Post-migration instructions for Microsoft 365 email 

Important reminders for generic accounts, retirees and alumni

On this page 

Reminders regarding email security and privacy

  • Highly-restricted information cannot be stored or sent in email (on-premises or in the cloud).

  • Anyone who handles restricted information should enroll in two-factor authentication (2FA), powered by Duo.

  • Microsoft 365 apps (e.g OneDrive) are approved for highly restricted information if 2FA is used.


Step 1A: Check to see if your migration is complete

On your migration day, if you want to check to see if you have been migrated to Microsoft 365:

  1. Try to log in, via a web browser:

    1. Personal accounts: Log in to https://connect.uwaterloo.ca with your own 8-character UWaterloo username@uwaterloo.ca and password

    2. Generic accounts: Log in to https://connect.uwaterloo.ca/owa/username@uwaterloo.ca, where username is the 8-character username of your generic account and log in as follows:

      1. Some generic accounts are configured to allow you to log in with your personal username@uwaterloo.ca and password

      2. Some generic accounts require you to log in with the generic account username and password (e.g. generic1@uwaterloo.ca)

      3. If you are unsure of which method to use, contact either your IT support rep or the IST Service Desk for assistance.

  2. If you see your mail, then you have not yet been migrated. If you see a forwarding link, then your migration to Microsoft 365 email is complete. 

    1. Note for generic accounts: If your migration is complete, and you click the forwarding link, you may see your personal email, instead of the email for the generic account. If this happens:

      1. Log out (or open a different web browser)

        1. Click on the profile icon at the top right and click Sign out.

          profile icon at top right and 'Sign out' link.
      2. Log into https://outlook.office.com/mail/username@uwaterloo.ca/ (where username is the 8-character username of the generic account)

        1. Generic account login information:

          1. Some generic accounts are configured to allow you to log in with your personal username@uwaterloo.ca.

          2. Some generic accounts require you to log in with the generic account username and password (e.g. generic1@uwaterloo.ca).

          3. If you are unsure of which method to use, contact either your IT support rep or the IST Service Desk for assistance.

Step 1B: Restart Outlook and re-login (if prompted)

If you are not using Outlook, see What if I'm using a mail app that isn't Outlook? section below.

I've been migrated to Microsoft 365. What do I need to do before I log in? 

Ensure you are using a recent version of Outlook (e.g., Outlook 2016, 2019, or M365) and it is up to date. If you cannot update to a recent version, you can access your Microsoft 365 mailbox via https://portal.office.com .

  1. Once your account has been migrated, you will likely see an Outlook prompt, to indicate something has changed. Follow the prompts and restart Outlook:

    1. Outlook - Windows:

      1. If prompted with the following, click OK and restart Outlook (File/Exit, then re-open Outlook):

        Windows Outlook message, 'The Microsoft Exchange administrator has made a change that requires you quite and restart Outlook.'
    2. Outlook - Mac OS

      1. If prompted with the following, check the box for “Always use my response for this server”, click the Allow button and restart Outlook (Outlook/Quit, then re-open Outlook).

        Mac Outlook message, select 'Always use my response for this server' and click 'Allow'
  2. After you restart Outlook, you may need to reconfigure Outlook settings (see screenshots below), and you may be prompted for two-factor authentication (2FA)/Duo:  

Log in using the 8-character username@uwaterloo.ca and password (e.g. jsmithso@uwaterloo.ca or generic1@uwaterloo.ca) (instead of nexus\username)

If you receive the pop-up below asking you to allow the server to configure your settings, check the Always use my response for this server box, then click Allow

 

Step 2A: Confirm you can access and send/receive email

Once you have completed steps 1A and 1B above:

  1. Confirm you can access and send/receive email by sending yourself or your colleague a test email. Note: It can take some time for all the mailbox folders to synchronize and appear in the folder navigation list, after the migration.

