Email

• Set up email on your phone

  • Outlook for Android app
  • Android Email app
  • Outlook for iOS app
  • Apple iOS Mail
  • Windows phone

• Set up email on your PC

  • Add an email account to Outlook
  • Mac OS X Mail

• Set up a distribution group in Outlook

  Create and manage distribution groups in the Outlook Web App to communicate with large groups of colleagues more easily.

  Once your distribution group is created, you can email the whole group, invite them to meetings and add them to Microsoft Teams. If your list include external email addresses, create your list in Sympa instead.

  Microsoft guides

  • Join or leave a distribution group
  • Create and manage distribution groups
  • Control who can send to a distribution group
  • Set up a moderated distribution group

• Set up a Sympa mailing list

  Use Sympa to create mailing lists which contain external email addresses. If you want an internal mailing list, you can create a distribution group in Outlook.

  Create a new list

  1. Log in to Sympa with your University credentials.
  2. Click Create list.
  3. Fill in the form with your mailing list information.
  4. Click Submit your creation request.

  You’ll receive an email confirming your list has been activated once IT Services approves it.

  Add and remove subscribers

  1. Log in to Sympa with your University credentials.
  2. Click My lists and select the list you want to update.
  3. Click Add/delete subscribers under View or Manage Subscribers.
  4. On this page, you can add individual email addresses or bulk add multiple email addresses.

  Control who can send from your mailing lists

  1. Log in to Sympa with your University credentials.
  2. Click My lists and select the list you want to update.
  3. Click Change who can post to this list under List Configuration.
  4. Choose your preferred option from the Who can send messages drop-down menu:
     • Closed (closed): closes it temporarily
     • Restricted to subscribers (confidential): allows subscribers to send to it, rejecting everyone else (without notification).
     • Owner/moderators only (others are moderated) (editorkeyonly): allows editors and owners to send to it, anyone else needs approval.
     • Owner/moderators only (others are rejected) (newsletterkeyonly): allows editors and owners to send to it, rejecting everyone else (with notification).
     • Subscribers only (others are moderated) (privateoreditorkey): allows subscribers to send to it, anyone else needs approval.
     • Public list, Bcc rejected (anti-spam) (public_nobcc): allows anyone to send to it, unless the list is typed into the Bcc field.

  Change the 'Reply to' email address

  1. Log in to Sympa with your University credentials.
  2. Click My lists and select the list you want to update.
  3. Click List Configuration.
  4. Click the Edit List Config dropdown menu.
  5. Select Sending/receiving setup.
  6. Scroll down to Reply address and change the value to your preferred option.

• Set up a shared mailbox

  If each member of your team receives similar queries, it may be worth setting up a shared mailbox.

  1. Log in to IT Services.
  2. Click Sponsorship Forms.
  3. Click New group email account.
  4. Fill out the form and explain why you need a shared mailbox, who needs access and for how long.
  5. Click Submit.

  You'll get a confirmation email from UniDesk, then IT Services will be in touch once the mailbox has been created.

• Add a shared mailbox to Outlook

  Windows

  1. Open Outlook and go into the File Menu in the top left.
  2. Click the Add Account button with the green cross.
  3. Enter the email address of the shared mailbox you wish to add (for example, exampleteam@st-andrews.ac.uk)
  4. Click connect.
  5. When the St Andrews sign-in page loads, click 'sign in with another account'
  6. Enter your personal email address and password (not the shared mailbox details). You may be prompted to authenticate using Duo multi-factor authentication.
  7. Click done.
  8. Close and reopen Outlook. The shared mailbox should be listed on the left.

  Mac

  1. Go to the Mac Outlook tools menu and select Accounts
  2. Select the '+' button to add an account
  3. Enter the email address of the shared mailbox you wish to add (for example, exampleteam@st-andrews.ac.uk)
  4. Click connect.
  5. When the St Andrews sign-in page loads, click 'sign in with another account'
  6. Enter your personal email address and password (not the shared mailbox details). You may be prompted to authenticate using Duo multi-factor authentication.
  7. Click done.
  8. Close and reopen Outlook. The shared mailbox should be listed on the left

  Outlook online

  1. Sign in to your account in Outlook on the web.
  2. On the Outlook on the web navigation bar, click your profile picture.
  3. Click Open another mailbox.
  4. Type the email address of the other mailbox that you want to open, and then click Open. Another Outlook on the web session opens in a separate window, allowing access to the other mailbox.

  Outlook mobile app

  1. Tap on your profile icon on the top left
  2. Tap the envelope with a '+' symbol on the left
  3. Select Add Shared Mailbox
  4. Enter the email address of the shared mailbox
  5. Select Add Shared Mailbox. The shared mailbox will appear alongside your own in the Outlook mobile app.

• Phishing and junk emails

  If you receive a phishing email, forward it to phishing@st-andrews.ac.uk so IT Services can intervene. For more information see IT security. 

  Learn how to manage your junk email.

• Sign in to SaintMail

  SaintMail is the University's legacy email system. SaintMail has been replaced with Outlook; however, you can still sign in to SaintMail if you have an account.

• Move from SaintMail to Office 365

  Contact IT Services if you'd like to move to Office 365. Once your Office 365 account is created, you'll lose access to SaintMail. This means that you should back up everything you need before you request an Office 365 account.

  To back up your account: 

  1. Export your contacts, calendar and files from SaintMail using the guides below.
  2. Contact the IT Service Desk and let them know you'd like to upgrade to Office 365. 
  3. Import your contacts, calendar and files into Office 365. This is also covered in the guides below.

  Useful information

  • Move contacts from SaintMail to Outlook
  • Move calendar from SaintMail to Outlook
  • Move files from Drive to OneDrive for Business
  • Move files from Team Drive to Office 365