Email settings for employees

DEFAULT E-MAILBOX

Employees can use a default e-mailbox, including spam filter. LISA is responsible for managing these e-mailboxes. This e-mailbox is linked to the employee himself/herself. With the aid of Outlook WebAccess, the e-mailbox can be used at all computers with an Internet connection and web browser. This software also allows personal digital calendars to be managed. All UT employees' e-mail addresses end as standard with @utwente.nl.

FUNCTIONAL E-MAILBOX

The functional e-mailbox is intended for departments, research groups and other groups who, jointly, have to use an e-mailbox. These are then also registered with the relevant research group or department and is not linked to a specific person. The default ending of all e-mail addresses of a functional e-mailbox is @utwente.nl. Click here for more information.

The standard e-mail box is automatically created for employees and students. This, therefore, does not have to be requested. Employees are able to request a larger storage space. To request a larger storage space for the e-mailbox please contact the Service Desk ICT.

A functional e-mail box can be requested using the web form. This web form can also be used to change the functional e-mail address and to unload the functional e-mail box.

No costs are incurred by the user for using the standard and functional e-mail box. These costs are passed on by the LISA to the faculty or service. A larger storage space is possible for an additional cost. You can find more information about the costs on the selfservice portal.

The following is required if you wish to use either the standard or a functional e-mail box:

• computer with internet connection;
• e-mail program such as Microsoft Outlook or Mozilla Thunderbird;
• web browser to access the e-mail box through the Internet (outlook.office.com).

A functional mailbox may only be requested by employees.

No delivery time applies to the standard and functional e-mail box. A request for additional storage space will be dealt with within 5 working days.

For support, use the selfservice page. Should you have any other questions, need additional user rights or should a fault occur, please contact the Service Desk ICT.

• Start Outlook. If you cannot find the shortcut you can quickly find it by clicking on the start button and search with the term Outlook. 
• A welcome screen should be displayed. Enter UT e-mail address and click on the connect button:
• A Choose account type selection een will be displayed. Click on the Office 365 button.
• An Account setup is complete message should be displayed. Uncheck the Set up Outlook Mobile on my phone, too option and click on the OK button. 
• A Windows security popup will appear. Please enter in the username field your (UT) e-mail address and below your password. Select the "Remember my credentials" option and click on the OK button. 

Microsoft has a manual for e-mail settings or Mac OS. Note: if there is already a UT account configured from before the mail migration, first remove that account.

1. Go to Settings > Mail, then tap Accounts.
2. Tap Add Account, select Microsoft Exchange and tap Sign in.
3. Enter your e-mail address and password, approve the sign in request (and switch to the account windows if necessary).
4. Select what you want to sync and tap Save

Please note: For older versions of Android, the steps are similar but the terms can differ.

1. Go to the Settings, Accounts, Add account.
2. Select Office 365 / Exchange.
3. Enter your e-mail address and tap Next.
4. Enter your password and tap Sign in.
5. Approve the sign in request.
6. Accept the permissions and tap Done.

1. Download and install Thunderbird from: https://www.thunderbird.net/.
2. Enter your name, UT e-mail address and password and click Configure manually.
3. Enter the mail server settings:

4. Click Done.

5. When prompted for multi factor authentication, enter your password and approve the request.

6. Click Accept when at the Permissions requested Window and Finish.

A personal mailbox must be setup first (see above) before you can add a shared mailbox in Thunderbird.

1. Open Thunderbird, click on the Thunderbird Menu button and select Account Settings.
2. Click on Account Actions and select Add Mail Account.
3. Enter the name and e-mail address of the shared mailbox, but leave the Password field empty and uncheck Remember password.
4. Click Configure manually and then Advanced config. Click OK in the Confirm Advanced Configuration pop-up.
5. In the Server Settings tab, enter outlook.office365.com in de Server Name field and change the port to 993.
6. Select SSL/TLS at Connection security and OAuth2 at Authentication method.
7. Select the email address of the shared folder (above Server Settings). At Outgoing Server (SMTP), select your e-mail address followed by smtp.office365.com. Close the Account Settings tab.
8. Click on the Inbox folder of the shared mailbox. An MFA window will appear, select Sign in with another account.
9. Sign in with your own e-mail address and approve the sign in request.

Before you start

• Your mailbox has already been set up in Microsoft Outlook for Mac and the version number of Outlook is 16.58 or newer. You can find this by clicking Outlook in the top left of your screen and selecting About Outlook.

You will be able to find the notes back in the online version of Outlook. To view them follow these steps:

1. Open your browser and go to https://outlook.office.com
2. If needed log in with your e-mail address and password and approve with your multifactor authentication app.
3. Find the Online Archive folder, click the arrow down to collapse the view if needed and select Notes
4. You will find the items that have been automatically archived (in most cases from 2019 and older) in this folder. Newer notes can be found under the notes section in your active mailbox.

