Configure Nexus365 email

Set up email applications (clients) installed on your computer or devices to access to your email.

WINDOWS

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The process to set up your Nexus365 account in Outlook 2016 is similar for many versions of Outlook.

  1. Open Outlook
  2. If neccessary, select File > Add Account and jump to step 5
  3. At the welcome screen click 'Next'
  4. Select Yes to set up an email account, then click 'Next'
  5. Provide your name and University email address, then click 'Next'
  6. Wait for Outlook to configure, this can take a few minutes 
  7. When prompted by a Windows security box, replace the email address with your Oxford username plus @OX.AC.UK (for example abcd1234@OX.AC.UK) and your Single Sign-On password
  8. You may be prompted for multi-factor authentication. If so, complete your multi-factor authentication process
  9. Select 'Finish' to complete the account setup
  10. When Outlook is next opened you may be prompted for your username and password and multi-factor authentication again, which should be provided in the same format as above

During setup you may be presented with the Webauth SSO window, login as normal using your SSO username and password.

If you have already set up Outlook but it is no longer working, Microsoft provide details on how to create a new Outlook profile.

A licence to download and use the Office 365 suite is included with most Nexus365 accounts.

The process to set up your Nexus365 account using Outlook 365 is as follows.

  1. Open Outlook
  2. If neccessary, select File > Add Account
  3. Provide your University email address, then click 'Connect'
  4. At the Oxford SSO window provide your Oxford username and Single Sign-On password. You may be prompted for multi-factor authentication

If you are prompted for details of your Microsoft account, provide your SSO username plus @OX.AC.UK (for example abcd1234@OX.AC.UK) and your SSO password.

The process to set up the default Windows Mail app is as follows.

  1. Open the Mail app
  2. Select Accounts > Add account > Exchange
  3. Provide your University email address, then click 'Next'
  4. Provide your SSO password, then click 'Sign in'
  5. Provide the following information whenever requested, then Sign in
    • Username: Your Oxford username plus @OX.AC.UK (for example abcd1234@OX.AC.UK)
    • Password: Your Single Sign-On password
    • Domain: Leave this field blank
  6. When the "Something went wrong message" is displayed, click 'Advanced'
  7. Provide the additional information whenever requested, then Sign in
    • Server: outlook.office365.com
    • Account name: Description of your choice
  8. On the confirmation screen click Done

During setup you may be presented with the Oxford SSO window, login as normal using your Oxford username and Single Sign-On password. You may be prompted for multi-factor authentication.

MACOS

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The process to set up Outlook for Mac 2016 is as follows.

  1. Open Outlook
  2. On the Set Up Your Email screen, provide your Oxford username plus @OX.AC.UK (for example abcd1234@OX.AC.UK)
  3. If neccessary, set Choose Provider to Office 365
  4. Enter your Oxford email address in full. This will include the letters you usually include after the @ symbol (e.g. @it.ox.ac.uk)
  5. Enter your Oxford username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing Oxford username)

    Note

    The field may self-populate with your email address. Ensure you delete this and replace it with your Oxford username as explained in step 5 i.e. abcd1234@OX.AC.UK

     
  6. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password
  7. You will be prompted for multi-factor authentication. Complete your multi-factor process
  8. At the 'Success' screen, select 'Done'

The above details assume you are setting up Nexus365 on Office / Outlook 2016, with no pre-existing account details stored in either Keychain or Accounts.  

The process to set up Apple's Mail app is as follows.

  1. Open the Mail app
  2. Select Mail > Accounts...Exchange
  3. If an email account has already been set up, click the + button under the list of accounts to add your Nexus 365 account
  4. Provide the following details whenever requested, then Sign in
    • Name: Your name
    • Email address: Your full University email address
    • Password: Your SSO password
  5. If Unable to verify account name or password is displayed, provide the following additional details, then Next
  6. Provide the following additional details, then Sign in
  7. Select the services using the account, then Done
  8. Select Mail > Preferences > Accounts > Email address > + (plus sign), then add your University email address as a sender address
  9. When composing a new email, access the From drop down menu and select your address

Instructions once you have had Multi-factor authentication enabled on your account.

This guide is aimed at users of MAC OS devices who want to set-up an Office 365 Exchange account for use with their native email and calendaring apps, following the set-up of multi-factor authentication. If you already have an O365 Exchange account set-up you must either replace, or remove and then re-add it, following the steps below.

Replace your existing mail account

Depending on when your local mail profile was set-up will determine how the application behaves when introduced to an account with multi-factor authentication.  If the account was previously created using Microsoft Exchange then complete the following steps:

  1. When the Oxford Single Sign-On page appears enter your Oxford username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing Oxford username)
  2. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password
  3. You will be prompted for your multi-factor authentication method. Complete your multi-factor process

Remove your existing mail account

If the account was not set up using Microsoft Exchange, it will not operate as intended. If you are unsure when the account was set-up, follow the steps below to remove your account and then add the account back onto your device.

