Outlook for mobile devices

Outlook is a mobile application offered by Microsoft, which university staff and students are encouraged to use for their Office 365 email. The application has its own sections for email, calendar, contact information and attachments.
If you wish, you can also use the email application on your device.

An Android 5.0.2 device (Samsung Galaxy tab) has been mainly used in the illustrations of the instructions. The Apple (iOS) application mostly functions in the same way.

The illustrations in these instructions mainly features Apple iPad (ipadOS). The Android application mostly functions in the same way.

When you begin using the Office 365 service on mobile devices, you simultaneously grant administration the right to remotely manage the device in question. If necessary, administration can delete all the data in the device. This concerns devices owned by the University of Helsinki and also privately purchased devices.

Administration will only activate the remote wipe when there is a reasonable cause to suspect that the device has fallen into the wrongs hands (e.g. it has been stolen) and it is possible that important data will also fall into the wrong hands. In this case, the identity of the person requesting the remote wipe is checked. A log is compiled of the measures that administrators carry out on a phone.

You can remote wipe your devices by following these instructions.

  1. Install Microsoft Outlook from App Store or Google Play Store.
  2. Enter your email address in the app and select Continue.
  3. In the next step, edit the email address to match your Office 365 account, using the format username@ad.helsinki.fi (e.g. rkeskiva@ad.helsinki.fi).
  4. Select Next to use normal authentication (e.g. MFA Authentication).
  5. When you have successfully logged in, the application is ready to use.

See the Detailed help tab for illustrated instructions.

Installation and adding an account

Install Microsoft Outlook from the store on the mobile device (App Store/Google Play Store).

When the application has been installed, open it from the quick-launch icon on your desktop or from the direct link in the store.

Select Get started.

The application explains the basic functions with a few swipes, and then, you will be able to add an account (Add Account).

  • If you have already added an account, go to the Settings menu by tapping the gear icon (Settings may be hidden behind the Home menu key). Select Add Email Account.

Enter your account as follows:

  • In the application, enter your email address (1) and click Add Account (2).
  • In the next step, edit the email address to match your Office 365 account, using the format username@ad.helsinki.fi (e.g. rkeskiva@ad.helsinki.fi).
  • Select Next to use normal authentication (e.g. MFA Authentication).
  • Authentication will take you to the organisation’s login page.
  • Enter your password (1) and tap Sign In (2). After successfully signing in, you will be logged into your email account.
  • After a successful sign-in, the program is ready to use. Emails may take a while to download, but you can now use your email normally.

Basic functions

The application has shortcuts for email, search, and calendar. Tap the gear icon to review your email settings.

The Android user interface is otherwise the same but the settings are found under the Home menu.

Settings

Settings (gear icon) allow you to make changes to Notifications, your signature, and the organisation of messages in the mailbox. You can also add other email accounts in addition to your Office 365 account.

You can add other cloud services as well, such as Box, Dropbox, and Google Drive. Remember to always comply with the University’s cloud service policy! (Further information is available on Flamma).

Calendar views

There are three types of calendar views. In the example device, they are: Day, Week and Agenda.

  • In the Agenda view, you can browse the monthly calendar, and it will display the daily events at the bottom of the screen.

Instructions from Microsoft

Set up an Outlook account in the iOS Mail app

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