Middlebury

Difference between revisions of "Email configuration"

 
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[[Category:Helpdesk]]
 
[[Category:Network]]
 
[[Category:Troubleshooting]]
 
[[Category:E-Mail]]
 
  
==Choosing the right Email options for me - and why use Middlebury's Email system?==
+
We advise connecting to Middlebury's Office 365 and Exchange Online email system as directly as possible using the recommended clients. These methods offer superior functionality, organization, and security, keeping your Middlebury email separate from other personal accounts you may have.
*while you may forward your Email to another system, permissions for various campus services rely on group membership (such as sending email to a class list) - these will not work using your external Email account
 
  
*What service(s) are right for me?
+
== Recommended Email Apps ==
**My own device or a computer assigned for my regular use:
 
***Windows computer - Microsoft Outlook - configure as Exchange Server client; Outlook Anywhere suggested, if portable
 
***Macintosh computer - Entourage - configure manually as Exchange server client (note: some versions of Entourage do not support this; contact Helpdesk for more information)
 
***PDA/Phone
 
  
**On the road -or- in a lab (not my device)
+
<br/> '''When using your own device or a computer assigned for your regular use:'''
***Outlook Web Access - http://mail.middlebury.edu
 
  
 +
*Windows computer - Microsoft Outlook with Exchange account
 +
*Macintosh computer - Microsoft Outlook with Exchange account (Mac Mail does not include some Office features.)
 +
*Phone/Tablet - Microsoft Outlook app with Exchange account in tandem with Microsoft's Authenticator app to support multi-factor authentication.
  
==Microsoft Exchange Email Services: An Overview==
+
'''When on the road -or- in a lab (not using your device):'''
*details include common program settings for key services
 
*from most to least recommended in terms of reliability, access to information, and available support
 
  
**-          Outlook Web Access [http://mail.middlebury.edu]
+
*Outlook Web App (Webmail): [http://mail.middlebury.edu http://go.middlebury.edu/webmail]  
***Pros: accessible on any computer on the Internet
 
***Cons: Light version lacks support for Public Folders, editing of Distribution Lists, and more
 
**-          Outlook - Exchange Server (MAPI) [panther.middlebury.edu]
 
***Pros: reliable, single sign-on with Domain login
 
***Cons: Windows only, on-campus or VPN only
 
**-          Outlook Anywhere access for Outlook 2003 or 2007 [panther.middlebury.edu w/ "Outlook Anywhere" via https://mail.middlebury.edu - see documentation!]
 
***Pros: access to account from off campus, same features as with MAPI
 
***Cons: additional login required even when already authenticated to Windows domain
 
**-          "Entourage Anywhere" - Microsoft Entourage manually configured as Exchange server client [see documentation]
 
***Pros: most Exchange services accessible, most of those that are work off-campus too
 
***Cons: no support for server-based distribution lists, notes, journals;
 
**-          Exchange ActiveSync for handheld devices [mail.middlebury.edu]
 
***Pros: variety of devices, accessibility off campus, calendar/contact support
 
***Cons: configuration varies, limited features
 
  
**-          SMTP – ssmtp.middlebury.edu [ssmtp.middlebury.edu - using SSL, authentication required, TLS also for clients that specify]
+
Some prefer Webmail for use on their regular computers as well.<br/> &nbsp;
***Pros: works off campus - most of the time, for use to SEND email in conjunction with POP3 or IMAP4 accounts (see below)
 
***Cons: see limitations of POP3 & IMAP4 listed below
 
**-          IMAP4 – mail.middlebury.edu
 
***Pros: supports access to all email folders in account (may have to subscribe); low bandwidth if only header information is downloaded, supported by most programs, accessible off campus
 
***Cons: no calendar/contact information from server, relies on SMTP for sending
 
**-          POP3 – mail.middlebury.edu
 
***Pros: supported by almost all email programs, easy to use
 
***Cons: only accesses email, and only from the Inbox; removes email from server by default, no calendar/contact information from server, relies on SMTP for sending
 
  
 +
== Email Apps and Multi-Factor Authentication ==
  
 +
Please note that not all email apps support multi-factor authentication (MFA).
  
