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Outlook and Calendaring

  • Outlook is available for all active University of Regina students.
  • Outlook will be available for all faculty, staff, and retirees soon.

Note: The campus will be using Classic Outlook (not New Outlook) email.

Set up your device to work with accessibility in Microsoft 365

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.

Mobile Device Outlook Setup

Android

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

Mobile iOS (iPad, iPhone, or iPod Touch)

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

Other Mobile Device Setup Information
If you have another mobile device see Microsoft setup Instructions. This includes, Blackberry, Nokia, Windows, and other tablets and phones. See Microsoft info.
Add Outlook to another mail app or smart device
How to Configure other email accounts (i.e., Thunderbird) for Office 365

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:

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

Troubleshooting

What if my iPhone or iOS version won't work with the Outlook or MS Office App?

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.

Why can't I use the Gmail app for Outlook on an iPhone?
Currently the Exchange and M365 and Outlook apps can not be added to GMail due to security preferences.
I can't access my email. What do I do?

Computer and Laptop Outlook Setup

Windows/PC - Outlook software
  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.  
Web Browser - office.com to use Outlook
  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’. 
MacOS - Outlook software
  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. 
Mac Mail application on Mac OS computers
  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.
Note: If you wish to set an alias like "first.last" instead of "username," go into "Settings" under "Mail" in the navigation to edit the display email.

Instructions

How do I access my Outlook email and what do I use to log in?
  • 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.
How do I switch between two different Outlook/Microsoft accounts to read (i.e., personal and uregina.ca)?

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.
How do I add email Forwarding and how do I turn email Forwarding On and Off?
Turn Email Forwarding On or Off, see Microsoft's Turn On or Off Automatic Forwarding in Outlook.com.
  • 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 do I create an email Alias?

Customize your uregina.ca email account by creating a secondary alias address

  • Email sent to the alias address is delivered to your usual uregina.ca email account.
  • If your email is forwarded to another address, the alias will also be automatically forwarded to that address.
  • Alias can consist of letters and numbers only, no spaces, periods or other characters.
  • Alias cannot match any existing username.
  • Only one additional user alias is allowed per account.
  • Aliases that contain offensive language, are intended to impersonate or deceive, or are otherwise deemed inappropriate will be deleted and further disciplinary action may be considered.
  • Aliases must adhere to the Respectful University Policy.

Create an Email Alias

How do I restore deleted emails?

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.
Outlook Focused and Other tabs
  • 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

Rules won't transfer from GoupWise - Manage email messages by using Rules
If you see a choice between Classic Outlook and New Outlook when looking up Setup instructions on Microsoft, please choose Classic Outlook.

Microsoft Support

Outlook for Windows troubleshooting

Create + add an email signature in Outlook for Windows

Create + insert a signature in Outlook for Mac

Create + add an email signature in Outlook.com or Outlook on the web

Customize your toolbar in Outlook for Mac

Customize the Quick Access Toolbar in Outlook for Windows

Open and use a shared mailbox in Outlook Windows + Mobile Device

Open a shared Mail, Calendar or People folder in Outlook for Mac

Overview of Outlook email profiles

FAQs

Overview and Key Features for Outlook
Storage quota
  • 99 GB of mailbox space
File Attachment Size
  • 150 MB
Apps integration
  • Teams
  • OneNote
Supported browser
  • Latest version of Internet Explorer, Microsoft Edge or Chrome.
Desktop client
  • Windows users must have Office 2013 or 2016 for Windows 7 and 10.
  • Mac users must have Office 2016 for Mac.
Available via mobile
  • For Android
  • For iPhone and iPad
Limitations
Accessibility
  • M365 provides features that are accessible and usable for people who have special needs or disabilities.

    For more information, visit Microsoft Accessibility
How much storage does Outlook have and how big of a file can I attach to an email?
  • 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
What if I'm not receiving email - how do I check my storage capacity?
  • Click Settings - General - Storage to see your quota and current usage.
What are the Focused and Other Tabs in Outlook?
  • 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.

For steps to turn on your Focused Inbox, click here.

For steps to turn off your Focused Inbox, click here.

Will my forwarded email in Webmail continue with the Outlook email migration?
  • If you have your Webmail forwarded to another account, the forward will remain in place and no action will be required by the student.
What Outlook versions are supported? Are there limitations for older versions?
  • At minimum, Outlook 2016 is recommended. Upgrade to Microsoft 365 for the best functionality.
Can I still use my personal outlook (hotmail/live) Microsoft account if I have one?
  • Yes, even though Personal Live/Hotmail accounts are Microsoft accounts your @uregina.ca will be a separate Microsoft Work/School account.

Manage Incoming Mail Effectively

Phishing and Spam Emails
See Information Security Phishing and Spam Information.

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

How do I Create Rules?

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.
How do I Block or Allow emails?

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).

Calendaring and Scheduling

Through the Outlook calendar, events, appointments and meetings can be scheduled.

  • These are also automatically synced with your calendar in Microsoft Teams and vice versa.
  • This also includes any changes to events, such as added people, edits to time and dates and cancellations.

Calendar Apps on Mobile devices after Migration

If you sync your calendar soon after the Outlook migration to an external calendar app, like iCalendar or Samsung Calendar on your mobile device, you will NOT see your calendar appointments immediately. The sync may take a few hours.

How to

Integrate your To-Do List with Tasks

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.
How do I book a Meeting and do a busy search on a Mac?

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

Book a meeting with multiple people
  • 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 intergration with OneDrive

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

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

Microsoft Support

Introduction to the Outlook Calendar

View multiple calendars at the same time

Customize Calendar

Share Calendar

Manage your calendar Training Videos

Synchronize Outlook and Apple iPhone or iPod touch calendars