1. Email
1.1. Outlook - Delay Delivery

Microsoft Outlook delay delivery feature

A helpful feature in Microsoft Outlook allows you to delay delivery of all messages, meaning they'll be held in your outbox folder for anything from 1 minute up to 2 hours, giving you time to stop them if needed.

See https://support.microsoft.com/en-gb/office/delay-or-schedule-sending-email-messages-026af69f-c287-490a-a72f-6c65793744ba#__toc294769135 for information on how to set this helpful feature up.

Please note, there are two important caveats apply to this feature;

1.      This rule only works when running Outlook for Windows.  It is not available in Outlook for iOS or Android, or Outlook for Mac.

2.      If you use this feature it’s important to check all emails have sent (i.e. the Outbox is empty) before you close Outlook, otherwise they will not send until you start Outlook again.

1.2. Email Protocol Information

Email Protocol Information - Supported Email Protocols as of 26 August 2020

What's changed?

As of Wednesday 26th August the way our staff and students access email is changing.  The support for three legacy mail protocols (IMAP, POP3 and SMTP) is being turned off, and any email applications using those protocols will stop working on that date.  Affected applications include Mozilla Thunderbird, Evolution & Kmail on Linux and Spark and MacOS Mail (using IMAP/POP/SMTP) on Apple Mac.

 

Why is it changing?

There are a number of reasons why this decision was made;

  1. These protocols (some of which date back to the 1980's) are increasingly being used by hackers to compromise email accounts in the University.
  2. The security detection and prevention options available using modern authentication methods (e.g. multi-factor authentication and conditional access) are not available on these legacy protocols.  Continuing to allow their use increases the risk of account compromise, and potentially the theft of personally identifiable information or valuable intellectual property, with the potential financial and reputational damage which would result.
  3. Article 25 of the EU General Data Protection Regulation requires the University to implement appropriate technical and organisational measures to protect personal data, taking into account "the state of the art" [1], and continuing to support legacy authentication methods would not be compliant with this requirement.
  4. In the second half of 2021, Microsoft will turn off this functionality permanently, so this change is inevitable.

 

What do I need to do?

  • If you use a current version of Outlook (Outlook 2016, 2019 or Outlook 365 on Mac and Windows or Outlook for iOS and Android) then you don't need to do anything.
  • If your email application is setup to use IMAP, POP or SMTP then you need to move to a supported mail client.  We recommend using Outlook, as it is available on most platforms and devices.  If you are using Linux, your best option is to use webmail (https://webmail.plymouth.ac.uk) which will redirect to Outlook Online, which gives a modern user experience without needing a client. 
  • Linux users may wish to explore alternative email applications, but should be aware that those which rely on Exchange Web Services are likely to stop working in 2021 Q3 or Q4, when all legacy authentication protocols (as defined at https://docs.microsoft.com/en-us/azure/active-directory/conditional-access/block-legacy-authentication) are turned off.
1.3. Accessing generic mailboxes via Office 365
1.4. Redirecting email

Staff and students can redirect their email if required.

We recommend all students set up email forwarding if they don't regularly check their student email account, to avoid missing important communications.

For information on how to set this up, see how to forward email to another account.

Find out more about your Office 365 account

1.5. Setting up a new outlook profile or adding mailboxes. Office 365

Office 365 migration outlook client issues

If you have recently had your staff account migrated to office 365, you may find that outlook is unable to connect to the email server, or you may have difficulties accessing additional mailboxes that you have added within outlook.

The attached guide will take you through the steps to set up a new outlook profile and re-attach any additional mailboxes that you need to access.

1.6. Access email from home
   Q:  
Can I get to my email from home ?



   A:  

Yes. The portal is a web-based service, so it can be used to access your emails and other University resources from any PC connected to the internet, using your unique username and password.

The portal address is:
 
Staff:         https://portal.plymouth.ac.uk 
 
 
Please click the 'My Email' Icon once you are signed into the portal
1.7. Connecting to another mailbox in Outlook

The linked document illustrates how to add an email account (which you have permissions for) to your Outlook profile.

Example uses include: an account for which you have delegate access if you are a PA, or an umbrella account accessible by a number of staff equally such as 'example-event@plymouth.ac.uk'.
1.8. Blocked attachments & Zip files






  
To protect the system from viruses and other harmful programs, potentially harmful attachments may be blocked by the Exchange system. The types of files that are not allowed include: exe, vbs, js, mdb (ie. executables, visual basic script, java script, Access database).
 
