Moving Off UW Email
IT Connect > Email > Moving Off UW Email
What Is Changing
UW Email service going away for students
UW Information Technology (UW-IT) is undertaking a one-year effort to have students move from UW-hosted email to email services hosted elsewhere. Students will have the option of using UW Windows Live (with UW Outlook Live email) or UW Google Apps (with UW Google Email), or forwarding their email to a third-party provider of their choice.
Accounts held by Student Activities Office (SAO) organizations, including Registered Student Organization (RSO) accounts, are also being asked to move off of UW Email.
Service ends June 30, 2011
Students and SAO accounts with the UW Email service already turned on will have until June 30, 2011 to move their email to another service option. After June 30, 2011, any data stored on the UW Email service will no longer be available to student account holders. Students wishing to retain their data, must move it prior to June 30, 2011.
There are two broad exceptions:
- Exception 1: Clinical students, as well as graduate students in the School of Medicine in both basic sciences and clinical departments, should not change their email service; their UW Email service will NOT be affected.
- Exception 2: UW students with multiple affiliations (simultaneously a student and staff or faculty) will NOT be affected.
Some departments may deem it necessary for certain students to use the UW Email service. UW-IT will work with those departments to grant exceptions on a case-by-case basis.
Why these changes are happening
Several factors make this a good time to make this change:
- UW-IT successfully implemented UW Windows Live and UW Google Apps as email options for students in September 2009 (which includes email among other tools).
- Faculty and staff are now eligible to use UW Windows Live and UW Google Apps, thereby making collaboration with students easier as this is expanded in the future.
- UW-IT is no longer able to fund the staffing resources to run and maintain the student UW Email servers using our new funding model.
- The Student Technology Fee Committee is no longer funding the servers (hardware) for student UW Email.
Current UW students can choose between two service offerings for email: UW Outlook Live and UW Google Email. Some students choose to forward their email elsewhere, using a non-UW email service. If your only affiliation with the UW is that of a student, and you currently have your email on the UW Email (deskmail) service, you must move your email off of that service by June 30, 2011.
UW Outlook Live
Included in UW Windows Live
UW Outlook Live is a free email service available for current UW students, alumni, and former students as part of UW Windows Live. It provides ad-free email and calendaring with 10 GB of storage and continued use of your @u.washington.edu or @uw.edu email address. To activate a UW Outlook Live account, you must sign up for a UW Windows Live ID.
UW Google Email
Included in UW Google Apps
UW Google Email is a free email service available for current UW students, alumni, and former students as part of UW Google Apps. It provides ad-free email and calendaring with over 7 GB of storage and continued use of your @u.washington.edu or @uw.edu email address. To activate a UW Google Email account, you must sign up for UW Google Apps services.
Other Email Services
Forward your UW messages
Important messages from the University will be sent to your UW email address (UWNetID@u.washington.edu). If you plan to not use UW Windows Live or UW Google Apps, make sure messages sent to your @u.washington.edu or @uw.edu address continue to reach you by setting your email forwarding.
To forward email sent to UWNetID@u.washington.edu (or @uw.edu) address, set your UW Email forwarding to your address at the email service you will be using.
Steps You Need to Take
In order to avoid any interruption in email delivery or access to the contents of their UW Email account, students must take the following actions prior to June 30, 2011:
- Decide which email service you want to use. Students can choose between UW Windows Live (with UW Outlook Live email), UW Google Apps (with UW Google Email), or a third-party vendor of their choice.
- Sign up for service if it isn’t already active. UW Windows Live and UW Google Apps can be activated from the Manage UW NetID page. Links to the two services are on the left.
- Update email forwarding (if you didn’t do it when you first signed up). The sign-up process for UW Windows Live and UW Google Apps included the option of updating your email forwarding. If your forwarding is still set to your UW Email Inbox, you must update your forwarding on the Manage UW NetID page.
- Transfer existing email to new service. UW-IT has published instructions on how to transfer email to UW Outlook Live orto UW Google Email. Remember: You must move your existing messages from UW Email to a new service prior to June 30, 2011 in order to avoid losing access to those messages.
- Turn off UW Email Inbox service when you no longer need access to it. You can turn off your UW Email Inbox on theManage UW NetID page.
Frequently Asked Questions
Who is affected by this change in service?
UW students who are not also current UW staff (including student staff), faculty, or UW Medicine Workforce members and who have the UW Email Inbox service turned on will be affected. (Departments may work with UW-IT to grant additional exceptions; see therelated FAQ below.) Student Activities Office (SAO) organizations, including Registered Student Organization (RSO) accounts, with the UW Email Inbox service turned on will also be affected. You can check to see if your UW Email Inbox service is turned on by going to your Manage UW NetID Resources page.
Even if your UW email is not being delivered to your UW Email account, you will still need to move any existing content from your UW Email account to another email service. You will no longer have access to any content on your UW Email account after June 30, 2011.
Will I continue to be able to use Alpine or Web Alpine?
No. Alpine and Web Alpine depend on your email being on the UW Email server. When you switch your email account to a new service such as UW Outlook Live or UW Google Email, you will no longer be able to use Alpine or Web Alpine. UW Outlook Live and UW Google Email both have their own Web interfaces for checking email.
Will I continue to have access to email filtering and vacation messaging through the Email Delivery Manager (EDM)?
No. The Email Delivery Manager is dependent on your email being on the UW Email server. You will need to set up email filtering rules and vacation messaging through your new email service. Both UW Outlook Live and UW Google Email offer those functionalities.
Will moving to UW Outlook Live or UW Google Email change my email address?
Your default email address on UW Outlook Live and UW Google Email will be UWNetID@uw.edu. The uw.edu domain is equivalent to u.washington.edu and messages sent to UWNetID@u.washington.edu will continue to reach you. If you prefer to use your u.washington.edu address, you can configure UW Outlook Live or configure UW Google Email to use the u.washington.edu domain.
What services am I eligible for if I am a student?
Current UW students are eligible for a number of services provided by UW-IT, including UW Windows Live, UW Google Apps, unix shell access, and Web publishing to name a few. For an expanded list of services provided by UW-IT to students, see the UW Information Technology Service Catalog.
What if I am a UW medical student, or a graduate student in the School of Medicine in a basic science or clinical department? Do I need to move my email off of the UW Email service?
All current clinical students (which includes all UW medical students), as well as graduate students in the School of Medicine in both basic sciences and clinical departments, are considered UW Medicine Workforce members and are therefore required to use an email service in an approved UW Medicine email domain. The UW Outlook Live and UW Google Email services are not approved by UW Medicine. UW Medicine Workforce members are eligible to retain the UW Email service and should keep their email on that service or forward their email to an approved domain.
What if I am not in the School of Medicine but my department has told me not to move off UW Email?
UW-IT is working with departments to develop a process for granting exceptions to individual students. Permission will need to come from a department’s Dean, Director, or Chair for a student to remain on UW Email. For more information about this process, please send email to email@example.com
Do I need to take any action if i already have my email forwarded elsewhere (including to the UW Outlook Live or UW Google Email)?
If you have any email stored on your UW Email account and wish to retain access to that email, then you need to move those messages to a different account. UW Information Technology has published instructions on how to move email to UW Outlook Live orto UW Google Email.
Once your email forwarding is set to an account other than UW Email and you have moved any content you wish to save, you can turn off your UW Email Inbox service.
Where can I learn more about UW Outlook Live and UW Google Email?
UW Outlook Live is part of the UW Windows Live suite of services. You can find more information about UW Outlook Live on the UW Windows Live page.
UW Google Email is part of the UW Google Apps suite of services. You can find more information about UW Google Email on the UW Google Apps page.
I am part of a student group or organization and we have a shared email account using UW Email. Do shared accounts need to move as well?
Yes, accounts held by Student Activities Office (SAO) organizations, including Registered Student Organization (RSO) accounts, do need to be moved off of UW Email. If you have questions about how to activate UW Windows Live or UW Google Apps for your shared account, please contact firstname.lastname@example.org for assistance.
Will I lose access to UW Windows Live or UW Google Apps when I leave the university?
Unlike the UW Email service, alumni and former students are eligible to keep their UW Windows Live and UW Google Apps services after they graduate or are no longer UW students. That means you will not have to worry about saving your email, contacts, and other items!