Tag Archives: Email

Configuring Out of Office Reply for a Shared Mailbox

Do you manage a shared mailbox in Microsoft Outlook?

Now that it’s Christmas and you may be thinking about switching on Automatic Replies (Out of Office), doing so for a shared mailbox can be a real battle. Christmas is all about The Good News and there’s good news here too: there is an easy way to do this.

The easiest way to switch on Automatic Replies (Out of Office) for a shared mailbox is to do so through Outlook Web App.

This is actually pretty quick and straight forward, so don’t be put off by all the steps in the instructions below. Just forge on!

  1. Log in to Outlook Web App (OWA)
    – by following these steps
    – or by clicking this link

Now you are logged in to OWA, all you need to do is access the shared mailbox and switch on Out of Office.

2. Access the shared mailbox
Click your name in the upper-right corner of the OWA window
(a dialogue box appears titled Open Other Mailbox)
    –
Enter the name of the shared mailbox you’d like to add the Out of Office reply to, then click Open (the shared mailbox opens)

3. Switch on Out of Office
Click options in the upper-right corner (just below where your name was before you opened the shared mailbox)
Click set automatic replies
Set up your Automatic Reply, ensuring you consider replies to senders inside the organisation and outside the organisation
(to get started, click the radio button titled Send automatic replies)
– you can set an automatic start and end date/time if required
Click Save in the lower-right corner (it has a green tick next to it).
When you are finished, click sign out  in the upper-right corner.

If you have a Tech Tip suggestion, please let me know.


For great time-saving tips, look up our Archive of Tech Tips or look through the the Technology Information for Staff website.

Was this tip helpful to you? Anything else you want to know? Please leave a comment below.

You’ll find more learning at Learning and Development.

Computer or Device Misbehaving? Restart!

Yes, it’s boring advice, I know. But more and more these days I find that the solution to weird things happening on my computer or phone or tablet – things just not working right – is to restart.

Switch it off, count to 20*, and switch it back on.

(*Some devices hold their memory for a few seconds, so count to 20 while it’s switched off, and practice some mindfulness while you’re at it.)

Thanks to Shannon Miller for this Tech Tip suggestion!
If you have one, please let me know.


For great time-saving tips, look up our Archive of Tech Tips or look through the the Technology Information for Staff website.

Was this tip helpful to you? Anything else you want to know? Please leave a comment below.

You’ll find more learning at Learning and Development.

Who do you forward a phishing email to?

We have an email address to send phishing scams to.
However you need to do it in a particular way:

  1. Create a new email message, addressed to report-phishing@canterbury.ac.nz
  2. Drag the phishing email from your email Inbox and drop it onto the new email message. This adds the phishing email as an attachment to the new email message – this is an important step because ITS need the internet header of the scam email.

You might be wondering why you can’t just forward the phishing email? By attaching the email you ensure that the phishing email’s sender header information is included too, and ITS need that information.

Further reading:


For great time-saving tips, look up our Archive of Tech Tips or look through the Technology Information for Staff website.

Was this tip helpful to you? Anything else you want to know? Please leave a comment below.

You’ll find more learning at Learning and Development.

Access Your Computer Remotely

Are there times when you are away from your computer and would like to access your full computer desktop as if you are sitting at your desk – with access to your network drives, Outlook, and applications – from somewhere outside the University, or perhaps from another computer elsewhere in the University?

If so, Remote Access is for you. Options for Remote Access are explained in the Technology Information for Staff website.

Note that:

  1. To have remote access, you must contact the IT Service Desk to organise setting up remote access to your computer.
  2. If you have been upgraded to Windows 10, you must install the UC Remote Desktop Utility before your remote access will work.

The Technology Information for Staff website is your go-to place for information about the technology that you are likely to use regularly at the University of Canterbury.


For great time-saving tips, look up our Archive of Tech Tips or look through the the Technology Information for Staff website.

Was this tip helpful to you? Anything else you want to know? Please leave a comment below.

You’ll find more learning at Learning and Development.

Email phishing test exercise

Did you know 45% of the world’s sent email is SPAM? While some SPAM email can be harmless enough, there are people out there who use email to target others, exploit their personal information and data or alter the behaviour of the device they are using.

To help us understand how well we are supporting and educating UC students and staff on cyber security we will be carrying out random phishing test exercises between now and the end of year.

The exercise will involve sending emails that use techniques similar to those used by cyber criminals to encourage the recipient to take a specific action. We will send these to a random group of UC email addresses and monitor the outcome – link clicks or attachment opens. We will only be recording the number of actions taken during the exercise and what technique was responded to. No personal information of individuals in the test group will be retained.

UC takes this kind of exploitative SPAM email seriously and employs a number of tools to reduce the amount that gets to you. The most effective way to reduce harm to you, your data and UC is to be aware of techniques being used by cyber criminals and to educate users about what to look for, how to react and who to report incidents to.

If you have any questions or concerns please contact the ITS Service Desk on 0508 UC IT HELP (0508 824 843) or on 03 369 5000.