Accessing UBC FASmail

Detailed instructions for accessing your e-mail from webmail (mail.ubc.ca), Outlook and smart phones can be found at http://it.ubc.ca/services/email-voice-internet/ubc-faculty-staff-email-fasmail/fasmail-setup-documents.  The best browser for webmail.ubc.ca is Internet Explorer.

Webmail

This is the simplest method and is available from anywhere.

  • Sent e-mail will show up in the Generic account, rather than in your individual User account.
  • Replies to your e-mail will go to the Generic account.

In your browser (Internet Explorer is recommended) enter https://www.mail.ubc.ca/owa/alias1.alias2@ubc.ca/, as the URL (substituting the Generic account address), then logon with your CWL account.  Two different methods of connecting are described in this document.

 

 

Adding the account to Microsoft Outlook 2016 (full featured)

  • Preferred.
  • If you plan to use the Mail Merge feature of Microsoft Word, you may prefer to create a completely separate Outlook profile (please contact Psychiatry IT for instructions) for the Generic mailbox. When you open Outlook, you will be prompted to select a profile to use.
  1. Start Microsoft Outlook.  If you are presented with a "Welcome" window, click "Next", say "Yes" to setting up and Exchange account and click "Next" again, then skip to step 5.Outlook generic primary 01
  2. Look in the Outlook list of accounts (left side);
    • If the generic account Display Name (e.g. UBC-PSYT My Generic) shows, your generic account has been Automapped.  Email sent from it will be saved to the sent folder of your individual e-mail account.  If this is not suitable for your work, please contact Psychiatry IT, to have your Outlook profile recreated, before proceeding to step 2.
    • If the generic account shows as an alias (e.g. my.generic@ubc.ca), you do not need to do anything further.  Mail sent from the generic account will show in the generic account's sent folder.
    • If the generic account does not show, proceed with step 2.
  3. In Outlook (2010 & 2013), select the File tab, Info and click on Account Settings and select Account Settings...
    O2K10gen01
  4. On the e-mail tab, click New.
  5. Enter the following;Outlook generic primary 03
    1. E-mail Address: Generic account alias (e.g. psychiatry.clerk@ubc.ca) or actual mailbox name. (e.g. ubcpsyt-g-clerk@mail.ubc.ca).  This will allow you to edit the Your Name field.
    2. Your Name: Display name for the generic account.  This field will not be editable, until you have entered the generic account e-mail address, below it.
    3. Don't enter a password yet, just click Next.
  6. If you are prompted to "Allow this website to configure [account name] server settings?", please check "Don't ask...again" and click "Allow".Outlook generic primary 04
  7. When prompted to enter your password, click "Use another account" (Outlook 2013) or "More choices", followed by "Use a different account" (Outlook 2016)Outlook generic primary 05
  8. Outlook generic primary 06Enter your FASmail user account name, beginning with "EAD\" (e.g. ead\mycwl) and your CWL password.
  9. Outlook generic primary 07You will be returned to the "Add Account" window.
  10. Click Next (may not be applicable) and then click Finish
  11. Click the Finish button. (may not be applicable)
  12. Click the Close button to close the Account Settings window. (may not be applicable)
  13. After a short period of time that Generic mailbox will appear in the mail folder list on the left side.
  14. If the Generic mailbox does not show up properly, log out of your computer, then log back in.

When you start Outlook, you'll be prompted for your FASmail user name and password for every user and generic account that you have setup in Outlook.  Always use:

  • User name = ead\yourcwl
  • Password = your CWL password

Your generic e-mail accounts will show on the left, of the Outlook window, below your regular user account, if there is one.

