Skip to content
 Scroll To Top

UAS Email

UA Google

The University of Alaska provides all students, staff, and faculty with a UA Google account. Access is primarily through the webmail interface, though it can be configured to work in various email clients. The Statewide Office of Information Technology has provided documentation on common questions and issues on their website.

Because these accounts are run through Google, you will have full access to Google Apps, including Mail, Calendar, Drive, Docs, etc.

All email addresses are set as username@alaska.edu. All Exchange email aliases (username@uas.alaska.edu and first.last@uas.alaska.edu) will forward to your Email Destination set in ELMO.

Exchange Accounts (Legacy)

UAS is in the process of disbanding the Exchange server. It will no longer be accessible once the server has been shut down, though the date of this has yet to be determined. New Exchange accounts are not being created. Existing accounts are temporarily available for users to migrate their mail to Google. There are two ways to access this email: through webmail by browser interface or through Microsoft Outlook client. This is for archival purposes only, as new emails will direct to your email forwarding location, defaulting to your UA Google account.

This email server is an Exchange server – a product provided by Microsoft that includes other functionality such as Calendaring and Task management among other things. It also integrated our Voicemail system. Voicemail is now archived through UA Google, or your forwarded email address.

Accessing your Email

Step one: Get your UA username and set password

If you haven't already done so, visit ELMO to look up your username and to set your initial password. You can also use ELMO to update your password if it has expired, if forgotten, or if you suspect an email security risk. Be aware that ELMO will ask new users and expired passwords to select a Security Preference and Email Destination that works best for the individual.

Step two: Set up your email

Web mail users can access their email at UA Google webmail without set up. Users on UAS managed computers can easily configure Outlook to recognize your Google account (see UA Google Access tab).

Additional Links

OIT information about UA Google

Google document regarding Microsoft Outlook feature compatibility: G Suite Sync for Microsoft Outlook Documentation

UA Google is a universally accessible system, as it is not located on University grounds.

UA Individual Accounts

Webmail

The primary way to access UA Google is through the webmail interface. It is available anywhere you have an internet connection.

Outlook (PC)

To access your UA Google mail within Outlook, you will need to initially run the G Suite Sync for Microsoft Office (formerly GASMO) tool, available through Google. This tool facilitates a mailbox sync with Google, running in the background with Outlook. This ensures that your inbox and calendar remain up to date.

  1. Close Outlook
  2. Start > All Programs > G Suite Sync > Set up a G Suite Sync user
  3. Enter your username@alaska.edu email address
  4. Log in with your UA credentials, click Allow
  5. Leave all sections unchecked, click Create Profile
  6. Open Outlook, select the Google Apps profile

If you have not migrated your mail from the Exchange server, follow the instructions in the Exchange (Legacy) section.

Mac Mail

Mac Mail (Stamp Mail) is the University-preferred client. Google does not currently support Outlook for Mac.

  1. Open up Mac Mail.
  2. On the tool bar, click on Mail and then Preferences
  3. Go to the Accounts tab across the top of the window.
  4. Click the + button on the bottom left of the widow
  5. Select the Google mail provider and click Continue
  6. Sign in with your username@alaska.edu
  7. Sign in with your UA credentials.

Other

Account Name:Full UA Email address (username@alaska.edu)
Incoming Mail (IMAP) Server:imap.gmail.com
Use SSL: Yes
Port: 993
Outgoing Mail (SMTP) Serversmtp.gmail.com (use authentication)
Use Authentication: Yes
Use STARTTLS: Yes (some clients call this SSL)
Port: 465 or 587


Statewide has provided instructions for setting up other mail clients to access Google on their website. UAS can only provide limited troubleshooting for these clients.

Delegated (Shared) Accounts

Webmail

Once you've logged in to Google webmail, you can access any delegated accounts you have access to by clicking your profile button in the upper right (by default, an image of your first initial). This will populate a list of all of the delegated accounts you have access to. If you do not see one on the list, please contact the email account manager and confirm both that you have access, and that the account has been migrated. If it still does not appear, please clear your browser cache before contacting the Helpdesk.

Outlook (PC)

After configuring G Suite Sync in Outlook, you can add additional delegated accounts through G Suite Sync.

