Microsoft Outlook Email outlook image

All email lives in the cloud at Microsoft 365 and is accessible from any device, anywhere. Benefits of using Outlook include increased mailbox sizes limits up to 50GB, online archive to store old email up to 100GB, capability to send attachments up to 25MB and unlimited storage in the public cloud. 

Microsoft Outlook is the only university-supported email client and is highly recommended for accessing your University of Colorado Denver | Anschutz Medical Campus email. In addition, OIT recommends installing the O365 Outlook app on your mobile device from the iOS and Android App store. Once you add the Outlook app to your phone, you can go to Settings and add other personal accounts such as Gmail.

MFA and Microsoft Outlook

DuoThe university now uses Duo Security to provide multi-factor authentication before accessing Outlook. Use the Microsoft Outlook desktop or mobile application for easiest access to your email. If you are accessing Outlook from on-campus, off-campus or your mobile phone, you will be prompted for MFA through Duo about every 90 days as long as you are using the Outlook application.

Please note: If you use a web browser such as Chrome or Internet Explorer to access web mail, instead of the Outlook application, you will be challenged for MFA every time you open a new browser session. For convenience, OIT suggests installing the Outlook application on your mobile and personal devices so you're only prompted to authenticate about every 90 days.

Next Steps 

After installing the Outlook app on your computing devices including your phones, laptops, desktops and tablets:

  • Install the Duo app on your preferred device, if you haven't already. OIT highly recommends installing the Duo app on your smartphone. Printable pdf instructions for installing and registering for Duo are available. For a quick look into Duo, view this short video.
  • Register for Duo from your laptop or desktop computer, if you haven't already. 

New External Email Sender Warning Banner

Beginning the week of June 28, email messages from senders outside the university will contain a warning banner. The new warning banner doesn't mean that a message is spam or a phishing attempt. It is there to serve as a reminder to be cautious opening attachments or following links from external contacts.

new external warning banner

Why is this necessary? The university has seen an elevation in suspicious email activity targeting both students and employees over the past year. Phishing and malware through email are some of the most common information security threats. It's important that we all do our part in protecting our personal information and the university's data by staying vigilant against cyberattacks and aware of how to stay secure online.  

What will we see change with incoming email messages? Emails from other CU campuses and the system office, our healthcare affiliates, and other approved university-supported platforms, will not include the banner. If your department or school uses a third-party email service to send messages and internal newsletters, those emails may be tagged with the external banner because the message originates from outside the university. Tools that are used by the university such as Microsoft, Canvas, and other supported applications will include the banner because the messages generated by our partner vendors originate from outside of the university.

Please remember, the warning banner doesn't mean that a message is malicious. Just be careful when opening emails and check links before you click on them! And, never provide your username and / or passwords to anyone. More information about phishing, recent cyberattacks and scams is available on the OIT Phishing webpage.

Sending Bulk Email

OIT maintains a bulk mailing system, commonly referred to as a list server or “Listserv.” This system is designed for sending emails to more than 500 unique users.

Please Note: If you don’t use a listserv or email distribution lists to send emails with more than 500 recipients in a day, the email will be flagged by security and your account will be disabled.

For more information about listservs, visit the Campus Email Lists webpage.

Sending Sensitive Data in an Email

Stay secure when sending an email with sensitive data. Learn how to encrypt email.

Email Tips and Tricks: