E-mail account

Below you will find useful tips and information regarding e-mail.

Web mail

Email on the web

Use your KI password and your email address to log in. Set up your account for two step verification the first time you log in.

Guides for web mail

Email on your phone

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”.

Email guidelines

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.

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.

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

Protect your user information

  • If you get an e-mail that you suspect is phishing, you should never reply to it. You should never, under any circumstances, disclose sensitive information such as login information and other personal information via e-mail. KI never asks for such information via e-mail.
  • Phishing messages are often written in bad Swedish or English. Misspellings, mixed words in Swedish and English and weird sentence structures are clear warning signs.
  • In order to avoid giving a successful phishing message access to more of your personal information, you should not have the same username and password for many different web services.
  • If you get a lot of strange e-mails in your inbox, you should take a look at your e-mail settings. Look for possible forwarding to unknown addresses or message texts.
  • On websites where you submit any personal information, such as login to the e-mail account, you should always ensure that there is a secure connection. It should have "https" at the top of the browser window, and there should be a symbol in your browser. You can also examine the source of the certificate, if it comes from KI or if the certificate owner is www.ki.se.

Email signature


If you experience problems with your email account, please contact the IDAC/UBW administrator at your department in the first place. They can also help for example when you have changed your name.

For technical support contact IT support. IT Support can answer your questions about Outlook, but not for other email apps or services.