Email for Students and Staff

Overview

All active staff and students who have accepted their offer and enrolled have access to email using Microsoft Office 365.  For students if you have recently accepted your offer and are unable to access your email, please be advised that in order to sign into your UNSW email account you must be enrolled in at least one subject. After waiting 48 hours you should be able to sign into your account successfully.

The UNSW preferred and supported email clients are addressed in the Self Help guides below.

How to Access

Log into your Outlook. 

Username: Your zID followed by @ad.unsw.edu.au e.g. z1234567@ ad.unsw.edu.au

Password: Your zPass

Email tips to help you protect UNSW data

Keyboard image with data breach written across it and the data classification categories of public, private, sensitive and highly sensitive.

Email is the most widely used communication tool for sending attachments and links to potentially sensitive information. Setting up rules in Outlook to automatically forward all UNSW email to an external mailbox potentially exposes that email and any data it includes to security risks.

The University has made significant investments to protect our email system by implementing cyber security controls such as anti-phishing and anti-malware protection. By automatically forwarding email to an external mailbox that doesn't have the same level of security as our University, you are exposing that data to potential compromise, and the University to liability for any associated privacy or security breach.

 

 

Follow these recommended practices:
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  1. Check your UNSW email inbox regularly for important updates.
  2. Set up your device to remotely access University email through a supported email application such as Outlook or access your email via Outlook Web Access (OWA) on a browser.
  3. Where possible access your UNSW email on your UNSW-managed device.
  4. Only share data with others who are authorised to access it.
  5. Disable any automatic email forwarding rules in Outlook. By automatically forwarding sensitive emails to an external mailbox that does not have the same level of security as the University, you expose that data to potential compromise and the University to liability for any associated privacy or security breach.
  6. Do not forward sensitive information, especially emails with a do not forward label.
  7. Sensitive and Highly Sensitive data should be stored on trusted platforms such as OneDrive-UNSW and SharePoint. The Cyber Security Standard - Data Security and UNSW Data Governance Policy provide detailed guidelines on the storage of UNSW data.

Refer to Cyber Security Training and Awareness for cyber advice and guidance.

Troubleshooting Guides

Searching issues
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This article aims to address an issue where searching for items doesn't appear to search all your messages, and other miscellaneous search issues.

  1. Check whether Outlook is currently updating any of the folders (it should say 'All folders up to date' if complete). If it is currently in the process of a send receive, or updating/synchronising, there may be issues with the search.

  2. Check whether the search is being run on the correct folder

  3. Compare your Outlook against Office Web App (OWA) to see if the search also fails there (note: if your search doesn't return any results while using webmail it generally suggests that the item you're looking for has been moved or deleted)

  4. Check Search Tools → Indexing status to see whether Outlook is still indexing

  5. Try turning Cached Exchange Mode OFF and restarting Outlook

  6. If the issue is with a shared mailbox, attempt to re-add the mailbox

  7. Attempt to recreate the Outlook profile

For more detailed information Microsoft has a support article on steps to try here 

Not receiving messages
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On a Windows 10 machine, Outlook 2016 can no longer send or receive emails. There is a message on the bottom right corner of the window that says, "NEED PASSWORD!" When clicking this message to enter credentials, the credential box flashes on the screen for a second and disappears, therefore not allowing the user to enter their password. No updated password = no new emails being sent or received. This is usually caused by an old password being stored in the "Work or School" account in Windows 10 Settings. 

  1. Open the Start Menu > search for Settings > go to Accounts > on the left pane, click on "Access work or school account"

  2. If there is a "Work or School account" (e.g. z1234567@ ad.unsw.edu.au), select the account and click Disconnect

  3. Restart Outlook and then click on "Need Password!" on the bottom-right corner

  4. Enter email as: name@unsw.edu.au, and then click Sign In with a Different Account

  5. Enter credentials as below:

Username/Email: z1234567@ ad.unsw.edu.au
Password: zPass

If there is no Work or School account on Step 2, click on Connect and follow the process to create the account.

Self Help Guides

For general information about Outlook Email please refer to the official Office support site. 

For other Office 365 apps please click here.

 

Web Browser (OWA) Access
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Step 1 - Click here to access your email online.

Step 2 - Your username will be your zID@ ad.unsw.edu.au:

Outlook Sign in
   

Step 3 - Your password will be your UNSW zPass:

Password
 

Step 4 - Click sign in.

