Size of email attachments
Information on how big files you can send via email.
Email notifications to group forms
When you create group forms in Forms, and want to receive email notifications when a response is submitted in the form, you need to make additional settings than just in the form. In this manual, we describe how you can receive notifications to a group email, when you create group forms in Forms.
- Go to Microsoft Forms
- Go to the bottom of the page and find the group/team form you want notifications from
- Click on the team you want to set up email notifications for
- Up in the right corner you see the members of the Team. Click on the button that says how many members the team has
- Now Outlook on the web opens. At the top left of the menu, click Edit
- In the box that now opens, check Allow people outside the organization to send email to the group (you may need to scroll down a bit in the box)
- Then click Save.
- Done! You have now set your group forms to be allowed to receive email notifications. Make sure you also set in the group form that you want to receive email notifications for each submitted answer.
Scheduling Assistant in Outlook
In this manual, we describe how to do a scheduling poll in Outlook. You can use scheduling poll to agree on a meeting time, where the meeting participants can vote on a time that suits them. This feature is available for Windows and on the web. The manual will be based on the web to also suit those who use, for example, Mac.
- Go to the portal (m365.umu.se) and open Outlook.
- Go to the calendar and click New Event, and select Event.
- Now you get a box where you invite the meeting participants and set a title for the meeting.
- Then go to Scheduling Poll in the menu bar
Now you get a box on the right. Here you can choose how long the meeting should be, and what date it is. Below you can see suggestions for times when it would suit all meeting participants, or one of the meeting participants. Once you have selected which proposals you want to send out, click Next.
- Now you see a box with an overview of the times you selected. Here you can also choose a place, or check in Teams meeting. Under “Manage voting settings” you get options you can choose to check or uncheck:
– Schedule when the participants reach consensus: Tick this if you want the meeting to be booked automatically in the Outlook calendar when you have agreed on a time.
– Block selected times in my calendar: Add placeholders to your calendar for all of the selected times.
– Notify me of poll updates: Receive an email when a meeting attendee casts a vote.
– Require participants to verify their identity: Participants who vote must be logged in, so it is possible to identify who voted.
– Lock poll for participants: Participants cannot propose new times. When you feel ready, click Create Poll.
7. Now you see an overview of what you send in your poll, and can write a message in the email. When you’re ready, click Submit.
8. When you send the scheduling poll, placeholders will be created in your and the recipients’ calendars, for the selected times.
9. Done! When they vote, you get an email, and if everyone agrees on the same time, a booking is added to the calendar for that time, and the placeholders disappear.
Add/remove members in a shared mailbox in Outlook (webmail)
If you own a shared mailbox, you should regularly check the members in the group. This is because members are not automatically removed from the group when someone, for example, changes departments or leaves the university. Here are instructions on how to add or remove members from a shared mailbox.
Manage via the Portal
- Go to the portal: Distribution groups – Outlook Web App (office365.com)
- Under Distribution groups I own, click on the group you want to manage, the group that manages access is named orgnr.dg.lådnamn.access. Then select Membership.
- From this view, you can remove and add members to the shared mailbox, click on the person’s name and then + or -. Save.
Manage via Email
As the owner of a shared mailbox, you will periodically receive an email asking you to review the members in the group. In the email, click on Start review.
From this view, you can check a member and then Approve or Deny the member.
Block or release quarantined email
When an email has ended up in the spam filter, you will receive an e-mail from the sender noreply@umu.se that you have an email in quarantine. If you believe the message to be safe, you can choose to let it through so it ends up in your inbox. If the message is spam, you don’t need to do anything, it will be automatically deleted in 30 days.
This is what the message looks like:
Select Release to send the message to your inbox.
Select Block sender to block the sender.
Select Review Message to review the message to decide whether or not to let it go through. You will then see this view:
Select the message and whether you want to release or delete it.
Show week numbers in Outlook
Manuals showing how to enable week numbers in Outlook.
Configure Outlook with an M365 account
Manuals that describe how to set up email in Outlook on different operating systems/devices.
Send from alias in your e-mail in Microsoft 365
- Create new mail
- Choose Options.
- Choose Show from, this field is then added.
- Click on From in the mail.If it is your first time doing this, you need to state you student e-mail adress. Choose From, and then choose another e-mail adress and state your studentmail in the format: umuid@student.umu.se.Next time the mail adress is going to be avaliable as an option when clicking on From.
Create a vote in your e-mail in Outlook with Microsoft Forms
In this guide we describe, with the help of Forms, how to create a vote directly in you email from Outlook.
- Start by creating a new e-mail. You do this by clicking on New Email.
- Write you email as usual.
- Go to Insert, and then choose Poll.
- To the right in your window, a field is now inserted where you write your question, and the options the receiver can choose between. Choose Multiple answers if they are allowed to choose multiple options.
- When you are happy with your question, you click on Next.
- In this step you see how the vote will look in the email. If you are ready, you choose Add to email. If you want to make changes, choose Edit.
- When you have added the vote to the email, the question, and a link to the form is going to show. Now you can send your vote in the email.
- When the receiver has gotten your email, they can answer the question directly in the email. The result can easily be found with your other forms in Microsoft Forms (forms.office.com) or directly in Outlook if you put yourself as a copy. Then choose View result.
