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Information technology tools and resources at the UW

Email Modernization Program: Timeline & Resources

The UW is embarking on a program to modernize its email services. The goals of the Email Modernization Program (EMP) are to ensure that current students, faculty and staff have access to the latest email and collaboration and productivity tools and services, to facilitate responsiveness to records requests, and to protect sensitive data. Read on for information about the program timeline and resources available to support users as they transition to new email services and see the EMP FAQ.

Email Modernization timeline

Click for larger image

Email Modernization Timeline by Population

[Note: “Data Storage” refers to individual or shared UW NetID accounts with an associated Deskmail mailbox, who forward their email to an alternate email service such as Exchange Online (Office 365), UW Gmail, or a private email address.]

Important milestones

  • December 7, 2017:  Official announcement of Email Modernization Program, including Deskmail retirement and Alumni/Retiree email service deprecation.
  • April 30, 2018:  Access disabled and any remaining Deskmail “Data Storage” mailboxes deactivated. “Data Storage” users must complete mail migration (as desired) and manual account deactivation prior to this date.
  • July 31, 2018:  Alumni, Retiree, and Former Staff/Student email services deactivated and all data deleted. Users must complete migration of de minimis personal email (as desired) to a private email service prior to this date.
  • December 31, 2018:  Access disabled and any remaining Deskmail and Live@edu mailboxes deactivated. Departments and users must complete mail migration prior to this date.

UW Deskmail subscribers

UW Deskmail (aka Web Alpine, Pine) will be fully retired on December 31, 2018. Access to accounts will end and all data will be deleted as of that date. Users of these systems are responsible for migrating their email and files, taking care to preserve UW records according to records management guidance and the General Records Retention Schedule or the UW Medicine Records Retention Schedule.

Resources for UW Deskmail subscribers

Step 1: Decide which email system to use

Step 2Change UW Email forwarding (select Forward to and enter your private email address in the box)

Step 3: Check your Deskmail account for content you want to save

Step 4: Migrate messages to an alternate UW email service

Step 5: Deactivate your UW Email Service

UW Windows Live users

UW Windows Live (UW Outlook Live, Live@edu, MyUW.net) will be fully retired on December 31, 2018. Access to accounts will end and all data will be deleted as of that date. Users of this system are responsible for migrating their email and files, taking care to preserve UW records according to records management guidance and the General Records Retention Schedule or the UW Medicine Records Retention Schedule.

Resources for UW Windows Live subscribers

Step 1: Verify UW Windows Live account status

Step 2: Check for content you want to save

Step 3: Move email content

Retirees and former staff

Retirees (with some exceptions noted below) and former staff are no longer eligible for a UW email service, including users of UW Deskmail, UW Exchange Online, and UW Gmail. Ability to access or log in with their UW NetID will not be affected, nor will their ability to forward their UW email address to a private email service.

Separating employees and upcoming retirees

  • Within 30 days of separation, upcoming retirees and separating employees, including student employees, need to work with their home department or unit to remove and retain official UW records, taking care to preserve UW records according to records management guidance and the General Records Retention Schedule or the UW Medicine Records Retention Schedule
  • After 30 days, they will no longer have access to the account, and all data will be deleted.
  • As UW policy allows for de minimis personal use, they will also need to migrate any personal files and email to a personal service if they wish to preserve them. They may not migrate any official UW records to a personal service.

Current retirees

  • All retirees using any UW email services need to work with their former home department or unit to remove and retain official UW records, taking care to preserve UW records according to records management guidance and the General Records Retention Schedule or the UW Medicine Records Retention Schedule
  • They will also need to migrate any de minimis personal files and email to a personal service if they wish to preserve them. They may not migrate any official UW records to a personal service.
  • Access to the accounts will end and all data will deleted effective July 31, 2018.

Exceptions for retirees

  • Emeriti Faculty and Emeriti Librarians will have access to UW Exchange Online and the Microsoft Office 365 suite and UW Gmail and Google G Suite.
  • If they are currently using Deskmail, Alpine, and Pine, they will need to migrate to either UW Exchange Online or UW Gmail.
  • Other former employees or retirees may continue to use a UW service if they are endorsed by their home department or unit as still performing a service for the UW.Endorsement must be renewed on an annual basis or the account will end and the data will be deleted.  An online form for endorsement will soon be made available. Details of the endorsement process will be posted when available.

Resources for retirees and former staff

Retirees and former staff may wish to explore the following resources regarding email service and migration options.

Step 1: Set up a private email service

Step 2Change UW Email forwarding (select Forward to and enter your private email address in the box)

Step 3: Check your UW email account for content you want to save

Step 4: Decide whether you want to move a few items, a few folders, or all your email content

Step 5: Move UW email to a personal email service

Step 6: Deactivate your UW Email Service

Alumni and former students

Alumni and former students are no longer eligible for a UW email service, including users of UW Deskmail, UW Exchange Online, UW Gmail, and UW Windows Live. Ability to access or login with their UW NetID will not be affected, nor will their ability to forward their UW email address to a private email service.

Graduating or departing students

  • Computing services, including email, for graduating or departing students expire on the 10th day of the second quarter in which they are not registered as a student.  After that date they will no longer have access to the account, and all data will be deleted.
  • They will need to migrate any personal files and email to a personal service if they wish to preserve them.
  • They may not migrate any official UW records to a personal service and must work with their home department or unit to remove and retain official UW records, taking care to preserve UW records according to records management guidance and the General Records Retention Schedule or the UW Medicine Records Retention Schedule.

Current alumni and former students

  • Those currently using a UW email service should migrate personal files and email to a personal service if they wish to preserve them
  • They may not migrate any official UW records to a personal service and must work with their former home department to remove any remaining official UW records, taking care to preserve UW records according to records management guidance and the General Records Retention Schedule or the UW Medicine Records Retention Schedule.
  • Access to the accounts will end, and all data will deleted effective July 31, 2018

Resources for alumni and former students

Alumni and former students may wish to explore the following resources regarding email service and migration options.

Step 1: Set up a private email service

Step 2Change UW Email forwarding (select Forward to and enter your private email address in the box)

Step 3: Check your UW email account for content you want to save

Step 4: Decide whether you want to move a few items, a few folders, or all your email content

Step 5: Move UW email to a personal email service

Step 6: Deactivate your UW Email Service

 

Please contact the UW Information Technology Service Center at help@uw.edu if you have further questions.