Once your staff mailbox has been migrated to Microsoft 365 (formerly known as Office 365), you will need to set up your staff email in your Thunderbird email client on your computer.

Thunderbird is not specifically supported by the University but can be set up to work from version 78. These instructions have only been tested on Thunderbird 78 or later which supports OAuth2 modern authentication.

When you are advised that your email account migration is complete, do the following:

  1. Launch Thunderbird to bring up the main Thunderbird interface.
    If you have other accounts configured, you can navigate here by clicking on Local Folders on the left-hand side. Select Email under the Setup Another Account section in the main window.
  2. On the Mail Account Setup window, enter information into the available fields as listed below and select Configure manually...
    Your name: your name as you’d like it to appear
    Email Address: your Otago email address
    (Important) Password: Do not enter in your password on this login screen. Only enter your email address and name.

    screenshot of step 2 Set Up Your Existing Email Address window in Thunderbird
  3. Enter information into the available fields as shown below and then select Advanced config.

    screenshot of step 3 Configure manually... window in Thunderbird
  4. Enter the following information under INCOMING:
    Protocol: IMAP
    Server: outlook.office365.com
    Port: 993
    SSL: SSL/TLS
    Authentication: normal password
    Username: Your Otago username in the format username@registry.otago.ac.nz
  5. Enter the following information under OUTGOING:
    Server: smtp.office365.com
    Port: 465
    SSL: SSL/TLS
    Authentication: normal password
    Username: Your Otago username in the format username@registry.otago.ac.nz
  6. Select OK.

    screenshot of step 6 The Confirm Advanced Configuration prompt in Thunderbird
  7. In the Server Settings tab, change Authentication method: to OAuth2.

    screenshot of step 7 Server Settings tab in Thunderbird
  8. Go to the Outgoing Server (SMTP) tab, select your Otago account and select Edit…

    screenshot of step 8 Outgoing Server (SMTP) tab in Thunderbird
  9. Change Authentication method: to OAuth2 , ensure connection security is STARTTLS and that the username is username@registry.otago.ac.nz. Select OK.

    screenshot of step 9 SMTP Server edit window in Thunderbird
  10. Restart Thunderbird.
  11. You will be prompted to sign in with your Otago password, enter it and select Sign in.

    screenshot of step 11 Microsoft 365 Logon window

Important: Please complete the following steps before using your Thunderbird email client.

Reconfigure folder mapping

Email clients configured using the Microsoft Exchange protocol use different folder names for some of the primary mail folders. For consistency, we highly recommend that you configure Thunderbird to use these same folders. This will make it less confusing if you also use the web client for Microsoft 365 or a different desktop client that uses the Exchange protocol:

  1. Right-click on your Microsoft 365 account and select Subscribe… from the drop-down menu.

    screenshot of step 1 Subscribe... option in the right-click drop-down menu in Microsoft 365
  2. Place a check-mark in the box next to each of these folders: Drafts, Deleted Items, and Sent Items.
  3. Select Subscribe.

    screenshot of step 2 Subscribe to Folder list in Microsoft 365
  4. Select OK.
  5. Right-click on your Microsoft 365 account and select Settings from the drop-down menu.

    screenshot of step 5 Settings option in Microsoft 365 drop-down menu
  6. In the Server Settings tab, change When I delete a message: to Move it to this folder: Deleted Items (note: If you do not see the option for Deleted Items, restart Thunderbird and try again).

    screenshot of step 6 Copies & Folder tab in Microsoft 365 - deleting messages
  7. In the Copies & Folders tab, change Place a copy in: to Other: Sent Items.

    screenshot of step 7 Copies and Folders tab in Microsoft 365 - sending messages
  8. Also in the Copies & Folders tab, change Keep draft messages in: to Other: Drafts.

    screenshot of step 8 Copies & Folders tab in Microsoft 365 - draft messages
  9. Restart Thunderbird.

Disable the adaptive junk mail controls:

Microsoft 365 server side junk/spam filtering is already enabled for all Microsoft 365 accounts.

  1. Right-click on the email address you just configured in the left-hand pane and select Settings.

    screenshot of step 1 Settings tab in Microsoft 365
  2. In the Junk Settings tab, uncheck the box for Enable adaptive junk mail controls for this account.

    screenshot of step 2 Junk Settings window in Microsoft 365
  3. Restart Thunderbird.

Please contact AskOtago if you need assistance:

Tel +64 3 479 7000
Freephone 0800 80 80 98 (within New Zealand)
Email askotago.it@otago.ac.nz

Last updated 09/08/2021 04.51 PM

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