M365 Hub

• Access email at https://www.outlook.com.
• Login with your username@uregina.ca and password. 

When you are signed into one of your accounts, click your Profile (top right) and select one of the 3 following options:

• Sign out and login in with your other account.
• Select the other account if it is showing.
• Choose sign in with a different account.

• To add a shared account so you can access it in Outlook Software, see Instructions for adding a Shared Account.

• Use the self-serve Mailbox Delegation Management Portal to manage access to shared (generic) mailboxes. Delegates can add or remove other delegates.
• Access: https://app3.uregina.ca/perl/delegation.cgi It takes some time for Microsoft servers to respond, so please be patient when using this portal.
• All delegates are notified by email when access changes.

• To turn email forwarding on or off, follow Microsoft’s instructions.
• Do not select “Keep a copy of forwarded messages,” as it will be disabled nightly to avoid storing duplicate emails.
• see Microsoft's Turn On or Off Automatic Forwarding

1. Click on the Deleted Item folder on the left pane.
2. Click on ‘Recover Items deleted from this folder’ on the right pane.
3. Select the item/(s) you want to restore and click ‘Restore.’

1. Click on ‘Deleted Items’ on the left pane.
2. Click on ‘Recover Items recently removed from this folder’ on the right pane.
3. Select the item/(s) you want to restore and click ‘Restore Selected Items’ and click ‘ok’button.
4. Selected items will be restored.

• Outlook uses Focused and Other tabs, but you can switch to All and Unread by turning off Focused Inbox (View → Focused Inbox).
• You can move or hide the Reading Pane (View → Reading Pane).
• Outlook offers many personalizable settings, and training is available. 
• Microsoft Mac Focused Mailbox info

For steps to turn on your Focused Inbox, click here.

For steps to turn off your Focused Inbox, click here.

• Shared email accounts don't show up automatically on the left side in Outlook.
• To Add Account so you can access it in Outlook, see Instructions for adding a Shared Account.

• Deleted items are automatically and permanently removed after 4 months (120 days) across all accounts.
• This retention period can not be changed.

• Some users see a toggle to switch to New Outlook, which works much like Outlook on the web but is still missing some features.
• If you switch, both versions remain installed.
• To return to Classic Outlook, open it from the Windows Start menu by selecting “Outlook,” while “Outlook (new)” opens the new version.
• You can pin either version to the taskbar by right‑clicking its open icon and choosing “Pin to taskbar.”

• In Outlook the default Inbox view shows ‘Focused’ and ‘Other’ tabs.
• Some users find the Focused Inbox very helpful, as it anticipates which email may be more important
• If you have ‘Focused’ turned on, be sure to check the ‘Other’ tab for more new emails
• To switch to “All” and “Unread” tabs instead: In “View” menu click to turn off ‘focused inbox’ feature

• Outlook storage is 2GB total, max attachment size 25MB.
• Faculty and Staff, see Mailbox limits in UR Source.

• Click Settings > General > Storage to see your quota and current usage.

• At minimum, Outlook 2016 is recommended.
• Upgrade to Microsoft 365 for the best functionality.

• Yes, even though Personal Live/Hotmail accounts are Microsoft accounts your @uregina.ca will be a separate Microsoft Work/School account.

Reporting phishing and spam helps protect you and others by allowing security teams and email systems to block malicious messages.

Reporting Phishing and Spam on a PC (Windows)

1. Using the Report Button (Recommended)
2. Select the suspicious email.
3. Choose Report on the Outlook toolbar.
4. Pick:
   • Report Phishing – if it looks like an attempt to steal information.
   • Report Junk/Spam – for unwanted or nuisance messages.
5. The message is sent to your organization’s security system and removed from your inbox.

Report Phishing or Spam in Outlook on a Mac

1. Open the suspicious email in Outlook.
2. Do not click any links or open attachments.
3. From the Outlook toolbar, select Report (or Report Phishing, if available).
4. Choose:
   • Phishing – for emails that try to steal personal or login information.
   • Spam – for unwanted or junk emails.
5. The message is sent to your organization’s security system and removed from your inbox.

If you don’t see a Report Phishing or Report option: 

• forward the email as an attachment to:  Report.Phishing@uregina.ca
  
• See Information Security Phishing and Spam Information.

Rules help you automatically manage email by moving, flagging, categorizing, or deleting messages based on conditions you choose (such as sender, subject, or keywords).

• The most common rule moves messages from specific senders or with certain subject words.
• You can create rules directly from a received message, including filtering unwanted or suspicious emails into Junk or a separate folder—even when they come from varying or hidden addresses.
• Use a RULE to move the emails to Junk or keep them in a separate folder for investigation. 

Create Rules in Outlook on a PC (Windows)

Method 1: Create a Rule from an Email (Easiest)
1. Select the email you want to base the rule on.
2. On the Home tab, choose Rules.
3. Select Create Rule.
4. Choose one or more conditions, such as:
• From a specific sender
• With specific words in the subject
5. Choose what you want Outlook to do, for example:
• Move it to a folder
• Flag it
• Delete it
6. Select OK to save the rule.

Method 2: Create or Manage All Rules
1. Go to File → Manage Rules & Alerts.
2. Select New Rule.
3. Choose a template or start from a blank rule.
4. Follow the prompts to:
• Set conditions
• Choose actions
• Add exceptions (optional)
5. Name the rule and select Finish.

Create Rules in Outlook on a Mac

Method 1: Create a Rule from an Email
1. Right‑click (or Control‑click) the email.
2. Select Rules → Create Rule.
3. Choose your conditions (such as sender or subject).
4. Choose the action (for example, move to a folder).
5. Select OK to save.

