E-Mail and Calendaring

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Description

Osgoode provides e-mail and calendaring services through Microsoft Office 365 Outlook.

  • Your Osgoode e-mail address is branded with osgoode.yorku.ca
  • Access e-mail and calendar through Outlook on the Web, the Outlook Desktop Client and through your mobile device
  • Shared mailboxes are available for departments and events
  • Calendars can be shared

Available For

  • Full Time Staff
  • Temporary Staff
  • Full Time / CLA Faculty
  • Visiting / Adjunct Faculty

How to Request

Using E-Mail

E-Mail Setup

Access A Shared Mailbox

  1. Your manager must request shared mailbox access by sending an e-mail to help@osgoode.yorku.ca containing the following information:
    1. Full Name of the person requiring access
    2. E-mail address of the shared mailbox
  2. Once access has been granted, see How To Access E-mail and Calendaring for instructions on accessing the shared mailbox

Access A Shared Calendar

To access a shared calendar, the calendar’s owner must grant you permission.

Delegate Access To Your Calendar

  1. In Outlook, click the Calendar button
  2. Right click on Calendar – username@osgoode.york.ca and select Properties…
  3. Click the Permissions tab
  4. Click Add… and then add name(s) of the people to whom you want to delegate calendar access
  5. Click OK
  6. Click the person’s name, and select the level of access to delegate

Access Another Calendar

  1. In Outlook, click the Calendar button
  2. Right-click on My Calendars -> Add Calendar -> From Address Book…
  3. Add the name of the person’s calendar to open and click OK
  4. The calendar will now appear under My Calendars

Set E-Mail Forwarding

See HOW TO Set E-Mail Forwarding to forward your e-mails to an external address.

Create A Shared Mailbox

Shared mailboxes can be used for departments or groups that have a need to communicate to clients from a single address.  Complete the New Shared Mailbox Request Form to request a shared mailbox.

Add a Room Resource

You can add a departmental meeting room to the address book in Outlook, which will allow members of your department to schedule that meeting room as part of calendar invites.

  1. The department manager must send a ticket to help@osgoode.yorku.ca with the following information:
    1. Name of Room (Ignat Kaneff Building, RoomNumber)
    2. The room capacity
    3. Full names of everyone authorized to book the room

Book a Room Resource

  1. Create a new meeting from the calendar
  2. Click Location
  3. Search for Ignat Kaneff Building or One Dundas Street
  4. Double-click the room you want to book and click OK

Note: The room’s availability will show in the Scheduling Assistant tab.

Set Out of Office (Shared Mailbox)

  1. Sign in to Outlook on the web
  2. Click the profile icon on the top right and click Open another mailbox
  3. Type the e-mail address of the shared mailbox
  4. Click Settings and Configuration on the top right
  5. Click Automatic Replies and configure the settings you want

Set Out of Office

  1. From Outlook, click File – Automatic Replies
  2. Configure the settings you want for your out of office

Change Default E-Mail Address

You have two e-mail addresses; one @osgoode.yorku.ca and one @yorku.ca  E-mails sent to either address will be delivered, but you can only send from your default address.

To determine your default address, open the address book by clicking To in a new e-mail message and finding your contact.  The e-mail address displayed is your default address.

To change your default e-mail address, send a ticket to help@osgoode.yorku.ca to request the change.

Recall an E-Mail Message

If you send an e-mail by mistake, or to the wrong recipient(s), the message can be recalled.

Note: The message can only be recalled from a recipient who has not read the message.  There may also be a delay recalling a message delivered to a mobile device.

  1. Go into your Sent Items in the Outlook client
  2. Open the e-mail you want to recall
  3. On the toolbar, click the three dots, then Actions then Recall This Message…
  4. Select the options you want and click OK to recall the message