mwsu.edu

Email

Student Email

To sign in to your student email account, log in to the Portal and use the "Gmail" link in the Quick Launch menu on the left-hand side of your Portal homepage. Your email address will look like "portalusername@my.mwsu.edu "

Your student email address (and associated Google applications) will stop being available 13 months after you graduate from Midwestern State University or are disenrolled.

To forward your email to a personal address, do the following: 

  • Log into your student email account and open the settings in Gmail.
  • Click the tab labeled "Forwarding and POP/IMAP"
  • Click the button that says "Add a forwarding address."
  • Click the button that says "Proceed" and then follow the prompts on the screen.
  • Don't forget about items in the applications connected to your @my.mwsu.edu email address and Portal accounts, such as Office 365 and Google Drive.

Faculty/Staff Email

How do I obtain a Midwestern State University email address?

Your email address will be created at the same time as your employee MSUNet account - with the exception of vendors, and MSU IT will send instructions for your first time logging in. Special requests for email permissions need to be sent to helpdesk@mwsu.edu by a supervisor. Employee email accounts are tied to MSUNet Accounts and will look like "username@mwsu.edu "

How do I access my email?
You may either use the Microsoft Outlook program on your office computer (you must be logged in on your own MSUNet profile) or the Outlook Web App at webmail.mwsu.edu. This website can be accessed by clicking the "Faculty/Staff email" link at the very top of the Midwestern State University home page.  Use your MSUNet credentials, but do not type '@mwsu.edu' in the username field.

How do I spot a suspicious email, and what do I do?
There are many ways to spot a suspicious email, but you must look closely. Here are a few signs:

  • You don't know the sender
  • The sender is a company or service that should not have your work email address
  • The message references a transaction you did not make
  • There are unexpected documents attached
  • You are asked for personal information or money
  • The message has poor spelling and grammar
  • The message includes a link and instructs you to use it
  • The message contains an urgent call to action or a threat
  • The message contains an offer or promises a prize
If you spot a suspicious email, forward it to phishingreports@mwsu.edu and then delete it from your inbox.

How do I access my email account on my mobile device?
  • Make sure to have a strong wireless internet connection on campus.
  • Set a password or PIN on your device prior to beginning email setup.
  • For Android:
    • From the home screen, tap Settings
    • Look for Accounts or Mail within your settings menu.
    • Click Add Account 
    • Select Microsoft Exchange ActiveSync as your mail carrier.
    • Enter your full MSU email address and password.
    • If available, select Manual Setup or Server Settings.
    • Domain\username will look like ADMIN\username. 
    • Exchange Server will look like webmail.mwsu.edu
    • Follow on-screen prompts to connect your account. 
  • for iOS 11 or higher:
    • At the Home Screen, tap Settings > Accounts & Passwords > Add Account > Exchange.
    • On the next screen, enter the following information then tap "Next".
    • On the popup, select Configure Manually.
      • Enter your password and tap "Next"
    • On the next screen enter the following and tap "Next".
      • For Server: enter "webmail.mwsu.edu".
      • For Domain: enter "admin".
      • For Username: enter the username you use to login to your campus desktop computer (firstname.lastname)
    • On the next screen you will need to move the sliders to select which Exchange items you would like to synchronize with your phone. You can synchronize Mail, Contacts, Calendars, Reminders, and Notes from your Exchange account. Once you have made your selections, tap "Save".
    • After a few moments you will be required to create a passcode to unlock your iOS device.  Enter the same password two times and tap "Save".

 

Additional security-related tips (including email encryption) can be found on the Information Security page, located here.

Outlook tutorials:

  • Open
    • To open a message in the preview pane only, single-click the message in the central message listing. 
    • To open a message in its own window, double-click the message in the central message listing.
  • Reply
    • To reply to the sender, click the "Reply" button at the top of the message in the preview window (or in the message window). 
    • If the message you are reading was sent to multiple people, and you want everyone in the group to see your response, click the "Reply All" button. 
  • Forward
    • To forward a message, click the "Forward" button at the top of the message. 
  • Compose
    • You can compose a new message in one of the following ways:

      • On the "Home" tab, click "New E-mail" (for PC) or "E-mail" for Mac.
      • Right-click the Outlook icon on the toolbar at the bottom of the screen and select "New E-mail Message" (PC only)
      • On the keyboard, press Ctrl + Shift + M (for PC) or Command + N (for Mac).
      • These methods will only work if the Outlook window is active.
  • Search
    • You can do a basic search by using the search bar at the top of your mailbox view.
    • If you want a more detailed search, you can use the Search Tools in the ribbon. These are accessible when you click inside the search bar.
  • Sort
    • Outlook has tools to help you organize your mail by date received, sender, subject, size, and several other categories. We encourage you to explore the tools in the View section of the Ribbon. 
      Below you will find a glossary of terms within view settings:
      • Columns will let you choose which columns you would like to see at the top of your inbox.
      • Group by will let you decide how messages are grouped within your inbox.
      • Sort will let you decide how messages are sorted within your inbox.
      • The screenshot below shows items grouped by Conversation and sorted by size.
      • Filter is another way to search for items in your mailbox.
      • Other Settings will allow you to change the size and type of font used in your inbox, and will also let you choose the placement of the reading pane.
      • Conditional Formatting will allow you to change the font size, color, and effects based upon certain criteria - for example, all unread messages could appear in a different color.
      • Format Columns allows for fine-tuned adjustments to your view.
      • If you change your settings and do not like them, you can click Reset View in the View ribbon to start over.
  • Signatures
    • You may wish to include a portion of text such as your name, organization and contact details in each message you send. To do this, you can set up an email signature.
    • To set up an email signature, first click the File button, then the Options button. Select Mail, then click the Signatures button.
    • In this section, you can compose the text to use as a signature, and choose to automatically include it on messages you send. When you are happy with the text, ensure you click Save to keep your changes.
  • Auto-Replies
    • You can set up an Out of Office automatic reply on your email account to let senders know you may not read their email for a certain amount of time.
    • To set up an Automatic Reply, click the File button on the top left of the screen. Click the button that says Automatic Replies. You can choose to switch automatic replies on or off, choose the time period to send them in and set the text of the message to send. When you are finished editing your Automatic Reply, click Save to ensure it is set.
  • Sharing