Method 2: Create or Manage Rules from Settings
1. Open Outlook.
2. From the menu bar, select Outlook → Settings.
3. Choose Rules.
4. Select Add New Rule (+).
5. Define:
• Conditions (who the email is from, keywords, etc.)
• Actions (move, delete, categorize, forward)
6. Select Save.

Helpful Tips for Rules

• Rules only apply to new incoming emails unless you manually run them on existing messages.
• Keep rules simple to avoid conflicts.
• Review rules occasionally to make sure they’re still relevant.
• Be cautious with rules that delete emails automatically.
  

• The Outlook Junk Email Filter doesn’t block junk mail from arriving, but it does automatically move suspected spam to the Junk Email folder.
• How to block or allow (junk mail settings).

• Deadlines, reminders, and tasks can be created in Outlook, the calendar, and other apps, all synced through the To Do feature.
• To Do lets you set reminders and deadlines, flag emails as tasks, and display task deadlines in the calendar.
• OneNote notes can also be turned into tasks.
• To Do supports shared task lists with assignments, and it can build daily agendas and notify you of upcoming deadlines.
• Notes can be highlighted and added to Outlook tasks to have reminders and deadlines.

Creating a Meeting Invite in Outlook on a Mac

Using the Outlook Calendar

1. Open Outlook and select Calendar.
2. Choose New Event.
   Add:
   • A meeting title Required attendees
   • An optional room or location
   • The date and time
3. As you add attendees, Outlook displays their availability and suggests times when everyone is free.
4. You can turn a Microsoft Teams meeting on or off as needed.
5. If you add a room you have access to, Outlook automatically checks its availability.

Creating a Meeting Invite from an Email

1. In Outlook for Mac, open an email.
2. Select Create a Meeting.
3. Everyone included on the email (or the sender, in the case of a single message) is added automatically as an attendee.
4. Add or remove attendees as needed.
5. After selecting a date and time, Outlook displays attendee availability and suggests open times on the right side of the window.

Other Helpful Calendar links

• Propose a new meeting time in Outlook for Mac

• Calendar can show potential scheduling conflicts and help the organizer find a time that works for everyone.
• The FindTime add on allows you to create a poll and schedules the meeting once all invitees voted on their availability.

Outlook allows integration with OneDrive, so files can be attached as links from cloud storage.

• Microsoft OneDrive information

In Calendar view, click the three dots next to your name and select Show All Calendars. If your events still don’t appear, contact the IS Service Desk for help.

• • To Create a Contact Group: Click the Account you want to create the group in – in the ‘Home’ tab click ‘New Contact Group’ – Enter a name and add members
  • To Share a Contact Group:  Click the Account you want to share from – Click the Contact Group name – in the ‘Home’ tab click ‘Share Contact’ and it will start an email you can send

2. Busy Search is Scheduling Assistant, in a tab at the top of the New Meeting window.
3. See, viewing Room Calendars (PDF)

4. “Polls” in Outlook: You can create a poll with potential meeting times to send to attendees (Start a new email, enter recipients, in Meeting tab click New Scheduling Poll) or create a poll asking for votes on a list of items (start a new email, in Insert tab click Poll, add criteria, click Next, click ‘add to email’).

Using Outlook App

1. Install the Outlook for Android app from the Google Play Store and then open it. 
2. Tap Get Started if this is your first time. You may see a prompt to connect a Google account, follow the steps on screen or press skip if you do not want your personal accounts connected. 
3. If you already use Outlook for Android, to add another email account open the Menu > click Settings > click Add Account > click Add Email Account. 
4. Enter your full UofR email address (username@uregina.ca), then tap Continue 
5. Enter your email account password and tap Sign In.

Using Generic Android Mail App or GMail

• See set up in Microsoft Set up email in Android email app.

Using Outlook App

1. Download Outlook for iOS from the iOS App Store and then open it. 
2. If it’s your first time using Outlook for iOS, enter your username@uregina.ca, then tap Add Account.
3. If you already use Outlook for iOS for a different email, open the Menu > tap Settings > Add Account > Add Email Account. 
4. Enter your email account password and tap Sign In.

Using Generic Mobile iOS Mail App

• See set up in Microsoft Set up email in Mobile iOS email app

• If you have another mobile device see Microsoft setup Instructions.
• This includes, Blackberry, Nokia, Windows, and other tablets and phones.
• See Microsoft info.

• Add your Outlook.com account to another mail app or smart device.
• See Microsoft Info.

1. Open Outlook and select File > Add Account. If you haven't launched Outlook before, you'll see a welcome screen.  
2. Enter your email address (your username@uregina.ca) and select Connect. If your screen looks different- enter your name, email address, and password. Then select Next.  
3. If prompted, enter your password and select OK.  
4. Select Finish.  

1. Open a new tab in Google Chrome (or any web browser, Firefox, Safari, Edge, etc.) and type in Office.com. 
2. Sign into Office.com by entering your full username@uregina.ca email address and password. 
3. Once signed in, select ‘Outlook’. 

1. Open Outlook. 
2. Type in your email address and password. 
3. Select Add Account and type in your username@uregina.ca email address and password. 
4. Select Done. 
5. To add another account, select Tools > Accounts. Then select the plus (+) sign > New Account. 

1. Open the Mac Mail application.
2. Select "Mail" in the navigation, then "Add Account"
3. Select "Microsoft Exchange"
4. You will prompted to add your name (it may already be there) and email in two seperate boxes: use your username@uregina.ca for the email address.
5. You will be prompted for your password. Use your uregina password.

• If you have an iPhone that is too old for the latest iOS, you should be able to configure the iOS Mail app instead of the Outlook app.
• If you are having trouble downloading Office apps on your iPhone, then log into Office.com for access.

• Currently the Exchange and M365 and Outlook apps can not be added to GMail due to security preferences.