See the image below how the view described above will look like:

HOW TO OPEN THE ONLINE VERSION OF OUTLOOK EASIER AND FASTER?

1. Click on Outlook in the top left of your screen while Outlook is active.
   
2. Make sure the Tick box labeled New Outlook is selected
3. The notes button in Outlook will change to a button that will automatically open https://outlook.office.com when clicked so you can view the active and archived notes there.

You can recognize the changed button by the arrow next to the Notes button ()

Sidenote:  Microsoft is slowly moving away from the notes feature and labels it as deprecated meaning they will likely move towards OneNote in the future and remove the notes feature in Outlook all together or change the Notes button to open OneNote.

Early 2022 the University of Twente has moved the UT-emailboxes to Microsoft Office 365. One of the consequences is that e-mail older than 2 year is automatically moved to the online archive. This manual describes how to change the auto archive period to "never", and how to move already archived e-mail back to the regular mailbox.

Please note that moving a lot of e-mail can take a while.

Change the archive policy

• Right click on the mailbox (yourname@utwente.nl) and select Folder Permissions.

• Go to the tab Policy and select the time after which e-mail should be moved to the online archive at Move items to the Archive when older than.

Move the content of the archive back to your mailbox

You can restore the archive in two ways:

1. Per Folder (This only works if no folder with the same name already exists.).
2. Per content of folder (make sure the folder is already present before you "move").

Option 1 (Per folder)

• Right click on the folder you want to restore and select Move Folder.

• Select the parent folder where the archive folder should be moved to and click OK.

Option 2 (Per content of folder):

• Select the archive folder whose contents should be restored.

• Click on any e-mail in the folder and press control+a to select all mail in the folder. The selected items turn blue:

• Right click on any selected e-mail and click: Move > Other folder...

• Select the folder to move the e-mail to and click OK.

Remove the UT e-mail account on your mobile device and add it again.

Android

1. Open your phone's Settings app.
2. Tap Accounts. If you don't see "Accounts," tap Users & accounts.
3. Tap the account you want to remove > Remove account.
4. Add the account again. Follow the steps in the manual section above.

iOS

1. From the Home screen, tap Settings > Mail > Accounts.
2. Under Accounts, tap on the email account you want to delete.
3. Tap Delete Account (you may have to scroll down) > Delete from My iPhone.
4. Add the account again. Follow the steps in the manual section above.

First, download and install the Outlook app and set up your UT mailaccount. Now you can add a shared mailbox you already have access to.

Outlook will display a message that the Microsoft Exchange administrator has made a change. Please, close and restart Outlook.

Yes.

The url is: https://outlook.office365.com

In Outlook, select the view tab and turn off Show Focused Inbox.

You can download Office 365 here: portal.office.com.

You can find the Office 365 webapps here: portal.office.com.

• If you want to add the shared mailbox so it displays under your primary mailbox: right-click Folders in the left navigation pane, and then choose Add shared folder.
• If you want to open the shared mailbox in a separate browser window: click on your picture in the top right corner and select open another mailbox. Type the email address of the other mailbox that you want to open, and then click Open. Another Outlook on the web session opens in a separate window, allowing access to the other mailbox.

Email items older than 2 years are automatically moved to the online archive. That archive is shown by default in your Outlook mail client and in https://outlook.office.com.

Not all mail clients can handle the online archive. If this is the case, you can access it via your webmail (https://outlook.office.com)

The address book now shows “Offline Global Address List”, however, this will change to “Global Address List”. The address book is refreshed once every 4 hours. 

After the transfer, you will see above your mail messages 2 taps divided into “Focused” and “Other”. You can toggle this on and off under the “View” menu and then click on “Show Focused Inbox”. 

Outlook will display a message that the Microsoft Exchange administrator has made a change. Please, close and restart Outlook.

Yes.

The url is: https://outlook.office365.com

In Outlook, select the view tab and turn off Show Focused Inbox.

You can download Office 365 here: portal.office.com.

You can find the Office 365 webapps here: portal.office.com.

• If you want to add the shared mailbox so it displays under your primary mailbox: right-click Folders in the left navigation pane, and then choose Add shared folder.
• If you want to open the shared mailbox in a separate browser window: click on your picture in the top right corner and select open another mailbox. Type the email address of the other mailbox that you want to open, and then click Open. Another Outlook on the web session opens in a separate window, allowing access to the other mailbox.

Email items older than 2 years are automatically moved to the online archive. That archive is shown by default in your Outlook mail client and in https://outlook.office.com.

Not all mail clients can handle the online archive. If this is the case, you can access it via your webmail (https://outlook.office.com)

The address book now shows “Offline Global Address List”, however, this will change to “Global Address List”. The address book is refreshed once every 4 hours. 

After the transfer, you will see above your mail messages 2 taps divided into “Focused” and “Other”. You can toggle this on and off under the “View” menu and then click on “Show Focused Inbox”. 

Click here for the manual.