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 Next
  5. Provide your name and University email address, then 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 SSO username plus @OX.AC.UK (for example abcd1234@OX.AC.UK) and your SSO password
  8. Select Finish to complete the account setup
  9. When Outlook is next opened you may be prompted for your username and password, 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 Connect
  4. At the Webauth window provide your SSO username and password

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 AccountsAdd accountExchange
  3. Provide your University email address, then Next
  4. Provide your SSO password, then Sign in
  5. Provide the following information whenever requested, then Sign in
    • Username: Your SSO username plus @OX.AC.UK (for example abcd1234@OX.AC.UK)
    • Password: Your SSO 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 Webauth SSO window, login as normal using your SSO username and password.

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 SSO username plus @OX.AC.UK (for example abcd1234@OX.AC.UK)
  3. If neccessary, set Choose Provider to Office 365
  4. At the Webauth page provide your SSO username and password
  5. 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
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. Provide your SSO username plus @OX.AC.UK (for example abcd1234@OX.AC.UK), then Continue
  5. At the Webauth page provide your SSO username and password

Your Android device must be running Android 4.0 or later to use Outlook for Android.

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. At the Webauth page provide your SSO username and password
  5. You will need to accept the required app permissions

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. Provide your full University email address or SSO username (depending on what is requested).
  4. Provide your SSO password, then Next.
  5. Select Microsoft Exchange ActiveSync.
  6. If authentication fails provide the following information whenever requested, then Next
    • Username: Replace the contents with your SSO 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 SSO password
    • Exchange Server: outlook.office365.com
  7. If prompted about a secure connection, choose SSL
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. Provide your SSO in the format abcd1234@OX.AC.UK (for example abcd1234@OX.AC.UK), then Add Account
  4. At the Webauth page provide your SSO username and password

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. Provide your University email address and a description of your choice, then Next
  4. If the message "Sign in to your Exchange account using Microsoft" appears, select Configure Manually
  5. Provide the following information whenever requested:
    • Password: Your normal SSO password
    • Server: outlook.office365.com
    • Domain: Leave blank
    • Username: Your SSO username in the format your_so@OX.AC.UK (for example admn1234@OX.AC.UK)
  6. Select Sign in or Next
  7. You may need to accept the required app permissions
  8. Select the services using the account, then Save
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: 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: STARTTLS

Mozilla also provide detailed IMAP configuration instructions for Thunderbird

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