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Procedure to Access Staff Email (HKUCC1) via Thunderbird Using IMAP (for Roaming Users)

Note: The following setup applies for those roaming users who have to send email using Internet Service Provider (ISP) network and is applicable only if their ISP does not block the outgoing SMTP port (TCP 587).

  1. Launch Thunderbird.
    1. The Welcome to Thunderbird windows prompt. A message “Would you like a new email address?” show on screen. Click Skip this and user my existing email button to continue.

welcome to thunderbird

  1. If the Welcome to Thunderbird windows does not prompt, press Alt key to show the menu. Then click File > New > Existing Mail Account....

Existing Mail Account

  1. In the Your Name field, enter the name you want it to appear in the From field of your email messages. In the Email address field, enter your HKU email address. Enter HKU Portal PIN for the password field and then click Continue. (Optional: Uncheck Remember password, if you don’t want Thunderbird remember your password.)

    Account Wizard - Identity

  1. Click Manual config or wait for a few seconds it will switch to manual config page automatically.

    Manual config

  2. The Server Information dialog box appears. Enter the following:
    1. Select the type of incoming server you are using: select IMAP from the pull down menu. (If you select POP3 mode, all your emails will be downloaded from the email server to your local folders in Thunderbird and you can no longer access your emails via HKU Portal/WebMail. It will be very difficult to move your emails back to the email server.)
    2. Incoming Server:
      • Enter for your HKUCC mail account
      • Enter for your HKUCC1 (Exchange for staff) mail account
    3. Outgoing Server:
    4. Click Re-test to auto detect the server port, SSL & authentication settings.

      Mail Account Setup

  3. The port, SSL & authentication settings are detected as shown below.

For HKUCC1 users, please change the Authentication of Incoming to Normal password if it is not the detected value. Click Done to continue.

Mail Account Setup

  1. For first time access, the following warning may prompt. Click View... button to view the certificate issued by IronPort Appliance Demo Certificate. Click Confirm Security Exception button to continue.

    Add Security Exception

  2. You should be able to send or receive email now.
  3. If you encounter problem when sending out email, please verify the Outgoing Server (SMTP) settings.
    1. Press Alt key to show top menu, click Tools > Account Settings.
    2. On the left side of the window, select Outgoing Server (SMTP) to review the settings. Press Edit... button to amend the settings if needed. 
  • Server name: 
  • Port: 587 
  • Connection security: STARTTLS. 
  • Authentication method: Normal password 
  • User name: HKU Portal UID

Account Settings

  1. Click OK to save the SMTP Server settings.
  2. Click OK to close the Account Settings window.