Using MBA lifetime addresses with Office 365 mailboxes
- James Coombes
UTmail offers MBA students a lifetime mailbox with a lifetime MBA email address. Though there are several advantages to the lifetime address there are no specific advantages to the UTmail mailbox itself over other mailboxes. Since most mailbox systems will allow the UTmail MBA address to be essentially "transplanted" to them, it is recommended that MBA students use a more suitable mailbox to send and receive email using their MBA address.
MBA students who wish to transplant their MBA address to a non-university mailbox (such as Gmail, Hotmail, Yahoo, etc.) should follow the instructions [ here ].
MBA students who wish to transplant their MBA address to their McCombs Office 365 mailbox should follow the instructions below.
Steps for transplanting UTmail address to Office365 mailboxes
1. Review your UTmail inbox
When you configure another account to check your UTmail, then under its default settings it will begin by copying over EVERYTHING that is in your inbox. If you do not want this, then POP settings allow you to specify different behavior, but to be safe you may want to consider moving existing items to another folder in your UTmail mailbox. If you do want existing UTmail inbox items to move Office 365, then you should still review your inbox to ensure it does not contain any items you want to delete first. The size of your inbox can dramatically slow the initial sync with your Office 365 mailbox.
2. Configure UTmail to allow incoming POP connections.
To configure POP select Settings from the "Sprocket" menu in the upper right corner of your UTmail mailbox, then go to the Forwarding and POP/IMAP tab.
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You can configure POP settings as you desire, but we recommend you configure it to only check mail that arrives from now on unless your inbox is empty or you have taken steps to ensure your existing inbox only includes items you want transferred to your Office 365 mailbox.
You can also specify what you want to happen to inbox items once another mailbox checks them via POP. You have the option to leave items in your UTmail inbox unaltered, to leave them there but mark them as read, to archive them, or to delete them.
It is recommend that you have POP archive the items if you prefer to keep a copy of them in your UTmail mailbox, otherwise have POP delete them once they have been copied to your Office 365 mailbox.
Why delete or archive POP checked email?
Deleting POP checked email leaves one less copy of your email you need to manage. If you don't intend to use your UTmail mailbox at all except for its email address, then you should select this option.
If you plan to actually log on and use your UTmail mailbox, then archiving POP checked email keeps the items in your UTmail mailbox but out of its inbox folder so they won't be accidentally process later. You can see what has been checked via POP by reviewing your archive. Anything you see in your UTmail inbox you will know has not yet been processed by POP. Anything you see in your archive you know will have been processed by POP.
Both the delete and archive options allow you to use forwarding in addition to POP if you wish. See below for why you might want to do this.
3. Configure UTmail security settings to allow access from other applications
For POP access to work your UTmail security settings must also allow it. This requires one of two things depending on whether or not you have 2-Step Verification enabled for your Gmail account. 2-Step Verification involves sending a confirmation prompt to your Smart phone that you must acknowledge whenever you logon to your UTmail account. It is disabled by default, so it will be configured only if you have explicitly configured it.
To review and update your security settings select My Account from your account profile icon in the upper right corner of your UTmail mailbox. In the next My Account window select Sign-in & security.
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If you have 2-Step verification enabled it will say so on the Sign-in & security page.
| a. If you HAVE NOT enabled 2-Step Verification then you will set up your Office 365 account to use your normal UTmail logon name and password to access your UTmail mailbox. However, since this does not involve 2-Step Verification it is considered less secure, and you must explicitly configure your UTmail account to allow less secure applications before it will allow other mailboxes to access it. | b. If you HAVE enabled two-factor authentication on your UTmail account, then you will need to create a specific application password for your Office 365 account to use to connect to your UTmail mailbox. This will allow it to bypass the requirement that you acknowledge access on your smart phone app each time your Office 365 account checks your UTmail mailbox. It also allows Office 365 to check your UTmail account without having to store the password you use to access it. Office 365 will instead use a password that is usable only by it. |
| To allow less secure apps scroll down to Connected apps & sites and set Allow less secure apps to ON. | To create an application password to bypass 2-Step verification click on the > button next to App passwords. |
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If you don't have 2-Step Verification enabled then you are done configuring UTmail once you set Allow less secure apps to ON.
If you do have 2-Step Verification enabled then once you select the app password button you will be shown a list of your existing app passwords (if any) and given the opportunity to generate a new app password. When you generate a new app password you are asked to specify what app and what device this is for. This is just to help you refer to it latter in your list of app passwords. Select whichever options make sense to you. Your choices will not affect how the app password works, only how it's name will subsequently appears in the list of app passwords. When the app password is generated you will need to temporarily copy that and paste it into your Office 365 POP settings.
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4.) Configure Office 365 to check your UTmail inbox.
To configure Office 365 to check your UTmail inbox log into your Office 365 mailbox, select Settings from the "Sprocket" menu in the upper right corner of your mailbox, then go to the Connected Accounts under Accounts in the left hand pane..
5) Optionally configure UTmail to foiward to your Office 365 mailbox.
WHY - Email that arrives in your UTmail inbox will immediate be sent to your Office 365 mailbox instead of waiting for Office 365 to check it according to its POP schedule.