SETTING UP AND USING FASmail

All UBC staff and faculty (both academic and clinical faculty members) are eligible for a UBC FASmail account. Once your appointment is complete in Workday, the Department of Anesthesiology, Pharmacology, and Therapeutics (APT) IT administrator, Faid Saffou at faid.saffou@ubc.ca, will assist new staff and full-time faculty members in creating your UBC email.

PURCHASING ADDITIONAL MAILBOX STORAGE SPACE

If your mailbox is full, please try deleting items in your sent folder, drafts, and deleted folder. Alternatively, you are also encouraged to archive any old emails locally (instructions provided below):

• Archiving emails in Outlook for Windows
• Archiving emails in Outlook for Mac

If you still need additional mailbox storage after trying the above tips, you may contact the APT IT administrator for approval of purchasing additional storage.

• Cost: $1.50/year/Gb
• Provide your CWL username associated with your FASmail account
• Provide information on how you will be purchasing the additional storage

ACCESSING FASMAIL

• WEBMAIL: You can log into your FASmail account from any browser via the UBC FASmail login portal using your CWL (Campus Wide Login) user name and password.
• OUTLOOK: FASmail is accessible through Microsoft Outlook, the preferred email client at UBC. The APT IT administrator will be able to provide assistance in setting up access to FASmail through Outlook on your UBC-owned work computer. The basic functions of Outlook are available through webmail, however you cannot configure the sharing of your email or calendar to other FASmail users.
• OTHER PLATFORMS AND DEVICES: For setting up FASmail access on other platforms and devices, please see these FASmail Set Up Documents for detailed step-by-step instructions.

UBC DIRECTORY & EMAIL ALIASES

The department sets up FASmail accounts with a firstname.lastname@ubc.ca primary email alias. Your alias is shown as firstname.lastname@ubc.ca and because of the simple format, making it easier for people to see who they are sending an email to.

When an email to an alias arrives at UBC, it will be redirected to your actual email account (yourcwl@mail.ubc.ca). The UBC Directory can be configured so that more than one alias (secondary aliases) can be directed to one email account. Typically, all mail sent from your account will appear to come from your primary alias.

SHARING YOUR FASMAIL CALENDAR

You can share your FASmail User calendar, to another FASmail User account holder (e.g. A faculty member shares their calendar, so that administrative staff can update their schedule). You must have your FASmail user account setup in Microsoft Outlook, to turn on sharing.

SHARING WITHIN OUTLOOK

1. Start Outlook, logon with your CWL and view the calendar that you want to share, then click Calendar Permissions.
2. In the "Calendar Properties" window, select the "Permission Level" that you want to give the other FASmail User. In the case of an assistant, "Author" is frequently a good choice. It allows them to read your own calendar, add items, edit or delete their added items. You can also manually set their Read, Write and Delete settings.
3. Click OK, to save and let the user you shared to know that they now have access to your calendar.

SHARING WITHIN WEBMAIL

1. Browse to https://www.mail.ubc.ca and login with your CWL account
2. Click the Calendar category, on the left.
3. Above your calendar, click Share, then Add Calendar.
4. In the "Add Calendar" window, enter the name of the person, who's calendar you want to view and click OK.

EMAIL SECURITY

GENERIC EMAIL ACCOUNTS

Generic mailboxes are mailboxes that are not associated with a person. They are typically role-based or service-based accounts that are accessed by one or more users. If your team requires a shared email for a UBC APT-related research or collaborative project, please contact the APT IT administrator to request creation of a FASmail Generic account.

FEATURES

FASmail Generic accounts can be setup for your team and research projects, at no cost. They can be accessed by one or more specified FASmail User accounts (individuals).

• The default size of Generic email accounts is 4Gb. Additional space is $1.50/GB per fiscal year with a minimum purchase of 100GB for the department.
• Having more than 5-6 generic accounts displayed in Microsoft Outlook can lead to performance issues.
• For access to the FASmail Generic account by non-FASmail User account holders (e.g. non-UBC volunteers), you will first need to create Guest CWL accounts for them with an expiry date.

ACCESSING A GENERIC EMAIL ACCOUNT

Access to Generic Mailboxes is not available using a shared password. Instead, access is granted to individuals using their own CWL credentials.

WEBMAIL

Instructions for accessing generic email accounts using a web browser can be found here .

OUTLOOK

• If the generic account Display Name (e.g. UBC-APT My Generic) shows in Outlook, your generic account has been Automapped. Emails sent from it will be saved to the sent folder of your individual email account . To avoid this, you will need to create a new Outlook profile. Please contact IT administrator for assistance.
• If the generic account shows as an alias (e.g. my.generic@ubc.ca), you do not need to do anything further. Mail sent from the generic account will show in the generic account's sent folder.
• If you plan to use the Mail Merge feature of Microsoft Word, you may prefer to create a completely separate Outlook profile (please contact the APT IT administrator for instructions) for the Generic mailbox. When you open Outlook, you will be prompted to select a profile to use.