What Google Workspace Apps are Available in UTmail?
Only Google Workspace for Education Fundamentals applications are enabled. Other services either are not covered under our license agreement, have not been vetted by campus IT governance, or both. The Google Play Store is not part of Google Workspace for Education Fundamentals.
Google Workspace for Education Fundamentals apps:
- Calendar
- Drives
- Docs
- Gmail (UT Mail)
- Google Meet
- Sheets
- Sites
- Slides
- Vault
For more information on Google Workspace for Education apps, please refer to the Google for Education Products site.
Has the University Evaluated UTmail for Privacy?
The Information Security Office has carefully considered the privacy and security features available with Google and is satisfied that Google will provide appropriate levels of privacy and security.
The Google services provided through UTmail are governed by a contract between the University and Google. The University contract’s terms and conditions supersede Google’s privacy policies for consumer services. The core services covered by the contract include Gmail, Calendar, Talk, Docs, Contacts, Sites, Video, and Groups for Business. Within the UTmail portal it is possible to navigate to non-core services which are outside the contract and for which Google’s privacy policies for consumer services apply.
Has the University Evaluated UTmail for Accessibility?
The University provides UTmail as an email application. Applications within the Google Apps suite other than Gmail (e.g. Google Drive, Google Sites) do not currently meet the University’s accessibility standards and are therefore not permitted for official University business (e.g. as required elements of course curriculum). Use of Google applications other than Gmail must be done in compliance with the University’s policies on accessibility.
What is the Difference Between a UTmail Business Account and a UTmail Personal Account?
- Personal UTmail accounts are offered to students and alumni, as well as faculty and staff that retire from the University. UTmail personal accounts do not have some of the required protections in place utilized by Business accounts (e.g. Google Two-Factor Authentication) and generally have fewer restrictions. Additionally, Personal accounts are shielded from open records requests when they are not in use for University Business.
- Business accounts are offered to Current Faculty and Staff. These accounts are tied to your appointment with the University, meaning once your appointment has ended, your access will be disabled or suspended. Business accounts have the same features and functionality that a Personal account has, with some exceptions. Business accounts require Google Two-Factor Authentication to log in (See registration steps here), are subject to open records requests, and are valid for conducting or forwarding business email at the university. For Retirees hoping to keep their business account, it will be converted automatically into a Personal account when their EID reflects a "Retiree" affiliation.
Can Student Workers Have a UTmail Business Account?
UT Austin students and alumni are eligible for a University-affiliated email address in the @utexas.edu domain. Student employees have the option to obtain an additional UTmail account for Business.
Students are encouraged to separate their Personal Accounts from Business Accounts in alignment with current Email Forwarding Rules and to protect their personal content.
What Happens to UTmail Business Accounts when an Employee Leaves the University?
UTmail Business Accounts are deprovisioned when an employee leaves the university unless explicit steps are taken to prevent this. For example, Retirees hoping to keep their business account can do so by request.
Their UTmail Business Account will automatically be converted into a Personal account when their EID reflects a "Retiree" affiliation.
Do I Have a UTmail Business or Personal Account?
Generally, if your UTmail account requires Google Two-Factor Authentication to access, it is a Business account.
However, you can view your UTmail account status by logging in to the UTmail homepage.
How Do I Convert My Personal UTmail Account to a Business Account?
In some cases, you may want to convert your UTmail account from Personal to Business, or vice-versa. Scenarios for this might include retirees who create accounts of both types, but want to continue using their Business account, an employee who previously created a Personal account and wants to use it for University Business, or a former student worker who created a Business account and would like to continue using it after their appointment has ended. Account conversions are irreversible.
If you require an account conversion, you may contact the UT Service Desk at 512-475-9400 and your request will be escalated.
You will need the following information:
- Your UT EID
- Your UTmail Personal account address
- Your UTmail Business account address (if applicable)
Are Departmental UTmail Accounts Available?
Departmental accounts are not available in UTmail. Departmental accounts, or resource accounts, are only available in Office 365.
Are UTmail Business Accounts Suitable for Storing Confidential Data?
A matrix detailing the suitability of the UTmail service for various types of University data are available at: Local and Cloud Services Decision Matrix
Why Am I Unable to Create Shared Drives?
As of February 12 2021, the ability to create new Shared Drives in UTmail has been disabled organization-wide. The decision was made in conjunction with service administrators and the Information Security Office.
This change was made in response to an announcement by https://www.blog.google/outreach-initiatives/education/google-workspace-for-education. Furthermore, an internal review found that Shared Drives were being used to extend the previously unlimited storage offering to non-UT affiliates in violation of UT policy. Since Google Workspace (the service that powers UTmail) currently lacks the auditing and data limiting features required to curtail abuse of shared drives, service administrators have been forced to disable this feature.
Google Workspace for Education Fundamentals applications offered through UTmail will continue to change in response to Google’s new pooled storage policy.
If you need to share data or collaborate with external parties, a workaround is to create a folder in your personal Drive and to adjust sharing permissions appropriately (either to “Restricted” and to invite a specific email address or to “Anyone with link”).
How Do I Import/Export Email Into/Out of UTmail?
Instructions for importing email into your UTmail account are available at https://support.google.com/mail/answer/21289.
The same instructions are also applicable if you wish to move your UTmail emails to a personal Gmail account.
How Do I View Full Email Headers?
The full header of an email message displays information about the sender and the route the message takes before arriving in your inbox. When reporting spam, you should always send the full headers along with the message so the email administrator can determine where the spam originated.
Instructions for viewing full headers in an email message are available at https://support.google.com/mail/answer/29436.
Troubleshooting
Why am I seeing the error "Couldn't sign you in:Your sign-in settings don't meet your organization's 2-Step Verification policy"?
If you did not sign up for two-step verification before the enrollment period ended and are locked out of your UTMail business account, please contact the UT Service Desk at (512) 475-9400 or help@its.utexas.edu.