UCMail is the official faculty and staff e-mail service at UC. It is based on Microsoft Exchange Server, and you can access it anywhere that you have Internet access.
Benefits of UCMail
E-mail – 10 gigabytes of space free, with an option to purchase more
Contacts/Address book – View all faculty, staff, and student contacts in global address books.
Calendar – Shared calendar capabilities with other faculty and staff members.
Sync – Mail, calendar, and contact synchronization via Active Sync for most mobile devices including Windows Mobile and iPhone devices. UCIT also offers a Blackberry Enterprise server to sync Blackberry devices (one time license fee applies). For more information on the Blackberry Enterprise Server and/or to order, visit our page on phones.
All employees of the University of Cincinnati (defined as those who receive a paycheck from the university, emeriti and clinical instructors) are eligible for e-mail accounts.
When a new university employee's information enters the HR system, the university's Identity Management System generates a user ID, and the Exchange e-mail system automatically creates an account. Typically, the 6+2 user ID is the first six characters of a user’s last name the user's first and middle initials. However, this is not e-mail policy, and you cannot assume it will always hold true.
Student employees are eligible for free UCMail account. Use this form to request that account and ensure it is approved by your supervisor.
Affiliates of the university who do not fit the above definition of an employee must be sponsored by a university department to have an e-mail account. Please connect to the UCit GetIT page and fill out a request for an affiliate account. An affiliate identity must be created prior to submitting a GetIT request for the user. You can create an affiliate identity by going to the Create Affiliate Request Page.
Generic accounts are not covered in our license agreement and must be sponsored by a department. If you wish to sponsor an account, please fill out a GetIT request and select the Email > UCMail Generic Account section, enter the necessary budget information so we can submit the request to billing. In the comment section enter in the generic account information so we can establish the account and you will be notified once it is completed. Creating an alias to point to an existing account can be established at no additional charge.
Check out our detailed instruction guide to use recommended clients such as Outlook, Entourage, POP, IMAP, and ActiveSync.
An employee will lose access to their e-mail account when their status in UC Flex shows that they are no longer employed. The e-mail team does not have the ability to reactivate an e-mail account for an employee who has no other role at the university because the user ID will have been disabled.
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).
The Exchange account will become disabled when the user goes to an inactive status in the employee database. If you wish to retain the account, you can go to UCit GetIT web page and fill out a request for an affiliate account. In the comments 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 accordingly.
UCit 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 HelpDesk at 556-Help (4357).
An Exchange account is limited to 10 gigabytes (GB). As a user’s mailbox approaches 10 GB, the user will receive a system-generated warning message. At 10 GB, a user will be unable to send or receive new messages until the size of the inbox is reduced to less than 10 GB.
Additional inbox quota space can be purchased in 10GB increments. View costs and request extra space through GetIT.
An individual message from the Exchange server may not exceed 30 MB, including text, headers and attachments. A user will be unable to send a message exceeding 30 MB. This is a system limitation and we cannot grant exceptions.
Currently there is a 30 megabytes size limit on a mail message. The 30 megabyte limit will include recipients, message body as well as any attachments. If you want to send files larger than 30 megabytes, than try zipping the attachments or breaking the information into separate messages for delivery.
Currently there is a restriction of 500 recipients per message.
You, as a user, should first try to retrieve the deleted items.
Using Outlook Web Access (OWA)
Typically when this occurs, a user has setup another mail client to access their mailbox and it is configured to pop their mail down from the server onto the workstation. Please check any systems you may have accessed and checked your mail and see if the message were downloaded. If you have a handheld device which is data enabled, check your settings on your phone as well. One last item is to check that you do not have a rule setup in Outlook to move or delete messages that come into your inbox.
Here are some points to know when sending an e-mail that needs to be encrypted:
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.
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.
A request to access to an email account of a previous employee is handled by the Office of Information Security. Information to request mailbox access can be found in the Mailbox Access and Retrieval Process.
Aliases are alternate e-mail addresses that deliver e-mail to your account.
Each account is created with 3 standard addresses:
If you have a common name, your first.last could have a number on it (John.Smith4@uc.edu).
Aliases are created at the discretion of the e-mail team, but are typically granted for someone who goes by a nickname or their middle name.
To request a new alias, complete the Internet Alias Request online form.
In order to ensure compliance with the data protection policies of the university, we do not administratively set up an automatic forward of e-mail to an account outside the university (UConnect accounts reside outside the university).
The only exception to this rule are for employees who have accounts with our partner sites Children's Hospital, UCHealth and UCPhysicians. E-mails 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.
Visit the SharePoint FAQs page to learn how to add your picture to Lync, Outlook and SharePoint.
Prior to processing any name change requests, users must request their last name be changed with the Registrar’s office and Human Resources. Once the user’s last name has been updated in their databases, we can then submit a request to have your name pulled from the alias system and a new alias generated using your preferred last name.
Upon confirmation, your mail account will be renamed at which point you will be notified. Please contact our helpdesk at 556-HELP (4357) and request a ticket be opened and submitted to have your name changed and processed.
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.
Once the changes have been entered, the corresponding changes will take effect in the next 24 hours. If you require that your alias be changed please contact our helpdesk at 556-Help (4357) and initiate a name change request.