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Accessing your Outlook email

All active staff and enrolled students at UNSW can access email via Microsoft Outlook.

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Accessing your Outlook email account

  1.  Access Outlook webmail.
  2. Your username will be your zID@ ad.unsw.edu.au.
  3. Your password will be your UNSW password.
  4. Click ‘sign in’.

Using the Outlook app

  1. Click on 'Start' then 'Outlook'.  
  2. In the prompt, type in your email ID. For example, z1234567@ ad.unsw.edu.au, then click connect.
  3. On the UNSW login page type your password. Press OK or Sign in.
  4. Open Outlook.

You can find further help on using Outlook on Windows on the Microsoft website.
  1. Open Outlook. Click Outlook > Preferences.
  2. Click Accounts.
  3. Outlook will show your previous settings for on-site email - the only thing you need to change here is your username settings to adunsw\z1234567.
  4. Type the new username settings: z1234567@ ad.unsw.edu.au.
  5. Outlook will ask if it can redirect to the new server, tick the "Always use my response for this server" and click Allow.

You can find further help on using Outlook for Mac on the Microsoft website.
  1. If you had a previous UNSW account configured, we recommend that you delete the account before the new setup. To delete, tap Passwords & Accounts. Select the previous UNSW Account, Click, Delete Account and follow the prompts.
  2. To add an account, tap Settings >Passwords & Accounts. Select Add Account. Select Exchange as the type of account.
  3. Enter the initial details for the account and then select Next to view the full account settings. 
  4. Username: zID@ ad.unsw.edu.au.
  5. Click on "Sign In".

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

You can find further help on using Outlook for iOS on the Microsoft website.
  1. Go to the App Store and install “Microsoft Outlook”.
  2. Open the app and type in your email in the following format: z1234567@ ad.unsw.edu.au.
  3. After redirecting to the UNSW login portal, type in your password.
  4. Follow the setup screen and your UNSW email account is set up.

You can find further help on using Outlook for Android on the Microsoft website.

Evolution and Thunderbird are the UNSW approved email clients for Linux. View the installation guide for these clients.

You'll be prompted for Multi Factor Authentification (MFA) when you sign in to Outlook.

Please note: If you're a student who has recently accepted an offer and can't access your email, you must be enrolled in at least one subject to do so. You should be able to sign in successfully 48 hours after enrolling.

Try the 'New' Outlook

All UNSW staff can switch to the ‘New’ Outlook to enhance your email experience. This will integrate some Microsoft Office 365 apps, into your Outlook email, including Copilot to help you write clearer, mistake-free emails, and to remind you to follow up on important conversations. It will also integrate your Teams Group mailboxes into your Outlook inbox menu.

For more information on using the 'New' Outlook, go to Microsoft support.

Accessing your alumni email

As a UNSW Alumni, you are granted access to a lifelong zMail account. The zMail email service is provided exclusively to UNSW alumni. It is a separate service to the Office 365 email account used by staff and students.

  • The zMail service is a web-based email service that is managed and provisioned by UNSW and hosted on the Microsoft Office 365 platform.
  • Your zMail account will exist for as long as you maintain an association with the University as a UNSW alumni. Go to https://password.zmail.unsw.edu.au/PasswordReset to create your zMail log in.
  • If you have forgotten your password, you can reset your password by going to the Identity Manager. Please note that you may need to wait up to 30 minutes for your password to be ready after you reset it.

Go to https://outlook.office365.com and login with the following credentials:

Username: zID@zmail.unsw.edu.au
Password: Microsoft password

Note: Please ensure you are signed-out of any O365 Services or use incognito mode, otherwise you may find that you are logged back into your existing Microsoft account.

Give someone access to your email account

You can grant other people permissions for each of your Outlook folders, such as your inbox, calendar and contacts. If you give someone delegate permissions, they'll be able to access your email folders and can send email messages on your behalf.

Go to Sharing access to your Outlook emails for more information.

Creating a shared inbox or special purpose email account

Download the OSA 05 - Special Purpose Email Account or Shared Exchange Mailbox form to request a new Shared Exchange Mailbox or a special purpose email account that uses a generic address (e.g. enrolments@unsw.edu.au). Special purpose accounts must be assigned to a UNSW Staff member who will be responsible for the account.

Go to Creating a shared email inbox for more information.

FAQs

  • Outlook automatically archives your email so you can access it anytime or anywhere. If you want to back up the message folders locally (in addition to keeping them on the server) or transfer messages from an archive to Outlook, please follow the instructions for Windows or Mac.

  • To transfer messages and other items from an archive to Outlook follow the instructions for Windows or Mac.

  • 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.

    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.

    • If your search of your zmail email folders is not finding what you are looking for, there are a number of steps you can take to ensure a full search of all items in your zmail folders.

      • 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.
      • Check whether the search is being run on the correct folder.
      • 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).
      • Check Search Tools → Indexing status to see whether Outlook is still indexing.
      • Try turning Cached Exchange Mode OFF and restarting Outlook.
      • If the issue is with a shared mailbox, attempt to re-add the mailbox.
      • Attempt to recreate the Outlook profile.

    • 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 means no new emails are being sent or received.

      This is usually caused by an old password being stored in the "Work or School" account in Windows 10 Settings. These are the steps to fix this problem:

      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@zmail.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@unswalumni.com, and then click Sign In with a different account.
      5. Enter credentials as below:
      • Username/email: zID@zmail.unsw.edu.au
      • Password: Microsoft password

      If there is no work or school account in Step 2, click on Connect and follow the process to create the account.

    • Due to increasing cyber security threats such as SPAM/Phishing/email impersonation attacks, UNSW has implemented a strict DMARC policy for UNSWAlumni.com.

      As such, you may receive an error/bounceback message when you attempt to send an unauthenticated email from untrusted sources.

      This action has been taken to better protect email security and reputation for yourself and UNSW.

      To send an email to unswalumni.com, please log in to the Microsoft 365 web portal to send it from your UNSWAlumni.com email address.

      Alternatively, you may configure your preferred email client to send as your UNSWAlumni.com email address. Find more information about configuring email clients to your UNSWAlumni mailbox.

Keep UNSW data safe with these expert email tips

Email is the most widely used communication tool for sending attachments and links that may contain sensitive information. Setting up rules in Outlook to automatically forward all UNSW emails to an external mailbox can expose these emails and their data to security risks. The University may be held liable for any privacy or security breaches.

The University has invested significantly in protecting our email system by implementing cyber security controls like anti-phishing and anti-malware protection.

Refer to Cyber Security Training and Awareness for cyber advice and guidance.
  • Check your UNSW email inbox regularly for important updates.
  • 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.
  • Where possible access your UNSW email on your UNSW-managed device.
  • Only share data with others who are authorised to access it.
  • 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.
  • Do not forward sensitive information, especially emails with a do not forward label.
  • 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.

Learn more about Outlook email

For more information about using Outlook, please visit the Microsoft Office support website. There, you’ll find helpful guides and resources to get the most out of your Outlook experience.