OIT Supported Email

OIT supports Microsoft 365 email accounts for most of the UA campus.

Hosting email in the Microsoft cloud offers many benefits, such as real time updates without system downtime, high availability for business continuity, and email accessibility anywhere an internet connection is available. Plus, with Microsoft 365, you can seamlessly schedule meetings, create and share documents, and collaborate in one secure and consistent platform. A few areas on campus, including the Culverhouse College of Business, UA Athletics and UA School of Law, support separate email environments.

In May 2021, OIT will be migrating student email from Google to O365. Learn more about the migration. Faculty and staff email will not be impacted; however, because students will be in the same mail environment, they will be able to view calendars. Faculty and staff can change calendar permissions to be private or only share limited details. 

Access Email Online

Email accounts can be accessed online via outlook.office.com.  The web-based version does not provide the same functionality as the full application, but it does allow basic functions such as the ability to read, create and reply to email. Email access for current UA faculty and staff is protected with DUO two-factor authentication. Email access for retirees is protected with Microsoft two-factor authentication.

Login to O365 email

Desktop + Mobile Outlook Applications

OIT recommends the Outlook desktop and mobile applications. OIT does not support native email clients on desktop and mobile devices. Learn more about Outlook, see best practices, tips and tricks on Microsoft’s website.

1. Restart Outlook for Windows on your desktop.
2. A Windows Security window will appear. Enter your myBamausername@ua.edu email address, followed by your myBama password. You may also receive a Duo prompt.
3. Click “Remember my Credentials”, then OK.
4. Outlook will begin syncing to the server, loading your mail and calendar data.

1. Restart Outlook.
2. A message will appear indicating that Outlook was redirected. Check the “Always use my response for this server checkbox” then click Allow.
3. When prompted, enter myBamausername@ua.edu email address as the Username and your myBama password as the Password, then click OK. You may also receive a Duo prompt.
3. Close the outlook application and reopen.
4. Outlook will begin syncing to the server, loading mail and calendar data.

First, if you do not have the Outlook for Android app on your device, download Outlook for Android from your device’s app store. OIT recommends the Outlook app, not the native mail app.If you already have the Outlook for Android app on your device, you will need to remove your old account information from the settings, and re-add your account as new, otherwise you may end up with both new and old account information in the settings on your device. Additionally, Android users must remove and re-add any Outlook widgets upon migration.

Add New Account

1. Launch Outlook app.
2. Enter your myBamausername@ua.edu email address or Select Corporate (this option may be named 0365 on some versions of Android).
3. Enter your myBamausername@ua.edu email address and myBama password. You may also receive a Duo prompt.
4. If prompted to activate device Administrator, click Activate, then Active this Device admin app.
5. Click get started.
6. Click skip.
7. Then click Skip again, or click the arrow to look through new features.

First, if you do not have the Outlook for iOS app on your device, download Outlook for iOS from the App Store. OIT recommends the Outlook app, not the native Apple mail app. If you already have the Outlook for iOS app on your device, you will need to remove your old account information from the settings, and re-add your account as new, otherwise you may end up with both new and old account information in the settings on your device.

Add New Account

1. Launch Outlook app.
2. Enter your mybamausername@ua.edu email address then tap Sign In with Office 365.
3. You will then be prompted for a password, enter your myBama password. You may also receive a Duo prompt.
4. If prompted for a server, insert outlook.office365.com.
5. If prompted to add another account, tap Maybe Later.
6. Intro pages will appear, skip or view as desired.
7. A prompt to enable notifications will appear, Turn on or say No Thanks, as desired.
8. Outlook will begin syncing to the server, loading mail and calendar data.
9. To continue to use Contacts in O365, make sure iOS has access to the account.

Need to add a shared, departmental email account to Outlook? We have instructions for that too. If you need further assistance setting up email on a device, please contact the IT Service Desk.


Junk Email

The Microsoft 365 mail environment allows for many different security options to better block and label malicious email. OIT continuously adjusts security tools and settings to combat evolving phishing email attacks.

