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Configure Email & Calendar Software for UCI Office 365

Note: If you need help setting up a mobile device (iOS or Android), view these instructions instead.

Outlook(PC)

Set up UCI Office 365/Exchange on Outlook for Windows

Setting up your personal Exchange account

Follow the instructions below to set up your email, calendar, contacts and task management account in Outlook for Windows. If you are a Health Sciences Exchange user, do not use these instructions. Instead, please contact the HS Help Desk at 714-456-3333 for support.
If you need to remove your account first, scroll down to the section below.

  1. Select the Start Menu and then select Control Panel.
  2. In the windows the appears, select Mail (Microsoft Outlook). If you don't see this icon, you can search for it using the Search Control Panel tool in the upper-right corner of the window.
  3. Select Show Profiles.
  4. In the Profile Window, select Add. When prompted, give this profile a name (e.g. your name or your UCInetID) and then select OK.
    • If you already have a Profile, select Properties instead to add the email address to your existing profile.
  5. In the Auto Account Setup window that appears, use the following settings:
    1. Your Name: Enter Your Name
      • If you login to the AD domain, this field may be greyed out.
    2. Email Address:  Enter your address in this format: UCInetID@ad.uci.edu
    3. No need to enter the password yet as you will be prompted in a separate window.
    4. Select Next.
  6. A new Sign In window will appear. It should auto-populate the username/email address you entered on the previous screen. If it doesn't, change it to to the format UCInetID@ad.uci.edu and then select OK.
  7. In a few seconds, you will see a UCI Office 365 login popup window. In the username field, it should have auto-filled it in the format UCInetID@ad.uci.edu. Leave this as-is. In the password field, enter your password. Select Login.
  8. If you entered the correct password, the Duo multifactor login popup window will appear. Send a push to your mobile device or enter a passcode to proceed to the next screen.
  9. A new popup window will appear. UNCHECK THE BOX where it asks you if you want to allow your organization to manage your device. NOTE: OIT will never manage your device, so if you don't uncheck the box it will fail with an error. Go back to the previous screen and UNCHECK THE BOX, then click OK.
  10. The popup window will disappear and you will return to the setup window. Select Finish to complete the setup, and then select OK to close the Mail control panel window.
  11. You should now be able to start Outlook to see your email and calendar. Please note when starting the applications the first time it may take a few moments for your information to sync with your computer.

Removing your Account from the Outlook App (Windows)

  1. Open Outlook.
  2. Choose the File tab in the ribbon (upper left hand corner of screen).
  3. Choose Account Settings, then Account Settings.
  4. Select your UCI exchange account (e.g. will be displayed as UCINetID@exchange.uci.edu), then choose Remove.
  5. Approve any warnings and choose Yes to confirm.
  • NOTE: Some users may receive a warning about data. Select OK.
    1. In the same Account Settings window, select the Data Files Tab.
    2. Select Add.
    3. A windows explorer save dialog will appear, select OK.
    4. In the same Account Settings window, select the Email Tab.
    5. Select your UCI exchange account (e.g. will be displayed as UCINetID@exchange.uci.edu), then choose Remove.
    6. Approve any warnings and choose Yes to confirm.

Setting up a Group UCInetID Exchange account

If you or your department requested an Exchange account for a Group UCInetID, follow the instructions below to add the new account to Outlook for Windows. Do not attempt to use these instructions unless instructed by OIT.

In order to add the Group Exchange account to Outlook, you must be a member of the corresponding Security Group (SG) attached to the account. Members of the SG do not need to know the password for the Group Exchange account itself. Membership to the SG has its privileges!

If you are a Health Sciences Exchange user, do not use these instructions. Instead, please contact the HS Help Desk at 714-456-3333 for support.

  1. Open Outlook.
  2. Choose the File tab in the ribbon.
  3. Choose Account Settings, then select Account Settings from the menu.
  4. Select the Email tab.
  5. Make sure the correct account is highlighted, then choose Change.
  6. Choose More Settings > Advanced > Add.
  7. Type the Display Name of the Group email address. For example, if you're trying to add the "Campuswide Honors Program" you could type that phrase or just part of the phrase, like 'honors'. Outlook will search the GAL to find any close matches. Choose the name of your Group email address and then select OK.
  8. Choose OK > OK.
  9. Choose Next Finish > Close.

