e-mail – Page 2 – Iscte-Informática

How can I organize my Inbox in Outlook?

Keep only a few folders, use categories, and take advantage of Search Folders.

Create folders
- - Right-click on Inbox → New Folder.
  - Give it a name (e.g., Projects, Administration).
Add categories
- - Right-click on a message → Categories → choose color/label.
  - To edit: Home → Categorize → All Categories.
Create Search Folders
- - Go to Folder → New Search Folder.
  - Choose templates (Unread emails, Categorized, Important).

What types of attacks are most common via email?

Phishing (via email): t is a type of fraud in which an attacker sends fake emails that appear legitimate in order to trick the victim into revealing sensitive information, such as passwords, credit card numbers, or login credentials.

Example:

- Subjet: Update your account immediately!
- Message: Dear customer, we detected suspicious activity in your account. Click the link below to confirm your information and avoid having your account blocked.
- How it works: The attacker attempts to get the victim to click a fake link and enter their credentials.

Smishing (via SMS): It is a variation of phishing carried out through text messages (SMS), which try to convince the person to click a malicious link or provide personal information.

Example:

- CTT: Your package could not be delivered. To reschedule, pay €1.75 using the secure link: ctt-entrega-verificacao.com
- How it works: The SMS creates a sense of urgency so that the person clicks a fraudulent link.

Vishing (via phone call): It is a type of fraud in which the attacker makes fake phone calls, pretending to be a trusted entity to manipulate the victim and obtain personal or financial data.

Example:

- Good afternoon, this is the bank’s security department. We detected a suspicious transaction. To block it, I need to confirm your account number and access codes.
- How it works: The attacker impersonates a trusted organization to extract sensitive information.

Does IT Services request passwords by email?

PT

No. IT Services never requests passwords, personal data, or financial information by email.

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What security measures are integrated into the email service?

PT

Outlook/Office 365 integrates robust security and compliance mechanisms, including:

- Conditional Access Policies
- Data encryption
- Additional user and device protection measures

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How are members of a distribution list managed?

PT

Iscte mailing lists are created and managed automatically by Fénix.

- Sending messages to the most comprehensive addresses (alunos@iscte-iul.pt, docentes@iscte-iul.pt, funcionarios@iscte-iul.pt, investigadores@iscte-iul.pt, and trabalhadores@iscte-iul.pt) requires authorization from the Rector’s Office.
- UATAS are authorized to send messages to their respective lists of students, faculty, and researchers.
- All messages are subject to moderation.
- As a rule, sending permissions are only granted to shared accounts of services/organic units.

What is the difference between a shared mailbox and a distribution list?

PT

- Caixa de correio partilhada → Permite leitura, envio, gestão conjunta e histórico único.
- Lista de distribuição → Apenas distribui mensagens para vários destinatários; não tem caixa de entrada própria.

What are distribution lists used for?

PT

They are ideal for teams, departments, offices, and project groups that need to receive information simultaneously and in an organized manner.

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What is a distribution list?

PT

It is an address that represents multiple recipients. Sending an email to the list automatically sends it to all members.

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Who do replies sent from a shared mailbox appear as?

PT

Messages sent from a shared mailbox appear as coming from the account itself (e.g., info@iscte-iul.pt) and not from the individual user.

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How can I access a Shared Mailbox?

PT

Access is granted by IT Services. Once authorized, the account automatically appears in Outlook Web or the installed Outlook client.

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What are the main advantages of Shared Mailboxes?

PT

- Centralized communication.
- Single history accessible to the entire team.
- Greater security (no password sharing).
- Transparency and consistency in external communication.

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What are Shared Mailboxes used for?

PT

They are used for joint communication management within a team, ensuring that everyone sees the same set of messages, maintains a unified history, and sends responses on behalf of the shared account.

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What is a Shared Mailbox?

PT

A shared mailbox is a mailbox used by several people who access, send, and receive messages from a single address (e.g., info@, support@).

- It does not require its own password;
- access is gained through the individual accounts of authorized users.

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I received a suspicious email. What should I do?

PT

Target Audience: Iscte-IUL Community

Answer/Solution: If you receive an email that seems strange or potentially malicious, follow these steps:

Do not interact with the content
- - Do not open attachments.
  - Do not click on links.
  - Do not reply to the sender.
Check for warning signs
- - Unknown sender or strange address.
  - Spelling mistakes or unnatural language.
  - Urgent or threatening requests.
  - Requests for passwords, personal, or financial information.
  - Sender pretending to be someone internal, but with a different domain.
Use the Report button in Outlook Desktop/Web to report phishing or mark as junk
- - Select the email
  - Report → Report Phishing or Report as junk if it is just spam. This action helps us block future attempts. Esta ação ajuda-nos a bloquear tentativas futuras.
Inform our Cybersecurity team
- - Forward the message (preferably as an Outlook attachment) to csirt@iscte-iul.pt.
  - Briefly describe what made you suspicious.
Delete the email from your inbox
- - After reporting or forwarding the message, delete it to avoid further accidental interactions.

