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FAQs

Email

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

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

How do I check the size of my mailbox?

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?)

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

Quick Email Tips

My password is about to expire! Where do I got to reset it?

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?

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

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

How do I request a departmental NetID and email account?

Your NetID

What is a NetID? How can I get one?

Is my email password the same as my NetID password?

I jusr received my NetID. How do I set my password?

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

Configuring Your Email

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

How to Setup an Account on a Smartphone or Tablet

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

Outlook Calendar

How do I set an Out of Office automatic reply in Outlook?

How do I block time on my Outlook Calendar so people know I won't be available for work duties?

How do I remove block time on my Outlook Calendar?

Security

What kind of activity should we report?

When do I need to encrypt email?

Microsoft 365

Is there training available for Microsoft 365?

Can retirees get access to Microsoft 365 desktop application downloads?

What access do I have if I am less than full time?

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?

Answers


Email

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. The Outlook application is the latest Exchange email client for Windows. Outlook 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 for personal use, free copies can be downloaded by logging into http://o365.uthsc.edu.

Outlook for Macintosh
Outlook is the latest Exchange client for the Macintosh OS. Office 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 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.

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

  • 100 GB email storage for full-time employees and students
  • 50 GB email storage for part-time and sponsored employees, part time-students, and students who have left the university 

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.

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.

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.

Quick Email Tips

My password is about to expire! Where do I got to reset it?

Visit the Password Management page and click the Change Password option.

If your password is less than 12 characters long, it will expire every 180 days. There’s no expiration date for passwords that are 12 characters or longer.

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.

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

Yes. Visit the How do I update my email aliases and preferred address? web page for more information.

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

Forwarding Sensitive Information in Email

When forwarding email from your UTHSC account to another email account, please remain diligent and aware of protecting sensitive data including PII, FERPA, and HIPAA/PHI. You are ultimately in control and assume the responsibility for how you store university data. If you have any questions, please contact UTHSC's Cybersecurity team.

  1. Go to http://o365.uthsc.edu.
  2. Click the Outlook icon.
  3. Login with your UTHSC email address and password.
  4. Click on the Gear icon at the top right then click View all Outlook settings.
  5. Click Forwarding.
  6. Check the Enable Forwarding box.
  7. Enter your forwarding email address in the Forward my email to: box.
  8. Click the Save button.

How do I request a departmental NetID 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.

Your NetID

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.

Is my email password the same as my NetID password?

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

I jusr received 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.

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

If your password is less than 12 characters long, it will expire every 180 days. There’s no expiration date for passwords that are 12 characters or longer.

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.

Configuring Your Email

I am a student or faculty/staff at the UTHSC. Can I acquire Outlook 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.

How to Setup an Account on a Smartphone or Tablet

Set up an Outlook account in the iOS Mail app - Office Support (microsoft.com)

Set up email in the Outlook for Android app - Office Support (microsoft.com)

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

Outlook Calendar

How do I set an Out of Office automatic reply in Outlook?

Windows Outlook

  1. Click the File menu at the top.
  2. Click Automatic Replies (Out of Office).
  3. Click Send automatic replies.
  4. Click Only send during this time range.
  5. Enter your start date and time and the end date and time.
  6. Type your out of office message below that.
  7. Click the OK button.

Mac Outlook

  1. Click the Tools menu at the top.
  2. Click the Out of Office icon.
  3. Click Send automatic replies for account "Uthsc".
  4. Type your out of office message below that.
  5. Click Send replies only during this time period:.
  6. Enter your start date and time and the end date and time.
  7. Click the OK button.

Webmail (Outlook online)

  1. Click the Gear icon (geat icon) in the upper right corner.
  2. Click View all Outlook settings at the bottom.
  3. Click Mail on the left and then click Automatic relies.
  4. Click the right side of the icon to turn on Automatic replies on.
  5. Click Send replies only during this time period.
  6. Enter your start date and time and the end date and time.
  7. Click in the text box and type your out of office message.
  8. Click the Save button.

How do I block time on my Outlook Calendar so people know I won't be available for work duties?

