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FAQs

Email

How do I configure Outlook 2016 for Windows?

How do I configure Outlook 2016 for Mac or Apple Mail? 

How do I configure my iPhone or iPod Touch for email?

How do I configure my Android phone for email access?

How do I configure email for a phone that isn't an iPhone or Android?

I have my NetID. How do I set my password?

What is the difference between Exchange, Outlook, Webmail, and Exchange Online/Webmail?

I am a student or faculty/staff at the UTHSC. Can I acquire Outlook 2016 for Windows or Mac?

What is a NetID? How can I get one?

How do I request a departmental Net ID and email account?

How long can I keep my account after leaving UT? What are the account retention policies for students, faculty, and staff?

How do I forward all of my Exchange mail to another email account?

What is the maximum attachment size for the UT Exchange email system?

I have many messages in my mail folders, and my email seems to be running slow. What is going on? (What is the maximum recommended number of messages per folder?)

Is there a size quota for Exchange accounts? How big is my quota?

How do I check the size of my mailbox?

Is my email password the same as my NetID password?

Will my email password expire? How often? Will I receive a notice like I receive when my NetID password is about to expire?

How do I reset my email password?

Can I create an email address that I like better than my netid@uthsc.edu?

How do I change my preferred email address so that other people see the email address I want them to see when I send messages?

Security

What kind of activity should we report?

When do I need to encrypt email?

Office 365

Is there training available for Office 365?

How do I create a departmental email account?

Can retirees get access to Office 365 desktop application downloads?

How long can I keep my email account after I leave the university?

FileMaker Pro

Where should I store information in FileMaker Pro, if I have sensitive data, such as patient information, student information, employee information, or SSNs in my database?

How do I migrate my FileMaker Pro database to the server?

What if my FileMaker Pro database is not backed up on a consistent basis?

What if we aren’t on the latest version of FileMaker Pro?

When does support stop on my current FileMaker Pro version? Visit the official FileMaker website for version End of Life (EOL) information.

Answers


Email

How do I configure Outlook 2016 for Windows?

  1. Click Start or search for "Control Panel" and tap or click Control Panel to select.
  2. Tap or click the Mail icon or search for "Mail" in the upper-right-hand corner.
  3. Choose Show Profiles.
  4. Click Add.
  5. Type in a profile name and click OK.
  6. In the Your Name field type your name.
  7. In the E-mail Address field type:
    Student: netid@uthsc.edu
    Staff/Faculty: netid@uthsc.edu
    **STUDENT NOTE: In some cases, you may need to enter netid@uthsc.edu for Outlook to configure properly.
    In the Password and Confirm Password blanks, type your NetID password.
    After all fields are complete, click Next.
  8. You may be prompted to "Allow this website to configure (netid@uthsc.edu) server settings?"; choose Allow.
  9. When all settings have been verified, click Finish.
  10. When you launch Outlook, Students log in netid@uthsc.edu and Staff/Faculty log in netid@uthsc.edu and NetID password.

If you have any problems setting up Outlook using the Autodiscover settings listed here, please contact the Helpdesk at (901) 448-2222.

How do I configure Outlook 2016 for Mac or Apple Mail? 

When you start Outlook for the first time, you may see a welcome window that will allow you to add an account or import an account. Click Add Account. If you have already started using the program, you can choose Outlook>Preferences from the file menu. Select "Accounts" and then choose "Add Account".

  1. Choose Exchange Account.
  2. Enter the following information:
    Email address: netid@uthsc.edu
    Username: netid@uthsc.edu
    Password: Your NetID password
    Configure Automatically: Checked
  3. Click Add Account.
  4. You will receive an autodiscover prompt shortly.
  5. Check the box next to Always use my response for this server, then click Allow

Outlook should automatically pull the rest of the configuration information. Once it has finished, your Outlook 2011 client should be configured. You can close the Account prefences window and Outlook should attempt to send/receive your mail, contacts, and calendars.

How do I configure my iPhone or iPod Touch for email?

  1. On your home screen, tap the Settings icon.
  2. Tap Mail, Contact, Calendars.
  3. Tap Add Account.
  4. Choose Exchange.
    ios screenshot 4
  5. Enter the following information:
    Email: netid@uthsc.edu
    Password: your email password
    Description: Type a name that will let you identify this as your UTHSC email account
  6. Tap Next to verify your account settings.
    ios screenshot 6
  7. You can sync Mail, Contacts and/or Calendars by turning each option On. Tap Save to save your settings.

How do I configure my Android phone for email access?

