Post-migration instructions for Microsoft 365 employee email 

Important reminders for 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, log in to https://connect.uwaterloo.ca. 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. 

Step 1B: Reconfigure Outlook account settings

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 .

Before you log in, you may need to reconfigure Outlook settings depending on which application you're using. 

Log in using your 8-character username@uwaterloo.ca and password (e.g. jsmithso@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

Microsoft 365 email in a browser  

Microsoft 365 email in a browser  

  1. Log in to portal.office.com.

  2. Select the Outlook app.  

Outlook for Windows 

  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.

Outlook for Mac 

  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.

Outlook for Android / iOS 

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

To delete the account 

  1. Start the Outlook app. 

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

  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. 

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.   

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. 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: 

Apple Mail for iOS

Apple Mail for iOS

  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. A popup should appear saying to sign in using your "uwaterloo.ca" Exchange account using Microsoft" & to click Sign In & you will be brought to the UWaterloo sign in page to enter your UWaterloo credentials again

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

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

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

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

Apple Mail for MacOS

  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.

Android Gmail app

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 email alias.

  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.

BlackBerry Hub

  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 @ http://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 above steps.
    For detailed instructions on how to remove an account from BlackBerry Hub, please follow instructions in this article.

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 above steps.
For detailed instructions on how to remove an account from BlackBerry Hub, please follow instructions in this article.

 

IMAP clients 

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


Step 2: 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 3: 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 (Academic Support Departments)  or IST Account Rep (Faculties) to edit your groups for you.

Need help?

Contact the IST Service Desk online or 519-888-4567 ext. 44357.

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