Email & Calendar

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Description

Osgoode provides a secure email and calendaring platform, branded with osgoode.yorku.ca

  • Access through IBM Notes Client, Webmail or your mobile device
  • Mailing Lists are available for staff and faculty groups

o    Mailing Lists are restricted to reduce SPAM

  • Course Groups and Class Photos are available for communicating with your class
  • Instant Messaging is available for staff units

Available For

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

How To Request

Email Access

o    See Mobile Email for additional setup details

Email Forwarding

  1. Login to http://myosgoode.yorku.ca
  2. Click Forward your Webmail under Manage Account
  3. Click Set Mail Forwarding
  4. Enter the forwarding address and click Save This Form

Course Email / Photos

  1. Login to http://myosgoode.yorku.ca
  2. Click on Osgoode Course/Seminar Email and Lists
  3. The email address for your class is groupname@osgoode.yorku.ca
  4. Click Class Photos beside your course group to see your class photos

Archived Mail

  • Mail archives automatically after 365 days
  • Click Archive on the left side of the IBM Notes client, or the Webmail interface, to access your email archives

Access to Another Mailbox / Calendar

  • Manager should send a request to help@osgoode.yorku.ca requesting access to the mailbox / calendar
  • Once access is granted, follow the instructions below

Mailboxes (IBM Notes)

  1. Open your Inbox. Click on More, Preferences (on the toolbar above your mail)
  2. Click Access & Delegation
  3. Click Shortcuts to Others’ Mail
  4. Click on the small grey arrow under Create shortcuts to open the mail files of these peoples:
  5. Find and select the mailbox you want to open from the address book.
  6. Click on OK, then re-start IBM Notes.
  7. You will see the mailboxes on the left side, under Other Mailboxes

Mailboxes (Webmail)

  1. Open your Inbox. Click on More, Preferences (on the toolbar above your mail)
  2. Expand Delegation
  3. Click Shortcuts
  4. Click the drop down under Set up shortcuts
  5. Select the mailbox you want to open from the address book and click Add>>
  6. Click on OK
  7. You will see the mailboxes on the left side, under Other Mailboxes

Calendars

  1. Open your calendar.
  2. On the left side, expand Show Calendars
  3. Click on Add a Calendar …
  4. Select the calendar you wish to add from the address book.
  5. The calendar will display on the left side of your calendar view

Generic Email

  • Email accounts can be requested for departments, events or programs
  • A manager must send the request to help@osgoode.yorku.ca with the following information:

o    Desired email address name

o    Names of people who should be given access

Name / Email Address Change

  • The email address and full name are based on the official name registered with York’s Office of the Registrar
  • The email address and full name are linked to student records, and cannot be changed unless officially changed with York’s Office of the Registrar
  • If name is changed, the Office of Admissions and Student Services will request the name change
  • See the Accounts page for more details on name changes

Access to Send to Mailing List

  • For a restricted mailing list, a manager must request that access be granted
  • Legal & Lit addresses are automatically granted permission to send to the student groups
  • Faculty members are automatically granted permission to send emails to their course groups

Course Group Update

  • Course Groups are updated automatically based on information from SiS
  • For non-Osgoode Students, the Office of Admissions and Student Services requests additions or removals through help@osgoode.yorku.ca

IBM Notes for Home

  • If you need to access your email from home, it is recommended that you use the Webmail interface
  • If you need access to Business Applications from home, you can request an IBM Notes installation by sending an email to help@osgoode.yorku.ca
  • Provide a USB drive to the Helpdesk onto which the installation files can be copied
  • Follow the related document, HOW TO Install IBM Notes

Instant Messaging

  • Manager should request instant messaging for their department through help@osgoode.yorku.ca including the full names of all department members who will be using it

Pricing

  • There are no additional charges for email and calendaring
  • There is a charge for the Instant Messaging service:
    • One-Time Cost: $53.00 + HST
    • Recurring Cost: $10 per user per year