POP E-mail settings for Office365

Settings for Thunderbird

This document describes setting up Thunderbird to use the POP mail protocol. If you choose to use IMAP instead, please see O365Imap instead.

For Thunderbird, we will add your O365 (<your_RC_AD_username>@ur.rochester.edu> account to the program, move e-mail out of your old account (if necessary), and then delete the old account.

Adding your new account to Thunderbird

1. Open Thunderbird. Click on "Tools" at the top of the screen, and select "Account settings". Windows users: If you do not see a "Tools" option at the top of the screen, click on the icon immediately to the left of the search field...the icon has three horizontal lines. This will open up a menu. In that menu, click on "Options..." and select "Menu Bar". The menu bar will then appear at the top of your screen.

2. In Account Settings, click on the "Account Actions" button in the bottom left corner, and select "Add Mail Account". In the resulting window, Enter your real name in the "Your Name" field, your O365 e-mail address in the "Email Address" field. and your O365 e-mail password in the "Password" field. Click Continue/Next.

3. The wizard will now attempt to configure your mail account automatically, but it usually fails to do this correctly, so click on the "Manual Config" button. Change the settings to appear as follows:

Incoming:

POP3

outlook.office365.com

995

SSL/TLS

Normal password

Outgoing:

SMTP

smtp.office365.com

587

STARTTLS

Normal password

Username:

<your_RC_AD_username>@ur.rochester.edu

IMPORTANT: By default, Thunderbird will put a period at the beginning of the server names (ie: .ur.rochester.edu). DELETE THIS LEADING PERIOD.

4. Once set, click on the "Done" button. You should now be returned to the "Account Settings" window. Click "OK" to close it.

5. You should now be in the main Thunderbird window, with your new account appearing in the column on the left (with the Inbox and Trash folders specific to this account underneath it). Right-click (or control-click if you have a single-button Mac mouse) on the address itself and select "Get Messages" from the menu. If you see new e-mail appear in the Inbox directly underneath your e-mail address, your new account is working.

6. You should now try sending an e-mail using your new account. Click on the "Write" icon in the top of the main Thunderbird window to begin composing a new message. If you click on the "From" field in the new message window, you'll now see that you can choose which account to send this e-mail from. Select your NEW account. Send a test e-mail to yourself...if it sends okay, and you receive the e-mail okay, then your new account is fully functional.

7. You may want to check a few of the other settings for your new account, so go out to the main Thunderbird window and click on "Tools" -> "Account Settings" again, and click on your new e-mail address in the column on the left. If you want to create a signature that automatically gets appended to the end of each message you send, enter it in the "Signature Text" field.

8. Select the "Server Settings" option that's underneath your new e-mail address in the column on the left, and adjust the frequency that Thunderbird checks for new mail accordingly (5 minute intervals is fine). Checkmark the box "Leave messages on server", and have it leave mail on the server for at least 7 days. If you use the webmail system with any frequency, you may want to set this interval to something like 14 days.

9. Under "Junk Settings", you can disable junk mail controls for your mail account, if you so choose. Since our mail server has extensive antispam controls already, I recommend this be disabled.

10. At this point, you're pretty much done.

Transfer existing mail/mailboxes to your new account

Now that you have both your old and new mail accounts configured and working in Thunderbird, you'll want to move messages or mailboxes that reside in Thunderbird out of your old account. Note that this e-mail is different than the e-mail Office365 automatically migrated for you...those were messages or mailboxes that reside on the mail server itself. Big difference.

Since Thunderbird offers a variety of ways to organize your e-mail within the program, I can only provide general guidelines regarding what you'll probably want to do. If you're unsure about moving your mail around, please let me know.

In the main Thunderbird window, you will see both your old and new e-mail accounts listed in the column on the left. Click the triangle next to each e-mail address...mailboxes will appear underneath each address, including at the very least an Inbox and a Trash folder. Mailboxes listed under an address are unique to that address.

There is also another entry in the column called "Local Folders". These are mailboxes that reside within your copy of Thunderbird and are not associated with any particular e-mail address.

The idea is to move any mailboxes or e-mail unique to your old address to another location...either to the same mailbox under your new address, or into "Local Folders". This will ensure that when you delete your old address from Thunderbird, you won't lose any e-mail.

First, there are some standard folders that Thunderbird creates automatically for each account...Inbox, Trash, Sent (if you have sent at least one e-mail from the account), and Drafts (if you have saved at least one e-mail you started writing, but did not send). The first thing you should do is move all of the e-mail in your old account's Inbox to your new account's Inbox. To do this, click on the Inbox underneath your old e-mail address, highlight all of the messages, then drag them to the Inbox below your new e-mail address. You can repeat this process with the e-mail in the Trash/Sent/Drafts folders, if you like.

Now, if you have any other mailboxes listed underneath your old address (perhaps a mailbox you created to archive or organize your old e-mail or whatnot), you will want to move that entire mailbox to another location...either underneath your new account, or into "Local Folders". To do this, simply click on the mailbox in the column on the left, and drag it on top of either your new address or on top of "Local Folders". This will move the entire mailbox to the new location.

Once you have ensured that there is no e-mail still residing in a mailbox underneath your old account, you're now free to delete the old account.

To delete your old account from Thunderbird

Once you're sure that your new mail account is working properly, it's recommended that you delete your old e-mail account from Thunderbird. To do this...

1. Open Thunderbird. Click on "Tools" at the top of the screen, and select "Account settings". Windows users: If you do not see a "Tools" option at the top of the screen, click on the icon immediately to the left of the search field...the icon has three horizontal lines. This will open up a menu. In that menu, click on "Options..." and select "Menu Bar". The menu bar will then appear at the top of your screen.

2. In Account Settings, click on your old e-mail address in the column on the left, then click on the "Account Actions" button in the bottom left corner. Select "Remove Account" from the menu. When Thunderbird asks if you're sure you want to do this, click the "OK" button. Your old account will be removed from Thunderbird, and you should be all set.


ComputerHelp: O365Pop (last edited 2016-03-23 17:36:51 by WikiAdministrator)

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