Useful information in connection with the transfer

Several things change when your email is transferred ‘into the cloud’. You can see the most important changes here. The asterisked (*) items apply to everyone.

Two-step authentication*

In future you will have to use two-step authentication when logging in to your email. See more here.

A new setup for your mobile devices and Outlook*

It will probably be necessary to set up a new account on your mobile devices after the transfer. If you don’t receive email on your mobile, you must delete the old email account and create a new one.

Delete the old email account and follow the guidelines on creating a new email account here.

Guidelines on setting up Outlook can be found here.

Apple Mail and Calendar are no longer supported

Because of the two-step verification Apple’s built-in email and calendar programs are no longer supported by AU IT. Use Outlook instead.

Outlook 2016 or later

As a minimum you must use Outlook 2016 in order to be able to use the new email and calendar system. Older versions are not supported.

How to check if you have Outlook 2016

Open Outlook and click on "File"

Click on "Office-Account"

Check the version number under "Product Information". As a minimum you need 2016 or "Microsoft 365 Pro Plus"

Email on your mobile

AU IT recommends that you use Outlook on your mobile. Other apps are no longer supported by AU IT.

IMAP is no longer supported

For security reasons IMAP is no longer supported.  

Entering username*

In future you must always enter your username in the format au[auid], e.g. if your AU ID is 12345 you must enter

If you use your work PC internally on AU’s network you will not necessarily be asked to enter your password.

Pre-completed login box

Be sure to check whether your username has been entered incorrectly. Your username will sometimes have been saved from previous occasions, but in the wrong format. You must always use your username as shown above. The example below will not work and will result in an error! You must select ‘Log in with another account’ ("Brug en anden konto") and write your username in the correct format.

What if I log in using the wrong username (uni\au123456)?

If you don’t log in with au[auid] the following error may occur. To resolve the problem you must log in with au[auid] instead.

Always use Cached Mode

In order to avoid Outlook being perceived as being slow, Cached Mode must always be used. Find out more here.

Restart Outlook

In connection with the transfer, you may be prompted to restart Outlook several times. This happens when your own mailbox is being transferred, and when some of your partners’ mailboxes are being transferred.

Backing up emails*

How far back does email backup go?

There’s no traditional backup. Individual emails can be restored for 180 days. It’s not possible to restore the folder structure.

How far back can deleted emails be restored?

Deleted emails remain in ‘Restore deleted emails’ for 30 days. From there you can restore them yourself. After 30 days emails can only be restored by AU IT. For up to 180 days after deletion emails can be restored from ‘Restore deleted emails’.

In Outlook select the ‘Folder’ tab and the ‘Restore deleted emails’ function. You can find the emails to be restored here.

How to use ‘Restore deleted emails’:



The right to look in other people's calendars

The right to look in other people's calendars will be set to default. For more details see this page.

Automatic cleanup and deletion of emails*

The policies for automatic deletion of email will be reset. If you have set a policy for a folder, you must set it again. Find out more here.

Help with automatic deletion
The content of the ‘Deleted mail’ folder is automatically deleted after 30 days. You can also set up one or more Outlook policies yourself, and this will help you with ongoing cleanup of the mailbox.

See Policy on processing of email containing personal data.


The new address for webmail is You can still use, but it will be more difficult.

Mailbox size*

Your personal mailbox is forthwith limited to max. 50 GB, with the option of a further 50 GB in an online archive. Functional mailboxes are limited to 50 GB, and do not offer the option of further archiving space. This is a limitation of AU’s license for Office 365.

When an employee leaves*

As a rule, mailboxes of employees who have left are only saved for six months. Find out more under ‘Procedure when a staff member resigns’.

Limitations (number of recipients, size of email etc.)


The following limitations apply to mailboxes in Office 365

Maximum number of emails sent per day*    10.000
Maximum number of emails sent from a mailbox    30 per minute
Mailbox size    50Gb
Maximum size of email**    50Mb
Maximum size of email for distribution lists with over 5000 recipients    25 MB
Number of recipients per email***    500
Maximum number of emails received per mailbox    3600 per hour


*An email sent to a distribution list counts as an email. 
**The limit might be lower on Macs or in OWA due to encoding.
***A distribution list counts as a recipient.

No exemptions can be granted for these limitations. If you reach the limit for maximum mailbox size, an online archive can be added.