Office365 Mail


Overview

At Saitama University, we are utilizing Microsoft Office 365 Education.

We call the cloud email service in it "Exchange Online" as "Office365 Mail", and we are providing it to all users.

Eligibility

All students and teaching staff of the university can use this service.

Cost

There is no cost for users.

Application Method

No special application is required.
University-wide unified authentication account holders, who also have the "eligibility to use" mentioned above, can use it.

Usage Guide

The email address for Office365 Mail is listed on the distributed "Unified Authentication Account Notice".
If you happen to forget it, please refer to the FAQ "I forgot my email address".

About Multi-Factor Authentication

The university's mail system has introduced multi-factor authentication. Please check here for the setting method and other details.

Web Mail

We provide a manual for Outlook on the Web (formerly OWA) to send and receive emails on the web browser.

However, please understand that this does not always guarantee solving the problem.

The URL for signing in is listed in the manual. Alternatively, you can use the link in the quick link on the right.

Email Software & Smartphone (Exchange connection)

Outlook, Windows Mail, and Apple Mail (macOS 10.14 and later) connect via Exchange.

There is also a method of using the Outlook app in the case of smartphones (Android, iOS).
Outlook app for Android  ・Outlook app for iOS 

Email software (IMAP connection)

In email software where IMAP connection support is clearly stated in this announcement, it is possible to send and receive emails using the setting information below.

Please note that we will continue to provide this service as is.
While we do accept reports of issues, we may not always be able to resolve the problem.

Receiving Mail (IMAP)Mail Sending (SMTP)
Encryption Method SSL STARTTLS (TLS)
Port Number 993587
Server Name outlook.office365.com smtp.office365.com
Authentication Method OAuth2OAuth2
Account Name Email Address
※ Do not omit the @(mail|ms).saitama-u.ac.jp part!

Restrictions

There are some restrictions when using this email system.

  • Size of emails
    The total size of the body and attachments combined can be up to approximately 40MB.
  • File Attachment Restrictions
    Some file extensions cannot be attached to emails (e.g., .exe .pif .scr .vbs).
    In such cases, please consider exchanging files through other means.
  • You cannot falsify the From address
    The From can only be the user's own Office365 email address (~@ (mail|ms).saitama-u.ac.jp).
  • You can no longer set the address 'display name' in email software, etc.
    Please refer to the announcement dated November 1, 2018 for the reasons for introducing this restriction.
    Please set it according to the method on this page.
  • Securing email software security
    If you are using email software or apps, you should use the latest version as a rule, and do not use discontinued products.
  • Please do not send an exceptionally large number of emails
    If you have negatively affected other users or sent mail suspected of being spam, emergency measures may be taken as necessary.
    (Please check Microsoft's information for details on restrictions by Office365)

Documents and Manuals, etc.

Guide to Using Web Mail

PC Email Software

Use on smartphones and other mobile devices

Matters Related to Email Migration

The migration from the conventional system (the university's server) to the Office365 email was completed by 2018 for the Saitama University's email system.

Regarding the use of email for university operations (Notice)

At Saitama University, we may contact you via email addressed to Office365 for various notifications.

Please check your emails regularly.

Also, please note that we may disclose your Office365 email address to departments necessary within Saitama University.

FAQ

Can I use it with the email app on my smartphone?

You can use the built-in mail app on your smartphone's OS, or you can use the Outlook app provided by Microsoft.
Please refer to this setup information and try setting it up.

Please select "Exchange" for the setting method.

Can I forward emails to my mobile phone?

It is possible to set up forwarding on Webmail (Outlook on the web), but it is not recommended.

If you have a smartphone, you can directly send and receive emails on the mail app, so please consider using this. (For the setting information, please click here)

I want to change the sender's display name

Please tell me the precautions when using the university's email for job hunting

Job hunting is an important event for students, but it is also important for the companies that are hiring.

In order not to cause trouble to the companies you desire, be sure to keep the following in mind and make sure to receive important communications reliably.

1. Please verify whether you have registered the correct address.
If you incorrectly register your email address, you will not receive any contact.
Please carefully confirm at the time of registration, and if you are uncertain, consult with the company's inquiry contact.
2. If you are forwarding mail to your mobile phone or smartphone, please be aware of domain denial settings.
If you have a setting that denies the domain of the company you desire, an error email will be returned to them, causing inconvenience.
Please set to allow the target domain before registering your address.
(For how to set up domain denial/permission, please inquire with your mobile phone company)
3. After graduation or completion of the university, you will not be able to use the university-issued email address.
If you continue job hunting even after graduating or completing the university, please change your contact email address.
For more information, refer to the FAQ "Until when is my account valid?".