Occasionally, “good” email can be accidentally marked as spam and be delivered to the junk folder. Regularly check your junk folder. If you find a message in your junk folder that is actually a “good” email, mark the message as “Not Junk” to help train your inbox to better recognize and deliver messages appropriately. Additional instructions are available on the Microsoft website.


Microsoft 365 Applications

Along with Outlook, UA faculty and staff have access to many tools in the Microsoft 365 portal – Teams, OneDrive and Sway just to name a few. Learn more about the tools available to you in the Software Catalog.


Change your Password

Faculty and staff members can change their password by changing their myBama password.


Email Domains

In an effort to create one consistent brand for UA, effective June 1, 2020, OIT no longer creates email addresses outside of the @ua.edu email convention. Colleges, divisions and departments should all use @ua.edu email addresses. The only exception to this IT procedure is groups that conduct business external to UA, including the UA System, WVUA News, Alabama Public Radio, UAPD and the Alabama Disabilities Advocacy Program.


Email Creation

Email accounts are automatically created through the HR onboarding process.

This includes faculty, staff and visiting scholars. The email address will be set up to reflect the user’s myBama username; however, you may contact our IT Service Desk to request an alias email address. There are only a few instances in which accounts need to be requested, they are detailed below.

When to Request an Email Address

  • Returning Faculty or Staff – When an employee worked at UA, terminated employment, and has returned to work at UA.
  • Employees Transferring Departments – Please let us know when an employee is transferring departments so that we may ensure their email and network account are routed correctly.
  • Affiliate Accounts – This type of account is for non-UA employees who require a UA account.
  • Student Workers – This type of account is for a student employee who requires a ua.edu account outside of their Crimson Mail account.
  • Departmental Accounts – This includes generic accounts used as a department. For example, itsd@ua.edu is a departmental account.

If you need to request an account for a user listed above, please use our account request form.


Licensing Information

Because UA Exchange email is a function of Microsoft, accounts require licensing. The new licensing requirements, rules and procedures listed below were developed in partnership with the Office of Academic Affairs and Human Resources.

Rules and Procedures for Faculty

UA faculty is licensed to receive UA Exchange email mailboxes. The account creation is included as a part of the onboarding process when the New Faculty/Staff Form is initiated.

Any UA faculty member who voluntarily or involuntarily terminates employment and is not eligible for retirement is no longer eligible to utilize a UA Exchange mailbox. Accounts are deactivated for faculty six months after termination is effective. However, faculty retirees may continue to use UA Exchange email after retirement, or they may have their UA Exchange mail address forward to a personal email address.

Rules and Procedures for Staff

UA staff is licensed to receive UA Exchange email mailboxes. The account creation is included as a part of the human resources onboarding process when the Personnel Action Form is initiated.

Any UA staff member who voluntarily or involuntarily terminates employment and is not eligible for retirement is no longer eligible to utilize a UA Exchange mailbox. Accounts are deactivated for staff the day after termination is effective. However, staff retirees may continue to use UA Exchange email after retirement, or they may have their UA Exchange mail address forward to a personal email address.

Rules and Procedures for Visiting Scholars and Visiting Faculty

Visiting scholars and visiting faculty are licensed through The University of Alabama’s agreement with Microsoft. The account is created when the New Faculty/Staff Setup Form is submitted to UA’s Human Resources Payroll Department. No sponsorship or recertification required, and no fee is charged.

Rules and Procedures for Affiliates

Affiliates are not licensed through The University of Alabama’s agreement with Microsoft. In order to ensure licensing compliance for these users, the following is required.

  • A New Faculty/Staff Setup Form must be submitted to UA’s Human Resources Payroll Department.
  • An Account Request Form must be submitted to the IT Service Desk.
  • A dean or department head must sponsor the user, and the account will be re-certified annually with the sponsor.

If you have any questions, please contact our IT Service Desk.