic email account? Aimed at:  Edinburgh Napier’s staff The request for additional users to be added should come from the account ‘owner’. If you are in doubt who the owner is, contact the IS Ser... Read More

I have been emailed a Distribution List, can I import it into my Contacts? Aimed at:  Edinburgh Napier’s staff Yes, to import it: Open the email which contains the Distribution List. Drag and drop the list onto the Contacts button at bottom le... Read More

How do I link a SharePoint calendar to my Outlook client? Aimed at:  Edinburgh Napier’s staff Navigate to the SharePoint calendar that you want to link to. With the calendar displayed, click on the Calendar tab and choose Connect to Outlook: ... Read More

How do I use Rules to manage my email? Aimed at:  Edinburgh Napier’s staff and students Guidelines for creating and using Rules in MS Outlook can be found on the Microsoft website. Instructions for those who are using Office 365 email can be fo... Read More

Can any staff member have a generic email account? Aimed at:  Edinburgh Napier’s staff With authorisation, yes. Please remember: do not publish a generic account email address without first checking it is available. Send any requests to the IS... Read More

Can I log directly into a generic email account? Aimed at:  Edinburgh Napier’s staff Not directly. You need to access the generic mailbox from within your own account. This eliminates the need for multiple profiles and repeated logging in and ... Read More

How do I archive my Edinburgh Napier emails Aimed at:  Edinburgh Napier’s staff Archived emails are only accessible on the PC they are stored to, but are otherwise identical to email stored on the mail server. First we’ll need to make sur... Read More