Email

The email service used by students and new HW staff from academic year 2014/15 is Microsoft Office 365. 

Existing staff are being moved over to the new system during 2015 (you will be contacted when you are due to be moved).  For staff that have not been moved to the new email service Outlook Webmail is used if you wish to access your email over the Internet.

The information on this web page is for the Microsoft Office 365 service.

Information on using Office 365 can be found at Outlook Web App Help.

You can access your email at Student/staff email.

At the login screen enter your short username in this format username@hw.ac.uk (e.g. abc123@hw.ac.uk).

Your @hw.ac.uk email is only valid whilst you are an active student or member of staff at Heriot Watt. It is your responsibility to arrange for the transfer of any information you wish to retain at the end of your studies or employment. If you wish to retain a lot of information you could use a desktop version of Outlook to create a standalone .PST file (export file). This can then be opened in Outlook regardless of whether you have an Office 365 mailbox.

Features

Microsoft Office 365 is a suite of collaboration tools that includes the Exchange hosted email service. The feature-rich email system includes:

Large mailbox quota 25 GB for each user
Available on mobile devices Access calendar entries and contacts, as well as email
Search e-mail Save your favourite email searches and reuse them
Calendar functions Share calendars with other Office 365 users
Anti-spam message filtering Integrated anti-spam tools
99.9% uptime Reliable assurance that you'll be able to reach your email from anywhere, whenever you need it

On/off-campus

Student Email Go to https://outlook.com/owa/hw.ac.uk
On Edinburgh campus You will get direct access
Off Edinburgh campus You must enter your HWU login and password

Use your HWU short username and password to login to Office 365 (the same login details that you use for Vision, the university desktop PCs and eduroam).

Remember to include @hw.ac.uk (e.g.abc123@hw.ac.uk)
On- and off- Scottish Borders Campus Use your University email address (e.g.abc123@hw.ac.uk) and University password to login to Office 365

NB Please do not use the username and password required for the Campus desktop PCs/Macs.

 

Mobile access

Getting started

  1. Sign in to the Office 365 web client https://outlook.com/owa/hw.ac.uk
  2. Select Options in the top right, beneath your name
  3. Select See All Options
  4. Select Account at the top of the left hand menu
  5. Select My Account
  6. In the shortcuts on the right-hand side, click on Learn How to Get Direct Push E-Mail on your mobile phone. This opens a new window where you can find out how to set up your device

To set-up your mobile device to access your email you can use the mobile phone setup wizard or follow the operating system specific setup instructions

Phones currently (February 2015) listed on the operating system specific setup instructions are:

  • Android
  • Apple (iOS)
  • Blackberry
  • Kindle
  • Nokia (Symbian)
  • Windows Mobile
  • Windows Phone
  • Windows RT

If your phone isn't listed on the operating system specific setup instructions follow the instructions at set up email on oher internet-capable phones and tablets.

To identify your Office 365 server name (for POP, IMAP and SMTP access)

  1. Sign in to the Office 365 web client https://outlook.com/owa/hw.ac.uk
  2. Select Options in the top right, beneath your name
  3. Select See All Options
  4. Select Account at the top of the left hand menu
  5. Select Settings for POP, IMAP and SMTP access ...
  6. Take a note of the data required to complete the setup actions on your device