Zentraler Informatikdienst

Setting up Exchange in Windows

For:  employees

This user guide will help you, as an employee, set up the University of Vienna’s Exchange service using the Outlook desktop app from Microsoft 365.

You will then be able to manage your university e-mails, calendars, contacts, tasks, and notes using your Windows device.

Note

Students use the user guide under e-mail management with IMAP.

Requirements

  1. Open Outlook classic desktop app – File – Account Information – Add Account
  2. firstname.lastname@univie.ac.at – (Exchange) – More choices – Use a different account
  3. UserID@univie.ac.at, enter u:account password
  4. Enter second factor
  5. Complete setup

Detailed user guide

1. Adding Exchange account

Open the Outlook desktop app (Outlook classic).

If you:

  • are starting Outlook for the first time and have not yet set up an e-mail account: Continue with 2. Setting up Exchange account.
  • have already set up an e-mail account in Outlook: Select File in the menu bar and then click + Add account in the Account Information area.

2. Setting up Exchange account

  1. Enter your e-mail address of the University of Vienna in the following form: firstname.lastname@univie.ac.at (example: jamie.doe@univie.ac.at)
  2. Click Connect.

If the Advanced Setup window appears, click Exchange.

In the Windows Security window, click More choices.

Select Use a different account.

3. Entering details for Exchange account

Enter the following data:

  • First line: the UserID of your u:account in the form UserID@univie.ac.at (example: doejamie99@univie.ac.at)
  • Second line: your u:account password

If necessary, activate the option Remember my credentials. Click OK.

If you are running Microsoft 365 for the first time with the Outlook desktop app, another login window will appear.

Enter the following data:

  • First line: the userID of your u:account in the form UserID@univie.ac.at (example: doejamie99@univie.ac.at)
  • Second line: your u:account password

Confirm with Sign in.

4. Entering second factor

If you

  • have not yet set up a second factor, you must do so now. Use the user guide Activating Microsoft 365 and selecting second factor.
  • If you have already set up a second factor, confirm your second factor to log in to Microsoft 365. Depending on which second factor you have chosen, the window will look slightly different.

5. Completing setup

Select Stay signed in to all your apps or No, sign in to this app only. Confirm with OK.
 

  1. Deactivate the option Set up Outlook Mobile on my phone, too, if it is displayed. The Outlook mobile app in conjunction with Exchange is currently not supported for Microsoft 365 at the University of Vienna.
  2. Click Done.

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