Email Client Setup

Q. How do I transfer emails?
A. By setting up IMAP on AppleMail, Outlook 2016 Desktop Application, or Thunderbird, you can add your SquirrelMail and Microsoft Office 365 Account. Once you have the account(s) set up, you can drag the files or folders to another account and the emails will transfer. We expect this process to take a few hours.

This guide only applied to those using Office 365 email and calendar. There are multiple ways to use Office 365 email and calendar. Here are the options with recommendations for each:

SquirrelMail IMAP Instructions:

AppleMail (PDF Instructions)
Thunderbird (PDF Instructions)
Outlook 2016 (PDF Instructions)

Outlook 365 IMAP Instructions:

Apple Mail (PDF Instructions)
Outlook Office 2010, 2013, 2016 (PDF Instructions)
Thunderbird (PDF Instructions)
Thunderbird - Transferring Emails from One Account to Another (PDF Instructions)

Signing in to other Email Clients:

Outlook Web App

Outlook Web App offers a modern interface and works with almost any OS and browser. No configuration is needed.

  1. Go to https://outlook.office365.com

  2. Enter your username in the form username@alumni.caltech.onmicrosoft.com e.g. jsmith@alumni.caltech.onmicrosoft.com) and hit enter/return (note that you do not need to provide your password on this page)

  3. You will be redirected to the Caltech Office 365 login page

  4. Login with your username username@alumni.caltech.onmicrosoft.com (e.g. jsmith@alumni.caltech.onmicrosoft.com) and password

Exchange-Native Email Clients

Outlook 2013/2010 for windows (Recommended if you previosly used Outlook prior to migrating to Office 365)

Launch Outlook

  1. The setup wizard should prompt you to enter your personal information. If the setup wizard does not start and you need to manually setup the account, click the File tab. Just above the Account Settings button, click Add Account.

    • Enter your Full Name

    • In the email address field, enter your username@alumni.caltech.onmicrosoft.com (e.g. jsmith@alumni.caltech.onmicrosoft.com)

    • Enter your password

    • Check the box “Remember my credentials”

  2. It may take a few minutes for setup to complete

  3. Click finish when setup is complete

Outlook 2015 for Mac

Launch Outlook 2015 for Mac

  1. Click on the Tools menu and select Accounts...

  2. To add an account, click on the plus button on the bottom left of the window

  3. Select the Exchange Account type

  4. In the email address and User namefields, enter your username@alumni.caltech.onmicrosoft.com (e.g. jsmith@alumni.caltech.onmicrosoft.com)

  5. Enter your password

  6. Check the box to Configure Automatically

  7. Click Add Account to complete setup

Outlook 2011 for Mac

Launch Outlook 2011 for Mac

  1. Click on the Tools menu and select Accounts...

  2. To add an account, click on the plus button on the bottom left of the window

  3. Select the Exchange Account type

  4. Enter your personal information, including Full Name

  5. In the email address field, enter your username@alumni.caltech.onmicrosoft.com (e.g. jsmith@alumni.caltech.onmicrosoft.com)

  6. Enter your password

  7. Check the box to Configure Automatically

  8. Click Add Account to complete setup

Apple Mail for Mac

PDF instructions for Adding Microsoft Office 365 to your Apple Mail
PDF instructions for Adding SquirrelMail to your Apple Mail

Launch Mail

  1. Click on the Mail menu and select Preferences

  2. Select the Accounts tab

  3. Add a new account by clicking the plus symbol at the bottom left of the window

  4. Enter your personal information, including Full Name

  5. On the first screen, enter username@alumni.caltech.onmicrosoft.com.

  6. Enter your password. Click sign-in.

  7. After clicking sign-in, you will receive an error that the account could not be verified.

  8. Fill in the username and email address.

  9. In the email address field enter your username@alumni.caltech.edu (e.g. jsmith@alumni.caltech.edu)

  10. In the username field enter your username@alumni.caltech.onmicrosoft.com (e.g. jsmith@alumni.caltech.onmicrosoft.com)

  11. Enter your password

  12. Use outlook.office365.com for both the internal and external URL.

  13. Click sign-in. You may now open Mail, Calendar, Contacts, etc. and find your alumni account data.

IMAP for Other Email Clients

Note that you can only access email using IMAP, not calendar.

