Data Loss Prevention (DLP) within Microsoft Power Platform

Software and Application Distribution Microsoft Teams What is a Data Loss Prevention Policy (DLP)? A data loss prevention (DLP) policy is a security boundary for data. In the context of the Microsoft Power Platform, a DLP policy is a set of technical guidelines for how data can flow between different apps via connectors. What are connectors? Connectors are no-code/low-code components that provide a way for the Microsoft Power Platform to communicate with other apps and services. When you set up a connector in a Power Automate workflow (also called "flows") or a Power Automate app, you are authorizing one service to talk to another. For example, you could have an automated flow that starts an approval process when a file is uploaded to SharePoint by using the SharePoint Online and MS Approvals connectors. In this case, each connector would be authorized to broker (or "talk") to each service so the flow can act on your behalf. Connectors are an empowering feature to enable personal productivity within Microsoft 365. If you are just getting started with connectors and want to learn more, explore the Get Started with Power Automate online resources from Microsoft. Why has SFU restricted some connectors? Access to data within the SFU community is diverse. In combination with our community's data responsibility guidelines , a baseline Data Loss Prevention (DLP) policy is an automatic way of helping our community safely navigate connections between data using vetted (reviewed and approved) connectors, while avoiding the complications and risks that can lead to data abuse. In general, the baseline DLP policy for the Microsoft Power Platform will restrict any connector that: Hasn't undergone a privacy and security review (this includes new connectors). Requires a premium license to use.


Electronic Waste Recycling and Data Disposal

Hardware Lifecycle Services Asset Management


OVERVIEW

As technology evolves, universities are constantly upgrading their equipment, resulting in the need to securely decommission and dispose of data-bearing devices. This process ensures the protection of sensitive information and mitigates the risk of data breaches. is a comprehensive program implemented by SFU to ensure the secure and environmentally responsible disposal of IT assets. By adhering to Canadian Centre for Cyber Security (CCCS) and Computer Security Research Center (CSRC) National Institute of Standards and Technology (NIST) guidelines, the university aims to protect sensitive data and contribute to ecological sustainability. All university-funded devices are required to undergo the asset recycling and secure data disposal process, ensuring proper erasure of sensitive information. The procedures for managed and un-managed devices vary and are outlined below. Managed Devices Un-managed Devices Managed Devices Managed devices, which are typically issued and controlled by the university's IT department, follow a specific process for secure decommissioning and disposal. Inform your local IT contact about the device you wish to dispose of. They will guide you through the appropriate decommissioning procedures.


LAN-ADMIN LOGIN

Un-managed Devices Un-managed devices, including personally owned computers or mobile devices (smartphones, tablets, etc.), are not under the direct control of the university's IT department. These devices require user participation for secure decommissioning and disposal and require special attention due to their portability and the sensitive nature of the data they may contain. Data Backup: Begin by backing up all important data from the mobile device. This step is crucial as it allows you to retain any personal or important information before proceeding with decommissioning. Remove Locks and Passcodes: Disable any locks, passcodes, or biometric authentication features on the mobile device. This is important to grant the IT team access to the device for processing and erasure. Inform your IT Team: Contact your local IT representative and they will provide instructions and guidance for further steps. SIM Card and Memory Card Removal: Don't forget to remove the SIM card and any external memory cards from the mobile device. These items may contain personal information and should be disposed of separately or securely erased before being used elsewhere. Submit a Facilities Service Request or email your local Facilities team. Facilities Requests Burnaby


To recycle your electronics at the Burnaby campus:

Submit a Facilities Service Request . Select "Routine Surplus Furniture and Equipment". Specify "Electronic Equipment" in the request section, including the number of items and/or totes. Surrey To recycle your electronics at the Surrey campus, contact scfacil@sfu.ca . Vancouver To recycle your electronics at the Vancouver campus, contact fsvhelp@sfu.ca . Resources Sanitization and disposal of electronic devices Guidelines for Media Sanitization


Access your SFU Mail calendar in Teams

Overview This article describes how to enable the calendar app in Teams to access your SFU Mail calendar. Details Starting July 24, 2023, your SFU Mail calendar will be connected to your Teams calendar. When you schedule a meeting in SFU Mail, it'll show up in Teams, and vice versa. You'll also be able to schedule appointments, respond to invitations, and join meetings directly from your Teams app. To get started: Select ... from the leftmost menu on your Teams app. Select Calendar from the list of apps available, or search for it and add it. Right-click the Calendar app and select Pin so that the app stays pinned on the left menu. Select the Calendar app and your SFU calendar will appear. From here, you can view and modify upcoming meetings, schedule new ones, or join an ongoing meeting directly.


Access your SFU Mail calendar in Teams

Note:

The Scheduling Assistant in the Teams Calendar will not display a recipient's free/busy availability correctly if there are no events scheduled on their calendar. For more information, see section Known Issues and Limitations . Meetings and Calendar View In the top right corner, you have options to join a meeting with an ID number, create an instant meeting, and schedule a new meeting. You also can switch the calendar to day, work week, or week view from underneath the New meeting button. Today's Date and Date Picker In the top left corner, you can jump directly to today's date and access the date picker to more easily jump to a particular day and month. Known Issues and Limitations As we work to bring Exchange Online to SFU, some features may not work as expected until the full migration. The Scheduling Assistant in the Teams Calendar will not display a recipient's free/busy availability correctly if there are no events scheduled on their calendar. To use the Scheduling Assistant in its full capacity, we recommend using the Outlook desktop app or SFU Mail on the web . By design, your Teams Calendar will only display your main SFU calendar. To access your other calendars and the entire suite of calendaring features available from Microsoft, we recommend using the Outlook desktop apps or SFU Mail on the web . Resources See all your meetings in Microsoft Teams Schedule a meeting in Microsoft Teams Manage your calendar in Microsoft Teams Overview This article describes how to enable the calendar app in Teams to access your SFU Mail calendar.


Add a Channel Calendar in Teams

Overview This article describes how to add the channel calendar app to your Microsoft Teams. A channel calendar is a shared calendar available to channel members. Details Adding a channel calendar


Add a Channel Calendar in Teams

To add a shared calendar to the channel:

Select Add a tab at the top of the channel Select Channel calendar from the list of apps available, or search for it from the search bar at the top. Give the calendar a name and select Add . By default, Teams will post to the channel about this tab unless specified otherwise. Scheduling, modifying, and canceling a meeting Scheduling To schedule a meeting, left-click the time slot on the calendar in which you'd like to create it. The meeting details window will appear where you can enter the meeting title, attendees, duration, and other details. When you're finished entering the meeting details, select Send to schedule the meeting. For more meeting options for participants, select Options on the right hand side and then More Options . When you're finished, select Save to keep the changes. For a description of what each setting does, please see participant settings in Microsoft Teams meetings . Modifying or Cancelling To modify or cancel a meeting, right-click the meeting and select Edit or Cancel . Rename or remove the channel calendar To rename or remove the channel calendar, right-click the channel calendar tab and select the rename or remove option. Limitations Channel events can only be scheduled and viewed from the Teams app. Channel calendars are not available in private channels. Only one calendar is available per a channel. Guests can't view the calendar and must be invited directly. Overview This article describes how to add the channel calendar app to your Microsoft Teams. A channel calendar is a shared calendar available to channel members.


Schedule your meetings with additional participant settings

Overview This article explains how to configure your meetings in the Teams calendar with additional participant settings such as co-organizers, breakout rooms, and Q&A. Details Additional meeting options become available when editing an existing meeting with at least one attendee. In your Teams calendar, schedule a meeting with at least one attendee. Select and choose to edit the meeting in your Teams calendar. New tabs, such as Attendance, Meeting Whiteboard, Breakout Rooms, and Q&A will appear at the top. You have the option of adding other apps by selecting Add a tab . To access more meeting options and enable Q&A, select "..." and then Meeting options . You'll be brought to your meeting's options page on your web browser after signing in. For a description of each setting and what it does, please see Participant Settings In Microsoft Teams Meetings . Overview This article explains how to configure your meetings in the Teams calendar with additional participant settings such as co-organizers, breakout rooms, and Q&A.


Schedule a Teams meeting with registration

Overview This article explains how to set up your Teams meetings with registration. In meetings with registration, the organizer and presenters have more control than in a regular meeting. By default, attendees have to be let in from the lobby and cannot share content. Details


To schedule a meeting with registration:

In the Teams calendar, select New meeting . On the New meeting page, select Require registration and then either For people in your org or For everyone (for a meeting open to the public). On the New meeting page, enter a title for the meeting, date, start and end times, and a description. Please note that the information on this page is visible to presenters only . If you wish, you can set an earlier start time for presenters on this form, and a later start time for attendees on the registration form. The next steps in setting up your meeting with registration include adding presenters, customizing the registration form, adding a custom banner image, sending the invite, and publicizing the meeting. For a step-by-step walk through, please see Microsoft's schedule a meeting with registration in Microsoft Teams . Limitations Channel meetings and recurring meetings don’t currently support attendee registration. Resources Schedule a meeting with registration in Microsoft Teams Overview This article explains how to set up your Teams meetings with registration. In meetings with registration, the organizer and presenters have more control than in a regular meeting. By default, attendees have to be let in from the lobby and cannot share content.


We're Upgrading SFU Mail

← Back to SFU Mail Home Page FAQs and Common Issues New Changes to SFU Mail How-To Guides Overview Aligned with the university’s What’s Next Objective: Transform the SFU experience and SFU's digital transformation , SFU is upgrading to Exchange Online, a new cloud-based email system. This transition is part of SFU's commitment to enhancing IT security, improving user experience, and enabling access to Microsoft’s suite of products like OneDrive, Teams and SharePoint. Between 2023 and 2025, all SFU mailboxes will be upgrading to Exchange Online. What I need to Know Note : It is important to follow the actions below to ensure uninterrupted access to your SFU email.


We're Upgrading SFU Mail

TIMELINE

Between 2023 and 2025, all SFU mailbox account will be upgraded to Exchange Online. You will be notified through email at least two weeks prior to your account being scheduled to upgrade. Please note that upgrade batches are not "by department" , rather, are determined if a user has a dependency with another user (i.e., users who have the same shared calendar).


