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UAS Email

UAS is in the process of transitioning to using UA Google as part of a move to unify the University of Alaska system. More information about this transition can be found here. All documentation is actively being updated as we discover new changes to the system.

UA Google

The University of Alaska provides all students, staff, and faculty with a UA Google account. Access is primarily through the webmail interface, though it can be configured to work in various mail clients.  The Statewide Office of Information Technology has provided documentation on common questions and issues, which can be found here

Because these accounts are run through Google, you will have full access to Google Apps, including Mail, Calendar, Drive, Docs, etc. 

All email addresses are set as username@alaska.edu. All Exchange email aliases (username@uas.alaska.edu and first.last@uas.alaska.edu) will forward to your Email Destination set in ELMO.  

Legacy Exchange Accounts

In the past, all students, staff, and faculty were provided an email through the Microsoft Exchange environment.  This account has 750mb of space to work with. There are two ways to access this email: through webmail by browser interface or through the Outlook client, UAS' supported email client. This is for archival purposes only, as new emails will direct to your UA Google account, unless set elsewhere in ELMO.  

The email server is also an Exchange server – a product provided by Microsoft that includes other functionality such as Calendaring and Task management among other things. It also integrated our Voicemail system.  Currently, voicemail messages will still populate in your Exchange inbox.  

Accessing your Email

Step one: Get your UA username and set password

If you haven't already done so, visit ELMO to look up your username and to set your initial password. You can also use ELMO to update your password if it has expired, if forgotten, or if you suspect an email security risk. Be aware that ELMO will ask new users and expired passwords to select a Security Preference and Email Destination that works best for the individual.

Step two: Set up your email

Web mail users can access their email at UA Google webmail without set up.  Exchange accounts will still be accessible through Exchange webmail

UAS managed computer users: Outlook is pre-configured to recognize your Exchange account, but requires custom support to connect to Google. We recommend new users access UA Google through the webmail interface.  

UA Google is a universally accessible system, as it is not located on University grounds.  

Webmail

The primary way to access UA Google is through the webmail interface.  It is available anywhere you have an internet connection. 

Outlook (PC)

To access your UA Google mail within Outlook, you will need to run the Google Apps Sync for Microsoft Office (GASMO) tool.  To facilitate a mailbox sync with Google, Outlook will run the Google Apps Sync tool in the background.  This ensures that your inbox and calendar remain up to date.  

The program is located under Google Apps Sync from the Start Menu.  Select "Set up a Google Apps Sync user."  If it is not available, you can download the program here: GASMO.  

Outlook (Mac)

Google does not currently support Outlook for Mac.  You will need to use an alternate mail client, such as Mac Mail or Thunderbird.  

Campus Users

(For Faculty and Staff on the Juneau, Sitka & Ketchikan campuses)

Microsoft Outlook

Academic, UAS managed, and departmental computers are configured to automatically pull your information from the Exchange Server.  They may have some settings grayed out or hidden due to pushed campus policies.  Simply open Microsoft Outlook and select all default prompts. Being on the UA Domain will enable your computer to automatically populate settings for Exchange.

IT is currently investigating setting up UA Google through Outlook for new users. 

Shared Accounts

Webmail

To access your shared email account, please use the following link to use webmail for the shared account: 

http://mail.uas.alaska.edu/owa/SHARED-ACCOUNT@uas.alaska.edu

where "SHARED-ACCOUNT" is your shared account email address, I.E. http://mail.uas.alaska.edu/owa/helpdesk@uas.alaska.edu

Alternatively, after you've logged in, choose the dropdown list by your name (top, right of screen) and select "Open another mailbox...". Type in your "SHARED-ACCOUNT" name, and select Open. The shared account will open in a new tab.

Outlook

If you have a departmental shared account you can add it to an already-configured Outlook through these steps: 
  1. Go to File > Add Account 
  2. Enter the name of the shared account in the Email Address field
  3. Click Next
  4. Once Outlook locates the account, click Finish
  5. Close and restart Outlook

Home users

Connecting to the mail server via Exchange is ideal but cumbersome. As IT Services works to develop best practices, please continue using webmail (http://mail.uas.alaska.edu). 

If you prefer to use a local client, these are the necessary settings:

  • Protocol/Connection type: IMAP (Note: do not choose POP3)
  • Incoming Mail Server: mail.uas.alaska.edu
  • Outgoing Mail Server: mail.uas.alaska.edu
    • Note: Outgoing server requires authentication
VPN is required

For those who enjoy printable documentation, including pictures, please see these documents.  