  1. On your device, open the Mail app
  2. Click 'Preferences'
  3. Click 'Accounts'
  4. Find the Exchange account (or the name of the your Nexus365/O365 Oxford account)
  5. Click 'Remove'

The Exchange account will no longer be present on your account

 

Adding an Office 365 email account to the Apple Mail client with multi-factor authentication on a desktop computer

  1. On your Mac, open the Mail App
  2. Open the Mail menu
  3. Click 'Add Account'
  4. Choose 'Exchange'
  5. Enter your Name and Oxford email address in full
  6. Click 'Sign In'
  7. A second Exchange window will populate asking if you want to use Microsoft. Click 'Sign In'
  8. Enter your Oxford username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing Oxford username)
  9. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password
  10. You will be prompted for your multi-factor authentication method. Complete your multi-factor process
  11. Choose which options you want to use with the account such as Mail, Contacts, Calendars etc.
  12. Click 'Done'

Office365 is now available on your desktop through the Apple Mail application.

ANDROID

As Android settings differ between versions and devices, the following information may be used as a guide but may not match your device perfectly.

Microsoft also provide guidance to set up Office apps and email on Android.

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The process to set up the Android Outlook app is as follows:

  1. Download Microsoft Outlook from the Google Play Store
  2. Open Outlook
  3. If necessary, go to Settings  > Add account > Add an email account
  4. Enter your Oxford email address in full. This will include the letters you usually include after the @ symbol (e.g. @it.ox.ac.uk)

  5. Enter your Oxford username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing Oxford username)

    Note

    The field may self-populate with your email address. Ensure you delete this and replace it with your Oxford username as explained in step 5 i.e. abcd1234@OX.AC.UK

     
  6. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password

  7. If your account has been set up with Multi-factor authentication, you will be prompted for Multi-factor authentication

Your account has been successfully set-up

The process to set up the default Gmail app is as follows:

  1. Open the Gmail app
  2. Select the  menu >  Settings > Add account > Exchange and Office 365
  3. Provide your full University email address
  4. Enter your Oxford username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing Oxford username)

    Note

    The field may self-populate with your email address. Ensure you delete this and replace it with your Oxford username as explained in step 4 i.e. abcd1234@OX.AC.UK

     
  5. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password
  6. If your account has been set up with Multi-factor authentication, you will be prompted for Multi-factor authentication
  7. You will need to accept the required app permissions
  8. Click 'Done'

Your account has been successfully set-up

The process to set up the default Samsung Email app is as follows:

  1. Open the Email app
  2. Add a new account, if neccessary select 'Manage accounts' > + (plus sign)
  3. Enter your Oxford email address in full. This will include the letters you usually include after the @ symbol (e.g. @it.ox.ac.uk)
  4. Enter your Oxford username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing Oxford username)

    Note

    The field may self-populate with your email address. Ensure you delete this and replace it with your Oxford username as explained in step 4 i.e. abcd1234@OX.AC.UK

     
  5. Provide your Single Sign-On password, then click 'Next'
  6. Select 'Microsoft Exchange ActiveSync'
  7. If authentication fails provide the following information whenever requested, then click 'Next'
    • Username: Replace the contents with your Oxford username plus @OX.AC.UK (for example abcd1234@OX.AC.UK)
    • Domain: Leave this field blank
    • Domain\Username: Provide the same details as for Username
    •  Password: Your Single Sign-On password
    • Exchange Server: outlook.office365.com
  8. If prompted about a secure connection, choose 'SSL'

Instructions once you have had Multi-factor authentication enabled on your account.

This guide is aimed at users of Android devices who want to set-up an Office 365 Exchange account for use with their native email and calendaring apps, following the set-up of multi-factor authentication. If you already have an O365 Exchange account set-up you must either replace, or remove and then re-add it, following the steps below.

Replace your existing mail account 

Depending on when your local mail profile was set-up will determine how the application behaves when introduced to an account with multi-factor authentication.  If the account was created using Microsoft Exchange then you do not need to remove the account. Instead, complete the following steps:

  1. When the Oxford Single Sign-On page appears enter your Oxford username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing Oxford username)
  2. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password
  3. You will be prompted for your multi-factor authentication method. Complete your multi-factor process

Remove your existing mail account

Depending on when your local mail profile was set-up will determine how the application behaves when introduced to an account with multi-factor authentication. If the account was created manually, rather than set-up using an Exchange Account, it will not operate as intended. If you are unsure when the account was set-up, follow the steps below to remove your account and then add the account back onto your device.

