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What's Changing with UTmail?

Number of views : 3125
Article Number : KB0018969
Published on : 2022-09-29
Last modified : 2022-09-29 19:48:54
Knowledge Base : IT Public Self Help

 

Table of Contents

What Changes Are Happening to UTmail?

What Storage Quotas and Services Will I Have?

What Actions Do I Need to Take?

Do I Have Any Legal Obligations for Managing Data in My UTmail Account?

As an Employee, What are my Obligations When Reducing Files and Emails Stored in my UTmail Business Account?

Am I Allowed to Store Official University Data in my Personal Account?

How Do I Check My UTmail Usage?

Can I Purchase Additional Storage for My UTmail Account?

What Alternative Services Can I Use?

How Do I Download/Export My UTmail Files and Import into Another Account?

How Do I Keep My UTmail Account Active?

Where Can I Find Additional Help To Manage My Shared Drive(s)?

How Can I Delete My UTmail Account?

Additional Information

 

 

 

What Changes Are Happening to UTmail?

Due to licensing changes imposed by Google, UTmail accounts will no longer offer unlimited storage beginning in late 2022.  

The following changes to storage limits will take effect no later than Nov. 1, 2022: 

  • Faculty, and staff will be limited to 20GB of storage for their Gmail and Google Workspace accounts.  

  • Students will be limited to 5GB of storage for their Gmail and Google Workspace accounts.  

  • Alumni, former students, and retirees will be limited to 1GB of email storage and will have access to Gmail only. Accounts that have been inactive for 12 months or longer will be deleted.  

  • Shared Drives are no longer permitted. The ability to create new Shared Drives in UTmail has been disabled organization-wide and all content must be exported. Shared Drives hosted by organizations outside UT Austin are not impacted. 
 

The new storage limits will be put into place on or before Nov. 1, 2022 to prevent unexpected loss of data and UTmail service outages when Google’s maximum storage limits take effect Jan. 1, 2023. UTmail users must act to preserve any content that exceeds the above limits before Nov. 1, 2022.  

 

The UTmail team has developed recommendations and documentation (including this online guide) to assist you with taking any necessary actions. The UTmail team will also be communicating with UTmail account holders throughout the 2022 calendar year regarding these changes. For further information and background on this project, please visit: https://it.utexas.edu/projects/utmail_storage_reduction 

 

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What Storage Quotas and Services Will I Have?

Please refer to the table below for UTmail storage quotas and enabled services based on user affiliation; storage quotas will go into effect no later than November 1, 2022 and changes to enabled services will be implemented no later than December 2022.   

Affiliation

UTmail Quota

Enabled Services

Inactive Account Status

Current Students 5GB All Google Workspace for Education services N/A
Current Faculty 20GB All Google Workspace for Education services N/A
Current Staff 20GB All Google Workspace for Education services N/A
Former Students 1GB Gmail Only Accounts inactive for more than 365 days (>- 12mo.) will be suspended
Retirees 1GB Gmail Only Accounts inactive for more than 365 days (>- 12mo.) will be suspended

 

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What Actions Do I Need to Take?

For all users:  

For current faculty, staff, and students: 

  • If you have more than 20 GB stored in Google, you will be required to migrate your email and/or files to a new location to bring you under the 20 GB limit.  

 

For students: 

  • If you have more than 5 GB stored in Google, you will be required to migrate your email and/or files to a new location to bring you under the 5 GB limit.  

 

For former students and retirees: 

  • If you have more than 1 GB stored in Gmail and/or if you have any files stored in Google Drive, you must reduce your Gmail storage below 1 GB and remove all files stored in Drive.

 

Note:

  • You must log in to your UTmail account at least once every 365 days. If you do not log in to your UTmail account for 365 days, it will deleted.

  • You will receive alerts prior to your account being deleted.

  • Only signing in to your UTmail account via a web browser will keep your account active.
     
  • Checking your storage usage counts as logging in.

  • Forwarding does not count as logging in. 

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Do I Have Any Legal Obligations for Managing Data in My UTmail Account?

 

For Faculty, Staff, and Retirees:  

 
For Students, Former Students, and Alumni:  
  • No. University retention rules do not apply to student, former student, or alumnus UTmail accounts. Contents of those accounts may be deleted or managed at the discretion of the account owners.  

  • NOTE: The retention rules do apply to information created by any student employee while conducting university business, including students in both academic and non-academic student job titles. Speak with your hiring department about getting a work email account to keep your work and personal emails separate. 

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As an Employee, What are My Obligations When Reducing Files and Emails Stored in My UTmail Business Account?

Reducing the UTmail account storage of UT staff and faculty may require deleting or managing records and email that are official university records. Please review the following information before deleting.   

 

The University Records Management Officer has authorized the deletion of inactive university records dated prior to Dec. 31, 2017. If there are records from that period pertaining to active business issues, they should be transferred to another university storage account such as UTBox, OneDrive, or SharePoint.    

 

University business records dated after Dec. 31, 2017, are not authorized for deletion. They may be transferred to another university storage account for retention, or you must submit a request for authorization to dispose or consult with Records and Information Management Services (RIMS) before deleting.   

 

You may dispose of all records and emails not conducting university business up to the present day, including:   

  • Personal use emails, photographs, and other personal files  
     
  • Department social emails e.g., “cookies at the front desk” or “Join us for Ben’s retirement party”   

  • Memos from other university departments   

  • Unsolicited advertisements   
 

Please refer to RIMS' guidance regarding the reduction in size of your UTmail account for more detailed information. 

