Information Services – IT Services

Staff and PGR email

University email for staff and research postgraduates.

Use OWA - Outlook Web App

Log in to email with Outlook Web App (OWA)

  • Your username will look a bit like this: abc1
  • When you log in you may need to add UKC\ so you would enter: UKC\username

How to use Outlook and OWA

Setup your phone, tablet or email software

Your device needs to meet these system requirements and needs a PIN set up on it:

Windows PIN

  1. In the app screen tap Settings > Lock Screen
  2. To set up a password for the first time, turn on Password, enter your new password in the New password text box, then re-enter it in the Confirm password text box.
  3. If your phone already has a password and you want to change it, tap Change password, then enter your phone’s current password in the Current password text box before entering and confirming your new password.
  4. Tap Done to save your changes

Apple iOS PIN

From your home screen go to:

  1. Settings
  2. General
  3. Passcode Lock
  4. Turn Passcode On
  5. Set Passcode

Android PIN

From your home screen, go to:

  1. Applications
  2. Settings
  3. Location and Security
  4. Set up screen lock
  5. Tap on PIN
  6. Enter a PIN of your choice
  7. Re-enter your PIN

Blackberry PIN

From your home screen go to:

  1. Options
  2. Security
  3. Password
  4. Set Password


Put Kent email on your phone, tablet or laptop

Microsoft Outlook (Windows)

Set up Outlook on the Kent network

Open Microsoft Outlook and the setup process should run automatically. If you are asked for the mail service/ type, choose Microsoft Exchange.

Set up Outlook off campus

  1. Click Start
  2. Control Panel
  3. Mail (can’t see it? Click Switch to Classic View or View by: Small icons)
  4. Click Show profiles…
  5. Add… and give the profile a name (eg, ConnectMail)
  6. OK.
  7. Enter your name and Kent IT Account details (under Add New E-mail Accounts).
  8. Next.
  9. There may be a few minutes’ delay whilst a script is running.
  10. When prompted to login, you might need to choose Use Another Account.
  11. Enter your username is this format: UKC\abc1 (replace abc1 with your own IT Account username)


Check your version of OS X

Some of the instructions in this guide are aimed at specific versions of the Mac OS X operating system. To find which version of Mac OS X you are running:

  1. Click About this Mac available under Apple icon in the top left of the screen
  2. See the version number directly under the Mac OS X title.

Users of OS X 10.8 (and older) must upgrade their operating system, due to the withdrawal of Apple security updates for older versions.

We recommend using Outlook 2016 for Mac.

Setup Outlook 2016

  • You can get a copy of Office 2016 for University-owned Intel Macs from the Welcome Desk, Templeman library.
  • Staff: if you've worked more than 200 hours at Kent, you can buy the software for home use.

Instructions will work both on and off campus:

  1. Open Outlook 2016 and click Add Account at the bottom to add a new account. In the Accounts window, choose to add an Exchange Account. Or, go to the Outlook menu and click Preferences then Accounts.
  2. Select Exchange or Office 365 for the type of account to add.
  3. In the Exchange account information box enter the following details:
    • E-mail address: enter your personal Kent email address or a corporate mailbox email address
    • Authentication method: User Name and Password
    • User name: your own Kent username (even for corporate accounts) in this format: UKC\abc1
    • Password: your Kent password.
    • Configure automatically: leave ticked
  4. Click Add Account and close the Accounts window.
  5. Outlook 2016 will now synchronise your folders with the Exchange server. This may take a little while.

Mail for Mac (won't work with Corporate Mailboxes)

Instructions for OS X 10.9 and above

Automatic configuration works when on campus.

If using Mail for the first time: follow the on screen instructions to configure Mail. Enter the information below when requested.

If you have used Mail before: open Mail, click on the Mail menu, then Preferences and click the + button (bottom left) to add a new account.

Follow the on screen instructions to configure Mail. Enter the information below when requested:

  • Type of account to add: Exchange
  • Name: your full name
  • Email address: (eg, replacing abc1 with your own username)
  • User name: your Kent IT Account username (eg abc1)
  • Password: your Kent IT Account password

Mail will now synchronise with the Exchange server. This can take a while depending on the size of your mailbox.

Mail activity (including synchronisation progress) can be seen at the bottom of the left-hand menu.