  1. On your Android device, open the Mail app
  2. Click the Menu icon (often appears as three dots in the top corner of the screen)
  3. Click 'Settings'
  4. Find the Exchange account (or the name of the your Nexus365/O365 Oxford account)
  5. Scroll to the bottom of the screen and click Remove Account

    Note

    Although the data is being removed from your phone, your mail, contacts, calendars, reminders and notes are saved to your O365 account and will be synched back to your phone when you re-add the account

     
  6. When prompted, click 'Confirm' to delete the account

The Exchange account will no longer be present on your account

Adding an Office 365 email account to an Android mail client with multi-factor authentication

  1. On your Android device, open the Mail App
  2. Click Exchange in the Add Account screen
  3. Enter your Oxford email address in full. This will include the letters you usually include after the @ symbol (e.g. @it.ox.ac.uk)
  4. Enter a Username (optional)
  5. Enter your email password
  6. Click 'Sign In'
  7.  A second Exchange window will populate asking if you want to use Microsoft. Click OK
  8. Enter your Oxford username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing Oxford username)

    Note

    The field may self-populate with your email address. Ensure you delete this and replace it with your Single Sign-On username as explained in step 8

     
  9. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password
  10. You will be prompted for your multi-factor authentication method. Complete your multi-factor process
  11. Choose whether to activate the device administrator
  12. Wait for your emails to sync

Your account has been successfully set-up.
 

IOS

Microsoft also provide guidance to set up Office apps and email on iOS devices

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The process to set up the iOS Outlook app is as follows.

  1. Download Microsoft Outlook from the App Store
  2. Open Outlook
  3. Enter your Oxford email address in full. This will include the letters you usually include after the @ symbol (e.g. @it.ox.ac.uk)
  4. Enter your Oxford username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing Oxford username)

    Note

    The field may self-populate with your email address. Ensure you delete this and replace it with your Oxford username as explained in step 4 i.e. abcd1234@OX.AC.UK

     
  5. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password
  6. If your account has been set up with Multi-factor authentication, you will be prompted for Multi-factor authentication

Your account has been successfully set-up

The process to set up the default Mail app is as follows.

  1. Open the device Settings
  2. Select Accounts and Passwords > Add Account > Exchange
  3. Enter your Oxford email address in full
  4. Click 'Sign In'
  5. Enter your Oxford username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing Oxford username)
  6. Enter your Oxford Single Sign-On password
  7. Select the services you want to include such as Mail, Contacts, Calendar etc
  8. Click Save

The account set-up is now complete.

Instructions once you have had Multi-factor authentication enabled on your account.

This guide is aimed at users of iOS devices who want to setup an Office 365 Exchange account for use with their native email and calendaring apps, following the set-up of multi-factor authentication. If you already have an O365 Exchange account set-up you must  either replace, or remove and then re-add it, following the steps below. 

Replace your existing mail account 

Depending on when your local mail profile was set-up will determine how the application behaves when introduced to an account with multi-factor authentication.  If the account was created using Microsoft Exchange then you do not need to remove the account. Instead, complete the following steps:

  1. When the Oxford Single Sign-On page appears enter your Oxford username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing Oxford username)
  2. The Oxford Single Sign-On password page appears. Enter your Single Sign-On password
  3. You will be prompted for your multi-factor authentication method. Complete your multi-factor process

Remove your existing mail account

If the account was not set up using Microsoft Exchange or was set up on iOS version 10 (or earlier) it will not operate as intended. You will need to remove the mail account and add it back onto your device. 
However, if you are still operating on an older version, that doesn’t support multi-factor authentication, then you will require an App Password. For support with App Passwords, please see the current guidance

  1. Open your iOS device, open the 'Settings' page 
  2. Dependent on your version of iOS Click 'Passwords & Accounts' (older version) or 'Mail' > 'Accounts' (newer version) 
  3. Click Exchange (or the name of your Nexus365/O365 Oxford account) 
  4. Scroll to the bottom of the page. Click Delete Account 
  5. You will be prompted to confirm the deletion

    Note

    Although the data is being removed from your phone, your mail, contacts, calendars, reminders and notes are saved to your O365 account and will be synched back to your phone when you re-add the account

     
  6. Wait for the deletion to complete (this may take some time). When you return to your accounts your Exchange account will have been removed from your iOS device 

Adding an Office 365 email account to a mail client on an iOS device with multi-factor authentication

