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IT Services

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  1. IT Services
  2. ITS Tools for Staff and Students
  3. Digital Tools for Staff and Students
  4. Email
  5. Email for Staff

Email for Staff

We supply all staff with a university email, one specifically designed for the business purposes of Queen Mary University. 

Queen Mary used MS Outlook (MS Office 365) for email, mailbox and calendar needs. 

Staff are provided with:

  • QMUL email address
  • Mailbox storage (up to 100Gb*)
  • Calendar
*Users on full A5 licence get up to 100Gb storage, those on other licences will receive up to 50Gb

Email is provided through the Outlook desktop app on your managed device or by accessing webmail:

Webmail

MS Outlook - Emails and Calendar 

With Outlook you can:

  • See everything you need to manage your day in one view.
  • Easily stay on top of emails, calendars, contacts, and to-do lists—at home or on the go.
  • Help keep your sentences concise and polished with suggestions as you write, plus intelligent spelling and grammar checks
  • Quickly send, edit, or read a document on the go. Use Word, Excel, or PowerPoint from your inbox, and securely link to your OneDrive files.

Getting Started with MS Outlook

For more training on MS Outlook: https://support.microsoft.com/en-gb/outlook 

Mailing and Distribution Lists

We provide ‘Sympa’ for staff. It is a tool anyone can use to create and manage email discussions and distribution lists. The system allows you to join as well as to be added to several lists.

For more information visit: 

Sympa distribution lists

AskQM

AskQM is our new way of managing student enquiries which make submitting and getting answers to your enquiries speedier and easier to access. On AskQM you can use the self-service tool to quickly find an answer to your question or you can submit an enquiry and track its progress until your question is answered. The majority of student enquiries will be handled via AskQM.

Shared Mailboxes

Where AskQM isn't appropriate, a shared mailbox makes it easy for a group of people to monitor and send email from a public email alias. When a person in the group replies to a message sent to the shared mailbox, the email appears to be from the shared address, not from the individual user. You can also use the shared mailbox as a shared team calendar.

Information on adding a shared mailbox can be found here:

Adding a shared mailbox in MS Outlook

To create new shared mailbox, or to add a new staff members access to an existing shared mailbox, please contact IT Service Desk:

IT Service Desk

Junk and other unwanted email

It is good practice to check your Junk folder regularly. This will allow you to spot emails, incorrectly marked as junk or spam.

All incoming emails are automatically checked for viruses, a feature which allows us to reduce the number of junk and spam. However, occasionally genuine emails can be defined as ingenuine by the filter. 

IT Services has introduced additional security features around email protection. Office 365 Advanced Threat Protection (ATP) is designed to counter email impersonation and phishing attempts, as well as new malicious links and attachments which previous AntiVirus software could not detect. Learn more: Advanced Threat Protection (ATP)

You can find more information on cyber security and protecting yourself and QM data here:

Cyber Security

Contact IT Services

For more help and to raise a ticket, please click on the link below

Contact IT Service Desk

Good housekeeping

All staff members with a Queen Mary IT account are advised to regularly review and clean up their email inbox. Below are some top tips for keeping Outlook in order.

  • Avoid using Outlook as a filing system. If files are required, they can be copied to SharePoint and deleted from Outlook
  • Review the oldest emails in your inbox first and delete any that are no longer required
  • Focus on removing emails with attachments
  • Ensure that your Junk Email and Deleted Items folders are kept empty (You may want to check your Junk Email folder first for any emails that shouldn’t be there; see below)
  • Empty your Drafts and Sent Items folders regularly

Before you send

Before you send…

Here are some simple rules to help keep you on the right track when sending email. You can find some further details are on our Policies page:

  • Make sure that you address the correct recipient.
  • Do not use email for the creation or transmission of:
    • offensive, obscene or indecent materials.
    • Fraud
    • Defamatory, harassing, threatening, discriminatory or illegal materials.
    • Copyright infringed material.
  • Do not send unsolicited bulk, commercial or advertising material to others.
  • Do not try to obtain or give access to personal mailboxes or accounts. You will be held liable for any email or activity from your account.   
  • Do not disclose your password to anyone. Remember that IT Services will never ask you for your password.
  • Do not open attachments from unknown sources. Remember to scan attachments.
  • Do not send confidential or restricted information in plain text (unencrypted) email.
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