Email in UCD

The UCD staff email system allows mail to be accessed using different mail clients, such as Gmail, Microsoft Outlook and Thunderbird and on mobile devices whether you are at work, at home or away. 

We ask you to ensure your security settings are kept up to date.

UCD email is provided in partnership with Google.

We recommend checking the SPAM folder in your email account on a regular basis to ensure that valid messages are not being flagged as SPAM. If you find valid messages in your SPAM folder, using the Web client, you can mark them as "Not SPAM" and the Google SPAM filter will learn to recognise these as Not SPAM.

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To access your account go to the UCD Connect page and click on the Mail icon.

This page provides information on how to use the Gmail client.

Your UCD email account has unlimited storage.

The attachment size limit is 25 MB.

Sending limits are explained here

How do I search in Google Mail?
Set an out-of-office reply
Sign into a personal Gmail account without signing-out of your UCD account
Deleting items in Google Mail
Change the look and feel of the Google Mail interface
Add a signature in Google mail

Mail forwarding for staff leaving UCD

How do I search in Google Mail?

You can use search in Google Mail the same way you'd use Google Search, by entering a word (or multiple words) that appears anywhere within the message you want to locate. If you're looking for a message that contains the words testing schedule, simply type testing schedule in the search field and press the Search button. Your results will be displayed with your search terms highlighted in yellow. You can do an advanced search by clicking the small arrow to the right of the search box, and entering your criteria in the appropriate fields. For information on using the Search facility click here

Set an out-of-office reply

  • Click on the gear icon at the top-right of the screen and select Settings
  • Scroll down the screen to Out of Office AutoReply and enter the dates you wish to set the out-of-office reply

Note: Your out-of-office starts at 12:00 AM on the start date and ends at 11:59 PM on the end date, unless you end it earlier

Sign into a personal Google account without signing-out of your UCD one

  • Click on the icon at the top-right of the screen and select Add Account
  • Enter your Gmail address and password

Deleting items in Google Mail

IMPORTANT: When you delete a mail in Google Mail it gets moved to the Bin. Messages that have been in the Bin for more than 30 days are automatically and permanently deleted.

Change the look and feel of the Google Mail interface


Click on the gear icon at the top-right of the screen and select Settings. Set the display density as required.
From the General tab you can:

  • Select the number of messages to view per page
  • Switch the conversation view on/off. Conversation view threads emails i.e. all emails within a conversation appear as one email in the Inbox. Switching conversation off displays all of the individual emails from the conversation.
  • Change the buttons at the top of the screen to show text rather than icons
  • Add an email signature
  • Set an out-of-office reply
  • Add a forwarding address
  • Switch snippets off/on (this displays the initial text in the email in the Inbox)

Click the Save Changes button to apply the changes

Add a signature

  • Click on the gear icon at the top-right of the screen and select Settings
  • Scroll down the screen to Signature and add your text
  • Mail Forwarding for Staff leaving UCD

A mail forwarding service is available to staff leaving the university. Details are available here.

Please note from a security perspective IT Services advise that you have a PIN for accessing your phone if your work email is on it.

 

For iPhone and iPad, download the GMail app from the app store.

 

For Android devices, the Gmail app should already be installed. If not, download it from Google Play.

 

To setup the app, sign-in with your UCD email address and, at the next screen, enter your UCD Connect username and password.

GMail for Mobile information

 

Blackberry users should refer to the Google-provided information here NOTE: Select the 'View instructions for Google Apps email addresses' section

 

If you are using a different application try these generic settings:

IMAP server: imap.gmail.com
Port: 993
Require SSL: Yes

SMTP server: smtp.gmail.com
Port: 465
Require SSL: Yes
Require SMTP authentication: Yes

 

 

If you use a desktop email application like Outlook or Apple Mail you will need to set a password before configuring your account. To do this, go to UCD Connect and click the Mail icon. Click the person icon at the top right and click My Account. On the Account page click the Signing into Google link under 'Sign-in and Security'. This will take you to UCD's SelfPass application. You should also review the information from Microsoft and Google about Outlook access to GMail here:

https://support.microsoft.com/en-us/kb/2984937

https://support.google.com/accounts/answer/6010255 

Outlook:

  1. Select File > Add Account
  2. Enter your Name, email address and the password you set
  3. Click Next. The process should complete automatically 

Recommendations for Microsoft Outlook Data Folder and PST File sizes:

A large Outlook data folder containing large Outlook PST data files can cause computer performance issues, as Microsoft Outlook takes time to open each mail or data folder.  

Outlook Data Files sizes (Personal Folders (.pst) or offline folders (.ost) files):

  • Up to 5 Gigabytes: Good User Experience on most computers.
  • Between 5 Gigabytes and 10 Gigabytes: Application pauses, until the computer responds
  • Between 10 and 25 Gigabytes: Users can expect frequent pauses and waits
  • 25 Gigabytes or larger: Regular freezes and pauses can be expected particularly when downloading new mail.

 

Apple Mail:

  1. Click Mail > Preferences....
  2. On the Accounts tab, click the + button to add a new account.
  3. Enter your account information and click Continue 
  4. Select IMAP for the account type and enter the information below and click Continue

Incoming Mail Server: imap.gmail.com
Username: Your full @ucd.ie email address 

     5. Select the Use Secure Sockets Layer (SSL) and Password for authentication and click Continue

     6. Enter the information below and click Continue

Outgoing Mail Server: smtp.gmail.com
Select 'Use authentication' 

Verify the information and click Create

 

For all other applications:

Your username is your ucd.ie email address and the password is the password you set using SelfPass

IMAP server: imap.gmail.com
Port: 993
Require SSL: Yes
SMTP server: smtp.gmail.com
Port: 465
Require SSL: Yes
Require SMTP authentication: Yes