Use the Outlook mobile app to access email on mobile devices. 

 View instructions for accessing email using the Outlook mobile app
  1. If you do not already have the Outlook mobile app, go to the App Store, Play Store, or the relevant application marketplace for your device and search for and download Outlook.

  2. Open Outlook.

  3. Tap Get started.

  4. In the email address box, enter your Lancaster email address and tap Add Account.

    Image of add account screen

  5. When prompted, enter your university username and password.

  6. Tap Login.

  7. Tap Maybe Later to adding another account.


 You may wish to make your Outlook contacts to be accessible by your phone, for example for making phone calls.

 See instructions for making Outlook contacts accessible on your phone
  1. Open the Outlook App.

  2. Go to Email.

  3. Tap the More Info button on the top left of the screen.

  4. Tap the Settings button in the bottom left of the screen.

    Settings icon (the gear) is in the lower left hand corner of the screen

  5. Enter your account by tapping your email address.

    Tap on your email address, listed under Accounts

  6. Turn on Save Contacts and follow any instructions given. If prompted, allow Outlook access to your Contacts.

    Make sure that Save Contacts is turned on (i.e. the slider set to the right)







Use Outlook or the Outlook Web App to access email on your PC or Mac. You can access your email using any web browser at lancaster.ac.uk/office365. Or if you are staff, just open Outlook on your ISS-supported PC.

 View instructions for accessing email using Outlook on other Windows PCs or Macs

You need to be running the latest version of Microsoft Outlook, which is part of Office 365, to follow these instructions. 


 See instructions for installing the latest version of Microsoft Office on Windows or Mac

Microsoft Office is available without charge for Lancaster University students and staff.

  1. On the machine on which you want to install Microsoft Office, go to lancaster.ac.uk/office365.

  2. If you see the Lancaster University web login screen, enter your University username and password.

  3. In the top right hand corner of the screen, click Install Office 2016.

    Install Office 2016 highlghted


  4. Depending on your browser, click to run/open the installer file - alternatively, you may need to double click on the installer file from the Downloads folder of your device. 

  5. If prompted, type in the administrator username and password - then wait a few minutes for Office to install. 

    Installing office screen


  6. After Office is installed, click Close and Close again to return to the main Office 365 screen. Office will now be available to access from the list of apps on the Windows start button. 

  7. When you open any office app for the first time, you will be prompted to activate the software. Enter your Lancaster University email address. 

  8. If prompted, enter your University username and password.





  1. Click File (on the Mac version of Outlook, select Outlook then Preferences then Accounts).

  2. Click Add account (+).

    Image of Outlook of Account Information screen

  3. Ensure E-mail Account is selected.

  4. Fill in your name in the Your Name box.

  5. In the Email field, enter your Lancaster email address.

  6. Fill in your password both the Password and Retype Password boxes.

    Image of Auto Account window

  7. Click Next.

  8. If prompted, enter your university username and password.

  9. Click OK and restart Outlook to load and sync your account.






Looking for information about managing your mailbox, using shared calendars, setting up out of office and more? See the Organising Email and Calendars using Office 365 and Outlook online course or book on to an email training session.



Frequently asked questions

 Can I access my email using a different app?

The following settings can be used to configure other apps and clients to access your University email.

You should attempt automatic configuration by entering the following details:

  • Email address: Your Lancaster email address

  • Username: yourusername@lancaster.ac.uk (e.g. bloggsj@lancaster.ac.uk)

  • Password: Your university account password


If automatic configuration of your app or client does not work, use an IMAP connection with the following settings:

  • Incoming server: outlook.office365.com
  • Incoming port: 993 using SSL
  • Outgoing server: smtp.office365.com
  • Outgoing port: 587 using STARTLS/TLS/SSL



 Can I change my email address?

If you have changed your name, then it is possible for a new email alias to be added to your mailbox. You cannot choose an email address that does not reflect your name. Submit a request to change your email address.




 What is my email quota?

Existing users have 50GB of email quota. Over time this will be increased to a standard 100GB by Microsoft. This is a fixed limit and cannot be increased.




 Can I forward my university email?

In order to protect the personal information of all members of the University and those we deal with, you should not forward Lancaster University email to personal email accounts.You can access your email directly on a range of devices using Outlook, Outlook Web App, the Outlook mobile app or other email clients. 




 Is data from my Office 365 account backed up?

The content of your Office 365 account is not backed up by Lancaster University and no mechanisms are available to ISS Support Staff to recover lost or deleted information.However, the Microsoft Office 365 Service does provide you with mechanisms to recover messages yourself for a given period after deletion.




 What are the sender and recipient message limits?

The limits that apply to Lancaster University are those listed against Office 365 Education or Exchange Online Plan 1.

The limits on messages, mailboxes, recipients and email clients fall into the following categories:

  • Message limits;

  • Recipient and sender limits;

  • Retention limits; and

  • Distribution group limits.

See the Microsoft Office 365 Storage and Recipient Limits webpage for information on these limits.




 Where can I find out more about Office 365 data and privacy?

The University has control over and administers the Office 365 email service and will remain the custodian of any Office 365 data. The University and its partners use automated systems to scan email for viruses, spam or malicious email and data protection purposes. All data is protected to the same or higher levels as “on campus” data and subject to the same procedural controls. With Office 365 the University will be using Microsoft Data Centres to store information. 

Office 365 email, calendar, contacts, notes and tasks will be stored in Microsoft Data Centres that are located within the European Economic Area (EEA), currently in Ireland and Amsterdam.

The University has a contract with Microsoft that has been specifically drawn up by Jisc for UK Higher Education establishments which includes the EU Model clauses for data protection.

Microsoft encrypts all data in transit and while stored in their Data centres which are compliant with ISO 27001 and ISO 27018. You can store Ordinary, Confidential, Restricted and Personal information in Office 365. The latter two must have appropriate access permissions set; staff should not store unencrypted restricted or personal information in emails. Sensitive Personal (special category of personal information) information must be encrypted before upload.

Microsoft are contractually bound to use the data only to provide the Office 365 service and not for any other purposes, other than lawful requests from government agencies. Microsoft will direct lawful requests to the University where possible, or failing that, inform the University that requests have been made.

Office 365 can be used for data that must be stored within the EEA as some research projects mandate. However, if a research grant specifies that you should not use Office 365 for unencrypted storage or transmission of confidential or sensitive information, use the mandated storage for the information and communications related to the project. 

The risk of data loss from the University or Microsoft data centres are far outweighed by the risks from users either divulging passwords (by accident or deliberately) or by inappropriate sharing of information.