Students and Office 365

Welcome to Office 365!

UT's Information Technology Services (ITS) is excited to offer all students a Microsoft 365 account! 

An Office 365 account will give you free access to communication and productivity applications such as the Microsoft Office suite (Word, PowerPoint, Excel and Outlook) in addition to Microsoft TeamsSharepointPlanner and more. Over the next academic year, ITS is working towards auto-creating these accounts, beginning with Cockrell School of Engineering Fall 2021. 

Students outside of participating units should claim their account first, to take advantage of the awesome set of tools. You can claim your account following these steps

By next summer, all students will have a Microsoft account created for them when they join the university. 

 

FAQ Section:

 

What's the Difference Between My UTmail (Google) Account and my Office 365 Microsoft Account?

Office 365 vs. UTmail

There are two email environments available to current students, faculty and staff. Office 365 (powered by Microsoft Exchange) UTmail (powered by Google - You may have up to two UTmail accounts, Business and/or Personal.) Each environment has its own set of applications you'll get access to once you claim a mailbox.

 

Office 365 and UTmail Features
O365 & UTmail Features

 

How Do I Claim an Office 365 Mailbox?

Claim Your Mailbox

1. Log in to the Office 365 Management Tool with your EID.

  • If you do not yet have a mailbox, you will be presented with the Create My Mailbox page.

  • If a mailbox has already been created for you, you will see details about your mailbox.

2. Enter your desired display name in the Display name box. Click Update.

Display Name


3. Enter your desired email address in the Email address field. Click Save.

  • If you have entered an email address which is already in use or is invalid, you will be presented with an opportunity to select another address. 

Email Adddress


4. You can add 1 additional alias and change their primary email address using the Secondary Mail Addresses field. Only the secondary address can be deleted, not the original.

Secondary


5. After a mailbox has been created, additional steps need to occur for full provisioning. That process may take up to one hour. You will receive an email at the official email address associated with your EID when provisioning has been completed.

 

Office 365 MFA Requirements

 

Multi-Factor Authentication is required to access Office 365 services online. To better protect the security of your online information, the university has implemented MFA using the Duo product. This system will prompt you to authenticate when you log into any university web application protected by MFA. Before you can complete the authentication process, you will need to enroll a device. The recommended device is a smartphone or tablet, such as an iPhone or Android device.

You will need your chosen device handy to complete this process. Assistance with this process can be found using the link below:

 

 

MFA for UTmail Business Accounts

 

Unlike other UT services which use Duo for two-factor authentication, UTmail uses Google's own two-factor authentication system.

This works by obtaining codes through the Google Authenticator app, or responding to push notifications from the general Google app.

 

What Office 365 Tools and Features Will I Have Access To?
  • Access(PC Only)
  • Delve
  • Excel
  • Exchange
  • Forms
  • OneDrive
  • OneNote
  • Outlook
  • Planner
  • Power Apps
  • Power Automate / Flow
  • Power BI
  • Power BI Desktop
  • PowerPoint
  • Project Online
  • Publisher (PC Only)
  • School Data Sync
  • SharePoint
  • Stream
  • Sway
  • Teams
  • To-Do
  • Word
  • Yammer

Visit the Office 365 Portal to view the applications available to you for download and use.

 

 

How Do I Set Up a Forwarding Address If I Don’t Want to Manage This Email? 

Email Forwarding Mailbox Settings

 

 

Email Forwarding Mailbox Rules

 

 

Email Forwarding Rules for Student Employees

 

The Office of the Executive Vice President and Provost require that all UT business be conducted with a UT Business account. Forwarding of Business accounts outside of business environments is prohibited.

  • UT Austin has removed all non-UT email addresses from the personal information pages within Workday. Information & Technology Services (ITS) is in the process of inserting your UT Austin email address if you have one.  If they have replaced it with the UT Austin email you want to use, no action is required on your part.  If you have another UT Austin email address you want to use, you will need to go into Workday and change the listing.  The easiest way to see what email address Workday currently has for you is to look yourself up in the UT directory.
     
  • To update your email address in Workday, review this how-to article.
     
  • Current designs send targeted email policy messages to any employee with a Business account forwarded to a Personal account. Emeritus faculty are currently an exception to this rule, unless they have active grants or grant applications.

 

 

How Do I Make This Email My Official Email Address With The University? 

Change Your Primary Email Account

Since email is an official method of receiving university and course communications, it is important that your email address on file with the university is kept up-to-date.

To set your Microsoft email account (eid@my.utexas.edu) as your official university email address:

  1. Go to Update of Addresses and Email (EID required) in UT Direct. Locate the E-mail Address field at the bottom of the form, and type in your email address (e.g. eid@my.utexas.edu).
  2. Your updated email address will start receiving university email communications within one or two business days.

  3. Click Save Changes.

  4. Your updated email address will start receiving university email communications within one or two business days.

 

 

How Do I Change My Display Name in Microsoft? 

Update Your Display Name
  1. Go to UTmail User Management. Log in with your UT EID and password if prompted.
  2. Click on Change UTmail Display Name.
  3. Enter your new display name.
  4. Click Submit.

 

How Does This Affect Student Workers? What about University Business Data and Records Management?

Student Employee Considerations

Exchange is the primary university business email service. Consequently, it has heightened security requirements and safeguards protecting university data. Since these security policies are being applied tenant-wide, student employees may use their @my.utexas.edu mailbox to conduct university business; however, university records created during employment are subject to the same data and records retention requirements and policies applicable to staff and faculty. Supervisors should inform the student employee of exposure to open records requests and departments should have plans to maintain non-transitory university records.

Student employees have options if they prefer to have a separate mailbox for work. More Information is available in our Public Knowledge Base.

For questions about Records Management Requirements please reach out to rims@austin.utexas.edu.

 

Contact the Service Desk with any additional questions or concerns. Read more about available UT email offerings.