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Office 365 is a cloud-based service provided through a partnership between the University and Microsoft using Microsoft’s Office 365 service. It provides access to Office applications (Microsoft Ofiice 365 ProPlus) plus other services such as Exchange Online email and OneDrive for Business.

Exchange Email


  • Exchange 2016 services including calendar, tasks, contact details
  • 50GB of space to store email
  • Access to email and calendars available from your PC, Mac, web browser and internet enabled mobile devices


OneDrive for Business

OneDrive for Business is online based file storage available to our students through Microsoft Office 365. This cloud-based storage allows users to:

  • Store up to 1 terabyte of content online
  • Upload files up to 2 Gb in size
  • Create new or edit existing documents using Microsoft’s Online Office applications
  • Share files with other University of Strathclyde Office 365 users

Accessing OneDrive for Business at Strathclyde

To access OneDrive for Business in Office 365 go to Login with your Office365 UserID and password and then click on the OneDrive tab.

Using OneDrive for Business

See the Managing OneDrive for Business webpage for more information.

How OneDrive for Business differs from OneDrive

OneDrive for Business is not the same as the commercial OneDrive service you get with either a Microsoft account or OneDrive for Business provides online storage intended for University of Strathclyde academic documents. It must be used in compliance with the University’s policies and procedures.

Note: In the header or elsewhere on the University’s Office365 site, ‘OneDrive’ appears as an abbreviation of OneDrive for Business to keep things simpler.


Microsoft Office 365 ProPlus

You can download Microsoft Office 365 ProPlus for free through your Office 365 account, giving you access to the full Microsoft Office suite while you are a student. 




How do I login to Office 365?

1.       Access your mailbox using the following URL:

2.       Login using your Office 365 UserID - DS (e.g.


How do I redirect my email?

You can setup a forward that will automatically re-direct incoming email to another address of your choosing. Please see the Microsoft's guide on forwarding Office 365 email for instructions.

How do I set up an Out of Office reply?

Use the Automatic Replies (out of office) service whenever you are unable to respond to e-mail for an extended time. When Automatic Replies are turned on, it generates replies to senders based on the messages that you create. An automatic reply to each sender occurs only once during your time away.

1. Go to and login.
2. In the top right corner of the window, press the “Cogwheel” button and then choose Automatic Replies.
3. Select Send automatic replies.
4. Type the message that you want to send to each internal sender.

  • Uncheck Send automatic reply messages to senders outside my organization.
  • Click Save at the bottom right of the screen.

5. To enable automatic replies for all senders (internal and external):

  • Select Send automatic replies.
  • Type the message that you want to send to each internal sender.
  • Check the Send automatic reply messages to senders outside my organization checkbox.
  • Select Send replies to all external senders.
  • Type the message that you want to send to each external sender.
  • Click Save at the bottom right of the screen.

6. To turn off automatic replies, select the Don’t send automatic replies option.

How do I connect my Outlook client to Office 365?

Before connecting to Office 365 from Outlook you should first login via to confirm that you can access your Office 365 account with your University user name and password.

  1. Open Micrososft Outlook. If the Microsoft Outlook Startup wizard displays automatically, on the first page of the wizard, click Next. Then, on the Email Accounts page of the wizard, click Next again to set up an email account.
  2. If the Microsoft Outlook Startup wizard doesn't appear, on the Outlook toolbar, click the File tab. Then, just above the Account Settings button, click Add Account
  3. On the Auto Account Setup enter your Name, Email Address and Password information and then click Next to have Outlook finish setting up your account
  4. Outlook will perform an online search to find your email server settings. If Outlook is able to set up your account, you will see the following text: Your email account is successfully configured. Click Finish.
  5. You will be prompted to restart Outlook before these changes will take effect. Restart Outlook and enter your user name and password when prompted. Make sure that you enter your full email address (for example, as your user name.

How much data storage do I have?

You have 50GB of space to store email.

What is the maximum size of message you can send in Office 365?

The maximum message size in Office 365 is 35MB. The total size includes the message header, the message body, and any file attachments.

What are the server settings for POP or IMAP in Office 365?

For Office 365, use the following settings:


Server Name


Encryption Method










How do I connect my iPhone/iPad to Office 365?

