Email in Microsoft 365

MS 365

Email in Microsoft 365

Microsoft 365 also includes Outlook email which can be accessed also separately at https://outlook.office.com/. A mailbox is created automatically (together with a Microsoft 365 account) for anyone who has a relationship with the university, i.e. a student or an employee.

Each user's mailbox in M365 can be connected to multiple email addresses which can receive mail depending on the relationship the user has within the CU. For example, a student at FTVS can also be an employee at the MFF and the PřF - each one of these relationships can add another email address to your mailbox, and mail received at all of these addresses will go to the same email address that is assigned to your person.

Note: At the same time, also the email address in the form UKČO@o365.cuni.cz always works for all users (i.e. both students and staff) to receive mail (the UKČO is the personal university ID number, it can be found on your student or staff ID under your photo or in SIS).

Student university emails

Starting March 3rd 2025 all FTVS students have a default email address set in the format firstname.lastnameXYZ@student.cuni.cz (where XYZ is a three digit number, e.g. jana.novakova321@student.cuni.cz) and this address works for both receiving and sending mail. The exception to this are students who are at the same time also emplyed by the university and have set up their appropriate faculty-employee address as outgoing email address.

If you need to find out your default email address for both receiving and sending mail, there are several options:

On your Microsoft 365 account page https://myaccount.microsoft.com in the tile with your name and photo,

After logging into Web Outlook - scroll to the top right by clicking on your name and then "View Account", where you will find your address again in the tile with your name and photo, as in the previous example,

After logging into Web Outlook - go to the top right by clicking on the "wheel" in the Outlook settings, go to the Account and then Email Account tab,

Access to email

You can access your email in the following ways:

Web Outlook - accessible via an internet browser anywhere,

Outlook Desktop application installed on your computer - see the chapter Desktop applications installed on your computer,

Any POP or IMAP email client - The necessary information for setting up POP, IMAP and SMTP protocols can be found in the Web Outlook Service Help. After logging into Web Outlook, click the "wheel" in the upper right corner to go to Outlook Settings, go to the Mail > Email Sync tab, and click View POP, IMAP, and SMTP Settings.

University email forwarding

If an FTVS CU student does not want to actively use their university Microsoft 365 email account, we strongly recommend setting up automatic forwarding to another address. We remind that all FTVS CU students are required to communicate with faculty only via their university-assigned student email. This means that:

Faculty (FTVS CU) sends official communications to active students to the student's university email address. Formal communications are considered to be communications from the faculty on student matters, internal matters and requests.

Students are required to send all e-mails to faculty members and other FTVS staff exclusively from their university assigned e-mail account while they are actively studying, with the university e-mail address appropriate to the student as the sender.

The ability to forward university mail does not apply to faculty members and employees of other departments. All FTVS CU employees with an assigned email address are required to use the Microsoft Outlook university account for their work related tasks.

How to set up your student email forwarding to another address:

In web-based Outlook, go to Outlook settings by clicking on the "wheel" in the top right corner.

in the settings panel that appears, go to Mail and then to Forwarding, where you must first enable forwarding by toggling the button

type in the email address where you want to forward mail

Microsoft Outlook tutorials

For your first time log-in into Outlook, the University of the University's simple web tutorial will help.

You will find our detailed tutorials on how to work with Microsoft Outlook useful for all available versions of Outlook.

Email services after termination of your relationship with the university

If the user's relationship with Charles University ends (student or employee), the Microsoft 365 account is fully functional for another 4 months from the termination of the relationship unless special circumstances apply (e.g. termination of employment by agreement or by the employer). If the user has multiple concurrent CU relationships, this applies after the end of the last CU relationship.

After the expiry of the 4month protection period, the cloud services and data will be switched off for the user, but the email account will remain functional for another 7 months, after which all data will be irreversibly deleted, (i.e. 11 months after the end of the relationship.