Please note when starting the applications the first time it may take a few moments for the inbox & calendar to sync with your computer.

Outlook(Mac)

Set up UCI Office 365/Exchange on Outlook for the Mac

Setting up your personal Exchange account


If you need to remove your account first, scroll down to the section below.

  1. In Outlook, go to the Tools menu and then select Accounts.
    • If this is the first account you're creating in Outlook, under Add an Account, select Exchange Account.
    • If you've previously created an email account for a different email address, in the lower-left corner of the Accounts dialog box, select + to add an account, and then select Exchange.
  2. On the Enter your Exchange account information pane, use the following settings:
    • E-mail address: UCInetID@ad.uci.edu
    • Method: Username and Password
    • Username: UCInetID@ad.uci.edu
    • Password: Your Office 365/Exchange password
  3. Make sure Configure automatically is selected, and then select Add Account.
  4. After you select Add Account, Outlook will perform an online search to find your email server settings. In the dialog box that asks you if you want to allow the server to configure your settings, select the Always use my response for this server check box, and then select Allow. After the new account is created you'll see the account in the left pane of the Accounts dialog box. Close the Accounts dialog box.
  5. After the new account is created, you can view your mail by selecting the new account name in the navigation pane.

Please note when starting the applications the first time it may take a few moments for the inbox & calendar to sync with your computer.

Removing your Account from the MacOS Outlook App

  1. Open Outlook for Mac.
  2. Choose Tools > Accounts.
  3. On the left-hand side of the window, select your UCI exchange account (e.g. will be displayed as UCINetID@exchange.uci.edu).
  4. In the lower left-hand side of the Accounts window, select .apple minus button
  5. Select Delete when prompted.

Setting up a Group UCInetID Exchange account

NOTE: Outlook for the Mac users should know that by default, they will NOT be able to add Group Exchange mailboxes to Outlook because of a limitation imposed by Microsoft that requires you to know the actual password for the Group Exchange mailbox. For security reasons, OIT does NOT provide a separate password unless a case is made that it is required (for example, if your entire department are using Macs). We encourage macOS users to instead use OWA (https://outlook.com/uci.edu) to send/receive email from these Group Exchange mailboxes. OWA is a powerful, feature-rich alternative that is almost identical to the desktop version of Outlook for the PC.

If you or your department requested an Exchange account for a Group UCInetID, follow the instructions below to add the new account to Outlook for the Mac. Do not attempt to use these instructions unless instructed by OIT.

In order to add the Group Exchange account to Outlook for the Mac, you'll need to know the Group UCInetID and the separate Exchange password. OIT will provide a temporary password for the Group Exchange account in an email to whomever requested the account in the first place, along with instructions on how to reset it. If you can't find the instructions, you can reset it by visiting our Password Self-Service page.

  1. In Outlook, go to the Tools menu and then select Accounts.
    • If this is the first account you're creating in Outlook, under Add an Account, select Exchange Account.
    • If you've previously created an email account for a different email address, in the lower-left corner of the Accounts dialog box, select + to add an account, and then select Exchange.
  2. On the Enter your Exchange account information pane, use the following settings:
    • E-mail address: GroupUCInetID@ad.uci.edu
    • Method: Username and Password
    • Username: GroupUCInetID@ad.uci.edu
    • Password: The Group UCInetID's Exchange password 
  3. Make sure Configure automatically is selected, and then select Add Account.
  4. After you select Add Account, Outlook will perform an online search to find your email server settings. In the dialog box that asks you if you want to allow the server to configure your settings, select the Always use my response for this server check box, and then select Allow. After the new account is created you'll see the account in the left pane of the Accounts dialog box. Close the Accounts dialog box.
  5. After the new account is created, you can view the inbox by selecting the new account name in the navigation pane.

