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FAQs: Campus UMail System
General Information
Who gets a UMail email account?
What do I need to use the UMail system?
What is my login or username?
What is my password?
Can I use the Web to use the UMail system?
What software programs are recommended/supported?
Can Mac users use Outlook Web Access?
I want to use an email program that isn't on the recommended list.
Where can I find information on using the Evolution (Linux) client?
How much space do I get for my email storage?
How do I change my display name?
If I delete an email, or all my email, can it be recovered?
Will students, staff and faculty all share the same Global Address book?
Can I view my utah.edu email AND my Hotmail, Yahoo or Gmail in Outlook Web Access?
How many email address aliases will the UMail system support?
How many email addresses can I send to at one time?
Will I get spam with UMail?
I just activated my UMail account and I don't show up in the Global Address List. Why?
Where can I find help with Time Zones and Daylight Savings for UMail?
Why isn't my UMail mailbox provisioned?
Why is my Campus Directory Email address different from my UMail preferred address?
Why doesn't everyone keep the Campus Directory updated with correct information?
IT Managers
Will the new
system be able to host a local sub-domain of utah.edu?
I set up Outlook to connect to the Exchange Server but I only see the
mail in Outlook; it doesn't appear on the web. Does that mean it's not
being stored on the server?
How many different instances of permissions to a UMail resource can I give?
How do I clean my Free/Busy for a shared resource?
Where can I find help with Time Zones and Daylight Savings for Exchange?
Can I configure Outlook 2007 with the .prf files?
Staff & Faculty
Can my department switch from our local email system to the campus email system?
How are messages moved from an old system to the UMail system?
Can I forward or redirect my UMail email to another email server or location?
Is there a charge for the service?
I already have an 'utah.edu' account. My department is going to move to
the
Exchange system. They want to use their existing subdomain. In this situation:
- Will I have two email addresses?
- Will the mail all go to the same mailbox?
- How will I differentiate which message came to which email address?
- What email address will show up in the global address book and for busy-searches?
Students/Individual UMail Users
Do I have to get a new email address?
Can I forward or redirect my UMail email to another email server or location?
Who can I call if I have questions?
Is the Microsoft Outlook 2003 software available to U students for their personally-owned computers?
Can I disable or delete any of my existing email aliases?
General Information
Who gets a UMail email account?
All students, staff and faculty at the University of Utah get a UMail account. In fact, you have one already. If you haven't ever used it, your address is in (your) uNID@utah.edu format, and you need to personalize it to use it. For more information on your campus UMail account, see the main UMail page.
What do I need to use the UMail system?
You need a computer capable of running either a recommended email client or web browser and a network connection.
What is my login or Username?
Your login is your uNID.
What is my password?
Your password is your uNID password (the same password you use to log in to the old system, the student portal, and the CIS).
Can I use the web to use the UMail system?
Yes. The web interface has two modes depending on the web browser: advanced and basic. Advanced mode is only available when using MS Internet Explorer on a Windows computer. All other browsers operate in basic mode. We will publish the production system link as soon as it is available.
What software programs are recommended?
The preferred software programs are MS Outlook 2003 for Windows, MS Entourage 2004 for Macintosh, and Evolution 2 for Linux. Other software may work, but you will not get all the functionality available by using the approved programs.
Can Mac users use Outlook Web Access?
Yes, but the ActiveX controls don't work with a Mac. You will get all the basic mail operations, but there are some limitations.
I want to use an email program that isn't on the recommended list.
You may use any email program that supports secure IMAP, secure POP, and secure SMTP. However, if you have a problem using the your program, the Campus Help Desk may not be able to help you resolve the problem.
Where can I find information on using the Evolution (Linux) client?
Check out Novell's website at http://www.novell.com/support/products/evolution/. You can also access a User Guide (PDF) at http://www.novell.com/documentation/ximian/evolution.pdf .
There are also instructions on our website about configuring the Unix/Linux client for the UMail system at http://www.it.utah.edu/services/helpDesk/emailWebhelp/evolution.html.
How much space do I get for my e-mail storage?
Students receive 50 MB of default storage for e-mail. Faculty and staff receive 500 MB of default storage for e-mail.
How do I change my display name?
Individual or student users, please contact the Campus Help Desk (581-4000 option 1) to change the way your name displays in UMail. Department members, please request a change to your display name through your departmental email administrator.
If I delete an email, or all my email, can it be recovered?
Campus UMail system administrators do not recover deleted or lost email items. However, if you accidentally delete email from your UMail mailbox, you can usually recover it for several days after the deletion occurs. When an email is first deleted, it is generally moved to the Deleted Items folder. Until this folder is emptied, you can move items back from it into your Inbox or any other folder. However, even if you empty the Deleted Items folder (either manually or by closing your program), the deleted email can still be recovered for up to ten (10) days.
Will students, staff and faculty all share the same Global Address book?
