Digital and Technology Services

Connect your devices

Access your university email from any device.

 

Multi-Factor Authentication (MFA) will be required to access email and Microsoft 365. All users must set up MFA.

We advise setting up MFA and securing your Microsoft account before following any instructions on this page.


What devices can I connect?

check_circle   Configure a range of devices (iPhone, iPad, Android, etc) to connect to your email account

check_circle   Follow our step-by-step instructions

Note, some email apps don't support modern authentication which is required for Multi-Factor Authentication (MFA). We recommend using the Microsoft Outlook app where possible.

 

Configuring your devices

Apple iOS (for iPhone/iPad)

Before you start, please ensure you have set up MFA and secured your Microsoft 365 account.


Please note, we recommend using the Microsoft Outlook app.

Instructions for adding your account to Apple Mail


  1. Open Settings
  2. Select Mail
  3. Select Accounts
  4. Select Add Account
  5. Select Microsoft Exchange
  6. Enter your university email address in the format below:
  • UG/PGT: username@nottingham.ac.uk
  • Staff/Associate/PGR: firstname.surname@nottingham.ac.uk
  1. Select Sign In
  2. You will then be taken to the Microsoft sign in page, select Use my password
  3. Enter your university password
  4. You will be prompted to approve sign in with MFA
  5. Once approved, select the options you wish to sync to your iOS device
  6. Select Save 


General configuration settings:

Account type: Microsoft Exchange

Email address:

  • UG/PGT: username@nottingham.ac.uk
  • Staff/Associate/PGR: firstname.surname@nottingham.ac.uk

Server: outlook.office365.com

Username:

  • UG/PGT: username@nottingham.ac.uk
  • Staff/Assoc/PGR: firstname.surname@nottingham.ac.uk
 

Android (for tablets/mobiles)

Before you start, please ensure you have set up MFA and secured your Microsoft 365 account.


Please note, we cannot give detailed instructions for Android as the set up is different depending on the email app and manufacturer of the device. We recommend using the Microsoft Outlook app.

General instructions


  1. Open your Email app
  2. Find the option to Add Account
  3. Select Office365 (recommended if you have the option) or Exchange
  • Office365 may direct you to the Microsoft sign in screen, enter your university email and password. You should then be prompted to approve authentication and you can skip to step 7.
  • Exchange will ask you to enter your email address and password
  1. Your university email address in the format below:
  • UG/PGT: username@nottingham.ac.uk
  • Staff/Associate/PGR: firstname.surname@nottingham.ac.uk
  1. If using Exchange, you may be asked to enter the server name: outlook.office365.com
  2. Proceed and you should be prompted to approve sign in with MFA
  3. Once approved, select any options you wish to sync to your device
  4. Your account should now be set up


General configuration settings:

Email address:

  • UG/PGT: username@nottingham.ac.uk
  • Staff/Associate/PGR: firstname.surname@nottingham.ac.uk

Account type: Microsoft Exchange

Server: outlook.office365.com

Some versions of Android email apps don't support modern authentication which is required for MFA. You may need to update your Android software version or use the recommended Outlook app.

Note, Android sometimes adds a space after the email address, check there is no space.
 

Microsoft Outlook 2016 and above (for PC)

Before you start, please ensure you have set up MFA and secured your Microsoft 365 account.

 

Instructions for adding your account to Microsoft Outlook


  1. Open Outlook
  2. Select File
  3. Select Add Account
  4. Enter your university email address in the format below:
  • UG/PGT: username@nottingham.ac.uk
  • Staff/Associate/PGR: firstname.surname@nottingham.ac.uk
  1. Select Advanced options and then tick 'Let me set up my account manually'
  2. Select Microsoft 365
  3. You will be taken to the Microsoft sign in page and your email address should be displayed
  4. Select Next
  5. Enter your university password and select Sign in
  6. You may be asked to Pick an account, select your university account
  7. You will be prompted to approve sign in with MFA
  8. Once approved you will be asked for Offline Settings. By default, 'Use Cached Exchange Mode to download email to and Outlook data file' is ticked with the past email set to '1 year'. You can change this if you wish to store more or less emails offline.
  9. Select Next
  10. Select Done
  11. For the set up process to finish, you must close Outlook and re-open it and your Inbox is now set up. 


General configuration settings:

Account type: Microsoft 365 or Exchange

Email address:

  • UG/PGT: username@nottingham.ac.uk
  • Staff/Associate/PGR: firstname.surname@nottingham.ac.uk

After typing in Name, Email Address and Password, you will be prompted with a Windows Security box. If different, replace the email address with the username in the format listed below and enter your password.

You may need to click Use another account to change the username.

Username

  • UG/PGT: username@nottingham.ac.uk
  • Staff/Associate/PGR: firstname.surname@nottingham.ac.uk
 

Microsoft Outlook 2016 and above (for Mac)

Before you start, please ensure you have set up MFA and secured your Microsoft 365 account.

