What is O365?

O365 is Microsoft’s online collaboration platform. It includes email, calendaring, file storage (OneDrive), collaboration tools and more. Watch Microsoft’s short video on Office 365.

What are the benefits of using Office 365 for email and calendaring?

Office 365 Outlook provides you with business-class email, calendars, and contacts, which can be accessed from your web browser, computer or phone. Delivered as a hosted service from Microsoft, it offers a high standard of security for your information while providing the control you want and the reliability you need. Office 365 runs your email on Microsoft’s globally-redundant servers protected by built-in antivirus and anti-spam filters.

How will I use Office 365 for email and calendar?

Below describes some ways you can connect to your email account:

Web Browser: The Outlook Web App lets you use a web browser to access your mailbox from any computer that has an internet connection. You can use it to read/send email messages, organize contacts, create tasks, and manage your calendar and the shared calendars. You can use Outlook Web App with almost any Web browser. This includes Internet Explorer, Edge, Mozilla Firefox, Google Chrome, Apple Safari.

Email Client: You can access Office 365 using your desktop Microsoft Outlook application (recommended by Microsoft).

Mobile phones and tablets: Office 365 also works with a variety of mobile phones and tablets. You can set up your mobile phone or device to access your email, calendar, contacts, and tasks check out Android,  Apple iOS or BlackBerry support page for more information about how to configure your mobile device.

Will Outlook work with operating systems other than Mac or Windows, such as Linux?

Yes! Outlook can be accessed via web browser, which will allow any OS that can access the internet access to Outlook.

I’m a Mac/Apple user. Will O365 work for me?

Yes. Almost all of O365's services and features offered for Windows will work on Mac devices.

Will O365 work on my phone/tablet?

Yes! O365 apps are optimized for mobile use.

I’m a Linux/Unix user. Will O365 work for me?

Yes! All the features available in O365 are available through a web browser. Email will also work with most major mail clients.

How is O365 different from what we have now?

O365 gives you access to the entire suite of Office applications.See the applications page for more details.

How much will it cost? Will my department have to pay to use it?

There will be no cost to your faculty or department.

Will I still be able to use my Central Mail/Mymail account?

Yes! Only Lotus Notes email accounts will be migrated to Office 365 at this time (Fall 2017).

What is the difference between Office 365 and Office 2016?

Office 2016 is the newest version of the Office productivity suite (Word, Excel, PowerPoint, etc), a software suite typically accessed via the desktop. Office 365 is a cloud-based subscription to a larger suite of programs that includes Office 2016. For more info, click here!

What happens to orphaned mailboxes (mailboxes with no owners) after migration?

Until December 31st,  2017, Orphan mailboxes— including mailboxes whose owner has left the university— will remain active and accessible to all who had previously had access to them. All relevant mail must be moved to an existing O365 mailbox before this time, or it will be deleted.

Why is my name different in Office 365?

Your Microsoft Office account's data is populated by the HR database. This means that whatever your ‘Primary’ name is recorded as in HR will appear in the Active Directory as your Office 365 username. You can change your ‘Primary’ name online via HR Self-Serve. Changes made to your ‘Primary’ name will be visible in other systems, including MS Outlook Address Book within the next business day.

Security & Privacy

How secure is the information contained in emails and attachments?

Office 365 Outlook maintains the latest defenses against viruses and spam with ForeFont Online protection for Exchange, a service that handles over 150 million messages from 8.5 million users around the world every day and is updated to protect against new virus and spam threats as soon as they appear. Microsoft helps to safeguard your data by hosting it in Canadian data centers with continuous data backup and a premier disaster recovery plan. Email, is vulnerable to access by unauthorized parties in transmission and in storage; it is recommended that electronic communication, including email not to be used for sensitive data.

How is my privacy protected?

The Office 365 service for York University is governed by a formal agreement between the University and Microsoft that provides significant assurances concerning the security and privacy of the information stored or handled in Office 365.

The University has also done a risk-based Privacy Impact Assessment of the email service to ensure that potential risks have been identified. Steps were taken to mitigate those risks and the University meets its legal requirements with respect to privacy.

All of York University’s policies, including guidelines on email continue to apply to the Office 365 service.

