News & Announcements
26 Aug 2022
15 Nov 2021
Modern Authentication - General (
Applicable to Students and Alumni)
Q1: What Email clients / applications can be used under Modern Authentication ?
Applicable to Students and Alumni
Email clients / applications with OS versions:
- Webmail (Outlook Web Access))
- MS Outlook 2016 for MacOS 10.14 or later
- MacOS 10.14 Mail App or later
- MS Outlook 2013 for Windows 10 or later *
- Outlook for iOS 11.3.1 or later
- Outlook for Android 8.0 or later
- Mail for iOS 11.3.1 or later
* Please refer to the following website to enable Modern Authentication for Outlook 2013:
Enable Modern Authentication for Outlook 2013
Please refer to the following website to get the latest information:
VTC Modern Authentication for Microsoft 365 Email Services
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Q2: What Email clients / applications cannot be used under Modern Authentication ?
Applicable to Students and Alumni
Email clients / applications:
- POP3 / IMAP4 / SMTP
- MS Outlook 2016 for MacOS 10.14 before version
- MacOS 10.14 Mail App before version
- MS Outlook 2013 for Windows 10 before version
- Outlook for iOS 11.3.1 before version
- Outlook for Android 8.0 before version
- Mail for iOS 11.3.1 before version
Please refer to the following website to get the latest information:
VTC Modern Authentication for Microsoft 365 Email Services
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Q3: The authentication box prompted when Modern Authentication was enabled. What should I do ?
Applicable to Students and Alumni
If your email client supports the Modern Authentication, re-authentication box may be prompted or re-configure may be required.
For this case, you may remove the email account from the email client and add it back again.
Please refer to the following website to get the latest information:
VTC Modern Authentication for Microsoft 365 Email Services
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Q4: Is Webmail available to use Modern Authentication ?
Q5: Is there any technical support to contact when I have an enquiry with Modern Authentication ?
Email - General
Q1: How do I change the email display name?
Applicable to Staff and Students
Please visit and logon to Email & CNA Services Portal. Select “Profile” on top right corner and change the display name under “Profile” page.
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Q2: What is the maximum size of a single email sending via email system?
Applicable to Staff and Students
- 50MB (for Staff)
- 35MB (for Student)
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Q3: What is the email storage quota?
Applicable to Staff and Students
Staff and Departmental CNA: 100GB for Primary Mailbox and 100GB for Online Archive Mailbox.(To setup and access archive mailbox, please refer to Outlook/Webmail Q19 FAQ.)
Student CNA: 50GB.
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Q4: I logged into Email & CNA Services Portal, but my mailbox usage cannot be displayed. What should I do?
Applicable to Staff and Students
The system may take time to retrieve your mailbox information, the mailbox information will display automatically within one minute. You can also click the "Refresh" button to request for the mailbox information immediately.
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Q5: How do I setup email account on smartphone device?
Q6: I am a VTC student, can I define another email alias instead of my existing student email?
 Applicable to Students ONLY
Yes, student can define an additional email alias.
Note#: Once you have defined your secondary email alias, you will NOT be able to change it again.
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Q7: What is the maximum number of recipients per email message?
Applicable to Staff and Students
- 500 Recipients
This limit apply to the total number of message recipients, which include the To:, Cc:, and Bcc: fields' email address.
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Email - Mailing List (
Applicable to Staff ONLY)
Q1: What is the minimum and maximum length for a mailing list name?
Applicable to Staff ONLY
The minimum length is 4 characters and the maximum length is 20 characters.
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Q2: Is there any requirement for defining a mailing list name?
Applicable to Staff ONLY
- Must not be duplicated with any existing mailing list.
- Must not contain space.
- Must be start with an alphabet (a - z) and no pure numeric mailing list should be used ( e.g. 12346789).
- Must be 4 - 20 characters.
- Must not equal to common words and reserved words.
- Must not contain any forbidden words.
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Q3: What is the expiration period for a mailing list?
Applicable to Staff ONLY
The expiry period should be less than 2 years and later than 15 days from creation or renewal. Expired mailing list will be deleted automatically. The owner has the sole responsibility to renew the expiry period and/or transfer the ownership if he is no longer responsible for managing the mailing.
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Q4: What should I do if I would like to send an email to a group of staff/students?
