How to add a chosen name to MyEC

You can update your chosen name in various systems across the university and ensure consistent use of your chosen first name by lecturers, Student Services Advisors, Academic Advisors, and others. Find out more here

Steps for Outlook setup

Launch Outlook for the first time

Type “Outlook” in the windows search bar. Click on Outlook to Launch the program.

Email address will be autofill. Click on Connect

Uncheck “Set up Outlook Mobile on my phone, too” and click Next

Outlook account setup completed

How to nativate the Quick Access Bar

MSOutlook Training for Windows

First, locate the Quick Access Bar.

The quick access bar is an important part of your Outlook experience. It is an easy way for you to move among the top Outlook features: Mail, Calendar, People, and Tasks.

The bar is in addition to the standard tabs and ribbons that provide you with an assortment of tools and options to help you use and manage Outlook. The Quick Access Bar is located at the bottom left-hand of the Outlook window.

How to create a new email message

Step 1
From the Home Tab, click on the New Email icon. The keyboard shortcut to create a new email is Ctrl+Shift+M.

Step 2
Enter the recipient's email address, subject, and content.

You can also search for your contact in the Address Book by clicking the To button. Under Address Book, make sure the Global Address list is selected from the drop-down.

Step 3
Once the content has been completed, click Send to have the email go out!

How to create a signature

Step 1
Use the ECU Signature Generator to create a signature that will appear at the bottom of your email messages. Find the ECU Signature Generator here.

Step 2
Under the Message tab, click on the Signature tab. Select Signatures.

Step 3
On the Email Signature tab, click on New and provide a name for the signature.

Step 4
Under the Choose Default Signature options, make sure your own e-mail account is selected.

For new messages, click on the new signature name you have created from the drop-down menu.

If you would like to have your signature added to all your e-mail replies or forwards, you may also select your new signature if desired.

Step 5
Copy the signature that you created with the ECU Signature Generator. Paste it into the Edit Signature box.

Step 6
Once the signature content has been entered, click OK to save. The signature will auto-populate when you create a new e-mail.

For adding a signature to a shared email account, please refer to this article

How to reply to or forward an email message

The "Reply", "Reply All" and "Forward" icons are available under the Home Tab:

Select the e-mail message you would like to reply to and click Reply. This will allow you to enter reply content within that e-mail. Once completed, click Send.

If you would like to include all the recipients as part of the reply, make sure you select Reply All.

If you would like to simply forward an e-mail to another recipient, click on Forward, select the new e-mail address and click Send.

There is also the option to CC (carbon copy) or simply to add additional recipient e-mail addresses. You can enter their e-mail addresses there or click on CC to search in the Address Book.

How to add a shared mailbox manually

When should you manually add a shared email account?

A dedicated Shared mailbox signature is required
Mail merge is required
Frequent shared email account usage

Please complete the following:

1. Open the Outlook desktop application

2. At the top left, select File

3. Select + Add Account

4. Type in the shared email account address and select Connect

5. Select Sign in with another account, DO NOT enter a password.

6. Enter your Emily Carr email address and MyEC password

7. After you have signed in, if successful, you will see the following. Please restart your Outlook.

Adding an Email Signature for Shared Mailbox

Once you have completed the above steps, follow the steps to add a signature above. You will be able to select the shared email account and create a dedicated signature for it.

How to add a shared mailbox through Automap

When should you let the shared email account be automapped?

Shared mailbox signature not required
Mail merge not required
Infrequent usage

When a shared mailbox is automapped, no action from the user is required. Once permission to the mailbox has been assigned, the shared email accounts() should appear in your Outlook automatically.

How to add a shared mailbox (Outlook Web Application)

If you are using the Outlook web application (OWA), then please complete the following:

1. Sign into your personal Emily Carr email account on the Outlook web application

2. Right click on the Folders tab and select "Add shared folder of mailbox"

3. Type in the name of the shared mailbox, and select Add. The mailbox should now be added to the Outlook web application.

How to setup a mail merge from a shared mailbox account

IMPORTANT: You must have added the shared mailbox account manually before being able to send a mail merge from a shared account

Step 1: With Outlook open, select File at the top left

Step 2: Select Account Settings > Account Settings...

Step 3: Select the shared mailbox account and set it as Default

Step 4: Once set as default, close the dialogue box. Select File again at the top left and then navigate to Options

Step 5: Select Mail and scroll down to the send messages header. Select Always use default account when composing new messages.

Now, when you want to send a mail merge from a shared account, it defaults to sending from the Shared Email Account

Support documentation:

Video tutorial (7 minutes)

How to use mail merge to send bulk email messages

How to create an Email Rule

Rules allow you to move, flag, and respond to email messages automatically. You can also use rules to play sounds, move messages to folders, or display new item alerts. The easiest and most common rule to create is one that allows you to move an item from a certain sender or with certain words in the subject line to another folder. You can create this rule by choosing Manage Rules & Alerts.