 

Instructions for adding your account to Microsoft Outlook


  1. Open Outlook
  2. On the Outlook menu, select Preferences and then select Accounts
  3. Select the plus sign (+) in the bottom right and then select Add account 
  4. Enter your university email address in the format below:
  • UG/PGT: username@nottingham.ac.uk
  • Staff/Associate/PGR: firstname.surname@nottingham.ac.uk
  1. Select Continue
  2. Enter your university password
  3. Select Sign In
  4. You will be prompted to approve sign in with MFA
  5. Once approved, your account should be added
  6. Select Done
  7. Now close and re-open Outlook to finish the set up


General configuration settings:

Account type: Microsoft 365 or Exchange

Email address:

  • UG/PGT: username@nottingham.ac.uk
  • Staff/Associate/PGR: firstname.surname@nottingham.ac.uk

Server: outlook.office365.com

 

Apple macOS Mail

Before you start, please ensure you have set up MFA and secured your Microsoft 365 account.


Please note, we recommend using the Microsoft Outlook app.

Instructions for adding your account to Mac Mail


  1. Launch Mail
  2. Add a mail account:
  • If you have previously configured an account in Mail, go to the Mail menu and select Add Account and then select Exchange and select Continue
  • Otherwise, you will be prompted to add an account, select Exchange and then select Continue
  1. Enter your Full Name
  2. Enter your university email address in the format below:
  • UG/PGT: username@nottingham.ac.uk
  • Staff/Associate/PGR: firstname.surname@nottingham.ac.uk
  1. Enter your university password
  2. Select Sign In
  3. You will be prompted to approve sign in with MFA
  4. Once approved, select the options you wish to sync to your macOS device
  5. Select Done

Note, in Apple Mail you can set how long to keep messages in the Trash folder. Once a message is permanently deleted in Apple Mail it cannot be recovered from the Deleted Items folder in Outlook on the web.

We recommend setting Apple Mail to never permanently erase deleted messages.

  1. In the Mail menu, click Preferences
  2. In the Accounts window, click the Mailbox Behaviours tab
  3. In the Trash section, choose the following settings:
  • Store deleted messages on server: ticked
  • Permanently erase deleted messages: : Never


General configuration settings:

Account type: Exchange

Email address:

  • UG/PGT: username@nottingham.ac.uk
  • Staff/Associate/PGR: firstname.surname@nottingham.ac.uk

Server: outlook.office365.com

 

Thunderbird

Before you start, please ensure you have set up MFA and secured your Microsoft 365 account.


Please ensure you are using the latest version of Thunderbird.

Thunderbird instructions


  1. Open Thunderbird
  2. Go to Account Settings, under Account Actions, select Add Mail Account 
  3. Enter your full name as you want it to appear on emails
  4. Enter your university email address
  • UG/PGT: username@nottingham.ac.uk
  • Staff/Associate/PGR: firstname.surname@nottingham.ac.uk
  1. Enter your university password
  2. Select the Configure manually option
  3. In the two boxes, enter the following settings: 

Incoming server

  • Protocol: IMAP
  • Hostname: outlook.office365.com
  • Port: 993
  • Connection security: SSL/TLS
  • Authentication method: Normal password  (you will change this later to OAuth2)
  • Username: 

    UG/PGT: username@nottingham.ac.uk
    Staff/Associate/PGR: firstname.surname@nottingham.ac.uk

Outgoing server

  • Hostname: smtp.office365.com
  • Port: 587
  • Connection security: STARTTLS
  • Authentication: Normal password  (you will change this later to OAuth2)
  • Username: 

    UG/PGT: username@nottingham.ac.uk
    Staff/Associate/PGR: firstname.surname@nottingham.ac.uk
  1. Select Advanced config
  2. A message window will appear, select OK
  3. You should see Server Settings, under Security Settings, change Authentication method to: OAuth2
  4. Now select Outgoing Server (SMTP) on the left hand side
  5. Select the account with your university email address
  6. Select Edit
  7. Change the Authentication method to: OAuth2
  8. Select OK
  9. Now navigate to your Inbox
  10. This will check for email. A pop up window should appear asking you to sign in to Microsoft and approve access with MFA

Note: If OAuth2 doesn’t show in the list of options click the Re-Test button and it should then appear.

 

Other mobile device or email app / software

If you are using a device or operating system not listed above, although we cannot provide instructions, the general settings you will be asked to provide through the mail set up process may be as follows:

Account type: Microsoft 365 or Exchange

Email address:

  • UG/PGT: username@nottingham.ac.uk
  • Staff/Associate/PGR: firstname.surname@nottingham.ac.uk

Server: outlook.office365.com

Username: 

  • UG/PGT: username@nottingham.ac.uk
  • Staff/Associate/PGR: firstname.surname@nottingham.ac.uk

If using IMAP or POP, please check that your app or software supports modern authentication which is also referred to as OAuth 2.0.

Protocol: IMAP

  • Hostname: outlook.office365.com
  • Port: 993
  • Connection security: SSL/TLS

Protocol: POP3

  • Hostname: outlook.office365.com
  • Port: 995
  • Connection security: SSL/TLS

Protocol: SMTP

  • Hostname: smtp.office365.com
  • Port: 587
  • Connection security: STARTTLS

Authentication method: OAuth2

 

 

 

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