 

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Am I Allowed to Store Official University Data in My Personal Account?  

No. All university records must be stored in approved, university-managed accounts and storage locations. Do not use your personal UTmail account (nor any other personal account) to conduct university business.     

Reach out to Records and Information Management Services (RIMS) for further guidance.  

 

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How Do I Check My UTmail Usage?

You can review the storage used by your Gmail and Drive content at https://drive.google.com/settings/storage. 

You will be shown a screen that shares how much storage you’re using in Google Drive and Gmail. (NOTE: Even though Photos is displayed as one of the storage options, Google Photos is not included in UTmail and will always display as 0 GB). 

 

Example:

 

CAUTION: Viewing UTmail vs. Personal Account Storage 

If you are already logged in to Google with a personal account, you may be shown your personal account storage allocation and usage instead.

You will have to sign in with your UTmail account to view the storage for your UTmail account.  

 

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Can I Purchase Additional Storage for My UTmail Account?

No. The university is limited to the enterprise license that Google offers and cannot add storage to individual accounts.

If you are an active university student, faculty, or staff member, there are alternative services that have greater storage allocations at no cost.

 

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What Alternative Services Can I Use?

For Students, Faculty, and Staff:

  • If you are current staff, faculty, or a student, the services listed below exist that you may use in place of UTmail.

  • A matrix detailing the suitability of the UTmail service for various types of University data are available at: Local and Cloud Services Decision Matrix

Google Service

Replace With

Gmail

Microsoft Office 365 Exchange Online

 

Drive

Microsoft SharePoint

Microsoft OneDrive

UT Box

UT Box - Departmental Account

 

Alumni, Former Students, and Retirees: 

  • For alumni, former students and retirees, the university is unable to provide recommendations for third-party commercial services, although many users choose a personal Google account.   

 

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How Do I Download/Export My UTmail Files and Import into Another Account? 

There are several methods to export or download your content from UTmail and import or upload into another work or personal account.  

 

UT EMPLOYEES CAUTION: Do not use a personal account to store university records or to conduct university business. All university emails and files created by employees must be stored in approved, university-managed accounts and storage locations. Review the alternative servicesyou may use as an employee, or reach out to Records and Information Management Services (RIMS) for further guidance.  

 

UT Austin Guides  

Google  

  • Download data (one thing or everything). Follow Google’s documentation to move your email, calendar, and other data associated with your UTmail account using Google Takeout


Gmail 
 

  • Automatically forward Gmail messages to another account 

    • You can forward your work UTmail account to Office 365, but you cannot forward it to a personal account.  

    • You can forward a student, retiree, or alumni account to any personal account (do not forward it to a work account).  

    • CAUTION: If you automatically forward or sync UTmail data with another account, you must log into your UTmail account at least once a year to keep its status active or your account will be deleted. 

       
  • Download emails using Google Takeout 

    • Deselect all options except Mail to create JSON and MBOX files; your emails are in the MBOX file.  

    • You will have to use a desktop email client to open the MBOX file, e.g., Thunderbird, Apple Mail. 

    • You cannot open MBOX files directly in Outlook. To import into Outlook, first open in another email client, then export to an Outlook PST format. Please view our documentation here: (Move My Email Messages from UTmail to Office365)


  • Send emails as attachments  

    • You can attach emails to other emails without downloading them first. When you attach an email, it becomes an .eml file. You can attach as many emails as you’d like.  

    • Most email programs can open .eml files, including Outlook.  

    • NOTE: You CANNOT check UTmail email from other accounts (including following Microsoft’s Import Gmail to Outlook instructions) because Google has disabled this for school accounts, including UTmail.
       
    • You can use our instructions to add a business account to Office 365.
       

Google Calendar  

 
Google Contacts  
 
Google Drive  
  • Download your Drive data using Google Takeout 

    • If you only want to export Drive files, you can deselect all options except Drive files.  

    • Once you download the files, you can upload your work files into UTBox, OneDrive, or SharePoint, or you can upload your personal files into a storage solution of your choice, e.g., a personal Google account.   

    • You can open Google-specific file types (Sheets, Docs, Presentations) in Microsoft Office with the default download file types.   

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How Do I Keep My UTmail Account Active?  

You must log into your UTmail account at least once a year to keep its status active.  

  • You must log in to your UTmail account through the web application at least once every 365 days or your account will be deleted.  

  • Checking your storage usage counts as logging in.

  • You will receive alerts prior to your account being deleted.

  • Forwarding your email to another account does not count as logging in.

 

 

Where Can I Find Additional Help To Manage My Shared Drive(s)?

After Nov. 1, 2022, the university will be forced to delete all files in shared drives to comply with Google’s quota limits. The ability to create new Shared Drives in UTmail has been disabled organization-wide.

Note: Shared drives owned by organizations outside of UT are not impacted by this change.

If you have any data stored in a shared drive, you must export and/or delete your files before Nov. 1, 2022. 

 

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How Do I Delete My UTmail Account?

You cannot delete a UTmail account by yourself, although it will be deleted automatically if you do not log in for more than a year.  

If you would like to permanently delete your UTmail account, please contact the UT Service Desk at (512) 475-9400 or help@its.utexas.edu.

Provide your name, your UTmail email address, and your EID, if known. 

 

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Additional Information

 

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