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714.456.3333 (Orange) / 949.824.3434 (Irvine)
200 S. Manchester Ave. Orange, CA 92868

Client Support & Configuration Information

The following are client configurations for accessing the UCI Health email service. These instructions are meant to provide basic client setup configurations for a variety of email clients.

In some cases UCI Health Information Services may not formally be able to provide support for every email client available today. We can provide basic setup instructions and in some cases recommend alternative clients if we feel there is an improved user experience available. Below we list several email clients that are commonly used by our clients.

Supported Mail Clients

Microsoft Outlook Web Access (OWA)

Outlook Web Access (OWA) is the standard method of accessing e-mail on and off campus.

If you are experiencing email client issues, please use OWA to access your email.

The newer email interface for OWA is full featured with most options that Outlook offers via the local client.

It can be accessed by a web browser on a computer and mobile device. It is accessed by navigating to https://myemail.hs.uci.edu/owa.

Outlook 2016 and O365 Automatic Configuration

Windows - Outlook 2016 and O365 Automatic Configuration

The following steps below will allow Outlook 2016 and O365 to install using the Exchange server information.

Open Outlook 2016 or O365 by clicking the Start button, navigate to All Programs, click on Microsoft Office, then click on Microsoft Outlook 2016 or O365.

On the Outlook Startup screen press Next.

emailConfig01

On the Account Configuration screen, select Yes and press Next.

emailConfig02

On the Auto Account Setup screen, verify your name and email address are correct, the press Next.

emailConfig03

When the configuration finishes press Finish.

emailConfig04

Outlook will now load from the Exchange server.

Outlook 2016 and O365 Manual Configuration

The following steps below will allow the manual configuration of Outlook 2016 or O365.
First thing you'll want to do is click the Windows Start button, select Control Panel, and then select the Mail icon.

emailConfig05

Note: Depending on what version of Windows you're running, you may need to switch to Classic View or Change "View By:" to "Large/Small Icons" to find the Mail icon or it may state 32-Bit.

Select the Show Profiles button, click the Add button and enter in a name for this profile and select the OK button.

emailConfig06

 

Select the Manually configure server settings or additional server types check box, click the Next button.

 emailConfig07

 

Select the Microsoft Exchange option and click the Next button.

 emailConfig08

 

Simply enter in "myemail.hs.uci.edu" in the Exchange server address field and then select the Use Cached Exchange Mode check box. In the User Name box, enter in your username and the select "More Settings."  You may be prompted to login so the system identifies your mailbox server.

 emailConfig09

 

Next, select the Connection tab, select the Connect to Microsoft Exchange using HTTP check box and then Select the Exchange Proxy Settings button.

 emailConfig10

 

Next, enter in "myemail.hs.uci.edu" in the Proxy Server address. Select both the On fast networks and On slow networks check boxes and under Proxy authentication settings, select Basic Authentication, then click OK.

 emailConfig11

 

Click OK on the Connection Tab screen

 emailConfig12

 

Press Next on the email configuration screen, you may need to authenticate with your username and password.

 emailConfig13

 

The account is setup, press the Finish button.

 emailConfig14

 

Make sure the new profile is selected in the dropdown box and Always use this profile is selected. Press OK.

 emailConfig15

 

Open Outlook, you may be prompted for your username and password. Your outlook profile will populate your mailbox, calendar, contacts, and tasks off the exchange server.

Apple Mail O365 Migration for Mac Users

This guide is intended for users who have had their email account migrated to O365 and their email changed to @HS.UCI.EDU.

It is recommended that you have DUO already enabled and that you are running at least Mojavi 10.14.5 before starting on these steps.

