UK Email Frequently Asked Questions

If you have questions about email services at UK, this is the place to start! If you still need support after reviewing this FAQ, the APAT Service Desk will be happy to help!


What email services are available for employees?

Email services for UK employees are hosted by the university and provided via Microsoft Exchange 2010.

Employees who activate their UK Google Apps for Education Accounts will automatically receive a UK-branded Gmail account. Despite the branding, Gmail accounts are provided and hosted by Google, not the university. Due to HIPAA, FERPA, PHI, and other similar regulations, it is strongly recommended that employees do NOT forward their university email to a non-UK-hosted email system, including UK Gmail.

What email services are available for students?

Students may choose the following UK-branded cloud email options:

  • A Google Apps for Education Gmail account
  • A Microsoft Office 365 Hotmail account

Healthcare students will also be provided with a UK Exchange email account to use for correspondence covered by HIPAA, FERPA, PHI, and other similar regulations.

Students may also chose to forward their email to the off campus (non-UK) address of their choice.

How do I select and/or activate my email account?

Employee account activation and setup is completed during new employee orientation.

Students can choose from the following:

What is my email address?

University email addresses remain the same regardless of the email service used by the recipient.

During email activation, you will be given the option to create a personalized university email address. The default pattern is first.last@uky.edu, but a a different address may be chosen if desired. This address will be displayed in the UK directory and all email sent to this address will be routed to your selected email service.

In addition to the personalized university email address, email may also be sent you at <yourlinkblueuserID>@uky.edu. This is the address used by campus systems such as SAP and Blackboard, which ensures that important university email will still reach you even if you change your personalized address.

How do I access my email account a via web browser?

Select your service and click the icon or link below:

Exchange 2010 Google Apps for Education Microsoft Office 365
https://exchange.uky.edu http://www.uky.edu/google http://www.uky.edu/office365

What user name and password do I use to log in?

Exchange users will log in with their UK domain (AD or MC) and link blue userID (ex: ad\jdoe2) and password.

UK Gmail users will log in with their Google Apps for Education userID (typically <yourlinkblueuserID>) and password.

UK Hotmail users will log in with their Microsoft Office 365 email address (typically <yourlinkblueuserID>@l.uky.edu) and password.

Why aren't my Google Apps and Microsoft Office 365 passwords synchronized with my link blue password?

Because Google Apps for Education and Microsoft Office 365 are hosted directly by Google and Microsoft, you will have a separate userID and password for these accounts. These passwords do not have a timed expiration period, although we do recommend changing them periodically for security. Because the accounts are separate, changing your UK Google Apps or Microsoft Office 365 account passwords will NOT affect your link blue password and vice versa.

How do I change my email password or reset a forgotten email password?

You can use the UK Account Manager to change or reset the account password for any email service.

  • For Exchange accounts, click the "Forgot your password?" link beneath the Account Manager log in fields. You will be prompted to enter your link blue userID and answer your security questions and then you'll be able to reset your password.
  • For UK Google Apps Gmail or Microsoft Office 365 Hotmail accounts, simply log into the Account Manager with your link blue credentials and click the "Change" link beside UK Google Apps Education Edition or UK Microsoft Office 365.

How do I access my email account from my desktop email software or mobile device?

Instructions for Exchange accounts are available on our Exchange Settings wiki.

Instructions for UK Google Apps Gmail accounts are provided by Google Support. They offer generic instructions, instructions for specific email clients, and instructions for mobile devices. Please note that when asked to enter your "Gmail account name," you should use your entire UK Gmail address in the format <yourlinkblueuserID>@g.uky.edu.

Instructions for UK Microsoft Office 365 Hotmail accounts are provided by Microsoft support. They offer generic instructions, instructions for Outlook, and instructions for mobile devices. Please note that when asked to enter your "Hotmail user name," you should use your entire UK Hotmail address in the format <yourlinkblueuserID>@l.uky.edu.

How long will my email be kept if I don't log in?

UKIT deletes Exchange mailboxes and email content if the account is inactive for one year or longer. This maintenance is done to conserve storage space for active users. Employees and others eligible for Exchange accounts can reactivate deleted accounts at any time, but deleted messages cannot be recovered.

Google does not currently delete users' mailboxes or email due to inactivity. However, this policy is subject to change, so we recommend that UK Google Apps Gmail users log in at least once a month to keep their account active.

Microsoft Office 365 deletes email messages stored on the Office 365 server if the account is inactive for 180 days, but does not delete the account or mailbox. The account owner can resume using email services at any time, but deleted messages cannot be recovered. We recommend that UK Microsoft Office 365 Hotmail users log in at least once a month to keep their account active.

How can I control spam?

The University of Kentucky utilizes Forefront Protection 2010 for Exchange to help reduce the amount of unwanted email received by our users. The following knowledge articles provide additional information regarding this service: Forefront Protection 2010 for Exchange and Forefront antispam filtering.

All mail sent to users via their userID@uky.edu or their personalized university email address (ex: first.last@uky.edu) passes through UK's Forefront spam filters before being delivered to their inbox. This filtering includes mail that is ultimately forwarded to a UK cloud email account (Google Apps Gmail or Microsoft Live@edu Hotmail) or to a personal non-UK email account.

