Support FAQ

The Office 365 Outlook Email and Calendar provides you with a business-class email, calendar and contacts which can be accessed from your web browser, computer, or phone. Delivered as a hosted service from Microsoft, it offers high standard security for your information while providing the control you want and the reliability your business needs. Office 365 runs your email on Microsoft’s globally-redundant servers protected by built-in antivirus and anti-spam filters.

Office 365 Outlook maintains the latest defenses against viruses and spam with ForeFront Online protection for Exchange, a service that handles over 150 million messages to 8.5 million users around the world every day and is updated to address new virus and spam threats as soon as they appear. Microsoft helps to safeguard your data by hosting it in Canadian data centers, with continuous data backup and premier disaster recovery plans. Electronic communication, including email, is vulnerable to access by unauthorized parties in transmission and in storage, it is recommended that electronic communication, including email not to be used for sensitive data.

CCS blocks potentially dangerous executable file types from reaching University mailboxes. We recognize that this may cause some disruption for email users, however, we feel that the risk outweighs the end-user impact.

Please note that if a file is blocked, the email will still be delivered and that attachment replaced with a text file with the following message "Dangerous filetypes are blocked for your protection. For any additional questions, please contact the administrator." If the file is required, please contact the CCS Help Centre for assistance (519) 824-4120 x58888 or IThelp@uoguelph.ca

​There is a list of file types that are being blocked by CCS Information and Security. You can view it by clicking here.


Outlook 2016 prevents the opening of attachments with potentially unsafe file extensions by blocking nearly 100 different extensions. When you send an email containing an attachment that has a blocked file extension you will be notified with this message: 

This item contains attachments that are potentially unsafe. Recipients using Microsoft Outlook may not be able to open these attachments. Do you want to send anyway?

 

Recipients using Microsoft Outlook to read an email which contains an attachment with a file extension that Outlook blocks will see the message that "Outlook blocked access to the following potentially unsafe attachments...​" in place of the attachment.

If the file is required, please contact the CCS Help Centre for assistance (519) 824-4120 x58888 or IThelp@uoguelph.ca

​Check out the FAQ on What File types are blocked by Office 2016 for more information.


Below describes some ways you can connect to your email account. 

Web Browser Outlook Web App lets you use a web browser to access your mailbox from any computer that has an internet connection. You can use it to read/send email messages, organize contacts, create tasks, and manage your calendar and the shared calendars. You can use Outlook Web App with almost any Web browser. This includes Internet Explorer, Edge, Mozilla Firefox, Google Chrome, Apple Safari, see the Microsoft page for more information.

Email Client You can access Office 365 using your desktop Microsoft Outlook application (recommended by Microsoft) or other emails client, check our Desktop client configuration page for more information about how to configure your desktop.

Mobile phones and tablets Office 365 also works with a variety of mobile phones and tablets. You can set up your mobile phone or device to access your email, calendar, contacts and tasks, check our Mobile device configuration page for more information about how to configure your mobile device. 


Yes, the Office 365 Outlook will work on most mobile devices, however, the functionality of some features may be limited compared to Outlook Email Client or Outlook Web App. For specific configuration steps, please review the Mobile Device Configuration page.

Office 365 has a very rich web client, and it works with most modern browsers (Mozilla Firefox as example). Evolution for Linux can be used as well to establish a connection your emails, CCS will continue to evaluate the various web browsers and operating system combinations that are best supported.

Recommended Email Clients: For the best experience with Office 365, Microsoft recommends connecting via Exchange using Outlook2010/2011/2013/2016, Outlook App for iOS/Android, or connecting to Outlook Web App via the recommended Web Browsers 

Supported protocols: Office 365 can support the following protocols : Exchange(MAPI), ActiveSync, EWS ( Exchange Web Services ), IMAP, POP3 . Office 365 does not support Calendar standard (CalDAV) or address nook standard ( CardDAV ) 

IMAP/POP3 Considerations: IMAP/POP3 connections will be supported and are on by default. However, Office 365 is an Exchange service, meaning that clients which connect using IMAP/POP3 protocols will have limited functionalities, Please refer to our Email Client comparison to see how IMAP/POP3 protocols perform with Office 365


Please refer to the Microsoft support website for updated supported browsers to access Outlook Web App.

Microsoft recommends using Outlook ( Email Client ) and Outlook Web App to take advantages of the most robust rich features of Office 365. If you are unfamiliar with these two clients, please visit our training page for more information about Outlook (Email Client) and Outlook Web App.

If you don’t organize meetings and send invitations in Office 365, you may get invited to meetings, so it’s a good idea to know how to respond to a meeting request if you get one. 
When you’ve been invited to a meeting you get a special email message that states these actions : 

Accept : Outlook Web App automatically adds the meeting to your schedule and creates a new email message to organizer to update your status.

Tentative : The meeting’s automatically added to your schedule. An email message goes to the organizer to update your status. 

Decline : Basically it just means you can’t make it !, Outlook sends a message to the organizer as notification, it’s always good to add a business reason to explain why you’re missing a meeting. 

NOTE : Make sure to always send a response to the organizers, as they will not be able to track your response if you don’t send a response. It will appear as though you have no responded, even though you did. More information on how to manage calendars can be found on our training page.


Please refer to our desktop configuration support page where we touch upon the configuration of Outlook on various Desktop email clients. 

Please refer to our mobile device configuration support page where we touch upon the configuration of Outlook on various mobile devices. 

Microsoft recommends using the Outlook App in Android/iOS/Windows Phone if you are using another app, such as the built-in mail apps. CCS is only able to offer best effort support for applications other than the Microsoft ones, certain issues may require the use of a Microsoft client in order to resolve them.

Outlook Web App is robust, and some users choose to use it exclusively. For more information about the differences between the two, please visit this Microsoft page.

You can use the Outlook Web App to publish your calendar so that others outside campus can see when you are busy. Create URLs that will allow people outside campus to view your calendar online. One URL lets the recipient subscribe to your calendar by using Outlook/Outlook Web App, and the other lets the recipient view your calendar in a web browser. If you would like more information on this topic, please visit this Microsoft support page.



Mac and Windows users can create a shortcut that will allow them to double click an icon on their desktop to open Outlook Web App : 
Windows Users: 

1. Right click on an empty area of your Windows Desktop. 

2. Select New and Shortcut 

3. In the “Type the location”, enter the following : https://outlook.office.com  

4. Click Next, enter the following in the “Type a name” : Outlook Web App, click finish 

Mac Users:

1. Open Safari. 

2. Type in the following address in the address bar, https://outlook.office.com ( do not press the return key ) 

3. Highlight the address you just typed in your address bar. 

4. Click and drag the address and drop it on your Mac Desktop. 



This Microsoft Page describes the steps you will need to take in order to send automatic “Out-of-Office” replies from Outlook for windows. If you are Outlook Web App, please visit this Microsoft Page.

When you leave the University of Guelph, your Office 365 data is immediately deleted. This includes your email, calendar, contacts, and OneDrive files (Including documents you’ve shared). Prior to your departure from the University you should coordinate with your manager and provide copies of any and critical documents stored in your OneDrive or email. Your account is recoverable for a period no greater than 30 days from the date your affiliation with the University ends.  

This is currently a Microsoft limitation. If you narrow your search using more specific terms relevant to that email, that should help you find it. Alternatively, you could install the Outlook Desktop Client as that will show all results with search term.  

 

Your Gryph Mail Quota is 50 GB.

 


Additional Office 365 FAQs