Business Information and Technology Services

Staff Email & Calendaring

Provides staff with email and calendaring functionality.

Supporting the pillars of:
Teaching and Learning Research Community

About

Also Known As: Email and Calendaring Service (ECS), Staff Email.

The Staff Email and Calendaring service provides staff with a UWA email address and associated mailbox, which provides email and calendaring functionality. This enables staff to collaborate using tools such as standard email, appointment and resource bookings, distribution lists and shared mailboxes.

Features and Benefits

Benefits

Using one service to communicate electronically across the entire UWA staff body promotes collaboration and information continuity.

Key Features

  • Email - Access your synchronised mailbox from a number of supported devices and platforms.
  • Calendaring - Manage your own schedule, check free/busy information and book resources, rooms and appointments.
  • Webmail - Access your email from any web browser - no configuration needed.
  • Self Administration - Share your mailbox, calendars, contacts and tasks with colleagues university-wide at your own convenience.
  • Distribution Lists - Use public and private distribution lists, and create you own.
  • Address Books - Access UWA Global Address Lists and manage your personal contacts.
  • Quota - Accounts come with 1 Gigabyte of storage by default; mailbox upgrades to 5 Gigabytes can be provided at cost.
  • Security - The service can only be accessed with a valid UWA Login; this ensures that your correspondence and associated data is kept secure.

Optional Features

  • Expanded Mailbox Quota

In cases where Email archiving is not available, or is not a viable solution for managing large quantities of email, the Expanded Mailbox Quota feature provides staff with a 5 Gigabyte mailbox (as opposed to the 1 Gigabyte standard size). This allows quick and convenient access to large amounts of correspondence.

To request this item, open a ticket with your department, school, faculty or centre's administration department. Cost centre details (Business Unit and Project Grant) must be provided, as this service option will be charged to your nominated business unit at a cost of $40.00 per year.

Availability and Support

Available to:

Category 1 and Category 2 Staff.
A definition of staff categories can be found in the Access policy.

Support Unit:

Local IT groups are your first point of contact for this service

How do I get it:

Category 1 staff will have a UWA email address and associated mailbox created for them automatically once they activate their UWA Login.

Category 2 staff will have a UWA email address created for them automatically, and can opt-in to the Staff Email and Calendaring service via their UWA Login.

A definition of staff categories can be found in the Access policy.

Support Hours:

Standard University business hours; Monday - Friday, 8:30am - 5:00pm.

Available from:

Both on and off campus.

Cost:

There is no charge for the standard service offering.
The Expanded Mailbox Quota Optional Feature is charged at $40.00 per year.

Prerequisites:

An active UWA Login.

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Service Hours

This service is available 24 by 7.
All scheduled maintenance and outage windows will be advised ahead of time.

How do I get it?

Category 1 staff will have a UWA email address and associated mailbox created for them automatically once they activate their UWA Login.

Category 2 staff will have a UWA email address created for them automatically, and can opt-in to the Staff Email and Calendaring service via their UWA Login.

A definition of staff categories can be found in the Access policy.

Related Information

Commitments

Individual staff members will:
  • Manage their email, calendar, and any other mailboxes for which they are responsible, in accordance with University policies.
  • Report any issues to their local IT department.
  • Always use the official communication channels provided by the university when interacting with colleagues, students and the community on UWA business
Owners of distribution lists, resources, external contacts or role-based accounts will:
  • Manage membership of distribution lists for which they have delegated authority.
  • Manage resource bookings where they have delegated authority.
  • Authorise user accesses for role-based mailboxes.
  • Authorise changes to external contacts as required.
Faculty/Business Area management will:
  • Make arrangements for the provision of user support and training
  • Determine requirements for existing or new non-staff accounts: role-based mailboxes, bookable resource accounts and distribution lists.
  • For departing members of staff, make appropriate transition arrangements for the staff member's mailbox, prior to it being deleted.
Local IT Groups will:
  • Provide support for the installation and configuration of software used to connect to the service.
  • Be the first point of contact for staff who require support.
  • Advise staff on how, when and why to archive email.
  • Authorise creation and the management of non-staff accounts (distribution lists, role-based accounts, bookable resources etc.) for staff in their area.
  • Advise staff on the functionality of non-personal accounts (distribution lists, role-based accounts, etc.), so staff can make informed choices.
  • Configure resource accounts for their area.
  • Advise Category 2 staff of the advantages/disadvantages and responsibilities of opting in to the service.
  • Escalate incidents to Business Information & Technology Services (BI&TS) via the self-service Service Desk as required.

Business Information & Technology Services will:

  • Create all accounts, mailboxes and distribution lists and their associated email addresses upon request.
  • Remove accounts, mailboxes and distribution lists that are no longer required.
  • Provide SPAM filtering and Anti-Virus scanning of incoming and outgoing mail.
  • Enable recovery of data resulting from service failure.

Self Help

Mobile Device Setup Guides

The following links contain guides that will walk you through configuring your mobile device to access your UWA email and calendaring service.

Configure Staff Email on your iOS device (iPhone/iPad)

Configure Staff Email on your Android device (Google Nexus/Samsung Galaxy etc)

Microsoft Outlook Guides

The following links contain guides that assist with utilising some of Outlook's additional features.

Sharing your Outlook Calendar

Setting an Out-of-Office reply

Retrieving Deleted Items 

Creating and Applying an Email Signature 

Viewing/Sending Full Email Headers

UWA Events Calendar

The following link will assist you in connecting to the UWA Calendar which is now available in a digital format.

UWA Events Calendar

 

Business Information and Technology Services

This Page

Last updated:
Tuesday, 11 July, 2017 1:51 PM

http://www.bits.uwa.edu.au/2633927