  1. Exit Outlook
  2. Start > All Programs > G Suite Sync > Add account for delegation
  3. Select the Outlook Google profile
  4. Enter the account in which you have delegate access (typically UAS_account@alaska.edu)
  5. Click OK

The delegate account will now be added to your Outlook Profile.  

E-mail management is important because it allows for efficient inbox use and avoidance of lost emails during crucial moments. A few simple measures will ensure that your e-mail is decluttered and message ready. While UA Google does not have a mailbox limit, a cluttered inbox makes it difficult to keep track of emails.

Screen messages in the inbox regularly to help prevent clutter. Keeping your inbox clear makes it clear what emails have been dealt with, and what still needs to be addressed.  

Create a folder structure to organize your emails. This makes it easier to find the specific email you're looking for, and gives you a reference point for how much content a topic receives.

Some folders such as Trash and Drafts accumulate a lot of messages that are no longer needed. Delete the contents of these folders on a regular basis.

Recommended Settings:

Enable "Send immediately when connected" (File > Options > Advanced > Send and receive > check Send immediately when connected)

Send and Receive menu

Choose "HTML" for Compose in this message format. (File -> Options -> Mail > Compose messages > select HTML from the list)

Format messages as HTML

Disable AutoArchive (Folder tab > AutoArchive Settings > select Do not archive items in this folder)

Disable Autoarchive

Disable Outlook Junk Mail Filtering (Home tab > Junk Email > Junk Email Options... > select No Automatic Filtering)

Disable Outlook Junk Filters

Automatically Send/Receive every 30 minutes (Send/Receive tab > Send/Receive Groups > Define Send/Receive Groups > Perform an automatic send/receive every 30 minutes)

Automatic Send/Receive

Set Google Mailbox to Unlimited (lower-right corner of Windows > right click the G Suite Sync tool on the taskbar > select Set Mailbox Size, select Unlimited)

Unlimited Mailbox Size

1. Sign into ELMO using option 1.

ELMO Login

2. Click on the Email destination change link (see images below).

Email Forwarding in ELMO

3. Select the option you would prefer your mail forward to (see images below).

Email Forwarding options

4. Click on Save Settings.

5. If you no longer wish to forward E-mails, change the Email Destination back to UA Google.

Please note: when forwarding is set outside UAS email server, we do not retain a copy of the message on the UAS Email Server.

UA Google

The Statewide Office of Information Technology has supplied instructions from Google about connecting your mobile devices. Please note: to connect to a UA Google account enter username@alaska.edu as your username/email.  

  • Go to Settings > Accounts and Passwords > Add Account > Google
  • Under Enter your email, use your username@alaska.edu, click Next
  • Enter your UA Username and Password
  • Click Save

Additionally, you can activate Google Calendar access on your iPhone. From the current page, you can turn Calendar sync on. Google calendar sync settings are naturally deselected; go to the Google Calendar for iPhone page to pick which calendars you want to sync with your UA Account (you will be prompted to log), then click save. Calendars won't appear right away, but will gradually appear within a couple minutes as background processes complete. 

Step 1: In the App Drawer

  • In Android 2.3 and 4.0, tap on Accounts & sync 
  • In Android 4.1, tap Add account under the Accounts category 
  • Click Corporate
  • Enter your email address and password
  • The dialogue may expand asking for similar settings. Confirm your username and password are correct. 
  • Select which services to sync, then tap done

Step 2: In the Calendar App itself 

  • tap on the menu icon to bring up a dialogue with the calendar items to display
  • tap the boxes next to the calendars you want to display
  • If managing multiple accounts tap Calendars to sync to bring up complete list of accounts available. 

Alternatively

  • Go to Settings
  • Click Accounts
  • Click Add account
  • Input username@alaska.edu and password
  • Click Next
  • Confirm settings
  • Go to Mail app
  • (If this is your first time accessing the Mail app, skip the next step)
  • Click the ... button, click Add email account
  • Click Google
  • Click Connect
  • Enter Email, click Next
  • Enter UA Credentials, click Sign In
  • Click Allow
  • Enter your Name, click Sign In
  • To configure your account:
    • Click the ... button, then Settings
    • Click Sync Settings
    • To determine how often your phone checks for new mail
      • Under Download new email, set to your preference
    • To determine how often your phone checks your calendar
      • Under Sync contacts and calendar, select your preference
    • To have access to all of your mail, or just the newest
      • Under Download email from, select Any Time or your preference
    • Click the Check button to save changes

For other devices, or as an alternative to the standard Google option, you can input the server information manually.

Account Name:Full UA Email address (username@alaska.edu)
Incoming Mail (IMAP) Server:imap.gmail.com
Use SSL: Yes
Port: 993
Outgoing Mail (SMTP) Serversmtp.gmail.com (use authentication)
Use Authentication: Yes
Use STARTTLS: Yes (some clients call this SSL)
Port: 465 or 587

Exchange

There are countless devices that are available on the market, and while many will work with our new Exchange server, some will not. Below are the developing guidelines for setting up your mobile device. 

General Settings

Many smart phones and other devices (tablets, etc) can connect to our mail server. If possible, you will want to configure your connection as an Exchange connection to have access to the additional features such as calendar or contacts. 

  • Preferred Connection Type: Microsoft Exchange Server
    • Alternative Connection Type: IMAP 
  • Server: mail.uas.alaska.edu (may prompt to verify certificate)
    • Alternate Server Name: mailgw.uas.alaska.edu
  • Username: UA username (see ELMO)
  • Domain: UA

iPhone / iPod

iphone / ipod

Configuring your iPhone/iPod Touch to access Exchange These steps will enable your iPhone/iPod Touch to connect to the Exchange server enabling you access to Email, as well as (if interested), the exchange calendar and contacts. These instructions were created on the new iPhone 3Gs with software version 3.0.1. If your iPhone/iPod Touch has a different version of software, these instructions may not look precisely the same, but should still work.

If you have questions, please contact the Help Desk.

  1. From the start page, click on the Mail icon. Please note that if you have set up other mail accounts, you will need to go to Settings > Mail, Contacts, Calendars > Add Account…
  2. Click on the Microsoft Exchange icon option
  3. At the Exchange page, enter your information as follows:
  • Email:
    • Staff & faculty can use firstname.lastname@uas.alaska.edu
    • Students will need to use username@uas.alaska.edu)
  • Domain: ua
  • Username: <your UA username as found through ELMO>
  • Password: ********
  • Click Next
  1. Enter the Exchange server information:
  • Server: mailgw.uas.alaska.edu
  1. The Exchange account should be verified and continue onto further settings:
  2. If you would like, turn on the Contacts & Calendar syncing:
  • Slide the Contacts switch to On
    • NOTE: If you would like to keep the existing contacts on your phone, click Keep on iPhone. (The ability to keep both local and exchange details only appears to be available on phones with the iPhone 3.0.x software.) If your phone doesn’t have a “Keep on My iPhone” button, you may want to update your phone via iTunes.)
  • Slide the Calendar switch to On
    • NOTE: If you would like to keep your existing local calendar on your phone, click Keep on iPhone. (The ability to keep both local and exchange details only appears to be available on phones with the iPhone 3.0.x software.) If your phone doesn’t have a “Keep on My iPhone” button, you may want to update your phone via iTunes.)
  1. Your iPhone should now be connected to Exchange. By default, the exchange email, contacts & calendar will be pushed from the server to your phone meaning that it will update automatically as new items are available.
  2. Enjoy!

The Microsoft Exchange server was UAS' preferred email system prior to transitioning to Google. Some users may still need to access the old mail system to access content. New user accounts created after the Google Migration will not have an Exchange account

Campus Users

(For Faculty and Staff on the Juneau, Sitka, & Ketchikan campuses)

Microsoft Outlook

UAS managed and Departmental computers are configured to automatically pull your information from the Exchange Server. They may have some settings grayed out or hidden due to pushed campus policies. Simply open Microsoft Outlook and select all default prompts. Being on the UA Domain will enable your computer to automatically populate settings for Exchange.

Shared Accounts

If you have a departmental shared account you can add it to an already-configured Outlook through these steps. Please note that you cannot connect to an Exchange shared account on a Google profile in Outlook.
  1. Go to File -> Add Account
  2. Enter the name of the shared account in the Email Address field
  3. Click Next
  4. Once Outlook locates the account, click Finish
  5. Close and restart Outlook

Webmail

Exchange webmail access is managed through your personal account. Log in with your UA credentials to see your current inbox. To access a shared email account, please use the following link to use webmail for the shared account:

https://mail.uas.alaska.edu/owa/SHARED-ACCOUNT@uas.alaska.edu, where "SHARED-ACCOUNT" is your shared account email address, I.E. https://mail.uas.alaska.edu/owa/helpdesk@uas.alaska.edu

Alternatively, after you've logged in to your personal account, choose the dropdown list by your name (top, right of screen) and select "Open another mailbox...". Type in your "SHARED-ACCOUNT" name, and select Open. The shared account will open in a new tab.

Home users

Webmail provides the most reliable connection from home, regardless of internet provider. If you prefer to use a local client, these are the necessary settings:

  • Recommended Protocol/Connection type: Microsoft Exchange Server
    • Incoming Mail Server: mail.uas.alaska.edu
    • Outgoing Mail Server: mail.uas.alaska.edu
  • Alternative Protocol/Connection type: IMAP (Note: do not choose POP3)
    • Incoming Mail Server: mailgw.uas.alaska.edu
    • Outgoing Mail Server: mailgw.uas.alaska.edu

Please note: when configuring your mail client, make sure to check any Outgoing field that states it Requires Authentication.

For full access to Exchange content, we recommend connecting to the campus VPN. Once connected to VPN, please refer to the above settings for campus users.


Migrating to Google

PRE-MIGRATION TIPS & TRICKS

Google handles mail a little differently than your Outlook client. To minimize errors during the migration process, consider performing a little folder management and clean-up prior to migrating your data from our Exchange server to Google Apps.

New Change: Google supports a labeling system for organizing mail (vs Exchange's use of created subfolders). Nested folders will be labeled with all the folder names where messages are organized. The new labeling system will still allow users to organize and retrieve information. Outlook will still display labels as a folder structure.

  1. Remove special characters from your Outlook folder structures.
    The removal of special characters will ensure the smoothest conversion of folders and messages.
  2. Move Inbox subfolders to another location.
    Moving your Inbox subfolders will result in properly named labels.
  3. Delete unwanted and/or unnecessary emails and empty your Deleted Items.
    A little cleanup will help reduce the amount of data and amount of time to migrate your content to Google. After you have cleaned up old emails, right-click the Deleted Items folder and select Empty Folder from the drop-down menu.
  4. Turn off Cached Exchange Mode.
    Cached Exchange Mode controls how much content is located locally vs on the server, and interferes with migration. It can be turned off by accessing Account settings, selecting the account from the Email tab, and clicking Change. Beneath the Offline settings is a checkbox for Use Cached Exchange Mode; make sure this is OFF, then restart Outlook.

Option 1: I want to continue using Outlook

Google provides a tool which will migrate your content to Google (if you wish) and then synchronize the desktop Outlook with Google. Then it will copy all the content from Google back to your local computer so it can be accessed from Outlook. The synchronization tool ensures that all the same content appears in both Google web and Outlook.

  1. Please view the Pre-Migration Steps below if not already completed.
  2. Remove connections from all shared mailboxes/calendars in Outlook.
    1. Go to File -> Account Settings -> Account Settings -> Click Change.
    2. Click "More Settings" -> Click the "Advanced" tab -> Remove all shared accounts.
    3. Return to your Outlook and confirm the shared account are removed from your folder list.
    4. Close Outlook.
  3. Download the G-Suite Sync for Microsoft Office (GSSMO) tool.
  4. Install and run GSSMO.
  5. A Google login window will appear. Enter your Google email address (username@alaska.edu).
    1. If you encounter the error message "Failure to find application," make sure to set a default browser.
  6. A new webpage to grant permissions will open.
  7. Click on the "Allow" button at the bottom of the page to give the migration tool access to your Google account.
  8. Check "Import data from existing profile."
  9. Select the data you wish to migrate.
  10. Click "Advanced Settings" and verify that "Turn AutoArchive Off" is checked.
  11. Click "Create Profile."

The migration should begin and will take approximately an hour for every 3000 messages. You will be provided a status bar. When completed, start your Outlook client.

Set mailbox size limit

Once the Google to Outlook sync has begun, you can set your mailbox size limit. This specifies how much mail is stored on your local computer. By setting your limited to "Unlimited" you should have access to ALL your normally accessible messages, contacts, and calendars via Outlook.

