The University's email service for all staff and students is provided by Google Apps.
Log in to Google Apps with your York email address and password.
All members of the University are automatically given a personal email account.
You'll automatically get an email account when you register your IT Services account:
Access your email using the Google Mail web page, or by installing the app for your phone or tablet:
Your email account has unlimited storage space.
Find out more about using these Google Mail features, and more, on our Google Apps site.
A non-personal account can be requested to provide you with a separate 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
The owner of a non-personal account can request it be set up with email providing only they know the account's password. Other people can then be given delegated access. Contact the Library & IT Help Desk to request a new account, or an update to an existing account.
If you need a custom email address for your account, contact your Departmental Computing Officer, who will pass your request to the Library & IT Help Desk on your behalf.
Please allow three working days for these requests for new accounts or custom email addresses to be processed.
To change your preferences, click the gears icon at the top of any Google Mail page and select Settings.
Labels and Filters tabs
Archiving lets you tidy up your inbox.
When you select to archive a message, it is moved from your inbox to the All Mail label.
Any message you've archived can be found by:
When someone responds to a message you've archived, the conversation will reappear in your inbox.
IT Services guide to spam
Google Mail automatically moves spam out of your inbox, applies the spam label and deletes it after 30 days.
You can see all spam messages by selecting the Spam label on the left pane. Check your spam folder regularly to make sure incorrectly labelled messages aren't lost.
If a spam message arrives in your inbox, select the message, then click the Spam button.
If a legitimate message is incorrectly labelled as spam, select the message and click the Not spam button.
If you find that some senders' messages are consistently being mislabelled as spam, you can prevent this by adding their email addresses to your Contacts list.
If you click your Spam label and open one of the messages, you'll see a message at the top with a brief explanation about why that particular message was placed in Spam. Use this information to protect yourself from potentially dangerous or fraudulent messages and to better understand why a message was or wasn't marked as spam.
Here are some of the explanations that you might see:
We strongly recommend using the web interface to access Google Mail, as it allows you to make full use of all the features including full integration with Google Apps.
When you're on the move, use one of the apps available for phones and tablets:
If you're more familiar with Outlook, Google provide advice on moving to Google Mail, including a features comparison:
We also have instructions for anyone wishing to use Outlook, or other applications, but you should be aware that this will reduce functionality:
You may wish to move between multiple Gmail accounts. This could be because you're using a non-personal University account, or because you have a non-University Gmail account. Google's multiple account feature allows you to remain logged-in to multiple accounts, and switch between them quickly.
You are advised to use this feature with caution - for example, ensure that you check which account you are using before you send email. Many people set different themes so they can see at a glance which account they are using.
Note for Android users: When you set up a personal (not work-owned) Android phone or tablet that you intend to use with multiple accounts, it's important that you connect it to your personal Google account before you connect it to your University Google account. If you connect to the University account first, your Google Play account and other facilities will be linked to the University account, so you'll lose access to apps and other content if you leave the University.
Find out what happens to your email account when you leave:
Help from Google
Google's getting started tutorial provides a basic introduction to Mail's features.
Help from IT Services
The IT Services Google Apps site includes hints, tips, video tutorials and details about our popular Google Knowledge Sharing events:
If you're having problems using Google Mail, get in touch with the Library & IT Help Desk.
|Missing features or strange behaviour when using the website||
Google Mail can be accessed from most web browsers, and is also available via Android and iOS apps.
The Google Mail web interface is supported by the current and prior major releases of the Chrome, Internet Explorer, Safari and Firefox desktop web browsers.
Mobile web browsers must meet certain minimum requirements of functionality.
Using Google's Chrome web browser gives the most complete and feature rich experience, including the ability to set up Google Mail Offline for when Internet connectivity isn't available.
Further information can be found in Google's help pages on Supported Browsers.
|When I click someone's email address on a web page, Outlook opens.||
You need to set your web browser to open email links in Gmail.
|Legitimate mail is marked as spam.||
If you find a message wrongly classified as spam, select it, and click the Not Spam button. This will automatically move it to your inbox.
If you find that some senders' messages are consistently being mislabeled as spam, you can prevent this by:
|I sent a message to myself/to a mailing list, but I didn't receive a copy of it.||
If you send a message to a mailing list or CC it to yourself, you won't receive a copy in your inbox, but you will still be able to find it in your Sent Mail folder.
|I can't send an attachment as the file is too big.||
The maximum attachment size is 25MB. If your file is larger than this you can:
|I can't connect from China||
See: Data & security
|Service status||Live and supported service.|
|Hours of service||24/7|
For help and support with this service, contact the Library & IT Help Desk.
As part of the Google Apps for Education suite this service is entirely owned and managed by Google, who will monitor for, identify and fix all faults.
|Hours of support||Help from the Library & IT Help Desk is available 9am to 5pm, Monday to Friday.|
General IT Services targets:Google Apps Service Level Agreement
|Service Level Agreement|
Our service standards have been produced in consultation with our customers, and monitor the quality, timeliness and access to facilities and services:
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.
We expect you to: