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Computing and Information Services

Connect and Communicate

Connect and Communicate - Email and Calendar

  • All students and members of staff at Durham University are provided with email services for the sending, receiving and management of electronic mail to carry out University related activities. These are integrated with calendar, tasks and contact facilities via Microsoft's Office 365 service and access is available on and off campus.
  • You should check your Durham email account regularly as it will be a primary communication method for colleges, departments and service providers (e.g. the Library and CIS).

  • Students (undergraduates and taught postgraduates), research postgraduates and permanent members of staff who use a computer as part of their role, can get Microsoft Office 365 for home use on up to 5 home computers (Windows or Mac) and five phones or tablets free of charge. This offer is open for the duration of your time at Durham University as either an undergraduate, postgraduate or member of staff in an eligible role.


Terms and conditions

You can access your Durham University email account in one of the following ways:

  • Via a University desktop or laptop
    • Log in to a University managed desktop or laptop, click on the email icon on the desktop and enter your CIS username in the format username@durham.ac.uk and password when prompted.
    • If you are using a machine or device which is not managed by the University, use the internet to access email (see below).
  • Via the internet
  • Via duo  
    • Although email is not part of duo, a link to the email sign-on page is available within duo.
    • Go into the 'External Tools' box in duo and select 'University Email'.
    • Click on the 'Office 365' box and enter your CIS username and password when prompted.
  • Linux users
    • There are Office 365 Frequently Asked Questions which will help you set up your University email on a Linux device for a variety of clients. The details you will need are:
      • Server name: outlook.office365.com
      • Port: 993
      • Encryption method: TLS
      • Server name: smtp.office365.com
      • Port: 587
      • Encryption method: STARTTLS
  • On your mobile device
    • The supported method for accessing your University emails on your mobile device is via the Microsoft Outlook app which you can download for free from the relevant app store for Apple and Android devices.  It is pre-installed on Windows devices.  Once you have downloaded the app, you will need to set it up and instructions can be found via the links in the Using it section.
    • If you use your device's native app (i.e. the application that's built into your mobile device for managing your emails) you can access your University emails this way but as it is not our supported option, you will need to set that up yourself.  We will not be adding or expanding to any existing information we provide in our FAQs.  If you need help you can look at those, or go to Microsoft's own support pages which include information about using both the apps and native clients. Click here to go to Microsoft's advice for getting emails on your mobile device.

Office 365 for home use

Undergraduates and taught postgraduates get:

    • The latest version of Word, Excel, PowerPoint, OneNote, Access and Publisher installed on up to five PCs or Macs and up to five mobile devices like iPad, Android and Windows tablets.
    • 1TB of storage on OneDrive you can use to store and share all your documents across all your devices.
    • Office Online for in-browser editing, collaboration and co-authoring
  • This is only valid for the duration of your studies. Once you graduate or leave and your University account is closed, your licence and access to these services will no longer be valid so you must save any emails and documents from OneDrive that you want to keep to an alternative storage location (e.g. an external hard drive, an alternative cloud storage account).  If you wish to continue to use Office 365 after you leave the University you will need to source or purchase a licensed copy. 
  • To download Office/Office 365:
    • Visit Microsoft's Office 365 for education web page (or search Office 365 for education on Microsoft's web site)
    • Enter your University email address and select 'Get started'
    • Select 'I'm a student'
    • Then sign in using your CIS username rather than your University email address (e.g.abcd12@durham.ac.uk)
    • Follow the instructions for downloading onto your machine or device

Staff and research postgraduates

  • This is open to eligible members of staff, who are those employed on a fixed term and non-fixed term basis and who use a computer as part of their daily role.
  • The offer is only open and the software licensed for your use, whilst you remain in the University's employment in an eligible role, or for the duration of your Durham postgraduate study.  Once you graduate or leave Durham and your University email account is closed, your licence for these versions will no longer be valid and you will need to source or purchase a licensed copy.
  • This offer is for use on home machines and devices only.  Downloading this onto University managed desktops or laptops, will result in compatibility issues and will have a detrimental impact on the performance of your machine.
  • You can find out more about eligibility criteria on the Human Resources benefits+ web page.
  • To download Office/Office 365:
    • Visit Microsoft's Office 365 for education web page (or search Office 365 for education on Microsoft's web site)
    • Enter your University email address and select 'Get started'
    • Select 'I'm a teacher'
    • Then sign in using your CIS username rather than your University email address (e.g.abcd12@durham.ac.uk)
    • Follow the instructions for downloading onto your machine or device

For help and guidance on using Office 365 email and calendar services, please see the 'Using it' tab.

There is advice available in CIS' Office 365 Frequently Asked Questions however Microsoft's own support web pages provide a lot of useful information and include videos and suggestions to help you get the most out of their services and the links below may be particularly useful.  These links take you to Microsoft's web pages and we cannot be responsible for the content of external web pages.

Need more help with Outlook?  Take a look at Microsoft's dedicated support pages:

https://support.office.com/en-GB/Outlook 

If you prefer to navigate there yourself, please use the search term Outlook support in your preferred web browser.


  • ​Please refer to th​e links within '​Using it'.​​