Yes - there will be a single global address book for campus. Students and others with a FERPA flag will not be published in the Global address book.
Any user can request not to have their UMail address published using the uNID Account Tools.
Can I view my utah.edu email AND my Hotmail, Yahoo or Gmail in Outlook Web Access?
No. Unfortunately, Outlook Web Access does not allow you to setup additional email accounts for viewing mail from other services. If you'd like to view additional email accounts from other service providers you may want to look into using Outlook 2003 or Outlook Express software.
How many email address aliases will the UMail system support?
Currently, we are planning to provide 3 aliases per person, including subdomain aliases.
- New aliases may only be set once every six months. You may activate or deactivate any alias you already have, but you can only create a new one if you have 3 or fewer aliases. You will not be able to set an alias that is already in use by another user.
- Aliases must contain some variation of your name. Firstname.lastname@utah.edu is preferred; middle names, initials, nickname.lastname are also be accepted. Example: j.doe@utah.edu, john.r.doe@utah.edu, johnathan.doe@utah.edu
- If you have changed your name, submit the change to the University. After the change appears in the Campus Information System, contact the Campus Help Desk for assistance at 581-4000.
How many email addresses can I send to at one time?
The UMail system's default setting allows users to send a message to 25 email addresses. You can request that your account setting be increased by contacting your local email administrator or by calling the Campus Help Desk at 1-4000 option 1 and submitting a Trouble Ticket. Users needing to send messages on a regular basis to groups larger than 200 should use one of the two other campus options: D-Mail (directed mass email) or a list on the campus List Server.
Will I get spam with UMail?
The Office of Information Technology began blocking positively identified UCE/spam messages to UMail mailboxes as of Fall Semester 2007 to reduce security risks (phishing, malware, etc.) and resource waste associated with delivering positively identified Unsolicited Commercial Email (UCE)/spam to users' mailboxes.
- "Positively identified" spam messages is now blocked and not delivered. (Positively identified = no false positives)
- "Suspect" spam will continue to be tagged ([UCE] or [SPAM] is added to the subject line) and delivered. (Suspect = some false positives)
Individual users can request that ALL spam is tagged & delivered to their specific email address by calling the Campus Help Desk at 581-4000 option 1 to request it.
If you are using Outlook, Outlook Web Access or Entourage to access your UMail account, each have a Junk Email folder where these messages (and others) will be sent, and it has a variety of junk mail handling settings you can invoke. See also how to set up spam filters for your email software program.
I just activated my UMail account and I don't show up in the Global
Address List. Why?
The UMail Global Address List is updated/rebuilt once a day, in the early morning hours. Your information will show up after the next update.
Where can I find help with Time Zones and Daylight Savings for UMail?
See
Also, see:
- Troubleshooting Time Zone Problems (Outlook 2003)
- Microsoft Information for the 2007 Daylight Savings Time
Why isn't my UMail mailbox provisioned?
Because many alumni still have information linking them into the old Webmail system, if they return to campus as a student or staff member, it is difficult for us to be sure that their mailbox will be ready for them. There are also a few password issues with employees with PeopleSoft roles and people who have not changed their CIS passwords in a long time. If you log into the uNID Account tools and see that your Mail system (in the right-hand column) is listed as iPlanet/Webmail rather than UMail, and you don't have an Activate UMail Account button, please contact the Campus Help Desk at 581-4000, option 1.
Why is my Campus Directory Email address different from my UMail preferred address?
They are two separate systems. To update your Campus Directory (http://www.acs.utah.edu/prod/hrbin/campus-directory) information, you will need to log in to CIS (Campus Information Systems) Select the "Personal Bio/Demo Information" link, then select change Email Address. You will then be able to modify the published Email address. Don't forget to select "Save" after you have made your changes. The Campus Directory should be updated within a few minutes.
Why doesn't everyone keep the Campus Directory updated with correct information?
There is no mandate to keep this information accurate. Reasons vary from people not wanting their University email address put in a public directory to simple typos.
IT Managers
will the new system be able to host a local sub-domain of utah.edu?
The new system will continue to support subdomains such as netcom.utah.edu. We plan to determine permissions to to create aliases in a subdomain based on ORG ID.
I set up Outlook to connect to the Exchange Server but I only
see the
mail in Outlook; it doesn't appear on the web.
This is for Outlook to connect to the Exchange server using RPC over HTTPS. If Outlook is not configured correctly, mail will be delivered to a local .pst file instead of staying on the server.
You can fix that by going to Tools > Email Accounts, View or change existing e-mail accounts. At the bottom of the window is a dropdown tool with the label Deliver new e-mail to the following location; Choose Mailbox - your account name from the dropdown list.
How many different instances of permissions to a UMail resource can I give?
200 entries can be granted permissions to a resource in the UMail system.
How do I clean my Free/Busy Search for resources?