  1. Click on the G-Suite Sync for Microsoft Outlook (GSSMO) icon in your taskbar.
  2. Select "Set mailbox size limit..."
  3. Select "Unlimited" and click the "OK" button.

Add UAS directory lookup to Outlook

To add the University email directory to your Outlook client, you will need to add an LDAP address to your account settings.

  1. Open Outlook
  2. Select the File menu at the top of your window.
  3. Under Account Information, click "Account Settings," then select "Account Settings..." from the option choices
  4. In the Account Settings window, select the "Address Book" tab, then click "New..."
  5. Choose "Internet Directory Service (LDAP)", then click "Next" at the bottom of the window.
  6. Enter "ldap.uas.alaska.edu" in the text input box.
  7. Click "Next" at the bottom of the window.
  8. Restart Outlook when prompted.

Option 2: I want to change from Outlook to Google webmail

Once your email has been switched to Google, you can connect directly from the UAS Single Sign On to Google by clicking the "Email/Calendar" link at the top of any UAS web page or in the UAS web portal. You can also sign into Google directly.

To move your content from Exchange into Google, you can use the Google App Migration for Microsoft Office (GAMMO) tool

  1. Please view the Pre-Migration Steps below if not already completed.
  2. Disconnect from all shared mailboxes/calendars in Outlook.
  3. Remove special characters from folder names.
  4. Move any Inbox subfolders to a different location.
  5. Empty your Deleted Items and Junk E-mail folders in Outlook
  6. Close Outlook
  7. Download the Google Apps Migration for Microsoft Office (GAMMO) tool.
  8. Sign-in with your username@alaska.edu credentials.
  9. Log into Google Apps UA with your username and password.
  10. Select "Outlook" from the drop down menu.
  11. Choose "Migrate all data" and then click Next.
  12. Select the data you wish to migrate (Calendar and Email Messages) or select based on date of messages.
  13. Wait for migration to finish.

General Issues

Please feel free to visit the Google document on a detailed list of Known Issues with the Google Apps Sync for Microsoft Office tool.

Google provides additional information about unsupported Google Calendar features.

It is highly recommended users remove special characters from mail folder names for a smoother transition.

Users are encouraged to move sub-folders within the Inbox to another location.

Verify you have at least 2x the amount of free space on your local drive before you run the Google Apps Synchronization Tool for Microsoft Office.

Remember to disconnect from any shared mailbox before you migrate. Otherwise, the Google tool will make a copy of the shared accounts in your individual Google account.

This is a known issue, where an indeterminate number of sent emails do no have "to" addresses, after migrating.  We are currently researching the issue.

Many factors can cause mail not to properly migrate.  Make sure that Cached Exchange Mode is off in Outlook, ensure that you elected not to set a time frame in Google Suite Sync for Microsoft Outlook, and make sure that your internet connection isn't disrupted while migrating.

Outlook Issues

Mail filters created in Outlook will not migrate to Google.  You can recreate your mail filters in either Outlook or in the Google web interface.

Nested folders are converted to nested labels.  They will display in Outlook as if they were nested folders.

Adding an Exchange account (mailbox or calendar) to your Google profile in Outlook experiences intermittent problems.  We recommend users either quit Outlook to switch between the Google and old Exchange profile or access Exchange through the web interface at https://mail.uas.alaska.edu.

General Information

Every account created at UAS is given a UA Google email address: username@alaska.edu. This is your official email address for University activity.

You have several options:

  1. UA Google webmail can be accessed from the MyUAS ribbon at the top of every UAS webpage. To will automatically connect if you are already logged into the Single Sign On or prompt you if you are not authenticated. You can also connect by going to UA Google.
  2. Configure Outlook to connect to UA Google. See the UA Google Access section for more information.
  3. Set up an alternate Email Client. See the OIT Supported Clients page for more information.

Simply update your Email Destination in ELMO:

  1. Sign into ELMO
  2. Click change beside Email Destination
    If you have not yet set this, it will ask you automatically
  3. Set your preferred mail address
  4. Click Save Settings
  • UA Google is the standard email, accessible at http://google.alaska.edu.
  • Other will redirect to any other account you enter (personal email address).

