May 11, 2018

Upcoming changes to UW email services for UW alumni, former students, and former affiliates

The following email was sent on May 15, 2018, to University of Washington alumni, former student, or University affiliate with active email or collaboration service(s) provided by the UW.

You are receiving this message because you are a University of Washington alumni, former student, or University affiliate with active email or collaboration service(s) provided by the UW.

UW email and collaboration services are ending soon

The UW is modernizing its email services and this effort will involve significant changes to our current offerings. The UW can no longer support email and collaboration services for alumni, former students, and University affiliates. Therefore, your access to the email and collaboration services listed below will end, and all data will be deleted effective July 31, 2018.

Please note

Although your access to UW email services are ending, you:

  • Will retain your UW email address
  • Will retain your UW NetID to log in to other UW services
  • Should set up your UW email address to forward to a private email service in order to continue to receive email sent to your UW email address. Most email services will also allow you to send from your email address as long as you set up this service.

This change is happening for several reasons

  • Email has changed dramatically over the past several years, and the UW’s homegrown systems can no longer keep up with more modern and cost effective solutions, such as those offered by Google and Microsoft
  • Given the growth of email use, keeping up with state and federal compliance requirements has become increasingly time-consuming
  • Your UW email and files, including any personal information, are subject to disclosure under the Public Records Act. A benefit of moving your email to a private email service is that your data will not be exposed in this way.

For more information see: Email Modernization Program – Timeline & Resources or Frequently Asked Questions.

What to do next

You will need to migrate personal email and files to a private email service if you wish to preserve them. This is true whether you are using UW’s homegrown email systems (Deskmail, Alpine, Web Alpine and Pine), UW Exchange Online (and Microsoft Office 365 Suite), and UW Gmail (and Google G Suite).

UW-IT offers a range of online resources and tools explaining how to migrate your existing UW email account to a private email service, how to set up a private email account should you need one, how to set up forwarding from UW email service to a private email service, and how to set up your private email service to use your email address to send your email (most services offer this option). Follow the steps below or use the online resources to migrate your email.

Preserving official UW records

Before moving any email messages, please work with your former home department or unit to remove and retain official UW records, including email messages, taking care to preserve UW records according to records management guidance and the General Records Retention Schedule or the UW Medicine Records Retention Schedule.

Steps you need to take

Note: Currently, UW Office 365/Exchange Online can only be deactivated via automated expiration processes. If you have been using this UW email service and have completed steps 1 through 5, you do not need to take further action to deactivate your account.


If you need help, please contact the UW Information Technology Service Center at or call 206-221-5000, and select option 5. The Service Center is available 24×7 to assist you.

Thank you for your assistance with this important initiative.

UW-IT Email Modernization Program Team