`. For example, bsomeone+newsletter@astate.edu.
The original email address must be valid. The `+tag` value that you add is arbitrary, but it cannot contain spaces.
Plus addressing can be used in any email client that sends emails and you can receive emails addressed to you using plus addresses as you would normal emails.
#### Using plus addressing
To use this feature, append a + sign and desired descriptor after your account name and before the @ symbol (e.g., bsomeone+prtcommittee@astate.edu).
You cannot send from a plus address.
Some web forms don't support plus signs in email addresses.
As plus addresses are not aliases that are configured on the mailbox, they don't resolve to a user's name in Outlook clients. This limitation results in plus addresses being easily identifiable in the `To` or `CC` fields of messages. However, there might be scenarios where you can't use a plus address for a Microsoft service that needs to be associated with your mailbox.
To automatically identify and filter messages that are sent to plus addresses, use Inbox rules to act on those messages. Using the condition *Recipient address includes*, you can specify an action for messages sent to a particular plus address. For example, you can move messages sent to a plus address to a folder.
Plus addressing may be used on user, distribution group and M365 group email addresses.
#### Why Use Plus Email Addressing?
The full address, including the extra information, can act as a label and can be useful for managing email and site registrations. Here are two examples:
1. Use plus addressing when you sign up for different newsletters or community lists to easily filter or create rules for them, which can help you organize, search, and file the messages you receive from those senders.
2. Plus addressing is useful for creating disposable addresses that can prevent spam from coming to your mailbox. If you need to enter your email address in a form, you can enter a variant address in that form. After you get the required email, you can set up a block to never receive an email at that address again.
# Manage an Email Distribution List in Outlook
Note: Only a specific type of Distribution List can be managed in Outlook, contact [ITS\_SYSTEMS@astate.edu](mailto:ITS_SYSTEMS@astate.edu) if you're unsure if your Distribution List qualifies.
1. Open Microsoft Outlook and then open the Address Book.
[](https://kb.astate.edu/uploads/images/gallery/2023-05/addressbookoutlook.png)
2. Check that you are using the Global Address List as the Address Book instead of the Offline Global Address List.
3. Type in the full or partial name of the distribution list you want to modify.
4. Double click on the distribution list in the list to open it.
[](https://kb.astate.edu/uploads/images/gallery/2023-05/addressbookexamplelist.png)
5. Click Modify Members.
[](https://kb.astate.edu/uploads/images/gallery/2025-07/emaildist1.png)
6. To add a member to the distribution list, click Add...
7. Alternatively, to remove members, select the names you wish to remove from the left pane. Click Remove on the right to remove them from the distribution list, then click OK to save your changes.
[](https://kb.astate.edu/uploads/images/gallery/2025-07/emaildist2.png)
8. Type the name of the person you want to add.
9. Double click the person’s name in the list.
10. The name will appear in the Add section at the bottom of the window.
11. Once you’ve added all desired members, click OK(Email [ITS\_SYSTEMS@astate.edu](mailto:ITS_SYSTEMS@astate.edu) if adding a large amount of members).
[](https://kb.astate.edu/uploads/images/gallery/2025-07/emaildist3.png)
12. Click OK on all open windows to save your changes, and you’re done!
# Entra ID Join Procedure - Remote Assets
Before completing the steps in this document be sure that you have backed up all files from your current local profile to OneDrive. At the end of this joining process you will no longer be accessing the managed asset using a local account. For additional information on OneDrive, please see the following KB Articles: [https://kb.astate.edu/books/microsoft-365/chapter/onedrive](https://kb.astate.edu/books/microsoft-365/chapter/onedrive)
#### 1. Purpose
This procedure establishes the necessary steps for an institutionally owned and managed asset to be joined to A-State’s Microsoft Entra ID tenant. To ensure compliance with university standards and a consistent experience for users, all technology resources shall be configured to meet a minimum standard. Remote devices that are not joined to the on-premise domain must be manually joined to Entra ID to ensure compliance with these standards.
#### 2. Scope
This standard applies to all Arkansas State University (A-State) owned technology resources and users of those resources.
#### 3. Definitions
Entra ID – Entra ID is Microsoft’s cloud-based identity and access management (IAM) service, parallel to on-premise Active Directory.
#### 4. Responsibilities
IT Security Team – Responsible for the technical configuration of device join settings in Entra ID, including the permissions of who is able to join devices.
ITS Endpoint Technician – Responsible for assisting users in their area of support with the Entra join process.
User – Responsible for enrolling their remote assets into Entra ID and ensuring all necessary files are backed up prior to this enrollment.
#### 5. Entra ID Join Steps
Need assistance with these steps? You can request support with this process from your assigned zone technician in completing these steps. [https://kb.astate.edu/books/endpoint-technicians-team/page/its-zone-structure](https://kb.astate.edu/books/endpoint-technicians-team/page/its-zone-structure)
1. On your A-State owned asset, sign in and go to system settings.
2. On the left, select “Accounts”.
[](https://kb.astate.edu/uploads/images/gallery/2026-09/screenshot-2026-09-21-at-9-26-41-am.png)
3. Find and select “Access work or school”.
[](https://kb.astate.edu/uploads/images/gallery/2026-09/screenshot-2026-09-21-at-9-27-22-am.png)
4. In the “Add a work or school account” section, click “Connect”.
[](https://kb.astate.edu/uploads/images/gallery/2026-09/screenshot-2026-09-21-at-9-28-38-am.png)
5. At the bottom of the window, there is text that says, “Join this device to Microsoft Entra ID”. Click on that text.
[](https://kb.astate.edu/uploads/images/gallery/2026-09/2k8screenshot-2026-09-21-at-9-11-27-am.png)
6. A Microsoft credential window will pop-up, enter your A-State email and password.
7. A window should pop up asking you to accept, and/or a confirmation window asking you to “Make sure this is your organization”. Hit Accept/Join.