Step 1
Under the Home tab, click on Rules and select Manage Rules & Alerts.

Step 2
Click on New Rule.

Note: There are three types of rules you can create with the Rules Wizard, Stay Organized, Stay Up to Date, Start from a blank rule.

Stay organized: These rules help you filter, file, and follow-up with messages.
Stay up to date: These rules notify you when you receive a message that fits a specific set of criteria.
Start from a blank rule: These are rules you create without a template.

Rules are almost infinitely customizable. There are a variety of options you can set for each type of rule you create. Use the following steps to learn how to create a rule that move the message to a specified folder from a certain sender.

Step 3
Select Apply rule on messages I receive and click on Next.

Step 4
There are many different conditions in the list. Once the email meets the condition, it will do certain action. If you want to move the email which is from certain sender to a specific folder in the mailbox, you could select from people or public group.

Step 5
Edit the rule description box, click on underlined options to set people or group. For example, if you selected from people or public group, click people or public group to select the sender email address or a public group.

Step 6
Click OK.

Step 7
Click Next.

Step 8

Select "Move it to the specified folder" so the email which is sent from a certain sender will be move to a specified folder.

Edit the rule description box, click on underlined specified folder to set Specified folder.

Step 9
Select a folder and click OK and click Next.

Step 10
In the exceptions page, you could select an exception so the email won’t be moved to a specific folder. For example, select except if the subject contains specific words. In this case, we just press Next to bypass the exception.

Step 11
Name the email rule. Check "Run this rule now on messages already in “Inbox” if you want the rule to run once in the inbox. Click the Finish button.

How to add an Out of Office auto-reply

This automatic reply can be found under the File Tab (next to the Home Tab), under the Account Information page.

Step 1
Click on the Automatic Replies Icon and a pop-up window will appear.

Step 2
Select the Send automatic replies option and enter a time and date range.

Step 3
Under the content window, enter the information or the message that will be sent out automatically during the time frame selected above.

Step 4
There are two options available for content, one is for internal contacts within ECU and one is for external contacts outside our organization. Each option can sustain its’ own autoreply message.

How to create an email message template

Use email templates to send messages that include information that infrequently changes from message to message. Compose and save a message as a template, and then reuse it when you want it. New information can be added before the template is sent as an email message.

1. On the Home menu, click New E-mail.

Keyboard shortcut To create an email message, press CTRL+SHIFT+M.

2. In the message body, enter the content that you want.

3. In the message window, click File -->Save As.

4. In the Save As dialog box, in the Save as type list, click Outlook Template.

5. In the File name box, type a name for your template, and then click Save.

By default templates are saved in the following location:

c:\users\username\appdata\roaming\microsoft\templates

How to send an email message based on a template

Use email templates to send messages that include information that doesn't change from message to message. You can compose a message and save it as a template, then reuse it anytime you want it, adding new information if needed. These instructions assume you've already created and saved a message template.

These instructions assume you've already created a message template.

1. To use an email message template, use the following steps:

2. Select New Items --> More Items --> Choose Form.

3. In the Choose Form dialog box, in Look In, click User Templates in File System.

4. The default templates folder is opened. The folder location is c:\users\username\appdata\roaming\microsoft\templates. If your template is saved in a different folder, click Browse, and then select the template.

5. Select the template, and then click Open.

Make any additions or revisions to the recipients in the To, Cc, or Bcc boxes and any changes to the subject and message body.

How to manage quarantine email

Please click on the link to download the instructions. Email Quarantine

How to create a new Outlook Calendar appointment

In Outlook, appointments are not the same as meetings. Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources, such as a conference room or equipment.

Step 1
From the Quick Access Bar, select the Calendar icon.

Step 2
Under the Home tab, click on New Appointment.

The keyboard shortcut for a New Appointment is Ctrl+Shift+A or Ctrl+N.

Step 3
Enter all the details required, such as a Title, Start Time, End Time, and location.

You can also add or invite attendees to your appointment by clicking on the Invite Attendees icon. You can either add their e-mail addresses or use the Address Book as previously discussed. By adding attendees to your appointment, this essentially turns into a New Meeting.

Step 4
Once all the appointment or meeting details have been entered, click Send. This will automatically send the recipients all the information required to either Accept or Reject the appointment or meeting request.

How to dismiss reminders for Outlook past event automatically

1.Open Outlook

2.Go to File >Options > Advanced

3.In the Reminders section, check the Automatically dismiss reminders for past calendar events option

4.Click OK to save your changes

How to overlay the calendars

1. In Calendar, in the Navigation Pane, select the check box of another calendar that you want to view.

The calendar that you selected opens next to calendar that is already displayed. Each successive calendar opens next to the one most recently opened.

2.On the calendar tab, click View in Overlay Mode.