Where can I find additional information on Microsoft Privacy and Security?

O365 information about security, privacy and compliance can be found on Microsoft’s website. All aspects on this website are also included in the contract Terms and Conditions.

Could Microsoft make a data ownership claim on data stored in the York O365 accounts?

No. It is clearly addressed in the Microsoft online services agreement that they can not.

Will I still use my Passport York login ID and Password to login to O365?


Will Microsoft have access to my Passport York login ID and Password?

No, York University will be providing the authentication service.

Will Microsoft somehow use the information in our accounts or metadata about our accounts (data mine) for commercial purposes?

Microsoft’s contractual commitment restricts any use of information in or about YU accounts to use required to deliver the service. For example: Microsoft automated service will scan incoming mail information in order to implement mail filters.

Is moving York mail to O365 effectively ceding control of future terms and @yorku.ca email addresses to Microsoft?

No. The terms and conditions include provisions that allow York to move our accounts elsewhere if we so wish.

Will O365 change YorkU's spam filtering?

The new spam filters in O365 have different rules for catching spam than our previous environment; as a result, some emails that previously went to your inbox may go into your junk mail folder after the migration. Learn more about junk mail with O365.

Deployment & Scope

Why are we doing this now?

A key factor in moving to O365 is the deployment by Microsoft of a Canadian data center which keeps YorkU account information in Canada.

When is YorkU planning to implement O365?

We plan on having test groups within the new O365 environment in September 2017. The general roll-out to faculty and staff will begin in Fall 2017.

What services would be included in YorkU’s rollout?

Please see the Application Page for all apps/services offered by O365!

What will I have to do during the migration to O365?

Please review all communications sent out regarding the O365 project and follow the Migration Checklist.

Will the OneDrive storage space replace my shared drives?

No, not at this time. You will still have access to your shared drives and all your files during and following the migration.

Will this affect the departmental shared drives?

No, not at this time.

Will Macs be treated any differently than Windows computers?

No. Mac users' migration and implementation of new services will be the same as those using Windows computers.

I’m a Mac/Apple user. Will I have to use O365?

To take advantage of YorkU’s full suite of services, you will have to use O365; however, you can choose to setup a different email client to work with O365 if you wish. (Keep in mind, Outlook is York University's officially supported email program.)

Are students affected by this?

YorkU undergraduate students will have access to the O365 suite, but will still have access to the Google suite, and will continue to use Google for email.

Will there be an email outage during the migration to O365?

No. You will be migrated after office hours, so migration shouldn't  impact your regular work day.


How big will my new email quota be?

100 GB instead of your current 2 GB.

How much storage space (OneDrive) will I have?

You will have 5 TB of storage space with OneDrive. You will also still have access to your departmental shared drives.

I share my calendars with others, will this still be possible with O365?

Yes. Calendaring features will be comparable in O365, click here to find out more!

Will students be able to see my calendar?

By default, students, faculty and staff will continue to see only your free/busy information (no specific details). If desired, you can completely hide your calendar from everyone and only make it available to those you wish to see it.

Will this impact how I use my Outlook email client or MS Office suite (ie: Word, PowerPoint, Excel, etc.) on my computer?

O365 will have no effect on the software already installed on your computer. You will use Office products the same way you did before. The only difference is you will have more space for your email and files – 100 GB email quota and 5 TB of storage space in OneDrive.

Will I continue to be able to use software locally installed on my computer such as Microsoft Word and some of the add-ons for the Microsoft products that I have purchased?

Yes. So long as the add-ons are compatible with Office 365.

Do I need a wired internet connection to use O365, or does it work wirelessly?

O365 will work with any internet connection in any location on or off campus.

Will I be able to recover email? How?

Yes, you will be able to recover email by logging in to the web email client, right clicking on the deleted folder and choosing to restore deleted items.

Will I be able to recover files? How?

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How will I access O365 OneDrive? For example, can I have a desktop icon on my computer for that purpose?

There is a OneDrive client that you can install on your computer (Windows/Mac) that will allow you to access your OneDrive and synchronize it with a folder on your device. You will also have the option to map a folder or drive to your OneDrive directly if you wish.

Will Mail-in Databases be migrated?

Yes! Mail-in databases will be migrated automatically as "Shared Mailboxes". Shared Mailboxes have the same functionally as mail-in databases

Will my email folders stay the same?

Yes! Your mail will be migrated in the same folder structure that it currently has in Lotus Notes.

What is the 'Unfiled' folder in Outlook 2016?

Any mail located in your "My Documents" folder in Lotus Notes that has not been associated with any other folder will be migrated to the Unfiled folder when the rest of your mail migrates.

Will Archive mail be migrated?

Archive mail will be migrated after your regular inbox email. Local archives, any backups you have saved locally (on a hardrive, Cloud or USB) will not be migrated.

What is the maximum size for a file attachment in an O365 email?

35,840 KB for outbound messages and 36,864 KB for received messages.

Does Outlook have an instant messaging replacement for Sametime?

Yes! We are in the process of enabling Skype for Business for instant messaging. In the meantime, migrated users can send and receive Sametime messages as part of their post-migration read-only access to Lotus Notes.

Do room bookings migrate?

Room bookings do migrate from Lotus Notes and Outlook

During the migration, all rooms reside in the Lotus Notes system, but are accessible from O365. Rooms will migrate to O365 once all users have migrated from Notes to O365.

If a particular room is currently set to request approval for each booking, the approver must go back into Notes to approve the requests.

  • This approval function can be removed by request.

To request this function be removed from a room during migration, contact o365@yorku.ca 

Which email clients will be supported?

Recommended Email Clients: For the best experience with Office 365, Microsoft recommends connecting via Exchange using Outlook 2010/2011/2013/2016, Outlook App for iOS/Android, or connecting to the Outlook Web App via the recommended Web Browsers.

Supported protocols: Office 365 can support the following protocols: Exchange(MAPI), ActiveSync, EWS (Exchange Web ServiceS), IMAP, POP3 . Office 365 does not support Calendar standard (CalDAV) or address nook standard (CardDAV).

IMAP/POP3 Considerations: IMAP/POP3 connections will be supported and are on by default. However, Office 365 is an Exchange service, meaning that clients who connect using IMAP/POP3 protocols will have limited functionalities. Click here for Settings!

Which browsers can I use to access the web interface (Outlook Web App)?

Please refer to the Microsoft support website for updated supported browsers to access Outlook Web App.

What happens to my data in Outlook if I no longer work for the University?

If you are no longer employed by York University, YorkU may decide to immediately delete your Office 365 data. This includes your email, calendar, contacts, and OneDrive files (including documents you’ve shared). Prior to your departure from the University you should coordinate with your manager and provide copies of critical documents stored in your OneDrive or email. Your account is recoverable for a period of no more than 30 days from the date your affiliation with the University ends.

Can Office 2010 and 2016 co-exist?

Yes! Office 2016 will not replace your existing Microsoft software. Users can even use the different versions simultaneously.

Is document collaboration possible with users that are not on the YorkU Office 365 platform?

Yes! anyone can collaborate provided they set up a Microsoft account. When you invite someone to collaborate and they do not have an account, they will be prompted to create one. There is no registration fee.

Does O365 include MS Office (Word, Excel, PowerPoint, etc.)?

Yes! A primary step of the Office 365 project is the Office 2016 installation. You have been, or will be upgraded before email migration.

What is the Focused Inbox for Outlook?

Focused Inbox helps you focus on the emails that matter most to you. It separates your inbox into two tabs—Focused and Other. Your most important emails are on the Focused tab while the rest remain easily accessible—but out of the way—on the Other tab. You’ll be informed about email flowing to Other, and you can switch between tabs at any time to take a quick look. For more info, click here! For instructions on turning off Focused Inbox, click here!

What are O365 Groups?

Office 365 lets you easily create and manage groups. When you create a group, Microsoft Office will automatically provision that group with:

  1. A SharePoint site
  2. An email address
  3. A team in Microsoft Teams

How To

How do I respond to a meeting request using the Outlook Web App?

If you don’t arrange meetings and send invitations using Office 365, it is recommended that you learn how to respond to a meeting request in Office 365.
When you are invited to a meeting via Office 365 you will get an email message that states the following:

Accept: Outlook Web App automatically adds the meeting to your schedule and creates a new email message to the organizer to update your status.