==Set-up Exchange on Outlook or Entourage==
+
&nbsp;
  
====Outlook====
 
* Standard Outlook (MAPI protocol) [http://www.middlebury.edu/academics/lis/help/helpdesk/documentation/email/outlook/set-up/] may be more stable than Outlook Anywhere, and also can use Domain authentication, making login simpler.
 
* Outlook Anywhere configuration: [http://www.middlebury.edu/academics/lis/help/helpdesk/documentation/email/outlook/set-up/outlookanywhere.htm]
 
* '''Problems with configuring Outlook:''' When basic troubleshooting fails and you've already checked [[Network_Troubleshooting#Decoding IP addresses|network connection / IP settings]], try creating a new Outlook profile.
 
** Control Panel -> '''Mail'''
 
** '''Show Profiles''' -> add new profile, set as default
 
  
====Entourage connect-anywhere settings====
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==== Email Apps that have been '''tested and confirmed to support MFA''' ====
See [http://www.middlebury.edu/academics/lis/help/helpdesk/documentation/email/entourage/entourage2004/entourage2004config.htm Entourage 2004] and [http://www.middlebury.edu/academics/lis/help/helpdesk/documentation/email/entourage/entourage2008/entourage2008config.htm Entourage 2008] setup articles if needed. Once configured with HTTPS settings, can connect from anywhere on-campus or off-campus.
 
* Setup new account -> on an Exchange server -> Configure account manually
 
* Enter account name (label), (full) Name, (midd) Email address
 
* '''Account ID''' is Midd username; Domain is MIDD
 
* We recommend '''leaving password blank'''; user is prompted for pw every time accesses Entourage. Won't forget it that way.
 
* Exchange server: '''https://mail.middlebury.edu'''
 
* Under "Advanced" tab:
 
** Public folders server: '''https://mail.middlebury.edu'''
 
** LDAP server: '''ad.middlebury.edu'''
 
** Everything else at default settings
 
  
Other than Outlook and Entourage, no email clients work w/ Exchange to my knowledge. Evolution (Gnome-Linux) can connect to Exchange 2000 and 2003 servers; unfortunately we have Exchange 2007 now.
+
*Outlook Web App (Webmail)
 +
*Outlook.com (Part of Office 365)
 +
*Outlook for Mac 2016 (or newer)
 +
*Outlook for Windows 2016 (or newer)
 +
*Outlook for iOS
 +
*Outlook for Android
 +
*Apple's Mail app (with MacOS Mojave or newer)
 +
*Apple's Mail app for iOS (iOS 11 or newer)
 +
*9Folders Nine v4 (Android App)  
  
==POP and IMAP connections==
+
&nbsp;
The POP protocol will download all mail from the server (Inbox only) onto the user's computer and the mails will be deleted from the server (It is, however, possible to select an option to leave the messages on the server for a specified amount of time). IMAP, on the other hand, ''keeps'' all mail on the server and accesses it remotely.  IMAP allows one to 'subscribe' to some or all email folders.  Neither provide access to Calendar, Contacts, Notes, or Journal folders on server.  Such items are stored locally, if supported by the client software - thus the advantage to Exchange client.
 
  
====Setting up POP or IMAP====
+
==== Email Apps that '''should support MFA''', but have not been tested ====
* '''Incoming mail''' server should be '''mail.middlebury.edu'''. If you are using IMAP, incoming mail '''does''' require SSL encryption. This server also requires authentication, which means that you need enter your middlebury username and password to receive mail. Your mail program will give you an option to save this username and password so you don't have to enter it every time you want to receive mail. We recommend that you do not choose this option if you need to reset your password frequently.
 
* '''Outgoing mail''' server should be '''ssmtp.middlebury.edu''' and does require TLS encryption if it's available, otherwise SSL encryption. Also requires authentication w/ same credentials as incoming server. Do not use secure password authentication.
 
* You cannot send mail using this configuration (can you by ''any'' configuration?) if you are on the midd_unplugged network - unless you are using a VPN connection.
 
  
====Thunderbird====
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*Outlook for Mac 2019
How to configure Thunderbird version 2.0.0.16 to connect to Midd email using IMAP.
+
*Outlook for Windows 2019
  
# Follow account wizard using normal IMAP configuration as directed above. Type IMAP, incoming server mail.middlebury.edu.
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&nbsp;
# Go into Account Settings to make some manual changes:
 
## In Server Settings, for Security Settings, use "TLS Encryption, If Available" with secure authentication.
 
## In Copies & Folders, configure to place a copy of sent messages in "Other" folder: "Sent Items" folder on that account. (Saves on server in same folder as Outlook saves sent items.)
 
## Under Outgoing Server, set the outgoing server as ssmtp.middlebury.edu and set it to use secure connection "TLS, if available".
 
# Close Account Settings window and click on the new account's Inbox in the Folders view at left. If all is connected correctly, you should be able to enter the password and see the inbox mail as normal.
 
# Right-click on the email address listed above Inbox in the Folder view at left and choose "Subscribe". A list of all folders associated with that account will appear; click the checkbox next to each folder that you want to add to Thunderbird's mailbox view.
 
# User should be all set. Verify that he can send / receive mail, that all messages show up in the folders they are in, and that sent items show up in "Sent Items" folder.
 
  
==Accessing other e-mail accounts from on campus==
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==== Emails Apps that '''do not support MFA''' ====
There is '''only one server''' that is permitted to send mail from inside the Middlebury network. That server is ssmtp.middlebury.edu . '''Any other outgoing servers''' will not work from on campus! This means that people who come to Middlebury with external accounts already configured will be able to ''receive'' mail, but not ''send'' mail, while they're here. These accounts should be configured to send mail from the Middlebury SMTP server for the time they are on campus, then afterwards they will need to be set back to the way they were.
 
  
==Accessing email on other applications and devices==
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*Spark email  
* '''Blackberry:''' college Blackberry server is limited to Blackberry devices purchased by the college. This applies to iPhones, iPod Touch, and various others. ActiveSync service available - server is '''mail.middlebury.edu'''
+
*Apple's Mail app (all versions of MacOS 10.13 and earlier)
 +
*Any client that requires the use of the IMAP such as Thunderbird
 +
*Any client that requires the use of POP such as GMail
  
===iPhone 3G, iPhone v2 and iPod Touch===
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&nbsp;
# Open Mail
 
# Hit "Exchange"
 
# enter your e-mail address
 
# enter midd\yourusername
 
# enter your password
 
# hit done.
 
  
==Forwarding Middlebury e-mail==
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== Middlebury-Specific Set Up Info ==
You can forward your Middlebury email to another account using [http://go.middlebury.edu/forward go/forward].
 
  
'''Very important caveats:'''
+
<br/> Here is Middlebury-specific information you'll need when following all of the general vendor setup instructions linked below:
* You cannot forward one Middlebury account to another Middlebury account, just to an external account.
 
* ''Never'' forward multiple Middlebury accounts to the same external account.
 
* You must login to your Middlebury account if sending to a list that has special permissions, such as a class list.
 
  
==E-mail troubleshooting==
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*For your ''e-mail address'', use the full @middlebury.edu e-mail address for your account, e.g. '''jsmith@middlebury.edu'''.
{{stub}}
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*For the ''Server'', use '''outlook.office365.com'''.  
====Problems connecting to Middlebury e-mail====
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*Leave the ''Domain'' field blank.
* Can log in to Novell?
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*For the ''Username'' field, use your full @middlebury.edu email address'''.'''
* Check basic things like IP and registration status.
 
* If user is connected ''both'' to Eth wired network ''and'' to midd_unplugged, Outlook might be trying to connect through wireless network. To test this, disable wireless network & try again.
 
--[[User:Chunt|Hunt, Christopher]] 09:48, 11 July 2008 (EDT)
 
  
====Configuration problems====
+
&nbsp;
Generally, if all the above is accomplished any mail client, including Mac Mail should work. Beyond that, the only other way I have fixed Mac Mail is to backup all e-mail from an account, delete it, and re-add it. --Petar
 
  
For troubleshooting without risk of data loss, creating a new profile (Outlook) or identity (Entourage) is preferable to deleting accounts and setting up fresh. After new profile/identity has been in use and proven to contain all connections to accounts, and local or network address books, calendars, and personal (archive) folders, the old may be safely deleted. (good idea to delete extra identities in Entourage, as they take up space, and keep email cached on the local hard drive) --Nate
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== Set Up Middlebury Email on a Computer ==
 +
 
 +
=== Outlook for Windows ===
 +
 
 +
*On Windows computers '''owned by the College''', Outlook should automatically set up your account when you launch it, providing you logged on to the computer using your Middlebury credentials.
 +
 
 +
*'''Personally-owned''' Windows computers require you to add an account as follows:
 +
 
 +
:
 +
::[https://support.microsoft.com/en-us/kb/2758902 Outlook 365] 
 +
 
 +
&nbsp;
 +
 
 +
=== Outlook for Macs ===
 +
 
 +
*On Apple computers '''owned by the College''', Outlook will prompt you to supply your full email address and password when launched the first time to complete the account setup.
 +
 
 +
*'''Personally-owned''' Mac computers require you to add an account as follows:
 +
 
 +
:
 +
::[https://support.office.com/en-us/article/add-an-email-account-to-outlook-6e27792a-9267-4aa4-8bb6-c84ef146101b#picktab=outlook_for_mac Outlook 365] 
 +
 
 +
&nbsp;
 +
 
 +
== Set Up Middlebury Email on iPhone, iPad, iPod Touch ==
 +
 
 +
 
 +
=== Outlook for iOS ===
 +
 
 +
ITS recommends the use of the ''Outlook for iOS'' app in tandem with ''Microsoft's Authenticator'' app:
 +
 
 +
*[https://support.office.com/en-us/article/set-up-email-in-outlook-for-ios-mobile-app-b2de2161-cc1d-49ef-9ef9-81acd1c8e234?ui=en-US&rs=en-US&ad=US Set up email in Outlook for iOS mobile app]
 +
*[https://mediawiki.middlebury.edu/LIS/Microsoft_Authenticator_App Microsoft Authenticator App] -- how to get it and set it up
 +
*[https://support.office.com/en-us/article/add-a-shared-mailbox-to-outlook-mobile-f866242c-81b2-472e-8776-6c49c5473c9f <span dir="auto" style="box-sizing: inherit">Add a shared mailbox to Outlook mobile</span>]
 +
 
 +
&nbsp;
 +
 
 +
=== iOS Mail ===
 +
 
 +
The iOS ''Mail'' app may also be used.<br/> <br/> '''Warning''': Unless you are careful to select the option to keep existing information, syncing with an exchange server will DELETE&nbsp;any existing contacts and calendar entries in your iPhone/iPod Touch/iPad.
 +
 
 +
*[https://support.office.com/en-us/article/set-up-email-using-the-ios-mail-app-7e5b180f-bc8f-45cc-8da1-5cefc1e633d1 Set up email using the iOS Mail app]
 +
 
 +
'''Sync Options'''
 +
 
 +
By default, with your iDevice configured to synchronize Mail, it will only retrieve e-mail messages up to three days old. To synchronize e-mail messages that are more than three days old, do the following:
 +
 
 +
#Press the '''Home''' button.
 +
#Press '''Settings''' > '''Accounts & Passwords'''.
 +
#Under Accounts, select your Exchange account.
 +
#Press '''Mail days to Sync'''.
 +
#Select how far back you would like to synchronize email messages.
 +
#*'''No Limit''' retrieves '''all''' email in your Exchange mailbox. Depending on the volume of e-mail, your iDevice may not have adequate storage. 
 +
 
 +
&nbsp;
 +
 
 +
&nbsp;
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 +
&nbsp;
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 +
&nbsp;
 +
 
 +
== Set Up Middlebury Email on Android and Other Devices ==
 +
 
 +
ITS recommends the use of the ''Outlook for Android'' app in tandem with ''Microsoft's Authenticator'' app:
 +
 
 +
*[https://support.office.com/en-us/article/set-up-email-in-the-outlook-for-android-app-886db551-8dfa-4fd5-b835-f8e532091872 Set up email&nbsp; in Outlook for Android app.]
 +
*Obtain [https://www.microsoft.com/en-us/account/authenticator#getapp Microsoft's Authenticator app] on Google Play.
 +
 
 +
<br/> For other devices, search for instructions explaining how to set up an Exchange (ActiveSync) account on your particular operating system. Supply [[Email_configuration#Middlebury-Specific_Set_Up_Info|Middlebury-specific info]] (see above) when requested.<br/> <br/> &nbsp;
 +
 
 +
== Access Other Email Accounts From On-Campus ==
 +
 
 +
There is '''only one server''' that is permitted to send mail from inside the Middlebury network. That server is mail.middlebury.edu . '''Any other outgoing servers''' will not work from on campus! This means that people who come to Middlebury with external accounts already configured in their desktop e-mail clients will be able to ''receive'' mail, but not ''send'' mail, while they're here. These accounts should be configured to send mail from the Middlebury SMTP server for the time they are on campus, then afterwards they will need to be set back to the way they were. Using an outside incoming mail server and middlebury's smtp server on the same account can be a difficult and time consuming, if not impossible task, depending on the client. '''Web access is highly recommended for non-Middlebury email accounts.'''
 +
 
 +
*There may be some exceptions to the above statement. You may be able to access external SMTP servers, but only if you meet a couple of criteria:
 +
 
 +
#You must authenticate to the external SMTP server.
 +
#You must use SSL or TLS to connect to the external SMTP server.
 +
#The external SMTP server must use a port other than 25 as all connections to SMTP servers other than mail.middlebury.edu on port 25 will be blocked.
 +
 
 +
*If you wish to use mail.middlebury.edu with an outside incoming mail server, note that you will have to use the outside account's username and password to authenticate to the incoming mail server and your middlebury webmail username and password to authenticate to mail.middlebury.edu. On outlook this is not straightforward, and on other clients it may be impossible. In addition, any email you send will appear to have been sent from your middlebury address rather than your outside address. Depending on the recipient's email client, any replies they send may or may not be sent to the outside address. Instead, replies may be sent to the middlebury address, which could cause confusion. Again, it is recommended to use web access for external accounts while you are on campus.
 +
 
 +
&nbsp;
 +
 
 +
== Forward Middlebury Email ==
 +
 
 +
You may forward e-mail sent to your Middlebury account to an off-campus e-mail address you specify using a forwarding utility. For usage instructions and important limitations, refer to [[Mail_Forwarding|Mail Forwarding]].
 +
 
 +
== See also ==
 +
 
 +
*[[Email_Issues|Email Issues]]
 +
*[[POP,_IMAP,_SMTP_Clients|POP, IMAP, SMTP Clients]]
 +
 
 +
[[Category:E-Mail]] [[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:Outlook]] [[Category:Mail]]

Latest revision as of 17:14, 2 September 2020

We advise connecting to Middlebury's Office 365 and Exchange Online email system as directly as possible using the recommended clients. These methods offer superior functionality, organization, and security, keeping your Middlebury email separate from other personal accounts you may have.

Recommended Email Apps


When using your own device or a computer assigned for your regular use:

  • Windows computer - Microsoft Outlook with Exchange account
  • Macintosh computer - Microsoft Outlook with Exchange account (Mac Mail does not include some Office features.)
  • Phone/Tablet - Microsoft Outlook app with Exchange account in tandem with Microsoft's Authenticator app to support multi-factor authentication.

When on the road -or- in a lab (not using your device):

Some prefer Webmail for use on their regular computers as well.
 

Email Apps and Multi-Factor Authentication

Please note that not all email apps support multi-factor authentication (MFA).

