Microsoft 365 email for employees

We recommend using a supported Outlook client for full functionality of your email account. Using an unsupported mail client means you'll miss out on some features and may experience service issues.

University Systems can only provide best effort support for clients who wish to use an unsupported mail client. If you need to use an alternative mail client, please contact the Computer Help Desk.

Your preferred first name is the name by which you are normally addressed, and can be different than your legal first name registered with UVic. It is used together with your last name in a number of university systems.  For faculty and staff this includes but is not limited to:

• Exchange Email and Calendar - This is the name on all of your outgoing emails and in the Global Address List
• UVic Online Directory - This is the name used for your directory entry

You can update your preferred name and title in Online Tools. 

Download the up-to-date calendar file from the EQHR Religious Observances page. The file is not exhaustive of all faith groups. Please consult with Equity and Human Rights for further information. 

To view important dates at the University of Victoria please see the UVic Online Calendar Academic Year Important Dates Page. 

1. Using a web browser, navigate to outlook.office.com and access your Exchange account using your NetLink ID and passphrase.
   
   
2. Once logged in, select the square shaped icon in the top left corner to expand the menu. Choose the Calendar icon.

1.  Using a web browser, navigate to outlook.office.com and access your email account using your NetLink ID and passphrase.
2. Once logged in, click on your profile picture in the top right-hand corner and select Open another mailbox... from the drop-down menu.
3. Type in the role-based email address and click Open. Example: rolebasedemail@uvic.ca
4. Your role-based email inbox should open in another browser tab.

You can learn more about role-based email in the role-based email support section.

Note: Please ensure you have been granted access to the resource calendar before trying to use it in Outlook on the web. You will need the name of the resource calendar to add it.

1. Using a web browser, navigate to outlook.office.com and access your Exchange account using your NetLink ID and passphrase.
2. Once logged in, select Calendar from the side menu and click on Add calendar from the top menu.
3. Choose the From directory option, and fill in the name of the resource calendar. Click Open.
4. The resource calendar should now be added to your Other calendars list.

You can learn more about resource calendars in the resource calendar support section.

You can configure calendar settings to your preference using options in Outlook on the web. Options include: setting your work week and work hours, enabling or disabling reminders, changing calendar colours, and automatic processing for meeting invitations.

1. To configure your calendar work week and other calendar options, click on the cogwheel located in the top right corner and select Options from the drop-down menu.
2. The Options menu will open on the left-hand side. Under the Calendar section you can find all of the customization settings for your role-based calendar.

• a NetLink ID
• a Microsoft Exchange account.
• a device running a supported version of Windows 10 or Windows 11
• a device running a support version of Microsoft Office. If you need to upgrade your version of Office, check out UVic's Microsoft software subscription.

1. Click the Windows Icon in the bottom lefthand corner of your screen, type in Control Panel, and select the Control Panel application.
   
2. Click on Mail. Click on Email Accounts. Under the E-mail tab, click New.
3. In the Auto Account Setup, fill in your name, email address and password, and then click Next.
   
   
   
   
4. Select 'Allow' on the bottom right when prompted with the pop-up window to allow this website to configure server settings.
5. Select 'Finish' on the bottom right of the window.
6. Open Outlook. If you are off-campus or using wireless, you may be prompted to enter your email address and password.

• a NetLink ID
• a Microsoft Exchange account.
• a device running a supported version of Windows 10
• a device running a support version of Microsoft Office 365. If you need to upgrade your version of Office, check out UVic's Microsoft 365 subscription.

Please note: a software patch is required to configure your UVic Exchange account with Microsoft 365. The first part of these instructions include restarting your computer.

1. Ensure you are logged into the Windows account associated with your primary email account. For UVic-managed machines bound to Active Directory, this means logging in with your Netlink ID.
2. Download this registry key file created by University Systems. This is a required patch to ensure your UVic exchange account will work properly with Outlook 365. Copy and paste the included file to your desktop.
3. Close Microsoft Outlook if it's not already closed.
4. Double-click the downloaded 'excludeExplicitO365Endpoint.zip' file to open the folder.
5. Double-click the 'excludeExplicitO365Endpoint.reg' file to apply the new setting.
   
   
   
   
6. Restart your computer.
7. Once you have logged back into your computer, open Control Panel and select User Accounts > Mail.
8. Select E-Mail accounts.
9. Under the email tab, select New.
10. In the Auto Account Setup, fill in your name, email address and password, and then click Next.
    
    
    
    
11. Click Finish.
12. Open Outlook. You may be asked for your NetlinkID password when opening it. You should now have access to your email in Outlook 365.

• a NetLink ID
• a Microsoft Exchange account.
• a device running a supported version of macOS
• a device running a support version of Microsoft Office. If you need to upgrade your version of Office, check out UVic's Microsoft 365 subscription.

1. Open Outlook on your Mac.
2. From the menu bar, choose Tools > Accounts.
3. Select Add Email Account or New Account by clicking the plus sign (+) in the lower-left corner.
4. Enter your UVic Exchange email address and press Continue.
5. A dialogue box with Exchange will open, now enter or select the following information:
   • Method: Username and Password
   • Email Address: your UVic email address
   • User name: UVIC\ your personal Netlink ID
   • Password: your NetLink ID password
   • And click Add Account.

     

6. A dialogue box will open and show that your Exchange account now has been successfully added. You can safely close this by pressing Done and start using your Exchange account on Outlook.

Before your start this procedure, make sure you have:

• a NetLink ID
• a Microsoft Exchange Online account.
• a mobile device running a supported version of iOS
• installed Outlook for iOS

1. Open the Outlook app.
2. Enter your @uvic.ca email address (netlinkid@uvic.ca) and tap Add Account.
   • If you already have an email address added to Outlook, you'll need to add it in Settings. Go to Settings > Add Mail Account > Add Email Account.
3. Enter your NetLinkID and passphrase in the Microsoft login window. Tap Sign in.
4. Your email account should now be added to Outlook.

If you need to use Advanced Settings to add your account, use the following information:

• Email Address: netlinkID@uvic.ca
• Password: NetLinkID passphrase
• Server: mail.uvic.ca
• Domain: uvic.ca
• Username: NetLinkID (without the @uvic.ca)

Please note:  Android devices don't fully support ActiveSync encryption so they aren't a recommended standard.

Before your start this procedure, make sure you have:

• a NetLink ID
• a Microsoft Exchange Online account.
• a mobile device running a supported version of Android
• installed Outlook for Android

1. Open the Outlook app. It may ask if you want to add any Google accounts. If you don't want to add a Google account, tap Skip.
2. Enter your @uvic.ca email address (netlinkid@uvic.ca) and tap Add Account.
   • If you already have an email address added to Outlook, you'll need to add it in Settings. Go to Settings > Add Mail Account > Add Email Account.
3. Enter your NetLinkID and passphrase in the Microsoft login window. Tap Sign in.
4. Your email account should now be added to Outlook.

If you need to use Advanced Settings to add your account, use the following information:

• Email Address: netlinkID@uvic.ca
• Password: NetLinkID passphrase
• Server: mail.uvic.ca
• Domain: uvic.ca
• Username: NetLinkID (without the @uvic.ca)