Email submission & relaying

Related pages

Email relaying is a specialist service that can be used:

  • as an email submission service by devices or specialist software that need to create and send email messages but can't do so using Google's mail servers
  • to relay email between the outside world and a specialist mail system on campus

Overview

Email submission service

Eligibility

Email submission can be used by anyone who needs to set up and configure devices or specialist software needing to use its message submission facility. No special request or authorisation is required.

If you have devices (eg printers with scan-to-email functionality) or specialist software needing to create and submit email messages, you can use the email submission service.

This service can be used when the device/software does not support the "Authenticated SMTP" protocol required by Google's mail service, or where it isn't appropriate to embed a username and password.

This service works with all mail clients connected to the Campus Network that support SMTP for submitting their messages.

Software should be configured to connect to (in decreasing order of desirability):

  • port number 587 (for TLS encryption with authentication)
  • port number 465 (for pre-established SSL encryption with authentication
  • port number 25 (for unauthenticated connections, switchable to optional TLS encryption)

Please note: conventional email programs on desktop and mobile devices must use Google's mail service when sending messages.


Email relaying service

Eligibility

Email relaying must be requested by the administrator of the specialist mail system.

In limited cases and by special arrangement, you can request to relay email between the outside world and a specialist mail system on campus.

The service accepts messages up to 34MB in size (roughly equal to a small message with a 20MB file attached) and relays them for onward delivery.

A basic virus-scan of email attachments is carried out.

The email relaying service works with all mail server systems supporting SMTP for exchanging emails and uses port number 25 exclusively.


Virtual email domain

Eligibility

A virtual email domain can be requested by the administrator of a specialist mail system on campus when preparing to transition their service over to the University's central Google Mail service.

If you are currently running your own private mail server and are transitioning to the University's central Google Mail service you can request a virtual email domain be set up.

We create this from a one-off snapshot of your users' current email addresses and map them to equivalent "@york.ac.uk" addresses.

This enables you to decommission your private mail server and change to "@york.ac.uk" addresses, whilst ensuring the old form of your addresses continue to accept and deliver incoming messages.

This facility is an add-on to the email relaying service.


How to request

To request email relaying or a virtual email domain, please contact the Library & IT Help Desk.

  • Creation, modification or removal of relaying for a specialist mail system on campus takes five working days
  • Creation, modification or removal of a virtual email domain and/or its address entries takes five working days

Help & troubleshooting

Library & IT Help Desk

If you're having problems with email submission and relaying, get in touch with the Library & IT Help Desk.

Our commitments

Service status Live and supported service.
Hours of service 24/7
Service support For help and support with this service, contact the Library & IT Help Desk.
Hours of support Help from the Library & IT Help Desk is available 9am to 5pm, Monday to Friday.
Target availability

General IT Services targets:

Our performance

Our service standards have been produced in consultation with our customers, and monitor the quality, timeliness and access to facilities and services:

Complaints procedure

If you wish to give us general feedback on this service, please see our Feedback page for ways to get in touch.

If you wish to make a complaint, please see our complaints procedure.

Your responsibilities

We expect you to keep us informed about changes to your contact details.

For the email relaying service facility, you should inform us of any changes to their mail system setup, in particular to its DNS name and/or IP address.

For the virtual email domain hosting facility, we expect you to work with us periodically to review your list of email address mappings to identify and remove those no longer needed, and update any that are incorrect.