Difference between revisions of "Email configuration"
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[[Category:E-Mail]] [[Category:Helpdesk Documentation]] [[Category:Public Search]] [[Category:Outlook]] [[Category:Mail]]
Revision as of 16:07, 17 September 2021
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):
- Outlook Web App (Webmail): http://go.middlebury.edu/webmail
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. email@example.com.
- 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 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:
Accessing a shared mailbox via Webmail provides a way to adjust settings and rules that pertain to just the shared account rather than your own -- without need for a password. Here's what to do:
- Open a browser and log in to Webmail with your own username and password at [http://go.middlebury.edu/mail].
- Click your account icon, top right, then choose Open another mailbox from the drop-down.
- Type the name of your shared mailbox, select it from the list, then click Open.
- A separate tab will open on your browser for the shared account. You can now adjust settings for this account (via the gear cog icon), create mailbox rules, add contacts, and more -- all of which are specific to the shared account rather than your own.
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:
- Set up email in Outlook for iOS mobile app
- Microsoft Authenticator App -- how to get it and set it up
- Add a shared mailbox to Outlook mobile
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.
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.
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:
- 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.
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.