Services
Should the Inbox be used as an archive?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
No. It should only contain pending emails.
How to do this in Outlook?
- Archive completed items
- Click Archive.
- Or move them to the desired folder: Drag → Drop.
Further Information:
See also:
- Email (overview)
- Troubleshooting Guide
Can I use my personal and work email addresses together?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
No. They must be separate to protect data and avoid errors.
How do I do this in Outlook?
- Add separate accounts
- File → Add Account.
- Configure each one separately.
- Quickly switch between mailboxes
- Left pane → select the corresponding account.
Further Information:
See also:
- Email (overview)
- Troubleshooting Guide
Should I disable notifications?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
Keeping notifications to a minimum improves concentration.
How to do this in Outlook?
- Manage notifications
- File → Options → Mail → Messages.
- Uncheck Show desktop alert.
Further Information:
See also:
- Email (overview)
- Troubleshooting Guide
- Keep only essential notifications (Windows)
- Settings → System → Notifications → Adjust Outlook.
How to find emails quickly?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
Use Advanced Search and operators.
How to do it in Outlook?
- Simple search
- Search box at the top → type terms.
- Search with operators
- Example: from:Maria has:attachment subject:meeting.
- Advanced Search
- Search → Search Tools → Advanced Search.
- Choose detailed criteria.
Further Information:
See also:
- Email (overview)
- Troubleshooting Guide
How often should I clean my Inbox?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
Regular cleaning helps keep Outlook fast and organized.
How to do it in Outlook?
- Delete obsolete emails
- Select email → Delete.
- Enable AutoArchive
- File → Options → Advanced → AutoArchive Settings.
- Choose frequency and destination.
- Empty Deleted Items
- Right-click Deleted Items → Empty Folder.
Further Information:
See also:
- Email (overview)
- Troubleshooting Guide
How can I prioritize tasks using Outlook?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
Use flags, tasks, and reminders.
How to do it in Outlook?
- Add Follow-up/Flag
- Flag icon next to the email → select deadline.
- Turn email into a task
- Drag the email to Outlook Items /Tasks.
- Or click Follow-up → Add Reminder.
Further Information:
See also:
- Email (overview)
- Troubleshooting Guide
Do I always need to have an empty Inbox (Inbox Zero)?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
No. The goal is to process quickly and avoid accumulating emails.
How do I do this in Outlook?
- Quickly archive
- Select email → Backspace key (Archive).
- Or Home → Archive.
- Schedule for later
- Right-click on the email → Follow up → Add Reminder.
- Delete
- Select email → Delete key.
Further Information:
See also:
- Email (overview)
- Troubleshooting Guide
Can I automate email organization with rules?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
Yes, you can automatically move emails, mark importance, and manage notifications.
How to do it in Outlook?
- Create rules
- Right-click on a message → Rules → Create Rule.
- Set criteria (sender, subject) and actions (move to folder, flag).
- Manage advanced rules
- File → Manage Rules & Alerts.
- Create, edit, or reorganize rules.
Further Information:
See also:
- Email (overview)
- Troubleshooting Guide
How can I organize my Inbox in Outlook?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
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).
Further Information:
See also:
- Email (overview)
- Troubleshooting Guide
What types of attacks are most common via email?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
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.
Further Information:
See also:
Does IT Services request passwords by email?
Atualizado/Updated: 2026-05-28
Target Audience: Iscte Community
Answer/Solution:
No. Iscte IT Services will never request:
- 🔑 Passwords
- 👤 Personal data (e.g., identification numbers, private contacts)
- 💳 Financial information (e.g., card numbers, IBAN, payments)
via email, phone, or messaging. Any request of this kind should be considered suspicious.
⚠️ How to respond to this type of message
- 🚫 Do not reply to the message
- 🔗 Do not click on links or open attachments
- 🔐 Do not provide any requested information
- 📣 Report immediately to IT support
- This approach helps prevent phishing attempts and fraud.
Further Information:
See also:
What security measures are integrated into the email service?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
Outlook/Office 365 integrates robust security and compliance mechanisms, including:
- Conditional Access Policies
- Data encryption
- Additional user and device protection measures
Further Information:
See also:
- Email (overview)
- Troubleshooting Guide
How are members of a distribution list managed?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
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.
Further Information:
See also:
What is the difference between a shared mailbox and a distribution list?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
- Shared mailbox → Allows reading, sending, joint management, and a single history.
- Distribution list → Only distributes messages to multiple recipients; it does not have its own inbox.
Further Information:
See also:
What are distribution lists used for?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
They are ideal for teams, departments, offices, and project groups that need to receive information simultaneously and in an organized manner.
Further Information:
See also:
What is a distribution list?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
It is an address that represents multiple recipients. Sending an email to the list automatically sends it to all members.
See also:
- Email (overview)
- Troubleshooting Guide
Who do replies sent from a shared mailbox appear as?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
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.
Further Information:
See also:
How can I access a Shared Mailbox?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
Access is granted by IT Services. Once authorized, the account automatically appears in Outlook Web or the installed Outlook client.
Further Information:
See also:
What are the main advantages of Shared Mailboxes?
Atualizado/Updated: 2026-05-26
Target Audience: Iscte Community
Answer/Solution:
- Centralized communication.
- Single history accessible to the entire team.
- Greater security (no password sharing).
- Transparency and consistency in external communication.
Further Information:
See also: