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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

    3.png
  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

  • Available options
    • e-mail
    • calendar
    • contacts
    • reminders
    • notes

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.

  • Android options
    • e-mail
    • calendars
    • address book
    • tasks: third party app required
    • notes: third party app required

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

  1. Launch the Mail app and navigate to the settings

    01.jpg

  2. Select Add another account

    02.jpg

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

    03.jpg

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

    04.jpg

  5. Input your Unil password

    05.jpg

  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.

  • Options
    • e-mail

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)

UNIL e-mail with your private e-mail address

Use your UNIL e-mail with your private email address

For students only!

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.

Transfer your e-mails to another e-mail address

1. Log into https://outlook.office.com with your UNIL credentials.
2. Go to the Options menu

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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

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