Set up Outlook

1. When opening Outlook for the first time, you will be asked to fill in your UI email address (username@hi.is) and password:
2. The account has now been added. It is recommended to untick "Set up Outlook Mobile on my phone too" before clicking "Done":
3. Your mailbox should now be set up in Outlook. Mail download may take a few minutes if you have a large mailbox. 

Outlook will automatically download the last 12 months of emails to the machine. If you want to receive all your old mail and make searching for older mail allot quicker, follow these steps.

1. Click „File“ in the top left corner. Choose „Account settings“ and again „Account settings“:
2. Choose the right email address and click on „Change“:
3. Move the slider furthest to the right to see all the mail. Then click on „Next“ and finally „Finish“:

The Division of Information Technology (DIT) recommends using Outlook for MacOS.

If you are opening Outlook for the first time, skip ahead to Step 4.

1. Open Outlook. Go to "Outlook" in the menu bar and select "Settings":
2. Click on "Accounts":
3. Click on the plus sign „+“ at the lower left corner and select "Add an Account":
4. A window appears in which you enter your UI email address and then password. Select continue:
5. Outlook will ask you to accept their terms of use:
6. You have now registered your UI email address. Outlook takes care of setting up your mailbox. If you wish to add additional email addresses, select "Add Another Account". Otherwise, choose "Personalise Now":
7. Here you will be given options to personalise the look of Outlook:
8. The last window will ask if you want notifications:

Your mailbox should now be set up in Outlook. Mail download may take a few minutes if you have a large mailbox.

We recommend using Outlook for MacOS. However, many wish to continue using the Mail software. Here are instructions for setting up a UI mailbox in Mail. Accounts are added through System preferences on macOS 12 and older, In Ventura and onward it is in System Settings:

1. On macOS 13 Ventura you open "System Settings". Go to "Internet Accounts". Select "Add Account" and make sure you select "Microsoft Exchange":
   On macOS 12 and older you open "System Preferences". Go to "Internet Accounts" and make sure you select "Microsoft Exchange":
2. Give the inbox a name. Enter your UI email address and click "Sign In":
3. Now enter your password and sign in:
4. Here you can choose what apps can use your email data. We recommend choosing all of them. Click "Done":
5. Now you have created a connection with Outlook and your mail will start to download. You may have to wait a little bit until it has finished downloading.

When this was written Microsoft no longer supports Mail on MacOS 10.13 and older.

1. Start by opening the system "Settings" and select "Mail":
2. Select "Accounts":
3. Select "Add Account":
4. Select "Microsoft Exchange":
5. Enter your university email address and give it a name. Then you select "Next" and finish signing in:
6. Enter your password and select "Sign in":
7. Authenticate with Microsoft Authenticator or text message. Check "Don't ask again for 15 days":
8. Here you can select which email data to synchronize with the inbuilt apps. We recommend you only select Mail. Other features do not work with iOS and have caused the Mail to stop fetching new emails. Select "Save" and your done

Now you can open Mail and see your mail, calendar and more.

1. Download the Outlook app through the Play Store and open it.
2. Sign in with your university email address (username@hi.is).
3. Your mailbox is ready. It could take a little bit of time for all the emails to load.

If asked to select a mail server then select "Microsoft Exchange".

Outlook is not available for Linux. We therefore recommend that Linux users utilise the Outlook on the web through outlook.hi.is.

Alternatively Linux users can install a mail program which supports Microsoft Exchange such as Evolution. This software program works very well with Outlook and an advantage is that the calendar automatically synchronises with the web-based calendar.

It is also possible to use IMAP settings, the downside being that this will not give users access to the calendar, contacts, and other tools.

Below are instructions for setting up Evolution in Linux:

1. Open the Terminal and run Evolution through the package manager of the respective Linux distribution
   • In Ubuntu type: sudo apt install evolution evolution-ews
   • In Arch type: sudo pacman -S evolution evolution-ews
2. Set up Gnome Keyring by writing into terminal: sudo apt install gnome-keyring
3. Open Evolution and click "Next":
4. Click "Next":
5. Type your full name and email address. Untick "Look up mail server details" and click "Next":
6. Fill in the following information and click "Next":
   • Server Type: Exchange web servies
   • Username: username@hi.is
   • Host URL: https://outlook.office365.com/EWS/Exchange.asmx - Then click on "Fetch URL" and select OAuth2 and check "Override Office365 OAuth2 settings".
7. Tick "Listen for server change notification". It is also a good idea to increase the frequency of checking for new messages and checking for messages in all folders. Click "Next":
8. Here, you can give your mailbox a name. In our example, we use "Háskólapóstur" (University mailbox), but you can choose anything which you consider describes the mailbox best:
9. Click "Apply":
10. If the mailbox does not appear, it may be necessary to restart your device.

NOTE that software programmes which use IMAP settings can only access email. IMAP does not allow access the calendar, contacts, tasks, and other features.

We, therefore, always recommend that users utilise the Outlook software, since it contains many features connected to the entire Microsoft 365 (Office) software programme all in one place, such as access to the calendar and contacts, creating groups, sharing files, booking meeting rooms, and more. Some users, however, prefer to set up their mail using IMAP settings. Here is the necessary technical information for these users:

Always select IMAP - We strongly discourage users from using POP protocols.

• Incoming
  • IMAP
  • Server hostname: outlook.office365.com
  • Port: 993
  • SSL: SSL/TLS
  • Authentication: Normal password
• Outgoing
  • SMTP
  • Server hostname: smtp.office365.com
  • Port: 587
  • SSL: STARTTLS
  • Authentication: Normal password
• Username
  • Incoming: your email address (including the @hi.is extension)
  • Outgoing: your email address (including the @hi.is extension)

Thunderbird does not support Microsoft Exchange. It is, therefore, necessary to configure Thunderbird using IMAP settings. IMAP only allows access to your email. You cannot access the calendar, contacts, or tasks.

Thunderbird supports Microsoft Exchange through the Beta version of 128. However it is still in development and might not work as intended.

We, therefore, always recommend that users utilize the Outlook software, since it contains many features connected to Microsoft 365 (Office) all in one place, such as access to the calendar and contacts, creating groups, sharing files, booking meeting rooms, and more. However, many choose to use different software. Here you can find instructions for setting up your UI mailbox in Thunderbird.

Click "Re-test" once you have filled everything out:

1. Open Thunderbird. It should prompt you to set up an account. Input your name, email address and password and click "Continue":
2. Click "Configure manually":
3. You need to change the outgoing/incoming server and it is important that you set it up correctly.
   • Incoming server
     • Protocol: IMAP
     • Hostname: outlook.office365.com
     • Port: 993
     • Connection security: SSL/TLS
     • Authentication: OAuth2
     • Username: your email
   • Outgoing server
     • Hostname: outlook.office365.com
     • Port: 587
     • SSL: STARTTLS
     • Authentication: OAuth2
     • Username: your email.
4. Click "Re-test" once you have filled everything out:
5. Click "Done":
6. Input your password and click "Sign in":
7. Click "Accept" to allow Thunderbird access to your email:
8. Your mailbox should now be ready. Click "Finish":

The mailbox should now be set up and your UI email should appear after a few seconds. Please note that it may take a few minutes for all folders and emails to show up if you have a large mailbox.