That calendar is now in overlay mode with the one you opened first — usually your default calendar.

3. To add another calendar to the overlay, repeat step 2.

Remove a calendar from the overlay stack

1. In Calendar, on the tab of the calendar that you want to remove from the overlay stack, click View in Side-by-Side Mode.

The tab moves back to the right. The calendar that you selected no longer appears in overlay mode.

2. To remove a calendar from view, clear its check box in the Navigation Pane or click Close on the calendar tab.

Adding a Zoom Meeting to your Calendar

Step 1: Open Microsoft Outlook and click on your Calendar Tab

Step 2: Create a new Calendar Appointment and enter a Title, Start Time & End Time

Step 3: Click on the Invite Attendees icon and enter the contact email address. You can also search for a contact by entering their name. The options are either Required or Optional for the meeting appointment.

Step 4: From the Meeting Tab, Click on Add a Zoom Meeting icon.

Step 5: A new window will open requesting Zoom credentials, please do not enter an email address or a password, click on the SSO option at the bottom.

Step 6: Enter our Zoom domain as: emilycarru and click Continue. This will forward you to our Emily Carr University Federated Login.

Step 7: Enter your ECU credentials and click Login.

Step 8: Please accept any prompts between the Federated Login and Zoom and click Continue.

Step 9: Your Zoom credentials will now be saved on Microsoft Outlook and the meeting link including passcodes and additional Zoom Meeting info will be automatically added to your Calendar Invite.

Step 10: Once you’re satisfied with all Meeting Details, such as Title, E-Mail Contact, Start Time, End Time, click on the Send Icon. This will automatically send an e-mail to the attendee(s) and it will add it to your own Calendar.

Additional Information can be found on our ECU M365 Hub Website: https://www.ecuad.ca/about/administration/itservices/m365hub

For any issues with adding a Zoom Meeting to your Outlook Calendar, please feel free to email: ithelp@ecuad.ca

How to move or copy events to another calendar

Note: You can only move or copy calendar events that you have created. You cannot move or copy calendar events for another calendar unless you have the appropriate calendar permissions.

1. Select the event and press CTRL + C

2. Open the other calendar, select the time slot for the event, and press CTRL + V

How do I add the Emily Carr Meetings calendar (Windows)?

1. Click on the Calendar icon in the bottom left-hand menu of Outlook.

2a. Click on the Home menu to display the menu ribbon, then click on +Add Calendar

2b. Alternatively, you can RIGHT-CLICK on Other Calendars, then click on +Add Calendar

3. From either method, select From Address Book…

4. From the Address Book, type “Emily Carr Meetings” and hit the arrow to search (1).

You should see only 1 result, as in the picture. (If you don’t see any results, set the Address Book: to Global Address List.) Make sure the result is highlighted, then click on Calendar (2) to add it and hit OK(3).

5. You should see the calendar under Shared Calendars. To hide it, uncheck the box. To verify you opened the right calendar, look for a test appointment
“Correct Emily Carr Meetings Calendar” on Mar 24^th at 12 pm.

6. Hover over an appointment to preview it, or double click to view details including links.

Will Outlook work without VPN?

Yes. There is no need to connect with ECU’s VPN to access Outlook email or to use any of the other M365 applications.

What is Focused View in my email inbox? How do I turn it off?

A “Focused Inbox” separates your Outlook inbox into two tabs: Focused and Other. Your most important email messages are in the Focused tab, the remaining emails are in the Other tab.

If you're not satisfied with the Focused Inbox feature, you can easily disable it:

1. Click View on the menu bar

2. Click on "Show Focused" Inbox icon to disable the focused view

Will my email address change after ECU migrates to MSOutlook?

No, your email address will remain the same.

Can I keep using Thunderbird after ECU migrates to MSOutlook?

Thunderbird is no longer supported. Apple Mail and Calenders do work well with Exchange/Outlook accounts though, and — unlike Thunderbird — are officially supported.

After I migrated to Outlook some of my emails are missing. Why?

There could a variety of reasons for this.

For example. if you have been using Apple mail or Thunderbird, you may have been saving some of your emails locally on your computer rather than on ECU’s mail server. And Outlook will only initially retrieve email that has been stored on ECU servers, not on users’ personal devices.

If you do have missing emails or email folders after migrating, please contact the ITS service desk.

or visit our TDX system to report the issue.

How to change the default font in emails?

1. Go to File > Options > Mail > Stationery and Fonts.

2. Select Fonts you want to change

New mail messages - Sets the default font for original messages you compose.
Replying or forwarding messages - You can have a different font on messages you're forwarding or replying to. This setting is mostly for the two check boxes that let you mark your comments with your name (or other text) or with a different color of text.
Composing and reading plain text messages - Plain text messages will be received by the other person with a standard font, but if you want to use a nicer font when you're writing the message you can. Just understand that font won't be sent with the message.

How do I disable new email notifications?