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FAQ

How to set an automatic reply?

You must configure the automatic reply (or out of office) message directly in the OWA Web client.

To do so:

  1. Connect to OWA through your browser at: https://owa.unil.ch
  2. Enter your username / password
  3. Once in the interface, click the cogwheel on the top right and choose "options"
    auto_1.png
     
  4. In options, choose “Automatic replies”, under the "Mail" and "Automatic processing" menu

    owa_oof1.png
     
  5. You can then tick “Send automatic replies"

    owa_oof.png

    auto_4.png

  6. Beware with Exchange you have to set two replies: one for the UNIL users and one for message coming from outside the organisation. To do so select “Send automatic reply messages to senders outside my organization"


    auto_5.png

Do not forget to turn off the option when you return, or use the end time option.

How to configure a redirection?

You must configure the redirection rule directly on the OWA web client

In OWA, you can create forwarding rules to automatically sort emails into folders or send the email directly to another address. There are many possibilities, we will focus on the example of an automatic redirection of an email coming from another address.
 

  1. Select the menu "options" through the cogwheel

    redirection1.png
  2. Select “Inbox and sweep rules”
  3. Under "Inbox rules", click on the plus sign to add a rule

    redirection2.png
     
  4. To create a redirection click on “It was received from"

    redirection4.png
     
  5. You can then add the name of the sender that will have their messages redirected:

    redirection5.png

     
  6. Finally, choose to which address the email will be redirected to with “Do all of the following” —> “redirect the message to..."

    redirection7.png
     
  7. Save the rule.

How to display Bcc OWA?

  1. In the web client owa.unil.ch, click on new message.
  2. Click on Bcc on the top right hand:

    OWA_Bcc_EN.png

How to display the headers of an email in owa?

When you notice a fraudulent email on your email box (spam, phishing) and wish to report it to the Helpdesk to improve the spam filter, it is necessary to send us the headers of the message.

Beware, you must perform this action on the web interface (OWA).

  1. Login to https://owa.unil.ch
  2. Select the fraudulent email
  3. Click on the down arrow, next to "Reply all" in the top right hand of the message
  4. Select "View message details"
    OWA_headers_EN.png
  5. A “pop-up” window appears
  6. Copy/paste the all the details and send them to the Helpdesk (helpdesk@unil.ch)

    OWA_message_details_EN.png

Finally, you can delete the fraudulent email.

Comment demander une confirmation de lecture ?

Web (OWA)

  1. Create a new message
  2. Click on "..." at the top of the message
  3. Select "Show message options..."

    OWA_read_receipt_EN.png
  4. Select the confirmation you desire
    • read receipt: the receiver will be able to confirm they read the email (this depends on which client they are using)
    • delivery receipt: Exchange will give you the confirmation that the email was sent and received by the receiver but you will not be able to know if it was read

      OWA_read_receipt_EN_2.png

  5. Send your email

Windows

  1. In a new message, select "Options" and choose what confirmation you desire

    Demande_Outlook_accuse_reception.jpg
     
  2. If you want to always ask for the read receipt (only possible on Outlook PC version), select "File" --> "Options"
  3. Under "Courrier", go down to "Suivi" and you will find two selectable options.

    Options_accuse_reception.jpg

How to enable automatic confirmation of read receipts?

Web (OWA)

  1. f you would like to always send read receipts, select "Options" -> "Settings"

    OWA_options_EN.png
     
  2. Open "Read receipts" on the right hand side, and choose the "Always send a response" option, before choose "Save".
    OWA_automatic_read_receipt_EN.png

Windows

  1. If you would always send read receipts, select "Options" -> "Settings"
  2. Under "Mail", scroll down to "Tracking" and you will find, as shown in the picture, the two options to check.

    Outlook_confirmation_automatique.jpg

How to display all emails?

iPhone

By default, Exchange on iPhone will only display a week's worth of emails by default for performance reasons. Here's how to display more. REQUIREMENTS: configured your iPhone for Exchange

  1. Go to settings
     
  2. Select Mails, Contacts, Calendriers

    iOS_1.png


     
  3. Select your Exchange account

    iOS_2.png
     
  4. Click on Emails à synchr.

    iOS_3.png
     
  5. Select an option in the list

    iOS_4.png
     
  6. Here you go!

How to recover deleted and emptied items?

The “trash of trashed items” is an Exchange feature that can recover to some extent, the messages that have been emptied after deletion.