NOTE: We have a limited capacity to support non-Outlook email clients.

Travelling Users

For those travelling, the webmail solution will be the most reliable option and can be accessed from any computer with web access requiring no additional configuration:

http://mail.uas.alaska.edu

E-mail management is important because it allows for efficient inbox use and avoidance of lost emails during crucial moments. A few simple measures will ensure that your e-mail is decluttered and message ready. While UA Google does not have a mailbox limit, a cluttered inbox makes it difficult to keep track of emails.

Screen messages in the inbox regularly to help prevent clutter.  Keeping your inbox clear makes it clear what emails have been dealt with, and what still needs to be addressed.  

Create a folder structure to organize your emails. This makes it easier to find the specific email you're looking for, and gives you a reference point for how much content a topic receives.

Some folders such as Trash and Drafts accumulate a lot of messages that are no longer needed. Delete the contents of these folders on a regular basis.

Recommended Settings:

  • Disable "Use Cached Exchange Mode" (Tools > Account Settings > Account Settings > Select account > Change... > uncheck Use Cached Exchange Mode)
  • Enable "Send immediately when connected" (File > Options > Advanced > Send and receive > check Send immediately when connected)
  • Choose "HTML" for Compose in this message format. (File -> Options -> Mail > Compose messages > select HTML from the list)
  • Disable AutoArchive (Folder tab > AutoArchive Settings > select Do not archive items in this folder)
  • Disable Outlook Junk Mail Filtering (Home tab > Junk Email > Junk Email Options... > select No Automatic Filtering)

1. Sign into ELMO using option 1.

ELMO Login

2. Click on the Email destination change link (see images below).

Email Forwarding in ELMO

3. Select the option you would prefer your mail forward to (see images below).

Email Forwarding options

4. Click on Save Settings.

5. If you no longer wish to forward E-mails, change the Email Destination back to UA Google.

Please note: when forwarding is set outside the Exchange/Outlook server, we do not retain a copy of the message on the UAS Email Server.

UA Google

The Statewide Office of Information Technology has supplied instructions from Google about connecting your mobile devices.  Please note: to connect to a UA Google account enter username@alaska.edu as your username/email.  

  • Go to Settings > Mail, Contacts, Calendars > Add Account > Google
  • Under Enter your email, use your username@alaska.edu, click Next
  • Enter your UA Username and Password
  • Click Save
  • Go to Gmail app
  • Click Settings in the lower-right corner
  • Click Add Account
  • Click Existing, and input username@alaska.edu and password
  • Click the Next Arrow
  • Sign into the Google page using UA credentials

Alternatively

  • Go to Settings
  • Click Accounts
  • Click Add account
  • Input username@alaska.edu and password
  • Click Next
  • Confirm settings
  • Go to Mail app
  • (If this is your first time accessing the Mail app, skip the next step)
  • Click the ... button, click Add email account
  • Click Google
  • Click Connect
  • Enter Email, click Next
  • Enter UA Credentials, click Sign In
  • Click Allow
  • Enter your Name, click Sign In
  • To configure your account:
    • Click the ... button, then Settings
    • Click Sync Settings
    • To determine how often your phone checks for new mail
      • Under Download new email, set to your preference
    • To determine how often your phone checks your calendar
      • Under Sync contacts and calendar, select your preference
    • To have access to all of your mail, or just the newest
      • Under Download email from, select Any Time or your preference
    • Click the Check button to save changes

Exchange

There are countless devices that are available on the market, and while many will work with our new Exchange server, some will not. Below are the developing guidelines for setting up your mobile device. 

General Settings

Many smart phones and other devices (tablets, etc) can connect to our mail server. If possible, you will want to configure your connection as an Exchange connection to have access to the additional features such as calendar or contacts. 

  • Preferred Connection Type: Microsoft Exchange Server
    • Alternative Connection Type: IMAP 
  • Server: mail.uas.alaska.edu (may prompt to verify certificate)
    • Alternate Server Name: mailgw.uas.alaska.edu
  • Username: UA username (see Elmo)
  • Domain: UA

iPhone / iPod

iphone / ipodiPhone Screenshots HERE

Configuring your iPhone/iPod Touch to access Exchange These steps will enable your iPhone/iPod Touch to connect to the Exchange server enabling you access to Email, as well as (if interested), the exchange calendar and contacts. These instructions were created on the new iPhone 3Gs with software version 3.0.1. If your iPhone/iPod Touch has a different version of software, these instructions may not look precisely the same, but should still work.

