Information Technology

If you are a student visit our student email address page to learn about your email addresses. If you are a faculty/staff member visit our faculty/staff email address page.

When you are out of the office, Outlook's Automatic Replies (Out of Office) allows you to send automated responses to emails you receive from both on and outside of campus.

For the Outlook Desktop App, see Microsoft's documentation to send automatic out of office replies from Outlook.

In the Outlook Web App (OWA),  visit their out of office replies page and select the Web tab.

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Outlook 365 Desktop App

Before sending your email, click Attach Item on the Message ribbon. Select Outlook Item. Select the email you want to attach and click OK to add the email as an attachment.

Outlook 365 Web App

Drag the email from your OWA email list onto the message body of your new email.

To do this,

At the upper-right corner of the email that you intend to send, click the Edit in a separate window button.

Position your email (now open in its own window) and OWA side by side on your screen.

In OWA, left-click and drag the email you would like to attach onto the message area of your email.

Complete your email message and Send.

Yes.  Below is a list of organizations federated with our campus allowing organization members to share Free/Busy calendar access to schedule meetings.

Calendar Federation

The following organizations allow you to share Outlook Free/Busy calendar information to schedule meetings between organization members.

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You may not be able to send messages for a variety of reasons:

• You may have violated UWSP's email policy and are now restricted from sending emails for a period of time. You would have received a specific email message detailing the violation and the length of restriction (normally one week).

• If you receive an error message in response to an email(s), you may have reached a specific limit in the email system. Please contact the Service Desk if you have questions regarding the error message.
  

• You may be trying to send a message to a restricted list from an account not authorized to send to the list. For example, you may be attempting to send the email from your personal account and only your department account is authorized to send to the list. Click here to create a new message addressed to UWSP's Postmaster.  Please include the exact error message you received.
  

If none of the above apply, please contact the Service Desk.

Yes, Microsoft Exchange allows a mailbox to send the following:

500 recipients maximum within an email’s To/CC/BCC lines.

If a mailbox attempts to send to more than 500 individual recipients in a message, it will receive a Delivery Status Notification (DSN).  The message will need to be resent with fewer recipients.

A total of 10,000 user accounts emailed in a 24-hour period.

If an email you send is returned to you:

• ​Make sure the email ​address you typed​ is accurate. I​f you used an auto-filled address, look it up in the address book and try sending again. ​ ​If you continue to​​​ receive undeliverable messages, forward the "Undeliverable" message to the IT Service Desk and they will attempt to troubleshoot.
  
  
• If you are unable to send an email and instead receive an error message saying "Access denied, spam abuse detected", contact the IT Service Desk.​

Outlook Desktop app

From your calendar's Home tab click Share Calendar and select your Calendar from the dropdown menu.

In the Calendar Properties box, on the Permissions tab click Add...  and add the person from the Outlook Address Book.

Select the type of permissions you intend to grant.

Click OK.

Outlook Web App

In the Outlook Web App calendar click Share and select Calendar.

Under Share this calendar, begin typing the logon name or last name of the person who needs access to your calendar.  Select the person from the list that appears.

At the right, select the type of permissions you want to grant the person you added.

Click Share to send an email with a sharing invitation.

Yes you can!  Here's how from Microsoft Office support!

​See our ​Add/View an Additional Email Account in Outlook 365 page​

​See the bottom of our Add/View an Additional Email Account in Outlook 365​ page​​

Student accounts should not be used for department work.  Staff accounts should be created in DIMS for all new student employees.

Go to the Information Security Office Account Requests page for information on requesting student staff accounts.

Add student staff to a department mailbox

Two things must be completed first.

• Your student worker must activate their Student Staff account.
  

• You must add the student staff account to the MB Access group that that has permissions to your department mailbox.
  

Once the student staff account is activated and it has been added to the department MB Access group the student staff person should,

1. Log in to their department work computer with their student staff account – NOT their student account.

2. Open the installed Outlook desktop application (not OWA) and add the department mailbox to the student staff mailbox by selecting File at the upper-left in Outlook, then click Add Account and enter the full mailbox name, e.g. oie@uwsp.edu.

Student staff accounts which have not yet been activated

If you have students who have not yet activated their student staff accounts, the account may very likely have an automated Abandoned Mailbox Policy applied.  Your department DIM and their abandoned student staff account would both have received an email to this effect at the time.

