EMAIL FOR EVERYONE

Every member of College has an Oxford University email address managed by central IT Services and hosted by Microsoft.

You have 50GB of email storage, access Microsoft Office applications and 100GB online storage with Microsoft OneDrive.

OXFORD SSO (Single Sign-On) ACCOUNT

Your email login uses your OXFORD SSO credentials. Your OXFORD SSO account is used for all online services within the University and College.

UNDERGRADUATES – You should have received your OXFORD SSO account details in your Freshers Packs in August.

GRADUATES – Your OXFORD SSO account details will be given to you when you pick-up your University Bod card from the College Office.

To activate your OXFORD SSO account or to reset a forgotten password visit – https://webauth.ox.ac.uk/

Major Gotcha – The Microsoft Sign-in page asks for your email address or phone number. This does not work!

Use your OXFORD SSO username followed by @OX.AC.UK

READING YOUR EMAIL

Install Microsoft Outlook app on your smartphone. Search your device’s App Store for Microsoft Outlook.

You can also install Microsoft Outlook on your laptop computer; it comes as part of the Microsoft Office suite.

You can ALSO access your email via a web browser from:
https://outlook.office.com/ox.ac.uk

EMAIL GONE INTO QUARANTINE?

There is a self-service portal in which you can check for quarantined messages and self-select them to be released to your inbox, or delete them unread. It is also possible to preview information relating to those intercepted messages, and see why they were redirected. Please be aware that some content, for example containing malicious code, may require you to request its release within the portal rather than allowing a self-service release. You can access the quarantine portal here: https://security.microsoft.com/quarantine

SENDING AND RECEIVING EMAIL CHECKLIST

We have created a checklist for you to refer to when sending and receiving emails.

Email is the most reported security incident sent to the Information Commissioner’s Office (ICO). Many recent data breaches have included sending email attachments to the wrong people and oversharing sensitive data held in a spreadsheet. As you work your way through the checklist you SHOULD be thinking to yourself “This is obvious!” – but when you are rushed and under pressure the brain does random things.

It doesn’t take long to: CHECK TWICE, SEND SAFELY

PREFERRED NAME FOR EMAIL

It is possible to change your email address if you are known by a different / shorten variation of your name – for instance Beth rather than Elizabeth. However, the University does not allow permanent multiple forms of your name.

So, if you need to change the Display Name and/or email address, then complete this Email Address Name Change form (you will need to login using your OXFORD SSO). This should not be seen as an open invitation to use Nicknames or Family “Pet” Names – the new email address must still be identifiable as you.

EMAIL PHISHING

– DON’T GET CAUGHT OUT

Learn what Phishing is and what to do if you receive a phishing email.
https://it.queens.ox.ac.uk/email/phishing/

Email Rules – the art of automation

Learn how to automate your inbox so you can keep the important messages and clear the spam
https://it.queens.ox.ac.uk/email-rules-the-art-of-automation/

Accessing delegated Secondary (Project) Account

Secondary (Project) accounts are email accounts which several people in a shared office have access. Users with delegated access can read messages in the shared email account using their own username and password; the actual shared mailbox credentials are never known by the user. If you have been given access to a Secondary account, then you can configure your smartphone to access the email account using the instruction here – https://it.queens.ox.ac.uk/email/nexus365-secondary-project-account/

Calendars

Nexus365 includes a Calendar which you can use for your appointments and meetings: https://outlook.office.com/owa/?path=/calendar

Internet Calendar Subscriptions

There are also some calendars which include useful dates like the Oxford Term Dates and College Committee Dates. These are known as Internet Calendar Subscription (ICS) and you can learn more about them and how to access them here – https://it.queens.ox.ac.uk/help/calendars-internet-subscription/

Sharing your Nexus365 Calendar

If you need to share your calendar so that someone else can view / add / remove calendar entries, then look at our guide – Share your Outlook calendar