Tentative: The meeting is automatically added to your schedule. An email message goes to the organizer to update your status.

Decline: Outlook notifies the organizer that you cannot attend the meeting. It is recommended that you include a business reason why you cannot attend the meeting.

NOTE: It is important to always send a response to meeting organizers, as they are unable to track your responses otherwise. If you accept or decline a meeting request without adding a response, organizers have no way of knowing that you did take action. More information on how to manage calendars can be found on our training page.

How do I share my Office 365 calendar with someone inside or outside campus?

You can use the Outlook Web App to publish your calendar so that others outside campus can see when you are busy. Create URLs that will allow people outside campus to view your calendar online. One URL lets the recipient subscribe to your calendar by using Outlook/Outlook Web App, and the other lets the recipient view your calendar in a web browser.

How do I create a shortcut on my desktop to Outlook Web App?

To create a desktop icon for your Outlook Web App:

  1. Open Chrome, Firefox, or Internet Explorer
  2. Go to: the Office 365 Portal 
  3. Sign in using your pyusername@yorku.ca and Passport York password
  4. Navigate to your email, by selecting the mail tile 
  5. Now, minimize your window click the url displayed in your internet's search bar, and drag and drop it to your desktop
  6. A shortcut will be added

Note: You will still need to sign in to access mail using a desktop shortcut

How do I send an email using Outlook Desktop Client?

Please refer to the Self Study and Reference Guide for instructions!

How do I create an 'Out of Office automatic reply'

  1. Open Outlook on your desktop
  2. Navigate to the "Info" tab under "File"
  3. Select “Send automatic replies”
  4. Select, “Send only during this date range”
  5. Choose a start date and time and an end date and time for your out-of-office notification
  6. Under the “Inside my Organziation” tab, type your internal out-of-office message
  7. You may want to highlight and copy it
  8. Under the “Outside my Organization” tab type or copy your external out-of-office message

How to add a shared mailbox using Outlook Online?

To add a shared mailbox using the Outlook Web App:

  1. Sign in to your account in Outlook Web App.
  2. Right-click your primary mailbox in the left navigation pane, and then choose add shared folder.
  3. In the add shared folder dialog box, type the name or email address of the shared mailbox, and then click add.
  4. The shared mailbox displays in your Folder list in Outlook Web App. You can expand or collapse the shared mailbox folders as you can with your primary mailbox. You also can remove the shared mailbox from your Folder list. To remove it, right-click the shared mailbox, and then click delete.

How to add a shared mailbox using the Outlook desktop client?

If you do not think you have access to a shared mailbox, you will need to manually add it. Before manually adding a shared mailbox in the Desktop client, you need to: 

  1. Check to see if you already have access to it:

2. Wait 24 hours after migration


1. In Outlook 2016, click Mail in the bottom-left corner of the window (if necessary)


2. Right-click your account name (i.e., email address) in the folders pane on the left side of the window and select Data File Properties from the menu


3. Click the Advanced button in the Properties window


4. Then, click the Advanced tab


5. Click the Add button to specify a shared mailbox


6. Type the email address for the shared mailbox in the "Add Mailbox" field and click OK


7. The account now appears in the list of additional mailboxes. Click Apply and then OK (twice)

The shared mailbox now appears in your list of email folders under its own heading allowing you to view, send, and manage emails for this group account.

How to add a shared mailbox using a Mac?

How to Search Inbox folders

On a Windows Machine

To make your inbox searching more effective, ensure you are using the folder select drop down found just to the right of your search bar.

Note: Searching all mailboxes will not search folders that have been shared with you. To search delegated (shared) folders, you must go into a folder in the delegated mail file and then search within that folder or within the mail file.

You can also filter and refine your searches for added accuracy. To find out more, click here!

On a Mac

  1. To search your inbox on a Mac start by opening Outlook and navigating to the search tab
  2. Next, select the criterion for your search
  3. Finally, type your search into the search bar in the top right of the window

How to Pin the toolbar in Outlook

To pin the toolbar in Outlook:

  1. Open Outlook
  2. Navigate to the "View" tab
  3. Select the pin icon in the rightmost corner of the top ribbon Image result for pin symbol

How to allow others to view (but not edit) your calendar

Using a Windows Machine

In Outlook, you can share your calendar with other people, request to view theirs, and select which details you want to share. Please note this is not the same a delegation.

  1. In the Navigation pane, select "Calendar"
  2. From the "Home tab", select "Share Calendar"
  3. In the "To..." field, enter the e-mail address of the people you want to share your calendar with
  4. Select the level of details you want them to see:

5. Select the "Request permission to view recipient's Calendar" checkbox if you want them to share their calendar with you

6. Click "Send"

7. Select "Yes" to confirm.

For more information on calendar sharing, click here!

Using a Mac 

  1. In the Navigation pane, select "Calendar"
  2. On the home tab, select "Calendar Permissions"
  3. Select "Add User" and add the name of the user you wish to share your calendar with
  4. Select the permission level (pull down) you'd like them them to have
  5. Click "Okay"

How to add/view a shared calendar on a mobile device

To add/view a shared calendar in on a mobile device:

First, the user sharing the calendar needs to send calendar permissions to the user who wishes to access it on their mobile device. Next, the user the calendar is shared with needs to action the notification email using their Mobile Client.

User sharing the calendar

Users granting access to a shared calendar must ensure they first have access to the mailbox to which to which the calendar belongs

1. Using a web browser, log in to the Microsoft portal
2. Select, "Mail"
3. Open your account's calendar 
4. Next, open the "My Accounts" tab by selecting your username from the top right corner
5. Select "Open another mailbox"

6. Enter the shared mailbox name to login to the shared mailbox

7. Open the shared mailbox's calendar 
8. Right click on the "Calendar" field and select "Sharing Permissions"

9. In the "Send a sharing invitation in the mail" field, enter the name of the user you'd like to give calendar access to (this can be your own username)
10. From the pull down menu,  select the calendar access level you'd like to assign to that user (typically you would select "Delegate" if you want to delegate the full calendar)

11. Click "Share"

You are now done sharing the selected calendar; however, the person who has been emailed access to the calendar still has to set it up for access on their mobile device. This requires them to action the shared notification email using their mobile Outlook client.

User the calendar is shared with

After the above steps have been completed, the assigned user will receive an email from the shared mailbox indicating that they have been granted calendar permissions

  1. The user the calendar is shared with must accept and action the invitation using the Outlook mobile client on their phone/mobile device (Android or IOS)

Once the invitation is accepted, the user will see the shared calendar in the calendar view on the mobile device

How to create groups in Office 365

To create a group in Office 365:

1. Open the Outlook web app via portal.office.com
2. Navigate to the "Groups" field located in the left panel,  and select "Create"
3. Now, select "Next" to create a standard group
4. Enter a "Group name" (this will become the group's default email address)
5. Next, create a meaningful description
6. Now, choose if you'd like your group to be Public or Private

*NOTE: Public groups can be seen and joined by anyone at York U, and the group's contents can also be accessed by anyone at York U

7. Review the remaining group options, and then click 
8. Now, input the name of the member you'd like to invite to the group and then click

10. You can add multiple people simultaneously

How to set privacy settings (public/private) for groups in Office 365

By default, when you create a personal group in Office 365 it is set as "public"; however,  an option exists to make the group "private"

Public groups can be seen and joined by anyone at York University, and the group's contents can also be accessed by anyone at YorkU.

Private groups can only be seen and joined by people who have been invited or approved by a group owner. Their contents are likewise only accessible by existing members of the group.

If a group already exists and you want to change it from "public" to "private" (or vice versa), you can by following the steps below:

Change a group to "private" or "public" in the Outlook web app:

1. Open the Outlook web app via portal.office.com
2. From the left panel, select the Office 365 group that you wish to edit

3. From the group page, click the group settings icon

4. Next, select "Edit group"

5. From the "Privacy" dropdown, choose either "Public "or "Private"

6. Click to make your selection, and close the page. It may take a few minutes for the changes to take effect

How to Recover Deleted items in Office 365

When you accidentally delete an item from your Outlook mailbox, you can often recover it. The first place to look is the "Deleted Items" folder. If you can't find it there, the next place to look is the "Recoverable Items" folder, which you can access by using the "Recover Deleted Items" tool.

