Microsoft Outlook Email and Calendar

Outlook  Overview

Get immediate access to email anytime with Outlook Web Access (OWA).

VUMC email and calendar tools via Microsoft Office 365 or Outlook Web Access (OWA) is an excellent way to communicate business needs both within and outside of the enterprise. Easily access your VUMC email account from virtually any computer with a web browser and an Internet connection from anywhere in the world in a secure manner. 

For access when away from campus, ensure that you are on the Virtual Private Network (VPN). For more information about VPN visit the Cybersecurity webpage

VUMC’s enterprise email messaging system provides email, as well as calendar and contact management. For administrative workstations, the full Microsoft Office 365 experience is available. For clinical workstations that have many users, Outlook Web Access (OWA) is available.

Beware of phishing scams! VUMC IT will never send you an email asking for your login credentials.

Outlook Encrypted Email at VUMC

You have two choices for sending encrypted email at VUMC:

Outlook  VUMC Email Accounts 

For individuals

All new VUMC employees are issued an email account before their first day. New employees use their email address and the AccessVUMC site to claim their identity within the VUMC system (detailed instructions can be found here).

  • VUMC email accounts for staff expire the last day of employment.
  • VUMC email accounts for faculty expire four months after the last day of employment.

For individuals who need an additional email/calendar for scheduling, request an additional calendar from the Collaboration team.

Non-employees who require a VUMC email address should have a sponsoring department submit a request for a Non-Employee in Pegasus.

For departments 

For departments that need additional email/calendar for scheduling, request an additional calendar from the Collaboration team.

Shared Email Mailboxes (SEMs)

Visit the Shared Email Mailbox page for more information.

Outlook  Get Outlook on your Workstation

Configure Outlook on a Mac

Delete an Outlook profile

Other configuration information

Create calendar rules

Delegate calendar access

Add a second email account to Outlook (from a workstation)

Outlook Get Outlook on your Phone

If you'd like your VUMC email on your phone, make sure you have mobile device management (MDM) first. 

Add a second email account to Outlook from an iOS or Android device.

Outlook Assistance & Support

If you experience an issue with your email, your calendar or the Distribution List Management Tool, contact the VUMC IT/NTT Help Desk at 615-343-HELP/3-4357 or submit a Pegasus Ticket and indicate the issue you are having in your request.

Outlook Getting Started & Training

Visit the Microsoft Training Portal for videos and training guides related to Microsoft Outlook email and calendar functions.

  • VUMC IT has developed a Distribution List Management (DLM) Tool as a temporary solution until the Medical Center has moved to its new Directory Services environment.

    This tool allows Group Owners to add and remove users to their distribution lists. Coming soon, version 2.0 can:

    • Allow groups that are owners of other groups to modify (add/remove) users
    • Add a group to a group (nested groups)
    • Timeout a session (after receiving a warning message)

    Access the Distribution List Management Tool at DLM.app.vumc.org.

    Find instructions on How to use the Distribution List Management Tool.

    TO CREATE A LIST:

    Step 1 - Determine the Target Audience

    Determine the email addresses that you want to send messages to:

    • Is the target audience internal to VUMC (<name>@vanderbilt.edu)?
    • Is the target audience external to VUMC (<name>@comcast.net)?
    • Is the target audience a mixture of internal (<name>@vanderbilt.edu) and external (<name>@comcast.net) email addresses?
    • Do you want external recipients to sign up autonomously?

     Step 2 - Create your request

    Now that you know the target audience and the best method to send your messages, submit a Pegasus Request to have your list created.

    Please provide the following information:

    • The nature of the list  (i.e. – how you will be using the list)
    • Display name for the list (i.e. VUMC [department])
    • The preferred email address that you would like to use to manage the distribution list.
    • Will the list be dynamic? (i.e. change with new and leaving employees/department?)
    • What criteria will you use for your dynamic list?
    • Do you want to have this list hidden from other departments and list owners?
    • Attach a spreadsheet of initial list members to your new list request.

    Your service request will be routed to IT staff members who will create the list for you. They will then contact you about how to manage the list going forward.

