Using Outlook

While there are many ways to access your Office 365 tools and services, we strongly encourage you to use portal.office.com as your daily login experience. 

From the Portal, you can quickly access all your Microsoft services, including email and cloud storage via OneDrive. You can also manage your account settings, view recent documents, and quickly get help. 

Are you coming from Google Workspace? click here to see a comparison between Google and Office products. 

For the best experience, we recommend that you access your UTSA email via Outlook on the Web, which is the web browser email experience. 

1. To get there, visit portal.office.com and click on the Outlook icon. 
   (You can also open your mail by visiting outlook.office.com.)
2. Then, sign in using your new email (first.last@my.utsa.edu) and current UTSA passphrase. 

Not sure what your new email address is? Visit asap.utsa.edu to see it anytime!  

Of course! Click the links below for instructions for adding your Office 365 email via your preferred mobile device.

iOS

• How to set up your Office 365 email on your iOS device (Outlook app)
• How to set up your Office 365 email on your iOS device (Built-in app)

Android

Note: We recommend using the Outlook app on your Android device. The native mail app is not supported.

• How to set up your Office 365 email on your Android device  (Outlook app)

From the web browser: 

1. Open portal.office.com
2. Click the Outlook icon
3. Click New Message
4. Enter the email recipient. Looking for a student? You can find them in the address book by clicking the To button.
5. Create your message and send! 

From the desktop application:

1. Open Outlook
2. Click New Email
3. Enter the email recipient. Looking for a student? You can find them in the address book by clicking the To button.
4. Create your message and send! 

Setting a professional email signature is an important step in building your public persona.

It's a good idea to include: 

1. Your preferred professional name ***
2. Your Degree Program and Major
3. The University of Texas at San Antonio '23 (your graduating year)
4. Preferred contact information (NOT the email you're sending from)

How to set an email signature for Outlook on the Web

How to set an email signature for Outlook on your Desktop PC

How to set an email signature on Outlook for Mac

***Many people also choose to put their preferred name in bold and include their preferred pronouns next to their name. Here's what that might look like: John Smith (they/them) 

In Outlook on the Web, you can control what email is displayed and how it's sorted.

1. At the top right of the message pane, click Filter
2. In the dropdown menu, you can choose which messages you want to see (such as all messages, only unread, messages directly addressed to you, flagged messages, etc.)
3. To change the sorting method, choose "Sort" at the bottom of the drop-down menu and select how you'd like the messages to be organized. 

You can set the reading pane to appear:

• on the right of the message pane (which is the default)
• underneath the message pane, or
• not at all (disable it entirely)

To choose your view,

1. Click the Settings icon at the top-right of the page
2. in the Reading pane section at the bottom of the page, choose "Show on the right," "Show on the bottom," or "Hide."
3. If you choose to hide the pane, messages will appear in a new window and take over the Outlook webpage when you click on a message in the message list. 

Conversation view groups related emails together, making it easier to follow a conversation thread (think a forum thread, like Reddit)

You can control this setting in Outlook on the web like this:

• Click the Settings icon at the top right of the page
• Find the Conversation View section.
• You can arrange your email so the newest replies in a conversation appear on top, appear on the bottom, or you can turn off conversation view entirely.
• If you do that, every message appears independently in the message pane, regardless of its relationship to other messages. 

Tip: Feel free to toggle conversation view on and off at will. While you can always use the Search bar to find any messages, sometimes toggling conversation view can help you find an email even faster. 

• To switch to the Outlook Calendar, just click the Calendar icon at the lower-left corner of the page.
• Here, you can customize the view.
• By default, you'll see the Month view, but click "Month" at the top-right and choose the view you prefer from the drop-down menu. 
• You can add events and appointments to your calendar using the "New event" button at the top-left of the page.

Want to sync your Blackboard Calendar to Outlook? Click here for instructions.

Want to sync other calendars to your new Outlook calendar? Follow these steps:

1. Sign in to office.com and click the Outlook icon
2. Click the Calendar icon on the left-hand side of the screen
3. Click Add Calendar. From this screen, you can add any calendars you’d like. 

To switch to your tasks, click the "To Do" icon at the lower-left corner of the page. If your left-most pane is too narrow, you might not see the icon; in that case, you can click the three dots and then choose "To Do" from the pop-up menu. 

The To Do page has a task list pane on the left side of the page and the list of tasks on the right.

• To create a task, click the list in which you want the task to appear.
• Then, in the task pane on the right, click to the right of the plus sign and type your to do.
• You can mark a task by creating it in the "Important" list or by clicking the star after creating it. 

Note: You can track your To Dos in the Microsoft To Do App for iOS and Android.