Recover an item that's still in your Deleted Items folder

When you delete an email message, a contact, a calendar item, or a task, it's moved to the Deleted Items folder in your mailbox. If you're trying to find a message that was deleted, the Deleted Items folder is the first place to look. If the message is there, here's how to recover it:

  1. In your email folder list, click Deleted Items 
  2. Once you've found your message, do one of the following to recover it:

a. To restore a message to your inbox:

I. Right-click it, and then click Move > Inbox

b. To restore a message to a different folder:

I. Right-click it, and then click Move > Other Folder 

Click Move and then click Other Folder

II. Select a folder location and then click OK

c. To recover other types of items in the "Deleted Items Folder", Do one of the following::

I. To recover a contact, right-click it and then click Move to Contacts

II. To recover a calendar item, right-click it and then click Move to Calendar

III. To recover a task, right-click it and then click Move to Tasks

Select a folder to move other types of items

Recover an item that's no longer in your Deleted Items folder

If you can't find an item in the Deleted Items folder, the next place to look is the Recoverable Items folder. This is a hidden folder, and it's the place where items are moved when you do one of the following things:

  1. Delete an item from the "Deleted Items folder"
  2. Empty the "Deleted Items folder"
  3. Permanently delete an item by selecting it and pressing Shift+Delete

To Recover an item that's no longer in your Deleted Items Folder:

1. In Outlook, select the Folder tab

2. Next, click Recover Deleted Items

3. Select the item you would like to restore

4. Ensure the Restore selected item field is selected

5. Click OK

How to set an automatic reply for a shared mailbox

To set an automatic reply for a shared mailbox:

1. First, open the Outlook Web App via the Mircosoft Portal

2. Next, click your username in the top-right corner of the page

3. Select, Open another mailbox...

4. Search and select the mailbox for which you'd like to set an automatic reply

5. Click Open

6. Once your shared mailbox opens in a separate tab, click Settings

7. Select Automatic replies

8. Select Send automatic replies

9. Choose the period of time in which your automatic reply will be visible to senders

10. Draft your automatic reply

11. You can choose to share this message externally or internally

12. You can even write a separate message for external senders

13. Click OK

Your automatic reply will now be displayed to senders and O365 users will even see your automatic reply before they send you mail

How to Share Files with a Shared Mailbox using OneDrive

Sharing files with a shared mailbox via OneDrive can be difficult, as permissions are not assigned to an individual, but to the shared account itself.

This means that, when you share your file with a shared mailbox, the mailbox (and the users who have access to it) will receive notifications that the file has been shared, but not the permissions necessary to access it. If you need to share a file with members of a shared mailbox, it is recommended to share it directly with the individual members.

Let's pretend Martha wanted to share her latest potluck sign-up sheet with Bruce, Lois, and  Lex, and all three are part of the peoplewhodostuff@yorku.ca shared mailbox. If Martha sends the email directly to the peoplewhodostuff@yorku.ca, Bruce, Lois and Lex would receive a notification that the potluck signup sheet had been shared with them, but, when they go to fill it in, they would be told that they don't have permission to access the sheet. However, if Martha shares the document with Bruce, Lois, and Lex separately, then they will each receive a notification and when they click it, they will each be able to edit the sheet and tell Martha what they are bringing to lunch!

To share files with individual users, click here!

How to Approve a Room/Resource Booking as Moderator?

Generally, rooms/resource requests are automatically approved/declined in O365 based on the resource's availability. However, there are rooms and resources restricted to a group or persons, and rooms that require approval from an owner.

