Email - Employees

Employees are provided with a UW-Whitewater email address once an HR record is created. Employees do not need to wait for their start date to begin using their UW-Whitewater email. Official university correspondence will be sent to this email address.

Microsoft Outlook is installed on every campus computer. You can also access your UW-Whitewater email account through a web-based version of email and calendar called Outlook Web Access (OWA) at OWA works in a web browser and you do not need to install anything.  OWA synchronizes the information with Microsoft Outlook, so that any information you enter through OWA (sent and received emails as well as calendar appointments) will also be available when you access your email and calendar using the desktop software (Outlook). Employees receive 1GB of email storage and receive a warning when they are within 100MB of their quota limit. File attachment limit is 25 Mb. 

Email is not for storing or sharing large files. If you need to share or store large files online, there are alternative storage options available for File Storage.

Retiring employees can retain their UW-Whitewater email address. Your account will remain active once HR processes the required retirement paperwork. 

Data Security

As outlined in the campus Information Asset Classification Policy, email should not be used to store or transmit confidential information without the use of mitigating controls such as data masking (e.g. removing all but the last 4 digits of an ID) or encryption. 

UW-Whitewater complies with all legal requests for information, including those requests for email data included as part of a subpoena, e-discovery litigation action or public records requests.

Departmental Account

To request a departmental email address, contact the TSC Helpdesk at 262-472-HELP(4357) or via email at

Records retention and legal access to email

UW-Whitewater complies with all legal requests for information, including those requests for email data included as part of a subpoena, e-discovery litigation action or public records requests.

In order to facilitate an appropriate transition of business records during a staff member's departure, ICIT can make a copy of a departing employee's email and network file storage available to the employee's supervisor. This is done only upon request, and must be requested within 7 days of the employee's end date and requires approval of Provost (or designee) in the case of faculty or Vice Chancellor of Administrative Affairs (or designee) in the case of all other staff.

Mobile Device Access

Users may access their University email from mobile devices through ActiveSync. Please select the appropriate quick start guide for your model device to configure UW-Whitewater email access. 

In the event that you lose your mobile device, you can remotely block or delete the information from Outlook Web Access. For assistance in performing this operation, please contact the TSC Helpdesk at 262-472-HELP(4357) or via email at

Recovering Deleted Messages

When a user deletes a message, the message is moved to the users's Deleted Items folder. The message will remain in the user's Deleted Items folder for 30 days unless the user purges the Deleted Items folder sooner than 30 days. Items in the Deleted Items folder are counted against the user's email quota.

Once a deleted message is removed from the Deleted Items folder either via aging or via a manual purge, the message is saved in the system for an additional three weeks. Users can restore these messages without ICIT assistance by using the "Recover Deleted Items" function available in Outlook (select Folder in the ribbon).

Recovering Deleted Messages

Managing Your Mailbox Size

It is very important to monitor your mailbox size. Every message in your account is counted. Remember to periodically empty your Sent Items, Deleted Items, and Drafts folders. Messages in these folders, as well as your attachments, count against your limit.

Staff are given 1 GB of storage and will receive a warning when within 100MB of quota limit. File attachment limit is 25 Mb. 

You can request an email quota increase. Requests that meet an established set of conditions will be granted automatically, and other requests will be routed to the TSC Helpdesk for review and consultation.

NOTE: Email is not a suitable service for storing or sharing large files. If you need to distribute large files, consider an alternative such as sharing the information - File Storage. To preserve system capacity, the university's mail system may limit the maximum size of an email attachment.

Spam Filtering (Ironport)

Information regarding spam filtering

This service filters incoming messages to remove those that are identified as spam. Messages that have a high probability, but are not certain to be spam are put in quarantine and the user is given a daily report.

Spam can be more than an annoyance - phishing messages seek to trick users into divulging passwords or other sensitive information. UW Whitewater provides training for users in identifying phishing messages. If you have any concerns about the legitimacy of a message, do not reply. Instead, contact the TSC Helpdesk at 262-472-HELP(4357) or via email at

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During the week of May 20 to 27, ICIT will transition all campus email accounts to a newer version of Microsoft Exchange, the system that manages our campus email system. Faculty and staff mailboxes will transition during the weekend of May 20-22. Student email accounts will transition the week of May 23-27. The time will vary when each mailbox will  transition. Some mailboxes may take up to three hours to transition, depending on the size of the mailbox. Your emails may be delayed while your mailbox is making the transition. The emails you receive during that time will appear in your inbox after your mailbox has completed the process. 

Following your mailbox's transition, you may also notice a change to the size of your mailbox (e.g. number of used MBs). Exchange 2013 uses a different algorithm that more accurately calculates the amount of data in your email, and as a result you may notice an adjustment.

When using the Microsoft Outlook desktop client, you will notice few, if any, changes. Your inbox, sent items and toolbars will still be located in the same place.

When using Outlook Web Access (OWA), you will notice the login page has changed to a new branded design with the UW-Whitewater logo. After logging in, you will notice some aesthetic changes to your mailbox in OWA, such as the new purple layout. In general the layout is the same and your inbox; sent items and toolbars are in the same spot.

The most noticeable change is when you load Outlook Web Access on your mobile device’s web browser. The upgrade includes some mobile-friendly changes that make it easier to navigate your inbox on the smaller mobile device screen.

You will likely receive a pop up that looks like this, instructing you to restart Outlook. Be sure to completely close out of the Outlook client, Outlook Web Access and any other method being used to access your email.  If you continue to receive a pop up after restarting Outlook, contact the Technology Support Center for assistance.

A small portion of testers reported that they received a pop up indicating the device could not connect to the campus email server when loading their email into their iOS email client (built-in email feature for iPhones). If you receive a pop up, reboot your device to help it sync your email client to the campus server. If you continue to receive a pop up, contact the Technology Support Center for assistance.

In general, if you receive a pop up, completely close the application or browser you are using to view your email before contacting the Technology Support Center.