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Email Access & Office 365 Tools

Student Email Account

All UWS students are provided with a Microsoft Office 365 email account. The email address is in the format

Your student email is one of the main ways the University will communicate with you. It is your responsibility to:

  • Check your inbox regularly for important updates
    This is how you will be notified of exam results being made available, library reminders to renew or return your books, information about your course, details of events within the University, etc.
  • Always use your student email to send emails to the University
    By using your UWS email account instead of a personal email account, you are also confirming your identity. This enables staff members to reply to your email without having to ask for additional information to verify your identity. Your UWS email account should be used for all emails to teaching staff and to University services such as the Hub or ITDS Helpdesk.
  • Keep your email account secure
    Never disclose your email password as this could provide unauthorised access to your emails. University staff will NEVER ask you for this password but may ask for other details to verify your identity if required. It is good practice to change your password regularly and to choose a complex password which is difficult to guess and contains a mixture of upper and lower case letters and numbers.
  • Log out of your email account when it is not being used
    This ensures you will need to enter your password each time you want to access your emails.
  • Protect your email account on mobile devices
    If you link the mailbox feature on your smartphone or mobile device to your UWS email account, you should ensure the device is protected from unauthorised use. Set a timeout to lock your device when not in use and require a PIN to unlock the device. Ensure that the PIN you choose is not easy to guess.
  • Be suspicious
    Don’t open email attachments or click on links in emails unless you are 100% confident that you can trust the sender. If you’re not sure about the source of the email or, if there is anything unusual about the email, contact the ITDS Helpdesk for advice. If you have concerns about an attachment you have already opened or a link you have clicked, contact the ITDS Helpdesk immediately for advice. Remember that University staff will NEVER ask you to disclose your password.

Email Access

Accessing your student email account

Please note that your email and network passwords are not synchronised so changing one will not change the other. This enhances security by enabling you to choose different passwords for these accounts.  

On first login to this account you are advised to change your password and set up a security question that can be used to access your account if you forget your password. You will also be asked to confirm your language and time zone settings.

Staff email accounts

All staff members have an Outlook email account, which is usually in the format

This can be accessed by logging into any PC on the UWS network and opening Outlook or using the web version available at Staff members can log in using their email address and network password. These versions are synchronised so both versions enable access to the latest version of your mailbox and calendar.

Adding your UWS email account to your mobile device inbox

You can add your University email account to the mailbox on your mobile device to view all of your emails together and have the option of switching on alerts to let you know when you receive a new email.

Instructions on how to set this up can be found here:

Auto-forwarding emails from your University email account to another email account

You can set up an auto-forwarding rule to forward emails from your University email account to a personal email account if you wish; however, if you are replying to any of the messages, it is better to do this from your University email account as this will verify your identity.

Instructions on how to set this up can be found here:

Office 365

Microsoft Office 365 provides access to your favourite Office software online and allows you to create, share and edit documents from your phone, tablet, PC or Mac.

Free Office 365 software available to all students and staff

Desktop Version

The full desktop version can be downloaded from by logging in as above then clicking on the Install Office button in the top right hand corner of the homepage.

You can install the latest version of Microsoft Word, Excel, PowerPoint, OneNote and much more on up to 5 compatible personally-owned devices, including PCs, Macs and tablets.

Web Version

Alternatively, you can access lighter versions of software, including Word, Excel, PowerPoint and OneNote, online without installing the software on your device. All work can be saved online in OneDrive for Business, so it can be accessed no matter which device you use.

The lighter online version can be accessed by logging in to with your University ID and network password. No installation is required.

Key features and benefits of Office 365

The feature-rich email system provides the following for each student and staff member:

  • 50GB mailbox

  • 1TB cloud file storage on OneDrive

  • Integrated anti-spam tools

  • Online access to Microsoft Office software, including Word, Excel, PowerPoint and OneNote

  • Access and Publisher available as part of the full PC installation (not available online or via mobile devices)

  • Install the full version for free on up to 5 personal devices using your University login credentials

Online tutorials for Office 365

A range of online tutorials covering a variety of topics, ranging from the basics of getting started to the more advanced features of working with images and using OneDrive.

The online tutorials can be accessed here.

Last updated: 23/10/2017