  • If you had a previous @UCI.EDU email, you will continue to receive emails from that account.
  • Users that currently have the Mac mail app configured for another account please begin with STEP 1
  • Users who are configuring the Mac mail app for the first time:
    • Open Apple Mail
    • Click on the “Mail” menu > “Accounts…”
    • Continue to STEP 4 
  1. Open Apple Mail
  2. Click on the “Mail” menu > “Accounts…”
  3. Delete previous Account:

  4. Select Account
  5. Click on the minus ( - ) button
  6. Create new Account:

  7. Click on the plus ( + ) button
  8. Select Exchange
  9. Type your new email address, <HS ACCOUNT>@hs.uci.edu, and click on “Sign In”:

  10. To auto configure your new email account click on “Sign In”:

  11. Login with your UCI Health HS account and password and then click “Sign In”:

  12. A DUO prompt will follow if you are configuring your account outside the HS network

  13. Check the boxes you like the associated app to sync with your account and uncheck the boxes so those apps do not have access.
  14. Click “Done” to begin syncing your email.

Please contact the helpdesk (714) 456-3333 for further help with the configuration of Apple Mail for Mac.

Unsupported Mail Clients

Microsoft Windows Mail IMAP Configuration

  • General Settings
    • Email address: username@uci.edu
    • Reply-to address: username@uci.edu (optional)
  • Servers
    • Server information
      • Incoming mail server is an IMAP server
      • Incoming mail (IMAP): myemail.hs.uci.edu
      • Outgoing mail (SMTP): myemail.hs.uci.edu
    • Incoming mail server
      • Email username: your login id (without @...)
      • Log on using secure password authentication: enabled/checked
    • Outgoing mail server:
      • My server requires authentication: enabled/checked
    • Advanced
      • Server port numbers
        • Outgoing mail (SMTP): 587
        • This server requires a secure connection (SSL): enabled/checked
        • Incoming mail (IMAP): 993
        • This server requires a secure connection (SSL): enabled/checked
      • IMAP
        • Special folders
          • Sent items path: Sent Items
          • Drafts path: Drafts
          • Deleted items path: Deleted Items
          • Junk path: Junk E-mail
      • By selecting the Log on using Secure Password Authentication on the Incoming Mail Server section of the Server Information tab, you are configuring Windows Mail to use TLS.

Mac Mail IMAP Configuration

  • Account information:
    • Full Name: your name
    • Email address: your username@hs.uci.edu
    • Password: your password
  • Incoming Mail Server
    • Account Type: IMAP
    • Incoming Mail Server: myemail.hs.uci.edu
    • User Name: your username
    • Password: your password
  • Outgoing mail server (SMTP)
    • Outgoing Mail Server: myemail.hs.uci.edu
      • Check "Use Only This Server"
    • Check "Use Authentication"
    • User Name: your username
    • Password: your password

Thunderbird IMAP Configuration

  • Account Settings
    • Email Address:username@uci.edu
    • Reply-To Address: username@uci.edu (optional)
  • IMAP Server Settings
    • Server name: myemail.hs.uci.edu
    • Port: 993
    • User name: your hs\username
    • Security settings: STARTTLS (Authentication Method: Normal Password or NTLM)
  • Outgoing Server (SMTP)
    • Server name: myemail.hs.uci.edu
    • Port: 587
    • Use name and password: enabled/checked
    • User name: your hs\username
    • User secure connection: STARTTLS (Authentication Method: Normal Password or NTLM)
  • Attachments.
    • By default Thunderbird sends and receives attachments in chunks. This may cause some of the following problems for connect account users.
    • Attachments on received emails are corrupted.
    • Images only load partially.
    • Outlook users are unable to open attachments sent from Thunderbird users.
      • To avoid potential problems you should modify a Preference Value.
      • Warning: This may result in tags disappearing. If you use Thunderbird's tagging feature you should backup your profile before doing the following steps.
      • For older versions: Edit menu > Preferences > Advanced tab > click Config Editor. For version 3.1.9: Tools menu > Options > General tab > click Config Editor.
      • ! Warning notice will appear. Click I'll be careful, I promise.
      • In the Filter box, type: mail.server.default.fetch.by.chunks
      • Preference Name mail.server.default.fetch.by.chunks is set to the default Value of True.
      • Double-click on the Preference Name to change the Value to False.
      • Close the Config Editor window.
      • Click OK to close the Options window.
  • To replace the Trash folder with the Deleted Items folder from Exchange please see the instructions at Mozillazine.org. (Jorge check this link)

Supported Mobile Clients

Mobile Smart Phone Security

Mobile smart phones have become a common tool in our industry for email communications. If an email message received on your smart phone includes protected health or other confidential information this can pose a risk of unauthorized access if the device is lost or stolen. These phones often store email messages that can be easily retrieved from the device. The following are some fundamental smart phone practices that will help protect confidential information on the device from unauthorized access.