We're Upgrading SFU Mail

Completed:

Undergraduate student accounts have finished transitioning by April 2024. FIC student accounts have finished transitioning by April 2024. Graduate Students, Staff, Faculty, Role/Sponsored Accounts have finished transitioning by August 2024.


We're Upgrading SFU Mail

In progress:

Retirees will transition between October 2024 and December 2024. Note: Dates are tentative and subject to change.


We're Upgrading SFU Mail

ACTIONS BEFORE UPGRADE

To ensure uninterrupted access to SFU Mail, take the following actions before


We're Upgrading SFU Mail

your scheduled upgrade:

Using SFU Mail via a Web Browser New URL : After the upgrade, access SFU Mail on any device and web browser using the weblink, https://outlook.office.com . Bookmark or save the new link, as the current weblink ( https://mail.sfu.ca ) will become outdated. New Sign-In Format : Your email sign-in format will be "YourComputingID@sfu.ca" on the Microsoft sign-in page when you are upgraded. Using SFU Mail via Email Applications (i.e., Outlook Desktop, Apple Mail) Temporary Interruption : Post upgrade, SFU Mail may disconnect from desktop and mobile email applications. To reconnect, remove and re-add your SFU account. Alternatively, use https://outlook.office.com for continued access on any browser. Switch to Approved Email Apps : Only approved email apps can connect to SFU Mail. Check if you're using an approved app and take the required action, if necessary. For a list of approved apps, see: New Changes to SFU Mail - New Requirements . IMAP/POP Users : Consider backing up your emails. Post upgrade, you will need to modify your account configuration which can result in lost emails in the process. See IMAP Setup for details. Thunderbird Users : Client-sided data, such as email rules, won't be migrated along with your account. You may need to re-add any client-sided data post-upgrade. Shared Items (i.e., Shared Calendars, Mailbox Permissions, Shared Folders, Delegate Access) Temporary Interruption : Post upgrade, shared items may become temporarily unavailable. This typically includes shared calendars such as departmental or vacation calendars, or shared folders. After the upgrade, you may need to remove existing shares and owners of shared items to re-share or re-instate your shared items to continue their use. If the owner or the delegate/share recipient are upgraded at a different date, shared features will be limited until both users are upgraded. See our FAQs and Common Issues


We're Upgrading SFU Mail

for details or visit the how-to guide on:

Re-sharing a Shared Calendar Re-add a Shared Mail Folder or Mailbox Using Third-Party Apps Approved Third-Party Apps Only : Post upgrade, only SFU-approved third-party apps will connect to SFU Mail. Learn more . Using Shared Sponsored Accounts (or Role Accounts) New Sign-In Format : Your email sign-in format will be "YourSponsoredAccount@sfu.ca" on the Microsoft sign-in page when you are upgraded, including when you are using Delegated Login. See Sponsored Account Sign-in Instructions . Tips Your email signature on the browser version of SFU Mail will be lost during the upgrade. You can add it back once the upgrade is complete. Bookmark this webpage for easy access to troubleshooting resources. Have questions on potential impacts? Visit our SFU Mail Migration FAQs and Common Issues .


We're Upgrading SFU Mail

ACTIONS AFTER UPGRADE

Using SFU Mail via Web Browser New URL : You can access SFU Mail on any device and web browser using the weblink, https://outlook.office.com . Update any bookmarks to point to the new SFU Mail Outlook weblink. New Sign-In Format : Sign-in with "YourComputingID@sfu.ca" on the Microsoft sign-in page . New Features and Environment : Explore new features and check if you have everything. You may need to re-add your email signatures . Using SFU Mail via Email Applications (i.e., Outlook Desktop, Apple Mail) Temporary Interruption : Check if your desktop and mobile email applications can send and receive new emails from SFU Mail. If not, remove and re-add your SFU account. Alternatively, use https://outlook.office.com for continued access via any browser. Use Approved Apps : Only approved email apps can connect to SFU Mail. For a list of approved apps, see: New Changes to SFU Mail - New Requirements . Consider switching to Outlook : Outlook for Desktop and Mobile are fully supported by the university. We encourage you to use Outlook as it offers the best experience with SFU Mail. IMAP/POP Users : Consider backing up your emails. Post upgrade, you will need to modify your account configuration which can result in lost emails in the process. See IMAP Setup for details. Thunderbird Users : Client-sided data, such as email rules, won't be migrated along with your account. You may need to re-add any client-sided data post-upgrade. Shared Items (i.e., Shared Calendars, Mailbox Permissions, Shared Folders, Delegate Access) Temporary Interruption : Post upgrade, shared items may become temporarily unavailable. This typically includes shared calendars such as departmental or vacation calendars, or shared folders. After the upgrade, you may need to remove existing shares and owners of shared items to re-share or re-instate your shared items to continue their use.


We're Upgrading SFU Mail

ACTIONS AFTER UPGRADE

Interruption : Post upgrade, shared items may become temporarily unavailable. This typically includes shared calendars such as departmental or vacation calendars, or shared folders. After the upgrade, you may need to remove existing shares and owners of shared items to re-share or re-instate your shared items to continue their use. If the owner or the delegate/share recipient are upgraded at a different date, shared features will be limited until both users are upgraded. See our FAQs and Common Issues


We're Upgrading SFU Mail

for details or visit the how-to guide on:

Re-sharing a Shared Calendar Re-add a Shared Mail Folder or Mailbox Using Third-Party Apps Approved Third-Party Apps Only : Post upgrade, only SFU-approved third-party apps will connect to SFU Mail. Learn more . Using Shared Sponsored Accounts (or Role Accounts) New Sign-In Format : Your email sign-in format will be "YourSponsoredAccount@sfu.ca" on the Microsoft sign-in page when you are upgraded, including when you are using Delegated Login. See Sponsored Account Sign-in Instructions . Tips Check your Junk Folder : Check your Junk folder more frequently. The increased spam filtering may send some legitimate emails to your Junk folder. SFU Mailbox Storag e: In the new Exchange Online, your mailbox size won't automatically increase in capacity. Make sure to delete unneeded emails regularly and keep an eye on your storage usage. You will receive a notification if you're close to reaching your limit . Encountering issues? Visit our SFU Mail Migration FAQs and Common Issues . New Changes to SFU Mail


We're Upgrading SFU Mail

For a quick summary of the changes:

New Features SFU Mail now has the latest Outlook email features SFU Mail on Browser will communicate with other Microsoft 365 apps. Outlook on Desktop will have more integration with Microsoft 365 suite. Microsoft Teams and other Microsoft 365 Apps (e.g., Bookings, Planner) will now communicate with SFU Mail. New Requirements to connecting to SFU Mail By integrating SFU Mail with the Microsft 365 suite, new security requirements ensure better data security for the SFU community and compliance with provincial privacy regulations. Only approved third-party email applications and tools can connect to SFU Mail. For details, see our External Tools/Apps Changes and FAQs . Connecting through IMAP/POP configurations now require OAuth2 authentication. Service Changes and Limits Mailbox storage limits are determined by your assigned Microsoft licensing. All current SFU staff and faculty have up to 100 GB of mailbox storage. With modern accident prevention features available to SFU Mail, email backup are not provided by SFU/Microsoft to ensure efficient use of resources. SFU Mail is secured by Microsoft enterprise-level security. Compatibility Older mobile devices may not be able to connect to SFU Mail through email apps. For continued access, you can always access SFU Mail through the new weblink, https://outlook.office.com on any browser. Older browsers will continue to work on SFU Mail. For more information on changes and new features, see New Change to SFU Mail . How do I know if I have upgraded to Exchange Online? There will be two major changes once your account is upgraded to Exchange Online: You will be asked to log into Microsoft when signing into SFU Mail . Your sign in email will be “YourComputingID@sfu.ca”. The user interface will be modernized when accessing SFU Mail on browser. Looking for details on SFU Mail upgrade changes and new features? See New Change to


We're Upgrading SFU Mail

For a quick summary of the changes:

Exchange Online: You will be asked to log into Microsoft when signing into SFU Mail . Your sign in email will be “YourComputingID@sfu.ca”. The user interface will be modernized when accessing SFU Mail on browser. Looking for details on SFU Mail upgrade changes and new features? See New Change to SFU Mail . Looking for further support? Send a support ticket using the SFU Mail - Report Migration Issue form. Related Services / Offerings (2) SFU mail is the emailing system at SFU for all SFU members. SFU Mail - Migration Issues & Support


Schedule your Teams meeting with Outlook on Desktop

Overview This article explains how to schedule your Teams meeting with the Outlook desktop app for Windows and Mac and access additional participant meeting options. This feature is only available to individuals with existing Teams access (staff, faculty, and graduate students). Details Outlook Desktop on Windows Open Outlook and switch to the Calendar view. Select New Teams Meeting . You can also schedule a new meeting and then select Teams Meeting in the meeting details window. A Teams meeting ID, password, and link will be inserted into the body of your message. If you'd like to configure additional participant options, select Meeting Options from the top and the meeting options window will appear. For a description of each setting, see participant settings in Microsoft Teams meetings . Add your invitees and enter your meeting subject, location (if applicable), start time, and end time. Select Send . To remove Teams from a meeting, select Don't Host Online before you send the invitation. If you've already sent the invitation, you'll need to edit the meeting details and manually remove the Teams meeting information from the body of the message, then send the updated invitation. Outlook Desktop on Mac Open Outlook and switch to the Calendar view. Schedule a new meeting and then select Teams Meeting in the meeting details window. A Teams meeting ID, password, and link will be inserted into the body of your message. If you'd like to configure additional participant options, select the meeting options link at the bottom of your Teams meeting details in the body of your message. Your browser window will open and you may be prompted to sign in. For a description of each setting, see participant settings in Microsoft Teams meetings . Add your invitees and enter your meeting subject, location (if applicable), start


of your Teams meeting details in the body of your message. Your browser window will open and you may be prompted to sign in. For a description of each setting, see participant settings in Microsoft Teams meetings . Add your invitees and enter your meeting subject, location (if applicable), start time, and end time. Select Send . To remove Teams from a meeting, select Teams Meeting before you send the invitation. If you've already sent the invitation, you'll need to edit the meeting details and manually remove the Teams meeting information from the body of the message, then send the updated invitation. Overview This article explains how to schedule your Teams meeting with the Outlook desktop app for Windows and Mac and access additional participant meeting options. This feature is only available to individuals with existing Teams access (staff, faculty, and graduate students).


