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. Update any contacts you have or Review any work related email lists you manage to include only university provided email address from other employees and affiliated workers 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 apply to the email address designated as their primary studnet 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.
- To enabled or change automatic forwarding for Office 365 please visit https://support.microsoft.com/en-us/office/turn-on-automatic-forwarding-in-outlook-on-the-web-7f2670a1-7fff-4475-8a3c-5822d63b0c8e?ui=en-us&rs=en-us&ad=us
- To enable or change automatic forwarding for UTmail please visit https://support.google.com/mail/answer/10957?hl=en
Just to be sure, it is permissible to automatically forward a university provided Office 365 mailbox to a UTmail mailbox and vice versa.
Review email lists
If you rely on email lists managed by IT staff at McCombs or ITS, then you do not need to manually review them, since any non-compliant email address on those lists will be handled by those staff. However, if you manage some form of email list of your own that is used for university work, then you should ensure it only uses university addresses for current employees. Please contact McCombs Computer Services if you need assistance with this.
Change My Contact Information
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