I Forgot My Email Address

Please access the password change page and log in with your unified authentication account ID and password.
After logging in, you can check your email address by clicking on the "Office365 information".
After verifying, please log out without changing your password.

I forgot my Office365 email password

The password for your email address is the same as your university-wide unified authentication account.

For reissuing the password of your university-wide unified authentication account, please refer to here.

I can't find the email that was supposed to have been sent to me. Please consult with your affiliated department regarding emails using WebClass and similar features.
The information below is exclusively for emails sent directly from the sender.

If you think you haven't received an email, first sign in to Webmail (Outlook on the web) and check again to see if there are no emails.
※If you are setting up forwarding, be sure to check the [Keep a copy of forwarded messages]. If you violate this operation, you may not be able to get relief.

If you cannot find it on Webmail, please check the following items.

  • How did you know that you had received an email?
    If you can contact the sender, please ask them if they have received any error messages or Non-Delivery Reports (NDR), and consider obtaining the message text.
  • Just in case, please consider whether the sender might have made a mistake in the email address of the recipient.
  • If you have any conditions such as who and who doesn't receive emails, or from when they're not received, please contact us in as much detail as possible.
    Or, please let us know the specific email that was not received (Date and time/ Sender (From)/ Recipient (To)/ Subject).
  • There is a possibility that it has been determined to be spam.
    Please confirm following this procedure.
  • Please check the subfolders under the inbox.
    If there is a ∨ mark on the left of the inbox, you can see the list of subfolders by clicking on it.
  • Please check if the 'Focused Inbox' setting is enabled.
    cf. Notice 【Office365 Mail】Please be careful with the Focused Inbox setting

Failed to send email

Please check the contents of the error email. The following is an example of an error.

  • "The message could not be delivered. The Domain Name System (DNS) reported that the recipient's domain does not exist."

    First of all, please check to make sure that you have not mistyped the destination address.
    Did you make a spelling mistake, or intend to input in half-width characters but it became full-width characters?
    Please be cautious, especially as it is difficult to distinguish between full-width and half-width hyphens and periods depending on the font being displayed.

Do faculty staff have "@mail" and students have "@ms" in their email address?

Yes, that's correct.

Please tell me how to forward an email itself.

The procedure is shown in the images below.
Open the tray (folder) where the email you want to attach is located, and click on new message.

First, write an appropriate subject and body. In the case of reporting spam, please provide a detailed and appropriate description of the situation.

Drag and drop the email you want to attach into the body field with your mouse.

Once you have confirmed that the main body of the email has been attached, send it.

I forgot to set the time zone when I signed in for the first time.

Please display the settings screen by following the steps below and set it.

  1. Our center's homepage and click on "Office365 mail" under "Quick links"
  2. Sign in with email address and password
  3. Click on the settings (the cogwheel icon at the top right)
  4. Click on [Show all Outlook settings]
  5. Click on [General]

Should I check the spam email folder?

Please take the time to check your "Spam Email Folder" occasionally.

Especially when there are emails that you think are not necessary, you do not need to do anything.

If necessary emails are incorrectly sorted into the "Spam Folder", they can be moved back to the inbox on the Web Mail by following these steps.
※We anticipate that these steps will improve the accuracy of the spam filter, so we greatly appreciate your cooperation.

Can I set up a blacklist and a whitelist

It is possible for users to set up a 'spam mail folder' for emails from specific senders (blacklist). However, since attackers often use a large number of email addresses to launch attacks, blacklisting by email address is considered to have limited defensive effect. Overconfidence should be avoided.

In addition, it is also possible to set up to trust emails from specific senders (whitelist).

Please refer to this article and make settings accordingly in any case.

You can also proceed to the junk mail related settings page from here.

An error email (NDR) was returned from the mail sender. However, emails are arriving in the inbox.


Error emails (Non-Delivery Report / NDR) often take the following text.
--
Your message to [Email Address] couldn't be delivered.
[Email Address] wasn't found at ms.saitama-u.ac.jp, or the mailbox is unavailable.
--

Dear recipient, haven't you set up your email forwarding?
It is conceivable that some error has occurred during the forwarding process after receiving the email.
If necessary, please inquire with the administrator of the forwarding address.