After the account is set up, you will be able to drag the folder(s) down into your new Microsoft Office 365 account. This process should take a few hours.

Enter your username in the form username@alumni.caltech.onmicrosoft.com (e.g. jsmith@alumni.caltech.onmicrosoft.com).

IMAP (incoming)
Server: outlook.office365.com
Port Number: 993
Encryption Method: SSL

SMTP (outgoing)
Server: outlook.office365.com
Port Number: 587
Encryption Method: TLS (Use STARTTLS for Thunderbird)

SquirrelMail Alumni Email Account IMAP

SquirrelMail Alumni Email Account IMAP

Enter Name, Email Address and Password then click continue
Click the “Manual Config” button and specified the following:
Incoming: IMAP mail.alumni.caltech.edu 993 SSL/TLS Normal Password
Outgoing: SMTP mail.alumni.caltech.edu 465 SSL/TLS Normal Password

POP (Not Recommended)

Note that you can only access email using POP, not calendar.

Important: By default, POP email clients download and store all email on your local device. This means that your email is NOT stored on the server, therefore there are no backups of your email. Also, once downloaded, your email is not accessible from other devices or Outlook Web App. If you are currentl

Important: By default, POP email clients download and store all email on your local device. This means that your email is NOT stored on the server, therefore there are no backups of your email. Also, once downloaded, your email is not accessible from other devices or Outlook Web App. If you are currently a POP user and are unsure about changing your mail configuration, please contact the Help Desk (x3500, https://help.caltech.edu).

Enter your access.caltech username in the form username@alumni.caltech.onmicrosoft.com (e.g. jsmith@alumni.caltech.onmicrosoft.com).

POP.PNG

Apple iOS Devices (iPhone, iPad)

To add your Office 365 Exchange email account: (depending on which iOS system you are using, the steps may be a little out of order)

  1. Start in Airplane mode. Settings > Wi-Fi. Re-enable the connection and attempt to add the Exchange account on your iOS device again.

  2. Launch Settings

  3. In iOS 11, select Accounts & Passwords

    • In older versions of iOS, you may select Mail, Contacts, Calendars

  4. Select Add Account

  5. Select Exchange

  6. In the email address field, enter your username@alumni.caltech.onmicrosoft.com (e.g. jsmith@alumni.caltech.onmicrosoft.com).

  7. Enter an Account Description (e.g. Caltech Alumni Email)

  8. Click Next

  9. Click “Configure Manually”

  10. Click Next and then enter your password

  11. Go back and change your email: username@alumni.caltech.edu

  12. If the setup does not complete (i.e. you receive an error message), you can manually enter the settings:

    • Server name: outlook.office365.com

    • Leave domain blank

    • Enter Username: username@alumni.caltech.onmicrosoft.com

  13. Click next. Let the app verify settings. Click next.

  14. Select Save to complete. Get message that “Account added”.

  15. Turn off airplane mode and your emails should start arriving in your new account.

Android Devices

If you have the most recent App on your Android Device:

  1. Go to App.

  2. If adding a new account, go to the Gear (in the left hand corner), also known as Settings. If you are not adding a new account, but signing up for the first time, please go to step 5.

  3. Click + Add Account

  4. Add an Email Account

  5. Type in Email Address: username@alumni.caltech.onmicrosoft.com and your Microsoft Office 365 password.

  6. Click Manual Setup

  7. Change your Email Address to: username@alumni.caltech.edu

  8. Domain\usermane: \username@alumni.caltech.onmicrosoft.com

  9. Exchange Server: outlook.office365.com

  10. Click Next

  11. And done, the email account should be listed under settings. Once back in your inbox, click the three lines in the top left hand corner and you’ll see different circles that should denote the different accounts.