Google Gmail (email)
Gmail is the University's email service for all staff and students, and part of Google Workspace.
- Students are given an email address with the format username@york.ac.uk.
- Staff are given a name-based email address format, normally in the format firstname.surname@york.ac.uk.
- Associate staff can choose a name-based email address when registering.
Key features
- Access emails on any device with an internet connection, including your computer, tablet or phone.
- Send attachments up to 25MB.
- Use labels and message filters to organise emails.
- Let others know when you're unavailable with out of office replies.
- Delegate access and allow someone (eg a personal assistant) to access your mail and send messages on your behalf.
- Schedule emails for later so they are sent at a more convenient time.
- Set expiration dates, revoke access at any time, and password-protect emails you send with confidential mode.
- A mobile app is available on Apple App Store and Google Play.
If you want to send attachments larger than 25MB, try Google Drive or the DropOff service.
Access instructions
- Sign in with your York email address and password.
- If you’re a student based in a country that prohibits access to Google, you can set up email forwarding.
- There are some limitations to using this service in sanctioned countries.
Available to staff and students
All members of the University are automatically given a personal Google Workspace account, which includes access to this service. You can use this service on University-managed and personal devices.
App and web-based
This service works in your web browser. The mobile app is compatible with Android and iOS.
Funded by the University
There isn’t a cost to you for standard use.
Additional information
A non-personal account can be requested to provide you with a separate email account. For example:
- to keep messages separate from the owner's personal account
- to make it easier to hand over the role from one person to the next
- to enable several people to monitor and manage the email account.
You can also request up to 25 custom email addresses. This allows you to have email addresses that are descriptive and easy to remember.
Your non-personal account can be set up to send messages so they appear to come from the custom email address.
How to request
You can request for a non-personal account to be set up with email functionality as long as you know the account password. You can then delegate access to the non-personal account so that others can use it.
To request a new account, update to an existing account, or custom email address, please contact IT Services.
We aim to turn around requests within three working days.
Access instructions
- Sign in with your York email address and password.
- If you’re a student based in a country that prohibits access to Google, you can set up email forwarding.
- There are some limitations to using this service in sanctioned countries.
Guides and help
How-to guides and set up
- Get the basics with Gmail quickstart guide (support.google.com)
- Open email address links in Gmail
- Report spam and prevent valid emails from going to spam (support.google.com)
- Switching between multiple Gmail accounts (support.google.com)
- Changing your name and email address
- Schedule emails for later (support.google.com)
- Delegate and collaborate on email (support.google.com)
- Using other email clients
- What to do when you leave the University
Search all our guides and help
Training and best practice
- A practical guide to Gmail: the guide covers getting the most out of Gmail, including how to change your accounts settings and archive email.
- How to use email effectively
- Email etiquette and effective usage
- Spot spam and phishing emails
- If you're more familiar with Outlook, Google provides advice on moving to Gmail, including a features comparison of Outlook and Gmail (support.google.com)
- Set an email signature following the University guidelines (for staff)
- Staff digital skills training – staff can book a range of training sessions led by the Digital Inclusion, Skills and Creativity (DISC) team.
Accessibility
- Google has incorporated a variety of features to make its products usable by people with accessibility needs. Learn more about Google accessibility features and products (about.google.com).
- View accessibility conformance reports (about.google.com).
Contact for support
If you're experiencing technical issues and need advice, please contact IT Services.
Service commitments
This service is part of Google Workspace. See Google Workspace: service commitments for related user responsibilities and policies.
What we expect of you:
- Follow the University email address policy.
- Use the email account and address provided to you for your University work.
- Ensure that only the email account's owner knows the password, and ensure non-personal account passwords are not shared.
- Let us know when an alias-based email address is no longer required.
- Be careful when typing in email addresses and using the autocomplete feature, to ensure you don't email the wrong person.
- Do not send unsolicited mail in bulk to members of the University - this is regarded as abuse of the directory facility.
- If you work with confidential information:
- you should use the appropriate system designed to manage this information securely
- avoid making your own copies of student or staff data and never keep copies of personal information on portable computers or storage media.
- Minimise bulk emails to constituencies within the University by following the University’s bulk emailing policy.
- Refrain from sending files as email attachments.
- The University actively discourages sending files as email attachments as it leads to poor data integrity and multiple versions. Instead, send a link to the file (eg Filestore, Google Drive or Google Docs, if appropriate).
- Received files should not be left as email attachments. Instead they should be detached from the email message and stored accordingly.
When you leave the University, to retain access to your data and ensure your team can continue to access shared documents, ensure you follow the leavers guidance.
The following policies apply to all IT services provided by the University.
Availability
- This is a live service, available 24/7.
- Check the status of this service and any planned maintenance (google.com).
Support
- This service is managed by a third party.
- They are responsible for monitoring, identifying and fixing faults. We provide advice and support for local issues during our opening hours.
- This service is part of Google Workspace. For full details of the support we provide, see Google Workspace: service commitments.
Standards
- Google Workspace Service Level Agreement (workspace.google.com)
- Google Workspace services summary (workspace.google.com)
We appreciate feedback as it helps us review and continually improve our service.
Page last reviewed: 9 September 2024