VIU Student and Employee Email / How do I access my email?

Setting up email in Outlook is a crucial step in staying connected and organized. But let's face it, email setup can be a bit of a headache. That's why we've put together this knowledgebase article to help make the process as painless as possible. In just a few simple steps, we'll guide you through the process of setting up your email.

Contents

• Who's Entitled to a VIU Email Address?
• What does a VIU Email Address Look Like?
• How Do I Access My Email?
  • Method 1: Use Outlook on the Web
  • Method 2: Use the Outlook Desktop App
  • Method 3: Use the Outlook Mobile App
• What is Supported?
• Quotas, Limits, and Other Important Information
• Forwarding Student Mailboxes
• Managing the Size of Your Mailbox

Who's Entitled to a VIU Email Address?

Students, employees, and associates with an active VIU Computer Account are entitled to a VIU email address. For more details on VIU Computer Accounts and eligibility, visit VIU Computer Accounts Information.

What Do VIU Email Addresses Look Like?

• Students: preferredname.lastname@my.viu.ca (e.g. Sam.Booker@my.viu.ca)
• Employees: preferredname.lastname@viu.ca (e.g. Jane.Doe@viu.ca)

How Do I Access My Email?

Method 1: Use Outlook on the Web

Outlook on the Web, also known as Outlook Web Access, allows you to access your email through any web browser. Simply go to outlook.office.com/mail or access it through the Microsoft 365 Portal.

Open Outlook on the Web

Method 2: Use the Outlook Desktop App

For Windows:

1. Launch Outlook.
2. If prompted, enter your email address. Otherwise, click File and then + Add Account.
3. Enter your email address and click Connect.
4. If prompted, choose Office 365 as the Mailbox type.
5. Enter your VIU password and click Sign In.
6. Uncheck Allow my organization to manage my device, then click No, sign in to this app only.
7. Click Done.

For Mac:

1. Launch Outlook.
2. If prompted, enter your email address and click Continue. If not, click Outlook > Preferences… > Accounts. Next, click on the + (lower left), then New Account…. Enter your email address and click Continue.
3. Enter your password and click Sign In.

Method 3: Use the Outlook Mobile App

1. Install the Outlook app from the App Store or Google Play Store and open it.
2. If it's your first time using Outlook, enter your VIU email address and tap Add Account.
3. If not, open the Menu > tap Settings > Add Account > Add Email Account.
4. Enter your VIU email address and tap Continue.
5. Enter your email account password and tap Sign In.
6. Accept any prompts for permission.

What is Supported?

The IT Service Desk provides support as follows:

Method	Can be used	IT Support Provided for Students	IT Support Provided for Employees
Outlook on the Web	Yes	Yes	Yes
Outlook Desktop App (VIU Device)	Yes	No*	Yes
Outlook Desktop App (Personal)	Yes	No	No
Outlook Mobile App (iOS and Android)	Yes	No	No
Third Party Apps (Windows Mail, Apple Mail, etc.)	Limited Functionality	No	No

Notes:

• Students: Use Outlook on the Web for full support. *For courses requiring the Outlook desktop application, support is limited to logging in and setup.
• Employees: Full support is available for the Outlook desktop application on VIU-issued devices.
• Mobile Devices: Students and employees can use the Outlook mobile application, but support is not provided.

Quotas, Limits, and Other Important Information

Forwarding Student Mailboxes

If you'd like to manage your emails in one place, you can forward your VIU student email to an external address. Please note that this option is only available to students and not to employees.

Follow these steps:

1. Log in to Outlook Web App:

   • Go to https://outlook.office.com/mail.
   • Enter your VIU student email and password.

2. Access Settings:

   • Click on the gear icon in the upper-right corner of the screen.

3. Find Forwarding:

   • In the settings window, click on Mail in the left-hand pane.
   • Select Forwarding from the options.

4. Enable Forwarding:

   • Check the box next to Enable forwarding.

5. Set Forwarding Address:

   • In the field labeled Forward my email to, enter the email address where you'd like to forward your messages.

6. Optional: Keep a Copy of Forwarded Messages:

   • It’s recommended to leave Keep a copy of forwarded messages unchecked to avoid filling up your mailbox. If you prefer to keep a copy, you can check this box.

7. Save Changes:

   • Click Save at the bottom of the settings window.

Managing the Size of Your Mailbox

Keeping your mailbox within the quota limits is essential to ensure uninterrupted email service. Here are some tips to manage the size of your mailbox effectively:

Delete Unnecessary Emails

• Identify and Delete Large Emails: Search for emails with large attachments and consider saving the attachments to your computer or OneDrive before deleting the emails.
• Empty Your Junk Email Folder: Regularly check and empty your junk email folder to free up space.
• Clean Out Your Deleted Items Folder: Items in your deleted items folder still count against your quota. Make sure to permanently delete them.

Use Folders and Filters

• Organize Your Inbox: Move important emails to specific folders. This helps in keeping your inbox clean and makes it easier to find emails.
• Set Up Filters: Create filters to automatically sort incoming emails into relevant folders. This can prevent your inbox from becoming cluttered.

Save Attachments Outside of Your Mailbox

• Download and Save Attachments: Save attachments to your computer or OneDrive and delete the email attachments from your mailbox.
• Use OneDrive for File Storage: OneDrive provides ample storage and is accessible anywhere. Save important files here instead of keeping them in your email.

Avoid Relying on Email Archives

While archiving emails can help manage mailbox size, it's not recommended as a primary solution due to the risk of data loss and file corruption. Instead, focus on deleting unnecessary emails and saving important information outside your mailbox.