Q5: I have input the name of a staff (e.g. Peter) in mailing list member’s field, but I still cannot find that staff in auto suggestion list. Why?
Applicable to Staff ONLY
The auto suggestion list will only display the first 15 suggestions for user to select. For some common names (e.g. Peter, Sam, Tom), the suggestions may be more than the maximum limit. Therefore, please enter the staff’s display name (e.g. Peter Lee, Sam Wong) or CNA to add to mailing list member.
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Q6: I have searched and selected a mailing list and clicked details icon to browse the details, but the member of that mailing list cannot be displayed, why?
Applicable to Staff ONLY
The member information is restricted to mailing list owner, member and authorized sender only.
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Q7: In Email & CNA Services Portal’s Mass Mail page, I found there are some outdated sites and campuses for selection. Why?
Applicable to Staff ONLY
The mass mail selections are relied on HR system and Student Record System directly.
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Q8: When I am trying to create a mailing list in Email and CNA Services Portal, the system displayed a warning message on mailing list name like “Cannot contain forbidden word” and “Cannot equal to common word”. Why?
Applicable to Staff ONLY
The mailing list name must not contain any unlawful, harassing, libelous, abusive, threatening, harmful, vulgar and obscene words. Also, the name of Titles (Ranks), Departments and Sites of VTC (e.g.director@vtc.edu.hk) and common word such as Pencil, Apple are not allowed.
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Q9: How do I create a mailing list?
Applicable to Staff ONLY
Please visit and logon to Email & CNA Services Portal. Then select “Create mailing List” from top menu‘s “Mailing List” to create your mailing list. Below are some requirements for creating a mailing list.
Mailing List name:
- Must not be duplicated with any existing mailing list.
- Must not contain space.
- Must be start with an alphabet (a - z) and no pure numeric mailing list should be used ( e.g. 12346789).
- Must be 4 - 20 characters.
- Must not equal to common words and reserved words.
- Must not contain any forbidden words.
Description:
- Must not contain any forbidden words.
Mailing List Expiry Date:
- The expiry date should be less than 2 years and later than 15 days from creation or renewal.
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Q10: How do I delete a mailing list?
Applicable to Staff ONLY
To delete a mailing list, please visit and logon to Email & CNA Services Portal. Then select “Mailing List” from top menu. In “Manage Mailing List” page, user may select the checkbox next to the mailing list that wants to delete and then clicks the “Delete” button. A new window will be prompted for further confirmation, the selected mailing list(s) and the associated member reference will be permanently removed after user clicks the “Confirm” button.
After the mailing list has been deleted, a mail will be sent to notify the owner.
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Q11: How do I renew a mailing list?
Applicable to Staff ONLY
To renew a mailing list, please visit and logon to Email & CNA Services Portal. Then select “Mailing List” from top menu. In “Manage Mailing List” page, user may select the checkbox next to the mailing list that wants to perform a renewal and then clicks the “Renew” button. A new window will be prompted and please select a new expiry date(The expiry date should be less than 2 years and later than 15 days from today) and then click the “Renew” button to complete the process.
After the mailing list has been renewed, a mail will be sent to notify the owner.
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Q12: My colleague will leave VTC soon, he would like to transfer the mailing list ownership to me. What should he do?
Applicable to Staff ONLY
The mailing list owner is allowed to transfer mailing list ownership to another staff. To transfer ownership, please visit and logon to Email & CNA Services Portal. Then select “Mailing List” from top menu. In “Manage Mailing List” page, user may select the checkbox next to the mailing list that wants to transfer the ownership and then clicks the “Transfer” button. A new window will be prompted and please enter the new owner’s CNA to transfer the ownership to and then click the “Confirm” button to complete the process.
After the ownership has been transferred, a mail will be sent to notify the existing and new mailing list owner.
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Q13: How do I subscribe as a mailing list member?
Applicable to Staff ONLY
Please visit and logon to Email & CNA Services Portal. Then select “Mailing List” from top menu. In “Search” page, user may enter the searching criteria (mailing list name or description) to find out the mailing list he wants to subscribe and select the checkbox next to the mailing list. Then click the “Subscribe” button.
Once subscribed, a notification email will be sent to the mailing list owner.
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Q14: How do I unsubscribe from a mailing list?
Applicable to Staff ONLY
Please visit and logon to Email & CNA Services Portal. Then select “Mailing List” from top menu. In “Membership” page, user first selects the checkbox next to the mailing list that wants to unsubscribe and then clicks the “Unsubscribe” button. A confirm window will be prompted; click the “OK” button to complete the process.
Once unsubscribed, a mail will be sent to notify the mailing list owner.
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Q15: How do I modify the mailing list details?
Applicable to Staff ONLY
Please visit and logon to Email & CNA Services Portal. Then select “Mailing List” from top menu. In “Manage” page, clicks the “details” icon on selected mailing list to modify.
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Q16: Which guideline should I follow when using mailing list?
Applicable to Staff ONLY
Users should not:
- 1. use the VTC Mail in connection with chain letters, junk email, spamming or any duplicative or unsolicited messages (commercial or otherwise);
- 2. transmit through the VTC Mail unlawful, harassing, libelous, abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material of any kind or nature;
- 3. transmit any material that contains computer viruses, trojan horses, worms or any other harmful or deleterious programs;
- 4. transmit any material that may infringe the intellectual property rights or other rights of third parties, including trademark, copyright or right of publicity;
- 5. violate any Hong Kong law regarding the transmission of technical data or software exported through the VTC Web Mail;
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Email - Mass Mailing ( Applicable to Staff ONLY)
Q1: I have already created a mass mailing list in Email & CNA Services Portal, why my colleagues cannot send email to this mass mailing list?
Applicable to Staff ONLY
Mass mailing list is restricted to the owner only.
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Q2: What is the maximum number of recipients and maximum size of email in a single email when sending a mass mail?
Applicable to Staff ONLY
Maximum 100 recipients and 500KB size for a single email.
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Q3: What is the maximum recipient for creating a staff / student mass mailing list?
Applicable to Staff ONLY
For staff mass mailing list, it allows maximum 1000 recipients per mailing list.
For student mass mailing list, it allows maximum 10000 recipients per mailing list.
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Q4: I have created a mass mailing list with selected incorrect staff/students, is it possible to modify the recipients?
Applicable to Staff ONLY
No. The mass mailing list is non-editable after created. Please create a new mass mailing list.
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Q5: What is the expiration period for a mass mailing list?
Applicable to Staff ONLY
For mass mailing list with less than or equal to 800 members, it will expire and be automatically removed ONE day after their creation.
For mass mailing list has more than 800 members, it will expire and be automatically removed SEVEN days after its creation.
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Q6: What should I do if I would like to send mass mail to all VTC Staff/ all VTC Student?
Q7: How do I create mass mailing list for specific campus’s students or specific unit’s staff?
Applicable to Staff ONLY
Please visit and logon to Email & CNA Services Portal and select “Mass Mail” from top menu. If you would like to create mass mailing list for including specific VTC unit’s staff, please select “Staff Mass Mail” and follow the instructions to create the mass mailing list. If you would like to create mass mailing list for including specific VTC students, please select “Student Mass Mail” and follow the instructions to create the mass mailing list.
Note#: The mass mailing list sender is restricted to the mass mailing list owner only and will be expired after 24 hours.
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Q8: Which guideline should I follow when using mass mail?
Applicable to Staff ONLY
Users should not:
- 1. use the VTC Mail in connection with chain letters, junk email, spamming or any duplicative or unsolicited messages (commercial or otherwise);
- 2. transmit through the VTC Mail unlawful, harassing, libelous, abusive, threatening, harmful, vulgar, obscene or otherwise objectionable material of any kind or nature;
- 3. transmit any material that contains computer viruses, trojan horses, worms or any other harmful or deleterious programs;
- 4. transmit any material that may infringe the intellectual property rights or other rights of third parties, including trademark, copyright or right of publicity;
- 5. violate any Hong Kong law regarding the transmission of technical data or software exported through the VTC Web Mail;
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Q9: How long does it take to create a mass mailing list?
Applicable to Staff ONLY
The creation process for a mass mailing list typically takes around 30 minutes for 800 recipients.
Once your mass mailing list has been successfully created, an email notification will be promptly sent to you.
This notification serves as confirmation that your mass mailing list is ready for use.
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Q10: How do I know my mass mailing list is ready?
