Setting up Thunderbird mail for Microsoft 365 post-migration

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.

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.
   
   
3. Enter information into the available fields as shown below and then select Advanced config.
   
   
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.
   
   
7. In the Server Settings tab, change Authentication method: to OAuth2.
   
   
8. Go to the Outgoing Server (SMTP) tab, select your Otago account and select Edit…
   
   
9. Change Authentication method: to OAuth2 , ensure connection security is STARTTLS and that the username is username@registry.otago.ac.nz. Select OK.
   
   
10. Restart Thunderbird.
11. You will be prompted to sign in with your Otago password, enter it and select Sign in.
    
    

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.
   
   
2. Place a check-mark in the box next to each of these folders: Drafts, Deleted Items, and Sent Items.
3. Select Subscribe.
   
   
4. Select OK.
5. Right-click on your Microsoft 365 account and select Settings from the 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).
   
   
7. In the Copies & Folders tab, change Place a copy in: to Other: Sent Items.
   
   
8. Also in the Copies & Folders tab, change Keep draft messages in: to Other: Drafts.
   
   
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.
   
   
2. In the Junk Settings tab, uncheck the box for Enable adaptive junk mail controls for this account.
   
   
3. Restart Thunderbird.

Please contact AskOtago if you need assistance:

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