The following settings appear to be sufficient:

  1. Click on Settings -> Mail, Contacts, Calendars -> Add Account…
  2. Click on Microsoft Exchange and then enter the following settings:
  3. Email : (enter DS, e.g.
  4. Domain :  (leave blank)
  5. Username : (enter, e.g.,
  6. Password : (enter password)
  7. Click Next, choose what you would like to sync and then click on Save

If you encounter synchronisation issues, then try turning off Wi-Fi prior to setting up the connection to Exchange for the first time, so that it is not connecting via the University wireless network but using 3G or other data service.

Please Note: You can also access your Office 365 email, calendar, and contacts using the OWA for IPhone and OWA for iPad mobile apps. You can install those apps directly from the Apple App Store.

What is Office 365's Email Retention Policy?

Retention Limits

Retention Period

Deleted Items folder: the maximum number of days that items can remain in the Deleted Items folder before they are automatically deleted.


Items deleted from the Deleted Items folder: the maximum number of days after an item has been deleted from the Deleted Items folder before they are permanently deleted and can no longer be restored.

14 days

Junk Email folder: the maximum number of days that items can remain in the Junk Email folder before they are automatically removed.

30 days

Recovering Deleted Items

You can recover items that have been emptied from the Deleted Items folder for a period of up to 14 days.

  1. Go to and login.
  2. Right click on the Deleted Items folder on the left hand side of the page and select Recover Deleted Items
  3. Right click on the item that you want to recover in the Recover Deleted Items list and select Recover
  4. Click OK to recover the selected item(s) to their default folder. Mail items will be restored to the Inbox, Calendar items to the Calendar folder, Contacts to the Contacts folder and Tasks to the Tasks folder.
How do I change my Office 365 password?

Do not use the CHANGE YOUR PASSWORD function within the Microsoft Office 365 portal as this will leave your DS account password and Microsoft Office 365 password out of sync.

If you know your current DS password you can change both your DS and Microsoft Office 365 password by logging into Pegasus and clicking on the change password link. If you do not know your password, you should go through the DS Password Reset facility.

Please note, in order to use the DS Password Reset facility you must supply the following information, if you cannot, you will not be able to use this facility:

  • Registration Number
  • Date of Birth
  • Personal Email Address or Mobile Telephone Number (both recorded within PEGASUS)
How do I export/archive Office 365 Mailbox items?

There are several methods that can be used to export/archive your Office 365 mailbox information:-

1. If there are not many items that require to be exported then forwarding items to another email account (i.e. Gmail, Hotmail) may be the easiest option?

2. Export or backup email, contacts, and calendar to an Outlook .pst file. The instructions on "How to export email, contacts and calendar items from Outlook to a .pst file" in this article will provide you with the steps necessary to export from your Office 365 mailbox to a .pst file.

NOTE: Once your student account is suspended, your installations of Office 365 ProPlus will go into reduced functionality mode. In this mode you can view and print documents but cannot create any new documents or edit any existing documents.

3. Establish an IMAP connection to your Office 365 mailbox and download your email items locally using an IMAP client such as Thunderbird. Please see the "What are the server settings for POP or IMAP in Office 365?" section above.

4. Import Office 365 emails into another email account that you have access to.

Other email providers generally offer an import facility, for example:-

    • Gmail guide on moving email from other email accounts to your Gmail account

    • Microsoft guide on adding other email accounts to

How do I create an Office 365 Group?

Office 365 Groups provide a shared workspace for email, conversations, files, and events where group members can communicate and collaborate.

If you would like to use an Office 365 Group to collaberate with other students on a group project you should submit a request to the IS Enquiries Helpdesk ( including the following information:

Name:  the group name should be prefixed with a department e.g. sbs-businessproject

Description:  what the group will be used for e.g. ”Depositary for project information”

Owner:  user who will be responsible for the group

Expiry Date:  the date that the group will be required until

For more information on Office 365 Groups see Microsoft’s Learn about Office 365 Groups support article. or watch this short video which provides a quick introduction to Office 365 Groups.

Please note, at Strathclyde Office 365 group creation is turned off so Office 365 groups can only be created on request to the IS helpdesk and any Office 365 groups created are private by default. 

How do I create / edit / delete Inbox rules in Office 365?