Outlook and Calendaring

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

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

  • If you see a choice between Classic Outlook and New Outlook when looking up Microsoft instructions, please choose Classic Outlook.
Outlook Info and Tips
1. Personal Contact Groups were not able to be copied from GroupWise to Outlook. These are email groups you may have created within your personal or a generic addressbook in GroupWise.
  • To view in GroupWise: Proxy to the account you need - Click Address Book – click account Name – Contact Groups will show with an icon of three people – click on one to view the members.
  • To access Contacts in Outlook: Click the ‘People’ icon
    • To Create a Contact Group: Click the Account you want to create the group in – in the ‘Home’ tab click ‘New Contact Group’ – Enter a name and add members
    • To Share a Contact Group:  Click the Account you want to share from – Click the Contact Group name – in the ‘Home’ tab click ‘Share Contact’ and it will start an email you can send

2. Busy Search is now called Scheduling Assistant, in a tab at the top of the New Meeting window.
3. We have created a quicksheet for viewing Room Calendars.

Bonus tip: There is a new “Polls” feature in Outlook where you can create a poll with potential meeting times to send to attendees (Start a new email, enter recipients, in Meeting tab click New Scheduling Poll) or even create a poll asking for votes on a list of items (Start a new email, in Insert tab click Poll, add criteria, click Next, click ‘add to email’).

Mobile Device Outlook Setup


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 (, 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, 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


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 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 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 - to use Outlook
  1. Open a new tab in Google Chrome (or any web browser, Firefox, Safari, Edge, etc.) and type in 
  2. Sign into by entering your full 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 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 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 and Info

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 and password. 
  • To access your new email service, the URL is
  • You will log in with your 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

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 Shared Accounts to Outlook?
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
  • 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 email account by creating a secondary alias address

  • Email sent to the alias address is delivered to your usual 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’
  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

Microsoft Support

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


My shared account is gone - What happened?
  • A reminder that shared email accounts will no longer show up automatically on the left side in Outlook.
  • To Add Account so you can access it in Outlook Software please carefully follow the Instructions for adding a Shared Account.
When is GroupWise and other old Systems Decommissioning Schedule/End dates?
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
  • M365 provides features that are accessible and usable for people who have special needs or disabilities.

    For more information, visit Microsoft Accessibility
How long do items in Deleted Folder stay in Outlook?
  • All "Deleted Items" will be permanently deleted after 4 months (120 days).
  • This applies across all accounts, no matter which software or browser is being used.
  • Users cannot change this setting.
What's the difference between Classic Outlook and New Outlook - how do I switch it?
  • Some users have noticed a toggle at the top right in the Outlook software app to switch to New Outlook
  • New Outlook is very similar to the Web Browser version of Outlook.
  • While fine for basic use, there are some features that are not yet working in New Outlook.
  • If you switched to New, you will have both versions on your system and you can open Classic Outlook separately.
  • To switch back to Classic: Click Windows icon at lower left, type Outlook, Click “Outlook” App to open Classic version OR Click “Outlook (new)” to open the New version.
  • You can ‘pin’ one or both to the Windows bottom task bar: When a program is open, Right-click the icon in the taskbar and click ‘Pin to taskbar’.
Focused Inbox tab vs All Email tab in Outlook Inbox
  • In Outlook the default Inbox view shows ‘Focused’ and ‘Other’ tabs.
  • Some users find the Focused Inbox very helpful, as it anticipates which email may be more important
  • If you have ‘Focused’ turned on, be sure to check the ‘Other’ tab for more new emails
  • To switch to “All” and “Unread” tabs instead: In “View” menu click to turn off ‘focused inbox’ feature
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 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:

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).

Differences between Outlook (and Calendar) and GroupWise

GroupWise End Dates
GroupWise software, GroupWise Web, and GroupWise Messenger Chat
  • All listed above, will no longer be available off-campus, unless connected to the VPN as of May 30 (Thursday).
  • Also blocked from UofR Guest wireless and on campus public lab networks.

July 31 (Wednesday): All listed above, will no longer be available and fully retired.

Outlook does not have the option to ‘edit this instance forward’ like GroupWise
  • 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 won't transfer from GoupWise - Manage email messages by using Rules
Outlook and Groupwise handle recurring meetings differently, and unfortunately, they do not always copy over to Outlook correctly
  • 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.
After your move to Outlook, please review your calendar very carefully.
  • 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.
ACTION MAY BE REQUIRED if you have Created a lot of recurring meetings from your personal or a proxy/generic account.
  • 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.

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