Office 365 Email

...because email is a must.

Let's face it, the world is dependent on email for communication.  William & Mary is no exception.  We have relied on Microsoft as a email service since 2010.  In 2017, we transitioned our onsite Exchange servers to Microsoft Office 365, which is a Cloud service.  Here's what you need to get started with Microsoft Office 365 Email.  

Get Set-Up
Client Installation

Outlook desktop clients are available for both PC's and Macs. 

  • PCs on the W&M leasing program - An Outlook client will be installed for you before you recieve the computer.  
  • Macs or PCs outside of the leasing program - Contact the Technology Support Center for Outlook installation.
Online Access to Outlook

You can access your W&M email online several ways.  Here are some options:

Mobile Settings

Want to set-up email on your phone?  Here's the settings you need:

  • Description of Mailbox: Exchange 
  • Server Name: outlook.office365.com
  • Username: Enter your WMuserid
  • Password: Enter your password for your WMuserid

Many of the Office 365 services have apps available for smartphones - including email!  Find them in your iPhone App Store or Google Play store. Sign in with your W&M email address and you will be directed to the W&M authentication site.

IMAP Settings

IMAP clients will need to be reconfigured with the following settings:

  • Server name:  outlook.office365.com
  • Port: 993
  • Encryption method: TLS

SMTP

  • Server name: smtp.office365.com
  • Port number: 587
  • Encryption method: Start TLS
MacMail

MacMail version 10.12 (Sierra) works with Office 365.  Instructions for Setting Up MacMail 10.12

Note: In testing we have found that earlier versions of MacMail have problems loading emails and viewing shared Calendars.  If you do not want to upgrade to 10.12, we recommend using the Outlook client or Outlook webmail (outlook.wm.edu) instead.  


Self-Directed Training

Training for Outlook covers both email and calendar.

Outlook Quick Start Guide

View or download the Outlook 2016 Quick Start Guide (pdf).

Microsoft Support Quick Start

Microsoft's support site offers an overview of Outlook features with step-by-step instructions on their Outlook 2016 Quick Start webpage.

Outlook Learning Path

Walk through an in-depth training course at your own pace with the Outlook Learning Path (pdf).  Or pick-and-choose topics that you are interested in by clicking on the lesson options.

Microsoft Video Training 

Select videos related to specific Outlook topics on the Outlook Video Training webpage.

Lynda.com Video Training Course

Lynda.com offers various high-quality video training sessions on the Office 365 Email & Calendar systems. You can go through cornerstone.wm.edu to access the videos, and it will be listed on your W&M training transcript. 

A good starter course is a 48-minute course called Office 365: Learn Outlook, which covers both email and calendar. There are versions for both PC's and Macs.  To find it:

  1. Go to cornerstone.wm.edu
  2. Sign in with your WMuserid and password
  3. Click on the green Browse for Training button on the right side of the page
  4. In the search bar in the upper right corner, type Office 365: Learn Outlook
  5. Click on the name of the course you wish to view - either Office 365: Learn Outlook for PCs or Office 365 for Mac: Learn Outlook
  6. Click Request
  7. Click Launch to view the training

How To's
Set an Auto Reply
  1. Log in to outlook.wm.edu
  2. Select the gear icon (Settings) in the top right section of the page
  3. Select Automatic Replies
  4. Fill out the form
  5. Make sure to click OK on the top right before leaving the screen!
Forwarding (Redirect your email to a different mailbox)

You can forward your W&M email to another mailbox by setting-up a "Redirect Rule". 

  1. Log in to outlook.wm.edu
  2. Select the 3 dot icon in the gray bar on the top right section of the screen.
  3. Select Create rule... in the dropdown menu
  4. Create a Name for the rule (ex. Redirect to VIMS mailbox)
  5. In the "When the message arrives..." field, select [Apply to all messages].
  6. In the "Do the following" field, select Forward, redirect, or send.
  7. Select Redirect the message to...
  8. Enter the email address in the "Redirect the message to..." field at the top of the screen or select an address from the address list.
  9. Once you have completed this click Save.
Turn Off the "Focused" Inbox

Office 365 automatically filters mail into a "Focused" mailbox or "Other".  You can turn off that feature by following the Turn Off Focused Inbox instructions.

