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Email & Calendaring FAQs

Should I log into my email account via a web browser (OWA or Outlook Web App) rather than Outlook?  Why is OWA quicker? 
It is up to you how you log into your email account. You can continue to access your email and calendar through the method of your choice. OWA will be slightly quicker (10-20 seconds) when receiving emails, this is because the email is downloaded into Outlook meaning it has to pass through the local network, firewalls and protocols whereas in OWA an email only passes through the standard port 443 and also only displays the email rather than downloading it.
When using OWA (Outlook Web Access) the Service always defaults to the Lite version.
This can occur if you are using an older version of a browser.  As an OWA user you have a choice of logging into OWA Premium or OWA Lite, however both of these links can default to the Lite version. We have found the following url works if you can't log into the Premium version: https://outlook.office.com/owa/?layout=premium&path=/mail/inbox or alternatively you can see the official Microsoft guide.
Does it matter what version of Outlook I use? 
For maximum performance, security, and functionality we recommend that you use a version of Outlook that is still actively supported by Microsoft under 'mainstream support'. You can check your version's support status here: https://support.microsoft.com/en-gb/lifecycle/search/13615, Office 365 is designed to work best with Office 2016, Office 2013, and Office 2016 for Mac. Older versions of Outlook can still connect to Nexus365 but with reduced functionality and very old out-of-support versions of Outlook many need to be reconfigured to connect using IMAP4.
Do 'All Day' appointments show as busy in my calendar with Nexus365? 
No, this remains unchanged. An all-day appointment is assumed to be a reminder rather than an actual commitment for a 24 hour undertaking on one activity. Therefore your time is marked as available and won't clash with other shorter duration events on the same day.
How do I add a new profile photo in Nexus365?
See the following document about How to add a new profile picture.
What is the email inbox quota in Nexus365? 
All email inbox quotas are increased to 50GB
Are there any costs associated with increased email inbox quotas? 
No. All email inbox quotas will be 50GB as part of the Nexus365 provision
Can I buy a bigger email quota? 
No, Nexus365 will give you an email inbox quota of 50GB.  There is no longer an option for paid-for quota increases beyond the 50GB that each email inbox is given, however archive mailboxes can be selected if 50GB is likely to be exceeded.  These mailboxes are still searchable and rules can be set which transfer emails from live to archived email whilst keeping the folder structure.
Can I still see other people's calendars? 
You will always be able to see 'free' and 'busy' information in other people's calendars but, until ALL email accounts are moved to Nexus365, you might not be able to see any more detail than that. When you do open a calendar to look at someone elses calendar who is also in Nexus365 note that in web Outlook this will show the new calendar overlayed on your calendar instead of opening a new tab - allowing easy diary comparison.
Do all existing emails and calendar items move to the the new system? 
Yes, all your emails and calendar information  move across to Nexus365 when your account is migrated.
What happens to my .pst files? 
Your .pst files will not be migrated to Nexus365 because they are stored in a location that you have chosen so are not kept on, nor visible to, the Nexus email servers.
In the web version of Outlook how do I change the name in the From field of an email?
Follow these instructions for how to change From in OWA (Outlook Web Application).
Can I add photos to contacts in Nexus365?
You cannot add photos to contacts in the web version of Nexus365.
Will images embedded in a meeting invitation in the web version of Outlook (OWA) show?
Embedded images will only show using Outlook 2016 OWA, not in previous versions.
How do I add an additional mailbox via a web browser i.e. OWA? 
Open your web browser and follow add an additional mailbox instructions.
How do I move files from my .pst files (personal folders) to my Nexus365 inbox?  How to Import a .pst File to Nexus365
Open Outlook and ensure that the PST file you want to import is not already in use. Next follow the instructions in How to Import a .pst file to Nexus365.
When you forward all your mail to another email service i.e. Gmail, sometimes the service won't accept it. 
If you forward mail from your Nexus365 account it is possible that sometimes this forward will fail. This issue can occur when the recipient system determines that their recipient policy has been violated for that particular message.

Example rejection message:
"Security or policy settings at gmail.com <http://gmail.com> have rejected your message.
Security or policy violation."

Note that the forward has not fundamentally failed just that the recipient system has analysed the individual message and assessed that it will not be accepted.Why are Android users asked to grant numerous permissions when setting up Nexus365 email? 

When setting up an Android product to use Nexus365 you will be asked to allow or activate several different permissions. These are for corporate security policy settings and can all be allowed. There is one that asks to allow the app Email to erase all data by performing a factory reset. This feature is intended for users and/or ITSS to erase University data if a device is lost or stolen. The Nexus Team will never initiate this setting without the owners permission whilst the owner is with The University.
Why does Outlook only show one day at a time when viewing it through a web browser on my phone or mobile device? 
When viewing Outlook through a web browser on your phone or mobile device it will often pick up that you are using a smaller screen and select the mobile version of the Nexus365 website. To change this go to either Change your Android Outlook Calendar View or Change your iPhone Outlook Calendar View.
How to re-direct emails from Nexus365.
Microsoft have some advice on how to either forward emails, automatically forward messages to another account, set up forwarding and redirection automatically via Inbox Rules and forwarding emails to your Nexus365 account.
Is it possible to restore buttons for Forward, Reply etc. instead of a drop-down box?
This is actually something that Microsoft have changed and we have no influence over their setup specifications. If, however, you wish to use the 'Light View' it still uses buttons, see https://blogs.technet.microsoft.com/ptsblog/2013/10/21/url-for-office-36... AND https://outlook.office.com/owa/?exsvurl=1&layout=light&wa=wsignin1.0
Why are Android users asked to grant numerous permissions when setting up Nexus365 email? 
When setting up an Android product to use Nexus365 you will be asked to allow or activate several different permissions. These are for corporate security policy settings and can all be allowed. There is one that asks to allow the app Email to erase all data by performing a factory reset. This feature is intended for users and/or ITSS to erase University data if a device is lost or stolen. The Nexus Team will never initiate this setting without the owners permission whilst the owner is with The University.
Do alumni have access to Nexus365 at the University?
No, please refer to online forwarding guidance.
Do retirees have access to Nexus365 at the University?
Yes, retired staff will be provisioned with a Microsoft licence, giving them a Nexus365 mailbox (email and calendar) only. Retirees will not have access to other Nexus365 functionality.
How can I reclaim a licence I've used for an Office365 software installation on a device.
You may need to do this if, for example, you are moving offices or you have lost or had your computer stolen. The steps to reclaim a licence are:
  • 1. From any computer, go to https://portal.office.com/Account/#home and sign in using your SSO.
  • 2. From the Install status tile, select Manage installs.
  • 3. Under Install status, select Deactivate to deactivate the Office installations you no longer use.
NB. When you do this it does not remove the software from that computer - it just removes the licence allocated to it. If someone tries to run a deactivated Office365 program it will give an 'Unlicensed Product' error message. Unlicensed software effectively becomes viewer-only: you will still be able to view and print existing files but won't be able to edit or create new documents. If you have deactivated Office in error you can sign in with your SSO on that device and relicense it, as long as you haven't exceeded the maximum number of installations you are permitted across all of your devices.
Why do I get an error message when I log out of OWA?
If you have been logged in via OWA for more than an hour and your try to log out, you will receive an error message.  This is a known issue that is being investigated.

Written by IT Services. Latest revision 8 August 2018