Please note this feature is only available if you use OWA or Outlook. Indeed, Apple Mail completely deletes the items from the deleted items folder and the items are no longer available in the "trash of trashed items".

To use the trash of trashed items, you must pass through the OWA web application.

  1. Select the “Deleted items” folder, if it's empty but you have an email you wish to retrieve
  2. Right-click and select “Recover deleted items…"

    corbeille_1.png
     
  3. A "pop-up" window appears and you enables to select deleted emails that you wish to recover.

    corbeille_2.png
     
  4. Look for the email you want to get back then select the email and click on “Recover"

    corbeille_3.png
     
  5. Validate

    corbeille_4.png

The search function does not work properly currently, the email must be searched for manually.

JeI suisam suron Linux, commenthow configurercan maI messagerieset ?up my mail client?

LeThe CiIT vousdepartment conseillerecommends l'utilisationusing d'OWA (https://owa.unil.ch)

  1. NousWe conseillons aux utilisateurs et aux utilisatrices travaillant suradvise Linux deusers passerto paruse l'the web interface web owa.unil.ch. C'estThis lais meilleurethe best solution pourto profiterenjoy deall toutesthe lespossibilities possibilitésof dethis ce systèmesystem (mail,email, agenda,calendar, tâches,tasks, contacts). The Evolution email client seems to support Exchange web services too but we have not tested it.
  2. If the 5GB quota available is not enough, we invite them to contact our help desk to request a duly justified extension
  3. Generic parameters are available for configuring a third-party messaging software (IMAP messaging management only).
  4. SiWarning, leonly quotathe desoftware 5mentioned Goin àthe disposition ne suffit pas, nous les invitons à contacter notre help desk pour demander une extension dûment justifiée.
  5. Des paramètres génériques sont à disposition pour laExchange configuration d'unpages logicielare deofficially messagerie tiers en IMAP (gestion de la messagerie uniquement).
  6. Attention, seuls les logiciels mentionnés dans les pages de configuration d'Exchange du Ci sont officiellement supportés.supported.

UnePart partieof duthe textetext deof monmy email is in an attached file

Some of your recipient may inform you they did not get your entire email or that parts of it were in an attached file. If so, you're probably running a Mac with the Apple Mail software.

This happens because Microsoft Exchange Server is reformatting messages sent through it. As soon as the server sees one attachment in a message, it stops looking for text, and treats anything else in that message arriveas dansan une pièce jointe

Certains de vos destinataires vous indiquent qu'ils n'ont pas reçu votre message en entier ou que la fin du message est dans une pièce jointe. Si ce cas vous parle, c'est que vous travaillez probablement sur un Mac avec le logiciel Mail.attachment.

LeTo problèmework vientaround duthis faitissue, queproceed notreas serveur de messagerie Exchange reformate le message avant la réception. Dès qu'il voit un fichier attaché, il arrête de chercher du texte et considère tout ce qui suit comme des pièces jointes.

Pour contourner ce problème, procédez comme suit:follows:

  1. DansIn lethe logicielMail Mail,app, cliquezclick sur on EditionEdit
  2. CliquezClick ensuiteon sur Pièces jointesAttachements
  3. CochezMake lessur optionsthat "ToujoursAlways envoyerSend desWindows-Friendly piècesAttachments" jointes compatibles avec Windows" etand "VeillerAlways àInsert toujoursAttachments insérerat lesEnd piècesof jointesMessage" enare fin de message".checked.

FAQEx_Mail_attached_files.png

CommentHow viderto saautomatically poubelleempty automatiquementyour ?deleted items folder?

ParBy défaut,default, nouswe n'effaçonsdo aucunnot mailautomatically dedelete votreany compteemail. deYour façonemails automatisée.will Vosadd mailsup, peuventusing s'accumulerup etyour réduirefree votrespace, quota,in notammentparticular dansthe ladeleted poubelle.items Vousfolder. pouvezYou configurercan votreconfigure your email client deto messagerieautomatically pourpurge videryour ledeleted dossieritems "Élémentsfolder supprimés"when lorsqueyou vous fermez votre client.exit.

