Per university policy "Users are to use University provided email accounts, rather than personal email accounts, for conducting University business." This policy requires employees and affiliated workers to use a university provided mailbox for university work and to register this as their official work email address. This page will provide guidance for complying with that requirement.
The basic steps for complying with this policy are:
If you can log into Workday then this policy applies to you. Student employees must comply with this for their work email address. This policy does not apply to the email address designated as their primary student email address in UTDirect.
Due to the ubiquity of services that require Duo, all employees and affiliated workers should already have this set up. If you have not done this already, you can find instructions for doing so at https://ut.service-now.com/sp?id=kb_article&number=KB0017949
UT currently offers two email services for employees:
All new employees are provided Office 365 mailboxes automatically, and this is the preferred email account for employees since it also integrates with Teams, OneDrive and other Office 365 applications. For the School of Information, these addresses can be branded @ischool.utexas.edu, @austin.utexas.edu, or @utexas.edu. Until 2020, addresses with @utexas.edu were strictly the domain of UT Mail Gmail accounts. This has changed.
If you work for the School of Information and do not have an Office365 account active but rather rely on UT Gmail, we strongly encourage you to switch to Office365 as it makes for much easier campus collaboration, communication and organization. Email and calendaring are much easier to organize for a work unit and in the age of Covid and work from home, Teams, Sharepoint and OneDrive are becoming essential collaboration tools.
If you do not currently have an Office 365 mailbox you can claim one at https://office365.austin.utexas.edu. There you will click Office 365 Management.
For more information about all the Office 365 services please visit https://office365.utexas.edu.
UTmail is a UT branded *@utexas.edu Gmail account. It is an optional service primarily intended for students, but it is also available to employees that prefer this to Office 365. To claim a UTmail account please visit https://utmail.utexas.edu.
Employee official email addresses must be changed in Workday. To set or change your official address. . .
Workday will not allow you to enter a non-university email address as your official employee address. If you have trouble entering your university email address please contact the workday team at askus@austin.utexas.edu or 512-471-8802.
Neither Office 365 nor UTmail should allow you to configure automatic forwarding to a non-university email account, though you can still forward to another university email account.
Just to be sure, it is permissible to automatically forward a university provided Office 365 mailbox to a UTmail mailbox and vice versa.
If you rely on email lists managed by ITS, then you do not need to manually review them, since any non-compliant email address on those lists will be handled by those staff. However, if you manage some form of email list of your own that is used for university work, then you should ensure it only uses university addresses for current employees. If you need assistance with this please contact the iSchool Commons by emailing help@ischool.utexas.edu.
https://provost.utexas.edu/2020/06/03/update-university-email-policy/