Sign into Apple Mail for Mac

How-To Guides


Sign into Apple Mail for Mac

OVERVIEW

This article describes how to add your SFU Mail account to Apple Mail for Mac. Add Another Account to Apple Mail


Sign into Apple Mail for Mac

Note:

After being migrated to the new SFU Mail with Exchange Online , your existing SFU account on Apple Mail won't be able to send or retrieve new emails. To re-connect your account, see After Migration - Connect your SFU Account to Apple Mail for Mac .


Sign into Apple Mail for Mac

To sign into SFU Mail on Apple Mail for Mac:

Launch Apple Mail. Select Microsoft Exchange , then Continue . Note: If you're not prompted to connect, see Add Another Account to Apple Mail below. Enter a name for your inbox and your SFU Email , SFUComputingID@sfu.ca. Then, select . When you're asked to sign into Microsoft Exchange, select . Enter your SFU Computing ID and password , then select . If you are enrolled in MFA, you'll be asked to enter your MFA code. Select the apps you'd like to sync with your SFU Mail account. Then, select Done. Note : Enabling Contacts will integrate your SFU Mail account contacts with your device's contacts. Congratulations! You've sign into SFU Mail on Apple Mail for your Mac. Add Another Account to Apple Mail


Sign into Apple Mail for Mac

To add another account to Apple Mail:

On Apple Mail, select Mail > Add Accounts . On the left sidebar, select Internet Accounts . Then, select Add Account. Follow the steps as shown on your desktop. If you would like a guide, start at Step 2 from the guide above. For a list of available guides and documentation, see SFU Mail - How-To Guides .


After Migration - Connect your SFU account to Apple Mail for Mac

Overview This article describes how to re-connect your account to Apple Mail for Mac. After being migrated to the new SFU Mail with Exchange Online , your existing SFU account on Apple Mail won't be able to send or retrieve new emails. To re-connect your account, you'll be required to: Remove your existing SFU account from Apple Mail (covered in this article) Re-add your SFU account to Apple Mail For individuals who are using SFU Mail with Exchange Online and are setting up Apple Mail for Mac for the first time, please see Sign into Apple Mail for Mac . Note for IMAP/POP Users : Before any re-configuring on an email account that has previously been set up with IMAP/POP, we strongly recommend backing up your emails to restore any lost emails resulting from account modifications. These may vary depending on your application settings, however, the emails can can be potentially lost are: locally saved emails, emails/folders not or haven't synced to servers, and any other client-sided (locally stored) data . IT Services has no way to restore any of these messages since they are not stored on our servers. To reconnect IMAP/POP accounts after upgrading to Exchange Online , update your server configurations shown on IMAP Setup . Details


To removing your SFU account from Apple Mail:

Check which protocol was used for the previous account setup Remove the account from Apple Mail Re-add your SFU Mail account Check which protocol was used for the previous account setup Open Apple Mail. From the menu bar, select Mail > Settings... > Accounts . Your SFU account will specify that it is set up with Exchange, IMAP, or POP. What's the difference between Exchange, IMAP, and POP? Exchange will sync your messages, contacts, calendars, reminders, and notes. Your messages and other content remain on the server if the account is removed from Apple Mail. This is the recommended way to set up your SFU Mail account.


IMAP

will sync your messages and notes. Your messages and other content remain on the server if the account is removed from Apple Mail.


POP

will download your messages to your Apple Mail client and remove a copy from the server unless specified otherwise. Setting up your account with POP requires special permission from an IT admin and accounts for less than 1% of accounts in SFU. Remove the account from Apple Mail Exchange and IMAP configurations If your account was set up with Exchange or IMAP, select the account, then click the Remove button. If the account is used by other apps on your Mac, you’ll be asked to remove the account in Internet Accounts settings. Click Delete Account... to remove the account data from your Mac. Your messages, contacts, calendars, and other account data are NOT deleted and remain on the mail server. POP configurations If your account was set up with POP, move or copy them to a mailbox stored on your Mac (the mailbox appears in the On My Mac section in the Mail sidebar ) before you remove the account in Mail. Re-add your SFU Mail account You're now ready to add your SFU Mail account. Outlook for Mac is the recommended way to access your SFU inbox, contacts, and calendar. However, if you'd like to continue using Apple Mail, see Sign into Apple Mail for Mac . Overview This article describes how to re-connect your account to Apple Mail for Mac. After being migrated to the new SFU Mail with Exchange Online , your existing SFU account on Apple Mail won't be able to send or retrieve new emails. To re-connect your account, you'll be required to: SFU Mail with Exchange Online Remove your existing SFU account from Apple Mail (covered in this article) Re-add your SFU account to Apple Mail Remove your existing SFU account from Apple Mail (covered in this article) Re-add your SFU account to Apple


POP

To re-connect your account, you'll be required to: SFU Mail with Exchange Online Remove your existing SFU account from Apple Mail (covered in this article) Re-add your SFU account to Apple Mail Remove your existing SFU account from Apple Mail (covered in this article) Re-add your SFU account to Apple Mail Re-add your SFU account to Apple Mail For individuals who are using SFU Mail with Exchange Online and are setting up Apple Mail for Mac for the first time, please see Sign into Apple Mail for Mac . Sign into Apple Mail for Mac Note for IMAP/POP Users : Before any re-configuring on an email account that has previously been set up with IMAP/POP, we strongly recommend backing up your emails to restore any lost emails resulting from account modifications. These may vary depending on your application settings, however, the emails can can be potentially lost are: locally saved emails, emails/folders not or haven't synced to servers, and any other client-sided (locally stored) data . IT Services has no way to restore any of these messages since they are not stored on our servers. To reconnect IMAP/POP accounts after upgrading to Exchange Online , update your server configurations shown on IMAP Setup . Note for IMAP/POP Users : Before any re-configuring on an email account that has previously been set up with IMAP/POP, we strongly recommend backing up your emails to restore any lost emails resulting from account modifications. Note for IMAP/POP Users re-configuring backing up your emails These may vary depending on your application settings, however, the emails can can be potentially lost are: locally saved emails, emails/folders not or haven't synced to servers, and any other client-sided (locally stored) data . IT Services has no way to restore any of these messages since they are not stored


POP

may vary depending on your application settings, however, the emails can can be potentially lost are: locally saved emails, emails/folders not or haven't synced to servers, and any other client-sided (locally stored) data . IT Services has no way to restore any of these messages since they are not stored on our servers. locally saved emails, emails/folders not or haven't synced to servers, and any other client-sided (locally stored) data To reconnect IMAP/POP accounts after upgrading to Exchange Online , update your server configurations shown on IMAP Setup . upgrading to Exchange Online IMAP Setup


Sign into Apple Mail for iOS

How-To Guides


Sign into Apple Mail for iOS

OVERVIEW

This article describes how to sign into SFU Mail on Apple Mail for iOS. Configure "Mail Days to Sync"


Sign into Apple Mail for iOS

Note:

After being migrated to the new SFU Mail with Exchange Online , your existing SFU account on Apple Mail won't be able to send or retrieve new emails. To re-connect your account, you'll need to remove the account from your iPhone


Sign into Apple Mail for iOS

before re-adding it:

Open Settings > Mail > Accounts Tap the email account you want to remove from your iPhone, then tap Sign Out or Delete Account Follow the steps below to re-add your SFU mail account


Sign into Apple Mail for iOS

To sign into SFU Mail on Apple Mail for iOS:

Open the Settings app. Select Apps > Mail . Note : For older iOS versions, you may need to select Accounts & Passwords . Select Mail Accounts > Add Account > Microsoft Exchange . Enter your SFU Email , SFUComputingID@sfu.ca. You may add an optional description to help you remember. Select Next > > Continue. Note : For information about the Exchange device administrator prompt, visit our SFU Mail Technical FAQs . Enter your SFU Computing ID and password , then select . If you are enrolled in MFA, you may be asked to enter your MFA code . Then, select Continue . Select which apps you'd like to sync with your SFU Mail account. Then, select Save to complete the setup. Note : Enabling Contacts will integrate your SFU Mail account contacts with your device's contacts. Congratulations! You've sign into SFU Mail on Apple Mail for your iOS device. Configure "Mail Days to Sync" By default, Apple Mail will only retrieve and store emails from the last month onwards. To change this behaviour: In Accounts , select your SFU account. It may be called Exchange depending on the description you set. Select Mail Days to Sync . 1 Month is selected by default. To retrieve all emails, select No Limit . Apple Mail will now be retrieved according to the specified setting. For a list of available guides and documentation, see SFU Mail - How-To Guides .


Sign into Mozilla Thunderbird

How-To Guides


Sign into Mozilla Thunderbird

OVERVIEW

This article describes how to add your SFU Mail account to Mozilla Thunderbird (Windows, macOS, Linux). Already Added Your SFU Mail Account before Exchange Online? If you added your SFU Mail account to Mozilla Thunderbird and got migrated to Exchange Online, you only need to update IMAP server settings to continue use. After updating IMAP settings, you will be prompted to enter your password and restart the application to apply the changes.


Sign into Mozilla Thunderbird

To set up your SFU Mail account on Mozilla Thunderbird:

Add an existing mail account by selecting File > New > Existing Mail Account... or by selecting Email


Sign into Mozilla Thunderbird

(indicated by the arrow in the image below):

Enter your name and your SFU email address. Do not enter your password . Select Configure manually .


Sign into Mozilla Thunderbird

Configure IMAP with the following settings:

Incoming Server (IMAP) Field Setting Protocol


Sign into Mozilla Thunderbird

IMAP

Hostname outlook.office365.com Port 993 Connection security


Sign into Mozilla Thunderbird

SSL/TTS

Authentication method OAuth2 Username SFUComputingID@sfu.ca Outgoing Server (SMTP) Field Setting Hostname smtp.office365.com Port 587 Connection security


Sign into Mozilla Thunderbird

STARTTLS

Authentication method OAuth2 Username SFUComputingID@sfu.ca Not working? If these IMAP settings don't work, your SFU account may still be on Exchange On-Premises and will need to use older IMAP settings. Visit the older IMAP Setup page for details. Select Done . A window will appear and prompt you to enter your SFU credentials. Sign in with your SFU account to continue. Select Finish to complete the set up. Show only subscribed folders By default, Thunderbird will only display mailbox folders that you've subscribed to. To see all folders in your mailbox: Open Account Settings (right click your account and select Settings from the menu or Settings > Account Settings ) Select Server Settings Select Advanced Uncheck Show only subscribed folders Congratulations! You're now ready to use Mozilla Thunderbird with your SFU Mail account. For other user guides and documentation, see SFU Mail - How-To Guides .