    Some departments have shared mailboxes for general purposes. In order to gain access to a shared mailbox, you will need to contact Information Technology. 

    Sometimes you need someone else to have access to your calendar or maybe even your messages. This is how you allow their access:

    1. Click the File tab.
    2. Click Account Settings, and then click Delegate Access.
    3. Click Add.
    4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.
    5. Click Add, and then click OK.
    6. In the Delegate Permissions dialog box, you can accept the default permission settings or select custom access levels for Exchange folders.
    7. To send a message to notify the delegate of the changed permissions, select the 'Automatically send a message to delegate summarizing these permissions' checkbox.
    8. If you want, select the Delegate can see my private items check box. Important: This is a global setting that affects all of your Exchange folders, including all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot allow access to private items in only one folder.
    9. Click OK.

    Messages sent with 'Send on Behalf' permissions include both the delegate's and manager's names next to 'From'. When a message is sent with 'Send As' permissions, only the manager's name appears. 

    If you would like to change the permissions you have given someone, follow the instructions below.

    1. Click the File tab.
    2. Click Account Settings, and then click Delegate Access.
    3. Click the name of the delegate for whom you want to change permissions, and then click Permissions. If you want to remove all Delegate Access permissions, do not click Permissions but instead click Remove and skip the remainder of these steps.
    4. Change the permissions for any Outlook folder that the delegate has access to.
    5. To send a message to notify the delegate of the changed permissions, select the 'Automatically send a message to delegate summarizing these permissions' checkbox.

    If you want copies of meeting requests and responses that you receive to be sent to a delegate, make sure the delegate is assigned 'Editor' (can read, create, and modify items) permission to your Calendar folder, and then select the 'Delegate receives copies of meeting-related messages sent to me' checkbox.

  • Mailbox Cleanup
    • Delete Unwanted Messages
      • To delete a message, single click the message in the message listing and then click the Delete button in the Ribbon, or hover over the message and click the red X. You must right click on your "Deleted Items" folder and select "Empty" in order to actually delete the messages from your mailbox and save space.
    •  Select Multiple Messages

      • It is possible to select multiple messages and perform an action on all of them, such as Delete or Move. Select the first message of the group you want using the left mouse button. Then, hold down the shift key on the keyboard and click the left mouse button on the last message in your group. You can now right-click the group of messages and choose an action to perform on them. 

      • It is important to keep your mailbox relatively clean so that you don't exceed your mailbox size limit. You can save space by archiving old messages. Follow the steps below:

        • For PC users:
        • Click the "File" tab
        • Click "Cleanup Tools"
        • Click "Archive"
        • Click the option that says "Archive this folder and all subfolders"
        • Select the folder you are trying to archive in the window that shows your file tree.
        • Be sure to select a date next to the option that says "Archive items older than"
        • Underneath "Archive File" you will click "Browse" in order to specify the location of your archive file. Remember the location you select because you will need to know it if you want to access your archived mail. Do not save your archives to the Z drive.
        • For Mac users:
        • On the File menu, click "Export."
        • Click "Outlook for Mac data file."
        • Select an option to filter by category or item type.
        • To export all items in Outlook, click "Items of the following types" and then select all the checkboxes.
        • Click the right arrow to continue, and then follow the on-screen prompts. Be sure to remember the location where you save your data file so that you can access it again. The Outlook for Mac data file uses the .olm extension.

        Opening Archived Folders

        • For PC users:
        • Click on "Home" and then "New Items."
        • Select "More Items" and then "Outlook Data File."
        • Choose your archive folder and then click "OK."
        • The folder will appear in the left-hand side of your Outlook inbox, in the folder tree. Expand the folder by clicking the arrow next to it so that you can see the contents.

         

      • For Mac users:
      • On the Outlook for Mac File menu, click "Import."
      • Click "Outlook Data File" and then click the right arrow.
      • Select a data file type, then click the right arrow.
      • Locate the data file on your computer, and then click "Import."
      • When the Import process is complete, click "Done."
      • The imported items appear in the navigation pane under "On My Computer."

 

  • Mailbox Size Limits
    • Faculty and Staff: 
      • Warning at 1.945 GB
      • No sending at 2.048 GB
      • No sending or receiving at 2.355 GB
    • Emeritus:
      • Warning at 100 MB
      • No sending at 200 MB
      • No sending or receiving at 250 MB

Help Request

To submit a request, you may email helpdesk@mwsu.edu or you may fill out our Help Request Form.