  1. Open the device Settings
  2. Dependent on your version of iOS Click 'Passwords & Accounts' (older version) or 'Mai' > 'Accounts' (newer version)
  3. Click 'Add Account'
  4. Choose 'Exchange' as the account type
  5. The Apple Mail client asks you to enter ‘Email’ and ‘Description’ In the Email field enter your Oxford Single Sign-On username. Your username will need to be entered as follows: abcd1234@OX.AC.UK (where abcd1234 is your existing SSO username). 
  6. In the description field, enter information that helps you identify this is your Nexus365 account. If you leave it blank it will automatically be populated with ‘Exchange’. 
  7. Click 'Sign In'
  8. Enter your Oxford Single Sign-On password
  9. You will be prompted for multi-factor authentication. Complete your multi-factor authentication process 
  10. You may be prompted to confirm permissions needed by the App.
  11. A message will appear asking if you approve the sign-in. Click Approve 

    Note

    If your iOS version is older than 12.3.1 and you have selected ‘Receive notifications for verification’ as part of the Microsoft Authenticator App, the approve sign in step above will not work. Instead, you will have to choose to ‘Sign in another way’. Following that, select ‘Use a verification code from my mobile app’. Open the Microsoft Authenticator App and make a note of the code. Select ‘Verify’ and enter the code

     
  12. If your iOS version is 12.3.1 or newer, then the notification will come through to the Microsoft Authenticator App. Click ‘Approve’ and the process is complete.  
  13. Select the services you want to include such as Mail, Contacts, Calendar etc
  14. Click 'Done'

Office365 email is now available on your iOS device.

MANUAL SETTINGS

The general settings for configuring alternative mail clients are:

 

Type of server Server name Port Encryption method
POP3 (incoming mail) outlook.office365.com 995 TLS
IMAP4 (incoming mail) outlook.office365.com 993 TLS
SMTP (outgoing mail for POP or IMAP) outlook.office365.com 587 STARTTLS

 

Tips

  • IMAP4 is preferred over POP3 because it is more sophisticated and better supports larger mailboxes with multiple folders.  Your mailbox can only be accessed via secure connections. Your mail client must support IMAP through SSL connections.
  • If you use Thunderbird and other IMAP clients, you may encounter data throttling errors. This will prevent the initial sending and receiving of email for periods of time.  If your IMAP connection to Nexus365 is being throttled you are advised to use the web browser client (OWA), while leaving the IMAP client to complete data synchronisation.  The throttling rate is controlled by Microsoft and can’t be changed by IT Services.
  • For faster sending, set the sendinbackground value to True.

ActiveSync

Some non-mobile clients can use the ActiveSync protocol.

Exchange Web Services (EWS)

You can use this service to add Exchange functionality to other clients and enable Nexus365 calendars in Thunderbird.

You can use EWS and the URL https://outlook.office365.com/EWS/Exchange.asmx which, when visited and authenticated, can also be used to generate a service for connections.

The username format is your SSO username plus @OX.AC.UK (for example abcd1234@OX.AC.UK).

Setting and Changing your outgoing mail (smtp) settings

The preferred outgoing mail server changed with the introduction of our Nexus365 mail service and we are now asking everyone to use outlook.office365.com as their outgoing mail service for all devices.  Outgoing mail settings inform your mail client (such as Outlook or Thunderbird) which mail service to use when you send mail, this is different to the settings needed to access your mailbox.

The smtp.ox.ac.uk service will be phased out for user mail during Autumn 2020.  If you are using this service, you need to change the settings in your email client as outlined below.

 

To change the sending server (SMPT) settings in the Mail app on your Mac:

  1. Select Mail > Preferences > Accounts > Server Settings > Outgoing Account > Edit SMTP Server List
  2. The required server settings are:
    • Description: Nexus365
    • Username: Your SSO username plus @OX.AC.UK (for example abcd1234@OX.AC.UK)
    • Password: Your SSO password
    • Host Name: outlook.office365.com
    • Port: 587 (TLS)
    • Automatically manage connection settings: Checked  

Apple provide detailed Mac configuration instructions.

Microsoft provide details for manually configuring Outlook if you are not using the automated setup facility.

You must ensure that secure connections are selected for both incoming mail and for outgoing mail.

Multiple email accounts can use the same outgoing SMTP server, therefore SMTP servers are created separately from email accounts.

In the Account Settings dialog left pane, select Outgoing Server (SMTP) from the bottom of the list.  There may be an entry in the resulting list that was created when you entered your account details, either edit that or add a new entry with the following settings:

  • Description: Nexus365
  • Server Name: outlook.office365.com
  • Port: Incoming: 143 / Outgoing: 587
  • Use name and password: Checked  
  • Username: Your SSO plus @OX.AC.UK (for example abcd1234@OX.AC.UK)
  • Use secure authentication: Checked   
  • Connection security/SSL: STARTTLS
  • Authentication: OAuth2

Mozilla also provide detailed IMAP configuration instructions for Thunderbird

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