Email & calendar

All those with an Aalto ID are entitled to use email and calendar.

Aalto is migrating to cloud email (Microsoft 365) during 2021. Read more: Aalto University is moving to cloud e-mail | Aalto University

Here are the differences between on-premises and cloud email:

  On-premises Cloud

Email and calendar

Login with Aalto ID.

  • Webmail
  • Outlook  
  • Thunderbird
  • Mac Mail

Recommended applications: Webmail & Outlook

Login with Aalto email address.

Recommended applications: Webmail & Outlook


Size of the mailbox: Default size 5 GB

Maximum size of email messages: 50 MB

Maximum size of email messages in mobile clients: 10 MB

If the service user is an Aalto University staff member and needs a larger mailbox then, with good justification and the permission of their supervisor, it can be expanded. Applications, with justification, should be signed by the supervisor and delivered to the IT Service Desk.

Size of the mailbox: 100 GB

Archive: 100 GB (separate online archive)

Maximum size of email messages: 50 MB

Maximum size of email messages in mobile clients: 10 MB

Mobile app vmware boxer Outlook for Android and iOS


+ Support for variety of Microsoft 365 applications (ToDo, Bookings, etc.) that are not available for on-premises users

+ Able to delegate Teams meeting arrangements for someone else


More information about cloud email on page:


  • You are provided with a secure email address, ending with the extension.
  • You can use email 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 email 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 email 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.

Email security

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

Read more about Processing and classification of information:

Information processing


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

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

Tietoturvan Top-10 vinkit päivittäiseen toimintaan
This service is provided by:

IT Services

Did you find what you were looking for? If not, please contact us.
  • Published:
  • Updated:
URL copied!