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Email and calendar Office 365

Aarhus University’s joint email and calendar system, Exchange Online, is part of Office 365. Exchange Online accommodates your AU email and calendar.

Exchange Online provides better email security with two-factor validation. You will find guidelines here on Outlook, webmail and email setup on mobiles.

Essential guidelines

All users are obliged to comply with AU’s guidelines on use of the combined email and calendar system, including AU’s IT security policy and the data-protection legislation

The key concept is common sense. First and foremost you should not use private emails to an extent that will obstruct other people’s work, and you should never use your AU email address commercially.

Read more about the essential guidelines.

Useful advice for your AU email and calendar

General information

  • You must ensure your PC/Mac and Office package are always updated. Contact your local IT Support if you have any questions.
  • If you’re asked to enter the password to your email account several times you must delete stored passwords for email, Outlook and Office in Credential Manager/Keychain.  Contact your local IT Support if you have any questions.
  • Always send an answer when accepting or rejecting a meeting. For example, if you delete a meeting request without sending an answer the meeting convener will not receive notification that you do not wish to attend the meeting.
  • To ensure that your email program works optimally it’s a good idea to limit the number of emails in your inbox. You may wish to use archiving for this. Also avoid folders in your inbox. Instead, create folders at the same level as your inbox.   
  • If you are to send large files (over 50 MB for Windows users and over 10 MB for Mac users), you should use the FileSender service. Read more about FileSender.
  • We recommend that you use Outlook 2016 for both PCs and Macs.

Use of email and calendar on devices other than your computer

  • If you’ve linked your AU email and calendar to your mobile devices (e.g. smartphone) you should ensure your AU calendar (Exchange calendar) is the primary calendar on these devices.
  • If you have both your AU email/calendar and private email/calendar linked to your mobile devices (e.g. smartphone) you should pay attention to which email and calendar you are using and when.
  • You should limit how much you sync with your mobile devices (consider whether you can make do with syncing email every 14 days).

IT security

  • You should NEVER disclose your password to anyone. If you’re prompted to provide your password in an email, then that email will ALWAYS be a phishing email. Read more about phishing emails.
  • If you receive an email in which the text looks machine-translated, i.e. poor grammar and spelling mistakes, you should ALWAYS be suspicious. Read more about the spam filter.
  • If you receive an email containing links, you must always assess whether you trust the website the sender wants you to visit.
  • You should be aware that the sender’s address may be fake. Look at the top two lines and assess whether the email is from a trustworthy sender.
  • If you use your AU email privately you should mark such private emails and agreements ‘Private’. Read more in AU’s security policy.

Policy for the use of AU email and calendar on smartphones/tablets

If you wish to sync your mobile or tablet with AU’s email and calendar system you have to accept a number of regulations/policies. The regulations apply regardless of whether you’re using a device paid for by AU or your own private device. The regulations only apply to employees – not to students.

Why have regulations been introduced?

Email is now part of the processing of cases at AU. This means (sensitive) personal data can potentially be found in a given employee’s mailbox. AU is thus also obliged to comply with the legislation on processing of personal data, including the Executive Order on Security.

What are the current regulations?

In collaboration with lawyers and the Danish Data Protection Agency, the Central Information Security Committee has decided to implement the following: 

  • Only devices compliant with the regulations/policy may be synced.
  • The device must have a PIN.
  • The PIN must comprise at least 4 characters.
  • You cannot re-use the PIN on a new device.
  • The device must be encrypted.

Do these regulations mean AU can monitor my device and the use of it?

Concern has also been expressed about the possibility of monitoring employees, e.g. in the form of questions such as:

  • Can you check my personal emails (synced from other email systems)?
  • Can you see my images?
  • Can you see which websites I visit?
  • Can you see which apps I download?
  • Can you see my text messages?
  • Can you change my code remotely?

This is a slightly different situation, but as an AU employee you are of course entitled to have these questions answered.

The short answer to the questions is NO.

AU can’t monitor devices using the policy that has been set up. The policy is a configuration file that’s sent to the device and then autosets, based on the content of the file. This means AU can’t see any content etc. on the device.

If you have any questions about the policy you can contact Information Security.

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