Sign into Samsung Mail for Android

Overview This article describes how to sign into SFU Mail on the Samsung Mail app for Android devices. Details


Sign into Samsung Mail for Android

To set up your SFU Mail account on Samsung Mail:

Open Samsung Mail. If you're prompted to choose a provider to set up your email, select Office365 . If you've previously set up an account on the app, select > Settings (gear icon) > Add account . Otherwise, skip this step. You'll be asked to sign in using Microsoft. Enter your SFU Email as SFUComputingID@sfu.ca. Then select Next . Enter your SFU Computing ID and password , then select Sign In. If you are enrolled in MFA, you may be asked to enter your MFA code You can configure additional settings such as the email sync period and which items to sync. Select Done to save your settings. Enter an account name and select Done to confirm. You'll be asked to activate the device admin app. Select Activate to complete the set up. Note : For information about the Exchange device administrator prompt, visit our SFU Mail Technical FAQs . Congratulations! You've signed into SFU Mail on Samsung Email. For a list of available guides and documentation, see SFU Mail - How-To Guides . Overview This article describes how to sign into SFU Mail on the Samsung Mail app for Android devices.


SFU Mail - IMAP, SMTP and POP Setup

How-To Guides Overview This article provides the details on IMAP, SMTP and POP for SFU Mail (Exchange Online). This article also contains information the following: IMAP for General Emailing POP for General Emailing Settings Technical Requirements SFU Mail Retired Version (Exchange On-Premises) and IMAP Tip : To ensure the most seamless experience, we recommend that you use more modern ways to connect to SFU Mail, such as using Outlook with Exchange .


SFU Mail - IMAP, SMTP and POP Setup

SFU MAIL UPGRADE IMPLICATIONS WITH IMAP/POP

Before any re-configuring on an email account that has previously been set up with IMAP/POP, we strongly recommend backing up your emails . Any account modifications, such as removing the account, will result in loss of certain messages. These may vary depending on your application settings, however, the messages can can be potentially lost are: Locally saved emails (such as emails within folders set to "This Computer Only") Emails/folders not or have yet synced to servers, and Any other client-sided customizations , including Email Rules and Flags/Categories. IT Services has no way to recover any of these messages or settings since they were never stored on our servers.


SFU Mail - IMAP, SMTP and POP Setup

Once your SFU mailbox has been upgraded:

If you are using Thunderbird , you can re-configure the account settings to connect to the new server when your account is migrated. Avoid removing your account to prevent loss of data. If you are using any other application via IMAP , you will need to switch to Thunderbird or use a more modern connection method (e.g., Exchange).


SFU Mail - IMAP, SMTP and POP Setup

IMAP for General Emailing:

If you wish to use IMAP for general emailing purposes, the only application that meet the above requirements for IMAP is: Mozilla Thunderbird (available on Windows, Mac and Linux). Visit Sign into Mozilla Thunderbird for instructions to sign into SFU Mail using IMAP. Note : At this time, there are no mobile apps that can connect to SFU Mail using IMAP. Tip : Be sure to update your application to the latest version. Some older versions may not support OAuth2 and causing you to encounter errors.


SFU Mail - IMAP, SMTP and POP Setup

POP for General Emailing:

Unfortunately, POP configurations are grandfathered. Any new request for POP connections are not available.


SFU Mail - IMAP, SMTP and POP Setup

Settings:

Incoming Server (IMAP) Field Setting Protocol Hostname outlook.office365.com Port 993 Connection security


SFU Mail - IMAP, SMTP and POP Setup


SFU Mail - IMAP, SMTP and POP Setup

STARTTLS

Authentication method OAuth2 Username SFUComputingID@sfu.ca Note : These settings shown above are only for SFU Mail on Exchange Online . If you are currently on On-Premises and have not upgraded to Exchange Online, you will need to use the older IMAP configurations. To see the older IMAP settings, visit the older IMAP Setup page . Not sure if you have upgraded to Exchange Online? See How Do I Know If I have Exchange Online under General FAQs.


SFU Mail - IMAP, SMTP and POP Setup

Technical Requirements:

In order to connect to SFU Mail using IMAP, your application will need to meet the following requirements: Your application need to be from the list of approved applications , and Your application need to support OAuth2 as the authentication method (Microsoft's Modern Authentication). SFU Mail Retired Version (Exchange On-Premises) and IMAP Note : This configuration is only available to select SFU service or application owners who need to connect to Exchange On-premises via IMAP. Exchange On-Premises IMAP Configurations Incoming Server (IMAP) Field Setting Protocol Hostname imapnew.sfu.ca Port 993 Connection security


SFU Mail - IMAP, SMTP and POP Setup

SSL/TTS

Authentication method Normal password Username YourComputingID@sfu.ca Outgoing Server (SMTP) Field Setting Hostname mailgate.sfu.ca Port 465 Connection security


SFU Mail - IMAP, SMTP and POP Setup

SSL/TTS

Authentication method Normal password Username YourComputingID@sfu.ca To ensure email password security, configuring your email application to use SSL (Secure Sockets Layer) is required.


Sign into SFU Mail on Web Browser

How-To Guides


Sign into SFU Mail on Web Browser

OVERVIEW

This article describes how to sign into SFU Mail on web browser, also known as, Outlook Web App (OWA). Encountering errors when signing in? Try clearing your browser cookies or use another web browser, then following the guide below. Alternatively, try signing into SFU Mail using your browser's incognito or private mode.


Sign into SFU Mail on Web Browser

To sign into SFU Mail on web browser:

Go to https://outlook.office.com


Sign into SFU Mail on Web Browser

, or select the button:

Visit outlook.office.com Enter your SFU Email , SFUComputingID@sfu.ca. Then, select . Enter your SFU Computing ID and password , then select


Sign into SFU Mail on Web Browser

S

ign In . If you are enrolled in MFA, you'll be asked to enter your MFA code . Congratulations! You've signed into SFU Mail on web browser. For a list of available guides and documentation, see SFU Mail - How-To Guides or Microsoft Training Center on Outlook on the Web (Videos) . 0% helpful - 1 review


Sign into SFU Mail on Desktop

How-To Guides


Sign into SFU Mail on Desktop

OVERVIEW

This article describes how to sign into SFU Mail on Outlook Desktop (Windows and Mac). Note : Outlook Desktop is part of Microsoft 365, which is only available to current SFU staff, faculty and students . Alternatively, Outlook on Web Browser is available to all SFU Mail users. Download and Install Based on your device, select one of the following to download Outlook Desktop: Windows Install the Microsoft 365 Apps at portal.office.com . Visit the M365 Portal Prefer a guide? See Getting Started with Microsoft 365 at SFU. Mac Install Outlook for Mac on the App Store. Download Outlook for Mac Using an SFU-managed device ? Try installing through Software Center on your device. You may need to contact your local IT representative for installation assistance.


Sign into SFU Mail on Desktop

To sign into SFU Mail on Outlook Desktop:

Launch Outlook and enter your SFU Email , SFUComputingID@sfu.ca. Then, select Connect . Note: If you're not prompted to connect, see Add Another Account to Outlook below. If you are prompted to select an account type, select Microsoft 365 . Otherwise, skip this step. Enter your SFU Computing ID and password , then select Sign In. If you are enrolled in MFA, you'll be asked to enter your MFA code . Select Done . Congratulations! You've signed into SFU Mail on Outlook Desktop. Set up as Another Account


Sign into SFU Mail on Desktop

To set up as another account on Outlook Desktop:

Windows Mac Launch Outlook and go to the File tab on the top-left corner. Launch Outlook and go to the Tool tab on the top-left corner. Then, select Accounts... Select Add Account . Select the + (plus symbol) on the bottom-left corner. Then, select Add Email Account . Follow the steps as shown on your desktop. If you would like a guide, start at Step 1 from the guide above. For a list of available guides, see SFU Mail - How-To Guides or Microsoft Training Center on Outlook for Windows and Mac (Videos) .


Sign into SFU Mail on Mobile

How-To Guides


Sign into SFU Mail on Mobile

OVERVIEW

This article describes how to sign into SFU Mail on Outlook Mobile (iOS and Android). Download and Install Based on your device, select one of the following to download and install Outlook Mobile:


Sign into SFU Mail on Mobile

For iOS devices:

Download Outlook on App Store


Sign into SFU Mail on Mobile

For Android devices:

Download Outlook on Google Play


Sign into SFU Mail on Mobile

To sign into SFU Mail on Outlook Mobile:

Open the Outlook app. Then, select Add Account . Note: If you're not prompted to add an email, see Set up as Another Account for Outlook Mobile. Enter your SFU Email , SFUComputingID@sfu.ca, then select Add Account or Continue . iOS Android If you are prompted to choose an account type, select Office 365 . Otherwise, skip this step. Enter your SFU Computing ID and password , then select Sign In. If you are enrolled in MFA, you'll be asked to enter your MFA code . When asked to add another account, select Maybe Later to complete the initial account setup. If you are prompted to Enable Notifications, you may choose either No Thanks or Turn On depending if you wish to receive alerts on your mobile device. Congratulations! You've signed into SFU Mail on Outlook for your mobile device. Set up as Another Account


Sign into SFU Mail on Mobile

To set up as another account on Outlook Mobile:

Open the menu by selecting the Office 365 icon on the top-right corner. Select + (plus symbol) on the sidebar. Select Add an Account . Follow the steps as shown on your mobile device. If you would like a guide, start at Step 2 on the guide above. For a list of available guides and documentation, see SFU Mail - How-To Guides or Microsoft Training Center on Outlook for iOS and Android (Videos) .


