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Digital IT

Email

Student Email

Your university email account is accessed by logging into the Microsoft service portal https://login.microsoftonline.com/ using the email address and a password - initially supplied to each student when they join the University.

The Student Email service is part of the Office365 suite of products provided by Microsoft®. Please review the Office365 service description to learn more about the additonal features.

Staff Email

The Staff Email service provides business email accounts* for University staff, and for certain classes of University Associate where required—for example, office-based agency staff, external examiners, Artists in Residence, … In addition, functional email accounts/addresses (relating to  business functions rather than individuals), distribution lists and SMTP email accounts can be set up as part of this service.

*Includes calendar functionality

Reporting Abuse

If you receive any email from the University of Salford, which you believe to be abusive or deceiving, please forward it to abuse@salford.ac.uk.

University staff, and Associates who have a legitimate requirement, are eligible for a University business email account.

Obtaining and Accessing Your Email Account

If you are eligible to have an email account, one will normally be created for you at the time when your main University IT account is created (see the User Accounts Service Description). Depending on how your login account is created, you should be informed of your email address as part of the creation process. Your email account will include a total of 1 gigabyte of storage space for email messages (new and saved), calendar  appointments and other relevant information.

Once you have an email account, there are several means by which you can access it. Whichever you choose, you will at some point be required to enter a username and password in order to gain access to your email folders (inbox, etc.) and your calendar. The username you enter will be the same as* your University  IT account username; the password is the same as your University IT account password—see University IT Account.

*If you are asked for a username during the process of connecting to your email account, enter this in the form: ISDADS\yourusername.

You can access your email folders and calendar:

  • From on-campus, using the Microsoft Outlook client (commonly known as ‘Outlook’)—this is a component of the Microsoft Office suite of applications; it is installed as standard on most university-supplied PCs. Before you can use ‘Outlook’ on any particular PC, you will need to set up a ‘profile’; once you have done that, then whenever you start Outlook you will be connected automatically to your email folders and calendar. If you are unsure how to set up an Outlook Profile on a Campus PC, simply contact the ITS Service Desk who can either set it up for you remotely, or can guide you through the process.
  • From off-campus, using the Microsoft Outlook Client—If you use your own PC or a University laptop PC to access your University email from off-campus, it is usually possible to use Microsoft Outlook in a similar way to how you would use it on-campus, by setting up an Outlook Profile. If you are unsure how to set up an Outlook Profile from off-campus, contact the ITS Service Desk who will normally be able to guide you through the process.
  • From off-campus using ‘Webmail’, accessed via the Remote Access Portal. For guidance on the use of Webmail, consult the Outlook Web Access guide in the library of Computing User Guides
  • From a personal mobile phone or tablet.

It is sometimes appropriate for business functions—e.g., University library—to have email accounts whose addresses look something like ‘library@salford.ac.uk’. Accounts of this type are known as functional email accounts. As well as (or even instead of) being used for email, functional accounts are sometimes used to provide shared/departmental calendars, which can be used, for example, as appointment diaries.

A functional email account should be requested by the director, manager or leader of the relevant business function, via the IT Service Desk; however, before requesting a functional email account:

  • Consider which group of university staff will need access to the account (for the purpose of reading and replying to emails, viewing/updating calendars, etc.).
  • Be clear on the purpose of the account.
  • Decide who will be the owner of the account. Once the account is created, requests for changes to the group of University staff who can access the account will be accepted only from the account Owner. The person whose details are provided when the account is requested will be deemed the owner. If a change of account ownership is required, please contact the ITS Service Desk
  • Refer to the functional email request format page for guidance on the structure of functional email addresses, then choose an email address for your functional account. Note that it may be necessary to modify your choice later in the process; for example, if it is the same or confusingly-similar to an existing address.
  • Each person who is granted permission to access the functional email account folders/calendar will need to make these visible within the folder pane in their Outlook application—and also within their webmail: see Accessing other accounts from Microsoft Outlook or Webmail.
  • Be aware that your functional account will include a total of 1 gigabyte of storage space for email messages (new and saved), calendar appointments and other relevant information. The person responsible for managing the functional account will need to familiarize themself with email management procedures—including archiving—in order to make efficient use of this storage space.

If, having acquired a functional email account, you find that you are unable to establish a satisfactory archiving arrangement due to the volume of email traffic or other business constraints, please contact the ITS Service Desk who will ask you for a short, written business justification for increasing the account’s allocation of storage space.

Adding to/removing from the group of people who can access a functional email account

The account owner should contact the ITS Service Desk to add members to, or remove members from the group of staff who can access a functional email account.

An email distribution list is literally a named list of email addresses. When you compose an email, you can enter the name of the list in the ‘To’ (recipients) field; then when you send the email, it will be sent to all the addresses contained in that list.

Although it is possible to create your own private distribution lists (sometimes called Contact Groups) using Outlook, it sometimes makes sense to use shared distribution lists in cases where multiple staff regularly need to send emails to defined groups of recipients. Because of the need for increased control, shared distribution lists are created by IT Services on request.

If you need to have a shared distribution list created, then once you know all the recipient email addresses you need to include in the list, log this in My IT Desk or send an email to the its-servicedesk@salford.ac.uk to request its creation; however, please note:

  • You can use a shared distribution list only when you are sending from a university staff account. The names of all shared distribution lists are included in the Global Address List, which appears when you click on the ‘To’ button in Outlook, or in Webmail (accessed via the Remote Access Portal).
  • Only university of Salford email addresses (...@salford.ac.uk or …@edu.salford.ac.uk) can be included in a shared distribution list.
  • You need to decide on a name for your distribution list, however certain naming constraints apply – see the Staff email distribution group-name format guide for details.
  • When you request a new shared distribution list, you will need to specify name(s) of list manager(s). Once the list is created, requests to have addresses added to/removed from the list will be accepted only from a designated list manager.

Adding addresses to/removing addresses from an existing distribution list

The designated list manager should contact the ITS Service Desk to have addresses added to or removed from an email distribution list.

An SMTP account is one that allows email messages to be sent directly from a software application without the need for an email client like Microsoft Outlook. The message transfer takes place between the application and the University’s SMTP server, over a TCP connection, using the Simple Mail Transfer Protocol. Associated with every SMTP account is a unique SMTP username and a password. Whenever the relevant software application needs to send one or more email messages, it first starts a session by authenticating to the SMTP server using the ‘SMTP AUTH’ username and password, after which one or more mail transfer transactions can then take place.

An SMTP account can be requested via the ITS Service Desk.

Although the university's email system incorporates advanced security features, it is important to understand that email security features are never guaranteed to detect all malicious or otherwise-undesirable emails; it is therefore vital that email system users remain vigilant when handling incoming emails—see the IT Security Advice pages.

Messages which, as a result of the University email system's security features, are detected as being offensive are either prevented outright from being delivered to the intended recipient, or they may simply have an offensive attachment removed.

You can always contact the ITS Service Desk for assistance with email and Outlook issues; however, self-sufficiency with regard to email management can significantly improve your productivity (and stress levels). Refer to the Microsoft website for further guidance.

If email access stops working from your mobile phone or tablet, it is usually because you have recently changed your main login account password (which is used also for connecting to your University email account). Whenever you change your login account password, the password stored in your mobile device—which the device uses to connect to the University’s email server—will always need to be manually updated to match it. Go to the appropriate guide if you are not sure how to do this: