O365 & Exchange FAQs

Q: A staff member has left the department and I need to access their work files.

Written permission via email is required from the chair/director or business officer of the department or program stating this request. Clearly describe which employee requires access, what specific files are needed (all files, or specific folders), what level of access is needed (i.e. read-only, read/write, etc.), and the location of the data that needs to be accessed. This written permission must be added to a ticket before access can be granted.

Q: Am I able to sync any of my work e-mail to my mobile devices?

Yes, we support the use of ActiveSync on Medicine Exchange, to allow mobile device access to email and calendar information.

Q: How can I create a departmental email account if I don’t have a UTORexchange account?

Discovery Commons has a procedure in place that we’ve worked out with UTORExchange personnel to do this for you. Please create a ticket with Discovery Commons, including the following information you’ve been given by Information Commons:

  1. Library No.
  2. Alternate ID:/Patron Number
  3. AMS/FIS code
  4. And a Display Name for the account which will go into the “From:” field of any message you will send from this account.

We’ll coordinate the rest and get the account created for you.

Q: How do I access my Exchange account over the web?

Use the Outlook Web Access web-based interface, which is located at: https://mail.med.utoronto.ca/owa/.

Q: How do I access the network file server using Outlook Web Access?

Log into the Outlook Web Access web-based interface (see above) using the Microsoft Internet Explorer browser, and follow these steps:

  1. Click on the Documents bar (lower left of the screen).
  2. Click on Open Location (top left of the screen).
  3. In the popup box, enter the path to the personal (M:) drive: \\meduser\yourusername$
  4. Click on Open to open this path.
  5. Click on Add to Favorites to save a bookmark to this path.
  6. Click on Open Location again.
  7. In the popup box, enter the path to the shared (N:) drive: \\medgroup\medgroup\
  8. Click on Open to open this path.
  9. Click on Add to Favorites to save a bookmark to this path.

You should now have two bookmarks under the Documents bar that will give you read only access to all of the files in your M: and N: drives. Please note that this only works with the full version of Outlook Web Access, which is available only when you are using the Microsoft Internet Explorer browser. The Documents bar is not available when using Outlook Web Access lite.

Q: How do I change my Exchange password?

Log into the Outlook Web Access web-based interface (see above) and follow these steps:

  1. Click on Options (top right of the screen)
  2. Click on Change Password in the Options menu at the left
  3. Enter your old (current) password, and then your new password twice
  4. Click on the Save button at the top.

This change will take effect immediately.

Q: How do I configure my mobile device to access the Exchange server?

To connect a mobile device to the Exchange Server simply create a ticket by sending an email to discovery.commons@utoronto.ca. We will configure your account to allow for mobile access, and will provide setup instructions (instruction sheets are also available on this site).

Q: How do I create an Exchange account in Outlook 2011 for Mac?

  1. Click on Exchange account
  2. Click on the Outlook icon
  3. Click on Tools and then on Accounts
  4. Click on Exchange account
  5. Personal Information
    • Full Name – enter your name
    • E-mail Address - enter your email address
    • User Name - medicine\ UTORid
    • Password – enter your password
    • Check the “Use SSL to Connect” box
  6. Click on Advanced tab and then on Server Tab
    • Select Microsoft Exchange
    • Server – enter https://autodiscover.utoronto.ca/ews/exchange/asmx
    • Check the “Use SSL to Connect” box
  7. Directory Service
    • Server – enter “meddc2”

Check the “Use SSL to Connect” box.

Q: How do I get my UTMail+ email account?

UTmail+ is a University-wide email system that all registered learners receive accounts on. It is the replacement for the older UTORmail email system, which is being phased out. UTmail+ is to be used for academic, course-related, and personal communication. UTmail+ runs on the Microsoft Office365 cloud platform. In addition to email, this platform provides access to Office Web Apps that include web-optimized versions of Word, Excel, OneNote and PowerPoint. All these functions can now be accessed anywhere, anytime, via web browser or mobile device. UTmail+ includes the ability to connect to Outlook, a large-capacity inbox, and access to password-protected online file storage through SkyDrive. If you are a registered learner, your UTmail+ account has been created for you; simply go to mail.utoronto.ca to log in with your existing UTORid and password. UTmail+ addresses end with @mail.utoronto.ca, rather than just @utoronto.ca. To forward your old address to UTmail+ visit uoft.me/emailforward. To migrate your old account visit uoft.me/migration. For technical support, contact the Information Commons Helpdesk by email at 
or by phone at 416-978-4357.

Q: How do I reduce the amount of SPAM I get?

If you are experiencing a large amount of SPAM in your Inbox then chances are that you do not have the SPAM filter activated. Please follow the instructions below to filter out SPAM E-Mail.

  • In Outlook go to the Home Tab then click Rules then Create Rule.
  • After you click on Create Rule a window will pop up, check and fill in the Subject Contains field as shown below and also check the Move The Item To Folder: field and select Junk E-Mail. Use the Select Folder Button to select the Junk E-Mail Folder.
  • Click OK on the next pop up check the Run This Rule Now box and click ok.
  • This should now filter out all E-Mails with SPAM in your Inbox.

Q: How do I set up a generic email account for my department/program?

Information Commons is responsible for creating generic email accounts. Please visit their website at http://help.ic.utoronto.ca/solution_id_1262.html for instructions on setting up an account for your department.

Q: I’m finding spam messages or bouncebacks to messages in my Inbox from myself. I know I didn’t send these messages. Why is this happening?

It’s called “spoofing”. Hackers may have gotten your email address from somewhere, and rather than using their own email address to send out Spam, they are using your email address. Unfortunately, there’s very little we can do about this since the mail protocol allows anyone to put anything in the “From: “ field of a message being sent.

Q: My email was working fine before I went on vacation, but since I got back I no longer get email from outside sources in my Inbox. What happened?

You most likely enabled an auto-reply on the UTORid website. Doing this removes a forwarding that’s critical for your exchange account to function with your @utoronto email address. Contact the helpdesk to have a technician assist you with re-enabling the forwarding. To avoid this problem, please use the Outlook Out of Office assistant to notify users of your absence.

Q: Outlook just signed me out and there is now lost connection, why?

It is possible that the outage is temporary. Please try again in five minutes. If the outage continues, call the Service Desk to report the outage.

Q: Before when I would delete an email a line would be put across it and then I would purge them, but now they just disappear. How can I recover them? And are they gone for good?

Previously your email account was most likely setup as IMAP, but your Exchange account acts similar to Windows explorer, in that you don’t lose the email but rather it is placed in the Deleted Items folder of your exchange account. You may go there to retrieve your deleted email, or empty the folder which would delete them, just like the Windows recycling bin.