    1. If you can access and send/receive email, your migration is complete, and you can skip to Steps 3 and 4 below.

    2. If you cannot access and send/receive email, follow Step 2B below

Step 2B: Reconfigure your email (if needed)

If you cannot access or cannot send/receive email, you may need to re-configure your email client. Choose your email client below for information on how to re-configure your email client. (reminder that you also may be prompted for two-factor authentication (2FA)/Duo):

  1. Personal accounts:

    1. Log in to portal.office.com.

    2. Select the Outlook app.  

  2. Generic accounts:

    1. Log in to https://outlook.office.com/mail/username@uwaterloo.ca/ (where username is the 8-character username of the generic account)

      1. Some generic accounts are configured to allow you to log in with your personal username@uwaterloo.ca

      2. Some generic accounts require you to log in with the generic account username and password (e.g. generic1@uwaterloo.ca).

      3. If you are unsure of which method to use, contact either your IT support rep or the IST Service Desk for assistance.

  1. Personal accounts and Generic accounts that use the generic account username and password (e.g. generic1@uwaterloo.ca):

    1. Shut down Outlook and restart it again. Send a test message to ensure that you can send and receive email.

    2. You should be prompted to log in once Outlook restarts. 

    3. If Outlook does not prompt you for a password, you receive an error, or if you can't send email, you may need to re-create your profile and/or remove credentials from the Credential Manager; please go to: Managing Outlook Profiles on Windows 10 for more information on these topics.

  2. Generic accounts that are configured to allow you to log in with your personal username@uwaterloo.ca

    1. See https://uwaterloo.atlassian.net/wiki/spaces/ISTKB/pages/42939744283

  1. Personal accounts and Generic accounts that use the generic account username and password (e.g. generic1@uwaterloo.ca):

    1. Launch your Microsoft 365 for Mac Outlook client. 

    2. After Outlook is launched, click on Tools > Accounts. 

    3. Delete the current account (highlight your account, then press the minus button (-) in the bottom left corner, confirm your deletion by clicking on Delete). 

    4. Once removed, you’ll be brought back to the Accounts window, click on the button for Exchange or Microsoft 365. 

    5. Enter your primary email address in the E-mail address field. 

    6. Enter your 8-character username @uwaterloo.ca (username@uwaterloo.ca) and your password. 

    7. Make sure Configure automatically is checked, then click Add Account. 

    8. Check the Always use my response for this server option and click the Allow button. 

    9. If necessary, see Teams Meeting button is missing in Outlook for Mac support article.

  2. Generic accounts that are configured to allow you to log in with your personal username@uwaterloo.ca

    1. See https://uwaterloo.atlassian.net/wiki/spaces/ISTKB/pages/1987445029

  1. Personal accounts and Generic accounts that use the generic account username and password (e.g. generic1@uwaterloo.ca):

    1. Microsoft recommends removing and re-adding the account associated with Outlook on your phone.

      1. To delete the account 

        1. Start the Outlook app. 

        2. At the top left, select the menu icon, tap the Settings (gear) icon. 

        3. Tap the account you would like to remove/delete. 

        4. A new window will appear. Tap Delete Account. 

        5. A small menu will appear, tap Delete. 

        6. Fully quit the application. 

      2. To re-add the account 

        1. On the Welcome Screen, click Get Started. 

        2. On the Get Notified screen, you have the option to turn on or off app notifications. This is up to your preference. 

        3. On the Add Account screen, enter the email address of the account you are configuring. 

        4. Enter your account name in the following format: Enter your 8-character username @uwaterloo.ca (username@uwaterloo.ca).

        5. Click Add Account. 

        6. Enter your UWaterloo password on the Microsoft 365 sign-in page and select Sign In. 

        7. If you use 2FA, click through the prompts to authenticate. 

        8. Your account will be added to the Outlook app. 

        9. You will be prompted to add another account if you wish to do so.   

  2. Generic accounts that are configured to allow you to log in with your personal username@uwaterloo.ca

    1. See step 1. (above) add your personal account first (if it is not already added)

    2. Start the Outlook app. 

    3. At the top left, select the menu icon, tap the Settings (gear) icon. 

    4. Click Add Mail Account.

    5. Click Add Shared Mailbox.

    6. Enter the account email address in the form of the 8-character username@uwaterloo.ca (e.g. generic1@uwaterloo.ca)

    7. Click the Add Shared Mailbox button.

    8. Close Outlook and re-open it.

What if I'm using a mail app that isn't Outlook? 

Ensure you are using the most recent version of your email client (e.g., Mac OS/iOS/Windows Mail, Thunderbird). If you cannot update to a recent version, you can access your Microsoft 365 mailbox via https://portal.office.com or, for generic accounts, via https://outlook.office.com/mail/username@uwaterloo.ca/ (where username is the 8-character username of the generic account). Please also ensure your web browser is up to date. See a list of browsers that work with Office for the Web.

We are not able to provide instructions for all apps that are on the market. If asked for manual information, use the following: 

  • Username: Enter your 8-character username @uwaterloo.ca (username@uwaterloo.ca) 

  • Server: outlook.office365.com 

  • Domain: uwaterloo.ca

  1. Personal accounts and Generic accounts that use the generic account username and password (e.g. generic1@uwaterloo.ca):

    1. Go to your iPhone or iPad's Settings> scroll down and tap Accounts & Passwords > tap Add Account.
      Note: For iOS 14.X- Go to your iPhone or iPad’s Settings > scroll down and tap Mail > tap Accounts > tap Add Account

    2. Select Microsoft Exchange.

    3. Enter your 8-character username @uwaterloo.ca (i.e. username@uwaterloo) and a description of your account. Tap Next.

    4. A popup should appear with the options to Sign in or Configure manually. Select Sign in.

    5. A popup should appear asking you to sign in using your uwaterloo.ca ”Exchange account using Microsoft". Click Sign In to take you to the page where you will enter your UWaterloo credentials again.

    6. Enter the password associated with your email account. Tap Sign in or Next.

    7. The Mail app may request certain permissions. Tap Accept.

    8. Choose the services you want to sync with your iOS device and tap Save.

  2. Generic accounts that are configured to allow you to log in with your personal username@uwaterloo.ca

    1. Apple Mail for iOS does not support this configuration. It is recommended to use Outlook for iOS: Add a shared mailbox to Outlook mobile (microsoft.com)

  1. Personal accounts and Generic accounts that use the generic account username and password (e.g. generic1@uwaterloo.ca):

    1. Go to Mail > Accounts

    2. Select your UW email account and click the minus button at the bottom of the window to delete the account. Click OK. Quit and close the Apple Mail app. 

    3. Re-open Apple Mail. In the 'Choose a mail account provider' pop-up, select Microsoft Exchange and click Continue.

    4. Enter the name and email address for your Exchange account and click Sign In. Note that your email address should be entered as your 8-character username @uwaterloo.ca (username@uwaterloo.ca).

    5. At the prompt 'Sign into your Exchange account using Microsoft?', click Sign in.

    6. Enter your password and click Sign in. Follow the 2FA prompts.

    7. Choose the Mac apps you want to use with this account. Available choices are Mail, Contacts, Calendar, Reminders, and Notes. Select the apps you want to use with this account.

    8. Click Done.

  2. Generic accounts that are configured to allow you to log in with your personal username@uwaterloo.ca:

    1. Apple Mail does not support this configuration. It is recommended to use either:

      1. The web portal (https://outlook.office.com/mail/username@uwaterloo.ca/ - where username is the 8-character username of the generic account) or

      2. Microsoft Outlook for Mac OS.

Note: To configure your UWaterloo email in accordance with modern authentication, you must use your 8-character username@uwaterloo.ca for both the username and the email alias.