If you have questions, please contact the Help Desk.

  1. From the start page, click on the Mail icon. Please note that if you have set up other mail accounts, you will need to go to Settings > Mail, Contacts, Calendars > Add Account…
  2. Click on the Microsoft Exchange icon option
  3. At the Exchange page, enter your information as follows:
  • Email:
    • Staff & faculty can use firstname.lastname@uas.alaska.edu
    • Students will need to use username@uas.alaska.edu)
  • Domain: ua
  • Username: <your UA username as found through ELMO>
  • Password: ********
  • Click Next
  1. Enter the Exchange server information:
  • Server: mailgw.uas.alaska.edu
  1. The Exchange account should be verified and continue onto further settings:
  2. If you would like, turn on the Contacts & Calendar syncing:
  • Slide the Contacts switch to On
    • NOTE: If you would like to keep the existing contacts on your phone, click Keep on iPhone. (The ability to keep both local and exchange details only appears to be available on phones with the iPhone 3.0.x software.) If your phone doesn’t have a “Keep on My iPhone” button, you may want to update your phone via iTunes.)
  • Slide the Calendar switch to On
    • NOTE: If you would like to keep your existing local calendar on your phone, click Keep on iPhone. (The ability to keep both local and exchange details only appears to be available on phones with the iPhone 3.0.x software.) If your phone doesn’t have a “Keep on My iPhone” button, you may want to update your phone via iTunes.)
  1. Your iPhone should now be connected to Exchange. By default, the exchange email, contacts & calendar will be pushed from the server to your phone meaning that it will update automatically as new items are available.
  2. Enjoy!

Simply update your Email Destination in ELMO:

  1. Sign into ELMO
  2. Click change beside Email Destination
    1. If you have not yet set this, it will ask you automatically
  3. Set your preferred mail address
  4. Click Save Settings
  • UA Google is the standard email, accessible at http://google.alaska.edu.
  • Other will redirect to any other account you enter (personal email address).

From this point forward, all mail you receive at any University address will redirect to your preferred address.  You will no longer receive mail at your University mailbox if this forwarding is set elsewhere.  We recommend testing the forward function by sending your UAS account a test message. (Keep in mind that a typo in this process could result in either bounced, or misdirected/lost email messages.)  

In ELMO, simply change your Email Destination to UA Google.  This will change the redirect to http://google.alaska.edu, instead of a personal account. 

First, run the Google Apps Sync tool.  Go to the Start Menu > All Programs > Google Apps Sync > Set up Google Apps Sync user.  If you do not see google apps sync, download it here: GASMO.  

Enter your UAUSERNAME@alaska.edu and click Continue.  Click Allow when prompted in your browser.  Click Create Profile (if you choose to migrate content off the old Exchange server, please visit this page for instructions: Google Migration).  

When completed, you will be prompted to select a profile when Outlook opens.  By default, this is named "USERNAME@alaska.edu - Google Apps."  A Synchronize Status window will appear, displaying the status of Outlook connecting with the Google server.  This may take some time, depending on the amount of email present.  

Webmail

To access your shared email account, please use the following link to use webmail for the shared account: 

http://mail.uas.alaska.edu/owa/SHARED-ACCOUNT@uas.alaska.edu

where "SHARED-ACCOUNT" is your shared account email address.

I.E. http://mail.uas.alaska.edu/owa/helpdesk@uas.alaska.edu

Outlook

If you have a departmental shared account you can add it to Outlook through these steps: 
  1. Go to Tools > Account Settings... 
  2. Under the Email tab, choose the your "Exchange" account, click Change... 
  3. Click More Settings... 
  4. Click the Advanced tab
  5. Click on the Add button, enter your shared email account ("helpdesk", "admissions", "career services", etc.) and then click OK.
  6. Click next and finish to close the wizard to return to Account Settings panel.

Email passwords are the same as any other UAS password. To change your UAS password, go to Login Help (ELMO) and reset the password for all your UAS computer accounts.

To have your email automatically know the recipients address with only typing their name, you’ll need to be connected to the LDAP server. Here are the steps to connect to the UAS and UA Statewide LDAP services.

  1. Open Outlook
  2. Select the File menu at the top of your window.
  3. Under Account Information, click "Account Settings," then select "Account Settings..." from the option choices
  4. In the Account Settings window, select the "Address Book" tab, then click "New..."
  5. Choose "Internet Directory Service (LDAP)", then click "Next" at the bottom of the window.
  6. For Server Name, enter ldap.uas.alaska.edu 
  7. Click both check boxes, and enter your UA credentials
  8. Click "Next" at the bottom of the window.
  9. Restart Outlook when prompted.

