AAU It Services

Miscellaneous

Miscellaneous mail guides

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    Autoreply "Out of office"

    When you set automatic replies, you inform your colleagues and other people that you are on holidays or, for some other reason, are not attending to your emails.

    • Open Outlook
    • Click on the tab "File".
    • Click on the button "Automatic Replies"
    • and select “Send automatic replies”
    • If you select “Only send during this time range,” you can specify a start and end time for when you would like to send a reply.
    • Write a message in the text field below.
    • You can choose if you want to send the auto-reply to people outside Aalborg University. Click on the tab "Outside my organization" and check the appropriate boxes.
    • Click “Ok” to save your settings.

    Your auto-reply will be sent once a week to senders even if they email you daily during the time period your auto-reply is activated.

    Outlook Web App

    You can also set your auto-reply via the web app at mail.aau.dk

    • Click “Options” in the upper-right corner and select "Set Automatic Replies ..."
    • Fill in the fields as specified above.
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    Block a mail sender

    When you no longer want to see messages from someone, you can block a sender.

    • Right-click a message from the sender you want to block, and then click Junk > Block Sender.

    The blocked person can still send you mail, but if anything from his or her email address makes it to your email account, it’s immediately moved to the Junk Email folder.

    Control your settings

    To se whom you are blocking for, right-click a message, click Junk > Junk Email Options... You find the list of blocked email addresses under the tap "xxxxx". You can edit the list by adding more adresses or delete som.

    Block messages from particular country/region codes

    You might find that unwanted email messages come from particular countries/regions. By using the Blocked Top-Level Domain List, you can block messages from those areas. This list blocks messages from email addresses that end in a particular top-level domain or country/region code. For example, selecting the CA [Canada], US [United States], and MX [Mexico] check boxes in the list blocks messages where the sender’s email addresses ends in ca, us, or mx. Additional country/region codes appear in the list.

    • Click Home.
    • In the Delete group, click Junk, and then click Junk Email Options.
    • On the International tab, click Blocked Top-Level Domain List.
    • In the list, select the check box for the country/region code that you want to block, or click Select All.
    • Click OK in both open dialog boxes.

    Block messages that contain unfamiliar alphabets

    You can block all email message by language encodings — also known as character sets or alphabets. Today, most junk email is sent in the U.S.-ASCII encoding. By using the Blocked Encodings List, you can filter out unwanted email messages that are displayed in languages that you don't understand.

    • Click Home.
    • In the Delete group, click the arrow next to Junk, and then click Junk Email Options.
    • On the International tab, click Blocked Encodings List.
    • In the list, click the language encoding that you want to block, or click Select All.
    • Click OK in both open dialog boxes.

    Note:

    • Unicode encodings aren’t included in the Blocked Encodings List.
    • Messages that have unknown or unspecified encodings are subject to filtering by the regular Junk Email Filter.

     

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    Export and import

     

    Export

    You can use Outlook desktop client to export your mails to a file (pst-file).

    1. The account in Outlook must have the offline cache mode set to "All". This way, all the e-mail is downloaded locally. To do so, click File, followed by Info, then Account Settings, and finally Account Settings... After selecting your account, click Change... and move the "Mail to Keep offline" slider to "All".
    2. After the slider has been set to "All", select File in the upper left-hand corner and select Options
    3. In the "Outlook Options" window, select Advanced along the left-hand side, and click Export under the "Export" heading.

    4. In the "Import and Export Wizard" window, select Export to a file, and then select Next .

    5. In the "Export to a File" window, select Outlook Data File (.pst), and then select Next .

    6. In the "Export Outlook Data File" window, select the desired folders to export. It is probably best to select the top heading which will be your Email-address/account. After this, make sure to check the box next to Include subfolders. Click Next .

    7. In the "Export Outlook Data File" window, select Finish.

      NOTE: Select Browse... to save to a different location on your computer or rename the .pst file.

    8. In the "Create Outlook Data File" window, choose whether or not to enter a password and select OK.

      NOTE: Choosing a password is optional. If you make a password and forget the password, there is no way to retrieve it or open the .pst file being created. Be sure to keep track of any password created.

       

    import

    1. The .pst that was created during the export phase can be imported. Go to File in the upper right-hand corner, click on Open & Export, and then click Import/Export.
    2. In the "Import and Export Wizard" window, select Import from another program or file, and then click Next 
    3. In the "Import a File" window, select Outlook Data File (.pst), and then click Next 
    4. In the "Import Outlook Data File" window, select your .pst file (if you saved to the default location, it should automatically pull up the file location), and then click Next .
    5. In the following "Import Outlook Data File" window, choose Import items into the same folder in:, and then, in the dropdown menu, choose the folder for the new account that was just created for the other email service. After this, click Finish.

    The export and import process could take a very long time depending on how much email is in an account.

     

    Important Note:
    It may happen that the pst-file becomes corrupt and therefore cannot be reloaded. You can reduce the risk of this by choosing subfolders instead of the entire mailbox in step 6 of the guide, and thus splitting the mailbox into several pst-files, as it is often large pst-files that becomes corrupt. This will also reduce the amount of lost data if a pst-file becomes corrupt.

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    Incoming mail from SVC

    When you receive an email that begins with ”svc_dpg@srv.aau.dk på vegne af (on behalf of)", it is a side effect of secure email.

    This happens when you receive an email from a domain that supports tunnelmail, including public institutions.

    This is not an error.

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    Move or copy your mails

    You can use Outlook desktop client to move emails from one account to another. In order to move your emails you first must have both accounts configured in Outlook.

    1. Once you have your accounts configured in Outlook go to the Inbox to view your emails. 
    2. To select your whole inbox, press "Ctrl + A." To select specific emails: hold Ctrl and click to highlight the emails you wish to move/copy. 
    3. Once you have the emails you wish to move/copy selected "right-click" and a drop down menu will appear, select "Move"
    4. "Move" will give you some options as to how you can move/copy your emails: 
      • ​"Other Folder" will move the emails you selected to a new folder and then will remove the emails from your mailbox.
      • "Copy to folder" will send a copy of the emails you selected to a folder of your choosing. This option will leave a copy of the emails in your mailbox. 
    5. Once you select "Other Folder..." or "Copy to Folder.." a new window will open displaying email folders. Select the folder you wish to copy/move the emails to and click "OK" when finished.

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    Remove a name from the autocomplete list

    The AutoComplete list shows suggestions for names and email addresses when you start typing them in the 'To...', 'Cc...' or 'Bcc...' boxes. The suggestions are based on previously sent emails.

    If you want to remove a name from the list, e.g., because the email address is no longer valid, do the following:

    • Select the name you want to delete by using the arrow up/down buttons on your keyboard.
    • Click   or use the delete button.

    If you want to remove all names from the AutoComplete list, do the following:

    • Click the ’Flies’ tab
    • Click ’Settings’
    • Click 'Mail'
    • Under the heading ’Send messages’, click the ’Empty the list for auto-completion’ box.