Microsoft Outlook is an email and calendar management app that is available as part of Office 365. As well as your own email and calendar, it can also be used to manage shared mailboxes, shared calendars, tasks and contacts. University staff and students have free access to versions available for Windows, macOS, mobiles and tablets, as well as via the web at lancaster.ac.uk/office365.

Accessing email

If you have already set up multi-factor authentication, then you will just need to make sure you have your authenticator to hand, as you will be asked for a one-time password to log into Outlook.

If you haven't used multi-factor authentication before, you'll need to set this up in order to use Outlook. 

You can find instructions for setting up for the first time, or find information if you want to recap multi-factor authentication, by following the link to the multi-factor authentication (MFA) help page


Use the Microsoft 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)


    Prompt to save contacts to iPhone



Use Microsoft Outlook or the Outlook Web App to access email on your PC or Mac. You can access your email by going to lancaster.ac.uk/office365 and logging in using WebLogin. Or if you are staff, just open Outlook on your ISS-supported PC.

 View instructions for accessing email using Outlook on other Windows PCs

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

If you are using any ISS supported Windows PC, please don't download Microsoft Office from Office 365. Microsoft Office should already be installed and available via the start menu. If you have problems with Microsoft Office on one of these devices, rather than trying to install it again yourself, please report a problem to ISS.

If you currently have an older version of Microsoft Office installed, you will need to remove it from your computer first. Instructions for doing this can be found on Microsoft's help pages for Windows and Mac. If not, you can continue directly with the installation instructions.

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

  2. If prompted, log in using WebLogin.

  3. In the top right hand corner of the screen, click Install Office, then Office 365 apps.



  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, enter your computer username/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.

  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 login details.





If you have not set up Outlook on your PC before, you will be prompted to enter your email address and complete setup by following the instructions on screen. 

Set up menu that shows if using Outlook for the first time.

If you are adding a subsequent account, follow the instructions below:

  1. Click File.

  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.

  7. Click Next.

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

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



 View instructions for accessing email using Outlook on 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

If you are using any ISS supported Windows PC, please don't download Microsoft Office from Office 365. Microsoft Office should already be installed and available via the start menu. If you have problems with Microsoft Office on one of these devices, rather than trying to install it again yourself, please report a problem to ISS.

If you currently have an older version of Microsoft Office installed, you will need to remove it from your computer first. Instructions for doing this can be found on Microsoft's help pages for Windows and Mac. If not, you can continue directly with the installation instructions.

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

  2. If prompted, log in using WebLogin.

  3. In the top right hand corner of the screen, click Install Office, then Office 365 apps.



  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, enter your computer username/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.

  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 login details.





Once you have Outlook installed, you need to enable New Outlook. To enable this:

  1. Click Help (at the top of the screen).
    Outlook help menu

  2. Click Check for updates.

  3. Install all available updates.

  4. Quit the Outlook app and load it again (if in doubt, please restart your Mac).

  5. If a splash screen appears prompting you to enable New Outlook, you should do this. If not, at the top right of the screen, select the toggle to enable New Outlook.
    Toggle to enable New Outlook

Enabling new Outlook allows you to proceed with a simpler setup process which uses a more modern way of authenticating your account.


Once you have new Outlook enabled, follow these instructions to add your Lancaster University account:

  1. Click Outlook (at the top left of the screen).
    Outlook icon

  2. Click Preferences.

  3. Click Accounts.
    Accounts in the Outlook preferences pane


  4. Click + then New Account... at the bottom left.
    New Account option

  5. When prompted, enter your Lancaster email address.

  6. If prompted, log in with WebLogin.

  7. Your account should then be set up and ready to use.






Looking for help using Outlook? Access the Managing email with Microsoft Outlook or Managing calendars with Microsoft Outlook online courses, or register for a Microsoft Outlook training session.

The email online course contains help with topics such as spam, phishing, managing your mailbox, mailing lists, shared mailboxes and delegation. The calendars online course contains help with topics such as recurring meetings, integrations such as the timetable and LibCal, organising your calendar, calendar sharing and delegation.

We also recommend joining the Office 365 User Group where you can get updates on the latest features, understand best practice around the University and post your own questions about Outlook and other Office 365 apps.

Frequently asked questions

 Can I access my email using a different app?

Many different apps can be used to securely access your University email. You should attempt to configure access 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
  • You may also be prompted for a One-Time Password (OTP) as part of the login process.

If automatic configuration of your app or client does not work, it may mean that it is not compatible with secure sign-in. In such circumstances, it is recommended that you switch to using a more secure app, such as Microsoft Outlook, which works across a range of devices and operating systems (including on any device with a web browser).




 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.




 Why do emails which have attachments take longer to arrive?

All attachments are security-scanned before emails for those attachments that are deemed safe are delivered to their recipient; this includes emails that are sent and received internally within the University. This may have a slight impact on the speed that these emails are delivered to you.

To avoid this impact, please use alternative services such as Microsoft Teams or Microsoft OneDrive to provide access to documents and files (rather than attaching them in emails) and ask others to give you access to files this way wherever possible. Full details of these and other services can be found at: File storage, sharing and collaboration services.

If you know that an email with an attachment that you've been sent doesn't arrive, please ask the sender to give you access to the file via an alternative service such as referred to above. Please give emails time to arrive before reporting them as a problem.




 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. 




 What are the email 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.




 Why is an email I’ve received tagged as coming from an External Sender?

Emails you receive that have come from outside the University (i.e. that haven’t originated from Lancaster’s email systems) are tagged to identify that they have come from an external source. Email tagging helps you combat the threat from the increasing number of malicious email attacks that attempt to impersonate staff, students or University systems. Tagged emails will be identified in the header as coming from [External] and will contain a statement in red at the top of the message content.

Screenshot showing message about external content in an example email

Some emails appearing to come from within the University may be tagged as having originated externally – this is usually because these emails have been instigated by a University department but generated and sent via an external third party service (e.g. Campaign Monitor).  

The tagging is just making you aware that the email has come from an external source to help you in assessing whether emails are genuine or not; it should not automatically be taken as an indication that the email is untrustworthy or malicious.

If you reply to or forward a ‘tagged’ email you’ve received, the identifier in the header and the statement at the top of the message will appear in your reply/forwarded email.




 What are shared mailboxes?

For more information about shared mailboxes, see: Shared mailboxes.