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Email

Tampere University and TAMK

Personal email

Personal email is a part of the Microsoft 365 service package used by the higher education community. Email, calendar, tasks and contacts can be found in the Microsoft 365 Outlook messaging service. Outlook is one of the most important tools for work and studies.

All browser based applications of Office 365 are available at https://portal.office.com. Log in by using your TUNI email address.

Outlook

You can use email in the browser via Outlook Web Access (OWA) as well as with separate email software for computers or mobile devices, such as Outlook. You can use the service regardless of the time and place.

Log in to your email at https://portal.office.com with your personal email address as firstname.lastname [at] tuni.fi or firstname.x.lastname [at] tuni.fi and its password.

Your email features 50 GB of storage space and malware protection. The mailbox is located in the cloud service. Your password will not be stored in the cloud. The service complies with Microsoft’s service agreement.

N.B!

  • It is forbidden to transfer or automatically redirect organisational or work-related email messages to an account offered by a provider other than the University due to information security, privacy protection and information management reasons. In addition to this, it may constitute a breach of data protection legislation. E-mail Terms of Use of the higher education community
  • Students can forward their email to the email address of their choice.
  • Please keep an eye on your Spam folder in case important email messages have arrived there. You should move the important messages to another folder. You can also change your spam settings.
  • You can restore a message from the recycle bin for 30 days. After that, you can no longer restore the message.
  • You can also use other email programs to read your email. However, the IT Helpdesk does not support for these programs.
  • Your email is available for 14 days after your right to study ends. The staff members’ right to use the email ends in the end of their employment.
  • By using the tuni.fi email you commit to following the E-mail Terms of Use of the higher education community.

Instructions:

Encrypting emails

The pdf file contains the following information about encrypting emails:

You may ensure the privacy of your emails by encryption. Encrypting emails in Outlook means that your messages are changed from readable to encrypted text. Only a recipient with a passcode, which is the same as the passcode of the message, may read the message. A recipient who does not have the passcode cannot open the message.

Because mail is encrypted to designated recipients, you cannot send an encrypted message to service addresses or a group.

The encryption of an Office365 message:

  • Start by writing a new message.
  • Choose Options
  • Permission
  • Encrypt-Only
    You see the encryption notice in the window where you write the message.
  • Fill in the address(es) and the subject of the message and write the message as usual.
    You can add attachments, but note that permanent encryption remains only in the Microsoft O365 products. Other attachments are encrypted up to the recipient. If you must send, for example, an encrypted .pdf file, encrypt it by using the encryption of .pdf files.
  • Click Send when your message is ready.

If the recipient is in our own organisation and uses the encryption tools, he or she can read the message straight away. The list of messages shows the encryption symbol in the middle; it is a red circle with a line across the middle.

When you open the email, you see a text at the top of message saying that the message has been encrypted.

If the recipient is outside the Tampere Universities community (TUNI.FI), he or she gets an email about receiving an encrypted message. (This message is often copied by phishers, and the recipient might regard your message as a phishing message. In order to avoid confusion, let the recipient know in advance that you are about to send an encrypted message.)

When the recipient clicks Read the message, a screen appears where he/she is asked to sign on the O365 system or requested to sign in with a one-time passcode that opens the message.

The one-time passcode is an easy and handy way to verify the identity of the recipient.

A new email is sent to the recipient’s original email address, which contains the one-time passcode.

The one-time passcode is valid for 15 minutes. If it becomes stale or does not work for one reason or another, you may request a new passcode by clicking the relevant icon in the original window.

Key in the passcode to open the message.

 

IT Helpdesk
0294 520 500
it-helpdesk [at] tuni.fi 
helpdesk.tuni.fi

Published: 31.1.2019
Updated: 26.1.2023