Guide overview
This guide will explain how staff and students can access their Hull York Medical School Microsoft 365 email account through a web browser or the Outlook app, on a PC\Mac or other device.
Students MUST check their school email account on a regular basis. It is used by tutors for course information as well as for official medical school communications.
Accessing your email via a web browser
- Open your preferred web browser. For this example we are using Microsoft Edge. Insert the following URL into your browser; https://login.microsoftonline.com/
- Enter your HYMS account details in the format hy123@hyms.ac.uk.
- You will be redirected to the Hull York Medical School log in page. Log in with your HYMS account in the format hy123@hyms.ac.uk + HYMS password.
- You will now see your HYMS Microsoft 365 homepage and a range of apps that are available to you (such as Outlook, OneDrive, Word, PowerPoint, Excel etc,.).
- Click on the Outlook icon to open your email inbox.
- You will now be able to access your HYMS emails.
Further guidance
HYMS email via the Outlook for Windows/Mac app
Step 1: install the Outlook app via HYMS online account if required
You can install the app by firstly logging into your HYMS Microsoft 365 account via a web browser and choosing to download Microsoft 365 software. Please see further guidance at the following help page; installing Microsoft 365 software on a PC, Laptop or Mac. *Please note, not all HYMS account types allow download of Microsoft 365 software (notably Honorary and Other Contributor). You may add your HYMS email as an additional account to an Outlook app that you already have access to – please see the steps below.
Step 2: open Outlook on your device
- Start Office / Outlook on your device and click on connect.
- Enter your HYMS username in the format hy123@hyms.ac.uk and HYMS password if required. It may automatically log you in with HYMS credentials if you have downloaded software via your online HYMS account / logged into a device with HYMS credentials. If you are not accessing the Outlook app via an install / log in with HYMS credentials, you can at this step simply choose to ‘add an additional account’ and then enter your HYMS credentials. You may need to go to your Outlook mail homepage / file / add account.
- Click on ‘done’ when finished.
- You should now be able to access your HYMS mailbox. Please note that it may take a short while to populate folders and calendars.
Further guidance
Set up your HYMS account on the Outlook app and view your HYMS email and calendar
- The app can be downloaded from the Play Store for use on Android devices. Please access the following link; Outlook app on Google App store. Microsoft have produced a series of video guides showing how to use the Outlook app. Please click on the following link to access further guidance; Outlook for iOS and Android guide.
- Open the app once installed.
- Select to add account.
- Enter your HYMS details in the format hyxxxx@hyms.ac.uk and choose to continue. If prompted, select to activate device administrator.
- Enter your HYMS password and sign in. Disregard any prompt to add another account. You may need to further authenticate via Multi-Factor Authentication (MFA). Please access the following link to our MFA help pages for further guidance if required; MFA help pages.
- Select the mail or calendar icon from the app menu to view content.
Inbox and notifications settings
Disable focused inbox
Focused inbox is a feature provided by Outlook to organise how your inbox displays, based upon what it judges is most relevant. So as to avoid missing any important emails, we strongly advise ensuring this is turned off.
- Navigate to your profile icon in the top left-hand corner of the Outlook app. Then navigate to the settings cog / mail.
- Ensure focused inbox is disabled.
Email and calendar notifications settings
- Navigate to your profile icon in the top left-hand corner of the Outlook app. Then navigate to the settings cog / notifications.
- Under the mail tab you can enable or disable email notifications.
- Under the calendar tab select the sound settings to further check calendar notifications settings.
- Choose to enable or disable calendar event reminder notifications. We recommend enabling calendar notifications for HYMS calendar content. Please note that these steps may vary on different devices.
Installation of the Outlook App for iPhone iOS
The app can be downloaded from the Apple Store for use on iPhone devices.
Please access the following link:
Outlook app on iPhone example guidance
Microsoft have produced a series of video guides showing how to use the Outlook app. Please click on the following link to access further guidance; Outlook for iOS and Android guide. Please also see example guidance for an Android below. Please check online for specific guidance for other devices.
1. Download and install the Outlook app via the App Store
2. Open the Outlook App and Click Add account
3. Enter your email address in the format: hyabc123@hyms.ac.uk
4. For email provider choose Exchange
5. You’ll then be prompted to Authenticate
6. And enter your HYMS Password
Inbox and notifications settings
Disable focused inbox
Focused inbox is a feature provided by Outlook to organise how your inbox displays, based upon what it judges is most relevant. So as to avoid missing any important emails, we strongly advise ensuring this is turned off.
Email and calendar notifications settings
We recommend you turn on notifications for your Calendar.
Go to Notifications
Find Outlook and tap on it.
Toggle Allow Notifications to On for Calendar and your personal preference for email
Sync issues
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- We cannot guarantee how often your HYMS content will sync. The time taken to sync content may vary depending on the device and the available connectivity.
- Please ensure your time settings are correct. For your Outlook calendar, please navigate to your email settings/ view all Outlook settings/ general/ language and time. Check the time zone is set to Dublin Edinburgh Lisbon London. For your phone, please navigate to your email settings and check the time zone is also set to Dublin Edinburgh Lisbon London. Also check the overall time zone settings on your phone. Please also access the following link for further guidance; Microsoft 365 sync support.
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