Mail Basics

SUNY New Paltz uses Microsoft Outlook - a part of Microsoft's Office 365 suite - as the official email/calendar system for faculty and staff at New Paltz.  All faculty and staff have an account on Office 365 with <their username> as their email address.

All active students (not alumni/applicants) have Office 365 accounts as well - though since Hawkmail is the official email for students, any mail sent to a student's Office 365 account ( is automatically forwarded to their Hawkmail account (

Accessing your Office 365 mail

There are three primary ways of accessing your Office 365 email:

Web version

The primary method is via any web browser.  Go to, select "Resources" at the top right and choose "Office 365" or just go directly to Once there - enter your username and password (the same as you use on other campus systems like or Blackboard).

Mobile version

If you want to access your email from your smartphone or tablet - we recommend the free Microsoft Outlook app (available from the Google Play store or the Apple App store).  Instructions on this are available here.

Desktop version

You can also access your mail via the Microsoft Outlook application that comes as part of Microsoft Office.  This is available on all office computers on-campus.  It is recommended for power users who receive a lot of mail and want a lot of control over settings, shortcuts, etc.  It is also recommended for departments who use shared mailboxes.

The information below is for the web version.

What you'll see in Mail

When you sign in to Outlook on the web, you’ll go straight to your Inbox. 

Options when viewing a message

At the top right of the message - there are a number of different icons shown.  If you don't know what an icon is - you can hover your mouse cursor over it for a second - and a tool tip will show the function.  Below is a screenshot showing what each of these do.
Screenshot showing the Mark unread, reply, reply-all, forward, and more options buttons in OWA


Sending email

  • Create a new email by selecting the New message button near the top left.
  • You can specifiy recipient in the "To", "Cc", or "Bcc" boxes.  The Bcc box will not show up unless you click on Bcc (to the far right of "To").
  • If you type the name of a person in your personal address book, or of a faculty/staff member at New Paltz - you will see matching choices come up.  You can also of course just type an email address manually.


Searching for email

The search window is at the very top of the Outlook window.  You can type a person's name, or text in a message or subject that you are searching for.

If you are having trouble finding what you're looking for - you can use the advanced search.  Just click on the search box - then click "Filters" to the right of the search box.  You can use that to narrow down your search by sender, recipent, date, folder, or even by whether a message has attachments.


Printing email

If you want to print an email - don't use the regular 'print' function in your web browser.  It will cause issues printing.  To print an email:

  1. Click the three dots at the top right of the message (as shown highlighted in red in the screenshot below)
    Screenshot highlighting the more options button when viewing a message.
  2. Click Print in the options list that comes up.
    More options screenshot - with print highlighted




Article ID: 15436
Thu 7/28/16 3:43 PM
Fri 9/6/19 9:54 AM