Public documentation

Email

Cette documentation est disponible en français ici.

Généralités

If you haven't logged into your email for some time and are facing issues, the documentation about our past migration to Exchange Online is available here. The owa.unil.ch website has been phased out, and cannot be used to access your email.

UNIL email account

The UNIL account provided to all employees and students comes with a personal mailbox for email. User adresses usually follow the firstname.lastname@unil.ch pattern, with incrementing numbers appended at the end if multiple users have the same first name and last name. Since the migration to Exchange Online, mailboxes come with a default 100GB of data storage. Archiving your emails should therefore no longer be needed, as it is very unlikely to reach even half of that quota. As your mailbox is synchronised via Exchange Online, you will be able to access it via most internet browsers and compatible email applications.

If you have any question, do not hesitate to check out our FAQ page or ask us directly if you can't find the answer there.

End of studies or contract

UNIL email accounts are only open so long as the corresponding UNIL account is. Thus, when the UNIL account is closed at the end of a person's employment or student status within UNIL, the mailbox is closed as well. If you are approaching the end of your contractual or student status, you will have six months after the official date to move the data you would like to keep as well as inform the people who contact you via your UNIL email adress before your accounts are closed permanently.

Access via web browser (Firefox, Safari, Edge, Chrome, ...)

Outlook Online

logo_owa.png

  1. Go to outlook.office.com
  2. Log in using your UNIL email address and password
  3. You now have access to all the functionalities provided by your Exchange account; e-mails, calendars, contacts, tasks, notes, etc.

Access by application (computers, tablets, smartphones)

Apple-logo.png macOS

The CI recommends using Outlook instead of Apple Mail, especially for UNIL employees. Using Apple Mail on mailboxes containing more than a few thousands of emails may lead to data corruption and loss.

[Outlook] Exchange account setup (email, calendars, etc.)

Before starting, ensure that an up to date version of Outlook is installed. To do so, open the Outlook menu and click on About Outlook. If you are using the 2019 or 2016 version of Outlook, you will have to uninstall it and install the latest version (french).

  1. Open Microsoft Outlook and enter your @unil.ch email address
  2. A window opens and prompts you for your UNIL password
    • If you have already logged into another Microsoft product, your email account should be automatically added

      Capture d’écran 2023-03-06 à 10.24.44.png
  3. After logging in, the email account should be automatically added and set up. You should see a confirmation window.
  4. If desired, you may add another email account by clicking the following button:

    2.png
[Outlook] Connecting additional Exchange accounts


Before starting, ensure that an up to date version of Outlook is installed. To do so, open the Outlook menu and click on About Outlook. If you are using the 2019 or 2016 version of Outlook, you will have to uninstall it and install the latest version (french).

  1. Open the Outlook app
  2. On the top left of the display, click on the Outlook menu then Settings...

    Capture d’écran 2022-11-30 à 15.11.47.png
  3. Click on the Accounts icon

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  4. Click on the + symbol, then New account...


    4.png


  5. Follow the standard Exchange account setup process referenced above
[Outlook] Add a mailbox that is shared through your Unil account


These instructions are for the newly introduced shared mailboxes that do not possess their own credentials but are instead accessed by a person's own Unil account. If you would like to add a shared mailbox with its own credentials, you can follow the procedure for standard Exchange accounts above.

Shared mailboxes cannot be added to Apple Mail. They are only available on Microsoft Outlook.

Before starting, ensure that an up to date version of Outlook is installed. To do so, open the Outlook menu and click on About Outlook. If you are using the 2019 or 2016 version of Outlook, you will have to uninstall it and install the latest version (french).

  1. Open the Outlook app
  2. On the top left, click on Outlook right next to the Apple icon, then Settings...

    Capture d’écran 2023-03-06 à 09.39.15.png

  3. Select your personal account in the list on the left, then click on Delegating and sharing

    Capture d’écran 2023-03-06 à 09.41.09.png

  4. Open the Shared with me tab and click on the + on the bottom left

    Capture d’écran 2023-03-06 à 09.42.44.png

  5. Write the name of your shared mailbox in the search field. For example, if you would like to add boite-mail-partagee@unil.ch, look for boite-mail-partagee) and double-click it
  6. The shared mailbox should now appear in Outlook's main window.

If an error message pops up, please check with the person reponsible for the mailbox that your permissions have been granted properly then wait a moment before trying again. If the problem persists, please reach out to the helpdesk.

Apple Mail

[Apple Mail] Connecting an Exchange account

Archived emails will only be available on the device they have been archived on. They will no longer be synchronised with your other devices and the UNIL email servers.

