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)

Microsoft Outlook 365 for Windows

Setting up your account

If you work for the College of Health Sciences or the UCI Medical Center, do not use these instructions; instead, please contact the HS Help Desk at 714-456-3333 for support.

These instructions have been tested with Outlook 365 and Outlook 2019.

  1. If you're using Outlook for the first time, you'll be prompted to enter your email address. Enter in the format UCInetID@uci.edu and then select Connect.
    • NOTE: If you don't see this screen, select the File tab in the top left corner. In the Info tab, select the +Add Account button.
  2. The UCI Office 365 login screen will appear, and the username field should be pre-populated with the address you entered above. Enter your Office 365/AD password and select Sign-in. Follow the steps on the next screen to send a push or enter a passcode for Duo MFA.
  3. Select Done. Your account has bee added successfully.

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

  1. Choose Tools > Accounts.
  2. On the left-hand side of the window, select your Office 365 account on the left, and then select the minus sign (-) in the bottom left corner.
  3. Select Delete when prompted.

Setting up a Group UCInetID/shared 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 work for the College of Health Sciences or the UCI Medical Center, do not use these instructions; instead, please contact the HS Help Desk at 714-456-3333 for support.

  1. Select the File tab in the top left corner.
  2. Choose Account Settings, then select Account Settings from the menu.
  3. Select the Email tab.
  4. Make sure the correct account is highlighted, then choose Change.
  5. Choose More Settings > Advanced > Add.
  6. 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.
  7. Choose OK > OK.
  8. 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)

Microsoft Outlook for Mac

Setting up your account

These instructions have been tested with the current version of Microsoft Outlook for Mac v16.

  1. In Outlook, go to the Tools menu and then select Accounts.
  2. Select Add Email Account.
  3. Enter your email address in the format UCInetID@ad.uci.edu and then select Continue.
  4. The UCI Office 365 login screen will appear, and the username field should be pre-populated with the address you entered above. Enter your Office 365/AD password and select Sign-in. Follow the steps on the next screen to send a push or enter a passcode for Duo MFA.
  5. Select Done. Your account has been added successfully.

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

  1. Choose Tools > Accounts.
  2. On the left-hand side of the window, select your Office 365 account on the left, and then select the minus sign (-) in the bottom left corner.
  3. Select Delete when prompted.

Setting up a Group UCInetID/shared account

Do not attempt to use these instructions unless instructed by OIT.

If you or your department requested an Exchange account for a Group UCInetID AND you were given a separate Exchange password for the account, follow the instructions below to add the new account to Microsoft Outlook for Mac. Ordinarily, OIT does not provide a separate password for shared mailboxes for security reasons. Mac users are encouraged to check the email in a browser using Outlook on the Web (OWA). Select the OWA tab up above to learn how.

These instructions have been tested with the current version of Microsoft Outlook for Mac v16. 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.
  2. Select Add Email Account.
  3. Enter the email address in the format GroupUCInetID@ad.uci.edu and then select Continue.
  4. You may see a prompt to login to Office 365. The username field should be pre-populated with the address you entered above. Enter the Office 365/AD password for the Group UCInetID and select Sign-in. Follow the steps on the next screen to send a push or enter a passcode for Duo MFA.
  5. Select Done. Your account has been added successfully.

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

Apple Mail and Apple Calendar

Setting up your account

These instructions have been tested with Apple Mail running on supported versions of macOS (10.14-11, Mojave-Big Sur).

  1. Select the Mail menu and choose Accounts...
  2. The Apple System Preferences window will appear. Select Microsoft Exchange on the right.
  3. Enter your email address in the format UCInetID@ad.uci.edu and then select Sign In.
  4. Select the Sign In button again. This will tell Apple Mail to open a new window so you can sign in to Office 365.
  5. The UCI Office 365 login screen will appear, and the username field should be pre-populated with the address you entered above. Enter your Office 365/AD password and select Sign-in. Follow the steps on the next screen to send a push or enter a passcode for Duo MFA.
  6. Select the apps you want to use with this account (like Mail, Contacts, Calendar etc), or you can leave everything checked.
  7. Select Done. Your account has been added successfully.

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/shared account

Do not attempt to use these instructions unless instructed by OIT.

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.

  1. Select the Mail menu and choose Accounts...
  2. The Apple System Preferences window will appear. Select Microsoft Exchange on the right.
  3. Enter the email address in the format GroupUCInetID@ad.uci.edu and then select Sign In.
  4. Select the Sign In button again. This will tell Apple Mail to open a new window so you can sign in to Office 365.
  5. The UCI Office 365 login screen will appear, and the username field should be pre-populated with the address you entered above. Enter the Office 365/AD password of the Group UCInetID and select Sign-in. Follow the steps on the next screen to send a push or enter a passcode for Duo MFA.
  6. Select the apps you want to use with this account (like Mail, Contacts, Calendar etc), or you can leave everything checked.
  7. Select Done. Your account has been added successfully.

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

Outlook on the Web (OWA)

Access your 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 Office 365/AD 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/shared account

Do not attempt to use these instructions unless instructed by OIT.

If you or your department requested an Office 365 account for a Group UCInetID, follow the instructions below to access the account via OWA (aka Outlook on the Web).

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