Per university policy "Users are to use University provided email accounts, rather than personal email accounts, for conducting University business." This policy requires employees and affiliated workers to use a university provided mailbox for university work and to register this as their official work email address. This page will provide guidance for complying with that requirement.
The basic steps for complying with this policy are:
1. Ensure that you have Duo set up, since university email accounts require two-factor authentication using Duo.
2. Claim a university email account if you do not already have one.
3. Register your university email address as your official work email address.
4. Disable any automatic external forwarding you may have configured on an existing university email account.
5. Review any work related email lists you manage and ensure any employee addresses there comply with this policy
First - How do I know if this policy applies to me?
If you can log into Workday then this policy applies to you. Student employees must comply with this for their work email address. This policy does not appy to the email address designated as their primary student email address in UTDirect.
Set up Duo
Due to the ubiquity of services that require Duo, all employees and affiliated workers should already have this set up. If you have not done this already, you can find instructions for doing so at https://ut.service-now.com/sp?id=kb_article&number=KB0017949
Claim a university email account
UT currently offers two email services for employees:
Office 365
All new employees are provided Office 365 mailboxes automatically, and this is the preferred email account for employees since it also integrates with Teams, OneDrive and other Office 365 applications. For employees at McCombs, the email address assigned to this mailbox takes the form [firstname].[lastname]@mccombs.utexas.edu. Employees elsewhere at the university will receive some other form *.utexas.edu address.
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For more information about all the Office 365 services please visit https://office365.utexas.edu.
UTMail
UTmail is a UT branded *@utexas.edu Gmail account. It is an optional service primarily intended for students, but it is also available to employees that prefer this to Office 365. To claim a UTmail account please visit https://utmail.utexas.edu.
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Disable automatic forwarding to non-university mailboxes
Neither Office 365 nor UTmail should no longer allow you to configure automatic forwarding to a non-university email account, though you can still forward to another university email account.
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