FAQ - Email and Outlook

• Spam filter (desktop version of Outlook)
• Spam filter (Outlook Web App)
• How do I add a shared mailbox to Outlook?
• How do I add an automatic reply to a shared mailbox?

Email and Outlook

How long will incoming email be forwarded from my old email address (tut, uta or tamk) to my new tuni.fi email address?

Email sent to the old addresses will continue to be forwarded to the tuni.fi email addresses until further notice. The redirection of the old addresses can be stopped if the person so wishes and makes a request to the %20it-helpdesk [at] tuni.fi (IT helpdesk)

Which email software is recommended for accessing my email and calendar functions?

The recommended options are:

1. workstations: Outlook
2. web browsers: Outlook Web App (OWA) portal.office.com
3. phones: Outlook mobile app

How can I add my tuni.fi account to Outlook on my work computer?

See the instructions provided by Microsoft.

How can I add my tuni.fi account to Outlook on my own computer?

See the instructions provided by Microsoft.

Besides a web browser and Outlook, are there other options for reading my email?

Yes, there are, if the program you are using supports modern authentication. Such email applications include at least Outlook and Apple mail. The latest Android / Samsung email programs may work, but this is still to be determined.

When implementing an email program that supports modern authentication, you must first delete the existing account before creating a new TUNI e-mail account.

Why do strangely named folders show up in my email account?

Besides email folders, your email account is also connected to other folders. Outlook is able to automatically unhide these “technical” folders (such as Contacts), but other email clients display them.

How can I change my spam filter settings (Outlook Web App)?

OWA controls unwanted and unsolicited email by creating and managing lists of email addresses and domains that are trusted and those that are not.

To block a sender of junk message, right-click the message in the Inbox folder and select Mark as junk. You can also report junk mail or email interpreted incorrectly as junk mail to Microsoft through OWA. When you select a message, you will see (depending on the version you are using) either a menu bar or three dots in the top right corner. This feature also allows you to report phishing messages. Please be aware that Microsoft will not automatically receive a report of junk email when you block a sender.

Follow a similar procedure to add email addresses to your list of safe senders. Go to the junk folder, right-click a message and select Mark as not junk. This dialogue box also allows you to report email that has been interpreted incorrectly as junk mail to Microsoft.

You can add 1,024 email addresses to your lists of safe and blocked senders. If this is not enough, you will need to block or allow entire email domains (such as spamfactory.com). If you have installed the Report Message add-in to your Outlook desktop version, it will also appear as one option in OWA for messages that were not forwarded to the junk folder.

You can adjust the setting to determine whether email will be reported to Microsoft automatically, only when you allow it, or not at all. You can also choose to allow Microsoft to send relevant data to external companies that help improve spam filters.

Depending on whether you are using a newer or an older version of OWA, select either Report mail as spam or Junk email options to access the settings.

Read more on Microsoft's website:

• Block senders or unblock senders in Outlook on the web

How can I change my spam filter settings (desktop version of Outlook)?

The desktop version does not include similar functions for reporting messages to Microsoft as OWA. Messages are reported using a separate add-in called Report Message. The add-in performs the same functions as Outlook’s own spam filter but also offers reporting options. 

To enable the Report Message add-in:

1. Go to Microsoft’s AppSource
2. Enter Report Message as a search term.
3. Click Get it now.
4. Read the terms and click Continue.
5. Sign in to your O365 account. After you have installed the add-in, the Report Message icon will appear in our Outlook.

Read more on Microsoft's website:

• Use the Report Message add-in

Can I forward my work email to my personal email address?

The transfer or automatic forwarding of organisational or work email to external email services, which are not provided by Tampere Universities, is not permitted for reasons related to information security, data protection and data management. Such transfer or forwarding may also violate data protection laws.
(Email terms of use, sections 5.1, 5.2 and 5.3)

For a justified reason, it may be possible to receive permission to transfer or forward email to a specific service. (Email terms of use, section 7.3)

How can I forward my email to another email account?

See the instructions provided by Microsoft. If you are a member of staff, please see the question “Can I forward my work email to my personal email address?”.

How can I find the generic email addresses of Tampere Universities in my Outlook contacts?

Unfortunately, there is currently no way of distinguishing between regular and generic email addresses. The generic email addresses used at Tampere Universities are listed on the intranet page Generic email addresses (requires login). Change the selected organisation (Tampere University /TAMK) to see the generic email addresses used by the other organisation.

How do I request the rights to access email sent to a generic email address?

When a user sends the IT Helpdesk a request to create a generic email address, he or she must identify the prospective account owner, administrator and possibly a deputy administrator. The addresses of those persons will then be listed in the Outlook address book in connection with the generic address in question. Other users who need to be able to access email sent to this generic address must contact the owner, administrator or deputy administrator who will send a request to the IT Helpdesk.

How do I add a shared mailbox to Outlook?

After the administrator has added you as a member of a shared mailbox, close and restart Outlook. The shared mailbox should now be automatically displayed in Outlook. However, there may be a slight delay before the shared mailbox shows up in your Outlook.

You can also add a shared mailbox to Outlook manually:

1. Open Outlook.
2. Select Files from the top ribbon.
3. Select Account settings > Account settings.
4. Select the Email tab.
5. Make sure the correct account is highlighted and click Change.
6. Select More settings > Advanced > Add.
7. Type the email address of the shared mailbox.
8. Click OK > OK.
9. Click Next > Finish > Close.
10. Restart Outlook.

How do I add a shared mailbox to my folder list in OWA (Outlook Web App)?

After you have completed the procedure below, your folder list in Outlook Web App will include the shared mailbox that you have been authorised to use.

1. Sign in to your account using Outlook Web App (OWA) at https://portal.office.com.
2. Right-click Folders in the folder list and select Add Shared Folder.
3. In the Add shared folder dialogue box, type the email address of the shared mailbox, and then select Add.
4. The shared mailbox will be displayed in your folder list in Outlook Web App.

How do I add an automatic reply to a shared mailbox?

The easiest way to create an auto reply is to use a browser:

1. Sign in to Outlook from a browser and go to the main view of your primary email account.
2. Left-click your name on the top right corner and select Open another mailbox….
3. Type the name (or the beginning of the name) of the mailbox in the dialogue box and select it from the list.
4. Click Open. The shared mailbox will be displayed on a new tab.
5. Click the gear icon in the top navigation bar to access the settings and then select View all Outlook settings > Mail - Automatic replies.
6. Type your auto-reply.
7. Save.

Can I add an automatic reply to a mailing list?

It is not possible to add auto replies (such as out-of-office replies) to a mailing list.