Email and Webmail

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Email and Webmail Access

Microsoft Outlook is provided to faculty and staff on their campus desktops whether it is run through Windows or Mac. Faculty and staff also have webmail access.

Webmail access is provided to students, faculty, staff and emeriti.

What is Webmail?

The Kalamazoo College email system is Microsoft Exchange.

Webmail (a.k.a. Outlook Web Access or OWA) provides access to your Exchange email messages, calendar and contact information using only a web browser. It provides most of the functionality of installed Outlook or other email client software. If you need secure access to Exchange when away from your primary personal computer, Webmail can provide it.

For Windows PCs and Apple/Mac systems, webmail works with any modern browser.

Logging into Webmail

  1. Launch your browser
  2. Go to the webmail login page.
  3. Login using your the long form of your email address along with your KNET password
    • E.g. User name: First.Last23@kzoo.edu

Logging into Webmail – Other IMAP Mail Client

If you are using Thunderbird or some other IMAP mail client, you’ll need to manually update your account information to point it to Exchange Online’s IMAP server information. Listed below is a summary of information; however, more details are available at Microsoft’s POP3 and IMAP4 in Exchange Online page.

ProtocolServer NamePortEncryption Method
POP3Outlook.office365.com995SSL/TLS
IMAP4Outlook.office365.com993SSL/TLS
SMTPSmtp.office365.com587STARTTLS

Connecting Email to a Mobile Device

Using the Outlook Mobile App

Your college email can be configured for use on your mobile device. We recommend using the Android Outlook mobile app and the iOS outlook mobile app to accomplish this.

Additional Set-Up Information While Using the Outlook Mobile App

Information that may be necessary when setting up your mail account includes:

  • If asked what type of account you are setting up, pick Exchange. If you are using the Outlook mobile app, it should automatically discover you are using an Exchange account by typing in your email.
  • Email Address: This is in the FirstName.LastName@kzoo.edu format. For example: John.Doe@kzoo.edu or Sam.Student23@kzoo.edu.

For more detailed instructions on setting up Outlook for iOS devices, please visit Microsoft’s Set up email in Outlook for iOS mobile app page.

For more detailed instructions on setting up Outlook for Android devices, please Microsoft’s Set up email in the Outlook for Android app page.

iPhone Instructions

The following instructions may help iPhone users to set up email after being migrated to Exchange Online.

  1. Go to Settings
  2. Select Mail
  3. Select Accounts (this is also where you can remove your account if you need to)
  4. Select Add Account
  5. Select Microsoft Exchange
  6. Enter your email address like Firstname.Lastname23@kzoo.edu
  7. Select Sign In
  8. Enter your password (and approve via Multi-Factor Authentication)
  9. Choose the services to enable, and select Save

Android Instructions

The following instructions may help Android users to set up email for the Samsung Mail, Gmail, and Outlook applications after being migrated to Exchange Online. Please note that the steps may also vary depending on the preferred email app.

Microsoft Outlook App for Android

  1. Remove Kalamazoo College email from phone (if it exists in the Outlook app).
  2. Open Outlook and select Add Account.
  3. Enter your email address as the long format address, not username@kzoo.edu. For example, you will enter in the format of:
    • Faculty/Staff – First.Last@kzoo.edu (John.Doe@kzoo.edu)
    • Students – First.Last21@kzoo.edu (James.Doe21@kzoo.edu)
  4. Select Next. You will then be directed to the College’s sign-in page. It will pre-populate your email address from the previous Microsoft sign-in entry.
  5. Enter your password into the password field.
  6. You might be asked if you want to Add Another Account. Select Maybe Later.

The app will take you directly to your Inbox. Outlook for Android is complete!

Samsung Native Mail

  1. Remove Kalamazoo College email from phone (recommended)
  2. Go back into the email application.
  3. Select Office 365 when selecting the type of email. You will be re-directed to the Microsoft sign-in screen.
  4. Enter your email address as the long format address, not username@kzoo.edu. For example, you will enter in the format of:
    • Faculty/Staff – First.Last@kzoo.edu (John.Doe@kzoo.edu)
    • Students – First.Last21@kzoo.edu (James.Doe21@kzoo.edu)
  5. Select Next. You will then be directed to the College’s sign-in page. It will pre-populate your email address from the previous Microsoft sign-in entry.
  6. Enter your password into the password field.
  7. Select Sign In
  8. After, you should be prompted with the College’s mobile device policy. Select Activate

Your email should now be setup on your Android device!

