About your e-mail account
Here you will find information about your e-mail account, web e-mail, e-mail on your mobile and guidelines. KI manages e-mail via Office 365.
Use your KI password and email address. The first time you log in, you must set up the account for two-step verification, using your user details and a one-time code from the Microsoft Authenticator app. By doing this you will be able to reset your password yourself in case you forget it.
Email on your phone - Outlook
To get access to your mailbox it’s best to use the Outlook app. You can find the settings in the guides below:
Your email account
If you have problems with logging into your email account, you can find more information at Accounts and passwords.
The email guidelines apply to employees and affiliates at Karolinska Institutet. For example, it is forbidden to automatically forward your incoming emails to an external email account such as Region Stockholm.
- Guidelines for the design of e-mail signature at Karolinska Institutet
- Manual email signature in Outlook
Storage space in your account
If you want to know how much of your storage space you have used, you can log into the webmail and hover the mouse cursor over the top directory of the account, ie. the folder with your name at the top left of the menu.
When you stop working at KI
Read more about what happens to your email account when you stop working at KI.
Add an email account to Outlook
Follow this guide to add more email addresses to your Outlook:
Add an email account to Outlook
Secure email management
Protect your user information
KI never asks for personal information via e-mail. Never reply to e-mails where your personal information is requested.
About false e-mails (phishing)
False e-mails which ask users to disclose personal information (such as login information for e-mail accounts) are frequently sent to KI users. The phenomenon is called phishing. Phishing means that an impostor (sender) tries to trick receivers into disclosing sensitive information by sending fake e-mails with various requests.
KI never asks for sensitive information via e-mail. Even if the return address might look legitimate, one should never reply to e-mails with dubious content that asks you to submit personal information. If the e-mail appears to come from an address that you trust, you should contact the sender by telephone or other means to make sure that the sender is indeed legitimate
If you suspect you have received a false e-mail/phishing, follow the guide below to report it. The information is collected centrally and improves our spam filter.
How to protect your user information
- If you receive an e-mail that you suspect is phishing, you should never respond to it. Furthermore, you should never, under any circumstances, give out sensitive information such as login details or the like via e-mail. Karolinska Institutet never asks for such information via e-mail.
- Phishing messages are almost never written by native Swedish speakers. Misspellings, mixed words in Swedish and English and strange sentence structure are clear warning signs.
- To avoid a successful phishing message gaining access to more of your personal data, you should not have the same username and password for KI-related online services as for your private online services, for example, private e-mail or banking services.
- If you're getting a lot of strange e-mails in your inbox, you should look at your e-mail settings. Look for possible forwarding settings to unknown addresses or messages.
- On websites where you have to provide personal information, you should always ensure a secure connection. It should say "https" at the top of the browser window, and there should be a symbol in the form of a key lock or similar in your browser. You can also investigate where the certificate comes from, whether it comes from KI or the certificate owner is ki.se.
If you experience problems with your email account, please contact the IDAC/UBW administrator at your department. They can also assist when it comes to changes of your name, for example.
For technical support you can contact Helpdesk. They can answer your questions about Outlook, but not for other email apps or services.