8. You should receive a message stating that your device has been connected to A-State. [](https://kb.astate.edu/uploads/images/gallery/2026-09/youre-all-set.png)
#### 6. Next Steps
To speed up the Intune sync process you can manually start a sync using the Company Portal application on your device. To do this you can do the following:
1. Press the Windows key and type "Company Portal"
1. If no application shows up, you may have to wait for the application to be automatically installed.
2. Sign in using your work credentials.
3. On the home page select the settings icon in the bottom left corner. [](https://kb.astate.edu/uploads/images/gallery/2026-09/company-portal.png)
4. In settings select the "sync" button. [](https://kb.astate.edu/uploads/images/gallery/2026-09/company-portal-sync.png)
5. Sync times may vary, so please allow 5-30 minutes for this to complete.
6. Once this is completed you will need to restart your device.
Before restarting your device be sure that you have backed up all files from your current local profile to OneDrive. At the end of this joining process you will no longer be accessing the managed asset using a local account. For additional information on OneDrive, please see the following KB Articles: [https://kb.astate.edu/books/microsoft-365/chapter/onedrive](https://kb.astate.edu/books/microsoft-365/chapter/onedrive)
# BitLocker Recovery Guide
Before completing the steps in this document be sure that you have not modified any internal components or peripherals of the impacted device (hard drive, motherboard, network interface card, external storage drive etc.) and that you have attempted to restart the device prior to troubleshooting. If your devices hardware has been modified, removing it and restarting may resolve your issue.
#### 1. What is BitLocker?
BitLocker is Microsoft’s full-disk encryption feature built into supported editions of Windows that helps protect data by encrypting the entire drive. BitLocker safeguards information on desktops, laptops, and removable drives from unauthorized access if a device is lost, stolen, or improperly accessed. It commonly uses a Trusted Platform Module (TPM) to securely store encryption keys and verify system integrity during startup, helping prevent attackers from accessing data by removing the drive or bypassing the operating system. When configured, BitLocker provides strong data protection with minimal impact on the user experience and is widely used by organizations to support security, compliance, and data protection requirements.
#### 2. Why Does A-State Use BitLocker?
[The Information and Technology Resource Security Policy](https://kb.astate.edu/books/it-policies-procedures/page/11-information-and-technology-resource-security-policy "1.1 Information and Technology Resource Security Policy") requires A-State to encrypt the full disk of every institutionally owned asset. This encryption is not optional and is enforced using our campus mobile device management (MDM) platform Intune.
#### 3. The BitLocker Recovery Screen
If your computer displays the BitLocker Recovery screen after powering on, BitLocker has detected a change that requires verification before it can unlock the encrypted drive. This screen looks similar to the following:
[](https://kb.astate.edu/uploads/images/gallery/2026-11/bitlocker-recovery-screen.png)
This can occur after hardware changes, BIOS/UEFI updates, firmware updates, security setting changes, TPM issues, or other events that affect the system's startup integrity checks. To regain access to the device, a user can enter the 48-digit BitLocker recovery key when prompted. Recovery keys are stored in two locations for domain joined devices and must be provided to you by your [zone technician](https://kb.astate.edu/books/endpoint-technicians-team/page/its-zone-structure "ITS Zone Structure") if an initial restart does not resolve your issue.
Need assistance? You can request support through the [TDX Client Portal](https://services.asusystem.edu/TDClient/35/astate/Home/).
# OneDrive
Wondering how to use OneDrive? Checkout this chapter for an overview.
# Limitations and Restrictions
#### Restrictions
When sharing files or folders you must explicitly list each user or group you would like to share with. The share option 'Anyone with the link can...' is disabled. This does not restrict whom you can share with. You can still share files and folders with users outside of the A-State organization, however, you have to explicitly list the user or group you would like to share with.
#### Limitations
Syncing between OneDrive Business accounts and OneDrive Personal accounts is not supported by Microsoft at this time. You can still share with users that only have Personal OneDrive accounts (accounts that are not tied to an organization), however, the user will only be able to access the shared file or folder from a web browser.
---
##### Additional Microsoft resources
{{@71#bkmrk-quick-start-guide-on}}
# Set Up the OneDrive Sync App
##### **Set up the OneDrive sync app in Windows**
1. If you *don't* have Windows 10, Microsoft 365, Office 2016 or Office 2019, install the [new OneDrive sync app for Windows](https://go.microsoft.com/fwlink/p/?linkid=844652). If you use the latest software, you already have the OneDrive sync app and you can skip to step 2.
2. Select the **Start** button, search for **OneDrive**, and then open it.
3. When OneDrive Setup starts, enter your work or school account, and then select **Sign in**.
4. If prompted to choose a **Work or school account** or a **Personal account**, always pick the **Work or school account**.
1. [Install OneDrive for Mac](https://go.microsoft.com/fwlink/?linkid=823060).
**Important:** If you're using the OneDrive Mac Store app, uninstall it before installing the latest build of the sync app.
2. Start OneDrive by pressing cmd + Space to launch a Spotlight query and type **OneDrive**. This starts OneDrive Setup.
3. Enter your work or school account and then select **Sign in**.
4. If prompted to choose a **Work or school account** or a **Personal account**, always pick the **Work or school account**.
[](https://kb.astate.edu/uploads/images/gallery/2021-08/onedrive-setup-macos.png)
**Note:** If you already had an account signed in to OneDrive and you want to add another account, click the OneDrive cloud icon up in the Menu bar, click the three dots to open the menu, and select **Preferences**. Click the **Account** tab, select **Add an Account** to start OneDrive Setup, and then sign in.
1. Select the OneDrive cloud icon in the notification area (right side of the Windows Taskbar just before the clock).
2. Select **Help & Settings** > **Settings**.
3. On the **Backup** tab, under **Important PC Folders**, select **Manage backup** and follow the instructions.
4. In the **Back up your folders** dialog, make sure the folders that you want to back up are selected.
[](https://kb.astate.edu/uploads/images/gallery/2021-08/onedrive-backup-folders.png)
---
##### Additional Microsoft resources
{{@71#bkmrk-quick-start-guide-on}}
# Manage Files and Folders in OneDrive
#### **Select what to do with a file**
1. In OneDrive, right click the file.
2. Select a command.
[](https://kb.astate.edu/uploads/images/gallery/2021-08/onedrive-file-context-menu.png)
---
**Create a folder**
1. Select **New** > **Folder**.
2. Type a name for the folder.
3. Select **Create**.
[](https://kb.astate.edu/uploads/images/gallery/2025-07/onedrivefolder1.png)
---
1. Type a word or phrase in the **Search** box.
2. Select a file, or press Enter.
[](https://kb.astate.edu/uploads/images/gallery/2025-07/onedrivefolder2.png)
---
1. Sign in to [office.com](https://www.office.com), then select the app launcher [](https://kb.astate.edu/uploads/images/gallery/2021-08/m365-app-launcher.png) > **OneDrive**.