If you need to receive a file of this type you must ask the sender to send it as a 'Zip' file. A Zip file is sometimes called an 'archive' file. The Zip file itself is just really a container ... it holds the real files inside it. The purpose behind the Zip file is transportation and storage.
 
Software for Zip files
 
Plymouth University uses '7 - Zip' as a file archiver. Online FAQ for 7 - Zip can be found here
 
 
1.9. Calendars
1.9.1. Calendar 12 month display
   Q:   How do I make my calendar display 12 months ?

   A:  

In Outlook, go to Tools/Options in the menu then click the Calendar Options button. In the Calendar Options window click on Free/Busy Options, then Other Free/Busy.... and type 12 in the Publish box.

Click OK to close each window.

1.9.2. What is the group option for in Outlook calendars
 
Q. What is the group option for in Outlook calendars?
 
A. You can create a new group and moved shared calendars to that group to keep organised & easier to manage if you have several shared calendars to work with.

To create a group:

1. In Calendar view, choose the Home tab & Calendar Group.
2. Click Create New Calendar Group and type a name for the group.
3. Search for the names of the people whose calendars you want to add to your group. Then from the Search results, add selected names one-by-one to the Group Members list at the bottom of the dialogue box.
4. Click OK to confirm.
1.10. Changing email format
  


  

Outlook uses  MS Word 2010 as its default editor.

To change the format to Rich Text Format (RTF) or Hyper Text Mark-up Language (HTML):

  • click on the Tools menu and choose Options
  • click the Mail Format tab
  • select the format for your messages by selecting an option from the Message Format drop down list.

 

 

1.11. Contacts
1.11.1. Viewing your contacts list
  


  

In Outlook go to ...

  • Tools
  • Account Settings
  • Address Books 
  • New
  • Additional address books
  • Next
  • Select Outlook Address book
  • Next

Exit Outlook

Go back into Outlook (You need to do this for each folder you wish to see)

From the Folder list (View > Folder list) right click on your Contacts Folder, choose Properties, select the Outlook Address Book Tab, tick beside Show this folder as an email address book.

This should allow Contacts to be viewed in the drop down menu in the address book

 

 

1.11.2. Exporting Contacts or folders
   Q:   How do I export my Outlook contacts list or other folder ?

   A:  

You must first highlight the folder to export by selecting it in the folder list.

This could be your contacts, notes or calendar for instance:

  • go to File/Import and Export in the menu and choose Export to a file, click Next
  • select Comma Separated Values (Windows) and then Next
  • confirm that you have selected the correct folder and browse to the location where you wish to save the exported folder then click OK
  • click Finish to confirm the operation.
1.12. Delegate accounts and private email
Q: Why can't I see all the items in a shared mailbox? 
 
A:  The Microsoft Outlook client is designed to filter messages marked as private so that only the intended recipient is able to view the message in their inbox.  The filtering process prevents delegates from viewing the contents of private messages that were intended for the original recipient only.

This means that if you add another user’s mailbox or a delegated generic account to your Microsoft Outlook profile, when you open this other mailbox, you are not able to view messages that are marked private.

To enable delegates to see messages marked as private, follow these steps in Outlook.

1.    The Originators (shared) account must set this up for all delegates

2.    On the Tools menu, click Options, then click Delegates tab

3.    Click Permissions and assign reviewer permissions (or higher) to the inbox

4.    Click to select the “Delegate can see my private items” check box

5.    Click OK and then Apply

Please note that once you have allowed this then all emails marked private will be able to be read within your mailbox by your delegates.

Tip: It would be good practice to login to Generic accounts and set up this access for all delegates of the account, in case someone does send an email marked private.

1.13. How do I digitally sign and encrypt email using Outlook?
1.14. Email address
   Q:   What's my email address ?

   A:  

You can check by looking on your portal page or in the Outlook Address Books.

Note: Your display-name is usually forename.surname but it may contain an initial or a number where there are duplicates.

  • UoP staff:  display-name@plymouth.ac.uk
  • UoP student:  display-name@students.plymouth.ac.uk
  • UoP postgraduate student:  display-name@postgrad.plymouth.ac.uk  
  • PCMD student:  display-name@students.pcmd.ac.uk
  • Peninsula Medical School (PMS) staff:   display-name@pms.ac.uk
  • PMS student and postgrad:   display-name@students.pms.ac.uk
  • Peninsula Allied Health Collaboration (PAHC) student:   display-name@students.pahc.ac.uk
1.15. Grouping in Outlook
Q. How do I Switch off grouping in Outlook so it does not split it into today, yesterday, etc?
 
A. Go the the View menu in Outlook, choose Arrange By and uncheck 'Show in Groups'.
1.16. Mailbox size - check
   Q:   Can I check the size of my mailbox?

   A:  

Staff can find out the size of their mailbox and any Outlook folder:

• Click on File and select Mailbox Cleanup from Cleanup Tools and click on the View Mailbox Size button to see the size your inbox and each folder within it.

The total size of the mailbox and subsequent folders will be displayed (where 1000K = approx 1MB).

1.17. Message Header
   Q:   How do I find the full header in an email message ?

   A:  
Open the email message and click on the arrow to open up the Options menu box.
The window that opens will show the message's full header, labelled Internet headers. This describes the route the message has taken to your mailbox.
 
In case of problems with message delivery you may be asked to give this information to our support staff. You can copy and paste it into an email or document if necessary.

This is an example route and email could take:

Microsoft Mail Internet Headers Version 2.0
Received: from ils200.uopnet.plymouth.ac.uk ([141.163.66.67]) by 03-CSEXCH.uopnet.plymouth.ac.uk with Microsoft SMTPSVC(6.0.3790.211);
Wed, 9 Feb 2005 06:30:14 +0000
Received: FROM tracy.csd.plymouth.ac.uk BY ils200.uopnet.plymouth.ac.uk ; Wed Feb 09 06:19:53 2005 0000
Received: from mercury.ex.ac.uk ([144.173.6.26])
by tracy.csd.plymouth.ac.uk with esmtp (Exim 4.43)
id 1CylMX-0002aL-8u
for g.dean@plymouth.ac.uk; Wed, 09 Feb 2005 06:30:09 +0000
Received: from [144.173.6.1] (helo=cen.ex.ac.uk)
by mercury.ex.ac.uk with esmtp (Exim 4.41)
id 1CylMX-00yj2S-3M; Wed, 09 Feb 2005 06:30:09 +0000
From: root@exeter.ac.uk
Date: Wed, 9 Feb 2005 06:30:08 GMT
Message-Id: <162875897.200502090630@cen.ex.ac.uk>
To: peter.rayment@pms.ac.uk, natalie.heath@pms.ac.uk, rebecca.pearce@pms.ac.uk,
G.Dean@plymouth.ac.uk, S.L.Grange@exeter.ac.uk
Subject: Exeter PMS student updates
X-Spam-Checker-Version: SpamAssassin 2.64 (2004-01-11) on
tracy.csd.plymouth.ac.uk
X-Spam-Level:
X-Spam-Status: No, hits=-4.7 required=8.0 tests=BAYES_00,NO_REAL_NAME
autolearn=ham version=2.64
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X-SA-Exim-Version: 4.1 (built Wed, 01 Sep 2004 12:39:50 +0100)
X-SA-Exim-Scanned: Yes (on tracy.csd.plymouth.ac.uk)
Return-Path: root@exeter.ac.uk
X-OriginalArrivalTime: 09 Feb 2005 06:30:14.0182 (UTC) FILETIME=[D02F6460:01C50E70]

1.18. Out of office
   Q:   Can I use Outlook to let people know I am on leave?

   A:  

Yes.  Outlook has a useful feature called the Out of Office Assistant which allows you to send a message to senders even when your PC is switched off.

To set up the Out of Office Assistant:

  • click on the Tools menu and select Out of Office Assistant to open the dialogue box
  • select I am currently Out of the Office
  • click in the AutoReply only once to each sender with the following text: window and type the message you want people to receive
  • click OK

The first time you log in to Outlook after switching on the Out of Office Assistant, you will be reminded that it is on and asked if you wish to switch it off.

Running Rules in the Out of Office Assistant:
 
You can set up the Out of Office Assistant to process your rules i.e. you may be expecting mail that needs to be dealt with immediately so you can set up a rule that will forward messages received by a particular person.