From this point forward, all mail you receive at any University address will redirect to your preferred address. You will no longer receive mail at your University mailbox if this forwarding is set elsewhere. We recommend testing the forward function by sending your UAS account a test message. (Keep in mind that a typo in this process could result in either bounced, or misdirected/lost email messages.)  

In ELMO, simply change your Email Destination to UA Google. This will change the redirect to UA Google, instead of a personal account. 

First, run the Google Suite Sync tool. Go to the Start Menu > All Programs > G Suite Sync > Set up G Suite Sync user. If you do not see google apps sync, download it here: G Suite Sync.

Enter your UAUSERNAME@alaska.edu and click Continue. Click Allow when prompted in your browser. Click Create Profile (if you choose to migrate content off the old Exchange server, visit the Exchange (Legacy) section for instructions).

When completed, you will be prompted to select a profile when Outlook opens. By default, this is named "USERNAME@alaska.edu - Google Apps." A Synchronize Status window will appear, displaying the status of Outlook connecting with the Google server. This may take some time, depending on the amount of email present.

Yes. Mac Mail (or Stamp Mail) is the recommended client for accessing your Google mailbox on a Mac.

  1. Open up Mac Mail.
  2. On the tool bar, click on Mail and then Preferences
  3. Go to the Accounts tab across the top of the window.
  4. Click the + button on the bottom left of the widow
  5. Select the Google mail provider and click continue
  6. Sign in with your username@alaska.edu
  7. Sign in with your UA credentials.

Access to department email accounts is typically managed through the Group Security Manager tool. Ask your department's admin assistant about who manages that email account.

Webmail

Once you've logged in to Google webmail, you can access any delegated accounts you have access to by clicking your profile button in the upper right (by default, an image of your first initial). This will populate a list of all of the delegated accounts you have access to. If you do not see one on the list, please contact the email account manager and confirm both that you have access, and that the account has been migrated.

Outlook (PC)

After configuring Google Suite Sync in Outlook, you can add additional delegated accounts through GSSMO.

  1. Exit Outlook
  2. Start > All Programs > G Suite Sync > Add account for delegation
  3. Select the Outlook Google profile
  4. Enter the account in which you have delegate access (typically UAS_account@alaska.edu)
  5. Click OK

The delegate account will now be added to your Outlook Profile.  

Vacation messages can be added and removed from the webmail interface. Simply follow these steps: 

  1. Log into webmail (http://google.alaska.edu)
  2. Click on the Gear icon in the upper right
  3. Select Settings from the drop menu
  4. Locate Vacation responder along the side
  5. Set the First day (and optionally Last day)
  6. Edit your vacation message
  7. Click the button to turn Vacation responder ON
  8. Click Save Changes

To remove Auto-reply or Vacation message, simply click the button to turn Vacation responder OFF.

Email passwords are the same as any other UAS password. To change your UAS password, go to Login Help (ELMO) and reset the password for all your UAS computer accounts.

To have your email automatically know the recipients address with only typing their name, you’ll need to be connected to the LDAP server. Here are the steps to connect to the UAS and UA Statewide LDAP services in Outlook. It is not currently possible in Google Webmail.

  1. Open your Outlook Google profile.  
  2. Select the File menu at the top of your window.
  3. Under Account Information, click "Account Settings," then select "Account Settings..." from the option choices
  4. In the Account Settings window, select the "Address Book" tab, then click "New..."
  5. Choose "Internet Directory Service (LDAP)", then click "Next" at the bottom of the window.
  6. For Server Name, enter ldap.uas.alaska.edu 
  7. Click both check boxes, and enter your UA credentials
  8. Click "Next" at the bottom of the window.
  9. Restart Outlook when prompted.

Any change made either Google or Outlook will need to synchronize before it shows up on the other side. If Google Apps Sync is in the middle of a large batch of synchronizations, this may take some time. We recommend making all of your settings changes in Google, as not all changes in Outlook will spread to Google. In the event Outlook is taking too long to sync, close the program and reopen it.

Contacts in Google are accessible through the webmail interface.  (Outlook users should use LDAP.)

  1. Log in to UA Google
  2. Click the Mail drop list in the upper left
  3. Select Contacts

This page lists all of the contacts created by your account. If you migrated from Exchange, you may have many duplicate entries.  

