Information Services

Email

Information about Email services for University of Edinburgh staff and students.

The guidance linked shows you how to access your University email on a web browser, computer or mobile device and includes a variety of useful FAQs.

Microsoft's email platform provided with The University's Office 365 subscription at no additional cost.   As well as emails, Office 365 brings into view your meetings, chat conversations, notes and files across your devices.   This service also integrates student timetables and shifts for frontline workers. 

Get Connected to Office 365

Since we do not have a data sharing agreement in place with third party email services such as Gmail etc. for University data, moreso around the myriad types of data that go through our email, no user should be connecting their university email account through these third party services as this is a breach of the Computing Regulations.​​​​​

Phishing is a serious security threat to the University of Edinburgh.  Phishing attacks target personally identifiable information, and if this falls into the wrong hands it can cause both financial and reputational damage to the University and its employees. These attacks are often launched by including malicious links or attachments in an email. When recipients open these attachments or click links, it can spark an attack.

Universities are regularly targeted by phishing attacks that look like official communications about password changes, email quotas, pay/benefits changes, etc. Some are quite convincing and it can be difficult for staff and students to spot these malicious emails.

As part of our efforts to protect against phishing scams, we have added an advisory warning banner on all incoming email messages from external senders.

The banner appears as a horizontal strip of text. It is clearly visible and a constant reminder of the risks associated with clicking links in emails.

The following sample illustrates how the banner appears in email messages:  

 

This email was sent to you by someone outside of the University.
This email was sent to you by someone outside of the University. You should only click on links or attachments if you are certain that the email is genuine and the content is safe

 

Are all messages with the warning banner dangerous?

The warning banner does not mean the email is malicious, only that recipients should exercise caution. Do not click on links or open attachments in messages with which you are unfamiliar. All email originating from outside the university will be tagged with this message.  

 

If I reply to the email, will the banner be visible to the recipient?

The banner will be visible unless you choose to manually delete it before you send the reply. An increasing number of Universities and other organisations are using similar banners, so the banner will not necessarily cause offence.

 

Can I opt out of the warning banner?

No, users may not opt out of the warning banner. Due to technical limitations we are not able to apply the banner to only some users.

 

Where can I find advice about dealing with email phishing?

Some phishing emails have an appearance of a trusted sender, so you should always be vigilant. If you're ever unsure, you can do some basic checks yourself.

For example:

  • Clicking to expand sender details in the 'From' field  
  • Hovering over a web link or copying it into a text file to inspect where the link goes

Our colleagues in InfoSec offer helpful tips and further advice about ways in which you can detect malicious email:

About Phishing

 

The update is brought to you jointly by Information Security and the Email Service Working Group who continually work in partnership to help make your email messaging safer.  You can rate or comment this change here

 

Forwarding to external email addresses is disabled to protect information security and only internal forwarding is allowed. Note that this does not relate to the ex-staff email forwarding policy.

If you require to forward to an external email address, you will need to apply for an exemption via the form at the following link: https://edin.ac/email-forward-request

Your request will then be reviewed by an approver within your College/Support group.

We would, however, normally expect you to be able to add your University email account to your email client(s). This is because all modern clients, including mobile phones, will allow multiple accounts to be consolidated into a single inbox view, giving you the same experience but protecting information security.

When applying for an exemption, you will need to give reasoning as to why this is not possible for you.

Note: If your exemption request is for a functional/shared mailbox account please specify this in the exemption application.

Email directory and other related services

Mail directories

Search the directory of email address contacts, get added to the directory or opt-out, see the directory policy.

Mailing lists 

Create mailing lists to reach out to your target user group audience with a single mailshot. 

Email delivery & relay services

Advice about services which generate email, safe delivery of email, rejection errors explained and more.

Email policy for ex-staff

All staff who have a mail address at the university, can continue to receive mail to that address for a period of up to 5 years after they have left.

Multifactor Authentication service

Information regarding the Multifactor Authentication (MFA) service which adds an extra layer of protection to your Office 365 account.