New Changes to SFU Mail

← Back to SFU Mail Home Page We're Upgrading SFU Mail FAQs and Common Issues How-To Guides Overview Aligned with the university’s What’s Next Objective: Transform the SFU experience and SFU's digital transformation , SFU is upgrading to Exchange Online, a new cloud-based email system. This upgrade aims to enhance IT security, improve user experience, and enabling access to Microsoft’s suite of products like OneDrive, Teams and SharePoint. Between now and 2025, all SFU mailboxes will be upgrading to Exchange Online. This article describes the SFU Mail changes coming with Exchange Online: New Features SFU Mail on Browser Outlook on Desktop Microsoft Teams and other M365 Apps New Requirements Desktop Email Applications Mobile Email Applications IMAP, SMTP and POP Service Changes and Limits Mailbox Storage Limit Email Backup Data Security Compatibility Older Mobile Devices Older Browsers New Features


New Changes to SFU Mail

SFU MAIL ON BROWSER

New and Mo derniz ed Look Focused Inbox Sweep and Archive Folder Snooze Feature Scheduling Email Delivery Improved Search Function Report Junk/Phishing Text Prediction, Suggestions for Meetings and Suggestions for Responses Enhanced File Previewing and Inline Video Playback Email integrations with OneDrive, SharePoint, and Microsoft Teams (e.g., suggested attachments ) Calendar and Event time zone selector when scheduling for a different time zone. Calendar and Event integrations with Microsoft Teams for quicker online meeting scheduling Calendar and Event Scheduling Polling to automatically schedule placeholders and administer voting for determine preferred dates/time Calendar and Event has integrated maps when event location is set to a specific address Microsoft Bookings integration with calendar


New Changes to SFU Mail

OUTLOOK ON DESKTOP

When creating a new calendar event/meeting on Outlook on desktop, there will be additional settings to generate a Microsoft Teams meeting link.


New Changes to SFU Mail

MICROSOFT TEAMS AND OTHER M365 APPS

Your Microsoft Teams status is automatically set based on your SFU Outlook Calendar. Note : If you don't wish your status to appear "busy" during calendar events or meetings (that you own), be sure to change the "Show as" of the event to "Free". For meetings you are tentatively attending or haven't accepted into your calendar, your status will appear "free" during those meetings. Your Microsoft Teams out-of-office message will automatically sync from your SFU Outlook automatic replies (out-of-office) and appear on your Microsoft Teams status. Your SFU Mail calendar is available directly on Microsoft Teams. New Requirements Why are there new requirements? As technology evolves, it is crucial to continuously assess and adjust our IT standards in an evolving cybersecurity landscape. The updates to SFU IT standards are aligned with What’s Next: The SFU Strategy and SFU’s digital transformation goals , and are designed to enhanced cybersecurity measures and protect research, academic, and business data across the university. With the addition of Exchange Online, every third-party application that connects to SFU Mail is considered a “system integration”. This requires SFU to update IT security and compliance standards to comply with provincial privacy requirements. Each of these systems integrations requires a Privacy Impact Assessment (PIA) and a Security Assessment. Can I use my personal email app to access SFU Mail? Only third party tools approved for use by a University-supported initiative and backed by Privacy Impact and Security assessments will be enabled for SFU Mail access. Personal productivity and personal preferences for workflow aren't sufficient to allow third party tools that consume SFU email or calendar data. We encourage you to try Microsoft Outlook to access SFU Mail, as it's SFU's fully supported email client for personal desktop and mobile use while providing the most seamless experience. My App is


New Changes to SFU Mail

MICROSOFT TEAMS AND OTHER M365 APPS

preferences for workflow aren't sufficient to allow third party tools that consume SFU email or calendar data. We encourage you to try Microsoft Outlook to access SFU Mail, as it's SFU's fully supported email client for personal desktop and mobile use while providing the most seamless experience. My App is critical for research, learning, or other university business needs. How do I get my app approved? If you believe that your third-party application is critical for research, learning, or other university business needs, visit External Apps/Tool Changes and FAQs for details on getting your application approved by IT Services. Note : Exact timing will vary depending on your role at the university and will coincide with your mailbox migration to Exchange Online. Be sure to prepare any changes to your personal or business work flows.


New Changes to SFU Mail

APPROVED DESKTOP EMAIL APPLICATIONS

Below are the approved desktop email applications that can connect to SFU Mail: Outlook for PC and Mac (this application is recommended and fully supported by the university) Apple Mail Mozilla Thunderbird w/ TBSync Plug-in (alternatively, OWL Plug-in via OWA protocol) No other applications will be able to connect to SFU Mail. Note : Outlook for PC is part of Microsoft 365, which is only available to current SFU staff, faculty and students. Alternatively, Outlook on Web Browser is available to all SFU Mail users.


New Changes to SFU Mail

APPROVED MOBILE EMAIL APPLICATIONS

Below are the approved mobile email applications that can connect to SFU Mail: Outlook for Android and iOS (this application is recommended and fully supported by the university) Apple Mail Gmail (Android only)* Samsung Mail No other applications will be able to connect to SFU Mail. * Gmail for iOS currently does not support Modern Authentication (OAuth2). You will see "Incorrect username or password" when attempting to sign into Gmail on iOS until the vendor implements support.


New Changes to SFU Mail

Below are changes on connecting to SFU Mail through protocols:

IMAP, SMTP and POP configurations will require the OAuth2 or "Modern Authentication" authentication method to connect to SFU Mail once you are upgraded to Exchange Online. Additionally, such connections need to come from an approved application . POP configurations are not recommended since most clients automatically delete old messages which may be unintended. We strongly recommend you switch to another connection method. Since many applications don't support the new security requirement, OAuth2, you may need to switch to another application or connection method . IMAP, SMTP and POP connections will need to be reconfigured to a new server . For details, see IMAP/SMTP Setup .


New Changes to SFU Mail

Third-party tools and integrations refers to applications connected to SFU Mail that sync or modify your SFU Mail inbox, calendar, or contacts . For instance, any tools/applications that connect to your SFU Mail account for activities like: Event or meeting booking (e.g. Calendly, Doodle AG), Project coordination (e.g. Asana), Productivity tools (e.g. Notability). SFU Mail will only connect to third-party apps/tools that are approved by IT Services for SFU’s teaching-, research-, or business-critical activities, and are secure and compliant with provincial privacy regulations. Existing connections between SFU Mail and non-approved external tools/applications will stop working. The exact timing will coincide with the migration of your SFU mailbox to SFU’s new upgraded email system, Exchange Online . You will receive an email notification in advance of this migration. Visit External Apps/Tools Changes and FAQs for details on upcoming changes in Summer 2024. Service Changes and Limits


New Changes to SFU Mail

MAILBOX STORAGE LIMIT

By moving to a cloud-based environment, Exchange Online has introduced new service limits to all mailbox storage. These mailbox storage limits are determined by your SFU account's Microsoft licensing. As a general guideline, the following are: SFU faculty and staff and other users who are eligible for Office 365 (such as sponsored accounts with A3 Licensing) have a mailbox storage limit of


New Changes to SFU Mail

100 GB

SFU students have a mailbox storage limit of


New Changes to SFU Mail

5 GB

SFU retirees , emeritus , adjunct professors , and other users who are eligible for Office 365 online (such as sponsored accounts with standard licensing) have a mailbox storage limit of 5


New Changes to SFU Mail

0 GB

Note : If your mailbox is reaching these storage limits, evaluate your use of SFU Mail and efforts to reducing the volume of email stored. You may need to reconsider if an email system is the appropriate place for storage of the information currently being kept there.


New Changes to SFU Mail

EMAIL BACKUP

Exchange Online has accident prevention features, such as soft-deletes ( Deleted Items or "Trash bin" ) and item recovery ( Recover Deleted Items ). To ensure efficient use of resourcing, neither Microsoft nor SFU provide indefinite backups to user data caused by personal mistakes. If you have accidentally deleted an item recently, you may be able to recover them. For more details, visit the Microsoft Support page on Recover Deleted Items in Outlook. Note : If your mailbox requires additional data resiliency, you are responsible for backing up your data.


New Changes to SFU Mail

DATA SECURITY

Exchange Online (or SFU Mail) at SFU is protected by the enterprise-level security from Microsoft. Microsoft also provides the following to SFU Mail: Data access to files and folders on a user’s Exchange Online Mailbox is only limited to the user account, Data replication of core user data to at least two geographically distributed Microsoft data center for disaster recovery purposes, and Encryption of data in transit and at rest. To learn more about Microsoft’s trust and security related information, visit the Microsoft Trust Center . Compatibility


New Changes to SFU Mail

OLDER MOBILE DEVICES

In order to connect to SFU Mail, your device will need to have a mail application that supports Microsoft's Modern Authentication (OAuth2). The following is a list of email applications that support Modern Authentication and its operating system: Outlook Mobile Android 8+ (i.e., Samsung Galaxy S7 and newer) iOS 15+ (i.e., iPhone 6S or newer) Apple Mail Mac OS X 10.14 iPadOS 13.1 iOS 11+ (i.e., iPhone 5S or newer) Gmail for Android only Android 5.0+ (i.e., Samsung Galaxy S5 and newer) Samsung Mail Android 8+ (i.e., Samsung Galaxy S7 and newer) If your device does not support Modern Authentication, you will either need to upgrade or switch to another device. If that's not possible, you may use SFU Mail through a web browser .


New Changes to SFU Mail

OLDER BROWSERS

Generally speaking, unsupported browsers would be browsers versions with a release date prior to 2018. Visiting SFU Mail on an unsupported browser will display a light version of Outlook . Details for support browsers and minimum requirements for SFU Mail (powered by Outlook on the web) can be found on Microsoft's page about Supported browsers for Outlook on the web . Encountering issues? Visit our SFU Mail Migration FAQs and Common Issues . Looking for further support? Send a support ticket using the SFU Mail - Report Migration Issue form.


Setting up Thunderbird TbSync

How-To Guides


Setting up Thunderbird TbSync

OVERVIEW

TbSync is an add-on/extension for Mozilla Thunderbird. It provides additional extensions that enable Thunderbird to sync calendar events and contacts with Microsoft Exchange servers.


