Office 365 Configuration Guides

This guide ONLY applies to those using Office 365 email and calendar. If you are unsure if you are using Office 365 email and calendar, please contact the Help Desk.

For instructions on how to reduce spam in your inbox, please click here.

There are multiple ways to use Office 365 email and calendar. Here are the options with recommendations for each:

Outlook Web App

Outlook Web App offers a modern interface and works with almost any OS and browser. No configuration is needed.

  1. Go to https://outlook.office365.com
  2. Enter your access.caltech username in the form username@caltech.edu (e.g. jsmith@caltech.edu) and hit enter/return (note that you do not need to provide your password on this page)
  3. You will be redirected to the Caltech Office 365 login page
  4. Login with your access.caltech username in the form username@caltech.edu (e.g. jsmith@caltech.edu) and password

Exchange-Native Email Clients

Outlook 2013/2010 for Windows

  1. Launch Outlook
  2. The setup wizard should prompt you to enter your personal information. If the setup wizard does not start and you need to manually setup the account, click the File tab. Just above the Account Settings button, click Add Account.
    • Enter your Full Name
    • In the email address field, enter your access.caltech username in the form username@caltech.edu (e.g. jsmith@caltech.edu)
    • Enter your access.caltech password
    • Check the box “Remember my credentials”
    • If configuring with DUO, click here for instructions.
  3. It may take a few minutes for setup to complete
  4. Click finish when setup is complete

Outlook 2015 for Mac

  1. Launch Outlook 2015 for Mac
  2. Click on the Tools menu and select Accounts...
  3. To add an account, click on the plus button on the bottom left of the window
  4. Select the Exchange Account type
  5. In the email address and User namefields, enter your access.caltech username in the form username@caltech.edu (e.g. jsmith@caltech.edu)
  6. Enter your access.caltech password
  7. Check the box to Configure Automatically
  8. If configuring with DUO, click here for instructions.
  9. Click Add Account to complete setup

Outlook 2011 for Mac

  1. Launch Outlook 2011 for Mac
  2. Click on the Tools menu and select Accounts...
  3. To add an account, click on the plus button on the bottom left of the window
  4. Select the Exchange Account type
  5. Enter your personal information, including Full Name
  6. In the email address field, enter your access.caltech username in the form username@caltech.edu (e.g. jsmith@caltech.edu)
  7. Enter your access.caltech password
  8. Check the box to Configure Automatically
  9. If configuring with DUO, click here for instructions.
  10. Click Add Account to complete setup

Apple Mail for Mac

  1. Launch Mail
  2. Click on the Mail menu and select Preferences
  3. Select the Accounts tab
  4. Add a new account by clicking the plus symbol at the bottom left of the window
  5. Enter your personal information, including Full Name
  6. In the email address field, enter your access.caltech username in the form username@caltech.edu (e.g. jsmith@caltech.edu)
  7. Enter your access.caltech password
  8. If configuring with DUO, click here for instructions.
  9. Click Continue to complete setup

IMAP for Other Email Clients

Note that you can only access email using IMAP, not calendar.

Enter your access.caltech username in the form username@caltech.edu (e.g. jsmith@caltech.edu).

Setting IMAP (incoming) SMTP (outgoing)
Server outlook.office365.com smtp.office365.com
Port Number 993 587
Encryption Method SSL TLS
(Use STARTTLS for Thunderbird)

Mozilla Thunderbird 8.0 setup instructions via Microsoft

POP (Not Recommended)

Note that you can only access email using POP, not calendar.

Important: By default, POP email clients download and store all email on your local device. This means that your email is NOT stored on the server, therefore there are no backups of your email. Also, once downloaded, your email is not accessible from other devices or Outlook Web App. If you are currently a POP user and are unsure about changing your mail configuration, please contact the Help Desk (x3500, https://help.caltech.edu).

Enter your access.caltech username in the form username@caltech.edu (e.g. jsmith@caltech.edu).

Setting POP
Server outlook.office365.com
Port Number 995

Apple iOS Devices (iPhone, iPad)

To add your Office 365 Exchange email account:

  1. Launch Settings
  2. In iOS 11, select Accounts & Passwords
    • In older versions of iOS, you may select Mail, Contacts, Calendars
  3. Select Add Account
  4. Select Exchange
  5. In the email address field, enter your access.caltech username in the form username@caltech.edu (e.g. jsmith@caltech.edu). Please do not use a preferred email address; it must be your access.caltech username account.
  6. Enter an Account Description (e.g. Caltech Email)
  7. Click Next and then enter your access.caltech password
  8. If the setup does not complete (i.e. you receive an error message), you can manually enter the settings:
    • Server name outlook.office365.com
    • Leave domain blank
  9. If configuring with DUO, click here for instructions.
  10. Select Save to complete

Troubleshooting: If your account fails to verify, try disabling your Caltech Beavernet connection in Settings > Wi-Fi. Re-enable the connection and attempt to add the Exchange account on your iOS device again.

Android Device

  1. Go to Settings
  2. Select Accounts
  3. Select Add Account
  4. In the email address field, enter your access.caltech username in the form username@caltech.edu (e.g. jsmith@caltech.edu)
  5. Enter your access.caltech password, and click Next
  6. Confirm the following Exchange server settings:
    • Domain\username: caltech.edu\username@caltech.edu
    • Password: your access.caltech password
    • Exchange server: outlook.office365.com
  7. Select Next, and OK until you are shown your Account Options
  8. Select your desired options and select Next (NOTE: You may want to uncheck the option to Sync SMS. Otherwise you will recieve a copy of your text messages in your Inbox)
  9. If configuring with DUO, click here for instructions.
  10. Name your account (optional) and select Done to complete setup