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Staff Email

The UL staff email system allows mail to be accessed using different mail clients, such as Microsoft Outlook, Thunderbird, Apple Mail and on mobile devices whether you are at work, at home or away.

We recommend checking our spam filtering service on a regular basis to ensure that valid messages are not being flagged as SPAM. (https://marshal5.ul.ie/spamconsole)


  • Access email web interface https://webmail.ul.ie/owa
  • Release email marked as spam https://marshal5.ul.ie/spamconsole
  • Suspect spam emails will be deleted after 21 days if not released
  • Explicit spam emails will be deleted after 10 days if not released
  • Max Email size including attachment is 60MB.
  • Max email size including an attachment on a mobile device is 20Mb.
  • Some mobile email clients allow max 10Mb of an attachment.
  • Max email size when emailing:
    • Events: 150KB
    • For Sale and Wanted: 100KB
    • Opinions: 100KB

Initial Setup

  • Go to Start | All Programs | Microsoft Office 2016 Outlook
  • Click OK to select the profile name as Outlook | click “Next” for all default settings
  • Click “Allow” to the message to configure your mailbox
  • Click Finish

Adding a second account to your email profile

  1. Select File | Add Account (located on the right pane beneath title Account Information
  2. Enter your Name, email address and password
  3. Click Next. The process should complete automatically.

Security note: We advise that you should have a PIN set on your phone if you are going to access your work email.

  • MailMarshal: What is the difference between suspect spam and explicit spam
    • Suspect Spam: The email contains spam traits and has been marked as spam. This folder may contain genuine emails which you can release via the email digest or via the web interface. Emails in this folder will be deleted in 21 days.

    • Explicit Spam: The email is more than likely spam. Be very careful before releasing an email from this folder. You can only release email from this folder via the web interface. Emails in this folder will be deleted in 10 days.
      https://marshal5.ul.ie/spamconsole

  • How to release a mail incorrectly market as spam
    • Safe Senders: Adding a user to safe senders will bypass any mail filters. Use only for email addresses that are repeatedly marked as spam incorrectly
    • Blocked Users: All emails received from this address to you will be marked as spam

Instructions: Blocking or allowing an email address or email domain using MailMarshall

 

Set an out-of-office reply

  • An out of office reply can be set via a mail client or via the web interface
  • Anyone that emails you will receive an automatic reply the first time they email you when this is enabled and any subsequent email from the same address won’t receive an automatic reply
  • This list gets reset when you turn off your out of office. So next time you turn your out of office back on everyone will receive an automatic reply the first time they email you

Instructions: Out of office Reply


Add a signature

  • Open a new message
  • On the E-mail Signature tab, click New
  • Type a name for the signature, and then click OK
  • In the Edit signature box, type the text that you want to include in the    signature
  • On the right side “Choose Default Signature” apply to “new messages” or “Replies/forward”

Instructions: Add a signature


Add user to safe senders & blocked users

  • Safe Senders: Adding a user to safe senders will bypass any mail filters. Use only for email addresses that are repeatedly marked as spam incorrectly
  • Blocked Users: All emails received from this address to you will be marked as spam

Instructions: MailMarshall Safe Senders & Blocked Users


How to release an email incorrectly marked as spam

  • If you are sure that the email is genuine you have two options to release the email
  • Option 1:  If the email is marked as suspect spam you can release the email via the email digest you receive each morning. (Only received if you have new suspect spam).  This option does not apply for emails marked as explicit spam. You will receive the email digest but the release option will be removed. Follow option 2 below to release emails marked as explicit spam
  • Option 2:  Alternatively, you can login via the web at any time and release the message

MailMarshal: What is the difference between suspect spam and explicit spam

  • Suspect Spam: The email contains spam traits and has been marked as spam. This folder may contain genuine emails which you can release via the email digest or via the web interface.​
  • Explicit Spam: The email is more than likely spam. Be very careful before releasing an email from this folder. You can only release email from this folder via the web interface.

https://marshal5.ul.ie/spamconsole


Adding a Resource mailbox:

From Exchange 2010 onwards you can add multiple exchange accounts to a single outlook profile.
Exchange 2010: Max 5
Exchange 2013/2016: Max 10

  • File -> Account Settings
  • Select Account Settings from the drop down menu.
  • Select New.

Adding a Resources Mailbox

  • Fill out information using resource mailbox email address and your own local password.

Add Account


Opening a shared calendar:

  • File -> Open (Exchange 2010) or Open & Export (Exchange 2016)
  • Select “other user’s folder”

Other User

  • Name: Type in Email address or click “Name” and select mailbox from global address list

Folder Type: Calendar
Calendar

  • Click ok. The calendar should now be listed in your list of calendars.

Video Guide: Opening a resource mailbox via the web

Method 1: You can use the below format to access the resource mailbox - https://webmail.ul.ie/owa/mailboxname@ul.ie (replacing mailboxname with the resource mailbox name)

Method 2: Log in as normal with your own account | When logged in select your name in the top right | Type in the name of your mailbox | Select open 

Open Resource Mailbox via the Web OpenResourcesMailboxViaTheWeb


Managing a resource mailbox:

When a resource mailbox is created a corresponding manage group is created in Outlook.  

Instructions: Manage Resource Mailbox


Distribution Lists

To subscribe\unsubscribe to the UL distribution lists use the following Instructions.

Instructions: Distribution Lists