Email in UCD

The UCD email service is part of the Google Workspace range of enterprise applications, which also includes Google Calendar and Google Drive. This service is based on an agreement between Google, the service providers, and UCD.

For both functionality and security reasons, we recommend that you use the Google-provided webmail client for your desktop or laptop. If you are using mail on your phone or other device, we recommend you use the official Google Mail, Calendar and Drive apps (available from the Appstore or Google Play). The mail client is called Gmail - Email by Google. The Calendar client is simply called Google Calendar.


Getting started with your UCD email

Your UCD email account in Gmail can be accessed by going to UCD Connect (www.ucd.ie/connect), clicking on the Mail icon at the top of the screen, and choosing your profile (e.g. Staff, Student). You will then be asked to log in with your UCD Connect username and password. 

You can also use your UCD email account on a mobile device with the Gmail app, available from your app provider; at the set-up stage you will be asked to enter your UCD email address and then log in with your UCD Connect username and password. For security, if you use your phone or tablet for your UCD email please ensure that you lock it with a PIN or access code and activate the device encryption.


Further support

All links are to our Knowledge Base articles on the UCD IT Support Hub: 

» How do I create folders in my Gmail inbox?
» How do I send a confidential email in Gmail?
» How do I set up delegated email?
» Can I change my email address?
» How do I get my UCD email forwarded after I leave?

You can also find out more about the basic and advanced functionalities in Gmail at the Google Workspace Learning Center (opens in Google Support website).


Data protection and security

The formal data protection agreement between UCD and Google means you need have no concerns about privacy or the security of your work or private notes. Some other 3rd party applications will not have gone through a formal security review so do not come with the same level of reassurance.

Visit our Top Security Tips web page to learn how to stay cybersafe while working remotely.

Open All

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.

 

Note:

  • Your UCD email account has unlimited storage.
  • The attachment size limit is 25 MB.
  • Sending limits are explained here

How do I search in Gmail?
You can use search in Gmail the same way you 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

Follow these steps when signed into your UCD Connect email Account

  • 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

It is recommended that all Users should tick the following options as per IT Security Recommendations

  • Only send a response to people in my Contacts
  • Only send a response to people in University College Dublin

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 account

Follow these steps when signed into your UCD email account

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

Setup access to a Delegated Email

 

Deleting items in Gmail

IMPORTANT: When you delete a mail in Gmail 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 Gmail 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

 

My Google account is suspended and I cannot login
Google automatically suspends accounts if they notice suspicious activity

  • Send the following details to www.ucd.ie/ithelp
    • The last date and time of successful login if known
    • The last country of successful login if known. This is particularly relevant as people work from home or other countries
    • Indicate if you sent a recent email with lots of recipients


Google advice on sending bulk emails
https://support.google.com/a/answer/166852?hl=en

 

The forgot password link does not work?
If you have already used your ucd address to register with ucd, you cannot create a second account with that email address

 

Auto Forwarding Emails

To help protect Univesity information, automatically forwarding emails to another email account is not recommended. Users should check their email accounts to ensure that no unauthorised email forwarding has been setup.


Mail Forwarding for staff leaving UCD

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

 

IT Security Advice on Spam and Phishing 

 

Mails received are going to Spam. How can I stop this?

Google directs mails to spam as part of their security policy. 

Create a new filter to stop emails going to Spam by adding ucdconnect.ie in the from field and select never send to spam.

Create a Spam fllter in Gmail 

 

Should I check gmails Spam folder?
Yes. Gmail has excellent spam filtering to protect users from unwanted and malicious emails. However on occasions valid emails may go into spam, so we advise users to check their spam folders on a regular basis. 

 

I’ve sent an email and the recipient says they did not get it

Follow these steps when signed into your UCD email account
Check the Following

  • Your Sent Items Folder
  • Ask the Recipient to check
    1. their SPAM folder
    2. their Bin/Trash folder
    3. if they have a Filter setup
    4. if they have Mail Forwarding turned on
  • If the recipient still cannot find the email, email the following details to ITHelpdesk@ucd.ie
    1. Sender’s @ucd.ie email address
    2. Recipient email address
    3. Date and time the email was sent
    4. Subject of email


I can send emails but cannot receive them

Follow these steps when signed into your UCD email account
Check the following:

Why do my Emails go to spam - Mark or unmark Spam in Gmail

 

Why am I seeing security alerts for a gtempaccount?

Review the information here to resolve sign-in alerts

 

Should i use my University Email for personal use?
Univeristy email accounts should only be used for University related purposes. Use a personal email address when setting personal, dometic or social online accounts or apps. Always ensure that personal online accounts, including persoal email accounts are protected in line with the vendors recommended security settings.   

 

 

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

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

Delegated email can be used  where you have your own personal email account but you would also like another staff member to have access to your account to read, send and delete messages on your behalf. This mechanism would be typically used by the Head of a School, College or Office Manager where they wish to share access to their email account.

Find out more on Delegated Email.