2. Pick a file or folder by selecting the circle to the left of the item, and then select a command at the top of the page.
*Note: The circle does not show until you mouse over the item.*
[](https://kb.astate.edu/uploads/images/gallery/2021-08/onedrive-webbrowser1.jpg)
---
1. Select **Upload** > **Files** or **Upload** > **Folder**.
2. Select the files or folder you want to upload.
3. Select **Upload**, **Open** or **Select Folder**.
[](https://kb.astate.edu/uploads/images/gallery/2021-08/onedrive-upload.png)
---
- [Set up OneDrive sync app](https://kb.astate.edu/books/microsoft-365/page/set-up-the-onedrive-sync-app "Set up the OneDrive sync app")
[](https://kb.astate.edu/uploads/images/gallery/2021-08/fileexplorer-onedrive.jpg)
Mac OS
In Finder, select: **OneDrive - Arkansas State University - Jonesboro**.
---
##### **Save and open files in your Office apps**
- Select **File > Save as > OneDrive - Arkansas State University - Jonesboro** to save a work file to OneDrive.
- Select **File > Open** and then select **OneDrive**, to open a file saved to OneDrive.
1. Select [](https://kb.astate.edu/uploads/images/gallery/2021-08/office-share-icon.png) **Share** on the ribbon (generally located on the right side of the ribbon).
Or, select **File > Share**.
**Note:** If your file is not already saved to OneDrive, you'll be prompted to upload your file to OneDrive to share it.
2. Select who you want to share with from the drop-down, or enter a name or email address.
3. Add a message (optional) and select **Send**.
[](https://kb.astate.edu/uploads/images/gallery/2025-07/onedrivecollab4.jpg)
1. Right click the file and select **Share**.
Or, select a file and select [](https://kb.astate.edu/uploads/images/gallery/2021-08/office-share-icon.png) **Share** on the toolbar.
2. Select who you want to share with from the drop-down, or enter a name or email address.
3. Add a message (optional) and select **Send**.
[](https://kb.astate.edu/uploads/images/gallery/2021-08/onedrive-share-contextmenu.png)
---
- **My Files** - See all of your OneDrive files and folders.
- **Recent** - See which Office documents you've opened most recently, whether you've modified them or not.
- **Shared** - See items that you've shared with other people and that other people have shared with you.
- **Recycle bin** - See items and folders that you've deleted.
[](https://kb.astate.edu/uploads/images/gallery/2021-08/onedrive-views.jpg)
---
1. Select the file or folder you want to stop sharing or change.
2. Right click on the file and select **Manage access.**
Or, select **Information** icon in the upper-right corner to open the **Details** pane.
[](https://kb.astate.edu/uploads/images/gallery/2021-08/onedirve-info-icon.jpg)
Under the **Has access** section, select **Manage access.**
3. To remove or change the sharing permissions
1. To completely stop sharing the item, select **Stop sharing** at the top of the **Manage Access** pane.
2. To remove a link or change the permissions, click the three dots next to the link to open the **Link settings** pane.
- To delete the link, select the **X** next to the link.
- To change the link permissions, select the dropdown arrow under **Link settings** and choose the appropriate permission setting (**Can Edit** or **Can View**).
- To remove a user's access to the link, select the **X** next to the account you want to remove.
- To allow additional users access to the link, under the section **This link works for**, select **Specify people for this link** and type in the user's name or email address
[ ](https://kb.astate.edu/uploads/images/gallery/2025-07/onedrivecollab3.jpg)[](https://kb.astate.edu/uploads/images/gallery/2025-07/onedrivecollab2.jpg)#### Copy link
- Select a file and select [](https://kb.astate.edu/uploads/images/gallery/2021-08/office-link-icon.png) **Copy link**.
- Or, right click a file and select **Copy link**.
1. Open the OneDrive app on your mobile device.
2. Select a file or folder - press and hold until the checkmark appears next to it.
3. Tap the [](https://kb.astate.edu/uploads/images/gallery/2021-08/onedrive-mobile-share-icon1.png) **Share** icon.
1. Open an Office app like Word, Excel, or PowerPoint on your device.
2. Tap **Open**, then tap **OneDrive - Arkansas State University - Jonesboro**.
3. Browser to the file and open it.
4. If you would like to share the file, tap the [](https://kb.astate.edu/uploads/images/gallery/2021-08/onedrive-mobile-share-icon1.png) **Share** icon.
1. Open the OneDrive app on your mobile device.
2. Tap a file to preview it.
3. Tap the **More** icon (three vertical dots) in the upper right corner.
1. For Office files, tap **Open** to open the file in the default Office app.
2. For other files types, select **Open in another app**
For further assistance, contact the ITS Help Desk at 870-972-3933 or stop by IT Support Services (). It is located on the bottom floor of the Dean B. Ellis Library, Room 149.
# Teams
# Troubleshooting Teams for Mac OS
1. ##### Ensure you have the [latest Mac OS](https://support.apple.com/en-us/108382) device
1. ##### Open System Settings from the Apple menu (top left corner of screen)
2. ##### Select General
3. ##### Click Software Update
2. ##### [Uninstall Teams](https://support.microsoft.com/en-us/office/uninstall-microsoft-teams-3b159754-3c26-4952-abe7-57d27f5f4c81). Quit Teams by right clicking the Teams app in the dock, then holding down Option and clicking Force Quit. Open the Application Folder, select Microsoft Teams, and move it to the Trash
3. ##### Clear the [Teams Cache](https://learn.microsoft.com/en-us/troubleshoot/microsoftteams/teams-administration/clear-teams-cache)
4. ##### Try rebooting your device and [reinstall Teams](https://www.microsoft.com/en-us/microsoft-teams/download-app) from the Microsoft website
For further assistance, contact the ITS Help Desk at 870-972-3933 or stop by IT Support Services (). It is located on the bottom floor of the Dean B. Ellis Library, Room 149.
# Troubleshooting Teams for Windows
1. ##### Ensure you have the latest [Windows update](https://support.microsoft.com/en-us/windows/install-windows-updates-3c5ae7fc-9fb6-9af1-1984-b5e0412c556a)
1. ##### Go to Settings
2. ##### Windows Update
3. ##### Check for Updates
2. ##### [Uninstall Teams.](https://support.microsoft.com/en-us/office/uninstall-microsoft-teams-3b159754-3c26-4952-abe7-57d27f5f4c81) Quit Teams by right clicking the Teams app in the dock, then holding down Option and clicking Force Quit. Open the Application Folder, select Microsoft Teams, and move it to the Trash
3. ##### Clear the [Teams Cache](https://learn.microsoft.com/en-us/troubleshoot/microsoftteams/teams-administration/clear-teams-cache).
1. ##### Quit Teams
2. ##### Open the Run dialog box by pressing the Windows logo key+R
3. ##### In the Run dialog box, enter the following path, and then select OK: %appdata%\\Microsoft\\Teams
4. ##### Delete all files and folders in the directory
5. ##### Restart Teams
4. ##### Try rebooting your device and [reinstall Teams](https://www.microsoft.com/en-us/microsoft-teams/download-app) from the Microsoft website
For further assistance, contact the ITS Help Desk at 870-972-3933 or stop by IT Support Services (). It is located on the bottom floor of the Dean B. Ellis Library, Room 149.
# Microsoft 365 Groups
Microsoft 365 Groups is a service that works with the Microsoft 365 tools you use already so you can collaborate with your teammates when writing documents, creating spreadsheets, working on project plans, scheduling meetings, or sending email.
# What are Microsoft 365 Groups?
Groups in Microsoft 365 let you choose a set of people that you wish to collaborate with and easily set up a collection of resources for those people to share. Resources such as a shared Outlook inbox, shared calendar or a document library for collaborating on files.
You don’t have to worry about manually assigning permissions to all those resources because adding members to the group automatically gives them the permissions they need to the tools your group provides. Additionally, groups are the new and improved experience for what we used to use distribution lists or shared mailboxes to do.
#### Owners, Members and Guests
Group owners are the moderators of the group. They can add or remove members and have unique permissions like the ability to delete conversations from the shared inbox or change different settings about the group.
We recommend that each group have at least two owners.
Group members are the regular users in your organization who use the group to collaborate. They can access everything in the group but can't change group settings or delete conversations from the shared inbox.
Guests are like group members, but they are outside your organization.
#### Group Resources
- 15GB Shared Inbox – For email conversations between your members. This inbox has an email address and **can be set** to accept messages from people outside the group and even outside your organization, much like a traditional distribution list.
- Shared Calendar – For scheduling events related to the group.
- 50GB SharePoint Document Library – A central place for the group to store and share files.
- Shared OneNote Notebook – For gathering ideas, research, and information.
- SharePoint Team Site – A central repository for information, links and content relating to your group.
- Planner – For assigning and managing project tasks among your group members.
You can access these resources through the Microsoft Outlook desktop client (2016 or newer), via Outlook on the web, via Outlook 2016 for Mac (shared inbox only), or via Outlook mobile. You'll find your Microsoft 365 Groups in the navigation pane on the left in Outlook desktop or on the Web.
#### Default Group Settings
- Groups are created as Private. This means that only group members can view group content.
- Email sent to the group address is not delivered to members' inboxes. Members have to visit the group workspace to view the conversations and events.
- People outside the A-State organization **cannot** send email to the group.
- Group address is visible in the Global Address Book.
#### Limitations
- Share Inbox is not the same as a shared mailbox.
- Limited support for subfolders.
- Limited support for mail rules.
# Group Expiration Policy
Microsoft 365 groups are set to expire after 180 days of inactivity. The expiration period begins when the group is created, or on the date it was last renewed.
When a group expires, all of its associated services (the mailbox, Planner, SharePoint site, team, etc.) are also deleted.
When a group expires it is "soft-deleted" which means it can still be recovered for up to 30 days.
Groups that are actively in use are renewed automatically. Any of the following actions will auto renew a group:
- OneDrive/SharePoint - view, edit, download, move, share, or upload files. (Viewing a SharePoint page does not count as an action for automatic renewal.)
- Outlook - join group, read or write group message from the group, and like a message (Outlook on the web).
- Teams - visiting a team's channel.
#### How and when a group owner learns if their groups are about to expire
Group owners will only be notified via email.
30 days before the group expires, the group owners will receive an email allowing them to easily renew the group. If they don't renew it, they'll receive another renewal email 15 days before expiration. If they still haven't renewed it, they will receive one more email notification the day before expiration.
If for some reason none of the owners renew the group before it expires, the ITS Systems team can still restore the group for up to 30 days after expiration.
# Guest Access to Microsoft 365 Groups
Guest access in Microsoft 365 Groups lets you and your team collaborate with people from outside A-State by granting them access to group conversations, files, calendar invitations, and the group notebook. Access can be granted to a guest—for example, a partner, vendor, supplier, or consultant—by any group owner.
#### How it works
People using Microsoft 365 Groups can use Outlook on the web or Outlook for Windows to add and manage guests in their Microsoft 365 groups. Guests can have any email address, and their email account can be a work, personal, or school account.
When sharing OneDrive folders/files, syncing between OneDrive Business accounts and OneDrive Personal accounts is not supported by Microsoft at this time. You can still share with guests that only have Personal OneDrive accounts (accounts that are not tied to an organization), however, the user will only be able to access the shared file or folder from a web browser.
1. A group owner adds a guest to the group.
2. The group owner is informed of which content and resources the guest can access within the group. A combination of text and icons gives all group members a clear indication of guest participation.
3. The guest receives a welcome email and can participate in group conversations, receive and respond to calendar invitations, and access the group files.
4. Guests can leave the group at any time via a link in the footer of all group email messages and calendar invitations.
When a guest is invited to join a group, they receive a welcome email message that includes a little information about the group and what they can expect now that they're a member. The message also includes a set of links to help them get started and connect to group resources.
All of the guest member's interactions occur through their email inbox. They can't access the group site but can receive calendar invitations, participate in email conversations, and, if the admin has turned on the setting, they can open shared files using a link or attachment.
All group email messages and calendar invitations the guest receives will include a reminder to use Reply all in responses to the group, along with links to view group files and leave the group.
The following table summarizes what guests can and can't do.
| Feature | Guest user allowed? |
| Create a group | No |
| Add/remove group members | No |
| Delete a group | No |
| Join a group | Yes, by invitation |
| Start a conversation
| Yes |
| Reply to a conversation | Yes |
| Search for a conversation | Yes |
| @mention a person in the group | No |
| Pin/Favorite a group | No |
| Delete a conversation | Yes |
| "Like" messages | No |
| Manage meetings | No |
| View group calendar | No |
| Modify calendar events | No |
| Add a group calendar to a personal calendar | No |
| View and edit group files | Yes |
| Access the group OneNote notebook | Yes, access from welcome email |
| Browse groups | No |
# Changing Group Settings
Group settings can be updated from several different M365 apps. Below are instructions for the Outlook desktop app.
Only group owners can change group settings.
1. Open the Outlook desktop app.
2. In the navigation pane, under **Groups**, select the group you want to change the settings for.
3. [](https://kb.astate.edu/uploads/images/gallery/2025-07/m365groups1.png)
4. On the ribbon, select **Home > Group Settings > Edit Group**.[](https://kb.astate.edu/uploads/images/gallery/2025-07/m365groups2.png)
The following group settings can be updates from the **Edit Group** dialog.
- Group name
- Description
- Privacy
- **Private** - private groups aren't open for everyone to join them and the group owners are the only ones that can add members. Only group members can access group content.
- **Public** - public groups can be joined by everyone without approval from a group owner. Anyone can access group content.
- Add/remove members
- Delete the group
- Let people outside of the organization email the group
- This setting allows people outside of A-State to send an email to the group. This option should be carefully considered as it will expose the group to possible SPAM messages.
- Subscribe new members so they receive group emails in their inbox
- If enabled, anything sent to the group appears in user inboxes, including invitations to Teams meetings.
- *When you change this setting, the user preferences for all members of the group will automatically be updated.*
- Promote member to owner
- Demote owner to a member
You cannot change the group email address or add aliases.
# Accessing Group Files
Depending on how you prefer to work, you can access group files from several different locations.
#### Web applications
From any web browser, go to [https://office.com](https://office.com) and sign in using your A-State account.
You can easily switch among Microsoft apps by selecting the app launcher [](https://kb.astate.edu/uploads/images/gallery/2023-10/app-launcher.png) from the upper left corner of the page and click an app icon.
You can access group files from the Outlook, OneDrive, Teams or SharePoint apps.
##### Outlook for the web
Expand the **Groups** list in the left navigation pane and select the group you want to access.
[](https://kb.astate.edu/uploads/images/gallery/2023-10/outlook-web-groups.png)
Once you select the group, you will see the group inbox and some icons at the top. To access the group files, click on the File icon to load the group files.
[](https://kb.astate.edu/uploads/images/gallery/2023-10/outlook-web-groups-fileicon.png)
##### OneDrive for the web
| All the groups you are a member or owner of, will appear under the **Quick access** section in the left navigation pane. If the group you are looking for is not displayed, click on **More places...** to get a list of all the groups. Select the group you want to access to load the group files. | [](https://kb.astate.edu/uploads/images/gallery/2025-07/m365groups3.png)
|
##### Microsoft Teams for the web
Accessing group files from the web version of Teams is identical to the desktop version. Please refer to the Microsoft Teams instructions below.
#### Desktop applications
Please make sure you have the latest version of Microsoft 365 apps installed. Please refer to [this KB](https://kb.astate.edu/link/88 "Install Microsoft 365 on your computer") for instructions on installing Microsoft 365 apps.
##### Outlook
Expand the **Groups** list in the left navigation pane and select the group you want to access.
[](https://kb.astate.edu/uploads/images/gallery/2023-10/outlook-groups.png)
Once you select the group, you will see the group inbox and the Home ribbon will now have a section specific to the group. Select the **Files** icon to view the group files. This will open the group SharePoint document library in your default web browser.
[](https://kb.astate.edu/uploads/images/gallery/2023-10/outlook-groups-fileicon.png)
To add a shortcut to the group files to *your* OneDrive, after the SharePoint document library opens in your web browser, click on **Add shortcut to OneDrive**.
[](https://kb.astate.edu/uploads/images/gallery/2023-10/sharepoint-menubar.png)
If you do not see the option to add the shortcut, click on the three dots to show the additional menu items.
##### Microsoft Teams
Select the **Teams** icon in the left navigation pane.
[](https://kb.astate.edu/uploads/images/gallery/2023-10/teams.png)
Select the Team that you would like to access the files for. The **General** channel for the team is where the group files are located, so select it and then click on **Files**.
[](https://kb.astate.edu/uploads/images/gallery/2023-10/teams-files.png)
To add a shortcut to the group files to *your* OneDrive, click on **Add shortcut to OneDrive**. If you do not see the option to add the shortcut, click on the three dots to show the additional menu items.
[](https://kb.astate.edu/uploads/images/gallery/2025-07/m365groups4.png)
# FAQ
#### Get a copy of group email messages you send
By default, when you send an email message to an Outlook group that you're a member of, you don't receive a copy of that message in your Inbox. You can change this setting.
1. Sign into your mailbox by using Outlook on the web, and then select **Settings** > **view all Outlook settings**.
2. Select **Mail** > **Groups**.
3. Select the **Send me a copy of email I send to a group** check box.
#### How to add or remove group members
Any member of a group can invite others to the group, but only the group owner can add or remove them.
Please refer to [Add and remove group members in Outlook](https://support.microsoft.com/en-us/office/add-and-remove-group-members-in-outlook-3b650f4a-5c9b-4f94-a1bb-0cca4b1091de "Add and remove group members in Outlook") for the latest Microsoft instructions.
#### How to join a group
When you join a group, you gain access to the group mailbox, calendar, OneNote notebook, and team site. Permissions are taken care of automatically so you don't need to worry about missing any meetings or conversations.
Please refer to [Join a group in Outlook](https://support.microsoft.com/en-us/office/join-a-group-in-outlook-2e59e19c-b872-44c8-ae84-0acc4b79c45d "Join a group in Outlook") for the latest Microsoft instructions.
#### How to leave a group
When you leave a group, you give up your access to the group inbox, calendar, OneNote notebook, and library. The only way to regain access is to rejoin the group.
Please refer to [Leave a group in Outlook](https://support.microsoft.com/en-us/office/leave-a-group-in-outlook-1470a263-3e01-4633-a7b9-851b786db0d2 "Leave a group in Outlook") for the latest Microsoft instructions.
#### How to schedule a meeting on a group calendar
Each group has a shared calendar where you and every member of your group can schedule, edit, and see upcoming events.
Please refer to [Schedule a meeting on a group calendar in Outlook](https://support.microsoft.com/en-us/office/schedule-a-meeting-on-a-group-calendar-in-outlook-0cf1ad68-1034-4306-b367-d75e9818376a "Schedule a meeting on a group calendar in Outlook") for the latest Microsoft instructions.
#### How to share group files
A Microsoft 365 group makes sharing files easy by including a dedicated library, which is the primary place for storing all your group files.
Please refer to [Share group files in Outlook](https://support.microsoft.com/en-us/office/share-group-files-in-outlook-749bc73b-90c9-4760-9b6f-9aa1cf01b403 "Share group files in Outlook") for the latest Microsoft instructions.
#### How do I delete email from the group shared mailbox
Only group owners can delete messages from the group shared mailbox. Members can delete the group messages that have been delivered to their inboxes but not from the group inbox.
#### How do I add subfolders to a group shared mailbox
1. Sign into your mailbox by using Outlook on the web, and then expand the group in the left side navigation so you can see the group's **Inbox** folder.
2. Right click on the **Inbox** to open the context menu and select **Create new subfolder**.
#### How do I add mail rules to a group shared mailbox
You cannot view/modify rules from Outlook mobile apps.
Mail rules are very limited for group shared mailboxes. You can only create rules to move, copy, delete or forward.
1. Sign into your mailbox by using Outlook on the web and select the group in the left side navigation.
2. Click on the three horizontal dots from the menu ribbon and select **Rules** > **Manage rules**.
3. To create a new rule, select **Add new rule**.
# Shared A-State Email Addresses
Need a *@astate.edu* email address for your college, department or program? We have several options available with Microsoft 365.
- **Microsoft 365 Groups** are used for collaboration between users, both inside and outside of A-State.
- **Distribution groups** are used for sending email notifications to a group of people.
- **Shared mailboxes** are used when multiple people need access to the same mailbox, such as college or department information email addresses.
##### Microsoft 365 Groups
Microsoft 365 Groups are used for collaboration between users, both inside and outside A-State. With each Microsoft 365 Group, members get a group email and shared workspace for conversations (shared inbox), files, calendar events, and a Planner.
Only group owners can delete messages from the shared inbox associated with the group.
You can add people from outside of A-State to the group and allow external senders to send email to the group email address.
Microsoft 365 Groups can be accessed through the Outlook mobile app (iOS and Android), Outlook for the web, and the Outlook desktop application (Windows or MacOS).
Microsoft 365 Groups are accessible from Outlook apps only.
For more information on Microsoft 365 Groups, please refer to [What are Microsoft 365 Groups](https://kb.astate.edu/books/microsoft-365/page/what-are-microsoft-365-groups "What are Microsoft 365 Groups") article.
##### Distribution groups
Distribution groups are used for sending notifications to a group of people. They can receive external email if requested.
All messages sent to the group address will be forwarded to each member of the group. There is no mailbox associated with the email address and group members do not need to configure anything in their mail clients.
##### Shared mailboxes
Shared mailboxes are used when multiple people need access to the same mailbox, such as a department information or support email address, reception desk, or other function that might be shared by multiple people.
Shared mailboxes can receive external emails, if requested, and include a calendar that can be used for collaboration.
Each shared mailbox has two security groups associated with it that control the permissions to the mailbox.
1. Full Access group - members of this group can open the shared mailbox and act as the owner of that mailbox. After accessing the shared mailbox, a user can create calendar items; read, view, delete, and change email messages; create tasks and calendar contacts. However, a user with Full Access permission can't send email from the shared mailbox unless they are a member of the Send As group.
2. Send As group - members of this group can impersonate the shared mailbox when sending mail (send email using the shared mailbox address).
Shared mailboxes can be accessed through the Outlook mobile app (iOS and Android), Outlook for the web, and the Outlook desktop application (Windows or MacOS).
Shared mailboxes are accessible from Outlook apps only.
# Student Email Shifting to Microsoft on Aug. 11 2024
**Student Email Shifting to Microsoft on Aug.11 2024**
Arkansas State is transitioning our student email client from Gmail to Microsoft. This transition will unify the campus email system and offer several benefits to everyone.
**When will the migration happen?**
The migration is scheduled for Sunday, August 11 2024. Once it has occurred, all new incoming mail will be delivered to your corresponding Microsoft account. **Your student email address will not change.**
**Will my current email and folders be migrated automatically?**
Existing items will not be migrated, but students can use the [Google Takeout](https://urldefense.com/v3/__https:/t.e2ma.net/click/ubxubg/60s1xtrb/qczxyl__;!!PirnAJVEmx4jpg!58QTuwV12CliYk6JAp_xxv3L0gh97j0V44KH8mTMsrEt4V-TGfqDH58O6au4alRigH9W6KHJ3-I82DlOZKKjLVA-Nw%24) service to export their email, documents, etc. Instructions for exporting from Gmail can be found in the [A-State Knowledge Base](https://urldefense.com/v3/__https:/t.e2ma.net/click/ubxubg/60s1xtrb/64zxyl__;!!PirnAJVEmx4jpg!58QTuwV12CliYk6JAp_xxv3L0gh97j0V44KH8mTMsrEt4V-TGfqDH58O6au4alRigH9W6KHJ3-I82DlOZKLJFt_3NQ%24).
If you currently use your student Gmail address as your Apple ID or Android ID, you should switch to a personal email address before the migration.
**How will I access my new inbox?**
Student inboxes can be accessed through the web at [https://outlook.office.com/mail/](https://urldefense.com/v3/__https:/t.e2ma.net/click/ubxubg/60s1xtrb/mx0xyl__;!!PirnAJVEmx4jpg!58QTuwV12CliYk6JAp_xxv3L0gh97j0V44KH8mTMsrEt4V-TGfqDH58O6au4alRigH9W6KHJ3-I82DlOZKIhijEHPg%24), linked to your smartphone through the native email client or the Outlook mobile app. You will also be able to access through the my.AState portal and the Outlook app on your laptop or desktop.
**Additional questions?**
For more information about the migration, [reach out to the ITS Helpdesk](mailto:itshelpdesk@astate.edu).
# Upcoming change to Microsoft MFA
#### **A-State will soon be moving away from Cisco Duo and will be moving fully to Microsoft Authenticator**
**- You can follow this link for help setting up the new Authenticator:**
[**https://kb.astate.edu/books/student-email-setup/page/adding-microsoft-authenticator-to-outlook-account**](https://kb.astate.edu/books/student-email-setup/page/delete "Microsoft Authenticator Setup")
#### What is changing
On August 15, [Microsoft announced that they will begin rolling out mandatory multifactor authentication (MFA) sign-in for Azure (also known as Microsoft Entra ID) resources](https://urldefense.com/v3/__https:/app.security.umbrella.com/e/er?s=860818199&lid=7615&elqTrackId=b9d15a40765c4ea89f8fcf26feeb6761&elq=facdd32166fe497eb78c68012fe6bac4&elqaid=11753&elqat=1&elqak=8AF5E4B845714871002195D90442D1167FBE777E81BF50DCA3C60AAB1D0DDEC6D4D7__;!!PirnAJVEmx4jpg!65y18vvKlW_maND_LWR5QkzBRokRcKjfQ89dfV6jqpCU15zR2zsg3MOnvdYDNkcitTfbiEL7jDVdyqus3B3LJ1WQ2DBPoYcbG71hUA%24) in October 2024.
#### What to expect
As an A-State user, you will not need to change or update anything. On September 30, 2024, you will start to see a new prompt when logging in to any of the M365 apps or services provided by A-State. Some applications may require you to re-authenticate.
When authentication, you will now be prompted to select which authentication method to use for MFA. Select the **Cisco Duo** method to begin Duo authentication. If you have multiple Entra ID authentication methods enabled, you may need to click **Other options** to see the Duo authentication method.
[](https://kb.astate.edu/uploads/images/gallery/2024-09/new-mfa-method-prompt.PNG)
You'll be redirected to the Duo Prompt Completing Duo authentication returns you to Entra ID to complete your application login.
# First time user account activation
Welcome to Arkansas State University!
Now that you have received your welcome letter with your A-State email address, you can activate your account by setting the password and completing the setup of Microsoft Authenticator.
##### Password Setup
First, let's get your password setup.
You will need both a computer/tablet and a mobile phone for this process
- From a web browser, visit [www.outlook.com](https://www.outlook.com "Outlook Website") and select **Sign in**.
[](https://kb.astate.edu/uploads/images/gallery/2025-02/singin.png)
- On the sign in page, enter your A State email address.
[](https://kb.astate.edu/uploads/images/gallery/2025-02/cantaccess.png)
- On the password screen, select **Forgot my password.**
**[](https://kb.astate.edu/uploads/images/gallery/2025-02/accounttype.png)**
- Enter your full A-State email address and verify the characters that are shown in the captcha and then click **Next**.
[](https://kb.astate.edu/uploads/images/gallery/2025-02/enteremailaddress.png)
- On the verification page, your personal email address on file with A-State has been setup as your alternate email address. Click on **Email** to have a verification code sent to your personal email address. You can change this address after activating your account.
[](https://kb.astate.edu/uploads/images/gallery/2025-02/verification.png)
Enter the verification code that you received and select **Next**.
[](https://kb.astate.edu/uploads/images/gallery/2025-02/verification-2.png)
Enter your new password, confirm it and select **Finish**.
[](https://kb.astate.edu/uploads/images/gallery/2025-02/newpassword.png)
The A-State password requirements must contain:
• At least 15 characters and one capital letter, one lowercase letter, one number, and one special character
• It also must NOT contain any part of your name or anything too closely related to A-State
• It can also be set up as a passphrase
- Once your password is set, you can sign in and start using your account. Select the **click here** link to sign in.
[](https://kb.astate.edu/uploads/images/gallery/2025-02/finish.png)
- Enter your A-State email address and select **Next**.
[](https://kb.astate.edu/uploads/images/gallery/2025-03/step1.png)
- Enter the password for your A-State account and select **Sign in**.
[](https://kb.astate.edu/uploads/images/gallery/2025-03/step2.png)
Please keep your password secure, A-State will never ask you for your password
##### Microsoft Authenticator
- After signing in with your password, you will be prompted to set up **Microsoft Authenticator**
- On the "***Let's keep your account secure"*** screen, click **Next**
- [](https://kb.astate.edu/uploads/images/gallery/2026-01/secure-account-outlook.png)
- - Download the **Microsoft Authenticator app** to your phone by either scanning the QR code below or by going to the ***App Store (iPhone/iOS)*** or the ***Play Store (Android)***
[](https://kb.astate.edu/uploads/images/gallery/2026-03/ms-authenticator-qr.png)
**[aka.ms/mobileauthenticator](http://www.aka.ms/mobileauthenticator)**
- - - After you download the **Microsoft Authenticator app** on your phone click **Next** on the computer
- - Open the app and make sure you **allow** notifications on your phone and then click **Next** on the computer
- - A unique QR code will generate on the next screen
- **Be sure to scan the code by using the Microsoft Authenticator app on your phone (select Scan QR code)**
[](https://kb.astate.edu/uploads/images/gallery/2026-06/ms-auth-qr-example.png) [](https://kb.astate.edu/uploads/images/gallery/2026-01/mobile-auth.png)
- - Once you scan the QR code, click **Next** on the computer
- Microsoft will then generate a random number on the computer, go to your the **Authenticator app** and enter the number you see on screen
- - After you enter the number in the app, your A-State account will be successfully linked to your Microsoft Authenticator app, Click **Done**
[](https://kb.astate.edu/uploads/images/gallery/2026-01/auth-added.png)
- - The next page will show you have successfully added Microsoft Authenticator as a verification method, along with your personal email. Click **Done** and continue to your Outlook inbox
- You have now completed the setup for your A-State user account and finished securing your account with the Microsoft Authenticator.
