Step 1: Begin using your new Microsoft Exchange Online mailbox

CITS is moving our mailboxes at different times, so you'll have to wait until you get the email. The heading, complete with odd usage of perfect aspect, looks like this:


Just follow the directions given in the email; I won't document them here. Basically, you'll need to go to outlook.com and log in using the username "username@e.ntu.edu.sg" where username is your NTU network account name (excluding the domain "STUDENT" or "ALUMNI"), and password is your matriculation number. Yeah, way to use semi-publicly available personal information as a default password, CITS... Anyway, outlook.com will then prompt you to enter a real password and set up your account, after which you should be done.

Step 2: Set up mail fetching

Go to Gmail, and click the "Settings" link in the upper right hand corner of the user interface.


In the dialog that appears, click the "Accounts and Import" tab.


On this tab, find the "Check mail using POP3" section, and click "Add POP3 email account".


Now a new window should pop up. In the "Email address" field, enter your new Microsoft Exchange Online email address, which is your NTU account username plus "@e.ntu.edu.sg".


Click "Next Step ?" to see the following screen.


Under "Username", enter your full email address, as shown. The "Password" field is of course the password you set up on outlook.com earlier. The POP server name should be "outlook.com", and make sure to set the port to 995.

Of the four checkboxes, I have chosen to select all four. The first one determines whether your NTU mail is deleted from outlook.com whenever gmail automatically imports it (which will happen a couple of times an hour, I believe). If you check the box, then the mail will be left intact on the outlook.com server. I chose to do this, since it can't hurt to have a backup there, and anyway we're given 10 GB of storage space there - even more than Gmail's free quota! - so that shouldn't be a problem.

The second checkbox is to make Gmail use a secure connection when logging into my NTU mail - of course, I chose to do this. The third checkbox will mark all NTU mail messages with a special label, which I highly recommend doing, so you don't get your personal mail mixed up with your NTU mail. The final checkbox, when checked, will prevent NTU email from showing up in the main Gmail inbox, so you will have to click on the aforementioned label in order to find it. I recommend doing this, too, to further separate your NTU mail from your personal Gmail mail.

Click "Add Account ?" to finish.

Step 3: Set up mail sending

Now you should see the following dialog:


Make sure "Yes" is selected, and then click "Next Step ?" to see the following.


Enter your name in the format shown, i.e. as the way you are accustomed to seeing your name displayed in NTU mail. If your name is John Doe, for example, your NTU mail name is probably "#JOHN DOE#" if you are a student, or "Asst. Prof. John Doe" if you are an assistant professor, or perhaps "#JOHN DOE (JO0042OE)#" if there is more than one student named John Doe, or one of any number of other variations that CITS may have decided to assign you when you first got your NTU email address. Find out what it is, and type it in this box, to make sure there is no discrepancy between mail sent through your NTU email address from Gmail as opposed to from outlook.com.

Click "Next Step ?" to see the next screen.


Here make sure to select the second option, "Send through e.ntu.edu.sg SMTP servers", and enter the information exactly as shown, of course replacing the username and password to match your own NTU email address and outlook.com password. Do not select the SSL option, as it does not work with the server and port address provided.

Click "Add Account ?" to continue. You will see this message:


You can close the popup window now. As indicated, go to outlook.com, log in, and check your mail. There should be an email entitled "Gmail Confirmation - Send Mail as jo0042oe@e.ntu.edu.sg" or thereabouts. Click the link therein to finish the process.

Step 4: Using your NTU email address in Gmail

Now there should be a new label on the sidebar of your Gmail interface. Gmail will continue checking your NTU mail every once in a while, downloading up to 200 messages each time, until it has collected everything from your NTU inbox. These collected messages will appear under the new label.


You can of course rename this label - I named mine "NTU mail", since it's shorter (and can fit in the sidebar without being almost cut off).

Now, whenever you send an email from Gmail, you will have the option to choose which email address to send it from, as shown in the below screenshot.


And that's it! Enjoy.

Reproduced with permission from Keshav Kini from http://www.facebook.com/note.php?note_id=412877844047&id=1456410043&ref=mf