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IT Connect

Information technology tools and resources at the UW

May 15, 2018

Upcoming UW email service changes for retirees and former staff members

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

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

As announced in December 2017, the UW is modernizing its email services in order to provide current students, faculty and staff with the latest email, collaboration and productivity tools, to facilitate compliance, and to protect sensitive data. This effort will involve significant changes to our current offerings for non-emeritus retirees and former staff members.

Read on to learn more about:

  • Changes to your UW email account
  • Important exceptions
  • Preserving official records
  • Steps you need to take
  • Support for the transition to a new email account

It is important to be aware that when you use any UW service for email or collaboration, your email and files could be subject to disclosure under the Public Records Act or Freedom of Information Act (FOIA). To reduce the growing administrative effort around regulatory compliance, the UW can no longer support email and collaboration services for retirees, former faculty, and former staff. Your access to the email and collaboration services listed below will end, and all data will be deleted effective July 31, 2018.

Please note

  • Your UW NetID is NOT being deleted or deactivated. Your UW NetID is your identity at the University of Washington.
  • You can continue to access current retiree benefits, such as library privileges, copying, Wi-Fi, scanning, etc., using your UW NetID.
  • You can continue to use your @uw.edu or myuw.net email address and can forward your incoming mail to a non-UW email service.
  • Email sent from a non-UW email service can typically be set up to use your @uw.edu address.

For more information please see Email Modernization – Timeline & Resources or our Frequently Asked Questions. For next steps, please reference the links and instructions below.

Important exceptions

  • Emeriti Faculty and Emeriti Librarians are considered members of the UW faculty and may continue to use UW Exchange Online and the Microsoft Office 365 suite, and UW Gmail and Google G Suite. However, you must migrate your email to one of these services if you are currently using UW Deskmail (Alpine, Web Alpine, Pine) or UW Windows Live (UW Outlook Live, Live@edu), as these systems will be fully retired by the end of 2018. (To verify emeritus status, contact Academic Human Resources.)
  • Retired faculty and retired staff who are employed at the UW post-retirement continue to have full access to the UW email/collaboration services noted above. However, you must migrate your email to one of these services if you are currently using UW Deskmail (Alpine, Web Alpine, Pine) or UW Windows Live (UW Outlook Live, Live@edu) as these systems will be fully retired by the end of 2018.
  • Retired faculty and retired staff performing voluntary service that contributes to the mission of their department or the UW may be granted permission to use UW email/collaboration services (UW Exchange Online/Office 365 and/or UW Gmail/Google G Suite) by a current UW employee. While these services will be provided at no cost, permission to use them will need to be renewed by a UW employee on an annual basis. Review this IT Connect page for more information about this request process.

All other UW retirees or former faculty or staff who wish to continue to receive email sent to their UW email address need to take steps to forward their email to a non-UW email service. Please reference the links and instructions below for more information. The steps below are also listed on our web pages.

Preserving official 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

  1. Set up a non-UW email or collaboration service, if you do not already have one.
  2. Forward your @uw.edu email to a non-UW email service – this web page provides links to instructions for forwarding your @uw.edu or @myuw.net email address.
  3. Check for any personal email or files that might be contained in your UW email/collaboration accounts.
  4. Review your content to decide whether you want to move a few items, a few folders, or all your email content.
  5. Move personal email (if desired) from a UW email service to a non-UW email service. If you do not need to migrate any email or files, proceed to step 6.
  6. Deactivate your UW email service
    Once you have determined that you do not need your old email or files, or have successfully migrated to an alternate email service, follow these instructions to deactivate your UW Deskmail or UW Gmail/G Suite account. This will delete all email and files stored in the account.

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.

Support

If you need help, please contact the UW Information Technology Service Center at help@uw.edu 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