Purpose
All staff will be given an email address when commencing employment at the University which is created at the same time as their user account.
It is the user’s responsibility to ensure that the email system is used in an acceptable manner as laid down in the University Rules for staff and the JANET Acceptable Use Policy.
Guidelines
- We recommend that you always add a subject line to your email.
- Never open an email from an address that you do not recognise.
- Do not open attachments that are you are not expecting.
- You can recover deleted emails yourself, up to 10 days after you have deleted them.
- Remember to delete your Deleted Items folder on log out - please do not use it as a "just in case" folder.
Attachments
Email is an open service and, as such, attracts a lot of attention from spammers, hoaxers and malicious attacks. Please be very careful when opening email, especially those containing an attachment. Email containing an attachment should have some explanation as to its nature, if it doesn’t it is best to delete the email without opening it. Likewise any email you send should comply with this.
Mail scanning
The University runs a service on all incoming email to check for banned content (pornography etc.), however as email abusers are continually changing the nature of their attacks this service is continually being updated. If you receive anything like this please forward it to the Unwanted Mail email address. You may fnd it easier to select all of them and forward as 1 email to Unwanted Mail.
If you want to read how emails are scanned please read how emails are scanned.
Virus checking
The University checks all mail for viruses and deletes content and attachments that cannot be cleaned. By its nature anti-virus software cannot detect the very latest viruses due to the time lag between the virus being written and the anti-virus being updated. For this reason only open attachments which you are 100% sure you are expecting or can guarantee where they came from.
Unwanted mail
If you get emails that you do not wish to receive please forward them to Unwanted Mail.
Mailbox over limit
There is a limit on mailbox capacity if you receive the above message please check:
- That mail in your ‘Deleted Items’ folder has been removed.
- You may have an email(s) with a large attachment(s) in your mailbox, save the attachment to your H drive or media stick. Then delete the attachment from the email - use a right mouse click and select Delete or Remove Attachment.
- Archive ‘old’ mail to CD/DVD - be conscious of the Freedom of Information Act.
Mail limits
There is a limit of 10Mb per email on outgoing and incoming email.