What are phishing messages?

PT

Phishing is a type of attack that uses social engineering techniques to capture sensitive information from a victim via email.

- When this technique is used via SMS, it is called smishing, and when used via telephone (voice), it is called vishing.
- This technique can also be used via instant messaging on social media applications.

What to do?

- Do not click on attachments or links in suspicious emails, instant messages, or text messages;
- When contacted, confirm the authenticity of the email address, profile, or phone number of origin;
- Always evaluate the appropriateness of the content of emails, instant messages, text messages, or phone calls;
- Do not share personal data or follow instructions without checking the authenticity of the request with other sources—for example, with your bank account manager or a superior;
- Be wary of messages with formal language errors, but also do not trust all messages just because they do not contain formal language errors;
- In organizations, carry out simulations of phishing and smishing attacks, and possibly vishing attacks, in order to raise awareness and increase vigilance regarding these methods;
- Do not share sensitive data on social media, as this practice can provide information to potential attackers who want to carry out spear phishing (phishing targeted at a specific person);
- Report to the organization’s IT security managers or the authorities whenever you are the target or victim of such an attack;
- Be alert and do not allow yourself to be persuaded without reflection by authoritative requests, promises, or urgent requests.
- Learn +

How to create and add an email signature in the Outlook Web?

PT

Select Settings .
Select Accounts > Signatures.
If you have more than one account added to new Outlook, select the account you want to apply your email signature to.
Select Add signature, then give it a distinct name.
In the editing box below the new name, type your signature, then format it with the font, color, and styles to get the appearance you want.
Use the checkboxes at the bottom to choose whether to apply the signature to new messages and to replies and forwards. Or leave them blank and add the signature you want when composing a message.
Select Save when you’re done.

How to create and add an email signature in the new Outlook?

PT

Select Settings .
Select Accounts > Signatures.
If you have more than one account added to new Outlook, select the account you want to apply your email signature to.
Select Add signature, then give it a distinct name.
In the editing box below the new name, type your signature, then format it with the font, color, and styles to get the appearance you want.
Use the checkboxes at the bottom to choose whether to apply the signature to new messages and to replies and forwards. Or leave them blank and add the signature you want when composing a message.
Select Save when you’re done.

How to create and add an email signature in Outlook Classic?

PT

1. Open a new email message.
2. On the Message menu, select Signature > Signatures.
  - Depending on the size of your classic Outlook window and whether you’re composing a new email message or a reply or forward, the Message menu and the Signature button might be in two different locations.
3. Under Select signature to edit, choose New, and in the New Signature dialog box, type a name for the signature.
4. Under Edit signature, compose your signature. You can change fonts, font colors, and sizes, as well as text alignment. If you want to create a more robust signature with bullets, tables, or borders, use Word to create and format your signature text, then copy and paste it into the Edit signature box. You can also use a pre-designed template to create your signature. Download the templates in Word, customize with your personal information, and then copy and paste into the Edit signature box.
5. Under Choose default signature, set the following options:
  - In the E-mail account drop-down box, choose an email account to associate with the signature. You can have different signatures for each email account.
  - You can have a signature automatically added to all new messages. Go to in the New messages drop-down box and select one of your signatures. If you don’t want to automatically add a signature to new messages, choose (none). This option does not add a signature to any messages you reply to or forward.
6. You can select to have your signature automatically appear in reply and forward messages. In the Replies/forwards drop-down, select one of your signatures. Otherwise, accept the default option of (none).
7. Choose OK to save your new signature and return to your message. Classic Outlook doesn’t add your new signature to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You’ll have to add the signature manually to this one message. All future messages will have the signature added automatically. To add the signature manually, select Signature from the Message menu and then pick the signature you just created.

How can I access my institutional email?

Atualizado/Updated: 2025-12-14

PT

Target Audience: Iscte-IUL Community

Answer/Solution: Iscte’s email service is supported by the Office 365 platform and is available to the entire academic community.

- Email access: You can access your institutional email via Outlook Web. Use your Iscte credentials (e.g. xxnes@iscte-iul.pt) to log in.
- Initial Configuration: The first time you log in, you will need to set the time zone (UTC) Dublin, Edinburgh, Lisbon, London and the language (Portuguese from Portugal).
- Email clients: The service is compatible with various email clients, including Outlook for Windows, MacOS and mobile devices.

Go to your ISCTE-IUL email account page at https://mail.iscte-iul.pt.

Further Information: