Microsoft Outlook FAQ

Email Outlook O365 Webmail Distribution-Lists Microsoft365 Microsoft Outlook-Web-App Microsoft-365 Outlook-App Outlook-Application Shared-Mailbox Auto-Complete

This article answers common questions about TRU email and Microsoft Outlook, including accessing email, sending attachments, using shared mailboxes, managing distribution lists, syncing contacts, and removing saved email addresses.

How can I access my email without Microsoft Outlook installed?

You can access your TRU email using Outlook on the web.

Go to Outlook on the web and sign in with your TRU Microsoft 365 account.

Students: Use your TRU ID followed by @mytru.ca, such as T00123456@mytru.ca.
Employees: Use your TRU username followed by @tru.ca, such as jsmith@tru.ca.

Learn more: Email & Microsoft 365 Knowledge Base Articles

How large can an email attachment be?

Use OneDrive or Microsoft Teams to share large files whenever possible. Sharing a link avoids creating multiple copies of a file and makes it easier to control who can access it.

If you need to send a file as an email attachment from your TRU Microsoft 365 mailbox, the attachment size limit is approximately 35 MB.

This limit applies to email sent or received within TRU. External email providers may have different attachment limits. TRU email will only accept attachments up to approximately 35 MB.

How many shared mailboxes can I use in Outlook?

For best performance, TRU recommends having no more than 10 mailboxes connected to your Outlook profile at the same time.

Having more than 10 mailboxes connected can reduce Outlook performance.

If you need access to more than 10 mailboxes, submit an Outlook Help Request using the service in the Additional Support section below.

How do I create or manage a distribution list?

To request a new distribution list, submit a Distribution List request.

To make changes to an existing distribution list, follow the How to Create or Manage Distribution Lists article.

How do I sync Outlook contacts with my phone?

Microsoft provides instructions for syncing Outlook contacts with iPhone, iPad, and Android devices.

Learn more: Sync Outlook contacts with iOS | Sync Outlook contacts with Android

How do I remove a saved email address from Outlook?

Outlook remembers email addresses you have previously used and may suggest them when you create a message. This is called the Auto-Complete List.

You may need to remove a saved address when:

Someone's email address or name has changed.
Outlook continues to suggest an old address.
You no longer want an address to appear as a suggestion.

Remove one saved email address

Open a new email and begin typing the person's name or email address in the To field.
Outlook displays matching saved addresses below the To field.
Find the address you want to remove and select the X beside the address.

Clear the entire Auto-Complete List in classic Outlook for Windows

Important: Clearing the Auto-Complete List removes all saved email suggestions. This includes addresses that are not stored in your contacts. It does not delete contacts stored in Outlook.

These instructions apply to classic Outlook for Windows.

Open Outlook.
Select File.
Select Options.
Select Mail.
Scroll to the Send messages section and select Empty Auto-Complete List.
Select Yes when asked if you are sure you want to empty the Auto-Complete List.
Select OK to close Outlook Options.