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.


Email on the Web

Email can be accessed online through a web browser 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.

First, if you do not have the Outlook app on your computer, download the O365 suite of tools from office.com.

1. Open the Outlook application.
2. Enter your myBamausername@ua.edu email address and myBama password. You may then receive a Duo prompt.
3. Click “Remember my Credentials”, then OK.
4. Outlook will begin syncing to the server, then will be ready for use.

First, if you do not have the Outlook app on your computer, download the O365 suite of tools from office.com.

1. Open the Outlook application.
2. You may be asked for permission to turn on push notifications for incoming mail messages and calendar items. Click “Allow”.
3. Click the “Get Started” button. You may see a screen offering to purchase a subscription. If so, select the appropriate option for signing in with an existing subscription.
4. Enter your myBamausername@ua.edu email address, then click “Next”.
5. Enter your myBama account password then click “Sign In”. You may then receive a Duo prompt.
6. After authenticating with Duo, click “Start Using Outlook”.
7. Outlook will search for mailboxes associated with your UA Microsoft Account. Click the “Add” button to proceed.
You are now ready to use Outlook!

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 for accessing UA email.

Add New Account

1. Launch the Outlook app, tap “Get Started”.
2. Enter your myBamausername@crimson.ua.edu email address and tap “Continue”.
3. Enter your myBama password, then tap “Sign In”. You may then receive a Duo prompt.
4. If prompted to add another account, tap “Skip”.
5. Intro pages will appear, skip or view as desired.
6. Outlook will begin syncing to the server, then will be ready for use.

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 for accessing UA email.

Add New Account

1. Launch the Outlook app.
2. Enter your mybamausername@crimson.ua.edu email address then tap “Add Account”.
3. You will then be prompted for a password, enter your myBama password. You may then receive a Duo prompt.
4. If prompted to add another account, tap “Maybe Later”.
5. Intro pages will appear, skip or view as desired.
6. A prompt to enable notifications will appear, Turn on or say No Thanks, as desired.
7. Outlook will begin syncing to the server, then be ready for use.

OIT recommends using the Outlook app for accessing UA email; however, some users prefer the native iOS app. The following instructions are for adding an account to the native mail app on iOS devices.

Add New Account

1. Navigate to Settings > Mail > Accounts
2. Tap Add Account
3. Select Microsoft Exchange
4. Enter your myBamausername@ua.edu email address and tap next
5. Tap Sign In
6. You will then receive a prompt for login.microsoft.com. Enter your myBama password, then tap Sign in.
7. Authenticate with Duo when prompted.
8. Configure settings to your preference and tap save.

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


Outlook Best Practices

View our tips, tricks and best practices for using the Outlook application.


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, Capstone Village, 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, student employees 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.


Student Employee Email Accounts

Effective August 2021, OIT creates UA-net accounts for all student employees as a part of the HR payroll processes.

Student employees are assigned a Microsoft license which includes an @ua.edu email address. These accounts are to be used by student employees for University business only. Students should use their Crimson email accounts for all other instances.

Student employee accounts will be disabled automatically when the student falls out of the payroll feed. If a student reappears in the payroll feed with the same ORG code in the payroll file, the account will be reenabled with content intact. If the account reappears in a different ORG, the old content will be purged before the account is reactivated; likewise, if the account is disabled for over 120 days the content will be purged. 

By providing this additional student employee account, UA employees may send emails and share content without worry as students will not have access to the content if they are not active employees. Content that needs to be maintained beyond a single student’s employment period should be stored in a sponsor’s OneDrive, Teams, SharePoint site, etc.

Individuals who submit ePAs for student employees will receive “New Windows/Exchange Account” emails with further information when the account is created. This email should be shared with the student’s Crimson email address for the student to log into their new employee account.


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.