E-mail & calendar

All those with an Aalto ID are entitled to use e-mail and calendar. You can use Aalto cloud e-mail and calendar also with webmail.

How to access cloud e-mail and webmail

Aalto uses Microsoft 365 cloud e-mail. Read more

Webmail address: (login with Aalto e-mail address).

The phone's e-mail application must be Outlook mobile app. 


  • You are provided with a secure e-mail address, ending with the extension.
  • You can use e-mail to view facility reservations and send calendar invitations.
  • With the calendar, you can view your own meetings and schedules.
  • You can share the calendar, so your own team can view your schedules, making it easy to agree on meetings.

The e-mail and calendar service includes automatic spam and malware filtering. The calendar group work features are event invitations and calendar sharing. With an event invitation, you can check whether the desired facility or a person is free for a meeting. Sharing the calendar helps you view other people’s calendars.


The calendar functions are available to the customer through the e-mail program. The calendar can be used either as a personal calendar or as a shared calendar. If using a shared calendar, the customer can share the calendar with other users designated by the customer. Authorizations to shared calendars can, if so desired, be assigned so that others can either read or edit the content of the calendar. The calendar’s group work features are available using Outlook (MAPI and Outlook Anywhere protocols) and Webmail.

E-mail security

Users have the right and obligation to manage amount of e-mail saved. It is recomended to clean mail boxes regularly. University has no legal obligation to save users' e-mail. Be  extra careful if you manage personal, confidential or secret information. Messages containing personal data shouldn’t be saved in e-mail folders. You must find another service to store data containing confidential information.

Read more about Processing and classification of information:

Information processing

IT Services Privacy Notice | Aalto University


If you have any questions or you are experiencing problems, please send a service request at

The use of the service is governed by Aalto University’s e-mail policy, which assigns responsibilities and restrictions to the user of the service. Policies on e-mail handling at Aalto University are is available on Aalto University’s public webpages: IT policies The pages contain separate policies on e-mail handling for students, units, and staff members.

E-mail can be used with other applications as well as mentioned here, but IT Services do not offer support for those.

Aalto IT Security's Top-10 tips for daily activities

E-mail clients

Outlook mailbox for Windows

These instructions describe the implementation of an Outlook mailbox on a Windows computer installed at Aalto.

Outlook mailbox for a Mac

Microsoft Outlook can also be used on Mac computers. Follow these instructions to take an Outlook mailbox in use on a Mac.

Aalto email for your phone: instructions for iPhone and Android

Instructions for setting up an email account on your phone and for for bringing your Outlook contacts to your phone

outlook app logo

Mac Mail on Aalto University's computers: How to start

Instructions on adding Mac Mail to Aalto University's computers.

Adding an account in Alpine

Microsoft Outlook provides the best user experience when you use Aalto e-mail.

Adding an account in Thunderbird

Microsoft Outlook provides the best user experience when you use Aalto e-mail.

Mailing lists

Exchange mailing lists - moderating messages

A mailing list is a special tool designed for the distribution of email messages, which makes it possible to send email messages, at one time, to the personal emailbox of every member on the list.

Exchange mailing lists - adding and removing recipients

A mailing list is a special tool designed for the distribution of email messages, which makes it possible to send email messages, at one time, to the personal emailbox of every member on the list.

Mailman mailing lists - moderating messages

Instructions how to moderate messages in mailman mailing lists.

Mailman mailing lists - adding and removing recipients

Instructions how to add and remove recipients.

Mailing list - Resource mailbox

Resource mailboxes and mailing lists

When an Aalto University unit, department, a project, etc. offers e-mail addresses outside Aalto University, it is advisable to use an organizational address instead of a person’s own address. You can have either a resource mailbox or a mailing list to use with the organizational address.
This article will set out the differences between a resource mailbox and a mailing list to help you choose which is the right option for you.

Ordering a mailing list

Instruction how to order a mailing list

Ordering a resource mailbox

Instructions how to order a resource mailbox

Resource mailbox

How to open a resource mailbox

After ordering a resource mailbox, you will be created one briefly.

Opening a resource mailbox in Outlook on your phone

How to add a resource mailbox in your phones Outlook.

Opening a resource mailbox in Windows Outlook

Once a resource mailbox has been created, you can open it in Outlook by following these instructions.

Opening a resource mailbox in Mac Outlook

You can add a resource mailbox to Mac Outlook as a separate account, alongside your personal mailbox.

Opening a resource mailbox in Webmail

You can open a resource mailbox in Aalto University’s Webmail in two different ways. Also, you can add a resource mailbox alongside your own mailbox.

More instructions

Recover deleted items

With the "Recover deleted items" function you can recover email items (messages, contacts, etc.) that you have permanently deleted from your mailbox.


Adding a profile picture in Microsoft Office applications (e.g. Outlook, Teams)

You can add your own photo as a profile picture if you wish in Microsoft Office applications.


Setting an automatic out-of-office message in Webmail

You can set an automatic out-of-office (automatic reply) message to email when you go on holiday, for instance. You can set an automatic out-of-office message to both your personal email and to the resource mailbox.


Showing full headers of an email

In case of a failure, IT Services may ask you to send the full headers of your email to speed up the troubleshooting process. You can show the full headers in different ways, depending on the program.


Sharing the calendar

You can share your own calendar with Outlook users of your choice. You can also specify a certain time period and decide how many of your calendar’s details the other users can see. You can share your calendar and stop sharing your calendar by following these instructions.


Opening a shared calendar (Webmail)

When you have been provided with rights to another person’s Aalto calendar, you have two (2) options for opening the calendar in question via Webmail.


Changing the sender’s address (Outlook and Webmail)

If you have been granted access rights to a resource mailbox or the sending rights to another user’s mailbox, you can send messages in the name of these addresses.


How to remove an address from the list of addresses suggested by Outlook

By default, Microsoft Outlook stores user-used addresses in memory and suggest these to the user later when he or she enters an address in the address field of the new message (e.g. To).


Redirecting emails outside of Aalto University (students only)

If you are a student at Aalto University, you can, if you so wish, redirect your Aalto emails to an email address of your choice, outside of Aalto University.

IT-ohjeet / IT insrtuctions

Booking meeting rooms at Aalto (Outlook and Webmail)

Meeting rooms at Aalto University can be booked via Outlook and Webmail ( To ensure that bookings function as efficiently as possible, bookings should always be made via Outlook or Webmail, if the room is visible and can be booked through them.


Deltagon (For non-aaltoers)

Deltagon instructions

Cyber Security

How to report a malicious or suspicious email

Aalto University ITS security requests samples of malicious or suspicious emails arriving at Aalto. These messages usually are scam and phishing and they may contain malware hidden in attachments.

This service is provided by:

IT Services

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