  1. Open the Mail app
  2. On the top left, click on Mail then Accounts...
  3. Select Exchange

    mail_mac_00000.png

  4. Fill in the Name and e-mail address fields, then click on the blue button

    mail_mac_00001.png

  5. Select the blue button again. Manual configuration does not work since the migration to Exchange Online.

    Capture d’écran 2023-03-06 à 10.45.41.png


  6. Enter your Unil account password, then continue

    mail_mac_00003.png

  7. Select the Exchange services you would like to enable, then click on Finish

    mail_mac_00004.png
[Apple Mail] Archiving emails on macOS


  1. Open the Mail app
  2. Click on the +  button on the bottom left of the main window, then select New mailbox...

    mail_new_bal_local.png
  1. Under Location, select On my mac. Under Name, type in something like "Archives" and click on OK

    mail_name_new_bal.png
  1. Move emails or mailboxes from your Exchange account into the new Archives mailbox

    Do not move more than a thousand emails at a time. Doing so might cause loss of data and potential mailbox corruption. Do call the helpdesk if you are feeling unsure or have sudden doubts about what you are attempting to do.

    mail_archives_mail.png

logoWin.pngWindows

The Unil Centre Informatique recommends using Microsoft Outlook to access your Unil email mailbox on Windows.

The pictures in this section are out of date.

[Outlook] Exchange account setup (mail, calendars, etc.)

  1. Open Outlook
  2. Go to the File menu, then Account settings and finally Add an account
  3. Fill in the fields with your name and Unil credentials
  4. Click Next

    O2013_1-1.png

  5. Wait for the automatic setup process to complete, then click Finish

    O2013_2-1.png

  6. Restart Outlook
  7. Once Outlook has started, you should get a login prompt. Fill in the first field with ad\ followed by your username. For etutest, the field would look like ad\etutest
  8. Tick the Remember my credentials box and click OK to proceed

    O2013_3.png
[Outlook] Archiving emails on Windows
  1. Open Outlook
  2. Go to Files
  3. Select Account settings, then Account settings...

    creerPST1.png

  4. Click on Data files then Add...
  5. Select a location for your archive, then give your archive a name

    creerPST2.png
  6. Select OK, then go back to your Outlook mailbox
  7. Right click Outlook Data Files., then select New folder...

    outlook_new_bal1.png

  8. Input the name you previously picked for your archive
  9. You may now move emails or mailboxes into the archive folder

    outlook_achives2.png

iOS (iPhone/iPad/iPod Touch)

The CI recommends using the built-in Apple Mail app on iOS, but the Outlook app by Microsoft works as well.

apple-iphone13-mini.png

Mail iOS Exchange account setup (mail, calendars, etc.)

  1. Go to Settings
  2. Select Mail

    iOS1.png

  3. Select Accounts

    iOS2.png

  4. Select Add an account

    iOS3.png

  5. Select Microsoft Exchange

    iOS4.png

  6. Enter your @unil email address and a description

    iOS5.png

  7. Select Connect

    iOS6.png

  8. If the field hasn't been automatically filled, enter your Unil email address again, followed by your password

    iOS7.png

  9. Select the Exchange services you would like to toggle on or off, then Save

    iOS8.png

Android

The Ci strongly recommends the use of the native Android apps (all functions offered by Exchange are however not available). The Outlook app works as well.

Mail Android Exchange account setup (mail, calendar, etc.)

  1. Launch the Mail app and navigate to the settings

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  2. Select Add another account

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  3. Select Exchange et Office 365 or Microsoft 365, whichever appears

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  4. Fill in the email field with your Unil email address and select Next

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  5. Input your Unil password

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  6. Select Next

    06.jpg

  7. If you are using an up to date version of Android, the setup is now complete.
  8. On older Android versions, you may have to select the sync frequency and period:
    1. Select the preferred options and sync period
    2. Select Next

      E_Android6.png

    3. Allow the Exchange server to administrate your device. This option allows you to remotely wipe and lock your device in case of theft.

      E_Android8.png
Android limitations and workarounds

Android has the following limitations when it comes to Exchange mailboxes:

  • Only one calendar color
  • No support for tasks and notes

The Microsoft Outlook app comes with the aforementioned functionalities.

Other mail clients

This documentation is there to allow you to connect third-party software without Exchange support to your Unil mailbox. These will most likely not have most of the usual Exchange functions.

From 2023 onwards, Microsoft will cease support for and stop providing Exchange access to software using the "Basic Auth" authentication protocol. We strongly advise you to use Microsoft Outlook or Apple Mail on your devices. If this is not an option for you, third-party software using the OAuth2 authentication protocol may still be used.

