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IT Connect

Information technology tools and resources at the UW

Email and calendaring

The UW offers two email and calendaring systems available to all students, faculty and staff. UW Google Apps and Exchange Online both include email, calendaring, group calendaring capabilities, and contacts.

Exchange Online


Exchange Online is the University of Washington’s Microsoft Exchange service that provides email, calendar, contacts and task management, as part as a service of Microsoft Office 365.

More about Exchange Online | Go to Outlook Web App | Microsoft Collaborative Applications

UW G Suite by Google

A custom UW version of  G Suite is available to the UW community which includes ad-free email, use of your address, calendaring, and many more collaboration tools.

UW Google Email is available as part of the UW G Suite service, which also includes Google Calendar, Google Docs, Google Sites, and more.
More About G Suite | Sign up now | Go to Google Email | Support

Note: Departments handling personal or other sensitive information may not allow use of this options for privacy and security reasons. Check with your department.

Which email system should you use? See a feature comparison

Email resources and guidelines

Useful email tools

Email guidelines and rules

The UW email systems are provided to support UW activities and are subject to state laws and UW policy.

  • Do not send sensitive information by email. This includes personnel data, patient records, student information, and financial information. For more information, see the Minimum Data Security Standards.
  • Email messages can be kept and forwarded. Never assume email is private, even when using encryption technologies. The message you send to one person can easily spread to many more.
Employee use of UW Email
UW Email is made available to UW faculty and staff solely for the purpose of facilitating effective business operations.
Email as public record
Email messages are public records when they are created or received in the transaction of public business. As such, they must be retained as evidence in accordance with UW records retention practices:

  • UW Records Management – Information records management, retention, storage, and destruction
  • RCW 40.14 – Washington State law relating to preservation and destruction of public records
Email management and retention
Employees are responsible for handling and maintaining records, including email and electronic records, in accordance to University policy and requirements. UW Records Management has published Email Best Practices information.
Protect yourself
Some simple steps can help protect you from email problems

UW Event Calendar

The UW Event Calendar is a service providing a calendar for all UW campus public events. In addition, it can be used to set up departmental calendars, including academic, schools, colleges, and other groups. It provides a better mobile experience, an improved user interface, event registration, and the ability to embed calendars into websites. Also, an event created in one calendar can appear in multiple calendars. Anyone with a UW NetID can request a calendar, which can then be used to share events with the campus calendar. Learn how to use the calendar system: UW Event Calendar Help.