Please note when starting the applications the first time it may take a few moments for the inbox & calendar to sync with your computer.

Apple Mail

Set up UCI Office 365/Exchange on Apple Mail and Apple Calendar

Setting up your personal Exchange account

*NOTEApple Mail will NOT work with Duo if you're running an older version of macOS, such as High Sierra (10.13). Please use Outlook on the Web (https://outlook.com/uci.edu) or you can download your free copy of Microsoft Office and use Outlook for the Mac. Details on how to get the software can be found here. Students can get their free copy of Office here.

Apple officially supports/provides security patches for the current OS version (macOS 11 Big Sur) plus the previous two, so our recommendation is that you upgrade to at least macOS 10.14 (Mojave). Your system could be vulnerable to attacks that are fixed in newer releases, and your system could be compromised and used to attack other systems. In addition, there are bug fixes and security updates to the Apple Mail client that necessitate it being updated to fix problems other users are having and to prevent security issues with older clients.

If you're running an older version than the ones mentioned above, please update your operating system. Faculty and staff should partner their with their local CSC, and students should reach out to AntTech for assistance.

We understand that upgrading your OS can be time-consuming, so in the meantime we recommend using OWA or Outlook for the Mac, as previously mentioned.

The OITHD cannot assist with OS upgrades, and we cannot implement any changes to the network to get your email to work on an older machine. We apologize for the inconvenience.

NOTE: Outlook for the Mac users should know that by default, they will NOT be able to add Group Exchange mailboxes to Outlook because of a limitation imposed by Microsoft that requires you to know the actual password for the Group Exchange mailbox. For security reasons, OIT does NOT provide a separate password unless a case is made that it is required (for example, if your entire department are using Macs). We encourage macOS users to instead use OWA (https://outlook.com/uci.edu) to send/receive email from these Group Exchange mailboxes. OWA is a powerful, feature-rich alternative that is almost identical to the desktop version of Outlook for the PC.

  1. Select the Apple Icon on the top left and select System Preferences.
  2. From the Preferences menu, select Internet Accounts.
    • If this is the first account you're creating in Internet Accounts, select Exchange.
    • If you've previously created an email account for a different email address, in the lower-left corner of the Accounts dialog box, select + to add an account, and then select Exchange.
  3. On the Internet Accounts Exchange pane, use the following settings and then select Sign In.
    • Name: Your Name
    • Email Address: UCInetID@ad.uci.edu
    • Password: Your Exchange password
  4. Select Done to complete the setup, and then close the System Preferences window.

Please note when starting the applications the first time it may take a few moments for the inbox & calendar to sync with your computer.

Setting up a Group UCInetID Exchange account

If you or your department requested an Exchange account for a Group UCInetID, follow the instructions below to add the new account to Apple Mail & Apple Calendar. Do not attempt to use these instructions unless instructed by OIT.

In order to add the Group Exchange account to Apple Mail & Apple Calendar, you'll need to know the Group UCInetID and the separate Exchange password. OIT will provide a temporary password for the Group Exchange account in an email to whomever requested the account in the first place, along with instructions on how to reset it. If you can't find the instructions, you can reset it by visiting our Password Self-Service page.

  1. Select the Apple Icon on the top left and select System Preferences.
  2. From the Preferences menu, select Internet Accounts.
    • If this is the first account you're creating in Internet Accounts, select Exchange.
    • If you've previously created an email account for a different email address, in the lower-left corner of the Accounts dialog box, select + to add an account, and then select Exchange.
  3. On the Internet Accounts Exchange pane, use the following settings and then select Sign In.
    • Name: Enter the name of the Group UCInetID (e.g. OIT Help Desk)
    • Email Address: GroupUCInetID@ad.uci.edu
    • Password: The Group UCInetID's Exchange password
  4. Select Done to complete the setup, and then close the System Preferences window.

Please note when starting the applications the first time it may take a few moments for the inbox & calendar to sync with your computer.

OWA

Access your UCI Office 365/Exchange account in a browser

Access your personal Exchange account in a browser

Follow the instructions below to access your Exchange account via OWA (aka Outlook on the Web).

