After closing your UGent account, you no longer have access to your UGent e-mail. We cannot give you a backup of this e-mail either.

• See https://ugentbe.sharepoint.com/sites/intranet-ict/SitePages/en/Account.aspx for active employees.
• See https://www.ugent.be/student/en/after-graduation and https://www.ugent.be/student/en/ict/ict-services/account.htm#UGentaccount for students.

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Open the Outlook 2021 Mail program in Athena

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At UGent, we enforce a strict no-tolerance spam policy. Therefore, to ensure successful delivery of your emails to our UGent users, you must comply with the guidelines below.

Important: Delivery issues will persist, and our support team will be unable to assist until the administrator of the sending email server takes action to fully comply with these guidelines.

Guidelines:
1. Ensure that your mail server and client have the correct time and date settings as specified in RFC 5322.
2. Ensure that the following email headers in your message are syntactically correct: Date:, From:, To:, Reply-To:
3. Ensure that the following headers in your email are limited to one each: Bcc:, Cc:, Date:, From:, To:, Reply-To:, Subject:.
4. Immediately remove hard-bounced email addresses from your mailing list.
5. Ensure that your mail server has a static IP address.
6. Maintain valid DNS records for your domain pointing to your IP address and valid reverse DNS records of your IP address pointing to your domain. You can check your DNS configuration at https://intodns.com/.
7. Verify that your domain has a correctly configured MX or A record. You can check your MX configuration at https://mxtoolbox.com/.
8. Confirm that your email server always sends a valid HELO/EHLO value (fully qualified domain name) as specified in RFC 5321. You can check your HELO at https://www.abuseat.org/helocheck.html.
9. Ensure that your mail server(s) IPs are not listed on any known spammers' lists, such as spamhaus.org.
10. Make sure that DKIM, SPF, DMARC, MTA-STS, and BIMI are correctly configured for your email domain. Refer to https://www.usebouncer.com/email-authentication-methods-the-basics-behind-spf-dkim-dmarc-and-bimi/ for more information.

Tools:
Currently, we recommend using these tools to verify that your mail configuration is correct:

https://mxtoolbox.com
https://www.mailhardener.com/

(Nederlandstalige versie: https://otrsdict.ugent.be/otrs/public.pl?Action=PublicFAQZoom;ItemID=349)

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Prerequisite

The person responsible for the shared mailbox must first give you access to the shared mailbox.

Step-by-step

Classic Outlook

1. Open the "Outlook (classic)" application on your computer.
2. Go to "File" and select the option "+ Add Account".
3. Enter the email address of the shared mailbox.
4. Confirm by clicking “Connect”.
   Result: A pop-up window will open for you to enter your password.
5. Select “Sign in with another account”.
6. Change the email address of the shared mailbox to your personal Ghent University email address.
7. Press “Next”.
8. Enter your Ghent University password.
9. Press “Sign in”.
10. Approve the sign-in request using your configured MFA method.
11. Press “Done”.
12. Close and reopen the “Outlook (classic)” application on your computer.

Result

• The shared mailbox will also be available in the web version of Outlook.
• The email address of the shared mailbox will always be filled in whenever you want to send a new email or reply to an email from this shared mailbox in any version of Outlook. If you follow the steps on the Microsoft support page Open and use a shared mailbox in Outlook, you will still have to correct the sending address each time.

New Outlook

1. Open the “Outlook (new)” application on your computer.
2. Select “E-mail” on the left-hand side.
3. Right-click on your email address.
4. Select “Add shared folder or mailbox”.
5. Insert the name of the shared mailbox you want to add to the new Outlook.

Web version of Outlook

1. Go to https://outlook.office.com/mail
2. Select “E-mail” on the left-hand side.
3. Right-click on your email address.
4. Select “Add shared folder or mailbox”.
5. Insert the name of the shared mailbox you want to add to the web version of Outlook.

Outlook client op Mac

In the default Mail client of macOS it is not possible to add shared mailboxes, so use the Outlook client for shared mailboxes.

• Choose "Preferences..." from the "Outlook" menu
• Choose "Accounts"
• Choose "New account..." with the + menu at the bottom left
• Enter the email address of your shared mailbox in the search field on the next screen
• Choose "Add"

The shared mailbox is now visible in the accounts column on the left.

More details

• Employees: Shared mailbox (UGent intranet)
• Student associations: Shared mailbox for student associations (UGent student portal)

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You can access your e-mail through your browser or through your own mail application.

Are you using your own mail application? Then first add your UGent Microsoft 365/Exchange account in this application:

• New Outlook for Windows
• Classic Outlook for Windows
• Outlook for Mac
• Mail for Mac
• Outlook app for iOS (Phone/iPad)
• Mail app for iOS (Phone/iPad)
• Outlook app for Android

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For example, at the end of a contract or study period, it may be desirable to save your e-mail for later use in another e-mail application.

Follow Microsoft's guidelines to export your emails, contacts, and calendar in Outlook to a .pst file that you can later import back into Outlook.

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Incoming mail server:

• Protocol: IMAP
• Host name: outlook.office365.com
• Port: 993
• Connection security: SSL/TLS
• Authentication method: OAuth
• Username: your UGent email address

Outgoing mail server:

• Host name: smtp.office365.com
• Port: 587 or 465
• Connection Security: STARTTLS (or 465 Connection Security: SSL/TLS)
• Authentication Method: OAuth
• Username: your UGent email address

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Check the following things:

• Your spam/junk folder: maybe the e-mail ended up there?
  • Check this folder via https://outlook.office.com/mail/junkemail
• Your mailbox rules: check that you haven't set up any rules that automatically delete or move emails from this sender.
  • Via https://outlook.office.com/mail/, you can check this via Settings (cogwheel) > E-mail > Rules
  • Via the desktop client of Outlook, you can check this via File > Manage rules and alerts
• Your junk e-mail settings: check that the sender is not unintentionally on the blocked sender list and add this sender to the safe sender list (see screenshot).
  • Via https://outlook.office.com/mail/, you can check this via Settings > E-mail > Junk e-mail
  • Via the desktop client of Outlook, you can check this via Start > Junk e-mail > Junk e-mail options

If you still cannot find the e-mail after the above information, be sure to include in a new comment relevant information such as dates (with time if possible), sender address, sender domain, subject, ... along with it.

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As an anti-spam measure, Ghent University's email servers use greylisting, among other things, which means that certain emails are first checked and only delivered to your inbox after a short delay.

If, for example, you have requested a one-time code and this code arrives late via email, request a new code immediately and it will usually arrive much faster via email.

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The UGent mail servers allow e-mails of up to 25 MB to pass through. However, it is not recommended to send e-mails of such size. Keep the size of an e-mail as small as possible (e.g. by compressing it into a zip file) or make the file available in another way, for example via Belnet Filesender.

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Employees and students can find general information about e-mail on E-mail (ICT Helpdesk website).

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