These instructions are for use with Office 365 Email accounts. If you have any trouble configuring your phone, please contact the Helpdesk at (901) 448-2222.

Due to the multiple versions of Android OS, these instructions may not apply exactly for your Android device. However, the server and account information should still allow you to successfully configure your account.

  1. From your phone's home screen, launch the application list and choose Settings.
  2. Select Accounts & Sync.
  3. Select the Add Account button at the bottom of the screen.
  4. Select Microsoft Exchange ActiveSync as the Account Type (some devices call this account type "ActiveSync", "Work", or "Corporate")
  5. Enter your email address (netid@uthsc.edu) and password.
    Most devices will make you manually setup at this point. If so:
  6. For the Exchange/OWA Server, enter outlook.office365.com.
  7. If there is a field that says Domain/Username, enter your full email address (netid@uthsc.edu).
  8. In the username and password field, use netid@uthsc.edu and password.
  9. Select Next and choose the synchronization options for your account. When you are done, choose Finish to complete account creation.

Note of Warning Messages

During this last step you will be asked to activate a device administrator. You activate it in order to receive email to your phone. Some of the items that can be performed remotely are:

  • Erase all data
  • Set password rules
  • Monitor screen-unlock attempts
  • Lock the screen
  • Set lock-screen password expiration
  • Disable cameras
  • Disable functions on lock screen
  • Set SD card encryption
  • Password recovery
  • Turn off POP and IMAP emails
  • Turn off SD card
  • Turn off Wi-Fi
  • Turn off text/multimedia messaging
  • Turn off Internet
  • Turn off Internet sharing
  • Turn off Bluetooth
  • Turn off 3rd party applications
  • Turn of unknown applications
  • Prevent the installation of unknown applications

How do I configure email for a phone that isn't an iPhone or Android?

For Active Sync devices the settings are the same as many other devices, but the steps are in different locations or orders. Below are the general settings for any Active Sync mobile device if you cannot find it on Microsoft's phone setup reference list.

  1. Go to your Mail Settings in your mobile Device.
  2. Select the Exchange account type.
  3. Input the settings as listed below:

    Email address: netid@uthsc.edu
    Domain: leave this field blank
    Username: netid@uthsc.edu
    Password: netid password
    Server: outlook.office365.com
    SSL: ON

I have my NetID. How do I set my password?

Visit the UTHSC Password Management page and click on "First Time Password & Security Questions Setup."  Fill in all requisite information, create three security questions, and then type in the password you want.

What is the difference between Exchange, Outlook, Webmail, and Exchange Online/Webmail?

Exchange
Microsoft Exchange is the name of the e-mail, calendaring, and groupware system at UTHSC. Multiple programs can be used to connect to this system to retrieve and send e-mail as well as use the calendaring features. These types of programs are called Exchange clients.

Outlook
Outlook is the Exchange client used on a Windows computer to connect to Microsoft's Exchange system to check your email, edit your calendar, etc. Outlook 2016 is the latest Exchange email client for Windows. Outlook 2016 can be downloaded by UTHSC faculty and staff for use on university equipment by going to the UTHSC Microsoft Office Distribution Page. You must login with your Net ID and password to get to that download. If you want to acquire Outlook 2016 for personal use, free copies can be downloaded by logging into http://o365.uthsc.edu.

Outlook 2016 for Macintosh
Outlook 2016 is the latest Exchange client for the Macintosh OS. Office 2016 for Macintosh (which includes Outlook) can be downloaded by UTHSC faculty and staff for use on university computers. You must login with your Exchange mail username and password to get to the download. Go to our Microsoft Office Distribution Page for more download information. If you want to acquire Outlook 2016 for personal use, free copies can be downloaded by logging into http://o365.uthsc.edu.

Outlook Web Access
Outlook Web Access is an Exchange client used to access your Exchange account that does not require an additional program to be installed on the computer. Customers connect to Outlook Web Access over the web through a web browser. For the most part, "Exchange Web Mail " and "Outlook Web Access" (OWA) can be used interchangeably when referring to the UT email and groupware system. The internet address for the Outlook Web Access page from which you can access your Exchange Web Mail account is http://o365.uthsc.edu.

I am a student or faculty/staff at the UTHSC. Can I acquire Outlook 2016 for Windows or Mac?

The UTHSC strongly encourages all UTHSC students to take advantage of UTHSC Webmail services found at http://o365.uthsc.edu. After logging into this webpage with your email address and password, there is an option to download the Office suite for either platform free of charge.

What is a NetID? How can I get one?