These instructions will allow you to send an Out of Office message as well as forward any mail you receive from a specific person:

  • click on the Add Rule button to open the Edit Rule dialogue box
  • click on the From button, select a name and click OK to confirm
  • click the Forward tick box to select it, click the To button and select the name of the person you wish to forward the mail to
  • click OK and notice that the rule appears in the dialogue box window
  • click OK to finish

 

 

1.19. Personal distribution lists
   Q:   How do I create a personal email distribution list ?

   A:  
  • Create a new distribution list in your Outlook Contacts folder by clicking New Contact Group.
  • Name your group and click Add Members; you can add members from your Outlook contacts, your address book or by adding a new email contact.
  • Choose where to find your contacts and double click the contacts names.
  • When you have finished choosing your contacts click OK and the names will be displayed in the members list.
  • Click Save & Close
  • The new distribution list will now be in your Contacts.
1.20. Phishing emails

Phishing

What is phishing?

Phishing is the name given to the practice of sending emails purporting to come from a genuine company or organisation operating on the Internet.  These scam emails attempt to deceive the recipients into entering confidential information such as credit card or bank details, passwords and account data.  The links contained within the message are false, and often re-direct the user to a fake web site.  Many fake emails can look very convincing, complete with company logos and links that seem to take you through to the company website, although this too will be a fake.

How can I tell if an email is genuine or fake?

You need to be alert to the threat as there are often common clues that may help you identify a phishing email. For example, you may find that the email:

•    Has come from an unexpected email address (e.g. @hotmail.com, @gmail.com or @yahoo.com) instead of one associated with the organisation that is claiming to be contacting you.

•    However, you should never respond to any email including internal email addresses, that ask you to provide confidential information even if the email appears to come from a genuine source.  The University will never ask for such information via email.

•    May contain poor spelling and grammar, and/or a lot of capital letters

•    Warns of a big change but has no email address or phone number for further information

•    The message will have minimal content other than a link or button to click through to a web page that prompts for your user ID and password.

What happens if I respond to a phishing email? 

If you unsuspectingly divulge your University account username and password to a third party, you could be putting yourself and the University at risk.

•    Your email address may be accessed and used to send tens of thousands of spam emails to others.

•    Microsoft will place a block on your email account for 14 days (2 weeks), during this time you will not be able to send email from your university email address.

•    Compromised accounts could lead to email from Plymouth University being delayed or blocked by other universities and Internet Service Providers (ISPs) including our main provider Microsoft.

•    If you handover you login credentials the attackers could access the record systems to steal your bank details, home address, national insurance number and employment details – all of the ingredients needed to commit financial fraud and identity theft.

•    You will have given an unknown third party access to all university data that you have access to.

•    The University’s public image could be damaged if vital information is hacked e.g. from student or staff records.

•    Other students and staff are at risk from hacking and may be denied access to other services .

 

Isn’t my account protected?

The University detects and blocks some 10000 attacks every month. But sometimes the protection is breached, usually from an internal source and so it is inevitable that a small percentage of this constantly evolving phishing threat will make it through to your inbox - before being identified and blocked from causing further disruption.

How can I stay safe?

Use the following tips to protect yourself and the University.

  • Never disclose personal information in response to an email. University staff will never ask you to reveal your login details via an email
  • Never type your username/password details into an unknown website that has opened after clicking a link in an email
  • Treat your University IT account details as highly confidential and a way of accessing sensitive information – never disclose your login ID or password to anyone outside the University
  • Avoid using your University account password on other internet services outside the University
  • Look carefully at who the email is from and the content. If it is not an email you were expecting or it is inviting you do something suspicious or unexpected then review the content against the ‘five things’ NB it may have been sent from a compromised Plymouth University email address – DO NOT respond to any request for your password or confidential details.
  • Even if you suspect an email message may be genuine, do not click the links within the mail message.
  • Does the e-mail contents make sense?  Are there obvious spelling/Grammar mistakes?
  • If in doubt telephone the sender to check if it is genuine
  • To report a phishing email, please forward the email to:

      Staff:  Uop.phishing@plymouth.ac.uk
      Students:  Uop.phishing@students.plymouth.ac.uk
      Post Graduates:  Uop.phishing@postgrad.plymouth.ac.uk

  • If you need further advice phone the service desk on 01752 588588.

