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What Happens to My Email After I Leave the University?

Number of views : 166
Article Number : KB0014748
Published on : 2022-01-14
Last modified : 2022-01-14 21:37:47
Knowledge Base : IT Public Self Help


Table of Contents

What Happens to my Email When I Leave the University? - Faculty, Staff, and Students

How Do I Keep My Email Messages When I Leave?

What If My Customers/Clients Are Still Sending Mail to a Deleted Mailbox?

What If I Have a Personal UTmail Mailbox?





What Happens to My Email After I Leave the University? - Faculty, Staff, and Students


Faculty and Staff


Office 365

In accordance with section 4.1 of the Information Resources Use and Security Policy, when your affiliation of Current or Future Faculty/Staff changes to Former Faculty/Staff, you will no longer have access your mailbox as your eligibility will have changed.

Office 365 accounts cannot be kept after leaving the university. Individuals who are no longer eligible for Office 365 have 30 days in which to request the contents of their account. After that 30 day period, your mailbox and its contents will be permanently deleted. 

You can request that the contents of your mailbox be exported and sent in a .pst file before you leave the university by emailing help@utexas.edu.

When you are no longer eligible for a mailbox, you will receive an email in Exchange account and your official email address listed in TED. 

UT System currently requires unaffiliated accounts be purged every quarter per UTS165 Standards.


UTmail

UTmail Business Accounts are deprovisioned when an employee leaves the university unless they are retiring or explicit steps are taken to prevent this.

Retiree UTmail Business accounts will automatically be converted into a Personal account when their EID reflects a "Retiree" affiliation as long as they have not already claimed a Personal account. This is not an option for current employees leaving the university. 


OneDrive

OneDrive and all other Office 365 components will become unavailable once the license is removed. There is not a 30 day grace period to access OneDrive and other Office 365 components.



Students


Office 365

Former students are automatically unlicensed for Office 365 services as soon as they are considered a former student by the EID system. Former student affiliation is evaluated on the 12th class day of the next long semester after graduating.


UTmail

Personal UTmail accounts are offered to students and alumni, as well as faculty and staff that retire from the University. UTmail Personal Accounts are lifelong accounts and will continue to exist after you graduate or retire from the university. 


OneDrive

Access to OneDrive and all other Office 365 components will automatically be inaccessible once your Office365 license is removed. There is not a 30 day grace period to access OneDrive and other Office 365 components.


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How Do I Keep My Email Messages When I Leave?

You can request that the contents of your mailbox be exported and sent in a .pst file before they leave the university by emailing help@utexas.edu.

Former supervisor approval is required. 


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What If My Customers/Clients Are Still Sending Mail to a Deleted Mailbox?

Please notify all contacts that your email address will no longer be available and provide them with an alternate contact address.

If an individual's mailbox has been deleted and important mail is still being sent to it, you may request that mail be forwarded to a new location. When gaining access to another individual’s account, approval from the Information Security Office is required and will be granted on a case-by-case basis. This is required to maintain the confidentiality of the account information. Only supervisors of the original account owner are allowed to submit these requests. Please email help@utexas.edu and the UT Service Desk will forward the information to the ISO. 


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What If I Have a Personal UTmail Mailbox?

Personal UTmail accounts are offered to students and alumni, as well as faculty and staff that retire from the University.

  • UTmail Personal Accounts are lifelong accounts and will continue to exist after you graduate or retire from the university. 
  • Former students can still sign up for Personal Accounts even after they have left the University.
  • You are allowed only 1 personal account tied to your EID. 
  • UTmail/Personal Accounts are an optional service
  • If a retiree has an existing Business Account, it will be converted into a Personal Account automatically when their EID reflects a "Retiree" affiliation. 

Additional questions? Please visit the University Email Accounts: Getting Started knowledge article, contact the UT Service Desk at 512-475-9400, email help@utexas.edu or stop by first floor lobby of the Flawn Academic Center (FAC) for walk-in service.


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