Without a NetID you cannot have an Exchange mailbox created. For most employees and students, NetIDs are automatically created during the hire and enrollment processes. You can check and see if you have a NetID by entering your name into the People Search on the UTHSC home page.

If for some reason you do not have a NetID and you need e-mail services, please have a UTHSC staff or faculty member who is responsible for your work efforts at the university fill out a NetID online request by clicking on ILogin on the UTHSC home page.

Your sponsor must login with their NetID and password, click on Administration, and then on "NetID Online Request/Renewal". If you are approved for a NetID, both your sponsor and the Helpdesk will be notified via e-mail. Your NetID value will be in that email message.

How do I request a departmental Net ID and email account?

Please fill out the Request to add a Campus Organization to the Online Directory form and fax it in per the directions on the form.

How long can I keep my account after leaving UT? What are the account retention policies for students, faculty, and staff?

Students:
Students will retain their account one calendar year after their LeftUT date in the UT Directory. At the end of this year, the student's account and all forwarding will be deleted. For this reason, we recommend that every student who leaves UT set up email forwarding at the Account Management page as soon as they leave UT.

Faculty and Staff:
The email accounts of faculty and staff will be deleted 90 days after their LeftUT date is set in the UT Directory. However, for a period of one year after leaving UT, faculty and staff will be able to forward all mail. For this reason, a faculty and staff member who leaves UT should immediately set up email forwarding at the Account Management page upon their departure.

How do I forward all of my Exchange mail to another email account?

Go to http://o365.uthsc.edu and login with your UTHSC email address and password. Click on the Gear icon and look for Mail Options. Forwarding is located in this section. Enter your forwarding address and save.

What is the maximum attachment size for the UT Exchange email system?

The maximum size for email attachments is 25 MB.  If you need to send larger files, please use the Vault.

I have many messages in my mail folders, and my email seems to be running slow. What is going on? (What is the maximum recommended number of messages per folder?)

The recommended maximum number of messages per folder in the Exchange system is 3000. Any more can cause significant slowdown, not just for you, but for the entire Exchange system.

Is there a size quota for Exchange accounts? How big is my quota?

Faculty, staff, and students have a UTHSC mailbox with 50 GB of storage space.

How do I check the size of my mailbox?

Go to http://o365.uthsc.edu and login with your full email address and password. Click on the Gear icon and scroll down to "Mail". Look the left under the "General" section and select "My Account". Scroll down to see your usage.

Is my email password the same as my NetID password?

When you change your email password, your NetID password is changed to the same value.

Will my email password expire? How often? Will I receive a notice like I receive when my NetID password is about to expire?

Your email password will expire after 180 days. When you login to your e-mail, you will be asked to change your password and given a pop up window to change it once you are two weeks from needing to change it. On the day of expiration you will be forced to change it, and given a pop up window in which to do so.

How do I reset my email password?

To reset your email password if you have forgotten it, visit the UTHSC Password Management page and click "Reset Net ID Password".

Important Note

When changing or resetting your email password, be sure to close all of your open clients (e.g. Outlook, Entourage, Evolution, and OWA). Failure to do so will result in being locked out of your account.

Can I create an email address that I like better than my netid@uthsc.edu?

Yes. login with your Net ID and password and you'll have the option to create a new email alias that people can use to contact you.

How do I change my preferred email address so that other people see the email address I want them to see when I send messages?

Change your preferred email address.

Security

What kind of activity should we report?

Anything that seems suspicious.  Please report any suspicious emails to abuse@uthsc.edu and any suspicious computer/device issues to itsecurity@uthsc.edu.

We would rather you report something that was nothing than ignore something that could harm both you and the university.

When do I need to encrypt email?

You must encrypt any email that contains sensitive information, including any email that contains confidential or classified data such as protected health information (PHI), personally identifiable information (PII), HIPAA information, FERPA information, educational records, credit card information, or anything protected by  overnmental or institutional regulations.

Learn more about encrypting email.

Office 365

Is there training available for Office 365?

Yes. Learn more about using Office 365 on our Training page.

How do I create a departmental email account?

Please fill out the Request to add a Campus Organization to the Online Directory form and fax it in per the directions on the form.

Can retirees get access to Office 365 desktop application downloads?

Retirees can not acquire Office 365 desktop applications for their personal devices. Retirees should contact the UTHSC Helpdesk to install Office on a university-owned computer. 

How long can I keep my email account after I leave the university?

If you are a faculty or staff member who leaves the university system you have 90 days before your email account is removed from the UTHSC system. Students keep their account for a longer duration- one year from the Left UT date.

f you are a retiree who wishes to retain UTHSC email services you may submit a request to retain your UTHSC email indefinitely. The form for this retaining your UTHSC email can be obtained though UTK.

