IT Connect
Information technology tools and resources at the UW

Email Modernization: Account deactivation timeline for alumni, retirees, former staff/students

UW email and collaboration services for retirees, alumni, former staff and former students expire effective July 31, 2018. These users must complete email and file migration (as desired) prior to that date.

The affected services include: UW Deskmail, UW G Suite (UW Gmail), and UW Office 365 (Exchange Online). The account deactivation schedule for each service is outlined below.

Timeline for UW Deskmail account deactivation

Deskmail account deactivation timeline

Important milestones

  • July 30, 2018: Final reminder email sent to affected users.
  • July 31, 2018: Affected users must complete email migration (as desired) prior to this date.
  • August 1, 2018: Deskmail mailbox access deactivated (user loses access to account).
  • August 13-14, 2018: Deskmail mailbox files and accounts permanently deleted.
  • August 21, 2018: Last backup of Deskmail mailbox files permanently deleted.

 

Timeline for UW G Suite account deactivation

UW G Suite account deactivation

Important milestones

  • July 30, 2018: Final reminder email sent to affected users.
  • July 31, 2018: Affected users must complete email migration (as desired) prior to this date.
  • August 1, 2018: UW G Suite account deactivated (user loses access to account).
  • August 29, 2018: UW G Suite account email and files permanently deleted.
  • September 18, 2018: Last backup of UW G Suite account email and files permanently deleted.

 

Timeline for UW Office 365 account deactivation

Timeline for Office 365 Deactivation

Important milestones

  • July 30, 2018: Final reminder email sent to affected users.
  • July 31, 2018: Affected users must complete email migration (as desired) prior to this date.
  • August 1, 2018: UW Office 365 account deactivated (user loses access to account).
  • August 30, 2018: UW Office 365 account email and files permanently deleted.

 

Timeline for UW Deskmail deactivation after change of forwarding, unsubscribe, or change of employment

deactivation after change

In addition to standard deactivation processes associated with termination of employment or affiliation with the UW, UW Deskmail accounts are also automatically deactivated and mailbox data permanently deleted based on the conditions outlined below:

Milestones: Change UW email forwarding

  • Day 1: Change UW email forwarding from Deskmail
  • Day 2: Automated expiration notice
  • Day 14: Deskmail account deactivated (user loses access to account)
  • Day 27-28: Deskmail mailbox files and account permanently deleted
  • Day 35: Last backup of Deskmail mailbox files permanently deleted

Milestones: Unsubscribe Deskmail account

  • Day 1: Unsubscribe Deskmail account (user loses access to account)
  • Day 2: Automated expiration notice
  • Day 14-15: Deskmail account deactivated (user loses access to account)
  • Day 27-28: Deskmail mailbox files and account permanently deleted
  • Day 35: Last backup of Deskmail mailbox files permanently deleted

Milestones: Separate from UW employment

  • End of Second Pay Period following employment end date: Automated expiration notice
  • Day 14 after notification: Deskmail account deactivated (user loses access to account)
  • Day 27-28 after notification: Deskmail mailbox files and account permanently deleted
  • Day 35 after notification: Last backup of Deskmail mailbox files permanently deleted

Milestones: Not registered as a student

  • 10th Day of Second Quarter not registered as a student (includes summer quarter): Automated expiration notice
  • Day 14 after notification: Deskmail account deactivated (user loses access to account)
  • Day 27-28 after notification: Deskmail mailbox files and account permanently deleted
  • Day 35 after notification: Last backup of Deskmail mailbox files permanently deleted