 


Email Apps that have been tested and confirmed to support MFA

  • Outlook Web App (Webmail)
  • Outlook.com (Part of Office 365)
  • Outlook for Mac 2016 (or newer)
  • Outlook for Windows 2016 (or newer)
  • Outlook for iOS
  • Outlook for Android
  • Apple's Mail app (with MacOS Mojave or newer)
  • Apple's Mail app for iOS (iOS 11 or newer)
  • 9Folders Nine v4 (Android App)

 

Email Apps that should support MFA, but have not been tested

  • Outlook for Mac 2019
  • Outlook for Windows 2019

 

Emails Apps that do not support MFA

  • Spark email
  • Apple's Mail app (all versions of MacOS 10.13 and earlier)
  • Any client that requires the use of the IMAP such as Thunderbird
  • Any client that requires the use of POP such as GMail

 

Middlebury-Specific Set Up Info


Here is Middlebury-specific information you'll need when following all of the general vendor setup instructions linked below:

  • For your e-mail address, use the full @middlebury.edu e-mail address for your account, e.g. jsmith@middlebury.edu.
  • For the Server, use outlook.office365.com.
  • Leave the Domain field blank.
  • For the Username field, use your full @middlebury.edu email address.

 

Set Up Middlebury Email on a Computer

Outlook for Windows

  • On Windows computers owned by the College, Outlook should automatically set up your account when you launch it, providing you logged on to the computer using your Middlebury credentials.
  • Personally-owned Windows computers require you to add an account as follows:
Outlook 365

 

Outlook for Macs

  • On Apple computers owned by the College, Outlook will prompt you to supply your full email address and password when launched the first time to complete the account setup.
  • Personally-owned Mac computers require you to add an account as follows:
Outlook 365

 

Set Up Middlebury Email on iPhone, iPad, iPod Touch

Outlook for iOS

ITS recommends the use of the Outlook for iOS app in tandem with Microsoft's Authenticator app:

 

iOS Mail

The iOS Mail app may also be used.

Warning: Unless you are careful to select the option to keep existing information, syncing with an exchange server will DELETE any existing contacts and calendar entries in your iPhone/iPod Touch/iPad.

Sync Options

By default, with your iDevice configured to synchronize Mail, it will only retrieve e-mail messages up to three days old. To synchronize e-mail messages that are more than three days old, do the following:

  1. Press the Home button.
  2. Press Settings > Accounts & Passwords.
  3. Under Accounts, select your Exchange account.
  4. Press Mail days to Sync.
  5. Select how far back you would like to synchronize email messages.
    • No Limit retrieves all email in your Exchange mailbox. Depending on the volume of e-mail, your iDevice may not have adequate storage.

 

 

 

 

Set Up Middlebury Email on Android and Other Devices

ITS recommends the use of the Outlook for Android app in tandem with Microsoft's Authenticator app:


For other devices, search for instructions explaining how to set up an Exchange (ActiveSync) account on your particular operating system. Supply Middlebury-specific info (see above) when requested.

 

Access Other Email Accounts From On-Campus

There is only one server that is permitted to send mail from inside the Middlebury network. That server is mail.middlebury.edu . Any other outgoing servers will not work from on campus! This means that people who come to Middlebury with external accounts already configured in their desktop e-mail clients will be able to receive mail, but not send mail, while they're here. These accounts should be configured to send mail from the Middlebury SMTP server for the time they are on campus, then afterwards they will need to be set back to the way they were. Using an outside incoming mail server and middlebury's smtp server on the same account can be a difficult and time consuming, if not impossible task, depending on the client. Web access is highly recommended for non-Middlebury email accounts.

  • There may be some exceptions to the above statement. You may be able to access external SMTP servers, but only if you meet a couple of criteria:
  1. You must authenticate to the external SMTP server.
  2. You must use SSL or TLS to connect to the external SMTP server.
  3. The external SMTP server must use a port other than 25 as all connections to SMTP servers other than mail.middlebury.edu on port 25 will be blocked.
  • If you wish to use mail.middlebury.edu with an outside incoming mail server, note that you will have to use the outside account's username and password to authenticate to the incoming mail server and your middlebury webmail username and password to authenticate to mail.middlebury.edu. On outlook this is not straightforward, and on other clients it may be impossible. In addition, any email you send will appear to have been sent from your middlebury address rather than your outside address. Depending on the recipient's email client, any replies they send may or may not be sent to the outside address. Instead, replies may be sent to the middlebury address, which could cause confusion. Again, it is recommended to use web access for external accounts while you are on campus.

 

Forward Middlebury Email

You may forward e-mail sent to your Middlebury account to an off-campus e-mail address you specify using a forwarding utility. For usage instructions and important limitations, refer to Mail Forwarding.

See also

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