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Computing and Information Services

Frequently Asked Questions

List of FAQ categories

Office 365

+How do I add a secondary mailbox in Office 365?

To add a secondary mailbox in Office 365.

  1. Click Settings | Options
  2. Click See emails from all your accounts in one place
  3. Click New
  4. Add the required email address and password
  5. Click Next - on successful completion you will see the following message

Your accounts are now connected. You'll see mail from your other account soon.

To view the account, return to the Mail section.

+How do I change the Display settings options in Office 365?

Turning off conversation view in Office 365.

  1. Click on Settings | Display Settings
  2. Click one of the following and make the required changes
    • message list
    • conversations
    • reading pane
    • Outlook Web App version 

If you use the full Outlook client, o turn off conversation view, follow the steps below.

  1. Click the View tab
  2. Uncheck Show as Conversations

+How do I configure a Blackberry for Office 365?

To access your Office 365 email on your Blackberry, please follow the instructions below. These have been tested on a Blackberry Curve 9360 running version 7.1 of the operating system.

  1. From the Blackberry email application select Options then Email Account Options
  2. Select to Add annother email address
  3. Choose the Other option
  4. Add your CIS email address and password then Continue
  5. Select OK when prompted and scroll down the screen until you see I will provide the settings - select this option
  6. Choose POP/IMAP (Most common) as the email type
  7. Add m.outlook.com as the email server
  8. Add your username@durham.ac.uk as the User name then Continue
The instructions below have been tested on a Blackberry Z10 running version 10.0 of the operating system.
  1. From Systems Settings select Acounts: Set up email, contacts, calendar
  2. Select Add Account then Email, Calendar and Contacts
  3. Add your Durham email address then select Next
  4. Add your password then select Next
  5. The configuration will fail, click the Advanced button at the bottom of the screen
  6. Select the Exchange ActiveSync option
  7. Add a description for your account e.g. Office 365
  8. Change the username to the following format yourusername@durham.ac.uk
  9. Add m.outlook.com as the Server Address
  10. Leave all the other settings as they are by default and click Next
  11. Choose the required ActiveSync option and click Done

+How do I configure Alpine for Office 365?

In order to use Alpine with an Office 365 account, you need to change the configuration settings via Setup | Configuration

  • SMTP Server = smtp.office365.com/submit/tls/user=yourusername@durham.ac.uk
  • Inbox Path = {outlook.office365.com:993/ssl/user=yourusername@durham.ac.uk}Inbox 
  • Default Fcc (File carbon copy) = {outlook.office365.com:993/ssl/user=youruserrname@durham.ac.uk}Sent Items 
  • Postponed Folder = {outlook.office365.com:993/ssl/user=yourusername@durham.ac.uk}Drafts
  • Trash Folder ={outlook.office365.com:993/ssl/user=yourusername@durham.ac.uk}Deleted Items

Once you have added the above information, scroll down to Custom Headers and amend this to the following:

From: your.emailaddress@durham.uk

Save the Config and return to the main Alpine screen.

From the Main screen compose a test message and check that it is delivered successfully.

+How do I configure IMAP for an Office 365 account?

Outlook 2010

  1. From Outlook click on File Account Settings | Account Settings
  2. Click New
  3. Select the Email Account option and click Next
  4. Select the Manually configure server settings or additional server types option and click Next
  5. Select the Internet Email option and click Next
  6. Add you name and email address, set the Account Type to IMAP
  7. Set the Incoming and SMTP server addresses to smtp.office365.com
  8. Add you User Name in the format username@durham.ac.uk
  9. Add your Durham password and leave the option to remember the password ticked
  10. Click More Settings
  11. Change the name of the Mail Account if required
  12. From the Advanced tab change the Incoming server port to 993 and set the encryption to SLL. Change the Outgoing port to 587 and set the encryption to TLS
  13. From the Outgoing Server tab, enable the option My Outgoing server (SMTP) requires aythentication and Use same settings as my incoming mail server
  14. Click OK then Next
  15. Close the Test Account Settings dialogue box and click Finish then Close to complete the configuration

Thunderbird 24.x

  1. From the menu toolbar select Tools | Account Settings
  2. Using the Account Options drop-down menu, choose Add Mail Account
  3. Add you name email address and password, enable the option to Remember password and click Continue
  4. Set the Incoming server type to IMAP, add outlook.office365.com as the Server hostname and set the authentication to Autodetect
  5. Add smtp.office365.com as the SMTP Sever hostname and set the authentication to Autodetect
  6. Add your Username in the format username@durham.ac.uk
  7. Test the account configuration then click Done then OK

Mac Mail

  1. From Mac Mail, click on Mail | Preferences
  2. Click the Account tab then the + symbol at the bottom left of the Accounts window
  3. Add your name and email and password then click Continue
  4. Set the Account Type to IMAP and add a description for the account
  5. Add outlook.office365.com as the Incoming Server Name
  6. Add your User Name in the format username@durham.ac.uk and your Password then click Continue
  7. For the Outgoing Mail Server add a Description and smtp.office365.com as the server address
  8. Enable the Use Authentication option then click Continue
  9. Ensure the Take account online option is ticked and click Create
  10. Close the Accounts Window - your account will now be enabled

+How do I configure Mac Mail to connect to Office 365?

The following instructions are for Mac OS X Version 10.13 and Mac Mail 11 but they may work for previous versions.

  1. Start Mac Mail and go to Mail | Add Account 
  2. Select the Exchange option
  3. Enter your Name, Durham Email Address and Password then click Sign In, ignore the error, you will need to add additional information
  4. Leave the User Name field blank and click Next, this will take you to a more detailed settings window
  5. Add your User Name in the format username@durham.ac.uk
  6. For the Internal and External URLs add outlook.office365.com then click Sign In
  7. Select the apps you wish to use with your Durham account and click Done

You can now use Mac Mail, Calendar, Contacts etc for your Office 365 account.

+How do I configure Microsoft Outlook for Mac to connect to Office 365?

These instruction are for Mac OS X 10.9.2 and Outlook 2011.

  1. From Outlook go to Outlook | Preferences | Accounts and if you have accounts already configured, click the + symbol in the bottom left of the Accounts window
  2. Add your Durham email address and userename in the format username@durham.ac.uk, add you Durham Password and ensure the option to Configure automatically is selected
  3. Click Add Account
  4. Select to Allow the autodiscover server seetings and Always use my response for this server
  5. Close the Accounts window, you Exchange account will now be available in Outlook

+How do I configure Microsoft Outlook to connect to Office 365?

  1. From the Control Panel click the Mail icon
  2. Click Email Accounts the New
  3. Add your Name, Email address and Password and click Next
  4. When prompted. add you username in the format username@durham.ac.uk and your Password, select to Remember my credentials and click OK
  5. Click Finish then Close and Close again
  6. Open Outlook to access your Office 365 account

+How do I configure my Android device to connect to Office 365?

To access your Office 365 Email, Calendar, Contacts and Tasks on your Android phone please following the instructions below. Due to the nature of the Android platform configuration can vary by device, the instructions below have been tested on a Samsung Galaxy, running Android 7.0.

  1. Launch the Mail App
  2. Select the option to Add New Account
  3. Add your Durham email address and password
  4. Tap the Manual Setup option
  5. Select the Microsoft Exchange ActiveSync option

The following settings are required:
Email Address - youremailaddress@durham .ac.uk
Domain\username - mds\yourdurhamusername@durham.ac.uk
Password - your Durham password
Exchange server - outlook.office365.com
Use secure connection (SSL) should be ticked

  1. Tap the Sign In option
  2. Tap Allow to the Email/Calendar prompt
  3. Close and re-open the Mail App on your phone
  4. Tap Update to Device Security prompt
  5. Tap Activate when prompted

Email, Calendar, Contacts and Tasks will be syncronised to your phone, you can amend the syncronisation options via Settings | Cloud and Accounts | Accounts | Microsoft Exchange ActiveSync

+How do I configure my iPhone/iPad to connect to Office 365?

When configuring your iPhone for Office 365, if the device has been configured to synchronise Contacts and Calendar with you Mac or PC you may lose any existing data on the device. Once your phone has been configured, you may need to change the Default Account for Contacts and Calendars via Settings | Mail, Contacts, Calendar

  1. Go to the Settings Screen
  2. Scroll down and select Mail, Contacts, Calendars
  3. Select Add Account
  4. Select the Microsoft Exchange option
  5. Now enter your full email address e.g. joe.blogs@durham.ac.uk and Password and an account Desciption, then click Next
  6. Enter m.outlook.com in the Server text box
  7. Leave the Domain text box blank
  8. In the Username text box add your username in the following format username@durham.ac.uk
  9. Click Next

You can select what you want to synchronise now the account has been added, the options are, Mail, Contacts and Calendars, select Save to confirm your selection.

+How do I configure my Windows 8 phone to connect to Office 365?

To configure a Windows Phone 8 device to access Office 365 email, calendar and contacts, please follow the instructions below. The instructions have been tested on a HTC 8X device running Windows Phone 8.0.

  1. Navigate to the Settings menu and select Email + Accounts
  2. Select Add an account and select Outlook
  3. Enter your Durham University Email address
  4. Enter your password
  5. Select sign in
  6. Change your username to your username@durham.ac.uk
  7. Leave the domain option blank, select sign in
  8. At the prompt select the advanced option
  9. Enter m.outlook.com into the server option, select show all settings and confirmed that the option Server requires encrypted (SSL) connection is enabled
  10. Select sign in

+How do I configure my Windows 8.1 phone to connect to Office 365?

To configure a Windows Phone 8.1 device to access Office 365 email, calendar and contacts, please follow the instructions below. The instructions have been tested on a Nokia Lumia 925 device running Windows Phone 8.1.

  1. Navigate to the Settings menu and select Email + Accounts
  2. Select Add an account and select Exchange
  3. Enter your Durham University Email address
  4. Enter your password
  5. Select sign in
  6. Change your username to your username@durham.ac.uk
  7. Enter m.outlook.com into the Domain option, 
  8. Select sign in then Done

+How do I export my Office 365 mailbox?

In order to export your Office 365 mailbox you first need to configure Outlook by following the FAQ for configuring Outlook to connect to Office 365.

Once Outlook has been configured for Office 365, the following instructions apply.

  1. On the File menu, click Options
  2. Select Advanced from the left hand menu
  3. Locate the Export heading and click the Export button
  4. From the list, click Export to a file and click Next
  5. Select Outlook Data File (.pst), and then click Next
  6. Click the folder that contains the messages you want to back up. If the folder contains a subfolder that you want to include, select the Include Subfolders check box, and then click Next
  7. Under Save exported file as, click Browse, and then specify a name and location for your backup file, for example, Mail Backup
  8. Click Finish
  9. You will be asked to enter a password to secure your file, then press OK

Now that you have made a copy of your emails from Office 365 you can burn this to a CD and take it home with you.

+How do I forward my email in Office 365?

To forward Office 365 emails:

  1. Click on Options | See All Otions
  2. Click the option to Foward your email
  3. Add the address you wish to forward to and opt to enable or disable the option to Keep a copy of forwarded messages in Outlook Web App
  4. Click Start Forwarding

+How do I get my emails on my Apple iOS device?

The supported method for getting your University email on your Apple iOS device is via the Microsoft Outlook App which you can download free of charge. Other options are available for getting emails on your device however CIS will not be offering support or help with those.

Go to the Apple Store and search for 'Microsoft Outlook'. When you find it, select Get and once it has installed click Open.

Mac app logo

Select Settings, then Add Account and then Add Email Account.

Mac add email

Type in your username@durham.ac.uk and select Add Account.

Mac add username

Check your details are correct and then add your password.

Mac DU login

If Sync is enabled, select Yes or Allow to give permission to sync with your Outlook.

Mac allow sync

+How do I get my University emails on an Android device?

The supported method for getting your University email on your Android device is via the Microsoft Outlook App which you can download free of charge. Other options are available for getting emails on your device however CIS will not be offering support or help with those.

To get the mobile app on your Android device, go to the Google Play store and search for 'Microsoft Outlook'

Click Install and once it has completed, click Open, it will look like this:

Android Outlook app

Click on the Settings cog:

Android app settings

Under Accounts, select Add Account:

Android add account

Select Add an email account:

Android add email account

You will need to login: enter your details and then continue:

Android add account login

Then you need to sign in: make sure your use your username@durham.ac.uk (not your email address) and your password:

Android DU login

You should now see your account:

Android account

Whilst the account is displayed, select it and if Sync Contacts is enabled then select Sync:

Android sync available

You will then see the following - select Enable.

Android sync contacts

+How do I know how much space I have left in my Office 365 quota?

To see your quota in Office 365:

  1. Click on Settings | Options | Account

If you have configured Outlook for your email account:

  1. From the menu toolbar click File | Info

If you use Outlook 2010 or 2013, you can right-click the bottom section of the Outlook window and enable Quota Information - the mailbox size if displayed in the bottom left of the screen.

+How do I reset my OWA language back to English?

Click the Setting option menu (Cog Icon in the top right of the browser window) and select Mail followed by General, then Regional and time zone. Select the appropriate Language from the dropdown menu then click Save.

+How do I set up mail forwarding in Office 365?

If you use mail forwarding you must comply with the University's policies around the appropriate circulation and storage of University data. Please make sure you are aware of your obligations, particularly if you are forwarding mail to a non-University email address.

Once you have been updated to Office 365, email forwarding rules you had set up may not be in place. Log into Office 365 using the account details you want the emails forwarding from. Click on the Settings cog in the top corner.

