By Summer 2019, all staff email accounts will be upgraded to Office 365 Exchange Online.


  • A much bigger mailbox: 50GB in fact!
  • A more modern and useful web interface via Office 365, if you choose to use it - you can still use your preferred email client too (Outlook, Apple Mail, etc.)
  • As more staff are upgraded, new functionality will come into use, including tools for productivity and collaboration. To find out more see Collaborate better.

When you will be upgraded

You will receive an upgrade notification email from IT Services around a week before your upgrade date. You don't need to do anything to request or facilitate the upgrade.

As far as possible, IT Services will upgrade staff in the same team/area around the same time.

It will take several months to upgrade all staff email accounts, so please be patient!

After the upgrade

Many email clients will reconfigure themselves automatically after the upgrade. If yours doesn't, you can reconfigure it manually using the details below.

Reconfiguration details

Email clients (Outlook, Apple Mail etc)

Many email clients will reconfigure themselves automatically after the upgrade.

If yours doesn't, you can reconfigure it manually using these settings:

  • Username: Your UofG email address
  • Password: Your GUID password
  • Server name (if prompted): outlook.office365.com

Apple Mail

You will need to manually reconfigure Mail once your mailbox has been upgraded.

  1. Remove your existing account
  2. Set up a new Exchange account, entering these additional settings:
    • Internal URL: https://outlook.office365.com/EWS/Exchange.asmx
    • External URL: https://outlook.office365.com/EWS/Exchange.asmx

IMAP clients

Please consider using an ActiveSync client instead. ActiveSync users can access their calendar and wipe their device remotely in the event of loss.

If you continue to use an IMAP client, you will need to reconfigure it after the upgrade, using these settings:

  • Username: your email address (Apostrophe in your email address? Leave it out!)
  • Password: your GUID password
  • Incoming IMAP
    • Server name: outlook.office365.com
    • Port: 993
    • Encryption method: SSL
  • Outgoing SMTP
    • Server name: smtp.office365.com
    • Port: 587
    • Encryption method: TLS

Shared mailboxes

As well as your personal mailbox, you may use one or more shared mailboxes. These will be upgraded separately to your personal mailbox.

Before upgrade

Before upgrading a shared mailbox IT Services will contact the members to find out:

  1. Is the mailbox still used?
  2. What is it used for? For example which processes, who sends emails to it, and what about?
  3. Should any members be removed or added?
  4. Is the same set of staff using another shared mailbox? Can we rationalise the number of mailboxes to make it easier for colleagues to work and support customers?
  5. Is there an agreed time/process to delete content when it's no longer needed?

Changes to access

Your access to shared mailboxes may be affected during the upgrade period, as shared mailboxes can only be upgraded after all the users of the shared mailbox have been upgraded.
As far as possible, IT Services will upgrade staff in the same team/area around the same time. However it is not always practical to upgrade all the staff who use a shared mailbox at the same time, for example if the mailbox is shared between staff in different areas.
You can use the old WebMail system (link below) to access a shared mailbox, until the shared mailbox has been migrated. You will not be able to access the shared mailbox from your desktop client during that period.



Mailbox rules

Any mailbox rules you have created should be checked to confirm that they continue function after your mailbox has been upgraded.

Outlook Personal Storage Table (PST) files

If you have any PST files you should delete what you don’t need and move items you need to keep to your new Exchange Online mailbox as it has much larger storage capacity (50 GB) where they will be stored securely and be accessible from any device that can access your mailbox.

Do you really need the emails?  Delete what you don’t need. Think about:

a. Personal data  – do you have a legal reason under data protection and GDPR to keep personal data? Find out more about data protection 

b. Confidential information – do you have a justification or need to keep it ? If not, delete it.

You can drag and drop the items or folders from the PST folder into your Mailbox. 

Public folders: info for Mac Outlook users

Unfortunately you will no longer be able to access public folders using Outlook on a Mac after the upgrade.

  • IT Services have no control over this, but are reviewing the public folder service and considering possible alternatives.
  • Mac users could use the SSD Remote service to run Windows Outlook and access their public folders.