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.

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

  • Email the following details to ITHelpdesk@ucd.ie
    • 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


Automatically forward Gmail messages to another account


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

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