Web (OWA)

  1. connectez-vousConnect à la plateformeto OWA viausing votrea navigateurbrowser: à l’adresse: https://owa.unil.ch
  2. EntrezEnter votreyour nomUNIL d’utilisateurusername etand mot de passe Unilpassword
  3. UneOnce foisconnected, dansclick l’interfaceon cliquezthe surcogwheel laand roueclick crantée en haut à droite et suron “option"options"
    auto_1.pngOWA_options_EN.png
     
  4. DansIn Options, dans le menu de gauche, déroulez si besoinchoose CourrierMail, TraitementAutomatic automatiqueprocessing etand cliquezclick suron OptionsMessage des messagesoptions.
  5. CocherTick l'the Empty the Deleted Items folder when I sign out option Viderand leclick dossier Éléments supprimés lorsque je me déconnecte et sauver en cliquant suron EnregistrerSave

vider_poubelle_OWA.pngOWA_emtpy_deleted_EN.png

Apple Mail

  1. DansIn le menuthe Mail ,menu, sélectionnezselect Préférences
  2. SélectionnezSelect l'ongletthe Comptes menu
  3. SélectionnezSelect votreyour compteUNIL UNIL,account, etand l'ongletchoose the Comportements des BAL menu
  4. VeillezMake àsure ce que l'optionthe Stocker les messages supprimés sur le serveur soitis cochéeticked
  5. etand dansin lethe menu Effacer les messages supprimés, sélectionnerselect À la fermeture de Mail

mail_corbeille.png

Outlook PC

  1. DansIn lethe rubanOutlook d'Outlook,menu, sélectionnezselect Fichier

Outlook_vider_poubelle_1.png

  1. DansIn lethe menuleft demenu, gauche,select sélectionnez Options

Outlook_vider_poubelle_2.png

  1. DansIn the Options avancées ,menu, cocheztick l'optionthe Vider les dossiers Éléments supprimés à la fermeture d'Outlook etoption validezand ensave cliquantby surclicking le boutonon OK

Outlook_vider_poubelle_3.png

Thunderbird

  1. DansIn le menuthe Options ,menu, sélectionnezselect Paramètres des comptes

vider_poubelle_tbird_1.png

  1. PourFor votreyou compteUNIL UNIL,account, cliquezclick suron Paramètres du serveur etand cochezchoose the Vider la corbeille en quittant option.

vider_poubelle_tbird_2.png

StratégieRetention destrategies: rétention:planned l'effacementemail planifié d'emailsdeletion

ParBy défaut,default, aucunno mailemail n'estis effacéautomatically automatiquementdeleted defrom votreyour compte.account. SiIf vousyou souhaitezwish automatiquementto effacerautomatically desdelete emails,certain vousemail, pouvezyou appliquercan desapply stratégiesretention destrategy rétentionpolicy dansin OWA.

LesRetention stratégiesstrategy depolicies rétentioncan s'appliquentonly uniquementbe surapplied lesto dossierspersonal personnels,folders, quethat vousyou avezcreated créésyourself, vous-mêmes,and etcannot nonbe pasapplied surto lessystem dossiers systèmefolders (BoîteInbox, deCalendar, réception,Deleted Calendrier,items, ÉlémentsDrafts, effacés,Junk, Brouillons,Sent Courrier indésirable, Éléments envoyés,items, etc.).

  1. connectez-vousConnect à la plateformeto OWA viausing votrea navigateur à l’adresse:browser: https://owa.unil.ch
  2. EntrezEnter votreyour nomUNIL d’utilisateurusername etand mot de passe Unilpassword
  3. Faites unRight click droiton surthe lefolder dossieryou surwhich lequelto vousapply souhaiteza appliquerstrategy une stratégie de rétentionon
  4. SélectionnezSelect AttribuerAssign une stratégiepolicy etand lachoose stratégiethe depolicy votreyou choix.wish P.to ex.apply. siFor vousexample, choisissezif you choose 1 Week Delete (7 jours)days), tous lesall messages reçusreceived il y a plus deover 7 joursdays contenusago dansin lethat dossierfolder serontwill effacésbe deleted

strategie_retention_OWA.pngOWA_retention_EN.png

YAre a-t-il desthere limitations auwhen niveausending desemail envoisvia ?the UNIL servers?

Oui,Yes, parby défautdefault, une adressean email utilisantaccount leusing serveurthe SMTP de l'UNIL peutservers envoyercan dessend mailsemails àup to 200 destinatairesaddresses parper heure.hour. C'estThis unelimit limiteis nécessairenecessary pourto éviterthwart qu'uncompromised compteaccount compromisthat puissetry envoyersending desmasses spamsof sansspam limitation.emails. SiIf vousyou devezneed envoyerto unsend nombremore, plusplease importantuse de message, privilégiez unea listedistribution delist distribution,or oucontact contactez lethe helpdesk.

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