Email FAQs

Sending an attachment can be tricky – as eagles mail will want to default to getting files from your One Drive.  Also, the default is to send a HYPERLINK to a file on the One Drive vs. actually sending the file.

So, if you want to send the FILE – and not a link – follow these instructions.

1. Start a new message
2. Click ATTACH – above the TO field.
3. If the file resides on your computer – click COMPUTER (on the left)
4. Browse to the location of the file ON your computer.
5. Next you are presented with the following 2 choices:
• Attach as COPY (the original way we are used to sending attachments)
• Upload and attach as a OneDrive File

The Upload and attach method will put the file in your OneDrive, and give the email recipient access to this file.  Using this method, sends the email recipient a LINK to your document – it does not put the file in the email.  The recipient can NOT forward the document to someone else.

IF you choose Upload and attach, you are then given the choice to change permissions to Read Only  or Edit permissions.

WHY has Microsoft gone to the OneDrive method? 

Many people work from mobile devices.  If your files are in your OneDrive, you have them available to you on your phone, tablet, AND computer.  Many devices have limited amounts of storage – but we have a very large amount of space in our OneDrive.

1.) Create a new email

2.) Select the Sensitivity tab on the right

3.) Choose what type of encryption you prefer. (Critical is suggested)

In Outlook:

• Click into the Search box
• Click Instant Search
• Advanced Find

First tell Outlook WHERE you want to look – in the top right it shows the folder you currently have highlighted (I’m guessing Inbox). If you want to search beyond the Inbox – click the BROWSE button. You actually can scroll to the top and choose MAILBOX – your name. This will search your entire mailbox (including Calendar, Contacts, Deleted Items, Inbox…).

If you want to SEARCH SUBFOLDERS under the selected folder/mailbox – then check the box at the bottom. Click OK.

Next decide if you want to ONLY look in Mail items – or if you want to include Calendar-type items, Notes-type items… You make this change in the top left corner of the Advanced Find window. I typically choose ANY TYPE OF OUTLOOK ITEM.

At this point you can enter your search word/phrase in the “Search for words” box. If you KNOW the word(s) are in the Subject field – then let this default – or change to search the body of messages.

If you know the FROM/TO items – you can fill in these boxes to refine your search – otherwise leave blank.

This is typically all the functions "I" use for the Advanced search. You can check out the other tabs for a more detailed search. When the search is done – it should show you the results in a new window. This window should show you WHAT FOLDER the items are located in. Pay attention to this, it is important.

Create Rules to move messages to a specific folder based upon sender address or specific words in the subject.

Read the answer to the next question to learn about Outlook rules

Create a Rule if you are repeatedly getting the same kind of email.

Rules can filter by words in sender address, subject line, words in message headers, plus more.

If a specific email keeps sending various messages filter by "move messages from someone" option

Blocking Emails related to Spam

     1. Right click a message you recognize as spam or has malicious intent.
     2. Navigate to the Junk tab.
     3. Click "Block Sender".

If you want to check who has permission to your calendar, and possibly remove someone’s permission do the following:

Go to your calendar (example using OUTLOOK – not web mail)

Click the Calendar Icon located on the bottom left.

Here, you will see all of your calendars. Right click the calendar you wish to modify and click Sharing Permissions.

Now you will see who has permission to your calendar and their permission level.

If you have an entry called "My Organization" with the permission level "Can view when I'm busy," it does not need to be deleted (in fact, it cannot be deleted).

IF you have an entry for ANONYMOUS – that is OK to leave in the permissions – make sure it is set to NONE.  If you don’t see an entry for Anonymous – don’t worry.

The various permission levels include:

If you need to change someone's permission level - highlight their name, click the new permission level you want to give them, Apply, OK.

If you find someone you need to remove from sharing your calendar – highlight their name, click Remove, Apply, OK.

1.) Create a new email

2.) Select Encrypt on the top of the new email

3.) You can change the required permissions for opening the email.

Newer iOS instructions:

Settings / Calendar / Default Calendar - select the USI account

*** OLDER iOS instructions below ***

1. Go to Settings, select Mail, Contacts, Calendars.

2. Select USI Mail (it may show as Exchange).

3. Select Default Calendar (bottom right).

4. Using the image below - you see there are multiple calendars for each account.  Below example has "on my ipad" and "USI Mail". Select the Calendar under USI Mail/exchange.  A small check mark should appear.

Newer iOS instructions:

1) Setting / Passwords & Accounts  / Select your USI account   / Delete Account

*** OLDER iOS instructions below ***

These are the steps for an IOS based device.

1. Go to the settings app.
2. Select Mail, Contacts, Calendars.
3. Under the accounts section, select the account you want to delete.

    4. Scroll to the bottom and press Delete Account.

Click Settings at the bottom right. The Focused Inbox toggle is near the bottom of the Settings page. The change should take effect immediately.

1. On your mobile device, go to the Google Play Store and install the Microsoft Outlook app.
   
2. Open the app after it is installed.
3. Tap Get Started.
   
   
4. Enter your USI email address and then tap Continue. NO PASSWORD IS REQUIRED AT THIS POINT.
   
   
   
5. When prompted to choose an account type, tap Office 365.
   
   
6. Enter your USI Email address and tap Sign In.
   
   
   
7. If the WebLogin screen displays, enter your Eagle User ID and password and tap Login. Two-step authentication may also be required.
8. You have the option to add another account.   Tap Maybe Later to proceed to your Office 365 email in Outlook.
   
   
9. A few screens of help text are presented, which you can read or skip. Your Office 365 Inbox then displays.

Due to security changes, you can no longer use the Android Mail app with a USI account.  You should use the Microsoft OUTLOOK App.

To delete your USI account on the Android App

1) Open your email app (red icon).  If you are having trouble finding it, swipe upward from your Home Screen, then tap inside the search bar and type "email"

2) Tap on the three vertical dots in the top right  (some versions this will be 3 horizontal lines on top left)

3) Tap the Gear/Settings icon.

4) You should see all the accounts set up on this Mail App.  Find the USI account and Tap on it.

5) Tap REMOVE in the top right corner - confirm.

***
There may have been some recent changes to the Android mail app- if the above settings do not work try this:

1) Click the red Samsung email app icon

2) Click the "hamburger" icon in top LEFT - looks like 3 horizontal lines

3) Click the Gear/settings icon (top right)

4) Select/click the USI account

5) Click REMOVE (top right).

****
If after removing your USI email account from the Android mail app - you may find that the Contacts in the CONTACTS App disappear - don't despair.  Follow the following steps:

To sync your USI Contacts with the Android Contacts App

1) Set up the Outlook App

2) Start Contacts App on device

3) Click the ... in the top right

4) Choose Manage Contacts

5) Choose Sync Contacts

6) Find your OUTLOOK icon that shows your USI address and turn that ON

Click 3 dots on the right, then Settings.

Toggle Focused Inbox off. You'll need to close and restart the Outlook app for the change to apply.