  1. Open Outlook
  2. Select the Calendar icon.
  3. Select New Appointment to create a new appointment.
  4. Type a subject, such as "Winter Break" or "Annual Leave" -- Note: the subject is only visible to you!
  5. Specify the date range you will take leave in the Start time and End time boxes.
  6. Check the All day event option if you are taking the entire day.
  7. Select Out of Office from the Show As drop down list under the menu options.
  8. Click Save & Close to save the event.

How do I remove block time on my Outlook Calendar?

  1. Open Outlook
  2. Select the Calendar icon.
  3. Double click on the blocked time you want to remove.
  4. Click the Delete icon.
  5. Click the Delete button to confirm you want to delete this blocked time.

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 governmental or institutional regulations.

Learn more about encrypting email.

Microsoft 365

Is there training available for Microsoft 365?

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

Can retirees get access to Microsoft 365 desktop application downloads?

Retirees can not acquire Microsoft 365 desktop applications for their personal devices. If you are still working for the university in some capacity after retiring, please contact the UTHSC Helpdesk to install Office on a university-owned computer. 

What access do I have if I am less than full time?

Individuals that are sponsored, special pay, part-time, etc. will have online Microsoft 365 application access only.

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?

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


What happens to my email access after I retire?

What if I still do UTHSC work?

How to set up a personal email?

How do I let people know my new email address?

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

What if I still get work emails?

What if I have personal files stored in Microsoft 365 (OneDrive or SharePoint)?

How do I continue to receive the ‘Daily Digest’ email and/or the Condolences List?

Answers


What happens to my email access after I retire?

The account will remain open for 90 days after your retirement date.

  • 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 NetID Account Creation and Management section of the IT Service Catalog.
  • If you have any questions, please contact Human Resources at 901.448.5600 or hr@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 to set up a personal email?

You can set up a personal 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 after you retire.

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 Microsoft 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 still get work emails?

You will have access to your email for 90 days after your retirement and 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 have personal files stored in Microsoft 365 (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.

How do I continue to receive the ‘Daily Digest’ email and/or the Condolences List?

You will need to sign up for those lists with a non-UT email. Directions can be found on the retiree listserv page.

Zoom


Should I use the Zoom app or website?

What's the difference between a basic Zoom account and a licensed Zoom account?

I need to schedule two different Zoom meetings at the same time!

I don't see the Alternative Host (co-host) option when scheduling a meeting

I can't be set as a co-host

I am a host and need to leave a meeting - can I assign a co-host?

Someone else scheduled my meeting and I can't share my screen!

I scheduled my own meeting and others can't share their screen!

My meetings only last 40 minutes and I need them to last longer

Every time I enter a Zoom meeting, my audio is on

I can't remember my Zoom Cloud passcode to share with others

I can't create a poll

I am a co-host, but I can't see breakout rooms

Answers


Should I use the Zoom app or website?

The Zoom app is the preferable method. The Zoom web portal is primarily used for changing your profile, and meeting settings. You can also use the Zoom web portal to schedule, view, and edit meetings, but the Zoom Desktop or app is best to schedule, view, and edit meetings.  

What's the difference between a basic Zoom account and a licensed Zoom account?

Basic Zoom Account Licensed Zoom Account
  • Attend meetings others schedule
  • Schedule meetings (no longer than 40 minutes with up to 100 attendees)
  • Attend meetings others schedule
  • Schedule meetings (unlimited time with up to 300 attendees)
  • Set up a co-host
  • Use Waiting or Breakout rooms
  • Do polling
  • Screen Sharing

You must have a basic account (apply at http://tennessee.zoom.us) before you can apply for a licensed account.

I need to schedule two different Zoom meetings at the same time!

You cannot cannot schedule two Zoom meetings at the same time UNLESS you schedule one with your personal account and one with a departmental account.

An alternative is to schedule one Zoom meeting and one Teams meeting at the same time.

I don't see the Alternative Host (co-host) option when scheduling a meeting

Did you log in through the SSO option? If you are not sure how you are logged in, with the Zoom app open, click the icon in the top right corner. If you logged in with SSO, it should have your email address listed as netid@tennessee.edu.

