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 post.uww.edu. 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.

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 helpdesk@uww.edu.

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 review your device manufacturer's instructions for configuring ActiveSync on your mobile device.

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 helpdesk@uww.edu.

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

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 helpdesk@uww.edu.