The Abandoned Mailbox Policy:

• deletes all messages over 30 days old in the mailbox, and

• sets up an out-of-office message.

Once the account is activated, the abandoned account notifications will stop.  The Out of Office message reporting the account is unmonitored will not stop until the student removes the Out of Office from the Student Staff mailbox.  That account will receive an email with information that the Abandoned Mailbox Policy has been removed, and that the Out of Office message must be removed manually.

Student staff who are currently using their personal student email for Department work

If you have student workers who are currently using their personal student email for their work in your office, have them:

• Add their Student mailbox as a second mailbox to their Student Staff mailbox.

• Move all work-related email from their Student mailbox to their Student Staff mailbox.

• Ensure that all work-related email is removed/deleted from their Student mailbox.
  

UWSP policy for Student Staff accounts

Our Information Security Office is working on defining a UWSP policy for Student Staff accounts that supports Regent policy on Information Security.

​Contact the UWSP Postmaster at postmaster@uwsp.edu.

The UWSP Offline Address Book is updated automatically every hour.  To manually update the address book:

• In Outlook 365 Desktop App select the Send/Receive tab

• Click the drop down arrow next to Send Receive Groups

• Click Download Address Book
  

• Click Ok
  

Information about the size of faculty, staff and student mailboxes as well as information to help you best manage your mailbox can be found here.

Rules can do additional tasks such as automatically forwarding certain types of messages. For example, emails sent from a specific person or with a specific word in the Subject can be forwarded to a co-worker.

To create mailbox Rules in the Outlook 365 Desktop app.

To create mailbox Rules in the Outlook 365 Web app.

Remove individual email addresses from your Outlook Auto-Complete cache:

1. Begin addressing your email.  
   
   Your Auto-Complete will display a list of possible address matches.
   

2. Click the "X" to the right of the address to remove it from your Auto-Complete's memory.

Remove all cached emails from your Auto-Complete.

1. In your installed version of Outlook click File at the upper-left, then select Options.
   

2. At the left of the Outlook Options box, select Mail.

3. At the right in the Send messages section, click Empty Auto-Complete List.

4. Click OK.
   

For more information see Microsoft's support article, "Manage suggested recipients in the To, Cc, and Bcc boxes with Auto-Complete".

Please read our Student Account Removal page for information on how long your UWSP email and other services will remain available after you graduate or are no longer taking classes.

Many automatically managed distribution lists, such as department lists, have no restrictions on who can send email to them as long as the email is sent from a UWSP email address.

The following distribution lists require email permission from the department Resource Admins:

• Course Distribution Lists
  

• Major/Minor Distribution Lists
  

• Advisor Distribution Lists
  

To request email permission for these lists:

1. Create a new email.
   

2. Click the To... button to open the Select Names dialog box.
   

3. Open the Address Book dropdown and select Control DLs.

 

4. In Search, begin typing the department abbreviation.
   

5. Select the Resource Admins list for the department, then click To to address the email.

 

To request access to send to lists for all departments, contact the Registrar's Office.   

Visit our Distribution List Information page to learn more about the different types of automatically maintained lists and email permissions.

For a new distribution list to be created in the Outlook Global Address list, please submit an IT Work Order. 

1. From Outlook's Home tab choose Address Book. Verify the Search field is set to Name Only and the Address Book field displays Global Address List.
2. In the Search text box type the name of the distribution list. 
3. Double-click to open the list properties.
4. Click Modify Members... to Add/Remove list members.
   

UWSP has adopted Microsoft Defender for Office 365 as its technology to help protect against both external and internal email threats such as phishing and targeted attacks.

All email identified as Junk is routed by Microsoft Defender to Outlook's Junk Email folder.

For more information where to find your Junk Email folder and managing your junk email, see our page, Manage Your Junk Email with Microsoft Defender.​

Email that is identified as Junk by Microsoft Defender and routed to Outlook's Junk Email folder is retained for 30 days before being removed.

See our page, Manage Your Junk Email with Microsoft Defender for information on how to report a suspicious email and route future emails from the sender to your Junk Email folder or Deleted Items.​​

See our page, Manage Your Junk Email with Microsoft Defender for information on how to report a legitimate email found in your Junk Email folder as not junk.​​​

• Schedule a meeting through Outlook's Calendar
• Recall or replace an email message already sent
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