How private is my university email?
The university regards email as being your personal data, and will not allow anyone to access your emails without your explicit consent. Bear in mind however that if you email someone else you cannot know who else they may have consented to share their email with. For example they may forward a copy of all their mail to their PA, or to a shared role account, or allowed shared access by granting permission in ExchangeOnline/Outlook. Confidential messages are probably best communicated in some other way.
I want to share my mailbox, what should I do?
Sharing your UIS/raven password with someone else is not permitted, and is dangerous as it potentially gives them access via Raven to all your personal accounts on other University systems, including payslips, OneDrive files, etc.
Rather than giving someone your password you could arrange for your mail to be forwarded to a shared role mailbox, to which other nominated people can have access. If you are on the Exchange Online system you can also give permissions to individuals to read or move emails directly from Outlook. See “Sharing Exchange Online mailboxes, folders and calendars”.
Bear in mind that if you do give someone else access to your Inbox they will be able to see personal as well as work emails – you may wish to advertise a role address and use it for work communication, and keep your personal address private. Please contact the IT Helpdesk for advice.
Changing your email address in your mail program
By default your mail program will be set up to use your
crsid@cam address. If you would prefer to use your
@eng address or to set up your account to mail from a shared role account address then you can do so fairly easily:
Outlook – Go to the Tools menu and select Email Accounts. In the pop-up window select “View or change existing email accounts” and click Next. Select the name of your account and then click the Change button on the right. Change your address in the box marked “E-mail address” and click Next, which will take you back to the previous window. Click Finish.
Thunderbird – Go to the Tools menu and select Account Setting. Change your address in the box marked “Email address” and click OK. Please note that the details of these menu options may be slightly different in Linux versions of Thunderbird.
Hermes Webmail – Go to webmail as usual at https://webmail.hermes.cam.ac.uk/ and log in with your username and password. Click on Settings in the top right of the screen and then click on “Identities” in the first column. Your default identity will be shown in the second column. If you want to edit this click on the one listed and the edit screen will be displayed. You can add additional identities by clicking on the “+” button in the bottom of the second column. Further information can be found using webmail help.
If using a mail program not listed above please contact the IT Helpdesk and we will do our best to help.
Exchange Online will not permit you to send mail except from your
email@example.com address, or from a Role Address to which you have access. If you wish to be able to send mail from another address, e.g.
firstname.lastname@example.org, then you will need to contact the IT helpdesk to request that we set up a “Send As” permission for you, however we recommend the use of
email@example.com addresses for most correspondence as they are the only address to provide a redirection if/when you leave Cambridge.
Setting a vacation message
To set up an Out of Office message in Outlook click ‘File’ (in the top left corner) and then ‘Automatic Replies’. You can then specify the message to be sent to people both Inside and Outside the organisation (you will need to enable both of these to ensure that all messages sent to you receive the Out Of Office.
If you enable the ‘Only send during this time range’ box, then you can configure the times & dates between which you want the Out of Office to be enabled, meaning that you don’t need to remember to turn it off when you come back, or to turn it on before you leave. Further information, including screenshots, can be found here: Sending Automatic Replies from Outlook.
Alternatively you can set up your Out-of-Office via outlook.office.com by clicking the Settings cog (in the top right corner) and then searching for ‘Automatic replies’. For more details see: Setting up Automatic Replies from outlook.office.com.
To set a vacation message for a personal email account you need to visit Webmail at https://webmail.hermes.cam.ac.uk/ and log in with your username and password. Click on Settings in the top right of the screen and then click on “Mail Processing” in the first column and then “Vacation” in the second. For Engineering users the most important box is the “Aliases” box. In here you should fill in any address which forwards mail to your Hermes account so if using a friendly alias make sure to add it here otherwise the vacation message will only go to people who send mail direct to your Hermes address.
Then there are the main vacation options. There is a tick box to “Enable” the vacation message, which you should tick. The “Interval (Days)” box sets the number of days Hermes should wait before sending the message again to someone it has already sent it to. The default is usually OK. Finally there is the main box to fill in your message.
When you are finished click “Update”. When you return remember to come back and untick the “Enable” box and press “Update” again to turn the message back off. You can leave the other settings for next time you are away.
If setting a vacation message for a role email account you follow the same procedure, logging in with the role account’s username and password. The important difference is that you will have to remember to add the account’s role address(es) to the box labelled “Aliases” on the Vacation configuration page.
Further information can be found using webmail help.