This article is for University staff and students who need to add their University email account to a personally owned / non-university-provided device using Microsoft Outlook.
Please note we recommend that you use the MS Outlook application for your university email account, you may also add other email accounts to the application to. We are only able to support you accessing and configuring your University email account.
1. Go to Microsoft Office Home website and sign in with your University email (for example: abc1ed22@soton.ac.uk) and password
2. On The top right of the screen, click on the button ‘Install Office’ and select ‘Office 365’ app
The installation process could take a while before ending.
Please note: if you are a 'visitor', 'temporary staff', 'casual staff', or 'generic' you cannot download the desktop version of Outlook. You can find more information about Microsoft licenses in the article “Microsoft 365 License Comparisons (A5 & A1)”
3. Run Outlook
4. Enter your university email and select ‘Connect’. If requested, enter your password
Outlook should now get to work.
The following steps are for non-University-managed Windows computers. Students and staff using a University-managed Windows computer will find Outlook already configured.
Outlook 2013 or older versions do not support Microsoft Multi-Factor Authenticator. If you are using those versions, you may be asked to update your software to Outlook for Microsoft 365.
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Adding an account from Gmail or Yahoo, you may be asked to allow Outlook to access your mail, contacts, and calendars.
If you need support adding your university email account to Apple Mail, please follow the instruction contained in one of the following articles:
If you are using Basic authentication to connect to your tenant, you may receive an error message. This can happen because Microsoft is helping its users switch from Basic authentication to modern authentication. Basic authentication users:
In these cases, Apple may prompt you to set up or configure a modern authentication or the Microsoft Multi-factor Authentication (MFA). If you need guidance on setting up your MFA, please read the article "How to set up and manage Microsoft Multi-Factor Authentication (MFA)".
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Please note: due to Outlook settings, at present you cannot add another email account on Outlook on the web.
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If you need support adding your university email account to the iOS Mail app, please follow the instruction contained in one of the following articles:
If you are using Basic authentication to connect to your tenant, you may receive an error message. This can happen because Microsoft is helping its users switch from Basic authentication to modern authentication. Basic authentication users:
In these cases, Apple may prompt you to set up or configure a modern authentication or the Microsoft Multi-factor Authentication (MFA). If you need guidance on setting up your MFA, please read the article "How to set up and manage Microsoft Multi-Factor Authentication (MFA)".
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Only Thunderbird version Thunderbird 78.10.0 and above will support Microsoft Multi-Factor Authentication. If you have an older version, you will need to update to the latest version of Thunderbird before the following steps.
Before following the instructions below, you need to contact ServiceLine requesting IMAP to be enabled - this is because IMAP protocol has been automatically disabled in all accounts. As soon as our technicians get back to you, wait for an hour and then follow the instructions.
1. Open the 'Account Settings'.
If you are a Windows user:
If you are a MacOS user:
2. For the rest of these steps, we are using "Your name here" and "bl1e12" as a seat marker. Replace these with your name, your email address (for example: abc1de22@soton.ac.uk) and your university password.
Please do not enter your ECS email address.
3. Then click 'Continue'
4. If it finds some settings for you, and they mention "outlook.com" or "office365.com", then click 'Done' and go to step 8 (skip the next 2 steps).
Otherwise, if Thunderbird can’t find any Outlook as an email provider, click on Manual config:
5. Fill out the settings as follow:
If OAuth2 does not appear, you may need to restart Thunderbird and go back into the account settings.
7. Click on 'Re-Test' and then click on 'Done'
8. This should return you to the 'Account Settings' box. Select your new university email account on the left.
Then you can change the name of the account as it appears in Thunderbird (the top highlighted box), and the email address you wish to use (the bottom highlighted box).
9. On the left, select 'Server Settings'
10. Then on the right, click on the 'Advanced...' button
11. Un-tick 'Show only subscribed folders' and then click 'OK'
12. To avoid spam filtering problems later, you might want to disable Thunderbird's spam filtering. To do this, select 'Junk Settings' on the left, then untick 'Enable adaptive junk mail...' on the right
13. Go back to the 'Account Actions' at the bottom left. As you will want to send email using your new Office 365 account by default, select 'Set as Default'.
14. Click 'OK' and you will return to the normal Thunderbird view of your email. You should now be asked to authenticate using the familiar University of Southampton authentication mechanism.
15. There should now be a new entry in the tree of accounts and folders on the left, named after whatever you put in the 'Account name' box. Click on the little arrow just to the left to unfold the list of folders, at which point Thunderbird should connect to Office 365 and fetch a list of all your folders.
16. Once you have checked the new account is working (try sending yourself an email message to your University address and another private one you happen to have), you can go back into the Account Settings and add your email signature and others you may wish to set.
Before starting you must be running Thunderbird version 78 or above to enable the required OAuth2 authentication. When this article was amended, the OS was University RedHat8 version 8.8, and Thunderbird version was 110.12.0. You may find it useful to issue the command “sudo yum update” before commencing.
Please note: iSolutions officially supported Linux email client is Evolution, and this document is therefore provided purely as guidance for those users who wish to use Thunderbird but acknowledge that support will be limited should issues arise.
1. On first launch you should be presented with setting up your email account:
Fill out your details:
2. Then click the button “Configure manually…”.
3. You will need to configure the incoming and outgoing settings:
Incoming
Outgoing
4. Then click Advanced Config
5. You will then see a prompt dialogue box, so now click OK
6. This will then take you into the advanced configuration
7. Click server setting on the left side
8. Change Authentication Method to OAuth2
9. Select Outgoing Server (SMTP) from the left.
10 Click your account in the window, then Edit
11. Change the Authentication method to OAuth2
12. Select OK and exit out to be taken to your mailbox.
13. Select “Get Messages” and you should now see the authentication login.
14. Sign in with your university username xxxxx@soton.ac.uk and password. The mailbox should now start to sync:
Thunderbird has the option to query the global address list just like Outlook, to provide the facility to search for a University of Southampton recipient. Thunderbird can link to an address book using LDAP to provide this functionality.
Step-by-step instructions:
1. If you wish to enable this feature, start by going to:
2. Select “LDAP server”. The required fields are:
3. Lastly, switch to the “Advanced” tab.
In the Search filter replace any current content with the following line (this will result in more accurate search results):
&(objectCategory=Person)(objectclass=user)
4. Once you have filled in the Search filter section, click “OK” to save and finish.
5. Once complete, you can now initiate a search for a recipient, and this will trigger a connection to the LDAP server and attempt to obtain a match.
1. Navigate to 'Account Settings'
2. Click on 'Server Settings' (for your university account)
3. Go to the 'Security Settings' section
4. Go to 'Authentication Method'
5. Click on the dropdown and select 'OAuth2'
1. Navigate to 'Account Settings'
2. Click on 'Outgoing Server (SMTP)'
3. Edit (for your university account)
4. Go to 'Authentication Method'
5. Click on the dropdown and select 'OAuth2'
You can try fixing this issue by changing a setting in Thunderbird:
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If you prefer to configure a client for mailbox access, the supported application is Evolution. This is installed by default on all standard University RedHat Linux clients.
If you are not using the supported Red Hat build, you will need to install the Evolution and Evolution-EWS packages.
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Removing a shared folder from your list is quick and easy:
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You can also remove the email account from all apps on your iPhone by tapping on 'Delete Account'.
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In case you cannot removee your univesity email account, please get in touch with ServiceLine.
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How to add or remove shared email accounts in Outlook
How to set up and manage Microsoft Multi-Factor Authentication (MFA)
Microsoft 365 License Comparisons (A5 & A1)
ServiceLine - The IT Service Desk
Attached files:
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