  1. Open your web browser and visit https://outlook.com/uci.edu
  2. Enter your UCInetID and Exchange password.
    • If you can't remember your password, select the reset or change your Office 365 password link below the login box and follow the instructions.
  3. If this is your first time logging in, you will be prompted to set your Time Zone. Choose Pacific from the list, and then select OK.
  4. You should now see your mailbox.

Accessing a Group UCInetID Exchange account in a browser

If you or your department requested an Exchange account for a Group UCInetID, follow the instructions below to access the account via OWA (aka Outlook on the Web). Do not attempt to use these instructions unless instructed by OIT.

In order to access the Group Exchange account in a browser, you must either be a member of the corresponding Security Group (SG) attached to the account OR you must have the separate Exchange password for the Group account.

  • Members of the SG do not need to know the password for the Group Exchange account itself; they simply need to know their own UCInetID & Exchange email password to access the Group account.
  • If you are not a member of the SG, OIT should have provided a temporary password for the Group Exchange account in an email to whomever requested the account in the first place, along with instructions on how to reset it. If you don't know the password, please partner with your manager.

Once you're ready, here's how to login:

  1. Open your web browser and visit https://outlook.com/uci.edu
  2. Login to your personal Exchange account by entering your UCInetID and Exchange password.
  3. After you login, select your name in the upper right corner, and in the window that appears select Open another mailbox.
  4. In the popup that appears, enter the Group UCInetID. As you type, OWA will search for the account. Select the account from the search results, and then select Open.
  5. A new tab will open in your browser, and after a moment you may be prompted to set your Time Zone for the account. Choose Pacific from the list, and then select OK.
  6. You should now see the mailbox for the Group Exchange account.

Setup Office365/Exchange on Other Mail Clients

Setup Office365/Exchange on Thunderbird

Setup Office365/Exchange on Thunderbird

NOTE: Follow these instructions to add your Exchange account to Thunderbird. Please note that OIT does not officially support Thunderbird with Office 365/Exchange, as Mozilla is no longer providing upgrades or support and at some point in the future these instructions may no longer work. We recommend Microsoft Outlook, which is available for free to all O365 users. Visit https://www.oit.uci.edu/help/microsoft/ to learn how to obtain your copy.

If you are opening Thunderbird for the first time you may proceed to step 3:

  1. Display the Thunderbird Menu by selecting the three lines on the right-hand side of the screen.
  2. Select + New then Existing Mail Account...
  3. In the Set Up Your Existing Email Address window that appears, use the following settings:
    • Your name: Enter Your Name
    • Email Address: UCInetID@ad.uci.edu
    • Password: Enter your Office 365/Exchange password. Make sure to check 'Remember password'.
  4. Select Continue
  5. An error may appear saying 'Authentication Failed', ignore any warnings and select 'Configure Manually'.
  6. In the dialog boxes that appear in the window, verify the settings match the configurations listed below.
    • Note: You will need to make sure OAuth2 is selected as the authentication method, this is how you will receive the DUO push to login to your exchange account.
    • You may ignore the 'Your login' field that appeared after the error message.
  7. Once you have verified all the configurations match the one's listed below, select Done.
  8. You will see an UCI Office 365 login window appear. The username field should already be populated with UCInetID@ad.uci.edu, and enter your Office 365/Exchange password. Select Sign In.
  9. If you entered the correct password, the popup window will display a DUO multi-factor authentication prompt, select the appropriate option and approve the DUO request.
  10. A UC Irvine window will appear. When prompted to stay signed in, Select Yes.
  11. You may be prompted to allow Thunderbird access to your exchange account, make sure to select Allow or any prompt that allows access.
  12. The window will close, select Done if prompted.

Configurations:

IMAP Server (Incoming)

Server Name: outlook.office365.com

Port: 993

Encryption Method: TLS

Authentication Method: OAuth2

SMTP Server (Outgoing)

Server Name: smtp.office365.com

Port: 587

Encryption Method: STARTTLS

Authentication Method: OAuth2

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