Setting up Thunderbird TbSync

DISCLAIMER

The TB Sync developers are responsible for maintaining the Thunderbird add-on. They have mentioned removing Exchange Online compatibility due to difficulty with keeping up with Microsoft updates. If TB Sync is no longer working for you, consider using OWL (a user paid add-on/extension) that uses different protocols to syncs mail, calendar and contacts from Exchange Online. Note : This setup guide applies to users that have signed into Thunderbird on PC To setup TbSync on Mozilla Thunderbird to support synchronization for your SFU Mail Account: Access the " Add-ons/Extensions " tab in Thunderbird  Launch Mozilla Thunderbird on your computer As shown in the image below, follow the arrow on the bottom left and click on the gear icon to access " Settings " Alternatively, Click on the menu bar and select "Settings" After accessing the settings tab, locate and click "Add-ons and Themes" on the bottom left of the settings screen to access the "Add-ons Manager" Add " TbSync " and " Provider for Exchange ActiveSync " In the Add-ons manager tab, click on "Extensions" and in the search bar type " TbSync " You will be directed to the add-ons page on the browser. Locate TbSync and click "Add to Thunderbird" Repeat the process for " Provider for Exchange ActiveSync " - Search and click " Add to Thunderbird " After adding these extensions to Thunderbird, navigate back to the Add-ons Manager tab and you will find your extensions listed In the Add-ons Manager tab, enable " TbSync " and " Provider for Exchange ActiveSync " by toggling the different switches to blue Add SFU Mail account to " TbSync " Click on the wrench icon as directed in the arrow below and the " TbSync account manager " will pop-up Under " Account Settings ", follow the


Setting up Thunderbird TbSync

DISCLAIMER

" and " Provider for Exchange ActiveSync " by toggling the different switches to blue Add SFU Mail account to " TbSync " Click on the wrench icon as directed in the arrow below and the " TbSync account manager " will pop-up Under " Account Settings ", follow the instructions in the image below to access the " Account Information " window. Select " Microsoft Office 365 ", input your SFU email ID and click " Add account " You will be redirected to the SFU Sign-in page for authorization. Input your SFU Computing ID and password, then click " " Your SFU account will now be displayed in the accounts section of the TbSync Account Manager Check the " enable and synchronize this account " box and all the boxes under " Enable and synchronize this account " as directed in the image below. Adjust your periodic synchronization to your desired preference and click " synchronize now " You are now ready to use Thunderbird TbSync and Thunderbird will periodically synchronize your data with Microsoft Exchange Servers.


SFU Mail Migration: FAQ and Common Issues

← Back to SFU Mail Home Page We're Upgrading SFU Mail FAQs and Common Issues New Changes to SFU Mail How-To Guides


OVERVIEW

This article lists frequently asked questions (FAQs) and common issues you may encounter with the SFU Mail Upgrade & Migration to Exchange Online. General FAQs Common Issues after Upgrade Shared Item Issues (Shared Calendars, Mailbox Permissions, Shared Folders, Delegate Access) Sponsored Account (Multiple Account Usages, Delegate Login) Technical FAQs General FAQs What is exchange online and why is it being adopted? Exchange Online is a cloud-based email and calendaring solution provided by Microsoft as part of Microsoft 365. It offers secure and reliable email communication, calendaring, and collaboration tools accessible from anywhere with and Internet connection. Aligned with the What’s Next: The SFU Strategy and SFU's digital transformation , IT Services continues to adapt to the evolving technological landscape and foster a culture of digital engagement that will empower students, faculty and staff to achieve our academic mandate. SFU is introducing more Microsoft 365 (M365) features to help you with online collaboration and productivity at the university. By adopting Exchange Online with SFU Mail, these new M365 features will become available to you on SFU Mail. How do I know if I have Exchange Online? There will be two major changes once your account is upgraded to Exchange Online: You will be asked to log into Microsoft when signing into SFU Mail . Your sign in email will be “YourComputingID@sfu.ca”. The user interface will be modernized when accessing SFU Mail on browser. What are the benefits from transitioning to Exchange online? With Exchange Online, SFU Mail users will have enhance IT security, improve user experience and utilize more Microsoft Cloud resources. For details on new features, visit New Change to SFU Mail . How do I access SFU email with Exchange Online? To access SFU Mail on browser, visit Sign into SFU Mail on Browser for instructions. When WILL i


OVERVIEW

IT security, improve user experience and utilize more Microsoft Cloud resources. For details on new features, visit New Change to SFU Mail . How do I access SFU email with Exchange Online? To access SFU Mail on browser, visit Sign into SFU Mail on Browser for instructions. When WILL i BE transitioned TO EXCHANGE ONLINE? Between 2023 and 2025, your SFU mailbox account will be upgraded to Exchange Online. You will receive an email two weeks prior to your account being scheduled to the upgrade. For the most up-to-date information, visit We're Upgrading SFU Mail . CAN I BE transitioned EARLier? To ensure a seamless migration process, we have established a structured plan that prioritizes specific groups of mailboxes within the organization. Unfortunately, we are unable to accommodate individual requests for early migration at this time due to these complex considerations. Will there be interruptions or Impacts? Yes, there is expected to be both interruptions to SFU Mail and impacts to how you use SFU Mail, which may include: A new Microsoft sign in page A new SFU Mail URL for browser access Only approved apps can connect to SFU Mail For details on what you need to know, see We're Upgrading SFU Mail . I've just activated my computing ID, but I can't sign into SFU Mail. What should I do? If you encounter this issue and you've just recently activated your SFU computing ID, your mailbox account is still being set up. It will take approximately 1 hour. Please try again after at least one hour has passed after activating your SFU computing ID. Common Issues after Upgrade


SIGN IN ISSUES

On browser, I see "Something went wrong. We couldn't find a mailbox for this recipient/account." What should I do? You will see this error if your browser cookies may be invalid. Try clearing your browser cookies , or a different browser , and sign into https://outlook.office.com/ . If you are still encountering sign in issues after your upgrade, contact us using the SFU Mail - Report Migration Issue form. On iOS or Apple Mail, I can't sign in after the upgrade. What should I do? You will need to remove any existing SFU Mail account from Apple Mail and re-add your account. See Remove an existing SFU Mail account from Apple Mail for Mac for instructions. Note for IMAP/POP Users : Before any re-configuring on an email account that has previously been set up with IMAP/POP, we strongly recommend backing up your emails. Any account modifications, such as removing the account, will result in a loss of certain messages . To reconnect with IMAP/POP accounts, update your server configurations shown on IMAP Setup . On Outlook, I can't sign in after the upgrade. What should I do? You will need to sign out all your existing mail accounts from the application, and re-add your SFU Mail account. Visit Sign into SFU Mail on Desktop for set up instructions for Outlook Desktop. Note for IMAP/POP Users : Before any re-configuring on an email account that has previously been set up with IMAP/POP, we strongly recommend backing up your emails. Any account modifications, such as removing the account, will result in a loss of certain messages . Since Outlook no longer supports IMAP/POP, you will need to sign in using Exchange or another application that supports IMAP .


FEATURE-RELATED

My Email Signatures are missing, what do I do? As part of the SFU Mail upgrade, email signatures are wiped on server-sided applications, such as on SFU Mail on web browser. We kindly ask you to re-add your email signatures to your account. You may find your email signatures in a previously sent email. Why are some legitimate emails getting junked or missing? We've recognized this issue and collaborating with Microsoft to get this resolved. To assist us with this process, we encourage you to select Not Junk on legitimate emails by: 1. At your Junk Email folder, select messages that are misidentified as junk. 2. Select Report , then Not Junk . If you believe to be missing legitimate emails , please send us a support ticket using the SFU Mail - Report Migration Issue form. Note : If you're an alumni who have been using Alumni Email Forwarding , the service have been retired since June 1, 2024. For details, visit this SFU announcement . How do I disable Focused Inbox? Visit this Microsoft article on Focused Inbox for Outlook


for instructions on:

Turn Focused Inbox on or off Change how your messages get organized (if you wish to move certain messages from Focused to Other, or the other way around). How do i disable text prediction? Visit this Microsoft article on Editor Text Predictions in Outlook for instructions to turn off Text Predictions. Shared Item Issues


SHARED CALENDARS, MAILBOX PERMISSIONS, SHARED FOLDERS, DELEGATE ACCESS

My Shared Calendar (Department Calendar, Vacation Calendar, Etc.) No longer works. How do I fix this issue? If either myself or the calendar owner have upgraded to Exchange Online and the other haven't upgraded yet: • Solution : You will need to wait until both yourself and the calendar owner have upgraded to Exchange Online. As a temporary work around, you may ask the calendar owner or a colleague who has the calendar working to add meetings/events on your behalf. If both myself and the calendar owner have upgraded to Exchange Online: • Solution : You will need to ask the calendar owner to re-share the calendar to you. See re-sharing a calendar . Not sure if you have upgraded to Exchange Online? See How Do I Know If I have Exchange Online under General FAQs. My Mailbox and Folder Permissions no longer works. How do I fix this issue? If either myself or the account owner have upgraded to Exchange Online and the other haven't upgraded yet: • This feature is unavailable : You will need to wait until both yourself and the mailbox/folder owner have upgraded to Exchange Online. If both myself and the account owner have upgraded to Exchange Online: • Solution : You will need to re-add the shared mailbox and folders. See re-add a shared mail folder or mailbo x. Not sure if you have upgraded to Exchange Online? See How Do I Know If I have Exchange Online under General FAQs. My Delegate Permissions (Calendar and Respond to Invitations on Behalf of) no longer works. How do I fix this issue? If either myself or the account owner have upgraded to Exchange Online and the other haven't upgraded yet: • This feature remains available only on Outlook for Windows . If you use SFU


SHARED CALENDARS, MAILBOX PERMISSIONS, SHARED FOLDERS, DELEGATE ACCESS

(Calendar and Respond to Invitations on Behalf of) no longer works. How do I fix this issue? If either myself or the account owner have upgraded to Exchange Online and the other haven't upgraded yet: • This feature remains available only on Outlook for Windows . If you use SFU Mail on Browser , you can only view the calendar invites and won't be able to edit or respond to invitations as a delegate. If both myself and the account owner have upgraded to Exchange Online: • This feature should be working normally. Double-check that both yourself and the account owner are on Exchange Online. If you're still encountering issues, send a request ticket on IT ServiceHub . Not sure if you have upgraded to Exchange Online? See How Do I Know If I have Exchange Online under General FAQs. My Send on Behalf/Send As Permissions no longer works. How do I fix this issue? If either myself or the account owner have upgraded to Exchange Online and the other haven't upgraded yet: • This feature remains available only on SFU Mail on Browser or Outlook for Windows. If both myself and the account owner have upgraded to Exchange Online: • This feature should be working normally. Double-check that both yourself and the account owner are on Exchange Online. If you're still encountering issues, send a request ticket on IT ServiceHub . Not sure if you have upgraded to Exchange Online? See How Do I Know If I have Exchange Online under General FAQs. My Location/Resource Account is no longer accessible. How do I continue using "Open as another mailbox" to access the account? If either myself or the resource account have upgraded to Exchange Online and the other haven't upgraded yet: • Solution : You will need to wait