Mail forwarding 1

Under App Settings, click Mail:

Mail forwarding 2

In the Menu on the left hand side, under Accounts, select Fowarding:

Mail forwarding 3

Select Start Forwarding and enter the address you want the emails forwarding to. Once you've finished, click Save.

Mail forwarding 4

 

+How do I set up my emails on an Android Device running Oxygen operating system?

Go into Settings

Android Oxygen

Scroll down and select Accounts

Android oxygen accounts

Select the email account associated with your Durham University email (it may be called Exchange). Select Account settings

Android Oxygen select account

Select your durham.ac.uk account

Android Oxygen select

Scroll down and select Incoming Settings

Android Oxygen Incoming

On the following screen, make sure that your username is in the correct format username@durham.ac.uk and the server settings are outlook.office365.com

Android Oxygen server

Select Done and you should start receiving your University emails.

+How do I share my Office 365 Calendar?

To share your Office 365 Calendar:

  1. Go to the Calendar section of your inbox
  2. Right-click Calendars under My Calendars and select Share Calendar
  3. Select the appropriate options, add the required user details and click Send

If you have configured your email with Outlook:

  1. Go to the Calendar section of Outlook
  2. Click the Share Calendar icon
  3. Select the appropriate options, add the required user details and click Send

+How do I use a signature file in the Outlook Web App?

The Outlook Web App does not automatically insert the Signature file if you already have one in the main outlook client. You need to add one separately.

  1. From the top right of the OWA windows select click the Cog (Wheel) icon
  2. From Your App Settings click Mail 
  3. From the options on the left of the OWA window, click Layout then Email signature
  4. Type you desired signature text, select when you would like it to appear then click the Save icon to apply the changes

+What are the IMAP and SMTP settings for Office 365?

The IMAP and SMTP settings for Office 365 are as follows:

IMAP settings
Server name: outlook.office365.com
Port: 993
Encryption method: TLS

SMTP settings 
Server name: smtp.office365.com
Port: 587
Encryption method: STARTTLS

+What are the Office 365 mailbox quota limits?

The Office 365 quota limits are as follows:

Mailbox limit - 50GB
Maximum number of message recients per day - 1500
Maximum number of recipients per message - 500
Maximum size of attachment - 25MB

Despite the large mailbox quotas on Office 365, you should proactively manage your email, for example:
By emptying your deleted items folder regularly.
By sorting through Mail folders (including Sent Mail) and deleting any messages no longer required.

+What attachments are Blocked in Outlook and the Outlook Web App?

By default for security reasons Outlook blocks a number of various attachments types. For a full list of these attachments see
http://office.microsoft.com/en-us/outlook/HP030850041033.aspx
If you do require to send an attachment which is blocked we recommend that you compress the file into a zip format prior to sending.
see http://support.microsoft.com/kb/306531 for further details

+What is the URL for Office 365?

The web address for Office 365 is http://office365.dur.ac.uk

+What should I do if I can't find instructions for how to set up my University emails on my mobile device on your web pages?

Our recommended option for accessing your University emails on your mobile device is to use one of the mobile apps as detailed above. 

Those of you using Linux should see our FAQ or our service catalogue page for instructions.

If you prefer to continue accessing your emails using your device’s native app however you will need to
set that up yourself and we will not be offering support, advice or instructions (above those already in our FAQs).

Microsoft provide support and guidance about setting up email on mobile devices which can be found on their web pages. Click on the link below or use the search term Set up Office apps and email on a mobile device in your preferred search enging.

Microsoft's support for setting up email on a mobile device.

+Where can I find help using email in Office 365?

You can find help whilst you're in Office 365. Click on the ? symbol at the top and search in the Help section.

Web email help

In Help you can search by subject, e.g. Reply, Forward, or Calendar.

Web email help

You can also find more information on Microsoft's dedicated support pages.

Start using Outlook on the web for business for email and calendars

Please note these are Microsoft web pages.

+Why do weblinks in my email messages get amended?

Exchange adds a secure redirect to web links in emails automatically. Not doing so would present a privacy risk to the end user. The secure URL also allows you to navigate away from and return to OWA without re-authenticating.

If the amended link was not added, when you clicked the unsecured link, your web browser would send the original URL as part of the HTTP referrer header. The referrer header would contain your username and the subject of the message that you where viewing at the time. By adding a secure URL, no confidential data is passed in the referrer request.
The above behaviour is by design and it is not possible to turn it off for privacy and security reasons, both for the individual and the University.

You may also see text which states that MailScanner has detected a potential fraud attempt. This message is displayed because MailScanner interprets the secure URL added by Exchange as a redirected webpage and as a result raises the potential fraud risk to the user.

Again, the MailScanner behaviour is by design and has been implemented to reduce the possibility of the recipient of the email being a victim of fraud.