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Exchange Online Frequently Asked Questions (FAQs)

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Quick Start Guides

Microsoft and UT System have partnered to provide Office 365 (O365) applications offering powerful messaging, productivity, and collaboration tools to students and employees. Exchange Online is the cloud-based O365 email application.

Features of Outlook Online include:

  • 100 Gigabytes (GB) of email storage
  • Availability from anywhere

FAQs_Exchange Online

Some email features stay the same:

  • Email address stays the same –
  • All email content (including calendars and contacts) migrates automatically to Exchange Online.
  • Students and faculty/staff will still see each other’s email accounts via the Global Address List.

Some features will change:

  • Email quota is increased to 100gb. This is a significant increase from the campus standard of 600mb.
  • Your deleted items folder will automatically remove items after 30 days
  • A new website – – to access your email.
  • A new server name – – to access email from smartphones
  • Access to additional Office 365 services (OneDrive for Business, Office Online, Office for iPad)
  • Free downloads of the Microsoft Office Suite on up to 5 PC/Mac devices
The short answer: yes. Information Support specialists will make sure you are running the required versions of the computer operating system and Outlook.

You will also have another option: visiting, logging in with your UTMB credentials, and clicking the Outlook icon found there. This will open a web-based version of your Inbox; it's the new version of webmail.

You can access your Exchange Online account at Log in with your full domain username and domain password.

No, you have the option to view your email through the Outlook Web App at However to have your mailbox available to you while offline, Outlook should be installed on your PC.

In some situations, your mobile device email stops working after a move of your mailbox. After removing the UTMB email account from your respective device, use these instructions to set up Exchange Online:

Android devices
iOS devices
Public folders are not available on the Mac clients until all mailboxes at UTMB have been transitioned to Exchange Online, which is currently scheduled for March 2020. Note: If public folders are needed, the workaround is to use Outlook in Citrix until public folders are completely transitioned to Exchange online.

Mac devices must use Outlook 2016 or later to connect to Exchange Online mailboxes. No other mail clients are supported on Macs. If using the native Mac email program – not Outlook – and you have local folders stored on your Mac (not matching what is in your mailbox when viewed in Webmail today), then you may need to handle those specifically before switching to Microsoft Outlook. Please contact the Service Desk at (409) 772-5200 or for guidance and assistance.

To see all Office 365 FAQs for Macs and get links to Mac-related guides and documents, visit the Mac FAQs page.

Getting Started

FAQs_Getting Started

If you haven’t already, we advise that you connect your UTMB credentials to the Office 365 environment right away, before you need to access or share that document. It’s easy to do, and takes just a few minutes!

Just visit to start the process. Follow along with our quick reference guide (PDF), and you’ll be done in no time!

Try this:

  • Go to and log in using your UTMB credentials
  • Select the ‘Department’ or ‘Collaboration’ menu item across the top
  • Look in the ‘Department Subsites’ or ‘Collaboration Subsites’ menu on the left of the screen
  • If needed, find the next folder in the path to your content and and select it
  • Continue drilling down, if necessary, until
  • You see the desired content appear on the main part of your display

Contact the IS Service Desk at (409) 772-5200 with any questions or for more support.

From a UTMB computer

  • Visit in a web browser OR
  • If your Windows computer has the OneDrive client installed, you can navigate to SharePoint through File Explorer

From a mobile device

  • Browse to the same addresses OR launch the SharePoint app (assuming you have installed it from your device's app store)
  • Log in with your UTMB email address and password.

The UTMB Service Desk is available to help with any login issues at (409) 772-5200, (888) 898-2401 or by email at

From a computer

From a mobile device

  • Browse to the same addresses as above OR launch the OneDrive app (assuming you have installed it from your device's app store)
  • Log in with your UTMB email address and password

The UTMB Service Desk is available to help with any login issues at ext. 25200 or by email at

  • The best mobile experience will be through the SharePoint and OneDrive apps, available free from your app store. You can also visit the URLs mentioned above in a mobile device's web browser.
  • If your UTMB Windows computer meets the minimum requirements, then the OneDrive client can be installed, allowing you to to take advantage of the file/folder sync feature. The OneDrive client allows you to access all files and folders stored in OneDrive on your machine without consuming your local drive space. Contact the Service Desk at (409) 772-5200 for details.
  • When accessing files stored in SharePoint and OneDrive from your desktop or laptop, you can use a web browser to log in at OR use the OneDrive client (on supported Windows PCs).
  • To access your OneDrive files via a web browser, visit and use your UTMB credentials to authenticate. Open the web-based OneDrive application.

UTMB's current requirements for Windows computers are:

  • Windows 10 version 1709 or higher
  • Dell Encryption version

If you are not sure how to determine these minimum requirements, then contact the Service Desk.  The Service Desk will walk you through the process of checking these requirements and ensuring that your machine is updated to take advantage of SharePoint and OneDrive features and functionality.

Microsoft's most recent minimum system requirements for Windows or any other operating system are available on this Microsoft support page. Click the link, scroll to "Office 365 plans for business, education, and government, and expand the grey bar below that title.


You will lose access to your Exchange Online email account, your UTMB OneDrive storage space and SharePoint when you leave.

Students: If you need any mail data and did not configure your mailbox in Outlook, you will need to move that data to another mailbox that is not part of UTMB’s Office 365 environment. Any documents that are needed should be downloaded to another location.

Office applications installed on personal PCs or Macs will open and view documents, but you will not be able to create new documents or edit existing documents using the free Office Suite that was downloaded while at UTMB.