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Email, calendar and email addresses

Aarhus University's shared email and calendar system, Microsoft Exchange, is an important prerequisite for closer cooperation at AU.

Here you can find manuals for Outlook, webmail, email configuration on your mobile phone etc. 

 

 

Main guidelines

All users are committed to act within the AU guidelines when using the shared email and calendar system, including the AU IT information security and Act on Processing of Personal Data.

The key phrase is common sense. First and foremost, do not use email privately to an extent that annoys others, and you should never use your AU email commercially.

Read the main guidelines.

Tips for your AU email and calendar

General

  • Make sure that your PC/Mac and Office package are always updated. Please contact your local IT support if you have any questions.
  • If you are asked to enter your password for your email accounts several times, please delete saved passwords for mail.au.dk, outlook.au.dk and outlook.uni.au.dk in Credential Manager/Keychain.  
    Please contact your local IT support if you have any questions.
  • Always send a reply when you accept or decline a meeting. If you delete a notification of a meeting without giving a reply, the meeting organiser will not be notified whether or not you will participate in the meeting. 
  • To ensure that your email program perform optimally, it is a good idea to keep the number of emails in your inbox and events in your calendar low. You can use archiving for this. For better performance avoid placing folders directly under the inbox.”
  • If you need to send large files (over 50 MB for Windows users and 10 MB for Mac users), please use the service FileSender. Find more information.
  • We recommend that you use Mail and Calendar or Outlook WebAccess in stead of Outlook 2016, if you use Mac. You can combine the two email programs.    

Using mail and calendar on other divices than your computer

  • If you have connected your AU email and calendar to your mobile units (e.g. smartphone) please make sure that your AU calendar (Exchange calendar) is your primary calendar on these units.
  • If you have both your AU email and calendar and your private email and calendar connected to your mobile units (e.g. smartphone) please be aware which email and calendar you use.
  • You must limit the amount of data you synchronise to your mobile units (e.g. smartphone). We recommend only synchronizing 14 days of data.”

IT security

  • You must NEVER give your password to anyone. If you are asked to give your password in an email, the email is ALWAYS a phishing email. Find more information about phishing emails.
  • If you receive an email where the text looks like it has been translated by a machine, that is bad grammar and spelling mistakes, ALWAYS be suspicious. 
  • If you receive an email with links, always consider whether or not you trust the website the sender wants you to visit. 
  • Please be aware, that the sender address can be forged. Read the last two advice and consider if the sender is credible. 
  • If you use your AU email for private use, you should mark your private emails and events with 'private'. Find more information in AU's security policy.

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

If you want to synchronise your mobile phone or tablet with AU’s email and calendar system you will need to accept the rules/the policy. The rules apply whether you use a unit paid for by AU or a private unit. The rules only apply to staff - not students.

Why are there rules? 

Today, email is part of the case handling at AU which means that staff members potentially can have personal information in their mailbox. Because of that AU is obliged to follow the legislation on handling personal information including "sikkerhedsbekendtgørelsen".

What are the rules? 

After a dialogue with both lawyers and "datatilsynet", the central information safety committee at AU has implemented the following rules:

  • Only units which can follow the rules/policy are allowed to synchronise. 
  • There must be a PIN on the unit. 
  • The PIN must have min. 4 characters.
  • After 25 incorrect login tries, all content on the unit is deleted. 
  • You cannot reuse your PIN on a new unit. 

The above has led to some comments and questions, especially concerning deletion of content. However, most staff members can accept the issue. Additionally, experience from other universities and organisations point to the fact that such rules do not cause problems with unintended deletion in practice.

Does the rules mean that AU can monitor my unit and the use of it? 

There has also been some concern regarding the possibility to monitor staff members, e.g.

  • Can you see my personal emails (synchronised from other email systems)?
  • Can you see my Pictures?
  • Can you see which websites I visit?
  • Can you see which apps I download?
  • Can you see my text messages?
  • Can you see my contacts?
  • Can you remote change my PIN? 

This is a different ball game, however as a staff member at AU you have the right to know the answer to the above questions.

The short answer is NO.

AU cannot monitor units by means of the policy. The policy is a configuration file which is sent to the unit and hereafter the unit sets itself depending of the content of the file. Therefore, AU cannot see any content or the like on your unit  by means of the policy.  

If you have any questions to the policy, please contact Information Safety Manager Ole Boulund Knudsen.

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