  1. Personal accounts and Generic accounts that use the generic account username and password (e.g. generic1@uwaterloo.ca):

    1. Open the Settings app

    2. Open the Accounts and backup section

    3. Select Accounts

    4. Select Add Account

    5. Select Exchange

    6. Enter your 8-character username @uwaterloo.ca (username@uwaterloo.ca) 

    7. Select Set up manually link

    8. Enter the password associated with your email account.

    9. Enter Server as outlook.office365.com

    10. Click Next

    11. Open the Gmail app and select All Inboxes from the menu to see the new account.

  2. Generic accounts that are configured to allow you to log in with your personal username@uwaterloo.ca:

    1. It is recommended to use either:

      1. The web portal (https://outlook.office.com/mail/username@uwaterloo.ca/ - where username is the 8-character username of the generic account) or

      2. Microsoft Outlook for Android (see above).

  1. Personal accounts and Generic accounts that use the generic account username and password (e.g. generic1@uwaterloo.ca):

    1. Add an email account to the BlackBerry Hub: (Note: username is your 8-character UWaterloo username, e.g. j25rober)

      In the BlackBerry Hub+ Inbox, tap 

      then tap

      beside Accounts.

      1. Enter your username @uwaterloo.ca

      2. Tap Manual setup

      3. Tap Microsoft Exchange ActiveSync

      4. Enter http://outlook.office365.com in Server field 

      5. Tap beside the password field

      6. Tap beside the Add authentication 

      7. Tap Sign in with Microsoft button

      8. Enter your password

      9. Do 2FA steps (send me a push, etc)

      10. On the Account Setup Screen tap Next

      11. Tap OK (for Remote security administration)

      12. Choose the options you want for remote security admin and then Tap Next

      13. Tap OK

      14. Tap Activate

      15. Tap Done 

      16. Tap OK

      17. Tap Activate (scroll down to advanced)

      Note: If a Device Administrator screen appears, tap Activate or Allow.

      If you already have a UWaterloo email account on the Hub you will need to remove and then re-add the account to the hub following the above steps.
      For detailed instructions on how to remove an account from BlackBerry Hub, please follow the instructions in this article.

  2. Generic accounts that are configured to allow you to log in with your personal username@uwaterloo.ca:

    1. https://uwaterloo.atlassian.net/wiki/spaces/ISTKB/pages/42935812216

IMAP users will require an email client that supports the OAuth 2.0 protocol as Basic Authentication will be unavailable.

  1. Personal accounts and Generic accounts that use the generic account username and password (e.g. generic1@uwaterloo.ca):

    1. See instructions on How to setup Microsoft 365 in Thunderbird

  2. Generic accounts that are configured to allow you to log in with your personal username@uwaterloo.ca

    1. See Adding a shared mailbox to Thunderbird - Instructions for M365 Shared Mailboxes - IST Knowledge Base - Confluence (atlassian.net)


Step 3: Update interface settings if needed

What do I need to do after I log in? 

  1. Remove the existing calendar by right-clicking on the calendar > Delete Calendar

  2. Quit and re-open Outlook. 

  3. Re-add the calendar by right-clicking on 'My Calendars' > Add Calendar > from Address Book.

Note: You can add only one calendar at a time. Repeat the instructions for each calendar you want to add.


Step 4: Edit new features if necessary

New features available in Microsoft 365 

  • Focused inbox: separates your inbox into two tabs: ‘Focused’ and ‘Other’ 

  • MyAnalytics: a tool to help you improve focus, wellbeing, network, and collaboration 

    • Please submit a request via RT to enable MyAnalytics


Additional resources

Voicemail and editing voice greetings

Changes to Exchange distribution groups

Owners of 'on-premises’ distribution groups/lists can still use them, however, group owners who have their email in Microsoft 365 will need to log into http://connect.uwaterloo.ca/ecp to edit them, at this time. Another option is to ask your IST Account Rep to edit your groups for you.

Confirm your preferred email address with Alumni

Wondering how you can update Waterloo with your preferred email address? Complete the Alumni Address Update form to let us know! Updating your address makes sure you receive information about alumni reunions and other special events, and can help classmates and friends find you, if you choose.