##### **OPTIONAL**
- If you are not redirected back to the Microsoft portal or you receive an error message when you are redirected, just close your web browser and reopen it. Then go to [myaccount.microsoft.com](https://myaccount.microsoft.com "My Account Website") and sign in. You will not have to repeat the setup process.
- Once you have completed the sign in process, if you are not prompted to setup the Microsoft Authenticator, select **My Account** and then **Security Info**
[](https://kb.astate.edu/uploads/images/gallery/2025-03/BGqstep1.png)
- Then you should be prompted to set up the Microsoft Authenticator. If not, The Security info page will show all the authentication methods currently configured for your account. From here, you can change or delete existing methods or add new ones.
To change an existing method, select the **Change** option next to the method you would like to change. Selecting **Delete** will remove it from your account.
[](https://kb.astate.edu/uploads/images/gallery/2025-03/qZistep4.png)
- To add new methods to your account, select the **Add sign-in methods**.
[](https://kb.astate.edu/uploads/images/gallery/2025-03/add-an-atuh-method.png)
- Select Microsoft Authenticator and follow the prompts to complete the setup. **(Phone is no longer an authentication method)**
[](https://kb.astate.edu/uploads/images/gallery/2025-03/select-auth-method.png)
For further assistance, contact the ITS Help Desk at 870-972-3933 or stop by IT Support Services (). It is located on the bottom floor of the Dean B. Ellis Library, Room 149
# View Bitlocker Keys
If your device has been locked and requires a Bitlocker due to being connected with your university Microsoft account, below is how you can retrieve the Bitlocker key.
1\. Go to [myaccount.microsoft.com](https://myaccount.microsoft.com/)
2\. Sign in using your full A-State email address and A-State password.
3\. It will then ask if you want to stay signed in and you can do this if you are on a personal computer but if you are on a public computer, it is not recommended.
4\. You should then see an option for Devices on the left hand side
[](https://kb.astate.edu/uploads/images/gallery/2025-07/deviceoption.png)
5\. Once you select the Devices option, it should show devices that you have connected to your A-State account. Select the drop down arrow to the left of the device to then see if a Bitlocker key is assigned.
[](https://kb.astate.edu/uploads/images/gallery/2025-07/devices.png)
[](https://kb.astate.edu/uploads/images/gallery/2025-07/bitlocker.png)
For further assistance, contact the ITS Help Desk at 870-972-3933 or stop by IT Support Services (). It is located on the bottom floor of the Dean B. Ellis Library, Room 149.
# Update Microsoft Verification Method
- To add or update your Security information, select **Update Info** on the Security info tile.
[](https://kb.astate.edu/uploads/images/gallery/2025-03/JXGstep3.png)
- The Security info page will show all the authentication methods currently configured for your account. From here, you can change or delete existing methods or add new ones.
To change an existing method, select the **Change** option next to the method you would like to change. Selecting **Delete** will remove it from your account.
[](https://kb.astate.edu/uploads/images/gallery/2025-03/qZistep4.png)
- To add new methods to your account, select the **Add sign-in methods**.
[](https://kb.astate.edu/uploads/images/gallery/2025-03/add-an-atuh-method.png)
- Select the method you would like to add to your account and follow the prompts to complete the setup.
# E-Mail Sending Limits
Arkansas State University applies email sending limits to help protect university accounts, university data, and A-State email systems from phishing, credential compromise, spam, and unauthorized mass email activity.
## Overview
Microsoft has announced upcoming enforcement of additional Exchange Online sending limits, including external recipient rate limits. In addition to Microsoft Office 365 service-level limits, A-State may apply role-based sending limits to certain account types.
At this time, A-State is implementing sending limits for student accounts only. Employee-specific limits for faculty and staff accounts may be implemented in a future phase.
## Current A-State Sending Limits
| Account Type | Internal Recipients Per Hour | External Recipients Per Hour | Total Recipients Per 24 Hours | Status |
|---|
| Students | 250 | 250 | 500 | Effective 6/29/26 |
| Employees (Faculty & Staff) | 250 | 250 | 500 | Effective 6/29/26 |
## Why are these limits in place?
These limits help reduce the impact and spread of phishing, credential harvesting, spam, and other malicious email activity. They also help protect A-State accounts and preserve the reputation of university email systems.
## What happens if I exceed one of the limits?
If an email would cause an account to exceed one of the sending limits, the message may fail to deliver to recipients. The account may also be restricted from sending additional email until the activity is reviewed.
- The email may fail to deliver to all recipients.
- The account may be restricted from sending mail.
- An alert may be generated for IT Security review.
- Account access may be temporarily blocked if the activity appears malicious or indicates account compromise.
## Will I receive an error message?
In many cases, the sender may receive a delivery failure notice for messages sent after the account has been restricted.
The error may include wording such as:
- **Sending email address not recognized as a valid sender**
- **550 5.1.8 Access denied, bad outbound sender**
## What should I do if my account is restricted?
If your account has been restricted from sending email, contact the ITS Help Desk for assistance.
**ITS Help Desk**
Email:
Phone: [870-972-3933](tel:8709723933)
## What if I need to send email to a large group?
Student email accounts are not intended for mass email distribution. If you need to send messages to a large group, you should work with the appropriate university department, faculty member, advisor, or administrative office to determine the appropriate communication method.
- Departmental communication channels
- Approved university email distribution lists
- Canvas announcements or course communications
- Other approved university communication platforms
## Can an exception be granted?
Exceptions to student sending limits are not routinely granted. Any request for an exception must have a valid university business or academic purpose and must be sponsored by an appropriate A-State department or administrative office.
Microsoft Office 365 service-level sending limits still apply and cannot be overridden by A-State.
## Related Information
Microsoft Exchange Online sending limits are available in Microsoft’s official documentation: [Exchange Online limits ](https://learn.microsoft.com/en-us/office365/servicedescriptions/exchange-online-service-description/exchange-online-limits#sending-limits-1)