Unfortunately, some contacts may be lost during the migration process. You will need to rebuild these contacts manually. 

These "bounced back" email errors occur when messages can not be delivered to an email account. This message will usually explain why the message was undeliverable and who the recipients were. If this is not clear, please forward the message as an attachment to the Helpdesk (uas.helpdesk@alaska.edu). We will be happy to help resolve the problem.

To forward a single message as an attachment, go to Message > Forward as... > Attachment. 

Students will want to use the syntax of username@alaska.edu as the address that is given to friends & family. 

Employees will also receive a username@alaska.edu alias that will be received at their primary Email Destination. 

Users with existing username@uas.alaska.edu accounts will still receive emails sent to these addresses. Employees with existing first.last@uas.alaska.edu vanity addresses will also receive mail sent to this address. Initially, these addresses are configured as their names are stored in the university information system (Banner), but can be altered to fit preferred names (Tom vs Thomas, etc). Please contact the Helpdesk for information about configuring this setting.

Google Webmail

  1. Click the Gear icon in the upper right
  2. Select Settings from the drop menu
  3. Locate Signature from the list of options
  4. Click the button beside the text field
  5. Enter the text of your signature
  6. Click Save Changes at the bottom of the page

Outlook

  1. From a new email, select the Insert tab
  2. Click the Signature button, and select Signatures from the menu
  3. Click New to make a new entry
  4. Enter a name and click OK
  5. Select Test from the top box, and enter the text of your signature in the bottom box
  6. Click OK

Google Mail recognizes that the incoming message is identical to the copy in your Sent Items and ignores the duplicate. This is a part of Google's threading feature in the web client when you post a reply, your reply is threaded in with other's responses. This is a system feature and can not be disabled.

Sent emails can always be views in the Sent Items label.

UA Google doesn't actively update from the directory. It needs to be updated directly, and this will occur when a Username Regeneration request is placed in UA Online. Please note that doing this mid-semester can interfere with active courses.

Google has unlimited space. However, messages are limited to 25 Mbs each. If you need to send larger attachments, you can use Google Drive. If Google detects an attachment that's too large, it will automatically use Drive.

You can grant other people access to your Google email inbox. Please be aware that this grants them full control over your account.

From UA Google:

  1. Click the Gear icon in the upper right.
  2. Click "Settings".
  3. Click the "Accounts and Import" tab.
  4. Locate “Grant access to your account”.
  5. Click "Add another account".
  6. Enter the other individual’s @alaska.edu account.
  7. Click "Next Step >>"
  8. Click "Send email to grant access".
  9. An email confirmation will be sent to their account.
  10. Upon the other individual clicking the confirm link, there is up to a 30 minute processing time.

You can share your Google calendar with others and designate the level of access from view only to full access.

From UA Google:

  1. Click the Google Apps icon in the upper right.
  2. Click "Calendar".
  3. Click the Gear icon in the upper right.
  4. Click "Settings".
  5. Select the "Calendars" tab.
  6. Click "Shared: Edit settings" for the calendar
  7. Under Share with specific people, enter the person's email address (e.g. username@alaska.edu).
  8. Select the appropriate level of Permission Setting.
  9. Click "Add Person".
  10. Repeat steps until all people are entered.
  11. Please also review the "Share this calendar with others" setting.
  12. Click "Save".

Google has a tool that allows you to delay outgoing messages. This means that after you hit Send, you've got a frame of time to cancel the message and make changes.

From your Google Settings, under the General tab, check the Enable Undo Send box. You can customize how long Google saves your message: 5, 10, 20, or 30 seconds.

Google Delay Outgoing Messages Settings

When sending from Webmail, sent messages are automatically saved to the folder Sent Items (Exchange) or Sent Mail (Google).

Google's Conversation View is designed to keep all emails on the same subject together. It does this by filtering up to 100 email with the same or similar Subject lines into one Conversation. This can cause difficulty if you have similar conversations at the same time.

To turn on or off Conversation View:

  1. Log in to UA Google
  2. Click the Gear icon in the upper right
  3. Select Settings
  4. From the General tab, scroll down to Conversation View
  5. Select the button to turn the Conversation View On or Off
  6. Scroll to the bottom of the screen and click Save

Spam

Spam refers to unsolicited emails with the intent of gathering information from the recipient. It may come in the form of advertisements, personal requests, solicitations, offers, prizes, or a myriad of other options. 