Contacts in Google are accessible through the webmail interface.  (Outlook users should use LDAP.)

  1. Log in to Google
  2. Click the Mail drop list in the upper left
  3. Select Contacts

This page lists all of the contacts created by your account.  If you migrated from Exchange, you may have many duplicate entries.  

Unfortunately, some contacts may be lost during the migration process.  You will need to rebuild these contacts manually. 

These "bounced back" email errors occur when messages can not be delivered to an email account.  This message will usually explain why the message was undeliverable and who the recipients were.  If this is not clear, please forward the message as an attachment to the Helpdesk (helpdesk@uas.alaska.edu).  We will be happy to help resolve the problem.

To forward a single message as an attachment, go to Message > Forward as... > Attachment. 

Vacation messages can be added and removed from the webmail interface. Simply follow these steps: 

  1. Log into webmail (http://google.alaska.edu)
  2. Click on the Gear icon in the upper right
  3. Select Settings from the drop menu
  4. Locate Vacation responder along the side
  5. Set the First day (and optionally Last day)
  6. Edit your vacation message
  7. Click the button to turn Vacation responder ON
  8. Click Save Changes

To remove Auto-reply or Vacation message, simply click the button to turn Vacation responder OFF.

Students will want to use the syntax of username@alaska.edu as the address that is given to friends & family. 

Users with existing username@uas.alaska.edu accounts will still receive emails sent to these addresses until the Exchange server is taken out of service.  There is currently no timeline for when this will be done. Faculty with existing first.last@uas.alaska.edu vanity addresses will also receive mail sent to this address.  Initially, these addresses are configured as their names are stored in the university information system (Banner), but can be altered to fit preferred names (Tom vs Thomas, etc).

UA Google

  1. Click the Gear icon in the upper right
  2. Select Settings from the drop menu
  3. Locate Signature from the list of options
  4. Click the button beside the text field
  5. Enter the text of your signature
  6. Click Save Changes at the bottom of the page
Outlook
  1. From a new email, select the Insert tab
  2. Click the Signature button, and select Signatures from the menu
  3. Click New to make a new entry
  4. Enter a name and click OK
  5. Select Test from the top box, and enter the text of your signature in the bottom box
  6. Click OK

Exchange Webmail

  1. Click the Gear icon in the upper right
  2. Select Options from the drop menu
  3. Click Settings from the left navigation bar
  4. (Click the Mail tab, if not already selected)
  5. Enter your Signature in the text field

Google Mail recognizes that the incoming message is identical to the copy in your Sent Items and ignores the duplicate. This is a part of Google's threading feature in the web client when you post a reply, your reply is threaded in with other's responses. This is a system feature and can not be disabled.

Sent emails can always be views in the Sent Items label.

Mail in your Junk folder will be automatically deleted after 30 days.

EOP Junk Mail settings are configured through Outlook or the Outlook Webmail App. Non-Outlook users may configure their junk mail settings (like whitelisting/blacklisting emails) by either using Outlook Webmail or switching to Outlook.

When sending from Webmail, sent messages are automatically saved to the folder Sent Items (Exchange) or Sent Mail (Google).

To check your quota and used space, sign into Exchange webmailvia Internet Explorer; this will give you a "premium" view which shows your folders in the left-hand pane. Simply hold your mouse over your name (or the shared account name) to see information about your quota usage.

UA Google has unlimited space.

To connect to a shared email account:

  1. Visit the Exchange webmail page
  1. There, update the URL (in the address bar) to:
  • http://mailgw.uas.alaska.edu/owa/sharedacct@uas.alaska.edu
  1. Simply update "sharedacct@uas.alaska.edu" to reflect the address of the shared account you wish to access, for instance:
  • http://mailgw.uas.alaska.edu/owa/helpdesk@uas.alaska.edu
  • http://mailgw.uas.alaska.edu/owa/registrar@uas.alaska.edu
    or 
  • http://mailgw.uas.alaska.edu/owa/provost@uas.alaska.edu
  1. Next, use your personal login (UA username and password) to authenticate.
 

Can't find the answer?

Search the Helpdesk site.

Contact the Helpdesk

(Helpdesk)
907-796-6400

(Toll Free)
877-465-6400

(General Information)
907-796-6452

helpdesk@uas.alaska.edu

 

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