Google Gmail (email)
Gmail is the University's email service for all staff and students, and part of Google Workspace.
- Students are given an email address with the format username@york.ac.uk.
- Staff are given a name-based email address format, normally in the format firstname.surname@york.ac.uk.
- Associate staff can choose a name-based email address when registering.
Key features
- Access emails on any device with an internet connection, including your computer, tablet or phone.
- Send attachments up to 25MB.
- Use labels and message filters to organise emails.
- Let others know when you're unavailable with out of office replies.
- Delegate access and allow someone (eg a personal assistant) to access your mail and send messages on your behalf.
- Schedule emails for later so they are sent at a more convenient time.
- Set expiration dates, revoke access at any time, and password-protect emails you send with confidential mode.
- A mobile app is available on Apple App Store and Google Play.
If you want to send attachments larger than 25MB, try Google Drive or the DropOff service.
Additional information
Non-personal accounts
A non-personal account can be requested to provide you with a separate email account. For example:
- to keep messages separate from the owner's personal account
- to make it easier to hand over the role from one person to the next
- to enable several people to monitor and manage the email account.
You can also request up to 25 custom email addresses. This allows you to have email addresses that are descriptive and easy to remember.
Your non-personal account can be set up to send messages so they appear to come from the custom email address.
How to request
You can request for a non-personal account to be set up with email functionality as long as you know the account password. You can then delegate access to the non-personal account so that others can use it.
To request a new account, update to an existing account, or custom email address, please contact IT Services.
We aim to turn around requests within three working days.