 

Adding the account to Outlook 2010 (full featured)

  • If you would like to keep your FASmail User account data completely separate from a FASmail Generic mailbox, you may prefer to create an Outlook profile (please contact IT for instructions) for the Generic mailbox. When you open Outlook 2010, you will be prompted to select a profile to use. It is recommended that you create a separate profile for the Generic mailbox if you plan to use the Mail Merge feature in Microsoft Word to send email.
  • When sending e-mail from the Generic e-mail address, any reply will be sent to your FASmail User address, unless you change the From field, before you click Send, each time
  • You will also need to move the sent Generic e-mail, from your FASmail User account’s Sent folder, to the FASmail Generic account’s sent folder, each time.

These instructions assume that you have already setup a FASmail User account in Outlook 2010.

  1. In Outlook 2010, select the File tab, Info and click on Account Settings and select Account Settings…
  2. Double-click your FASmail User account
    Double click your account name or alias.

    Double click your account name or alias.

  3. Click the More Settings… button.
  4. Select the Advanced tab and click the Add… button.
    Click "Advanced", then "Add".

    Click "Advanced", then "Add".

  5. Type in the name of the shared mailbox and click OK. In this example, we are wanting to access a Generic mailbox named itac-software-team. You will enter the name of the mailbox that you want to access. Click OK again to close the Exchange server window.
    Contact the e-mail account manager, in the administration office, if you don't know "name"

    Contact the e-mail account manager, in the administration office, if you don't know "name"

  6. You’ll be returned to the Microsoft Exchange window.  Click OK.
  7. You will be returned to the More Settings window.  Click OK.
  8. Click Next and then click Finish
  9. Click the Finish button.
  10. Click the Close button to close the Account Settings window.
  11. After a short period of time that Generic mailbox will appear in the mail folder list on the left side.
  12. If the Generic mailbox does not show up properly, quit Outlook 2010 and restart your computer (or log out of Windows and log back in).

Sending a mail message

You will be able to send and receive mail messages using the Generic mailbox as you would your own mail messages. However, when creating a brand new message, be sure to specify the Shared mailbox account as the sender on the From: line:

  1. Click the New E-mail button in the upper left of the ribbon to create a new message.
  2. Click the From: button of the new message and select “Other E-mail Address…”.
  3. Type in the name of Generic mailbox and press OK.
  4. The Generic mailbox address will now be the From address for this e-mail message.
  5. Proceed as normal.

Removing a shared mailbox from view

If you have previously connected to Generic mailbox and no longer want to see it or no longer have proper access to it:

  1. In Outlook 2010, select the File tab, Info and click on Account Settings and select Account Settings…
  2. Select your FASmail User account in the list and click the Change… button.
  3. Click the More Settings… button.
  4. Select the Advanced tab.
  5. Select the Generic mailbox in the list.
  6. Click the Remove button and click OK.

 

Connecting through Microsoft Outlook (simple)

Generic accounts that you are permitted to access will generally show below your FASmail user account's inbox, on the left.  A few Generic accounts have intentionally been set to not appear automatically and will need to be added with the "full featured" method, below.

This method is not preferred, because;

  • E-mail sent from the Generic account will only show in your individual User account's Sent folder. This will make it difficult for anybody else who uses the Generic account, to see what e-mail has been sent.
  • You can only see the Inbox, not any sub-inboxes.
  • You can only see one component (e.g. calendar or task list) at a time

In Outlook, select File – Open –Other User’s Folder, enter the Generic account name (e.g. ubcpsyt-g-bookings@mail.ubc.ca) and select the component that you want to access.

If you are suddenly unable to login to your FASmail account, in Microsoft Outlook, please check that your username is showing as “EAD\your cwl username

outlook logon 1

If it is showing your firstname.lastname@ubc.ca alias, or something else, choose Use another account

outlook logon 2

Enter EAD\Your CWL Username, then your CWL Password to start Outlook.

outlook logon 3

We have seen this affect both Outlook 2010 and 2013.  If you continue to have difficulty, please contact Psychiatry IT or UBC IT Service Centre.

 

Other setup documents can be found at http://it.ubc.ca/services/email-voice-internet/ubc-faculty-staff-email-fasmail/fasmail-setup-documents#emailsetup.