We recommend giving it a useful name:

  • click on the Mail menu
  • Preferences
  • Accounts button
  • select the Exchange account in the left-hand pane.
  • In the right-hand pane, in the Description field enter ConnectMail or other descriptive name for the account you have just created.

Android email

By putting email on your Android device, you agree that we can remote wipe your phone it if it is lost or stolen. If it were wiped, you would lose all data on the device. We need this option to make sure University data isn't compromised

How to set up email:

  1. Go to Email
  2. You'll be asked for either your Kent username or email address, or both
  3. Enter Kent password
  4. Manual setup
  5. Choose Exchange account (not IMAP or POP)
  6. ukc\username
  7. Server:
  8. Domain (if asked): ukc
  9. Use SSL (accept all SSL Certificates)
  10. OK to Remote Security Administration warning
  11. Edit the Account Options if you wish
  12. Give your account a name
  13. You need to activate the device administrator:

It makes your email more secure by giving us the ability to remote wipe your device if it's lost or stolen. This would mean losing all data on the device. We need this option to make sure University data isn't compromised.

iOS (iPhone or iPad) email

  1. Settings
  2. Mail, Calendar, Contacts
  3. Add Account
  4. Microsoft Exchange
  5. Enter your Kent email address
  6. Domain is ukc
  7. Enter Kent username
  8. Enter Kent password
  9. Next
  10. Server is
  11. Select Contact, Calendar, Email
  12. Next
  13. Done.

Personal and work contacts on your iPhone

Keep your personal and work contacts separate:

  1. Using Microsoft Outlook on your computer, create a new folder called 'phone contacts'
  2. On your iPhone, navigate to your contacts and tap the Groups button
  3. You should now be able to see the 'phone contacts' folder that you created earlier. Tap it.

This will now act as the default contacts folder on your iPhone, and is where you should sync the contacts from your computer.

Blackberry email

  1. Tap Settings > Accounts > Advanced (at the bottom of the screen)
  2. Tap Microsoft Exchange ActiveSync
  3. Description: Staff and PGR email
  4. Domain: leave blank
  5. Username: type your Kent username, eg abc1
  6. Enter your full Kent email address and password
  7. Server address:
  8. Tap Next
  9. Choose which other features to sync
  10. Tap Done

Windows Phone 8

From your home screen go to:

  1. Settings
  2. Email+accounts
  3. Add an account
  4. Outlook
  5. Enter your full Kent email address and password
  6. Select Sign in
  7. Username: change to your short form Kent username, eg abc1
  8. Domain: leave blank
  9. Sign in
  10. Advanced
  11. Server:
  12. Sign in

Windows Phone 7

From your home screen:

  1. Tap Email Setup
  2. Tap Outlook
  3. Type your Kent email address
  4. Password: type your Kent password
  5. Username: change to your Kent ID (eg abc1)
  6. Domain: change to UKC
  7. Tap Sign In

Windows Phone 6

From your home screen go to:

  1. Start > Programs > ActiveSync > Menu
  2. Add Server Source
  3. Server address:
  4. Tick This server requires an encrypted (SSL) connection
  5. Tap Next
  6. Enter your Kent username, eg abc1
  7. Enter your Kent password
  8. Domain: UKC
  9. Tap Next
  10. Select ContactCalendarEmailTasks
  11. Tap Finish
  12. Accept the prompt advising of security policies


From your device's menu:

  1. Select E-mail
  2. Select New > Start
  3. Enter your Kent email address
  4. Enter your Kent password
  5. Select Mail for Exchange
  6. Enter your Kent user name (eg abc1)
  7. Domain: UKC
  8. Mail for Exchange server:
  9. Select OK
  10. Select Items to be synchronised – Contacts, Calendar, Email, Tasks
  11. Press Sync


IMAP settings

Storage and archiving

Your inbox can store up to 3GB, and you have an unlimited archive that you can access through OWA and Outlook.

You can set rules for your messages to auto-archive after a set amount of time, to help you manage space in your Inbox. Email archiving and storage quotas

Shared accounts: apply for a Corporate Mailbox

A Corporate Mailbox allows a group of people to use a shared email account, task list, calendar and contacts - how to apply for and use a Corporate Mailbox

Email tips


Be a great emailer!

Follow our Email Charter - make life easier for yourself and the people you email.

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Last Updated: 23/02/2018