Set up your computer

Learn how to use Microsoft Outlook or another email program to send and recceive your UBmail for Faculty and Staff. 

Note: In many cases, your IT support staff will set up your UBmail for you.

Windows with Outlook

Applies to: Office 2019, 2016, 2013 or 2010 for Windows

1.  Open Outlook.

  • If the Microsoft Outlook Startup wizard displays automatically, on the first page of the wizard click Next. Then, on the E-mail Accounts page of the wizard, click Next again to set up an email account.
  • If the Microsoft Outlook Startup wizard doesn't appear, on the Outlook toolbar click the File tab. Then, just above the Account Settings button, click Add Account.
Your email is configured.

2.  On the Auto Account Setup page, Outlook may try to automatically fill in the Your Name and E-mail Address settings based on how you're logged on to your computer.

  • If the settings are filled in and they're correct, click Next to have Outlook finish setting up your account.
  • If the settings aren't filled in or aren't correct, fill in your first and last name as you want it to appear on email messages you send.
    • Your email address: your           
    • Your password, which you need to enter twice, is your UBIT Password.
autodiscover will configure server settings.

3.  Click Next on the Auto Account Setup page of the wizard.

4. Outlook performs an autodiscover to find your Exchange email server settings. Click Allow.

5.  You may be required to log on to the Exchange server once your mailbox is discovered. If so:

  • Office 2010 and 2013: Enter ad\ followed by your UBITName in the User name field and your UBIT Password in the Password field.
  • Office 2016 and 2019: Choose Other Account, then enter\ followed by your UBITName in the User name field, then enter your password in the Password field.
enter your name and email address as well as your UBIT Password.

6.  If Outlook is able to set up your account, you'll see the following: Your e-mail account is successfully configured. Click Finish.

Set Outlook to Avoid Sending Winmail.dat Attachments

Winmail.dat attachments cannot be read by most other email clients, including Outlook for Macintosh. Set Outlook to send messages in HTML format instead:

  1. Select File > Options > Mail and then scroll to the bottom of the Message Format dialog.
  2. Select Convert to HTML format.
  3. Click OK.

Meeting requests or voting buttons may not work with this setting, but you can override the format on select messages.

Mac with Outlook

Applies to: Mac OS X.9 and higher

  1. Select Applications > Outlook (2016) or Outlook > Preferences (2011)
  2. Select Tools (2016) or Add Account (+) (2011).
  3. Click Accounts (2019), Accounts > Exchange or Office 365 (2016) or Exchange Account (2011)
  4. Enter the following:
    • Email Address: Your email address (e.g.,
    • Method: User Name and Password
    • User Name: ad\ immediately followed by your UBITName (e.g., ad\jdoe)
    • Password: Your UBIT Password
    • Select Configure Automatically
  5. Click Add Account.

Mac with Mac Mail

1. Launch Mac Mail application. If the Add Account dialogue appears, skip to step 5.

2. Select Mail > Preferences.

3. Select the Accounts tab.

4. Click on the + under the Accounts list window to set up a new email account. This will begin the Add Account dialogue.

Select Exchange.

5. Select Exchange from the choice list. Click Continue.

6. Enter your Full Name, email address, and UBIT password in the appropriate fields, then click Continue or Sign In.  This will start the Autodiscovery process.

7. Once Autodiscovery is complete, an Account Summary will appear.  Click Continue (if available).

8. Select the apps you wish to use through the Mac Mail program, then click Done.

Mac with Mac Mail (shared accounts)

Outlook for Mac is the preferred desktop program for a shared email situation, i.e. an assistant needs access to someone else's email. Outlook clients do this automatically. Apple’s native mail client Mac Mail does not. If you choose to use Mac Mail, you must configure it for IMAP.

Mac Mail on Mac OS X 10.9 and below does not appear to work with shared email. As an alternative, you can:

  • Upgrade to OS X 10.10+ if you prefer to continue using Mac Mail for email
  • Use Microsoft Outlook for Mac
  • Use Webmail

Configuring Mac Mail for shared email to display

Tested on Apple's Mac Mail v 11.2 - 3445.5.20.

These steps are to configure the Mac Mail client so that another mailbox (which you have full access to) can be seen inside your current profile.

If you have a password for the shared mailbox, do not follow these steps. Use one of the Mac Mail OS X configuration steps in the sections above instead.

  1. Launch the Mail app by clicking its icon in the dock or opening it in the Applications folder.
  2. In the Mail menu, click Preferences.
  3. Click Accounts in the toolbar, then click + (the plus sign) in the lower-left corner to add a new account.
  4. When prompted, choose a Mail account provider, select Other Mail Account, then click Continue.
  5. Enter the following, then click Sign In:
    • Name: The shared mailbox name (e.g., ubithelp)
    • Email Address: The shared mailbox name immediately followed by (e.g., if the shared mailbox name is ubithelp)
    • Password: Your UBITName password
  6. Enter the following, then click Sign In:
    • Email address: The shared mailbox name immediately followed by (e.g., if the shared mailbox name is ubithelp)
    • User Name: Your UBITName immediately followed by\shared mailbox name (e.g.,\ubithelp if your UBITName is jdoe and the shared mailbox name is ubithelp)
    • Password: Leave as is (it should be your UBITName password)
    • Account Type: IMAP
    • Incoming Mail Server:
    • Outgoing Mail Server:
  7. Click Done.
  8. If a window pops up asking you to select the apps you want to use with this account, check Mail, then click Done.

Linux with Thunderbird

  1. Launch Thunderbird.
  2. In the Welcome to Thunderbird window, click Skip this and use my existing email.
  3. In the Mail Account Setup:
    • Your name:  Your first and last name
    • Email address: your UBITName immediately followed by
    • Password: Your UBITName Password
  4. If the computer will not be shared with others, leave Remember password checked. Otherwise, uncheck it.
  5. Click Continue.
  6. Incoming:
    • Select IMAP
    • Server hostname:
    • Port: 993
    • SSL: SSL/TLS
    • Password: Normal password
  7. Outgoing:
    • SMTP
    • Server hostname:
    • Port: 465
    • SSL: SSL/TLS
    • Password: Normal password
  8. Click Done.

Set up another email client

Email Settings: Incoming (IMAP) for UBmail for faculty and staff
port 993
client setting  SSL
Email Settings: Outgoing (SMTP) for UBmail for faculty and staff
port 465
client setting SSL
Still need help?

Contact the UBIT Help Center.