Microsoft support article on the passage to OAuth2

[Thunderbird & Third parties] Exchange account setup

Ensure that your Thunderbird client accepts the cookies mandatory for OAuth2 connection:
    1. Go to Settings > Security and Confidentiality > Web Content
    2. Turn on Accept Cookies
    3. Under the option Allow third-party cookies, select Always
Once these steps done, you may follow the instructions below.

If your Sent Messages do not appear after the setup, try sending yourself an e-mail.

IMAP Configuration
Screenshot_2023-03-06_11-47-04.png
IMAP server

outlook.office365.com
IMAP username

full Unil email (prenom.nom@unil.ch)
Authentication method

OAuth2

Port

 993
Connection security

SSL/TLS

If an "User is authenticated but not connected" type of error appears, try:
    1. Going to Settings > General > Configuration editor
    2. Enter network.dns.dis in the search field
    3. Enable the first option, network.dns.disableIPv6 so that it is set to True

POP3 Configuration

Access to a mailbox via POP3 should only be used as a last-resort option.

Screenshot_2023-03-06_11-47-04.png

IMAP server

outlook.office365.com
IMAP username

full Unil email (prenom.nom@unil.ch)
Authentication method

OAuth2

Port

 995
Connection security

SSL/TLS
SMTP Configuration (send-only)

screenshot-2023-03-06-11-48-04.png

SMPT Server

smtpauth.unil.ch
POP3 Username

Unil username (e.g. pnom for Prenom Nom)
Authentication method

Normal password
Port 587
Connection security

STARTTLS (or SSL/TLS if STARTTLS unavailable)

Redirecting the UNIL mailbox towards a private email

By redirecting your Unil emails to your private, external mailbox, you are trusting external entities with their contents. Therefore, the Centre Informatique does not provide any kind of support for external email providers and will not and cannot be held responsible for any prejudice and damage caused by the use of the aforementioned external email providers.

If you are a UNIL employee, using an external service may go against the internal UNIL directives.

Transfer your e-mails to another e-mail address

Emails may be lost if the destination mailbox rejects them even though they arrived in your UNIL mailbox.

1. Log into https://outlook.office.com with your UNIL credentials.

2. Go to the Options menu

E_transf2-1.png

3. Under the Organize email section, click on +
4. Select Create a new rule for arriving messages

transfert1.png

5. Name the rule, choose Apply to all messages and Redirect the message to…
6. Type in the private e-mail address you want to use for the transfer
7. Click on the Save button

E_transf6.png

8. Finish the procedure by accepting the warning message


FAQ

Where can I see the amount of free space on my mailbox?

The info is available in Outlook Online (web)

Mailbox storage information is not available on the desktop apps. It is only available via a Web browser.

  1. Connect to Outlook Online here: https://outlook.office.com
  2. Click on the gears in the top right, then on Show all Outlook Parameters

    image-1648044350893.56.58.png

  3. Go to the General tab, then Storage

    image-1648044393183.56.36.png

How do I set up an automatic reply?

You can set an automatic reply in Outlook Online (web)
  1. Connect to Outlook Online here: https://outlook.office.com
  2. Once connected, click on the gear on the top right of the window then click on Show all Outlook settings

    image.png

  3. Go to Mails, then Automatic treatment and finally Automatic replies.


    owa_oof1.png
     
  4. Turn on Automatic replies enabled

    image.png

    You need two entries: one for Unil members, and one for people that are not Unil members. To do so, select Send replies to people that are not in your organization and add another automatic reply there.


    image.png


Don't forget to disable automatic replies when you're back!

How can I redirect my emails?

The setting is available in Outlook Online (web)

By redirecting your Unil emails to your private, external mailbox, you are trusting external entities with their contents. Therefore, the Centre Informatique does not provide any kind of support for external email providers and will not and cannot be held responsible for any prejudice and damage caused by the use of the aforementioned external email providers.

If you are employed by the university, using an external service may go against the internal UNIL directives.

For students only!

Outlook Online provides various options to either redirect all or some of your incoming emails. These options can all be set in the Outlook Online settings.

  1. Connect to Outlook Online here: https://outlook.office.com
  2. Once connected, click on the gear on the top right of the window then click on Show all Outlook settings

    image.png

  3. Go to the Mail tab, then Transfert and tick Enable transfer. Enter the email address you would like the emails to be transferred to.

    We advise users to also tick the option to keep a copy of the transferred emails to ensure that they do not lose emails in case they get bounced by the second mailbox.


    image.png

How can I access the Cci field in Outlook Online?