SHARED CALENDARS, MAILBOX PERMISSIONS, SHARED FOLDERS, DELEGATE ACCESS

Online under General FAQs. My Location/Resource Account is no longer accessible. How do I continue using "Open as another mailbox" to access the account? If either myself or the resource account have upgraded to Exchange Online and the other haven't upgraded yet: • Solution : You will need to wait until both yourself and the resource account have upgraded to Exchange Online. If you are using Outlook for Windows , this feature will remain available only on that application. If both myself and the resource account have upgraded to Exchange Online: • This feature should be working normally. Double-check that both yourself and the resource account are on Exchange Online. If you're still encountering issues, send a request ticket on IT ServiceHub . Not sure if you have upgraded to Exchange Online? See How Do I Know If I have Exchange Online under General FAQs. Sponsored Account


MULTIPLE ACCOUNT USAGES, DELEGATE LOGIN

How do I use Delegate Login to sign into my Sponsored Account on SFU Mail? For sign-in instructions for sponsored accounts and delegate login, see Sign into SFU Mail with Sponsored Accounts . If you encounter the error, "You are not authorized to impersonate the indicated user at this time.", the account sponsor or manager will need to set you up with the delegate role for your SFU account. You may send the account sponsor/manager this article: Getting Started with the DAM as an Account Sponsor . I use multiple accounts on SFU Mail. Will my accounts migrate together? It's possible. Migration, or upgrade batches, are completed by the account's dependencies (whether or not the account has a shared item with another account). If one of your account don't have shared dependencies, it's likely your accounts will have different migration dates.


As a reminder, please take note of the following:

• Both weblinks, mail.sfu.ca and outlook.office.com, will work for both non-upgraded and upgraded accounts. Our system automatically detects whether or not your account has migrated and redirects you to the correct Microsoft environment. • For each account upgraded, you may need to remove and re-add the upgraded account on your email applications. My Sponsored account has upgraded whereas my personal account hasn't (or vice-versa). Will this cause complications with delegate login? • Delegate login will work on both outlook.sfu.ca and mail.sfu.ca. Our system automatically detects whether or not your account has migrated and redirects you to the correct Microsoft environment. • Delegate login on email applications , such as Outlook on Desktop, will continue to work normally. For sign-in instructions for sponsored accounts and delegate login, see Sign into SFU Mail with Sponsored Accounts . Technical FAQs


GENERAL

How secure is Exchange Online? Exchange Online (or SFU Mail) at SFU is protected by the enterprise-level security from Microsoft. Microsoft also provides the following to SFU Mail: Data access to files and folders on a user’s Exchange Online Mailbox is only limited to the user account, Data replication of core user data to at least two geographically distributed Microsoft data center for disaster recovery purposes, and Encryption of data in transit and at rest. To learn more about Microsoft’s trust and security related information, visit the Microsoft Trust Center . Why is mail.sfu.ca becoming outdated? The current SFU Mail weblink, https://mail.sfu.ca , will continue to work even after upgrading to Exchange Online. However, you may encounter some issues with the redirects to Outlook, https://outlook.office.com , where your browser settings, certificates and cookies may cause problems. Be sure to use https://outlook.office.com for the most seamless experience. When I try to connect to SFU Mail on mobile, I see a "Device Administrator" Prompt. What is this? The prompt, including the listed permissions, is standard messaging when an Exchange account is connected to an email server with controls in place. In this case, SFU Mail has cybersecurity rules imposed by Exchange ActiveSync to enforce a consistent level of security and controls across connected devices. SFU IT administrators do not have such capabilities on your personal devices . All users of SFU systems are bound by GP-24 which outlines appropriate use and access to electronic records, and IT staff are given appropriate role-based access to perform the work necessary for only their job function; accessing data on a personal device without user consent would be a violation of that policy. Activating Device Administrator allows Exchange to enforce cybersecurity rules onto your device for it to operate securely within the SFU environment (i.e., signing


GENERAL

access to perform the work necessary for only their job function; accessing data on a personal device without user consent would be a violation of that policy. Activating Device Administrator allows Exchange to enforce cybersecurity rules onto your device for it to operate securely within the SFU environment (i.e., signing into SFU using your computing ID and MFA), and conversely, allowing your device to access SFU-related data, such as role and contact information on SFU's Exchange GAL, through a secure connection.


EXTERNAL AND THIRD-PARTY APPS/TOOLS

Can I use my personal Email app to access SFU Mail? Only third party tools approved for use by a University-supported initiative and backed by Privacy Impact and Security assessments will be enabled for SFU Mail access. Personal productivity and personal preferences for workflow aren't sufficient to allow third party tools that consume SFU email or calendar data. We encourage you to try Microsoft Outlook to access SFU Mail, as it's SFU's fully supported email client for personal desktop and mobile use while providing the most seamless experience. My App is critical for research, learning, or other university business needs. How do I get my app approved? If you believe that your third-party application is critical for research, learning, or other university business needs, visit External Apps/Tool Changes and FAQs for details on getting your application approved by IT Services. Can I use IMAP/POP with my Email application? You can only connect to SFU Mail through IMAP/POP with select applications. Email applications will require OAuth2 authentication method and approved by IT Services (enabled by an Exchange IT Administrator) for it to connect to SFU Mail. Unless you are using this connection/app for teaching-, research- or business-critical activities, we recommend switching to a modern connection method. Visit IMAP/SMTP Setup for details. I can't sign into my application, even though it's approved. What should i Do? Ensure that your application is up to date on the latest version. Older versions may not support Exchange Online requirements and cause this error. Looking for technical details on changes to third-party applications connected to SFU Mail? See External Apps/Tools Changes and FAQs . Looking for support? Send a support ticket using the SFU Mail - Report Migration Issue form. Related Services / Offerings (1) SFU mail is the emailing system at SFU for all SFU


EXTERNAL AND THIRD-PARTY APPS/TOOLS

technical details on changes to third-party applications connected to SFU Mail? See External Apps/Tools Changes and FAQs . Looking for support? Send a support ticket using the SFU Mail - Report Migration Issue form. Related Services / Offerings (1) SFU mail is the emailing system at SFU for all SFU members.


What happens to my Microsoft account when I leave SFU?

Infrastructure Server and Storage Management Microsoft OneDrive


OVERVIEW

This article details what happens to content you have stored in Microsoft 365 after you leave the university. What happens when you leave SFU Your Microsoft 365 account at SFU may change depending on the type of role you had at the university. For a detailed breakdown, see below: Students Alumni Former Student Employees SFU Retiree/Professor Emeritus Former Employee Sponsored Accounts Students Alumni As an alum of the university you will retain access to Microsoft 365 products/services for 1-year starting from the end of your last semester in which you registered for classes. After this grace-period your Microsoft 365 account at SFU will be removed and data associated with your account will be destroyed.


After your 1-year grace period:

You will retain your @sfu.ca email address and email content. Content stored in your OneDrive space will remain available. Content stored in OneNote will remain available. Your @sfu.ca email content will be removed. Content stored in your OneDrive space will be removed. Content stored in OneNote will be removed. As an alum, what should you do as you graduate from SFU? Firstly, congratulations! The things you should consider after leaving SFU are: Download any files/documents/data you'd like to keep to a personal device. Retain any emails you may need on a personal device. If you've shared any files from your OneDrive space with colleagues who need on-going access, ensure they have a copy of the file or store it in a space they can access after you leave. Update your contact information at https://www.sfu.ca/alumni/stay-connected/update-your-information.html to ensure uninterrupted access to, and information about alumni events, exclusive alumni programs, and benefits. Former Student (Non-Alumni) As a former student of the university you will retain access to Microsoft 365 products/services for 1-year starting from the end of your last semester in which you registered for classes. After this grace-period your Microsoft 365 account at SFU will be removed and data associated with your account will be destroyed.


After your 1-year grace period:

You will retain your @sfu.ca email address and email content. Content stored in your OneDrive space will remain available. Content stored in OneNote will remain available. Your former @sfu.ca email address and email content will be removed. Content stored in your OneDrive space will be removed. Content stored in OneNote will be removed. As an former student, what should you do as you transition from SFU? Download any files/documents/data you'd like to keep to a personal device. Retain any emails you may need on a personal device. If you've shared any files from your OneDrive space with colleagues who need on-going access, ensure they have a copy of the file or store it in a space they can access after you leave. Employees SFU Retiree/Professor Emeritus As a retiree or professor emeritus you will retain access to most Microsoft 365 services to support any continuing engagement you may have with the university. However, changes to features and limits will affect your account as it transitions to a retiree/emeritus plan.


What will change:

Your email address and email content. Content stored in your OneDrive space. Microsoft Teams. You will lose access to Microsoft 365 desktop applications (such as Word, Excel...etc). However, the online versions will remain available to you at https://www.microsoft365.com/ . Your @sfu.ca email account will be swapped to a retiree/emeritus plan with a 50GB limit. Your OneDrive space will be capped at 100GB (note: if you are over this limit you will still be able to retrieve your files but you will be unable to edit or add more until you are under this cap). As a retiree/professor emeritus, what should you do as you transition from SFU? Prepare to transition to the online versions of Microsoft 365 apps (such as Word, Excel...etc) by storing desktop files in your on-going online OneDrive space. If your @sfu.ca email account is over 50GB then prepare to reduce the size of your email inbox by backing up any data you want to keep . If you have over 100 GB of files stored in your OneDrive space prepare to download excess files until you are under the 100 GB limit. Former Employee As a former employee of the university you will lose access to Microsoft 365 products at different intervals after you drop from SFU's payroll system.