 

Remember, the only person who needs to know your password is you. Do not trust any email that asks you to provide your login information.

 

·         If you suspect your account has been compromised, IMMEDIATELY contact the service desk via 01752 588588 to re-secure your account.

 

If you need any further advice on spotting phishing email, please review the links below for further information and reading

Billy the Seagull goes phishing
Anatomy of a Phishing Message (a webcast produced by Professor Steve Furnell)
Social engineering: Exploiting the weakest links
University IT Policies, Rules and regulations 

 

1.21. What is POP3?
Post Office Protocol version 3 (POP3) is used to retrieve email from a remote server over an IP connection.  The University does not support POP3 access to the email service.
1.22. Recall email message
   Q:   Can I recall an email once it’s been sent ?

   A:  

Possibly.

  • go to the Sent Items box and open up the mail you wish to recall
  • go to Actions and click on Recall this message
  • select the Delete option you'd like to use

If the recall is successful then you will receive a notification.

However, it may be that the message is beyond recall.

1.23. Restore deleted messages
  


  

If you use Outlook 2010 click on the Folder Tab, then click Recover Deleted Items. Select the items in the pop up window you wish to restore and then click on the envelope icon to recover the selected items.

You can then select which messages to restore. However, these messages are only available for restoration for about 21 days.

If you use Outlook Web Access select Options on the left-hand side of the page and Deleted Items in the list of options.

You can then retrieve some or all of your deleted messages.

1.24. Set Outlook for the web default reply behaviour

The default action for the reply button in Outlook on the Web is 'Reply to all'. This may catch out some users who are expecting the button to be a simple 'Reply' to the sender.

By default, the button that appears in the reading pane is 'Reply all'. (To send a one off Reply to sender, you can select 'Reply' by clicking the down arrow on the right hand side and selecting 'Reply' from the list.)

To change the default button behaviour from 'Reply all' to 'Reply to sender', click the Settings cog in the top right of the page.

 

In the menu that appears, click on 'Mail' under the 'Your app settings' heading. 

 

In the 'Mail' settings panel that appears, click on 'Reply settings in the 'Automatic processing' section.

 

On the Reply settings page, change the setting for 'Make my default response:' to 'Reply'.

 

 Now when you view an email, the default action for the Reply button will be 'Reply' (to sender).

 

 

1.25. Shortcut to another mailbox
   Q:   How do I view someone else's mailbox in Outlook ?

   A:  

To do this you must be given Read access to the other person’s mailbox (or folder). When this is done:

  • go the File menu in Outlook and choose Open > Other user's folder ...
  • enter the name of the person or browse the directory by pressing Name
  • select the person and click Ok.

You will now be able to see their mailbox (or folder).

1.26. Signature
   Q:   How do I insert a signature in an email ?

   A:  

Using Outlook 2010:

To insert a signature into a message:

Click on the New E-mail and click on Signature > Signatures
 
The Signatures and Stationery dialogue box is displayed showing any signatures that have been created; you can add, edit or remove signatures here.
 
When you create a new message your signature will be inserted automatically. To change to another signature you can right-click on the default signature and choose one from the shortcut menu.

Using Outlook Web access:

Click on Options and under Messaging you can create or edit your email signature. Click on Save.

Your signature will now appear on all new emails. 

 

1.27. SPAM and Junk mail
   Q:   How do I stop all this junk mail, spam and viruses ?

   A:  

You can limit the amount of junk mail by not signing up to Internet groups, mailing lists, etc. Organisations will pass on your details to others so one registration on one site sparks more at others.

If you do not want to receive marketing messages and other rubbish, Outlook can automatically move them from your Inbox to your Deleted Items folder or to any other folder you specify if you create a Rule for this.  Information about setting up rules can be found on the Microsoft Support website.

Outlook also has a folder called Junk Mail, where you can move junk e-mail and then review it before deleting.  Or, you can have junk e-mail delivered to your Inbox, but colour-coded so you can easily identify it.

You can also filter messages based on the e-mail addresses of junk and adult content senders, allowing you to move or delete all future messages from a particular sender.  You can review the Junk Senders list and add and remove e-mail addresses from it.

Spam mail and virus attacks are handled both centrally and locally.  If a series of identical emails arrive then the spam filter at the mail hub will identify these and label them Spam before delivery to the addressee or delete them.