Just click the "Cci" label when you're writing your email in Outlook Online (web)
  1. Connect to Outlook Online here: https://outlook.office.com
  2. Select New email
  3. You can now click on the Cci label

    image.png

  4. If you would like to always have the Cci field displayed, you can enable the option in your Outlook Online settings.

    image.png

How can I see an email's headers in Outlook Online?

If you have opened a suspicious email or entered your credentials on a website you find suspicious, please change both your edu-ID and Unil passwords immediately. If you do not know how, call or email us.

It is now better to send us suspicious emails as attached files to helpdesk@unil.ch instead of the headers

Via outlook.office.com

If you notice that a suspicious or fraudulent email has reached your mailbox, you may send it to us as an email attachment and we'll then be able to better tailor our anti-spam filters. While we used to ask for them in the past, headers are no longer necessary or efficient — we are therefore only keeping the documentation here for general information should you ever need to access an email's headers for another purpose.


  1. Connect to Outlook Online here: https://outlook.office.com
  2. Select the suspicious email
  3. Click on the … next to the smiley on the top right of the email, and go to Display > Show email details

    image.png

How can I know if the recipient has received or read my email?

Via les réglages Outlook Online (site web)
  1. Connect to Outlook Online here: https://outlook.office.com
  2. Select New email
  3. Click on …

    image.png


  4. Select Show message options…
  5. Tick the options you'd like to use
    • Read confirmation : the recipient can confirm that they have read your email if they're using a compatible application
    • Reception confirmation : you will get a confirmation that the recipient has received your email if they're using a compatible application, but you will not know whether or not they've read it

      image.png

These options are application-dependent. Thus, they are not a sure way of knowing whether your recipient has actually received or read the email you've sent them.

In the Outlook for Windows options
  1. On Windows, launch Microsoft Outlook
  2. In a new email, select Options then tick the confirmation types you desire

    Demande_Outlook_accuse_reception.jpg
     
  3. If you would like to generally get confirmations, navigate to File > Options
  4. In emails go to tracking and tick the options that you would like to enable.

    Options_accuse_reception.jpg

How can I enable read confirmation for the people who send me emails?

In the Outlook Online (web) settings
  1. Click on the gear icon on the top right of your Outlook Online window, then select Show all Outlook settings

    image.png

  2. Find the Read receipts option in the settings and select the one you would like to enable

    image.png

In the options on Outlook for Windows
  1. Go to File > Options
  2. In emails, go to tracking and select the option you would like to enable

    Outlook_confirmation_automatique.jpg

How can I load all my emails on iOS?

By default, the Mail app on iOS only downloads a limited amount of emails onto your phone's mailbox. If you would like to have access to older emails, you will have to change the Mail app's settings.

Via les réglages mail sur iOS
  1. Go to Settings
  2. Go to Mail

    iOS_1.png

  3. Select your Unil Exchange account

    iOS_2.png
     
  4. Select E-mails to synchronise

    iOS_3.png
     
  5. Pick the option that fits your use case

    iOS_4.png
     
  6. Done!

What's the trashcan's trashcan?

The trashcan's trashcan is a function that allows you to recover deleted emails.

This option only works on the Outlook apps and web-app.

Via the Deleted items on Onlook Online (web)
  1. Go to your Deleted items folder
  2. Select Recover deleted items...

    image.png


  3. Select the emails you'd like to recover, then click on Restore

    image.png

Via the Deleted items in Outlook for Windows
  1. Go to your Deleted items folder
  2. Select Recover items recently removed from this folder

    image.png


  3. Select the emails you'd like to recover, then check that Restore Selected Items is ticked and click on Ok

    image.png

I'm on Linux, how do I access my Unil email?

We recommend using Outlook Online (https://outlook.office.com) on Linux.

  • The easiest way to access your Unil email, calendar, and other Exchange features is through the web interface outlook.office.com.
  • Some generic settings are available if you'd like to set up an email-only client.

Part of my email is send as an attachment

In Apple Mail, go to the Attachment options under the Edition top menu bar entry.

There is a known issue with recipients not receiving the full email when the sender is using an older version of Apple Mail.

This issue occurs when an attachment is located before some of the email's content, making the Exchange server think that the attachment signals the end of the email's main body of text and thus disregarding everything after it.

To avoid this issue, you can:

  1. In the Mail app for macOS, go to Edition
  2. Select Attachments
  3. Tick the options Always send Windows compatible attachments and Ensure that the attachments are always at the end of the email

    FAQEx_Mail_attached_files.png

How do I automatically empty the Deleted items folder?

When you delete an email, it will be moved to the Deleted items folder on your mailbox and remain there for 30 days after deletion before being fully deleted. If you'd like your Deleted items folder to be emptied faster, you can make it automatically empty itself when you close your email application or the Outlook Online webpage.

