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Comment: updated information about Mail and GMail apps to indicate they will no longer function

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Expand
titleOutlook Desktop Client
  1. In the Outlook app, on the Tools menu, click Accounts.
  2. Click the Plus Sign, then click New Account.
  3. In the E-mail address field, enter the email address of the shared mailbox, then click Continue.
  4. Upon clicking Continue, a UTexas login window will appear. Enter your personal EID and EID password and authenticate with Duo to finish adding the account. 

Note: The new Outlook for Mac (enabled with the "New Outlook" toggle switch) does not support Shared Emails or Delegates. For more details, see the FAQs.


Expand
titleApple Mail
Info
titleNote

There are known issues of Office365 email accounts not working properly in Apple Mail. We recommend using another mail client to access all Office365 email accounts.

  • In Apple Mail, go to Mail, then Add Account, then choose Other.
  • Fill out the choices then click Sign In:
    1. Name: Shared Email's display name
    2. Email: Resource Email Account address
    3. Password: your EID password
  • On the next page, 
    1. Keep the email address the same
    2. Username: personal-exchange-address/resource-address
    3. Password: personal-EID-pw
    4. Account Type: IMAP
    5. Incoming server: outlook.office365.com
    6. Outgoing server: smtp.office365.com
    7. Click Sign In
  • Go to Mail then choose Preferences
  • Select the Resource Account, then click Server Settings and go to the Outgoing Settings
    • Change the username to be your personal exchange email account address

    The Mail for macOS application is no longer supported for accessing and using Resource Accounts. See the FAQs for more information.


    Expand
    titleThunderbird
    1. In Thunderbird, go to Tools and choose Account Settings.
    2. From the Account Actions dropdown, choose Add Main Account. 
    3. Fill out the choices:
      1. Your name: Display Name of the Resource Email Account
      2. Email address: Resource Email Account address
      3. Password: your personal EID password
    4. Then, select Manual Configuration.
    5. Enter the following server settings:
      1. Keep the email address the same, 
        1. For Incoming: 
        2. IMAP
        3. Server hostname: outlook.office365.com
        4. Username: your-personal-email-address/resource-email-address
        5. For Outgoing:
        6. Server hostname: smtp.office365.com
        7. Username: your personal email address
    6. Then click Re-test, and the other settings will be automatically chosen. 
    7. Click Done.

    Please see our wiki here for instructions: How to Configure Office 365 in Thunderbird

    Windows

    Expand
    titleOutlook Desktop Client
    1. In Outlook, choose the File tab in the ribbon.
    2. Choose Add Account from beneath the drop down.
    3. Enter the Shared Email address in the E-Mail Address field, leave all other fields blank, then click Next.
    4. When asked for username and password:
      1. Remove the Shared Email from the username and replace it with your personal Exchange email address
      2. For password, use your EID password.
      3. Check Remember My Credentials.
    5. Click OK.
    6. Click Finish.
    7. Close and Reopen Outlook to finish adding the account.


    Expand
    titleThunderbird
    1. In Thunderbird, go to Tools then choose Account Settings.
    2. From the Account Actions dropdown, choose Add Main Account. 
    3. Fill out the choices:
      1. Your name: Display Name of the Resource Email Account
      2. Email address: Resource Email Account address
      3. Password: your personal EID password
    4. Then, select Manual Configuration.
    5. Enter the following server settings:
      1. For Incoming: 
      2. IMAP
      3. Server hostname: outlook.office365.com
      4. Username: your-personal-email-address/resource-email-address
      5. For Outgoing:
      6. Server hostname: smtp.office365.com
      7. Username: your personal email address
    6. Then click Re-test, and the other settings will be automatically chosen. 
    7. Click Done.

    Please see our wiki here for instructions: How to Configure Office 365 in Thunderbird

    Smartphone

    Expand
    titleOutlook for Mobile
    1. Open the Outlook mobile app on your smartphone.
    2. Click your account icon in the upper left corner, then click the Add Account icon.
    3. Choose Add Shared Mailbox, then enter the email address of the shared email account, then click Add Shared Mailbox.  

    ...

    Expand
    titleGMail for Mobile

    Important: All features of Resource Email accounts are not guaranteed to work in the GMail mobile app due to changes in protocol support for UT Office 365 accounts. See the FAQs for more information.

    1. In the GMail mobile app, click on your account icon, then click Add Account.
    2. Choose Office 365 as the account type.
    3. Enter the Shared Email email address.
    4. When prompted for Incoming Server Settings:
      1. Username: your-personal-email-address/resource-email-address
      2. Password: Your EID password
      3. Leave all other settings as default.
    5. When prompted for Outgoing Server Settings:
      1. Username: your personal Exchange email address
      2. Password: your EID password
      3. Server hostname: smtp.office365.com
    6. When prompted for a name, enter the Shared Email Display Name.

    The GMail application is no longer supported for accessing and using Resource Accounts. See the FAQs for more information.


    Expand
    titleMail for iOS

    The Mail for iOS application is no longer supported for accessing and using Resource Accounts. See the FAQs for more information.

    ...

    Expand
    titleWhy can't I use a Shared Email in the Apple Mail, Mail for iOS, or GMail mobile app?

    UT Austin Microsoft has disabled Basic Authentication which means Office 365 accounts can no longer use IMAP, POP, or SMTP protocols to connect to Office 365 Exchange Online. This increases security and closes an attack vector that is used in a large percentage of email-based attacks. For more information, please see this knowledge base article: https://ut.service-now.com/sp?id=kb_article&number=KB0018268

    The Mail app doesn't support Office 365 Resource Accounts natively. While the Mail app supports manual configuration using IMAP, POP and SMTP protocols, UT Office 365 accounts don't support using those protocols. 

    Expand
    titleWhy isn't my Shared Email working in the GMail mobile app?

    only be logged into through email clients that support Modern Authentication. IMAP— the protocol that previously enabled Resource Accounts to work in Mail and GMail— uses Basic Authentication and will no longer work. The Mail app on macOS supports Modern Authentication which allows for signing in to your personal UT O365 mailbox, however Resource Accounts are not able to authenticate successfully. The GMail app does not support Modern Authentication for logging into Office 365 accounts. 

    We recommend using the Outlook desktop and mobile apps or the Outlook Web App

    UT Austin Office 365 accounts can no longer use IMAP, POP, or SMTP protocols to connect to Office 365 Exchange Online. This increases security and closes an attack vector that is used in a large percentage of email-based attacks. For more information, please see this knowledge base article: https://ut.service-now.com/sp?id=kb_article&number=KB0018268

    The GMail app doesn't support Office 365 Resource Accounts natively. While the GMail app supports manual configuration using IMAP, POP and SMTP protocols, UT Office 365 accounts don't support uaing those protocols. 


    Expand
    titleI switched to the "New Outlook" in my Mac desktop app and now Shared Emails aren't working. Why?

    Microsoft has added additional features and a new look to the Outlook for Mac application, however, the new Outlook for Mac has limitations. Currently, it does not support Shared Emails, Delegates, Block Sender, and other features. The new Outlook for Mac is not required and updating your Outlook app will not turn on the new look automatically.

    If you'd like to use the new Outlook for Mac but manage Resource Email accounts, one option is to manage Resource accounts using the Outlook Web App. 

    For more information about the new Outlook for Mac, its additional features, and limitations, see Microsoft's support page here. 

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    Related issues
    Review is Needednew outlook for mac