Email and electronic calendars are a daily part of our working environment, and you can access them from any computer or mobile device.

Staff email is provided via Microsoft Exchange and Outlook client, and students currently use the Google Gmail platform.

On 22 & 23 May 2021 Student email accounts will move to Outlook Online. You can find out why we're making this change, and what you or your students need to do to prepare on our Student Email Project page.

Student email: Gmail

To access your university email you need to authenticate to Google using the long form of your university account:

Staff email: Outlook

Microsoft Outlook is available on every Managed Desktop computer within the university. Students and staff can install Outlook for free on their personal devices.

There are two ways to access the web-based version of Outlook:

  • Click on Email from the Quick Links menu at the top of the Portal
  • Access Microsoft Outlook through the Office 365 portal at

Find out more and access training resources on Outlook.

Staff Calendar: Sharing Your Calendar

A common approach to Outlook calendar sharing may be useful as we expand our collaborative working and using digital technology to the full. Establishing a consistency of approach within teams, departments, Directorates and Faculties will improve ease of scheduling meetings and improve the flexible management of time. However, the suggested practice below is exactly that. It is up to individuals, teams and wider groups to discuss the suitability of this suggestion for your area and working style, so you can agree the best way to coordinate and share your diaries.

You can update your settings in the Outlook Application, or Outlook on the web via

Suggested practice

The default for ‘My Organisation’ is Can view when I’m Busy, and this setting should not be changed. This ensures that when students join Outlook they will not be able to see details of staff calendars by default.

Staff and Affiliates can open their calendars to all staff (using the mailing list) with the settings: Can view titles and locations. This would allow all staff to automatically see the location and the title of any meeting, allowing for scheduling proposals to be much more realistic and based on evidence. Users cannot see meeting contents unless they are meeting invitees.

Note 1 – this will attempt to trigger an email to be sent to all staff. Most of us do not have permission to do this, so it is harmless.

Note 2 – this will mean historic diary entry titles and locations will also become visible. You may wish to delete, archive, or make private anything that you don’t want to display.

Where appropriate set selected working colleague’s to Can view all details using distribution lists. This will ensure that close team members can support you, covering where necessary. This allows access to full details including meeting contents, which requires a greater level of trust.

Note 3 – any appointments or reminders which you do not want to share with any colleagues should be marked as private, so only the mailbox owner or authorised delegate can see the appointment.

Key Advice


Review your diary ahead, and schedule in time for thinking, planning or paperwork.


Set Bank Holidays, Annual Leave and Non-Working Days to Show as Out of Office

Note: All Day meetings show as Free by default. They must be updated to Busy our Out of Office manually.


Sharing documents for the meeting using a Teams meeting rather than in the appointment itself or via email.

Which attendees are required for the meeting, and whose attendance is optional.

Using the ‘Private’ feature to restrict viewing of personal or sensitive meetings.

Using an “All Day” meeting to indicate your location for the day.

AvoidPutting sensitive or confidential details in meeting titles.

Email documentation

An alphabetical listing of all the documents related to email