The following is derived from resources originating from the Provost, CFO, and Information Security Offices at the University of Texas at Austin. This wiki borrows heavily from the McComb's School of Business wiki on the subject. Complying with Policy on Official Work Email Addresses (credit to James Coombes)
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:
1. Ensure that you have Duo set up, since university email accounts require two-factor authentication using Duo.
2. Claim a university email account if you do not already have one.
3. Register your university email address as your official work email address.
4. Disable any automatic external forwarding you may have configured on an existing university email account.
5. Review any work related email lists you manage and ensure any employee addresses there comply with this policy
First - How do I know if this policy applies to me?
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.
Set up Duo
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
Claim a university email account
UT currently offers two email services for employees:
Office 365
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 Moody College, these addresses can be branded @austin.utexas.edu, @utexas.edu, and @kut.org. Until 2020, addresses with @utexas.edu were strictly the domain of UT Mail Gmail accounts. This has changed.
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For more information about all the Office 365 services please visit https://office365.utexas.edu.
UTMail
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.
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If you rely on email lists managed by IT staff at McCombs or 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 Moody College Technology Services at 512 471 1199, by emailing comm-help@austin.utexas.edu or submitting a ticket to our Service Desk.
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