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Vmail: Frequently Asked Questions

What is the Vanderbilt e-mail address policy?

Click here to learn about the Vanderbilt E-Mail Address Policy.

How do I log into Outlook Web Access (OWA)?

Users can log into Outlook by going to https://email.vanderbilt.edu using either a Public or Private computer. Your choice depends on where you are.

Check public computer (blue highlight) if you are using a computer which will be used by more than one person. Examples of public computers include computers in a public place, computers shared in an office, or kiosks . For security reasons, selecting the public computer option will log out of email after 30 minutes of inactivity and e-mail addresses will not be cached when sending messages.

Check private computer (green highlight) if you are the only person who uses the computer. The private computer option will log out of email after 8 hours inactivity. This option will cache email addresses when sending messages.

How many people can I send an e-mail to?

E-mails may be sent to a maximum of 250 recipients per email. It can be adjusted to meet a business need if approved. VUIT encourages the use of Distribution Lists to help main this recipient count.

If you use an Outlook Contact List instead of a Distribution List, each recipient in the Contact List counts as a single recipient.

Each mailbox can send emails to a maximum of 10,000 recipients per day.

What is the attachment size limit for e-mails?

The Collaboration team recommends the sharing of files via links to OneDrive or Box shares, instead of email attachments,

The message size limit for e-mails in Vanderbilt is 25 MB. This size limit includes all attachments. If you need to send a large attachment, choose one of the following options:

  1. Compress the file using Windows Explorer, WinZip, or 7Zip.
  2. Attachment Count: Total number of attachments may not exceed 256.
  3. No single attachment can exceed 20 MB.
  4. Archived attachments in ZIP, TAR, SIT, or other compressed format may not exceed 20 MB.
  5. Total number of files within an archived attachment may exceed 256.
  6. The maximum folder depth within an archived attachment may exceed 20.
  7. Split the file into two or more smaller files and send in separate e-mails.
  8. Contact Partner Support for assistance in transferring large files.

Note: Other message size restrictions may be applied by your recipient’s domain and will take precedence over our limits.

Does Vanderbilt filter attachments?

Yes. To prevent the spread of viruses, protect campus productivity, & resources, Vanderbilt Information Technology (VUIT), in consultation with IT School Leaders and the Senior School Leaders IT Committees, has elected to prevent certain IN-BOUND (not internal email) attachments from passing through the Vanderbilt mail servers beginning November 15, 2004.

VUIT annually reviews extensions to be blocked with IT School Leaders and the Senior School Leaders IT Committees. Potentially dangerous attachments are identified by their three letter filename extension. All attachment extensions will be assessed and the selected extensions will be rejected, regardless of the Operating System of the originating computer."

How do I modify Distribution Lists in Outlook?

1. Open the Address Book and look up the distribution group.

2. Right-click the distribution list and select Properties.

3. Select Modify Members on the lower right.

4. Add or remove users. Click OK to save and exit.

Note: All changes made take up to 24 hours to replicate to local copies of the address book in Outlook. Changes to replicate OWA’s address book within 15 minutes.

How do I modify Distribution Lists in OWA?

1. Log into OWA: https://email.vanderbilt.edu .

2. Go to “Options” and click on “See All Options”.

3. Click “Groups” on the left.

4. You will see two columns: Public Groups I Belong To & Public Groups I Own .

5. Find the distribution list in “Public Groups I Own” and double-click it.

6. Add/Remove members or owners under the “Ownership” and “Membership headings.

7. After the desired changes have been made, click the Save button.

NOTE: All changes take up to 24 hours to replicate to local copies of the address book in Outlook. Changes replicate to OWA's address book within 15 minutes.

What is Spam?

Spam is commonly defined as th e sending of unsolicited bulk e mail - that is, email that was not asked for (unsolicited) and received by multiple recipients (bulk).

What does Vanderbilt use to manage spam?

VUIT utilizes Microsoft Exchange Online Protection (EOP) to filter spam for the university . All VMail and VUGmail users are enrolled in the service by default. Email sent to other external email services such as Yahoo! or Hotmail will not be filtered, though you may review these messages on campus.

How does EOP work?

Click here to learn more about Exchange Online Protection.

I received an email from EOP or believe the service accidently quarantined an email. How do I access quarantined emails in EOP?

Follow this link https://admin.protection.outlook.com/quarantine to access emails quarantined by E xchange Online Protection (E OP ) . Enter your VUnetID @vanderbilt.edu and eP assword .

If you are on a MAC and received an error regarding certificates, click here and follow the steps.

I’m in. How do I manage my quarantined emails?

Click here for information on managing your quarantined emails.

How do I report spam I receive?

If you receive a spam email, you can send an email to Microsoft by forwarding the email as an attachment to: abuse@messaging.microsoft.com . Additionally, Outlook users may download a plugin from Microsoft, allowing the ability to report email as spam from within the message itself.

How do I manage my Junk e mail filter in Outlook ?

Click here to learn how to manage Junk email settings.

What is a Safe Sender?

Safe senders are emails you do not want quarantined by Outlook . Emails are classified into two classes. Direct and Campaign.

Direct emails are messages sent directly from one person to another. This includes distribution or contact lists. The person listed in the “From” line is the one who sent the message.

Campaign emails are sent to large groups of people from one person. Third party applications such as Constant Contact, My Emma, etc … are examples of such applications. The person in the “From” line on these emails is not the person who sent the message in most cases.

 

How do I mark a recipient as a Safe Sender?

Click here to learn how to mark a Safe Sender in Outlook.

Click here to learn how to mark a Safe Sender in OWA.

 

How do I change my primary email address?

To change your primary email address, please submit a request ticket .