E-mail at DTU

Note: Since May 2023 DTU users’ mailboxes have been migrated to the Azure cloud service Office365. Users must configure their Office365 DTU account, and using Azure_MFA is required for access. See the DTU Inside page Outlook mailboxes will be moved to the Cloud (Exchange Online) including links to guides. There is an internal DTU Multifactor Authentication (MFA) guide.

In general Office365 only supports Microsoft’s Outlook E-mail clients, see AIT’s Guides_for_Outlook.

AIT’s Outlook_FAQ covers a number of questions about Office365.

Outlook app on DTU Windows PCs

If you use a DTU Windows PC and the Outlook app from Microsoft Office, E-mail should work as before without any issues. A restart of the PC is recommended if anything is not working quite right.

DTU webmail service

For web browser access to your DTU mailbox please use the Office365 OWA webmail service:

• https://outlook.office365.com or the alias https://outlook.office.com

The changed web-site is documented in this Inside page. The previous OWA site mail.dtu.dk or mail.win.dtu.dk does not work correctly for login to the Office365 mailboxes with certain web browsers.

Non-Microsoft Email clients

In general AIT only supports Microsoft’s Outlook E-mail clients. We have found some guides for non-Microsoft clients as shown below. Please note the following points:

• If you already had configured DTU E-mail in an Outlook app on Apple or Android devices, you probably have to delete the old DTU account in the app before adding your DTU account.

• The Office365 mailboxes require the so-called Modern Authentication (OAuth2) using Azure_MFA and the Microsoft_Authenticator app on your smartphone. Everyone will have to connect to this Azure mail server for IMAP (incoming mail) as well as SMTP (outgoing mail):

  outlook.office365.com
  

iPhone/iPad E-mail clients

AIT offers a number of Guides_for_Outlook including Setting up Outlook on an Iphone. You need to install the Microsoft Outlook app for iPhone. According to the Outlook_FAQ you need to install the Microsoft_Authenticator app on iPhones.

Note: Keyboard apps on the iPhone seem to be blocked by the Outlook app, possibly due to a DTU security policy(?).

In addition the following pages may be helpful:

• See the Microsoft guide Set up the Outlook app for iOS.

• If you previously had a DTU Exchange account defined in iOS, you should delete it now because it will not work with Office365. See the guide Deleting Office 365 Exchange Account from IOS Mail App. This page also gives the following good advice:

  When having trouble with your email account,
  deleting your account and re-adding it can solve the issue.
  

Mac E-mail clients

On Mac computers the Apple_Mail app works correctly with Office365 mail and calendar:

• First you have to delete any pre-existing Exchange account.

• Secondly, you create a new Exchange account with your username <DTU-initials>@dtu.dk.

AIT offers a number of Guides_for_Outlook including Setting up DTU email in Outlook on MAC.

In addition the following pages may be helpful:

• How to Configure Office 365 in Mail on macOS.

Android E-mail clients

AIT offers a number of Guides_for_Outlook including Setting up Outlook on an android phone. You need to install the Microsoft Outlook app for Android. According to the Outlook_FAQ you need to install the Microsoft_InTune app on Android phones.

WARNING: Do NOT install the Microsoft Outlook Lite app, since this app does not have the functionality of the proper Outlook app!

Linux E-mail clients

We have found some good help pages for Linux E-mail clients:

• Microsoft 365 (Thunderbird) - Configure Modern Authentication.

• How to Configure Thunderbird for Office 365 Using IMAP (Oauth2).

• Office 365: Configuring Gnome Evolution with Modern Authentication.

In all IMAP/SMTP mail clients the following server settings must be used:

• Incoming server (IMAP):

  Hostname: outlook.office365.com
  Port: 993
  Connection security: SSL/TLS
  Authentication Method: OAuth2
  Username: <DTU-initials>@dtu.dk
  

• Outgoing server (SMTP):

  Hostname: outlook.office365.com
  Port: 587
  Connection security: STARTTLS
  Authentication Method: OAuth2
  Username: <DTU-initials>@dtu.dk
  

Authentication of your login will proceed with Azure_MFA and the Microsoft_Authenticator app on your smartphone.

Calendar client setup at DTU

For configuring calendar client software on your PC we offer the following advice:

• Microsoft Outlook users have built-in calendar functions.

• Microsoft Outlook_Web_Access (OWA). Login to Office365 using a browser:

  https://outlook.office365.com or the alias https://outlook.office.com

Adding holidays to the calendar

In the Outlook_Web_Access or Outlook for Windows you can add national holidays to your calendar. In Outlook_Web_Access click on the calendar pane on the left and select + Add calendar to open a pop-up window. Here you can select Holidays to add the official holidays of many different countries to your calendar.

Thunderbird calendar and address book client

Thunderbird can use the Office365 Global Address Book and Calendar, see the document Using-Thunderbird-with-O365 from University of Canterbury:

• We need to add a couple of extensions to Thunderbird. Click on the Menu icon at the top right of the Thunderbird window and choose Addons and Themes from the menu. A new tab will open with a search bar at the top labelled Find more add-ons.

• Search for TBSync which should be the first result of your search. Click and follow the prompts to install it.

• You may have noticed on the search results another add-on called Provider_for_Exchange_ActiveSync. Install this too as TBSync requires it.

Now configure the TBSync plugin:

• Return to your Inbox tab and then click on the TBSync icon in the top right corner, next to the Menu icon.

• The TBSync window will open where you can add a new account. At the bottom left of the window you’ll see a drop down menu labelled Account actions. Click on this and add a new Exchange ActiveSync account.

• A new window will open asking you to choose a server configuration. Select Microsoft Office 365.

• Then specify an account name that’s relevant to you. It’s just a label so it can be anything. Underneath that you need to enter your email address. Click Add account.

• Another window may open, from Microsoft, asking for your password. If you indicated during your email account setup that you wanted to stay signed in then this part may be skipped. Otherwise proceed here just as you did when you setup your email account for the first time.

• Assuming all went well with your password you should be returned to the TBSync setup window with an entry for your newly created account on the left side of the window.

• You may notice though that synchronisation is disabled. Turn this on by choosing the Enable and synchronize this account. At that moment a list of available resources is displayed.

• Select the options you’d like to have synchronised.

• Remember to change the Periodic synchronisation (in minutes) time field to something suitable, for example 5 minutes.

• Select Synchronize now to start synchronisation for the first time.