Gmail

  1. Remove Kalamazoo College email from phone (if it exists in Gmail app).
  2. Open the app and Select Exchange and Office 365.
  3. Enter your email address as the long format address, not username@kzoo.edu. For example, you will enter in the format of:
    • Faculty/Staff – First.Last@kzoo.edu (John.Doe@kzoo.edu)
    • Students – First.Last21@kzoo.edu (James.Doe21@kzoo.edu)
  4. Select Next. You will then be directed to the College’s sign-in page. It will pre-populate your email address from the previous Microsoft sign-in entry.
  5. Enter your password into the password field.
  6. Select Sign In
  7. You will then get the “Permissions Requested” screen. Select Accept.
  8. Select Done.

Your email should now be setup on your Android device!

Manual Configuration

Your account can also be manually configured for the built-in mail client on your mobile device (i.e. Apple Mail or Samsung Mail). Android devices can differ when manually configuring your college account. Most Android phones have their own flavor of mail client, typically built by the manufacturer. Even Apple devices can differ slightly because of minor tweaks Apple has made over the years. Generally, if the mail app supports Exchange mailboxes, you can use the information above to configure your account.

For Apple devices, you can follow the Add an email account to your iPhone, iPad, or iPod touch support article to manually configure your account.

For Android devices, the process can usually be initiated inside of the built-in mail app. If you are opening the mail app for the first time, it should greet you with a selection of account types. Again, if Exchange is an option (it typically is), select it. If you already have an email account set up for your built-in mail app, there should be an option to add an additional account inside the app.

Tips for Managing a Full Inbox

Additional Webmail and Email Instruction

  • Outlook help center – A searchable help center covering the basics and intricacies of Microsoft Outlook.

Email Requests

Do you want to request an additional email such as a distribution group or shared mailbox? Email the Help Desk at HelpDesk@kzoo.edu to start your request!

Course Section Distribution Groups

We maintain email distribution groups for all active course sections (and beginning in Spring 2020, for upcoming and past terms.) These are also called class aliases.

Distribution Groups for Campus Buildings

We maintain distribution groups for campus buildings for many academic and administrative buildings on campus.

Distribution Lists

How to Manage a Distribution List

There are two methods you can use to manage membership of a distribution group you own.

Method 1: Webmail

To manage group membership using webmail:

  1. Sign in to webmail
  2. Click “Settings” (the gear in the upper right corner) and choose > Options
  3. Click “Groups” on the left
  4. Use this interface to add or remove members from the distribution group

If you have trouble, try a different browser like Internet Explorer or Safari. If you have further trouble, please contact the Help Desk.

Method 2: Windows Address Book

Faculty/staff or students who manage distribution lists may update the membership list from any Windows computer on campus. Students may log in to a Windows computer in any campus computer lab.

  1. Click Start
  2. Select All Programs
  3. Go to Microsoft Office
  4. Choose Microsoft Outlook 2010.
  5. Student lab users, continue through the default steps to configure your account.
  6. Click the Home tab near the top left of the Outlook window.
  7. Click the Address Book button in the top ribbon of the Outlook window.
  8. Make sure “Global Address List” is selected in the drop-down box beneath “Address Book.”
  9. Using the Search field, type the first few letters of the distribution list you wish to manage.
  10. Double-click the listing for your distribution list.
  11. Click “Modify Members.”
  12. Use the Add and Remove buttons to add and remove addresses.
  13. Click OK when you’re finished.
How to Use a Distribution List
  1. Begin addressing a note, and click on the “To…” button
  2. A dialog box will appear (see below). Change the drop down list “Show Names from the:” to be “K Email Groups”.
  3. Choose the desired distribution list from the alphabetic list