Skip to content Accessibility statement
Home>IT Services>Tools, software and services>Google Gmail

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

Open Gmail

  • 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

Access instructions

Open Gmail

  • 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

Search all our guides and help

Training and best practice

Accessibility

Contact for support

If you're experiencing technical issues and need advice, please contact IT Services.

Service commitments

Page last reviewed: 9 September 2024