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Email & Phone

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. To access your email and Microsoft 365 account, you must keep the active status as a Staff or Faculty.

Faculty and Staff are provided with telecommunication services. If you need additional help, please email telecomm@yorku.ca.

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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 which also includes calendars, task management and instant messaging.

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

When a non-academic staff person, 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 here>>

Faculty- Supported Email Accounts

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

Click here for Email FAQs

Frequently Asked Questions

Microsoft Outlook FAQs

100 GB.

Click here for instructions on accessing your email archive.

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.

  • 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 FeaturesPrimary Account (Personal Email)Secondary Account (Shared Mailbox)
Login directly to M365Yes (Passport York authenticated)No (users with permissions can access the shared mail via their personal account. Must be on M365)
Mailbox size100 GB50 GB
Archive mail (no quota)YesNo
Granting accessUser can delegate access to other usersUser must submit a ticket requesting access
Delegation featuresUsers 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 ofYesYes
Auto-replyCan be set by primary usersCan be set by primary users through the Outlook Web App
ForwardingYesYes
Group membershipCan be added as a member to all group typesCan be added as a member of a distribution list but not a security group
Accessible via Mobile ClientYes. Can be accessed via IOS/Android client, and can have multiple accounts attachedCan be accessed via IOS/Android client, and can have multiple accounts attached
Outlook desktop configuration impactYes. If multiple accounts are configured, may become temporarily unstableYes. During the adding process, the Outlook client freezes temporarily. Normal function will restore automatically shortly after
Mail sent from accountBy default, stored in the user’s personal Sent Folder, but by request (via ticket) sent mail can be stored in a delegate’s sent folderBy 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 accessYesNo
Account TypeRequires a PY account associated with the ownerA secondary account is generally used by a department or for a course
Granted York ServicesYesCentral 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.

ListServe FAQs

A message must not exceed 10MB.

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

Cell Phone Service FAQs

The cost of The cost of new device is a one-time only charge applied to your Rogers invoice. Accessories ordered will also be charged on your Rogers invoice.

You can keep your existing device and phone number. Contact cellular@yorku.ca to arrange for a new Rogers SIM card to be swapped into the phone.

*Roam Like Home

USA $12.00 per day
International $20.00 per day
While roaming voice, data and texting is taken from the domestic plan.

To find a destination covered by Roam Like Home, please click on the following link:
https://www.rogers.com/consumer/wireless/travel?ipn=1
(The Rogers.com link above is for locating destinations covered by RLH. These rates are not reflective in accordance with the VOR pricing)

Roam like home details

To ensure a connection is not made to avoid roaming charges, your device needs to be in Airplane Mode.

The attached document outlines Rogers roaming charges for the US and International travel. Be advised it is subject to change.

Rogers Roaming Charges US and International (pdf)

*Confirm, with USC – Client Services, (cellular@yorku.ca)  prior to travelling that your destination includes Roam Like Home, as there are exceptions.

USC - Client Services, will not be responsible for charges that you incur while travelling.

To set up Outlook 365 on your mobile device refer to the following setup links: AndroidApple iOS

Devices that are no longer under a university cellular contract are considered surplus and—in compliance with the university surplus asset policy—shall be returned to USC, Client Services for disposal or redeployment.

Desk Phone FAQs

If you have a York extension number with voicemail service, you have UM. See the instructions tab to set up your notifications and mobile application. For fax service, please call email telecomm@yorku.ca.

If you do not have a York extension and voicemail service, please contact your Department Telecom Designate. Click here to find your Designate. When clicked here, link to: https://designates.apps06.yorku.ca/

If you are having trouble with your UM services, please call email telecomm@yorku.ca

XMedius XM Connect Unified Messaging platform is an industry-leading service that integrates the University’s voicemail with cloud technology, making voicemail accessible via web and mobile applications.

UM is available to all voicemail system users, however if you do not wish to integrate the voicemail system with any of the available applications you do not have to. Simply use the voicemail system via the telephone interface, dialing 55111 to reach your mailbox from your desk phone or calling 416-736-5111 from an outside line.

Web Phone Manager FAQs

Please contact us>>

Please contact the IT help desk by phone, email, or visit us during our hours of operation.

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