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Baldwin Wallace University

IT Support

Add Your @mail.bw.edu Email to the Outlook Mobile App

  • Updated

Summary

This article walks you through adding your @mail.bw.edu email account to the Microsoft Outlook app on your phone. Outlook is the recommended email app for BW email and provides the best experience with Microsoft 365, including calendars and contacts.

Prerequisites

Before you begin, make sure you have:

  • Your @mail.bw.edu email address
  • Your BW email password
  • The Microsoft Outlook app is installed
  • Access to your phone for multi-factor authentication (MFA) if prompted

Instructions

Step 1: Install and Open the Outlook App

  1. Open the Microsoft Outlook app on your phone.
  2. If this is your first time opening Outlook, tap Get Started.

Step 2: Enter Your BW Email Address

  1. When prompted, enter your full BW email address:
    username@mail.bw.edu
  2. Tap Continue (iOS) or Add Account (Android).

Step 3: Sign In with Microsoft 365

  1. You will be redirected to the Microsoft sign-in page.
  2. Enter your BW email password.
  3. Complete multi-factor authentication (MFA) if prompted.

Step 4: Allow Permissions

Outlook may ask for permission to:

  • Access your mail
  • Sync contacts
  • Send notifications

Tap Allow or Yes when prompted.

Step 5: Account Successfully Added

Once setup is complete:

  • Your BW inbox will begin syncing
  • Email, calendar, and contacts will appear in Outlook

Tap Skip or Done if prompted to add another account.

You’re All Set!

You can now send and receive BW email from your phone using the Outlook app.

Downloading Email for Offline Use (Cached Email)

The Outlook mobile app automatically downloads and stores recent email messages on your phone so you can read them even without an internet connection.
⚠️ Outlook mobile does not download your entire mailbox at once. It caches recent messages automatically as you use the app.

How Offline (Cached) Email Works in Outlook Mobile

  • Recent emails are stored locally on your phone
  • Previously opened messages remain available offline
  • Attachments that were opened or downloaded will also be available offline
  • Older messages may require an internet connection to load

Adjust How Much Email Is Kept on Your Phone

You can increase the amount of email Outlook keeps available offline.

iOS and Android Steps

  1. Open the Outlook app
  2. Tap your profile icon (top left)
  3. Tap the gear icon (Settings)
  4. Select your @mail.bw.edu account
  5. Tap Mail Sync
  6. Choose a longer sync period, such as:
    • 1 Month
    • 3 Months
    • 6 Months
    • All (if available on your device)
      Choosing a longer sync period allows more messages to be stored on your phone for offline access.

Tips for Ensuring Messages Are Available Offline

  • Open important emails while connected to Wi‑Fi or cellular data
  • Open attachments once so they download fully
  • Avoid clearing Outlook app data unless instructed by IT
  • Keep sufficient storage space available on your phone

Limitations to Be Aware Of

  • Very old messages may not be available offline
  • Search results may be limited without internet access
  • Cached content may be removed automatically if storage is low

Troubleshooting / FAQs

I’m stuck in a sign-in loop

  • Make sure you are using Outlook, not the iOS Mail app or Gmail app
  • Close Outlook completely and reopen it
  • Try again using your full email address: @mail.bw.edu

Outlook says my password is incorrect

  • Verify your BW password works at https://myaccount.bw.edu
  • If you recently changed your password, wait a few minutes and try again

 I never get the MFA prompt

  • Make sure your phone has internet access
  • Check your Authenticator app or text messages
  • Contact the BW IT Service Desk if the issue continues

Contact Support

If you need help:

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