M365 Hub

The Microsoft 365 apps work with the accessibility settings and features of most devices. These settings can help to make them easier to use. For example, you can change the color contrast to make the screen easier to see or control the device with the keyboard instead of a mouse, and so on.

The way that you choose these settings depends on what kind of device you have: Windows, Mac, iOS, or Android.

See Microsoft Setup Info.

Using Outlook App

1. Install the Outlook for Android app from the Google Play Store and then open it. 
2. Tap Get Started if this is your first time. You may see a prompt to connect a Google account, just follow the steps on screen or press skip if you do not want your personal accounts connected. 
3. If you already use Outlook for Android, to add another email account open the Menu > click Settings > click Add Account > click Add Email Account. 
4. Enter your full UofR email address (username@uregina.ca), then tap Continue 
5. Enter your email account password and tap Sign In.

Using Generic Android Mail App or GMail

• See set up in Microsoft Set up email in Android email app.

Using Outlook App

1. Download Outlook for iOS from the iOS App Store and then open it. 
2. If it’s your first time using Outlook for iOS, enter your username@uregina.ca, then tap Add Account.
3. If you already use Outlook for iOS for a different email, open the Menu > tap Settings > Add Account > Add Email Account. 
4. Enter your email account password and tap Sign In.

Using Generic Mobile iOS Mail App

• See set up in Microsoft Set up email in Mobile iOS email app

Add your Outlook.com account to another mail app or smart device. See Microsoft Info.

Get Thunderbird

You can obtain a free download of Thunderbird from the Mozilla website. Follow the instructions on the site for installing Thunderbird. These instructions require Thunderbird version 78 or later.

Set up a new Thunderbird account

After installing Thunderbird you need to configure it for use with your @stanford mailbox.

1. Launch Thunderbird and choose to create a new Email account.
2. When asked if you would like a new email address, click Skip this and use my existing email.

3. Enter your name as you want it to appear in the From field in outgoing mail and your email address. Then, click Continue.

4. Thunderbird will attempt to automatically configure your account settings. This will fail and a message saying "Thunderbird failed to find the settings for your email account" will display. Enter the following settings:

• IMAP
• Server hostname: outlook.office365.com
• Port: 993
• SSL: SSL/TLS
• Authentication: Oauth2

• Server hostname: smtp.office365.com
• Port: 587
• SSL: STARTTLS
• Authentication: Oauth2

Username (Incoming and Outgoing): your username@uregina.ca

Note: If you do not have OAuth2 as an authentication choice you can click the Re-test button after filling in the server information.

4. Click Done. The Thunderbird main window displays.

5. You should be prompted to complete the normal web-based two-factor authentication process.

Known issues

The following are known issues with Thunderbird:

• When sending mail, Thunderbird may hang on the step "Copying Mail to Sent folder."
• You may see an error message that says, "Error copying mail to Sent folder" with a prompt to retry.

To resolve these issues:

1. In Thunderbird, go to the Tools menu and click Accounts Settings.
2. In the left panel, click Server Settings.
3. In the Server Settings section of the window, click the Advanced button.
4. Change the Maximum number of server connections to cache to 1 and then click OK.
5. Click OK to close the Account Settings window.

If you have an iPhone that is too old for the latest iOS, you should be able to configure the iOS Mail app instead of the Outlook app.

If you are having trouble downloading Office apps on your iPhone. You will need to log into Office.com on a browser for access.

1. Open Outlook and select File > Add Account. If you haven't launched Outlook before, you'll see a welcome screen.  
2. Enter your email address (your username@uregina.ca) and select Connect. If your screen looks different- enter your name, email address, and password. Then select Next.  
3. If prompted, enter your password and select OK.  
4. Select Finish.  

1. Open a new tab in Google Chrome (or any web browser, Firefox, Safari, Edge, etc.) and type in Office.com. 
2. Sign into Office.com by entering your full username@uregina.ca email address and password. 
3. Once signed in, select ‘Outlook’. 

