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Staff Email

Gmail allows for an unparalleled flexibility and capacity: all you need is a web browser and internet access, and you'll be tapped into all the features that set Gmail apart from other email services. With great collaboration applications included, projects can be coordinated and tackled with ease.

As part of the agreement between the University of Waikato and Google, your email has enhanced privacy, security and comes with full ITS (Information & Technology Services) support.

Great features and benefits of Gmail:

Store – 25 GB of storage space. You will never have to delete any email ever again. Keep everything you want.
Organise – conversations, labeling, and filtering make your inbox intuitive.
Search – just Google it! Use keywords to search your mailbox. 
Less spam - Gmail blocks spam before it gets to your inbox
Conversation view - messages are grouped with the relevant responses, so you can always see messages in context.
On the go - access Gmail from your phone - regardless of which device you use.

Email Address

Email addresses for all staff members will now be

This does not change the email account creation process. All emails are created as <username> When new email accounts are created they will now include an alias following the above format which staff are to use for day to day communication.

Please check our Email Naming Conventions for more information.

Accessing Your Email

You can check your email through the web interface (Webmail) by going to or through Outlook (see setup below). If you log on to other computers on campus and wish to use Outlook to check your mail you will need to setup Outlook first if you haven't set it up on that computer before.

If you are having issues accessing any Google Apps you can check the current status at the Google Apps Status Dashboard

Email Signature for Alias/Reply-To Address

In Gmail, each reply-to address can have its own signature, and as we are adding the new email aliases ( as a reply-To address this new address comes with no signature. You can select the old address and simply copy and paste the signature to the new address.

You can access these settings through your Gmail Inbox by going to  > Settings > General > Signature

Step 1: Copy signature
Use the dropdown and select your original email address, click into the area with your signature, and press ctrl-a to select the entire signature, then ctrl-c to copy in

Step 2: Paste signature
Using the dropdown again, select your new email alias, click into the empty signature area and press ctrl-v to paste your signature in.

Mailbox Size

Staff have over 25 GB of space available in their mailbox. You can check the size/usage by looking at the bottom of the screen when in the web client.

Forwarding Mail

We do not forward emails. Staff set their own forwarding and filters through the Gmail web client.

Archived / Deleted Mail

Google Spanning is a backup of all of your sent and received email that is retained for 10 years. For information on recovering deleted or archived mail see Google Spanning.

Spam & Junk Mail

Postini Transition - ICT Self Help : University of Waikato

Following the transition from Postini to Google Apps spam and junk email will no longer be managed via a separate application, but is managed using the functionality within the Google Mail application itself. Thus, you will no longer receive daily quarantine email messages - instead spam and junk email will show as unread mail in your Spam (Gmail) or Junk E-mail (Outlook) folder in your email client. Postini Transition - ICT Self Help : University of Waikato

Email Incorrectly Marked as Spam or Missed Spam

In the unlikely event of email addressed to you being falsely identified as spam, you can whitelist the sender by following the instructions listed here.

Unfortunately some spam emails will still get through. You can blacklist those senders by following instructions listed here.

Phishing Email

Phishing is an attempt to criminally and fraudulently acquire sensitive information, such as usernames, passwords and credit card details, by masquerading as a trustworthy entity in an electronic communication. Banks are common targets.

Do NOT enter your details. If for some reason you have looged in to such a site change your password immediately. If this was to an attack on the Uni Domain your account may get locked (for 12 hours) in which case you will need to contact the Service Desk on ext. 4008.

The University of Waikato Email Guidelines

LD Self Service Log Your Own Ticket

The University has provided a Self Service tool through which you can log your own support tickets (jobs). You can also search for a previously logged ticket to check its status. For urgent jobs you can phone the ITS Service Desk: ext 4008 (838 4008) for support.


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