  1. You must enable PIN/password protection on your phone. The more complex the PIN/password, the better. HIS can help with this, contact us at 714-456-3333.
    (Note: Devices using the HIS Exchange system already have this PIN policy applied).
  2. Enable the device encryption setting, if available. HIS can help with this, contact us at 714-456-3333. Do not store restricted information on the phone’s memory card (SD card) or any external storage that has NOT been encrypted.
  3. Turn off Bluetooth, Wi-Fi, NFC, and GPS when not specifically in use.
  4. The devices running any of the following operating systems are approved for use on the HIS network:
    • Apple iOS 4.0+ (iPhone/iPod/iPad)
    • BlackBerry OS 5.0+
    • Android OS 2.1+
    • Windows Mobile 4.0+
  5. IMPORTANT: In the event the phone becomes lost or stolen, immediately contact the HIS Security Team via 714-456-3333 and request a remote wipe of the phone. Wait to discontinue the service for the phone until after the remote wipe is accomplished. If you discontinue the service on the phone, remote wipe will no longer be available.

How to delete an Outlook Profile

If you plan on utilizing Office 365 e-mail on your mobile device, you will need to first delete the existing UCI outlook e-mail profile before adding your new Office 365 one. Depending on the mobile device that you have, use the information below to help you get setup.

Removing your existing Outlook profile

Android - Outlook App

  1. Go to Applications > Outlook. The Email screen will open.
  2. On the Email screen, bring up the settings menu and tap Accounts. The Accounts screen will open.
  3. Press and hold the Exchange Account you want to delete until the Menu window opens.
  4. On the Menu window, click Remove Account. A Remove Account warning window will open.
  5. On the Remove Account warning window, tap OK or Remove Account to finish. You have successfully deleted your Exchange account.

Apple iOS - Outlook App

  1. Go to Settings > Mail, Contacts, Calendars. The Accounts screen will open.
  2. On the Accounts screen, tap the Exchange Account you want to remove.
  3. Scroll down and click Delete Account. A Delete Account warning window will open.
  4. On the Delete Account warning window, click Delete Account to finish. You have successfully deleted your Exchange account.

Apple iOS - Mail App

  1. Open Apple Mail.
  2. Click Mail on the top menu bar and then Preferences. The Preferences window will open.
  3. In the Preferences window, click Accounts. The Accounts window will open.
  4. In the Accounts window, click the Exchange Account you want to delete, then click the minus sign (-). A Remove warning window will open.
  5. In the Remove warning window, click Remove or OK to finish. You have successfully deleted your Exchange account.

Apple iOS Calendar

  1. Open Apple Calendar.
  2. Click Calendar on the top menu bar and then Preferences. The Preferences window will open.
  3. In the Preferences window, click Accounts. The Accounts window will open.
  4. In the Accounts window, click the Exchange Account you want to delete, then click the minus sign (-) below. A Remove warning window will open.
  5. In the Remove warning window, click Remove to finish. You have successfully deleted your Exchange account.

Apple iOS Mail - Microsoft O365 Configuration

Follow these steps to set up O365 Mail on iOS devices running iOS 11 and up.