1. Open Outlook. 
2. Type in your email address and password. 
3. Select Add Account and type in your username@uregina.ca email address and password. 
4. Select Done. 
5. To add another account, select Tools > Accounts. Then select the plus (+) sign > New Account. 

1. Open the Mac Mail application.
2. Select "Mail" in the navigation, then "Add Account"
3. Select "Microsoft Exchange"
4. You will prompted to add your name (it may already be there) and email in two seperate boxes: use your username@uregina.ca for the email address.
5. You will be prompted for your password. Use your uregina password.

• If you are using the Outlook email client on your device, you will be able to access your email using your username@uregina.ca and password. 
• To access your new email service, the URL is https://www.outlook.com.
  
• You will log in with your username@uregina.ca and current password to access outlook and find all your new incoming emails there.

When you are signed into one of your accounts, click your Profile at the top right and select one of the 3 following options:

• Sign out and login in with your other account.
• Select the other account if it is showing.
• Choose sign in with a different account.

• Please do not select "Keep a copy of forwarded messages." If you do, it will be automatically turned off nightly so as not to consume disk space storing messages that are duplicated to another email provider.

How to Recover Deleted Items in Outlook Software or Outlook Web Access

Outlook Web app

1. Click on the Deleted Item folder on your left pane.
2. Click on ‘Recover Items deleted from this folder’ on your right pane.
3. Select the item/(s) you want to restore and click ‘Restore.’

Outlook Software on a computer or laptop

1. Click on ‘Deleted Items’ on your left pane.
2. Click on ‘Recover Items recently removed from this folder’ on your right pane.
3. Select the item/(s) you want to restore and click ‘Restore Selected Items’ and click ‘ok’
   button.
4. Selected items will be restored.

• The biggest change is a new ‘Focused’ and ‘Other’ tabs in your inbox. You can change these to ‘All’ and ‘Unread’ instead in the “View” menu click to turn off ‘focused inbox’
• There is a Reading Pane by default, which you can move or turn off in the View – Reading Pane drop down
• There are many other settings you may with to personalize
• There is training available on Outlook

Microsoft Mac Focused Mailbox info

Microsoft Windows Focused Mailbox Info

• To add a new attendee: In Outlook you have to end the series, then start a new recurring meeting going forward with the updated attendees. Alternatively you can add a new user to the series, but they will receive all past as well as future meeting dates.
• To change the date/time/location: You would have to end the series, then create a new recurring meeting. Alternatively, you can ‘edit the reoccurrences’ but this will change the date/time/location for past meetings as well as future events.
• To decline a meeting: You cannot decline a meeting “this instance forward” in Outlook, you either decline all the meetings in the series or you have to decline each future meeting individually.

• Rules do not copy over from GroupWise.
• You will need to recreate any rules you require.
• Microsoft info on Rules

• This is a known issue with conversions from other email software to Outlook, and there is no way to ensure that they all copy correctly.
• Not all recurring meetings have issues, and we have found that many do copy over fine.
• It appears that recurring meetings that have been edited at some point are more likely to have issues in the transition.
• Some meetings copied from GroupWise are showing up in Outlook twice, once at the originally scheduled time and also at the new/edited time.

• It is highly recommended that you open GroupWise and do a side-by-side comparison of the calendars.
• Some meetings in Outlook may need to be manually edited, deleted, or rescheduled to ensure they are at the correct time.
• GroupWise will remain available for viewing for a month or two, and it’s fine to login to GroupWise to view information.

• You may wish to consider deleting existing recurring meetings “This Instance Forward” in Groupwise to remove them from everyone’s calendar ahead of time.
• If there are attendees outside your department, you may wish to edit the meetings on April 29 and then recreate on or after May 3.
• For attendees just in your unit, you could remove them on your scheduled date then re-create them the next day.
• This may not be practical in many cases, but if they don’t exist in Groupwise then they won’t be copied over incorrectly to Outlook.
• Alternatively, be prepared to ask attendees to decline all future occurrences individually, then recreate them in Outlook.
• For the first few months of using Outlook, if you delete a meeting please ensure you email the attendees separately to advise, as the meeting may not be removed from their calendar if it was originally created in GroupWise. The same meeting may have copied correctly for some, but not others.