Applicable to Staff ONLY
You will recieve an email notification after the mass mailing creation is completed.
To create a mass mailing list, please refer to above Q7 FAQ
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Q11: Why do I receive an error message when sending email to my newly created mass mailing list?
Applicable to Staff ONLY
The mass mailing list will be locked down during creation. When you try to send a message while the mailing list creation is still in progress. You will receive below error message:
Please refer to above Q9 FAQ for details
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Email - Outlook / Webmail
Q1: Disabled TLS 1.0 and 1.1 for staff email services
Applicable to Staff ONLY
TLS (Transport Layer Security) is the protocol that provides connection security, authentication and the negotiation of encryption information between the browser and servers. Early versions of TLS (versions 1.0 and 1.1) are no longer considered to be secure and offer only limited protection during data transmission. (
Transport Layer Security 1.0 and 1.1 disablement by Microsoft)
We have disabled TLS 1.0 and 1.1 encryption protocols across the staff email services. Doing so prevents these protocols from being used to access staff email via an insecure web browser or application. We made this change to keep staff email more safe and secure.
The following clients are known to be unable to use TLS 1.2 and we highly recommend update these clients to ensure uninterrupted access to the service.
- Android 4.3 and earlier versions
- Firefox version 5.0 and earlier versions
- Internet Explorer 8-10 on Windows 7 and earlier versions
- Internet Explorer 10 on Windows Phone 8
- Safari 6.0.4/OS X10.8.4 and earlier versions
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Q2: How do I access the VTC webmail?
Q3: Which version of Microsoft Outlook is recommended?
Applicable to Staff ONLY
Microsoft recommends Microsoft 365 Apps for Enterprise for both Windows and MacOS for optimal performance.
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Q4: Why did I receive a Storage Limit Warning Message in a different language?
Applicable to Staff and Students
The server creates Storage Limit Warning Messages using the language of the client that accessed the mailbox for the last time. For logon with Outlook, the language version of the Outlook will decide the language of the messages. For logon with Webmail, the language preference of the Web Browser will decide the language of the messages.
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Q5: How to check mailbox size in Outlook (Microsoft 365 App)?
Q6: How to show mailbox size in Webmail?
Q7: How to set vacation response in Outlook (Microsoft 365 App)?
Q8: How to enable mail forward?
Applicable to Staff and Students
According to the security and confidential reason, we do not suggest forwarding your VTC email to outside's free mailbox. If you really need to forward your email automatically, please refer to the page on how to enable mail forward.
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Q9: In the Mac OS X, How to change the Mail setting of sync messages for offline viewing?
Q10: Can I search the contents of an attachment(e.g. Word, Excel)?
Applicable to Staff and Students
Yes. In Outlook (Microsoft 365 App), searching within the contents for several attachment types are supported, including Microsoft Office documents, text attachments, PDF attachments and HTML attachments.
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Q11: How to create e-mail signatures in Outlook (Microsoft 365 App)?
Q12: How to organize email messages using Conversation View in Outlook (Microsoft 365 App)?
Q13: How to turn off “Conversation View” in webmail or Outlook (Microsoft 365 App)?
Applicable to Staff ONLY
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Q14: How to create Outlook (Microsoft 365 App) Profile at home?
Q15: How to create and access another mailbox in my e-mail account in Outlook (Microsoft 365 App)?
Q16: How to turn on check spelling feature before sending email in webmail?
Q17: How to change the default font style for email message in Outlook (Microsoft 365 App)?
Applicable to Staff ONLY
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Q18: How to delete all data on mobile device if I have lost my mobile device?
Q19: How to archive selected folder's email in Outlook (Microsoft 365 App)?
Applicable to Staff ONLY
Using Drag & Drop method:
Click here for demonstration video.
Using Retention Policy method:
On the Home tab, in Tags group, click Assign Policy, click Set Folder Policy, select online archive period.
Right click email folder, click Properties, on Policy tab, select online archive period.
For "Automatic Archive", please refer to below Q20 FAQ.
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Q20: When I received a storage limit warning, what should I do to free the mailbox size?
Applicable to Staff ONLY
VTC provides 100GB online archive mailbox for VTC staff to archive emails. To archive the emails, please refer to above Q19 FAQ.
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Q21: How to activate the "Automatic Archive" function?
