• IT@UC Knowledge Base

 Exchange Email Frequently Asked Questions

 Frequently asked questions about the Exchange (UCMail) Faculty and Staff email service

For information about what happens to email when an employee leaves the university see items 13 - 16 below.

  1. Who is eligible for an Exchange (UCMail) Faculty and Staff email account?

    • All employed faculty and staff, as well as emeritus, will automatically receive a free in-house Exchange account (UCMail). The email account will remain active as long as the individual is an active employee as designated by Human Resources. Users whose status changes to emeritus will also remain active.
    • When a new university employee's information enters the HR system, the university's Identity Management System generates a user ID, and the Exchange email system automatically creates an account. Typically, the Central Login System (CLS) UC username is the first six characters of a user's last name plus the user's first and middle initials. However, this is not email policy, and you should not assume it will always hold true.
    • Student employees are not eligible for an Exchange (UCMail) email account. Student employees should use their existing 365 student account.
    • Affiliates of the university who do not fit the above definition of an employee must be sponsored by a university department to have an Exchange (UCMail) email account. An affiliate identity must be created prior to submitting the Affiliate/Sponsored Email request in GetIT. Affiliate email account requests can be submitted through the Create Affiliate Identity Application. Please note that only users with GetIT approver permissions will have access to the create affiliate identity application.
    • UCMAIL is available on a 'fee basis' for Contractors, Consultants, Temporary Agency Employees, Affiliates, and pending Emeriti that have an affiliation with the university. (A separate order is submitted when the billing for the account should stop.)
      Note: Affiliate accounts should not be requested for former employees requesting temporary access to their email account to retrieve contents. Requests for content retrieval of former employees should be requested by opening a ticket with information security who will get the proper authorization and create a PST for the former employee once all approvals have been obtained.
    • NOTE: If a user has an active Office 365 (student) email account, it will be necessary to disable that account for up to an hour while the Exchange email account is created. Any messages sent to the student’s Office 365 account during this time will not be delivered. If the user uses a mobile device with their Office 365 account, they may also be need to reset their Office 365 password. If you request an Exchange email account on behalf of another person, please make sure they are aware of this information before proceeding.
  2. What is my UC email address?

    Exchange users have options (also known as “aliases”) of what email address they can have users send to:
    • The full email address will be formatted as Username@ucmail.uc.edu
    • Users will also automatically be given an email alias of Username@uc.edu and Firstname.Lastname@uc.edu
      NOTE: If you have a common name, your first.last alias could have a number in it (e.g., John.Smith4@uc.edu).
    • Additional aliases can be requested by completing the Exchange (UCMail) Alias Request Form. For example, you can request Bob.Jones@uc.edu to replace Robert.Jones@uc.edu, or Cindy.Smith@uc.edu to replace Cynthia.Smith@uc.edu.
    • The following aliases are not allowed:
      • initials.lastname@uc.edu
      • initials@uc.edu
      • Firstname@uc.edu
      • Lastname@uc.edu
      • Nickname@uc.edu
      • Nickname.Lastname@uc.edu
  3. How can I access my Exchange account?

    You can access your Exchange email account:
  4. What if I forget my login information?

    IT@UC email services cannot change passwords on user accounts. Please visit the Password Self-Service (PSS) web site to initiate a password change at the University of Cincinnati. If you need additional assistance, please contact the Help Desk at 556-Help (4357).
  5. Can I forward my Exchange email to a different email address?

    • In order to ensure compliance with the data protection policies of the university, we do not administratively set up an automatic forward of email to an email account outside the university (Office 365 accounts reside outside the university).
    • The only exception to this rule is for employees who have email accounts with our partner sites, such as Children's Hospital, UCHealth, and UCPhysicians. Email sent to those systems are automatically encrypted in transit and are regarded as "protected" in accordance with the policy.
    • If you need a forward set to one of our partner sites, please contact the HelpDesk at 556-Help (4357) and they will assist you.
  6. How much storage do I get with my email account?

    • An Exchange email account is limited to 20 gigabytes (GB). As a user's mailbox approaches 20 GB, the user will receive a system-generated warning message. At 20 GB, a user will be unable to send or receive new messages until the size of the inbox is reduced to less than 20 GB.
    • Additional inbox quota space can be purchased in 10GB increments. View costs and request extra space through GetIT.
  7. What is the largest sized message I can send?

    Currently there is a 30 megabytes size limit on an email message. The 30 megabyte limit will include recipients, message body, and any attachments. If you want to send files larger than 30 megabytes, try zipping the attachments in an *.zip file, or breaking the information into separate email messages for delivery.
  8. What is the maximum number of recipients that I can add per message?

    Currently there is a restriction of 500 recipients per email message.
  9. What is the maximum number of email messages that I can send per day?

    • The current messaging policy on Exchange is based on total recipients. The policy limits each user to a maximum of 2,500 recipients per day.
    • Users who send messages to more than 2,500 recipients will automatically have their account locked from sending email for a rolling 24 hours
    • Users who need to send out messages exceeding this limit should refer to our Bulk Mailing Policy for further information. Please note that Distribution Groups in Exchange count as 1 recipient.
  10. How do I create a locally stored personal folder?

    Outlook allows users to create personal folders on their workstation or on a server based share volume. IT@UC does not recommend the use of Personal Folders for users. Each user is allocated 20 GB of space for their email and can purchase additional storage when required. Using Personal Folders removes email from the server and subjects the user to potential security risks, limits accessibility, and also risks potential loss of data depending on where the Personal Folder is created and maintained. If you still require a personal folder, instructions for creating them can be found HERE.
  11. How do I retrieve deleted items?

    • Using Outlook 2010 or later
      • Open the Folder tab from the Ribbon
      • Under the Clean Up section, select Recover Deleted Items
      • Search for and select the item or items that you want to recover
      • Click on the icon of the envelope with the arrow around it
      • The items will now be recovered to their original location. Once recovered, you can move them to another folder.
    • Using Outlook Web Access (OWA)
      • Right click on Deleted Items
      • Select Recover Deleted Items from the bottom of the list (last selection)
      • Highlight any email you want to recover and click on the icon of the envelope with the arrow around it
      • You will be prompted to select where you wish to put recovered messages
      • Items stay in the deleted items folder for 30 days after the user deletes them
      • Note: In OWA, you are limited to the number of messages you can recover at one time. Outlook clients are not restricted to a limit of messages you can recover at one time, but will not prompt you for a recovery location. The messages will instead be recovered to where they were deleted from.
  12. My last name has changed. How do I change my email username and display name?

    • Prior to processing any email name change requests, you must request that Human Resources and/or the Registrar's Office change your last name in their records. (Student Workers and Staff who are students MUST contact Human Resources AND the Registrar’s Office). When this is complete, contact the Helpdesk to verify that the name change is in place.
    • Upon confirmation of your name change in the HR and/or Registrar’s office systems, your email account DISPLAY name will be renamed to your preferred last name.
    • Once your preferred DISPLAY name has been updated in those systems, you can then contact our Helpdesk at 556-HELP (4357) to request that a ticket be submitted to have your email DISPLAY name and first.last@uc.edu alias changed and processed.
    • Email aliases using your old last name will stay in place.
    • NOTE: This process does NOT change your UC username (CLS login) and therefore will NOT change your base email account name, which is username@ucmail.uc.edu.
    • To change your username, please contact our Helpdesk at 556-HELP (4357).
  13. What happens when an employee leaves the university?

    • An employee will lose access to their email account when their status in UC Flex shows that they are no longer employed. The email team does not have the ability to reactivate an email account for an employee who has no other role at the university because the user ID will have been disabled.
    • Users whose status changes from that of an active employee due to retirement, resignation, or termination will automatically have their email account deactivated. Deactivated email accounts will be retained for a period of 180 days before they are permanently deleted.
    • Users who wish to retain their email account access or contents must speak with their Business Department prior to any change in their employment status. Each Business Department is responsible for submitting the appropriate paperwork for such accounts to IT@UC to ensure that there is no lapse of service for those individuals. Non-employed users are not eligible for a free Exchange email account and must be sponsored as an affiliate.
    • Affiliate accounts are disabled at the request of the account sponsor.
    • To disable the account of an employee terminated for cause, the supervisor should contact the Help Desk at 513-556-HELP (4357).
  14. We have an employee who is leaving. It is critical that we keep their email account open. How do we make sure it is not automatically removed?

    The Exchange email account will be disabled when the user changes to an inactive status in the UCFlex employee database. If you wish to retain the email account, you can complete a request for an affiliate account. In the comments section, please state that the account is scheduled for removal and that you wish it to be marked as an affiliate for retention. Once we receive the GetIT request, the account will be marked and retained accordingly.
  15. How do I access the email account of a previous employee?

    Requests to access an email account of a previous employee are handled by the Office of Information Security. Please contact them directly at 558-ISec (4732).
  16. We need an Out of Office message set for a staff member who is currently ill. How do we set that until they return?

    Placing an Out of Office message cannot be done without the consent of the owner of the mailbox. Please have a Dean or Director contact our Help Desk at 556-4357(HELP) and initiate the request.
  17. How do I change my published name and/or preferred email address in the UC Online Directory?

    • To update your directory information and set your preferred last name, first name or change your published email address please go to https://ucdirectory.uc.edu/updates and make the necessary change online.
    • Once the changes have been entered, they will take effect within 24 hours. If you require that your aliases also be changed, please contact our helpdesk at 556-Help (4357) and initiate a name change request.
  18. How do I send a secure email?

    Here are points to note when sending an email that needs to be encrypted:
    • If you are sending email from Outlook to another person at UC who is also using Outlook, your email is automatically encrypted while in transit. HOWEVER, this email will NOT be encrypted if it is sent from/received by any email client other than Outlook. ALSO, if the email is sent or received using any other client—Blackberry, iPhone, online email services (Yahoo, Google, others), Eudora, Mac Mail, etc.—it will not be encrypted. For this reason, we recommend that you DO NOT send any restricted or controlled data via email. If your business process requires that you do so, please contact UC Information Security at 558-ISec (4732) to discuss.
    • Encrypt your attachments prior to emailing them, then call the person to provide them with the password. Do not share the password via email. MS Office 2007 includes strong encryption using AES, the current government encryption standard. Office 2003 encryption is weak and is not recommended. Visit the Information Security website for detailed instructions.
    • Do not store restricted data of any kind, but especially email, on a USB device or a mobile phone. These devices are too easy to lose or to be stolen.
    • In addition, all laptops and most desktops containing restricted data should be encrypted. The strategic solution for full disk encryption at UC is PGP, which is free to all faculty and staff, and is available by contacting UC Information Security at 558-ISec (4732) to discuss your needs.
    • If your business process requires you to send restricted data to external destinations and the options above will not meet your needs, please contact UC Information Security at 558-ISec (4732) to discuss other alternatives.

 

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