Check Your Junk Mail Folder

Junk Email FolderIt is important to check your Junk folder periodically.  Sometimes legitimate emails will get routed to this folder.  The folder is located in the left-hand navigation menu below the Inbox.  

More information available on Microsoft's Overview of the Junk Mail Filter support site.

Block a Sender (Mark as Junk)

Emails delivered to your Inbox, can also be routed Junk mail folder.  Also, the sender of the emails can be blocked if you no longer wish to recieve emails from that account.

Block SenderTo do this in the web version of Outlook:

  • Select the email you wish to move to Junk
  • In the gray bar at the top of the screen, you can either click Junk to send it directly to the Junk mail folder
  • Or select the Junk dropdown menu for additional options 
  • Select Unsubscribe to block the sender

For the PC and Mac clients:

  • Right click on the email you wish to move to Junk
  • Hover over Junk (or Junk Mail on a Mac)
  • Select either Block Sender (PC and Mac options) or Mark as Junk (Mac option)
Approve a Sender (Mark as Not Junk)

Occasionally you may find an email in your Junk mail folder that isn't junk.  You can move it to your Inbox, by marking it as Not Junk.  From that point on, all messages sent from that address will be delivered to your Inbox.

Mark as Not JunkTo do this in the web version of Outlook:

  • Right click on the message
  • Select Mark as not junk

For the PC and Mac clients:

  • Right click on the message
  • Hover over Junk (or Junk Mail on a Mac)
  • Select Not Junk (or Mark as not Junk on a Mac)
Request an Alias

By default, the W&M email addresses assigned to faculty and staff use the convention of WMuserid@wm.edu. Faculty and staff may request an alias for the default email address. For instance, if the default email address is txjefferson@wm.edu, an alias such as tom.jefferson@wm.edu or jefferson@wm.edu may be possible.

If the requested alias is available, the WMuserid (txjefferson) would not change; however, email sent to tom.jefferson@wm.edu or jefferson@wm.edu would be directed to the mailbox. To request an email address alias, contact [[support]].

 

FAQs
What versions of the Outlook client will work with Office 365?
  • 2016 (PC and Mac)
  • 2013 (PC)
  • 2011 (Mac) - We have found some minor quirks in the Calendar function with this version of Office. Consider upgrading to 2016.
  • 2010, Service Pack 2 (PC) - Service Pack 1 or anything prior to that is not compatible.
Will POP be supported?

POP will not be supported at W&M with Office 365.

Are there any mailbox size limits in Office 365?

There is a 50 GB size limit to regular mailboxes in Office 365.  

There is unlimited space in an Archive mailbox.  Contact the Technology Support Center to set-up an Archive mailbox.

What options for email clients do I have on a Mac with Office 365?

It depends on the version of your Mac's operating system.  If you have: 

  • Mac OS 10.12 or newer - you can use OWA, Outlook from Office 2016, or MacMail
  • Mac OS 10.11 or older - you can use OWA or Outlook from Office 2016
If I have a new Mac, how do I get Microsoft Office 365 on my computer?

To have the Office 365 clients installed on your computer, contact Technology Support Center. In the meantime, you can go to office.wm.edu and use the web version of Office 365.

For attachments, are there any blocked file types?

In an effort to protect the William and Mary community from email borne viruses, Information Technology is removing self-executing attachments from emails sent to or from William and Mary email addresses. Attachments created in Microsoft Office will not be affected by these new restrictions.

If you need to send a file of a prohibited file type as an attachment, we suggest you use Box (box.wm.edu) instead.  If you have any questions or need help with sending an attachment, please contact the Technology Support Center at 757-221-4357 (HELP) or [[support]].

The following extensions are currently being blocked:
.ace, .ade, .adp, .ani, .app, .bas, .bat, .chm, .cmd, .com, .cpl, .crt, .exe, .hlp, .Hta, .Inf, .Ins, .Isp, .jar, .js, .Jse, .Lnk, .mde, .msc, .msi, .msp, .mst, .pcd, .pif, .ps1, .ps2, .reg, .scr, .url, .vbe, .vbs, .wsf,.wsh

We acknowledge Microsoft best practices of executable attachments.


Questions?
Contact the Technology Support Center (TSC)
757-221-4357 (HELP) | [[support]] | Jones 201, Monday - Friday, 8:00 am - 5:00 pm