Mail sent directly to a user's Google Apps email address (userID@g.uky.edu) or Microsoft Office 365 email address (userID@l.uky.edu) passes through Google or Microsoft's spam filters. All mail sent from UK's mail servers to users of UK cloud email services is automatically whitelisted (approved), so it will be never be treated as spam.

For more information, read about Gmail spam filtering or Microsoft Office 365 spam filtering.

Some desktop email clients, such as Microsoft Outlook and Apple Mail, offer additional filtering for email that reaches users' inboxes. Review your software's help manual for information and setup instructions.

How do I share my calendar with other users or see another user's calendar?

Each email service offers its own calendar tools and features. For information, please review the support documentation for the service you use.

Please note: While sharing calendars or events within the same service is typically easy, sharing between services may be difficult or impossible. UKIT does not provide support for cross-service calendar or event sharing.

I have questions about mailbox quotas, attachment sizes, and other details. Where is that information?

For Exchange accounts, see our Exchange 2010 FAQ.

For Gmail accounts, visit Google's Gmail Support Site. UK Gmail accounts get 25 GB of storage instead of the 10 GB provided for regular Gmail accounts.

For Office 365 accounts, visit Microsoft's Office 365 Support Site. UK Office 365 accounts get 25 GB of storage.

How do I forward my UK email address to another account?

The delivery location for email sent to your personalized university email address can be changed via the UK Account Manager.

I have an Exchange account and a UK-branded Gmail/Hotmail account. How do I manage both?

If you have both an Exchange account and a Google Apps Gmail or Microsoft Office 365 Hotmail account, email sent to the your university email address (ex: first.last@uky.edu) will go to the address set as the Email Delivery Location. However, email sent directly to your Exchange address (ex: userID@uky.edu) or your cloud email address (ex: userID@g.uky.edu or userID@l.uky.edu) will still go directly to your Exchange or cloud mailbox.

Recommended management of multiple accounts differs based on your primary role at the university.

Employees

Although employees can create UK-branded Gmail accounts through Google Apps for Education, these accounts may be used only for materials and information not covered by HIPAA, FERPA, PHI, or other similar regulations. Because of these regulations, UK employees are highly encouraged to continue using UK-hosted systems, including Microsoft Exchange and SharePoint, for university email and collaborative activities.

To ensure that all email goes to the employee's Exchange account, the employee should:

  • Log into the UK Account Manager and make sure the Email Delivery Location is set to "UK Local Exchange system." If email is being redirected to another account, click the Change link, select UK Local Exchange, and click Submit Change.
    The change will be immediately reflected in the Profile Settings.
  • Log into the UK Gmail account and follow these instructions to forward email from the UK Gmail account back to the employee's university email address.

Students enrolled in a UK Healthcare college

Although healthcare students receive access to UK-branded cloud email services, these accounts may be used only for materials and information not covered by HIPAA, FERPA, PHI, or other similar regulations. Because of these regulations, students enrolled in a UK Healthcare college are highly encouraged to continue using UK-hosted systems, including Microsoft Exchange and SharePoint, for university email and work-related activities.

To ensure that all work-related email goes to the healthcare student's Exchange account, the student should:

  • Log into the UK Account Manager and make sure the Email Delivery Location is set to "UK Local Exchange system." If email is being redirected to another account, click the Change link, select UK Local Exchange, and click Submit Change.
    The change will be immediately reflected in the Profile Settings.

If the student does not plan to use UK-branded cloud email services for personal email, the student should forward all email from the active cloud email account back to the student's university email address.

Students (not enrolled in a UK Healthcare college)

To comply with HIPAA, FERPA, PHI, and other similar regulations, or to provide job-related access to Exchange services, some student employees may be provided with Exchange email accounts to use during their employment. These Exchange accounts should be used for work matters or communications containing PHI (Patient Health Information), while the student's UK-branded cloud email account or other personal email account should be used for academic or personal matters.

To ensure that all personal email goes to the student's cloud or personal account, the student should:

  • Log into the UK Account Manager and make sure the Email Delivery Location is set to "Other mail system," followed by the desired personal email address. If the delivery location is set to UK Local Exchange system, click the Change link, select "Other Mailbox," enter the desired personal email address, and click Submit Change.
    The change will be immediately reflected in the Profile Settings.

Please note: when the student leaves employment, the Exchange mailbox and its contents will be deleted. The student is responsible for archiving any Exchange mailbox content that he/she wishes to retain, including emails, attachments, and address book contacts.

How does a UK department request an Exchange account for a student employee?

The department's security liaison or other authorized requestor should contact the APAT Service Desk by sending an email to helpdesk@uky.edu with the student's name, link blue userID, and a brief justification for why the student needs an Exchange mailbox. Information for multiple students may be included in the same email. Requests are approved on a case by case basis.

Please note: when the student leaves employment, the Exchange mailbox and its contents will be deleted. The student is responsible for archiving any Exchange mailbox content that he/she wishes to retain, including emails, attachments, and address book contacts.

I have another email-related problem or question. Where do I go to get support?

For help with UK Exchange accounts, Google Apps or Microsoft Office 365 account activation, or the UK Account Manager, contact the APAT Service Desk.

For help with Google Apps or UK Gmail accounts, visit Google Support.

For help with Microsoft Office 365 or UK Hotmail accounts, visit the Microsoft Office 365 Support Site.

859-218-HELP (859-218-4357) 218help@uky.edu