How to Approve/Decline Meeting Rooms/Resource Request

  • Once a meeting is booked with a location that requires approval, the requestor will receive a tentative response pending approval from the owner

  • The resource owner will receive an email requesting approval and will need to either approve the resource booking request or decline it. There are two ways for the owner to action the meeting room request:

Option 1: Via Email

The owner can click accept or decline from the meeting invitation email received. To do so:

1. Open Email in a new window and click Accept or Decline

A meeting room request that requires an action from the resource owner will display the following message:

An accepted meeting, once opened, will display this message:

Option 2: Via Calendar 

Additionally, the owner can open any tentative events that appear on the resource's calendar and approve or decline them from there. To do so:

1. First, the owner will have to add the Room Calendar in Outlook. To add the calendar:

a. Click Calendar on the left side of the Outlook window

b. Locate the section labeled My Calendars on the left side of the window. Any room resources for which you are a manager or delegate should appear here. If you do not see the room:

i. On the Ribbon, click Open Calendar

ii. Select Open Shared Calendar…

iii. Type in the name of the room in the dialog box

iv. Select the calendar you want to display

2. Next, the Owner will need to open the room's calendar by selecting it. The request with a tentative icon (hashed border pictured below) indicates that the meeting room request has not been approved or declined

3. The owner can open any tentative meeting and approve or decline it


Is there support for mobile devices like smartphones and tablets?

Microsoft recommends using the Outlook App in Android and iOS; if you are using another app, such as the built-in mail apps, then UIT is only able to offer best-effort support.

What mobile devices does YorkU support for Office 365?

York University only supports Office 365 on Android, Apple iOS and BlackBerry devices.

Will Office 365 email and calendar work on my Android, iPhone, or other mobile devices?

Yes! O365 is configured for use on all mobile devices.

How do I set up Outlook on a smartphone or tablet?

Please go to the Android Apple iOS or BlackBerry support page for instructions.

What happens to my IBM Lotus Notes Traveler?

Your mobile configuration with IBM Notes Traveler will stop working. You will need to remove your IBM Notes Traveler account from your mail application, and install and setup the Outlook Mobile app.

How do I remove IBM Lotus Notes Traveler from my mobile device?

To remove a IBM Lotus Notes Traveler account from an Apple or Android device, click here!

What is the Scheduled Mailbox?

The "Scheduled" mailbox is a great way to manage important emails that come in during busy times, so they are not forgotten. This exciting Outlook feature allows you to move mail from your inbox to your "Scheduled" mailbox with the swipe of your finger. You can choose any length of time for your mail to stay in the "Scheduled" mailbox, and after that time, the email will return to your inbox and you will be notified as if the email was just sent.

To find out how to set up and use your Scheduled mailbox, click here!

Why did removing Lotus Traveler delete my phone contacts?

If you had configured IBM Lotus Notes to maintain your local contacts on your mobile device, it is possible that when you remove IBM Lotus Traveler, you may wipe those contacts.

To restore your contacts in Outlook, click here!

Why can I still see my deleted emails? (Android Mobile Issue)

Currently, Outlook for Android version 2.2.4 is experiencing a bug that prevents users from permanently deleting any messages in the deleted items folder of their inbox. This means that if a user permanently deletes an email in the Android app, it will reappear in their next session. Microsoft is currently working on a solution to this issue, and in the meantime, the O365 project team encourages affected users to delete emails via the Outlook web client, or desktop client.

Why can't I access my shared mailbox using the Outlook App?

The current version of the Outlook app for mobile devices does not support shared mailbox access.

If you need to access your shared mailbox via your mobile device, you can use your preferred browser to access Outlook Online where you will have full access to all of your shared mailboxes.

How do I configure an IMAP connection on my Mobile Device?

While it is possible to access your mail on your mobile device via IMAP connection, it is not supported as it has limited functionality (no calendaring data).

Below is the information required to configure IMAP, SMTP and POP connections:

Server name Port Requires SSL (TLS)
Incoming Mail (IMAP) Server: outlook.office365.com 993 Yes
Incoming Mail (POP) Server: outlook.office365.com 995 Yes
Outgoing Mail (SMTP) Server: smtp.office365.com 587 Yes

For more information on IMAP connections, click here!

How do I book a room using the Outlook mobile app for Android?

Currently, there is a bug within the Android mobile application that does not allow for room booking using the Location field.

To book a room using the Outlook Mobile app for Android:

1. After inviting all meeting members, search the room you'd like to book in the People field

2. If the room you wish to book does not appear as you type, click Search Directory

3. Tap the room you'd like to book


The room will now appear in the people field