FileMaker Pro

Where should I store information in FileMaker Pro, if I have sensitive data, such as patient information, student information, employee information, or SSNs in my database?

Move your database to our FileMaker Pro Server, which is housed in the UTHSC Data Center. The Data Center is physically secured, with limited access. The databases on the FileMaker Pro server are also very secure, as logins, using your NetID/password through our CAS authentication, are required to provide an additional level of data security. Encryption is also available and transparent to the users.

To learn more about the advantages, visit our printable FileMaker Pro Overview.

How do I migrate my FileMaker Pro database to the server?

Contact the Helpdesk at (901) 448-2222 to request a database be put on the server.

What if my FileMaker Pro database is not backed up on a consistent basis?

Move your database to our FileMaker Pro Server, which is housed in the UTHSC Data Center. ITS performs nightly backups to protect the data in the event it is compromised, lost or corrupted.

What if we aren’t on the latest version of FileMaker Pro?

TS is now offering FREE FileMaker Pro licenses for UTHSC-owned computers. ITS requires that all FileMaker Pro clients/desktops be upgraded to the current version of the software to have access to the latest FMP features, while maintaining the highest level of data security.

Security and Compliance policy requires all FileMaker Pro databases be:
  • upgraded to the current version of the software to have access to the latest FMP features and maintain a high level of security.
  • kept on the server in the UTHSC Data Center.

Advantages of having the FMP database on the server include nightly backups by ITS, central location, and better data security.

When does support stop on my current FileMaker Pro version? Visit the official FileMaker website for version End of Life (EOL) information.

Upgrade to the current version of the software to have access to the latest FMP features, while maintaining the highest level of data security.  More information on FileMaker product availability and compatibility.

Retiree Emails


How to set up a new email?

How do I let people know my new email address?

What if I still get work emails?

What if I still do UTHSC work?

How do I transfer personal emails from my UTHSC email account to a personal email account?

What if I have personal files stored in O365 (OneDrive or SharePoint)?

What is changing for retirees' email access?

Answers


How to set up a new email?

You can set up an email account through other email services such as Google Gmail, Yahoo Mail, and Outlook.

How do I let people know my new email address?

You can email your contacts or set up an auto reply in your UTHSC account to include your new email address. Remember you only have 90 days with the UTHSC email address.

What if I still get work emails?

You can forward your UTHSC email to your replacement. Please contact the Helpdesk for assistance at 901.448.2222 or email helpdesk@uthsc.edu.

What if I still do UTHSC work?

Your business manager can sponsor a NetID for you.  However, the sponsored NetID must be renewed every year and you must also complete Information Security Training annually.

How do I transfer personal emails from my UTHSC email account to a personal email account?

The easiest way to transfer email is to forward it to your personal email account.

However, if you have a large number of emails, there is an alternative way to transfer. In order for this to work, you must have Microsoft Outlook installed on your computer and configured to view your Office 365 mail. If you do not have Exchange configured in Outlook on your PC- see this article first:

  1. Open Outlook and click on “File”, then “Account Settings”. 
  2. The “Email Accounts” window will appear.  Click on the “New” button.
  3. Outlook will ask you for the e-mail address of the account you want to add.  Put in the full email address of the account you want to add.
  4. It will then ask for the password.  Enter that as well.
  5. Outlook will determine how to connect to the outside account and add it.
  6. Get out of Account Settings and look at your email Folder List in Outlook.
  7. Find the section that has your newly added account in it.
  8. At this point, you can drag messages between your UTHSC Exchange account and the newly added account. Click on the folder or email, and drag it so that it falls in or under the account you created.
  9. It might be a good idea to create a folder under your outside account that says “UTHSC” or something similar so you know where the messages have been place.

What if I have personal files stored in O365 (OneDrive or SharePoint)?

Please see Microsoft's how to download files and folders from OneDrive or SharePoint instructions. For further assistance, please contact the Helpdesk at 901.448.2222.

What is changing for retirees' email access?

UTHSC current retirees will be notified that the option to retain a UTHSC email account will be rescinded effective November 19, 2019.  

  • Retirees who have returned in a part-time capacity will be unaffected by this change. 
  • Departments have the option to sponsor retirees who provide post-retirement functions for the university. For more information on the benefits of sponsoring a NetID, visit the IT Service Catalog.
  • If you have any questions, please contact Human Resources at 901.448.5600 or hr@uthsc.edu.  
 

Last Published: Sep 16, 2019