Skip to Main Content
Sign in to myUHN Patient Portal

Office 365 Outlook and Webmail Resources

Main Page Content

Outlook on O365 is more than just email. It has least 50GB of storage space for your emails and helps with scheduling your day. When you're out of the office, you can keep going with your new Webmail to access your email on your laptop and mobile device so you never miss a thing. Just remember to use your primary UHN email address when you log in and get started!

 

Please follow the below image and associated instructions for an overview of the Outlook Web App.

Click on the numbers for more information.

Office365 dashboard navigation

Step 1 From your O365 Dashboard, select the settings icon > Mail > Email Signature (found under the Layout section).


Step 2 A new window will appear. Type the signature you wish to use in your emails.

Step 3 If you want your signature to display at the bottom of all outgoing items, ensure you select both checkboxes in the Email signature window.

This adds your signature to new messages, email replies or forwards.


Email Signature  

You can now upload a photo of yourself to the O365 Dashboard. This image will be visible from your email (Outlook and the O365 Dashboard) and from your Skype for Business application.

Step 1 Log into your O365 Dashboard at https://outlook.office.com.

Step 2 Select your name at the top right corner of the page.

Step 3 Click the grey profile icon and a new window will appear.

Step 4 In the new window, click Browse and select a photo from your computer.

Step 5 Select the photo you want as your O365 profile picture and then click Save.

Uploading O365 Profile Picture                      
  

You can notify a UHN colleague or external contact when you are out of the office using the Automatic Out of Office Reply feature.

 

Step 1 From your Outlook Web App, select the settings icon > Automatic replies.


Step 2 A new window will appear. You may choose a start and end date for your automatic replies. Otherwise, your automatic replies remain on until you manually turn them off.


Step 3 In the box at the bottom of the window, type a message to send to people during the time you're away, and select OK.

Auto Reply
Auto Reply
 
Retrieve your archived items

Step 1 In Outlook, choose: Home > New Items > More Items > Outlook Data File.Outlook Data File

Step 2 Choose the file named archive (or the name you specified for the archived file) and click OK.Find Archive

Step 3 Expand the archive file in the Outlook Navigation pane to see the subfolders in it. Click each subfolder to see the contents.

Expand Archive
Manually Archiving

You can manually back up and archive items, or choose to automatically archive older items in your inbox. To manually archive Outlook items:

Step 1 Click the File tab and select Cleanup Tools.

Step 2 Click Archive and an new window for your archive settings will open.

Manually Archive  

Step 3 Select the Archive this folder and all subfolders option, and then choose the folder that you want to archive.

From this window, you can also choose to archive older email messages. In the Archive items older than field, enter a date.

Complete Archive  

With message recall, a message that you sent is retrieved from the mailboxes of the recipients who haven’t yet opened it. You can also substitute a replacement message. Please note, this feature is only available in the Outlook application, and not the Outlook Web App.

Step 1 In the folder pane, select the Sent Items folder. and double-click the message you want to recall.

Step 2 Under the Message tab, choose Actions > Recall This Message

Step 3 A Recall This Message window will appear.

Click Delete unread copies of this message or Delete unread copies and replace with a new message, and then click OK.

Step 4 If you're sending a replacement message, compose the message, and then click Send.

Recall message
Recall message 

If you have forgotten the password to your UHN-managed device, such as your computer or phone, you can reset your password through the Microsoft Password Reset Tool.  

Before you begin, please ensure you register your authentication phone number.     

              

Step 1 Visit https://passwordreset.microsoftonline.com.

You can also access the Password Reset tool from the UHN Login Page, under Forgot Your Password?

Step 2 You will be redirected to the Password Reset page. In the space provided for your User ID, please enter your primary email address.

You will also be required to enter the characters viewed in the image provided.  

Once you have entered your email and the characters in the image, select Next.

Step 3 To reset your password, you can choose to receive a text or phone call. Enter the phone number you previously provided for authentication purposes.

Step 4 Follow one of the below methods to complete the verification steps:  

a. Select Text to receive a six-digit code over text message. 
Enter the code onto the space provided on the webpage and select Next.
b. Select Phone to receive an automated phone call
Press the # sign to complete verification.  

Step 5 You will be redirected to another screen and prompted to choose a new password.  

Enter and confirm your new password, then select Finish.

Step 6 You have finished resetting your password! Please restart your Outlook and enter your new credentials.

Please make note of your new password in a safe place, as you will be unable to reset your password again for seven days.

reset password
reset password
reset password  

It is a good idea to periodically review your Junk Email folder to make sure you're not missing important messages.

If you find any messages incorrectly classified as junk mail, you can update your junk mail settings in the Outlook application and Webmail. This allows you to build a Safe Senders list and any email or domain on that list can come to your inbox..

Managing your Junk Mail Settings from the Outlook application:

Step 1 Click on the Junk Email folder and select an email you wish to add to your Safe Senders List.  

Step 2 Along the top menu bar, select Junk. From here, you can choose to Block or Never Block Sender (or you can also select Never Block Sender's Domain). If you select a Never Block option, this will add the sender to your Safe Senders List.

Step 3 If you wish to view and manage your Safe Senders List manually, select Junk from the top menu bar, and then select Junk Email Options.

In the Safe Senders tab, you can manually add and remove email addresses.

reset password
                 
                    

Managing your Junk Mail Settings from the Webmail application:

Step 1 Sign into your Webmail through the O365 Portal at http://portal.office.com.

Step 2 Along the top of the page, select Settings indicated by the gear icon. Then select Mail.

Step 3 Under Accounts, select Block or allow.

Step 4 To add an email to Safe senders and recipients, enter the email address or domain you want to mark as safe in the text box 'Enter a sender or domain here'. Then press Enter or select the add icon.

Below the Safe Senders list, you can also update your list of Blocked Senders as needed.

Step 5 Select Save to save your changes.

 

reset password
                 
                    

If you are an administrator of a UHN distribution list and need to edit the membership list, please follow the steps below:

Step 1 Select the gear icon along the top banner of your window to open your Settings menu, and then select Mail.

Step 2 You will be redirected to a new window. From the left side of the page, select General, then Distribution groups. 

Step 3 Look for a section called Distribution groups I own and select the name of the distribution list you wish to edit.

Step 4 Select Edit and make the changes to your distribution list membership as needed

Step 5 Select Save to save your changes or Cancel to leave without saving.

Editing Distribution List
 


 

{[name]}

{[imgalt]} {[description]}