Via the Outlook Online options (web)

After following these steps, the Deleted items folder of your mailbox will empty itself when you log out of Outlook Online or close the browser window you're using to access it.

  1. Connect to Outlook Online here: https://outlook.office.com
  2. Click on the gear icon on the top right, then Options

    auto_1.png

  3. Navigate to Emails then Automatic transfer
  4. Tick the box next to Empty Deleted items folder when I log out and click on Save

    vider_poubelle_OWA.png
In Apple Mail, in the app's settings
  1. In the Mail menu on the top left of the screen, select Preferences…
  2. Go to the Accounts tab
  3. Select your Unil account, then the Mailbox Behaviors tab
  4. Ensure that Store deleted items on the server is ticked
  5. Next to Erase deleted items, select When closing Mail

    mail_corbeille.png
In Outlook for Windows, in the settings
  1. Go to File

    Outlook_vider_poubelle_1.png

  2. Then Options

    Outlook_vider_poubelle_2.png

  3. Under Advanced options, tick Empty Deleted items when closing Outlook

    Outlook_vider_poubelle_3.png
In Thunderbird, in the settings
  1. In the Settings menu, select Account Settings

    vider_poubelle_tbird_1.png

  2. Select your Unil account and go to Server settings, tick Empty trash when quitting

    vider_poubelle_tbird_2.png

Can I instead empty the Deleted items folder on a schedule?

Yes, via the retention strategies in Outlook Online (web)

If you'd like the Deleted items folder to empty itself on another schedule than the default 30-days, you can change the retention strategies in Outlook Online.

These options only apply to the user-created folders inside your mailbox on Outlook Online, and will therefore not be applied to the default folders

  1. Connect to Outlook Online here: https://outlook.office.com
  2. Right-click the folder that you would like to apply custom retention strategies to
  3. Select Attribute strategy and select the one that suits your use case best.

strategie_retention_OWA.png

Are there limitations when it comes to the emails I might send from my Unil account?

Yes! To prevent spam, Unil accounts follow the default Exchange Online send limitations. You can find more info on the official Microsoft page on this topic. If you were in a position to need to send more emails than allowed by the settings, you should either use a distribution list or contact the helpdesk.

Can I remove a sender from my blocklist?

In some cases, someone might mistakenly end up in your blocklist. Their emails would then automatically end up in your Junk emails folder. To remove someone from your blocklist, you will need to access the settings in Outlook Online.

Via Outlook Online (web), in the Options
  1. Connect to Outlook Online here: https://outlook.office.com
  2. Select the gear icon on the top right, then click Options

    image-1587468827861.png

  3. Navigate to the appropriate section by going: Emails > Accounts > Block and authorize, then scroll down to Blocked senders. You may now select the senders you would like to remove from your blocklist, then clock on the trascan icon and click Save to save your changes.

    image-1587468857090.png

How do I remove my Unil account from the macOS Mail app?

Via the Apple Mail Settings, in the application

On older versions of Apple Mail for macOS 10.5 and below, erroneous credentials may end up sending a deluge of error messages towards our servers. It would therefore be advised to remove the Unil account from your saved Mail accounts.

  1. In the Mail app for macOS, go to Settings then Accounts

  2. Select the Unil account, and click on -

If the Unil account is used by other apps, you may have to go and remove it in System Preferences > Internet accounts.

Outlook refuses to load new emails and says it is in "work offline" mode, what can I do?

When it suspects that it is connected to a metered internet connecion, Outlook may activate its "work offline" mode. This stops new emails from being fetched until "work offline" mode is disabled. You may notice that Outlook is in "work offline" mode if new emails fail to be loaded or if a red X symbol appears next to the Outlook icon.

To fix the issue and switch in or out of "work offline" mode, you can simply go to the Send/Receive tab at the top of your Outlook window and click on the "work offline" button.

You can find more information on this feature in the Microsoft documentation.

Can I keep my Unil email after the end of my contract or studies?

No. A Unil account and its associated mailboxes are closed six months after the end of the person's studies or contract. It is very important that you save all the emails you would like to keep before your mailbox is closed.

All Unil mailboxes are dependent on their respective Unil accounts. Thus, when a Unil account is closed, the mailbox associated is closed as well. This is why we strongly advise you to inform the people contacting you via your Unil email and provide them with another address at which they may reach you, and also save all the emails you'd like to keep. Accesses are closed six months after the end of a person's contract or studies.

If you've graduated from Unil, you may be eligible to an ALUMNIL email. This is not a full maybox, but only a redirection towards an email address of your choosing.