 

Outlook (Mac) Set up
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Step 1 -  Open Outlook. Click Outlook > Preferences:

Setting Preferences

Step 2 - Click Accounts:

Account Settings

Step 3 - Outlook will show your previous settings for on-site email - the only thing you need to change here is your User Name settings. Onsite email uses adunsw\z1234567:

Account Settings

Step 4 - Type the new User Name settings: z1234567@ ad.unsw.edu.au:

Change User Name

Step 5 - Outlook will ask if it can redirect to the new server, tick the "Always use my response for this server" checkbox, and click Allow:

Allow Redirect
 

Mail App (iPhone/iPad) Set up
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Step 1 - If you had a previous UNSW account configured, we recommend that you delete the account prior to the new setup. To delete, tap Passwords & Accounts. Select the previous UNSW Account, Click on Delete Account and follow the prompts:
Email iPhone Delete
Email iPhone Delete

Step 2 - To add an account Tap Settings >Passwords & Accounts. Select Add Account. Select Exchange as the type of account:

Add account
Exchange

Step 3 - Enter the initial details for the account and then select Next to view the full account settings:

Username: zID@ ad.unsw.edu.au

Email login

 

Click on "Sign In" 

Note: "Configure Manually" option should not be used.

Automatic configuration

Password: zPass

Password

 

Please note you will be prompted for MFA (Multi Factor Authentication).

Outlook (Android Phone/Tablet) Set up
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Step 1 - Go to the App Store and install “Microsoft Outlook”.

Step 2 - Open the app and type in your email in the following format: z1234567@ ad.unsw.edu.au

Email login

Step 3 - After redirecting to the UNSW login portal, type in your zPass:

Password login

Step 4 - Follow the setup screen and your UNSW Email account is setup.

 

Outlook (Windows 10)
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Step 1 – Open Outlook:

  • Click on Start

  • Press on Outlook

Step 2 – Type in the Email ID:

  • In the prompt type in your email ID

  • z1234567@ ad.unsw.edu.au

  • Press Connect

Step 3 – Type in the Email ID:

  • Type in the password in the prompt

  • In the prompted UNSW login page type the password

  • Press OK or Sign in

Step 4 – Finish up and Open Outlook

Linux Email Clients
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Evolution and Thunderbird are the UNSW approved email clients for Linux. Click Here to get the installation guide for these clients.

How do I give someone access to my emails?
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Delegate access

You can give other people permissions for each of your Outlook folders (Inbox, Calendar, Tasks, Contacts and Notes). If you give someone delegate permissions they will have:

  • Access to your folders

  • Permission to send email messages on your behalf

For example, if you give someone delegate permissions to your Inbox folder then they can reply to your email messages on your behalf.

Any messages they send from your mailbox will have your name in the Sent on Behalf Of: box and the delegate’s name in the From: box.

Give another user delegate access:

1. Click on the File tab > Info

2. Click on the Account Settings button and choose Delegate Access from the menu

3. Click on the Add… button. This will display the Global Address List.

4. Locate the person you want to share with and click Ok

5. From the Delegates Permissions window select the access permissions required for each Outlook item: Inbox, Calendar etc.

You can select one of four levels:

  • None: the person you selected as delegate will have no access to this folder

  • Reviewer: The person you selected as delegate can read items

  • Author: The person you selected as delegate can read and create items

  • Editor: The person you selected as delegate can read, create and modify items

Private items

Delegates cannot see any messages or appointments marked as private, unless you give the permission to do so. If you want a delegate to be able to access any items marked private then check the box marked Delegate can see my private items in the Delegate Permissions window.

How do I access a shared mailbox?
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For more information regarding Shared Mailbox please follow the link.

How do I back up my messages?
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Outlook automatically archives your email so that you can access it anytime or anywhere. But if you want to back up the message folders locally (in addition to keeping them on the server) please follow the instructions for Windows or Mac.

 

How do I import my archived messages back to Outlook?
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To transfer messages and other items from an archive to Outlook follow the instructions for Windows or Mac.

How do I create a staff contact group (Mailing list) in Outlook
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A contact group is a set of email addresses that you can use to send an email message or meeting invitation to everyone at once. For detailed instructions on how to create a contact group please refer to the Microsoft guide here.

Please note: Contact groups are not moderated or restricted by default. If you would like to restrict access to your contact group you will need to submit a request to the IT Service Centre via the Contact Us Form.

Email tips to help you protect UNSW data

Email is the most widely used communication tool for sending attachments and links to potentially sensitive information. Setting up rules in Outlook to automatically forward all UNSW email to an external mailbox potentially exposes that email and any data it includes to security risks.

The University has made significant investments to protect our email system by implementing cyber security controls such as anti-phishing and anti-malware protection. By automatically forwarding email to an external mailbox that doesn't have the same level of security as our University, you are exposing that data to potential compromise, and the University to liability for any associated privacy or security breach.

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