To clean your Free/Busy, run outlook.exe /cleanfreebusy against a profile for the resource. Create an Outlook profile for the shared resource in question and open it in Outlook to make sure the profile works correctly.
Exit Outlook. Go to your Start menu and click Run.
Type 'outlook.exe /cleanfreebusy' in the Open box and click Okay.
Select the profile for the resource.
See also http://support.microsoft.com/default.aspx?scid=kb;en-us;813609
Where can I find help with Time Zones and Daylight Savings for Exchange?
An energy bill entitled The Energy Policy Act of 2005 changed when daylight savings time starts and ends. The bill legislates that beginning in 2007, daylight savings time starts the second weekend of March at 2:00 am and ends the first weekend in November at 2:00 am. There have been several system and application updates recently to address this change.
Troubleshooting Time Zone Problems (Outlook 2003)
http://office.microsoft.com/en-us/outlook/HP010223091033.aspx
Microsoft information for the 2007 Daylight Savings Time
http://www.microsoft.com/windows/timezone/dst2007.mspx
Apple: You need to update to at least Mac OS X 10.4.5
http://www.sun.com/bigadmin/features/techtips/dst_changes.html
http://sunsolve.sun.com/search/document.do?assetkey=1-26-102775-1
Java specific -
http://java.sun.com/developer/technicalArticles/Intl/USDST/
Red Hat
http://kbase.redhat.com/faq/FAQ_80_7909.shtm
If you are running other versions of Linux you should look for updates from the distribution's web site.
Oracle
http://blogs.oracle.com/otn/stories/storyReader$367
Can I configure Outlook 2007 with the .prf files?
Staff & Faculty
Can my department switch from our local email system to the campus email system?
Yes. Departments may move from their department solution to the campus system beginning in March 2006. Departments moving exceptionally quickly after the new system is in place will be considered "early adopters" and will not have OIT support in setting up workstations and migrating mail.
How ARE messages Moved from an old system to the UMail system?
For departments currently using GroupWise, there is a 3rd party utility to help move existing email messages to the UMail system. For departments not using GroupWise, a variety of migration options exist. Contact the UMail migration team at umail-migrate@lists.utah.edu for more information.
Can I forward or redirect my UMail email to another email location?
Yes, staff and faculty may forward UMail messages. This option will be available soon in the uNID Account Tools, but you can call the Campus Help Desk at 1-4000 option 1 and put in a Trouble Ticket to request this now.
Is there a charge for the service?
No. There is no charge for the basic email and calendar service.
I already have an 'utah.edu' account. My department is going to move
to the Exchange system. They want to use their existing subdomain.
- Will I have two email addresses?
Yes, you will have email address for both @utah.edu and @subdomain.utah.edu; your @subdomain.utah.edu address will be your default reply-to address.
- Will the mail all go to the same mail box?
All mail to either address will go to the same mailbox.
- How will I differentiate which message came to which email address?
You can see the address a message was sent to by showing the "To" address in your email client.
- What email address will show up in the global address book and for busy-searches?
Depending on their client ("full-feature" vs. IMAP or POP), other users will be able to see either just your default reply-to address or all of your addresses; the same limitation applies to free-busy searching as well, though at this time we don't have full testing of free-busy searches from clients like Evolution.
Students/Individual Users
Do I have to get a new email address?
No, your University-supplied email address will remain the same. The UMail system will support all email address aliases in use with the old campus email system (iPlanet/Webmail). Students without an email address should create a new one in the uNID Account Tools.
Can I forward or redirect my UMail email to another email location?
Students who choose to have their UMail email messages forwarded to a private (unofficial) email address outside the official university network address, do so at their own risk. The University is not responsible for any difficulties that may occur in the proper or timely transmission or access of email forwarded to any unofficial email address, and any such problems will not absolve students of their responsibility to know and comply with the content of official communications sent to students' official UMail email addresses.
UMail users wanting to forward their UMail email messages may set forwarding for themselves in the uNID Tools. The address you forward to must already exist and be working. A confirmation will be mailed to that address to verify that it is working before we start forwarding mail to it. The forward request will be canceled if the confirmation request is not received and acted on within 72 hours. Instructions will be in the confirmation email. You may also choose to keep a copy of each message in your UMail mailbox.
For more information on forwarding, please see http://www.it.utah.edu/services/email/umail/index.html#forwarding.
Who can I call if I have questions?
Contact the Campus Help Desk at 581-4000 option 1 if you have additional questions.
Is Outlook 2003 available to U students for personally-owned computers?
Yes, through the Office of Software Licensing (www.software.utah.edu).
Can I disable or delete any of my existing email aliases?
Yes - you can do this throught the uNID Account Tools. After logging in, you'll be able to view all of your email aliases, and add, disable, or specify a primary alias. Disabled addresses are retained for one year but are undeliverable. You may set a new alias once every six months, and have up to 3 active email aliases in the UMail system.