If not:

  1. Log out of the app (click on the icon in the top right corner and choose Sign Out).
  2. Log in again by clicking the Signin with SSO button first.
  3. Make sure you have tennessee in the domain field. Click Continue.
  4. Log in to CAS with your NetID/password, if necessary.

I can't be set as a co-host

  1. Do you have a licensed Zoom account?  You must have a licensed account to be set up as a co-host.
  2. Did the person scheduling the meeting log in through the SSO option? if not, they need to log out and click the Signin with SSO button first.
  3. Did the person scheduling the meeting enter netid@tennessee.edu as your email?  You cannot use netid@uthsc.edu to be set as a co-host.
  4. If you've checked #1, 2, and 3 and all that is correct, is this a recurring meeting that was set before you requested to become co-host? If so, the meeting scheduler must delete the old series of meetings and reschedule them with you as a co-host.

I am a host and need to leave a meeting - can I assign a co-host?

Yes! When you click on the Leave button, click Leave Meeting and you should see the option to assign a co-host.

Someone else scheduled my meeting and I can't share my screen!

Ask the scheduler to add you as a co-host when scheduling meetings. Before you can be added as co-host, you must have a licensed account

  1. Click Schedule.
  2. Click Advanced Options at the bottom of the Zoom Scheduling screen.
  3. Under Alternative Hosts, enter the email of the co-host. They must use the netid@tennessee.edu email format. You cannot use netid@uthsc.edu to set a co-host.
  4. Click the Schedule button.

I scheduled my own meeting and others can't share their screen!

While in a meeting:

  1. Click Security at the bottom of the screen.
  2. Choose Share Screen under Allow Participants to:.

Note: If you want to always allow participants to share their screens, this can be set at the web portal under Screen Sharing. Click All Participants and all meetings you schedule will allow everyone to share their screen.

NOTE: When changing global settings, please be aware of the risks and understand that this decreases your meeting security.

My meetings only last 40 minutes and I need them to last longer

To have unlimited meeting time, please request a licensed Zoom account. Basic accounts are limited to 40 minutes.

Every time I enter a Zoom meeting, my audio is on

Most people working from home have some type of background noise.  If you'd like to enter a meeting with your audio muted (especially if you are entering a meeting late and don't want to interrupt it), follow these steps:

  1. Open Zoom before your next meeting.
  2. Click the Settings gear icon (upper right).
  3. Click the Audio tab on the left.
  4. Check Mute Microphone when joining a meeting.

I can't remember my Zoom Cloud passcode to share with others

We DO NOT recommend you save meeting recordings to the Zoom Cloud for two reasons.

  1. The Zoom Cloud is NOT as HIPAA-compliant like OneDrive and SharePoint.  Even if you think no one is going to mention HIPAA, FERPA, PII, etc. information, better safe than sorry.
  2. Recordings in the Zoom Cloud are generally deleted after 120 days.  You don’t want to save a recording there only to find it gone when you need it.

Want to learn how to map your Zoom recordings to OneDrive or SharePoint?  Visit Mapping Zoom Recordings.

But, if you have saved recordings to the Zoom Cloud and do not remember the passcode to give to others for access, try these steps:

  1. Log into the Zoom cloud by going to https://tennessee.zoom.us/recording.
  2. Click the Share button beside the recording for which you need the passcode.
  3. The passcode will be listed as dots. To see it the passcode, click on the eyelash icon.
  4. You can click the Copy Sharing Information button and paste that in an email to the person requesting the passcode. The person will get both the recording link and the passcode to view it.

I can't create a poll

You must have a licensed Zoom account to be able to create polls as a host.

I am a co-host, but I can't see breakout rooms

A co-host cannot see the Breakout Rooms option if the person who schedules the meeting is in the meeting. Once the scheduler leaves the meeting, the co-host should see that option.

If at any point the scheduler returns to the meeting, the Breakout Rooms option will still be available to the co-host.

Last Published: Apr 27, 2021