  • Set up an e-mail account using the Outlook App
    • Select Settings
      AppleiOSmail-Step1_SelectSettings
    • Select Passwords & Accounts
      AppleiOSmail-Step2a_SelectPassword
    • Click Add Account
      AppleiOSmail-Step2b_AddAccount
  • Select the account type
    • Select Microsoft Exchange
      AppleiOSmail-Step3_SelectExchange
  • Enter your account information
    • Enter your UCI HS e-mail address in the Email field
      AppleiOSmail-Step4_TypeHSemail
    • Click on Sign In
      AppleiOSmail-Step5_LogIn
    • Authenticate with O365 Server
      AppleiOSmail-Step6_o365Login
    • (Optional) Select to Save or Not Save password
      AppleiOSmail-Step7_SavePassword
    • Validate via DUO
      AppleiOSmail-Step8_WaitForDUO
    • Accept Permissions
      AppleiOSmail-Step9_AcceptAccess
    • Enable what options you would like to sync to your phone
    • For Contacts ONLY select Contacts. For all other features select all the features
    • Done
  • Outlook App - Microsoft O365 Configuration

    Follow these steps to set up O365 Mail on the Outlook App. These steps will work with both Android and iOS devices.

    • Set up an e-mail account using Mail
      • Open Outlook App
        Outlook-Step1_OpenApp
    • Enter your account information
      • Enter your UCI HS e-mail address in the Email field
        Outlook-Step2_AddHSemail
      • Select Office 365
        Outlook-Step3_SelectO365
      • Wait to be Redirected
        Outlook-Step4_Redirect
      • Authenticate with UCI Health O365 Server
        Outlook-Step5_AuthenticateO365
      • Validate via DUO
        Outlook-Step6_DUO
      • Select "Maybe Later" to end set up
        Outlook-Step7_Later
      • (Optional) Go through Tutorial or Skip
        Outlook-Step8_Tutorial
      • Turn on Notifications
        Outlook-Step9_Notifications
      • Done

    ActiveSync Settings for Mobile Devices

    Microsoft Exchange ActiveSync allows phones of various brands to synchronize with an Exchange mailbox; below is a list of supported brands (source: http://technet.microsoft.com/en-us/library/bb232162.aspx).

    Apple: The Apple iPhone, iPod Touch, and iPad all support Exchange ActiveSync.

    Nokia: Nokia offers Mail for Exchange on their Eseries mobile phones. E-mail, calendar, and contact data can be synchronized over a cellular network or a wireless LAN.

    Sony Ericsson: Sony Ericsson offers Exchange ActiveSync support on several of their newer smartphones. They also support Direct Push through a third-party program.

    Palm: Palm offers some models of mobile phones that have the Windows Mobile operating system. These devices support Direct Push.

    Motorola: Motorola has its own synchronization framework that enables over-the-air synchronization through Exchange ActiveSync on many of its devices.

    Symbian: Symbian Limited licenses Exchange ActiveSync for use in the Symbian operating system. This operating system is an open standard operating system for mobile phones.

    *Android: Many mobile phones with the Android operating system support Exchange ActiveSync. However, these mobile phones may not support all available Exchange ActiveSync mailbox policies.

    For more information see Understanding Exchange ActiveSync Mailbox Policies.

    The settings needed when creating a new ActiveSync account are:

    • Email: username@myemail.hs.uci.edu
    • Server: myemail.hs.uci.edu
    • Domain: hs
    • Username: HSNetID
    • Password: HSNetID password
    • Use SSL: On

    Once the settings are entered, you may set/decide whether you want to sync Mail, Contacts, and/or Calendar.

    You may also configure settings on how to actively push folders other than the inbox (default) and how many days' worth of mail to sync on the device.

    NOTE: there is no need for alarm when the message 'Activate device administrator' is displayed. Simply continue with the process.

    *Android: There is a known issue with Android devices using ActiveSync connections to Exchange. The issue is with OS version 2.2 on the device. The work-around is to run a different version of the Android OS (it is unclear if the issue is fixed with versions 2.3 or later) or install a third-party ActiveSync application on the device. Although IST does not provide support for it, some users have reported that "TouchDown" by NitroDesk improves the stability and functionality of the ActiveSync software on devices running the Android OS.

    Validating mobile functionality

    Once you have successfully added the new account, you will want to validate that it is correctly synchronizing your calendar, contacts and e-mail.

    1. Open the mail section of the app and ensure that your emails are syncing into the app
    2. Open the Calendar and validate that all appointments, both singular and reoccurring are showing up correctly.
    3. If you elect to synchronize your contacts, open the contacts app on your phone and check to see if the new contacts coming from Outlook are showing up.