Use of address book in Outlook
Global access list
In Outlook you will find an address book with all Erasmus staff and resources. Resources are generic accounts like shared mailboxes, mailing lists, rooms, etc. This address book is called global address list or GAL.
Maiden name versus married name
Many married ladies or staff with double family names will notice that they are not listed with the family name they would wish for. It is possible to change with which family name you would like to be listed in the Outlook global address list. You can make this arrangements at the ISS personnel office who will change it in the EUR personnel system. The information in Outlook comes directly from the personnel system.
Your contact details
Outlook global address list reflects the information that is visible on your profile on the EUR website. To check your details and make the necessary changes you will need to go to the EUR address book http://www.eur.nl/english/erna/address_book/ and change your contact information here https://personal.idm.eur.nl. Please ensure that you activate the ‘Visible in Directory from non-EUR domains’ button. This short manual will explain how to do this: Contact details in the EUR address book.
Looking up recipient names
When writing an email and typing names in the "To:" field, Outlook will not automatically look up in the address book the first letters of the name you typed. For outlook to look up in the address book, you need to click on "Check Names" in the Outlook ribbon.
Choosing default address book
When checking names, by default Outlook will look in the global address list, where all Erasmus staff and resources are listed. You can change where Outlook looks by default when checking names. Tip: change the settings so Outlook first looks in the ISS subset of the global address list. In this guide you will learn how (skip to chapter 2): Guide Outlook address books.
Student contact details in Outlook
Student emails available in Outlook
For the convinience of ISS Outlook users (staff and PhDs), all ISS students are made available, grouped by their study, as mailing lists in the ISS address book.
Use BCC
When sending a message to a large number of students (in fact, to any group of recipients), by preference address them in the BCC field. That will prevent some mail servers bouncing the message back to you complaining about to large message header. Moreover it will conceal the recipients' addresses from being visible to everyone, which is a neat and respectful way of protecting your recipient's privacy.
Staff and student mailing lists in Outlook
In Outlook there are mailing lists for ISS staff, PhDs, students and different committees, projects and teams. Here are a few tips how to find and use them.
Where to find staff mailing lists
- ISS mailing lists are available in the Outlook global address list.
- All mailing lists start with ISS..., thus sortable when starting to type ISS.
- You can also type ISS in the "To:" field and click on "Check names" which will give you a choice of all ISS mailing lists and generic mailboxes.
How to send messages to different staff groups
If you need to send a message to a mailing list (all staff, or a department, or a committee, etc) please open the Outlook address book and select a new distribution group. In Outlook address book you will recognize them by being in bold font.
Check your personal details
Please take a minute to browse through the new distribution groups to get acquainted with the new structure. You will be able to open each distribution group and see its members. When doing that, please double click your name in the Outlook address book, go to the tab "Member of" and check if you are made member of the right distribution groups. At the least, you should be a member of one group, which is your department.
Requesting a new mailing list
If you need a mailing list for any purpose, for example conference, project or team, please send us a message to ILIAD@iss.nl, with members of the group (only EUR staff and students can be made member, no external persons). There are some architectural and design principles we have established, according to which will give your distribution group an name and an email address. If you wish so, it is even possible to delegate the membership administration to you or anyone you appoint. It is also possible to create a moderated distribution group, whereby an appointed moderated checks and approves each message, before it is let through and sent to the whole group.
Using shared mailboxes
The shared mailboxes in Outlook have some caracteristics you should be aware of.
How to keep Sent items in the shared mailbox
The sent items (and drafts) you create while working in a Shared mailbox are stored in your personal sent items and not in the Shared mailbox' sent items. Other people working in the same Shared mailbox can not see your sent items.
If you want the sent items you sent when working with the Shared mailbox to appear in the shared mailbox sent items, you can do this in several ways:
1. Manually move the sent items from your personal sent items folder to the Shared mailbox sent items folder.
2. Create a Quickstep button to make method 1 one step easier
3. When sending email as Shared mailbox, always Bcc the shared mailbox. A copy of your sent item will appear in the Shared mailbox inbox. If you request ILIAD to create an OWA inbox rule, this message will be automatically moved to the Shared mailbox sent items folder.
How to Open Another Mailbox using Outlook Web Access
If you have access to another shared mailbox; then you can use Outlook Web Access to open that mailbox. Please login into your own mail account in Outlook Web Access and follow the steps given below.
1. Click on your name in the upper right corner of the window to open the Open Other Mailbox dialog box.
2. Enter the name or alias of the shared mailbox that you want to open (for example rooms).
3. If more than one match is found, Outlook Web Access displays a list of possible matches.
4. Click the name of the mailbox that you want to open.
Bring your own device
Outlook email and calendar can be configured for use on almost every device with internet access. If you have an Outlook (Microsoft Exchange) compatible device, you will need to know these four thing in order to configure it to access your ISS mail and calendar:
Your email address: | lastname@iss.nl |
Your login name = ERNA account: | 12345abc@eur.nl |
Your password = ERNA password: | <your ERNA password> |
Server name (optional): | exchange.eur.nl |
For few standard devices a guide is available here:
http://www.eur.nl/english/erna/services/erna_account_management/mailcalendar_settings/
