We recommend that all members of the college use Outlook to access their emails. Outlook can be accessed from the web, or a client can be installed on your PC, Mac, iOS or Android device. Outlook is pre-installed on College PCs for easy access to your emails.

Email clients

Outlook for Windows

If you do not have the Office applications installed on your device, log in to Office 365 and select 'Install Office' from the top right corner of the home page. This will install the core Office applications, including Outlook.

Once downloaded follow these steps to set up your account:

  1. Open Outlook. You will be presented with a login screen.
  2. Enter your College username in the format username.ic.ac.uk. Click Connect
  3. A dialog box asking you to enter your password. Click Sign in
  4. The screen will display 'Use this account everywhere on your device'. Ensure the 'Allow my organisation to manage my device' box is checked. Click Yes.
  5. Account successfully added. Click Done. Outlook will open. 

Outlook is now configured to connect to your Office 365 mailbox.

Outlook for Mac

If you do not have the Office applications installed on your device, log in to Office 365 and select 'Install Office' from the top right corner of the home page. This will install the core Office applications, including Outlook.

  1.   Open Outlook. You will be presented with a 'Set up your email' screen
  2. Enter your email address in the format of username@ic.ac.uk and click Continue
  3. A dialog box will display with Imperial branding. Enter your College password here and click Sign in
  4. Your account will then be added.
  5. Click Done. Your emails will then display.

Windows 10 mail app

To set up Windows 10 Mail to check your Office 365 email account, follow these steps:

  1. Click the Mail app to start and press the Get started button on the Welcome screen.
  2. Click on Add account.
  3. Select Exchange.
  4. Enter your College email address and click Next.
  5. Enter your College password and click Sign-in.
  6. Add your College username and click Sign-in. You will see a message titled Make my PC more secure.
  7. Press the Enforce these policies button on this message.

Windows 10 Mail is now configured to connect to your Office 365 mailbox.

Windows 8

To set up Windows 8 Mail to check your Office 365 email account, follow these steps:

  1. Click the Mail app to start.
  2. Login to your Microsoft account (not your College account). You will need to create one first, if you don't have one already.
  3. Click on Exchange.
  4. Enter your College email address and password.
  5. Click Show more details.
  6. Enter outlook.office365.com into the Server address field.
  7. Enter your College username in the Username field as username@ic.ac.uk
  8. Click Connect. You will see a message about the server's security certificate but click on Connect anyway.

Windows 8 Mail is now configured to connect to your Office 365 mailbox.

Mac Mail

We recommend Mac users download Outlook to their device by logging in to Office 365

To set up Mac Mail to check your Office 365 email account, follow these steps:

  1. Choose Exchange from the list. If you have an existing email account already configured, then go to Mail menu and choose Add Account
  2. Select Exchange and click Continue.
  3. Enter your name and email address, in the format username@ic.ac.uk, and your College password.
  4. Click Continue.
  5. A dialog box will then display asking you to sign in to your Exchange account using Microsoft. Click Sign in.
  6. A new dialog box will open, asking you for your password. Enter your College password here and click Sign in
  7. Choose which features you want to sync. Click Done to complete the setup process.

Your email account is now set up on Mac Mail.

Thunderbird

The recommended mail client for Windows and Mac is Microsoft Outlook, which is available to download from your Office 365.

To set up Thunderbird to check your Office 365 email account, follow these steps:

  1. Click Skip this and use my existing email on the Welcome to Thunderbird screen to go to the Mail Account Setup. If you have an existing email account configured, then click on Local Folders in the left-hand sidebar.
  2. Click on the Email option under Create a new account in the right-hand panel.
  3. Enter your name, full College email address, and College password.
  4. Click Continue and wait a while. Thunderbird will fail to find the settings on your email account. This is expected.
  5. Enter IMAP Server hostname: outlook.office365.com Port: 993  SSL: SSL/TLS and Authentication: Normal password in the Incoming section. 
  6. Enter your College username followed by @ic.ac.uk e.g. jb12@ic.ac.uk in the Incoming section (this is not your email address).
  7. Enter SMTP Server hostname: smtp.cc.ic.ac.uk Port: 587 Connection security: STARTTLS and Authentication method: Normal password in the Outgoing section. 
  8. Enter your College username only (not followed by @ic...) in the Outgoing section.
  9. Click Done to complete the account set up.

Your email account is now ready to use.

Please be aware that while we will endeavour to support Thunderbird, it is not a core college service and therefore we cannot guarantee stable use.

Steps for fixing known errors

If after clicking Done, your email does not appear, please try:

  • In the Tools menu, you will find Options. In options, there is a button called Attachments.
  • Please locate the association for the file type and delete it.
  • Next time you ask Thunderbird to open a file of that type it will ask you what to do with the file. You will need to select the correct application. You can also click Save and have Thunderbird remember exactly what to do with that file type.


If the attachments are being removed from emails then please try the following:

  • Currently there is an add-on that allows the attachment to be displayed, which comes directly from Mozilla

Outlook for iOS and iPadOS

To set up your College email account using the Microsoft Outlook app on your iOS and iPadOS device, follow these steps:

1. Download the Microsoft Outlook app from the App Store.
2. The Add an account screen will display. Enter your College email address (username@ic.ac.uk) and tap Add account.
3. Enter your College password. Tap sign in. 
4. Authenticate yourself

Your email account is now ready to use. 

Native iOS email

We recommend users download the Outlook app rather than use the native iOS or iPadOS email due to issues with our multi-factor authentication. 

To set up an iOS or iPadOS device to check your Office 365 email account, follow these steps:

  1. Tap Settings, then Passwords & Accounts and Add Account.
  2. Tap Exchange.
  3. In the email field enter your username@ic.ac.uk (E.G jbloggs@ic.ac.uk)
  4. In description enter what you want your email account to display as (E.G Imperial email)
  5. Tap Next
  6. Tap Sign in on the pop-up box that appears saying Sign in to your "ic.ac.uk" Exchange account using Microsoft?
  7. A Microsoft sign-in page will appear. Enter your password.
  8. Tap sign in
  9. Tap Save

Your email account is now ready to use.

Outlook for Android

To set up your Office 365 email account using the Microsoft Outlook app on your Android device, follow these steps:

  1. Download Outlook from the Play Store
  2. Tap on the Outlook icon in your Apps menu to launch it.
  3. Type your College username@ic.ac.uk (e.g. test160@ic.ac.uk) in the Email address field and press continue.
  4. Enter your College password in the Password field.  Note: Depending on your device, some security messages will pop up. Please accept these to continue. 
  5. Press the blue 'Tick' icon in the top right corner to finish.

 Your email account is ready to use.