What you can do to avoid being caught by spam:

  • If you don't know if an email is sincere, ask. Your coworkers and the Helpdesk may be able to guide you.
  • Always check the sender and recipient information on suspicious emails. Spam may have strange or false email addresses listed.  
  • Don't provide confidential information through email, if it can be avoided. 
  • Never reply to a clearly fraudulent email. This gives the spammer information about you.
  • Never click "unsubscribe" unless the message is from a trusted source. This gives the spammer information about you.

To release a legitimate message marked as spam, drag the message from the Junk/Spam folder to your Inbox. You can add the sender’s email address to your list of “Safe senders."

In webmail, select the spam message(s) and click the Not Spam button.  

Mail in your Junk folder will be automatically deleted after 30 days.

Legacy Exchange

Yes! Existing @uas.alaska.edu addresses will now forward to your preferred mail address, defaulting to UA Google.

You have the choice of migrating your existing data if you so desire. Google provides a tool to help Outlook users migrate and synchronize their data. Mac Mail can be used to migrate mail content.

The Google Suite Sync for Microsoft Outlook tool (formerly GASMO) does 3 things:

  • It migrates your Exchange data to your Google account.
  • It creates a new Outlook profile to your Google account.
  • It downloads a copy of your Google mail/calendar data to your local hard drive and uses it to synchronize your Outlook client with your Google account.

No. Google Apps can always be accessed through the Google Web pages by visiting UA Google.

Yes. Existing Outlook users will be able to continue to use Outlook to access their Google account. There will be a change to some functionality.

Yes. You will need to configure a new Thunderbird profile that connects to Google. Visit the OIT Desktop Client Instructions.

You may find yourself needing to access the UAS Exchange server to access a shared departmental mailbox or calendar.

Option 1: Use the OWA web interface by connecting to https://mail.uas.alaska.edu.

Option 2: Outlook Users: If you used the Google Suite Sync for Microsoft Office (GSSMO) migration tool, it created two profiles: one to Google and one to the UAS Exchange server. To connect, quit Outlook and relaunch. When prompted to select an Outlook profile, select "Outlook" instead of "Google Apps."

Please note: Content will no longer be accessible once the server has been shut down, though the date of this has yet to be determined.

Webmail

To access your shared email account, please use the following link to use webmail for the shared account: 

https://mail.uas.alaska.edu/owa/SHARED-ACCOUNT@uas.alaska.edu

where "SHARED-ACCOUNT" is your shared account email address.

I.E. https://mail.uas.alaska.edu/owa/helpdesk@uas.alaska.edu

Outlook

If you have a departmental shared account you can add it to Outlook through these steps: 
  1. Go to Tools > Account Settings... 
  2. Under the Email tab, choose the your "Exchange" account, click Change... 
  3. Click More Settings... 
  4. Click the Advanced tab
  5. Click on the Add button, enter your shared email account ("helpdesk", "admissions", "career services", etc.) and then click OK.
  6. Click next and finish to close the wizard to return to Account Settings panel.

Content will no longer be accessible once the server has been shut down, though the date of this has yet to be determined.

ITS has migrated active Exchange accounts and calendars over to UA Google. If you have an account you would still like migrated, please contact the UAS Helpdesk.

Access to voicemail has changed in the Google environment. When you receive a voicemail, it will be placed in your http://uas.alaska.edu/pub/voicemail, and you will receive an email notification with the voicemail attached. Voicemails in the Cisco Inbox will clear after two weeks. Voicemails in the Google Inbox can be retained in a similar manner to any other email.

Active distribution lists have been migrated to UA Google. If you have a distribution list you would still like migrated, please contact the UAS Helpdesk.

Outlook's Out of Office Assistant feature doesn't work with Google Suite Sync. You can still set your vacation reply by visiting your Google settings.

 

Can't find the answer?

Search the Helpdesk site.

Contact the Helpdesk

(Helpdesk)
907-796-6400

(Toll Free)
877-465-6400

(General Information)
907-796-6452

uas.helpdesk@alaska.edu

 

Content maintained by Helpdesk.