After 1-year:

Your email address and email content. Microsoft 365 apps (such as Word, Excel...etc) and services associated with your SFU account. Content stored in your OneDrive space. Microsoft Teams. Your former @sfu.ca email address and email content will be removed. You will loose access to M365 apps and services associated with your SFU account (Word, OneDrive, Teams). As a former employee, what should you do as you transition from SFU? If you've shared any files from your OneDrive space with colleagues who need on-going access, ensure they have a copy of the file or store it in a space they can access after you leave. Sponsored Accounts Sponsored accounts have various uses to support the university and are renewed annually. If an account isn't renewed it will lose access to Microsoft 365 apps and services. For more details, see below. Upon not being renewed the sponsored account will lose access to: The email address and content associated with the sponsored account. Access to Microsoft 365 desktop applications (such as Word, Excel...etc). Content stored in the OneDrive space of the sponsored account Microsoft Teams. As a sponsored account owner, what should you do before you choose to not renew a sponsored account? If the sponsored account has shared files from OneDrive with colleagues who need on-going access, ensure they have a copy of the file or store them in a space they can access. Retain any files you may need in a location that's appropriate to the purpose of the account. For example, if the account was for departmental use this may be a shared location (such as a network drive).


SFU Groups - Add or Remove Members

Information Security Identity and Access Management Group Management How-To Guides


SFU Groups - Add or Remove Members

OVERVIEW

This article describes how to add or remove members on your group on SFU Groups. Add Members Remove Members Add Members


SFU Groups - Add or Remove Members

STEP 1

Go to groups.sfu.ca and select Manage Your Groups on the left side.


SFU Groups - Add or Remove Members

STEP 2

Find and select the Group you wish to change membership.


SFU Groups - Add or Remove Members

STEP 3

For Exchange Distribution Groups, select the privilege tab that you wish to assign. For Security Groups, you can only change Group Members. See Assigning Privileges for more info.


SFU Groups - Add or Remove Members

STEP 4

Select Add Members .


SFU Groups - Add or Remove Members

STEP 5

Under New Members , enter the individual's SFU computing ID or email address. Alternatively, you can add another group as a member. Once you are done, select Submit .


SFU Groups - Add or Remove Members

STEP 6

Congratulations! You've added members to your group. You may need to wait an additional 30 minute for changes to sync to Microsoft. Select Continue to finish. Remove Members


SFU Groups - Add or Remove Members


SFU Groups - Add or Remove Members

STEP 3

For Exchange Distribution Groups, select the privilege tab that you wish to remove. For Security Groups, you can only change Group Members. See Assigning Privileges for more info.


SFU Groups - Add or Remove Members

STEP 4

Select Trash bin next to the individual you wish to remove.


SFU Groups - Add or Remove Members

STEP 5

Select Remove Members .


SFU Groups - Add or Remove Members

STEP 6

Congratulations! You've removed members to your group. You may need to wait an additional 30 minute for changes to sync to Microsoft. Select Continue to finish.


SFU Groups - Add or Remove Members

For questions about Group Management or SFU Groups:

Visit our SFU Groups FAQ .


SFU Groups - Add or Remove Members

For additional assistance:

Request a support ticket using Group Management - Submit Question or Inquiry . Related Services / Offerings (1) Group Management Group Management simplifies access management by letting you use the same group or role across many services at SFU.


SFU Groups - Change Group Properties or Sender Restrictions


OVERVIEW

This article describes how to change group properties or sender restrictions on SFU Groups. Change Group Properties Change Sender Restrictions


NEED TO CHANGE YOUR GROUP NAMES?

Because group names are used as identifiers across different SFU systems, only Grouper IT admins can change group names by request. Visit our SFU Groups FAQ . Change Group Properties Open SFU Groups by going to groups.sfu.ca . Select Manage Your Groups on the left sidebar. Find the Group you wish to edit properties on. Then, select the group . Select Edit Group Properties . Change your Group Properties as needed. Then, select Submit . Change Sender Restrictions Open SFU Groups by going to groups.sfu.ca . Select Manage Your Groups on the left sidebar. Find the Group you wish to edit properties on. Then, select the group . Note : Sender restrictions are only for Exchange Distribution Groups. Select Edit Distribution Group Settings . Change your Sender Restrictions as needed. Then, select Submit . If you are enabling sender restrictions, be sure to add members on Allowed Sender or Denied Senders if you wish to further adjust permissions to your distribution group. Visit Assigning Privileges for more information.


SFU Groups - View Group Membership


SFU Groups - View Group Membership

OVERVIEW

This article describes how to view your group membership on SFU Groups. View Group Membership Open SFU Groups by going to groups.sfu.ca . Select Your Group Memberships on the left sidebar. All the groups listed here have you as a member. You may adjust the filters as needed to search particular groups. Note : You won't be able to add or remove yourself from groups. Only group managers can add or remove groups .


Set up your email signature on the web

Overview This article describes how to set up your email signature on the web version of SFU Mail. Create your signature Select your default signature Create your signature using SFU's official templates Details Create your signature Sign into outlook.office.com In the navigation bar, click the gear icon to open Settings By default, settings for Mail should already be selected. Click Accounts to access your email signatures . Enter a name and create the signature you want to use. You can also create your signature using SFU's official templates . Click Save . Select your default signature Under Email Signature


Set up your email signature on the web

, select which signature is used when:

A new message is created Replying to or forwarding a message Click Save to apply the changes. Create your signature using SFU's official templates To create a signature using SFU's official templates, copy the text and images below and paste it into the signature creation text box . Replace the placeholder text with your information, delete the sections that are not needed, and follow the formatting guidelines. Official SFU email signature Your Name Your Title | Department Simon Fraser University | Location 8888 University Dr., Burnaby, B.C. V5A 1S6 T: 604.123.4567 | M: 604.123.4567 | website Facebook | Twitter Official SFU email signature with territorial acknowledgement Your Name Your Title | Department Simon Fraser University | Location 8888 University Dr., Burnaby, B.C. V5A 1S6 T: 604.123.4567 | M: 604.123.4567 | website Facebook | Twitter Official SFU Signature with Gender Pronouns Your Name Pronouns: they, them, their | she, her, hers | he, him, his Your Title | Your Department Simon Fraser University | Your Building Location 8888 University Dr., Burnaby, B.C. V5A 1S6 T: 604 123 4567 | M: 604 123 4567 | website Facebook | Twitter


Set up your email signature on the web

Your Name:

Font: Arial (PC) or Helvetica (Mac) Font size: 10pt Font weight: bold Color: black


Set up your email signature on the web

Your Title | Your Department:

Font: Arial (PC) or Helvetica (Mac) Font size: 10pt Font weight: normal Color: black


Set up your email signature on the web

Location and Contact Information:

Font: Arial (PC) or Helvetica (Mac) Font size: 10pt Font weight: normal Color: black Use | to separate items


Set up your email signature on the web

Social Media:

Social media addresses should be hyperlinked to their respective platform name, not the social media handle name Delete social media names that are not needed For more information regarding SFU email signatures and branding, see Communicators Toolkit - Email Signature . Overview This article describes how to set up your email signature on the web version of SFU Mail. Create your signature Select your default signature Create your signature using SFU's official templates Create your signature Create your signature Select your default signature Select your default signature Create your signature using SFU's official templates Create your signature using SFU's official templates


Set up your email signature on Outlook for Mobile

Overview This article describes how to set up your email signature on the Outlook for Mobile apps for iOS and Android. Details Create your signature in Outlook Tap on your profile icon in the upper left Tap on the gear icon on the lower left to open Settings Under Mail, tap Signature Tap the signature to create or edit it Tap the checkmark on the upper right to save your changes Your signature will appear on all new messages and replies/forwards. If you have multiple accounts in Outlook, you can configure the signatures on a per account basis or use the same signature across all accounts by disabling/enabling Per Account Signature . Create your signature using SFU's Official Templates To create your signature usi ng SFU's official templates, copy the text and images below and paste it into the signature creation text box. Replace the placeholder text with your information and delete the sections that are not needed. Official SFU email signature Your Name Your Title | Department Simon Fraser University | Location 8888 University Dr., Burnaby, B.C. V5A 1S6 T: 604.123.4567 | M: 604.123.4567 | website Facebook | Twitter Official SFU email signature with territorial acknowledgement Your Name Your Title | Department Simon Fraser University | Location 8888 University Dr., Burnaby, B.C. V5A 1S6 T: 604.123.4567 | M: 604.123.4567 | website Facebook | Twitter Official SFU Signature with Gender Pronouns Your Name Pronouns: they, them, their | she, her, hers | he, him, his Your Title | Your Department Simon Fraser University | Your Building Location 8888 University Dr., Burnaby, B.C. V5A 1S6 T: 604 123 4567 | M: 604 123 4567 | website Facebook | Twitter For more information regarding SFU email signatures and branding, see Communicators Toolkit - Email Signature . Overview This article describes how to


Simon Fraser University | Your Building Location 8888 University Dr., Burnaby, B.C. V5A 1S6 T: 604 123 4567 | M: 604 123 4567 | website Facebook | Twitter For more information regarding SFU email signatures and branding, see Communicators Toolkit - Email Signature . Overview This article describes how to set up your email signature on the Outlook for Mobile apps for iOS and Android.


Sharing and Opening Shared Mailbox Folders - Outlook for Mac

Overview This article describes how to share, open, and remove shared folders from Outlook for Mac. It is intended for individuals who are using the new SFU Mail with Exchange Online experience . If you're using the previous version of SFU Mail, please see Sharing Mail Folders: Outlook for Mac . Share your mailbox and mailbox folders Open and add a shared mailbox folder Remove a shared mailbox folder Troubleshooting


Known Limitations:

The new Outlook for Mac supports opening shared folders, but does not allow you to change folder permissions to share them. To share your folders from Outlook for Mac, use Outlook 2021 for Mac or configure your folder permissions from the web ( outlook.office.com ). Shares to maillists are not possible; only individual email addresses are permitted. SFU Mail vs. SFU Mail with Exchange Online Owners can only share folder permissions with other individuals in the same environment. For example, if the owner is using SFU Mail with Exchange Online, they can only share their folders with other individuals who are also using SFU Mail with Exchange Online. Not sure which SFU Mail you're using? See the "How do I know if I've been migrated?" section in We're Upgrading SFU Mail . Details Sharing your mailbox folder in Outlook To share your mailbox folder, you'll need to do the following in sequence: Grant sharing permissions for your top-level mailbox Grant sharing permissions to your mailbox folder(s) Granting sharing permissions for your mailbox Right click your email address and select Sharing Permissions... In the Properties window, select Add User... Search for and add the individual you'd like to grant access to. Grant them Reviewer permissions to give them read-only permissions. Then select