• Outlook storage is 2GB total, max attachment size 25MB.
• Faculty and Staff see Mailbox limits in UR Source - It will be the same as what you have/had for GroupWise

• Click Settings - General - Storage to see your quota and current usage.

• A Focused Inbox separates your inbox into two tabs – Focused and Other. 
• Your most important email messages are on the Focused tab while the rest remain easily accessible – but out of the way in the Other tab.
• Outlook will turn on a "Focused Inbox" that separates incoming messages into two tabs - Focused and Other.
• The most important messages will filter into the Focused tab.

• If you have your Webmail forwarded to another account, the forward will remain in place and no action will be required by the student.

• At minimum, Outlook 2016 is recommended. Upgrade to Microsoft 365 for the best functionality.

• Yes, even though Personal Live/Hotmail accounts are Microsoft accounts your @uregina.ca will be a separate Microsoft Work/School account.

Report Phishing by forwarding the email as an attachment to:  Report.Phishing@uregina.ca

Rules allow you to move, flag, and respond to email messages automatically. You can also use rules to play sounds, move messages to folders, or display new item alerts.

The easiest and most common rule to create is one that allows you to move an item from a certain sender or with certain words in the subject line to another folder.

• You can create this rule directly from a message you've already received.
• Use a RULE to move the emails to Junk or keep them in a separate folder for investigation. Rules can also help filter out specific words/names that repeatedly come from different or hidden email addresses.

The Outlook Junk Email Filter doesn't stop the delivery of junk email messages, but does the next best thing—it moves suspected spam to the Junk Email folder.

Information on how to block or allow (junk mail settings).

Deadlines, reminders and tasks can also be set in the email, calendar and other apps. All of these can be accessed from anywhere by connecting to cloud storage through the To Do feature.

• Items in the To Do list can have reminders and deadlines to keep track of multiple projects.
• Outlook’s integrated To Do feature can flag emails as tasks so they appear in the list.
• When tasks have deadlines, they will appear in the calendar.

Need to make tasks out of class notes in OneNote? Notes can be highlighted and added to Outlook tasks to have reminders and deadlines.

• To Do is also collaborative and allows groups to share a single list of tasks. Specific items can be assigned to individuals, so all group members know their own tasks.
• For individuals, To Do can build daily agendas, notify of upcoming deadlines and more.

Meeting invite through Outlook Calendar on a Mac

• In the Outlook app, click Calendar
• Choose 'New Event' from the top right. You can give your Event (meeting) a title.
• Add required people to your meeting. You can include a room if you have access to book certain rooms on campus.
• Choose your date and time for the meeting.
• As you add people to the invite, on the right side of the screen you will see a calendar day with times. If someone is not available you will see in red, that they are not available.
• The Event schedule will give you options for available times where everyone is available under the calandar and time selection.
• You have the option to turn a Teams meeting on and off as well.
• Note: If you add a room location that you have proxy access for, to the invite, in the Location section it will do a busy search and let you know if the room is available.
• See, Microsoft Support for further information.

Outlook Email Meeting Invite on a Mac

• You may add a Meeting Invite in Outlook email by opening an email or email chain, then clicking "Create a Meeting" from the navigation.
• All the people in your email chain (or a single person if you click on a single email), will be added to the Meeting Invite.
• You can delete or add people to this invite if you want.
• Once you add a date and time for the meeting, a busy search automatically happens and available times can be seen in the invite on the right side of the screen.

Other Helpful Calendar links

• Propose a new meeting time in Outlook for Mac

• Calendar can show potential scheduling conflicts and help the organizer find a time that works for everyone.
• The FindTime add on allows you to create a poll and schedules the meeting once all invitees voted on their availability.

Outlook allows integration with OneDrive, so files can be attached as links from cloud storage.

• Microsoft OneDrive information

• Collaboration is enhanced through Outlook.
• Apps like Word, Excel, OneNote and PowerPoint can be easily shared, viewed and edited right from an email attachment.