Managing Mail

Learn how to set up rules, signatures, out of office messages, and forwarding mail to another account. Click on the links below for more details.

Set Up Rules

Find instructions on how to set up rules that can help you to efficiently organize and manage your mail.

Note: We recommend that you create rules in the Outlook Web App to ensure they are synchronized across all applications.

Set Up Signatures

Learn how to set up your email signature in the different Outlook applications. Click the links below to view instructions for this in each application.

Note: Email signatures will need to be created in each application.

Set Up Out of Office Messages

Use the buttons below to find instructions on setting up Out Of Office Messages (Automatic Replies) in your SFU Mail account.

Forward Mail to Another Account

Learn how to forward all mail messages to a separate email account. It is recommended that email forwarding be set up in the Outlook Web App. 

Set Up Email Templates

Use the My Templates add-in to insert pre-loaded text into an email. Templates created in this add-in will sync between OWA and Outlook 2016 for PC. The My Templates add-in is not available for Outlook 2016 for Mac.

Note: My Templates is a Microsoft add-in that is not officially supported by IT Services. In addition, you may experience some issues accessing this add-in in Safari and Firefox browsers.

Preserving Email Content After Leaving SFU

Find out how to download and preserve email content using a desktop application if you are leaving the university for any reason other than retirement.

Send Later

For instructions on how to use the Send Later feature, which allows you to schedule a message to be sent at a later date/time, click the links below.

Note: this feature is only available in the Outlook desktop applications and cannot be performed in the Outlook Web App. 

Alumni Email Privileges

As an alumnus or alumna, you'll keep your inbox for 1 year after you graduate. You'll be notified several weeks in advance the exact date your inbox will expire.

We recommend doing the following before your inbox expires:

  • Migrate your messages to another email provider
  • Set up Alumni Email Forwarding

You can also send from your address using Gmail's send as feature. Click here or the link below for setup instructions.