  • Are there limits to the size/number of messages I can send?

    Email Size Limits

    The size limit for a single message sent from the Medical Center is 25 MB. This size limit includes all attachments.
    No single file within an archived attachment can exceed 20 MB.
    The total number of files within an archived attachment cannot exceed 256.
    The maximum folder depth within an archived attachment cannot exceed 20.

    Email Recipient Limits

    An email can be addressed to a maximum of 250 recipients per email but it can be adjusted to meet a particular business need.
    Use of Exchange Distribution Lists is encouraged to help maintain this recipient limit. 
    Each mailbox can send emails to a maximum of 10,000 recipients per day.

    Note: An Outlook Contact List counts each recipient separately whereas an Exchange Distribution List counts as one recipient.

    How can I send encrypted email?

    You have two choices for sending encrypted email at VUMC

    Are there limits to the number of emails I can send?

    There is a daily limit within Outlook of 20K messages per individual. At that point, the sender will not be able to send emails for 24 hours. This is implemented automatically through Outlook. 

    The default number of recipients per email is 250.

    What is the difference between the Outlook Web Application (OWA) and the full Outlook "client"?

    OWA is the web version of Outlook and available to VUMC users anytime. Additionally, the OWA application does not have all the features of Outlook. Microsoft Office 365 contains the full Outlook client and is available through individual subscriptions.

    Go to the OWA page for more information.

    How can I send email to a list that I manage?

    VUMC IT offers a Distribution List Management (DLM) Tool. Find out about the DLM tool at the top of this page.

    How to Use the Distribution List Management (DLM) Tool.

    How can I open a second calendar when I am in OWA?

    Get instructions on How to Open a second Outlook Calendar in the Outlook Web Application (OWA).

    I am a faculty-member and need to add my @vanderbilt.edu email to Outlook. How can I do that?

    Get instructions on How to Add an @vanderbilt.edu email account to Outlook.

    I need to add a second email account to Outlook, how can I do that?

    Get instructions on How to Add a Second Email Account to Outlook

    I need to delegate access to my Outlook account to another person. How can I do that?

    Get instructions on Delegating Access to another person in Outlook.

  • Set up Out of Office replies when you will be absent

    Visit the Microsoft Training portal for more information on How to Set Up Out of Office Replies.

    Remove "Deleted Mail" from your mailbox

    Mail is not completely removed until you empty out your Deleted Items folder.

    When you delete mail from your inbox it is moved to your Deleted Items folder but remains in your mailbox. To completely remove your deleted mail, right-click on your Deleted Items folder and select Empty Deleted Items Folder. This completely empties deleted emails. You may also choose to delete individual items. You can search for certain items to delete by typing the name of the topic in the search bar and the deleting the topic name. To automatically remove your deleted items when exiting Outlook, select “Tools/Options” from the menu and click the "Other" tab. In the General section, select the option "Empty the Deleted Items folder upon exit" and click “OK”.

    Delete obsolete or unnecessary copies of sent mail from your Sent Items folder

    When you send a message, a copy of that message, including any attachment, is saved in your Sent Items folder. If you need to keep messages in your Sent Items folder for archive reasons, consider using Personal Folders to organize these messages. Instructions on how to setup and use Personal Folders are below. To disable the automatic saving of sent mail, select Tools/Options from the menu, select the Preferences tab and click the Email Options button. Deselect the option Save copies of messages in Sent Items folder and click OK, then click OK again.

    Delete obsolete or unnecessary email from your Inbox and other folders

    While viewing messages, you can click on the Date column header to sort your mail in ascending or descending order by the date it was received. You can also click on the Size column header to view messages largest to smallest. This allows you to view and remove larger emails, which take up most of the space in your mailbox. If you need to keep messages for archive reasons, consider using Personal Folders for this purpose. Simple instructions on how to setup and use Personal Folders are below.

    Remove large attachments from your Inbox and/or Sent Items folder

    While viewing messages in any folder, you can click on the Size column header, or the column header with the paper-clip, to view large messages or those containing attachments in ascending or descending order. Removing messages with large attachments greatly reduces the size of your mailbox.