Email | UIT

Stay connected and collaborate effortlessly with York University's email service. All currently active employees of York University have a centrally supported yorku.ca email account as a requirement from HR to view pay stubs and other HR documents. With enterprise-level security features, you can rely on the email service to protect your messages and data. To access your email and Microsoft 365 account, you must maintain your active status as a staff or faculty member.

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Overview:

All currently active employees of York University have a centrally supported yorku.ca email account as a requirement from HR to view pay stubs and other HR documents. Faculty and Staff use Microsoft Outlook, part of our M365 suite, which also includes calendars, task management and instant messaging.

**Please note: Faculty members may also be provided with a separate account for coursework or research.

When a non-academic staff member or contract academic employee of the university is no longer here, the email account will be disabled in accordance with established employment unit rules.

How do I access it?

To download Outlook, please follow the instructions he r e>>

Faculty-Supported Email Accounts

Please contact your faculty helpdesk for assistance with Faculty-specific email accounts.

Schulich Email - ends in @schulich.yorku.ca
Osgoode Email - ends in @osgoode.yorku.ca
Faculty of Education Email - ends in @edu.yorku.ca

Click here for Email FAQs

Overview:

ListServs are electronic mailing lists to which York community members can subscribe to exchange ideas and information and broadcast bulletins. As an option, archives of messages sent to a list can be stored and made accessible on the Web.

How do I access it?

Fill out and submit the LISTSERV Creation Request Form.

You will need your Passport York username and password.

Quick Start for list owners>>

Quick Start for List subscribers>>

ListServ Technical Info:

ListServs can be posted by "public" or "private" owners.
"Public" allows non-members to post information to ListServ, "private" is restricted to the members who have subscribed to a particular ListServ, and "owner" allows only owners of ListServ to post.
The maximum size for an incoming or outgoing message must not exceed 35MB. Some email attachments sent to ListServ may be removed or renamed for security reasons.
By default, ListServs are restricted to a maximum of 50 postings per day.

Click here for ListServ FAQs

Frequently Asked Questions

Microsoft Outlook FAQs

Size of Outlook email quota in Microsoft 365

100 GB.

Accessing Email Archive

Click here for instructions on accessing your email archive.

Viewing Email Older Than 2 Years

If you're looking to view emails older than two years in your mailbox, you'll need to enable Cached Exchange Mode in Outlook. This feature stores a copy of your mailbox on your computer, making it easier to access older emails without requiring a constant connection to the server.

Important: Cached Exchange Mode is only available for Outlook on Windows desktop clients. If you're using another platform, such as macOS or webmail, this option won't be available. For detailed instructions on enabling Cached Exchange Mode, visit Microsoft's guide.

Recovering deleted items in Outlook

Instructions>>

Sending automatic out-of-office replies from Outlook.com or Outlook on the web

Instructions>>

Recovering deleted items in Outlook for Windows

Instructions>>

Shared mailboxes and how to access them

A shared mailbox is a term for a secondary account. These accounts are typically accessed by multiple people.
Users who are granted access to a shared mailbox will see the shared account below their primary account when they log in to Outlook.

The table below explains the differences between Primary and Secondary accounts:

*Account Features*	Primary Account (Personal Email)	Secondary Account (Shared Mailbox)
Login directly to M365	Yes (Passport York authenticated)	No (users with permissions can access the shared mail via their personal account. Must be on M365)
Mailbox size	100 GB	50 GB
Archive mail (no quota)	Yes	No
Granting access	User can delegate access to other users	User must submit a ticket requesting access
Delegation features	Users can provide folder-level access, and granular calendar access (view/edit access)	Only users with full access permissions can provide shared mailboxes multi-level or granular access to folders and calendars
Send As / Send on Behalf of	Yes	Yes
Auto-reply	Can be set by primary users	Can be set by primary users through the Outlook Web App
Forwarding	Yes	Yes
Group membership	Can be added as a member to all group types	Can be added as a member of a distribution list but not a security group
Accessible via Mobile Client	Yes. Can be accessed via IOS/Android client, and can have multiple accounts attached	Can be accessed via IOS/Android client, and can have multiple accounts attached
Outlook desktop configuration impact	Yes. If multiple accounts are configured, may become temporarily unstable	Yes. During the adding process, the Outlook client freezes temporarily. Normal function will restore automatically shortly after
Mail sent from account	By default, stored in the user’s personal Sent Folder, but by request (via ticket) sent mail can be stored in a delegate’s sent folder	By default, sent mail is stored in the sender’s personal Sent Folder, but by request (via ticket) sent mail can be stored in the shared mailbox’s sent folder
IMAP access	Yes	No
Account Type	Requires a PY account associated with the owner	A secondary account is generally used by a department or for a course
Granted York Services	Yes	Central Web and Shared Mailbox services only

How to access it?

If you have already requested access to a shared mailbox, you can view it by following these steps:

Windows Desktop: Open and use a shared mailbox using the Windows Outlook desktop client, click here!
Mac Desktop: Open and use a shared mailbox using the Mac Outlook desktop client, click here!
Web: Open and use a shared mailbox using the Outlook web client, click here!
Mobile: Open and use a shared mailbox using the Outlook mobile app, click here!

Requesting Access

To add or remove users to or from a shared mailbox, the owner must submit a request to add/remove users to askit@yorku.ca. The request must include the Passport York username of each user being added/removed.

Creating an email message template

Instructions>>

Delegating access to your email?

Instructions>>

Creating an email signature?

Instructions>>

ListServe FAQs

Maximum size for an incoming or outgoing message

A message must not exceed 35MB.

Limit to postings per day

By default, ListServs are restricted to a maximum of 50 postings per day.

Learn More

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