Viruses, similarly, are identified and deleted at the point of arrival where possible.  Each PC has virus protection software which is updated daily to respond to attacks. Click here for more info on University virus protection software

NB: Be wary of opening unidentifiable emails and attachments as these are the mechanisms for spreading viruses. If in doubt, delete the message.

False Positive Junk Mail

Sometimes Microsoft Outlook 2010 treats email from valid contacts as junk mail (false positive). You can configure Outlook 2010 to automatically add the people you send emails to, to the Safe Senders list by the following method:

1.   Launch Microsoft Outlook 2010 > click the Junk drop-down box under the Home tab and then choose Junk Email Options.

2.   Now in the Junk Email Options window, navigate to the Safe Sender tab and click in the "Automatically add people I e-mail to the Safe Senders List" option.

3.   Click OK to complete the configuration.  Now valid emails will not be marked as Junk by Outlook 2010 over and over again.

Every few days, take a few moments to scan the junk mail folder for false positives. Once scanned, right click on it and choose Empty Junk Email. After you add  new addresses to the Safe senders list, you’ll find few false positives, but setting it to delete messages immediately is not recommended

 
 
 
 
1.28. Spam
How to spot a Spam email:
  • the sender’s email or web address is different to the genuine organisation’s addresses
  • the email is sent from a completely different address or a free web mail address
  • the email does not use your proper name, but uses a non-specific greeting such as 'dear customer’
  • the email threatens that unless you act immediately your account may be closed
  • you're asked for personal information, such as your username, password or bank details
  • the email contains spelling and grammatical errors
  • you weren't expecting to get an email from the company that appears to have sent it
  • the entire text of the email is contained within an image rather than text format
  • the image contains a link to a bogus website
 
1.29. Business Card
   Q:   How do I create a Business Card as an alternative email signature ?

   A:  

To set up your own Business Card you must first set yourself up as a contact in the Outlook Contacts folder, then:

  • create a new e-mail go to Signature> Signatures
  • click on New then give the signature a name, in the Edit signature window, click on Business Card
  • select your own name from the Address Book
  • click OK and close all windows.
1.30. Email - creating reusable text
You can create templates in Outlook but there are much easier ways of doing it. The two simplest ways are creating a signature or using a quick part.

Mail Signature

1.    Choose Tools/Options and the Mail Format tab.
2.    Click the Signatures button.

3.    Click New and give it a suitable name.

4.    Type the text in the box below – add your normal mail signature on the end as you can’t use more than one mail signature in a message.

5.    Click Save and then click OK twice to close the dialog boxes.

6.    To use your signature, create a new mail message and right-click in your normal signature – you will see a shortcut menu and can tick the one you want to use.

7.    Alternatively, you can click the Signature command button on the Message tab to insert it.

8.    You can have as many of these as you like and can edit them in your message.

Quick Parts

1.    Create a blank message and type the text you want to use (don’t need to include your mail signature for this one).

2.    Select the text to reuse and click the Insert tab and Quick Parts command button.

3.    Choose Save Selection to Quick Parts Gallery.

4.    Type a short name, acronym or abbreviation and type it in the Name box. You can type more information in the Description box.

5.    In the Gallery box, it should say Quick Parts.

6.    There are further options in the Options drop down list box to define how you want your text to appear.

7.    Click OK to save.

8.    To use your quick part, create a new mail message. You can either type the first couple of letters of your short name and press F3 function key, or select the Insert tab and click the Quick Parts button – a drop down list of all your quick parts will display, and you can select from the list.


1.31. Checking mailbox usage from Outlook Web Access

To use Outlook Web Access to check how much of your mailbox you are using, please do the following:

  • Load up Internet Explorer (unfortunately other web browsers don't display the information we want)
  • Logon using your UoP or PCMD username and password to: 

webmail.plymouth.ac.uk 
  • Near the top left of the screen it should list your name above your Calendar, Inbox etc, if you hover the mouse pointer over that text, a tool tip should appear telling you how much of your mailbox you are using and how much space you have in total.

          



RV 11/12/09

1.32. How do I request a generic email account?
Please complete the form below, and attach it to a 'New Computing Account' request here.
1.33. How do I request a global distribution list
Please complete the form below, and attach it to an 'Update User Permissions' request here.