UD Gmail

About

A UD Google account is provided to all UD students, faculty and staff upon enrollment or employment. This account provides access to your UD Gmail as well as other Google services. Unlike a consumer Gmail account, this account is administered by UD, offered ad-free and offers unlimited email storage space.

Your UD Gmail address is in the format of <UD_username>@udayton.edu. In addition, you may have one or more UD email aliases that point to this address. Replies to any messages reflect your UD Gmail address by default.
 

Google Workspace Learning Center (Gmail) >>

Accessing your UD Gmail >>

Accessing multiple Gmail accounts using your UD Gmail account >>

Advanced searching options >>

Common Gmail Filters >>

Creating Email Templates >>

Delegating access to your UD Gmail account >>

Email sending limits >>

Remove formatting and additional formatting options >>

Request a shared mailbox for your group / department >>

Spam >>

Undo Send >>

Using Stars (green check mark, red exclamation, etc.) >>

 

Accessing your UD Gmail

You can access UD Gmail on your Front Porch tab at http://porches.udayton.edu.  Log in with your University of Dayton username and password, then look for the UD Email link at the top of the Front Porch.

If you forget your UD password, reset it at the Password Self-Service site.
 

Email sending limits

In an effort to fight spam and prevent abuse, Google sets limits on the amount of mail a user can send per day (2,000 messages) as well as the number of recipients per message (2,000 total; 500 external). After reaching one of these limits, a user cannot send new messages but can still receive incoming email.

If you need to send a large amount of mail, contact the UDit Service Desk to request a Google Group. This counts as one email address for internal recipients; however, if you send a message to a group, each external member is counted as one recipient.
 

Spam

Google’s spam management processes deliver all messages sent to your account. While some messages that appear suspicious are flagged and labeled as Spam, Google ultimately lets users decide and manage these messages on their own.

UD Gmail messages are processed using Google's native spam rules and filters. Spam messages are automatically deleted after 30 days, which allows you the opportunity to glance through these messages occasionally to make sure nothing was labeled incorrectly as Spam.

  • If messages are being labeled incorrectly as Spam, click on the Spam label in the left sidebar. Select the appropriate message and click on the Not spam button.
     
  • If spam messages are appearing in your Inbox, report them to Google by selecting the message and clicking on the Report Spam icon.
     

Creating an Out of Office / Vacation Responder message

You can set up an "out of the office" response in your UD Gmail settings that will automatically reply to anyone who emails you while you are out of the office. While the vacation responder is enabled, Gmail will send a response to anyone who contacts you. If that person contacts you again after four days and your vacation responder is still enabled, Gmail will send another vacation response to remind the person that you're away from your email.

Out of Office or Vacation Reply >>
 

Accessing multiple Gmail accounts using your UD Gmail account

You can use Google’s multiple account feature to access different Gmail accounts within the same browser.

If you open multiple accounts, the first account you use to sign in during that browser session will be your default account for the rest of that session. If you visit other Google products that don't support multiple accounts after you've signed in, you will automatically sign in to your default account for that product. If you sign out of any Google service while signed in to any account, you will be signed out of all your Google Accounts at once.

Sign into multiple accounts at once (Google Workspace Learning Center) >>

NOTE: If you enable the multiple sign-in feature, use caution regarding which account you are using to respond to any particular email (e.g., be careful not to send a business email from your personal account). We recommend that you login to your UD Gmail account before switching to another account.
 

Request a shared mailbox for your group / department

UDit can create a shared mailbox for your group or department to use to send and reply to messages using the group's email address rather than your own address. The mailbox can be delegated to up to 25 users who will be able to access messages and reply on behalf of the department’s email address.

  • Each shared mailbox has an identified Primary Contact who can authorize changes to the mailbox (e.g., settings, membership, etc.) as needed.
     
  • For NEW shared mailboxes, complete a Shared Mailbox Request >>
     
  • Contact the designated Primary Contact if you need access to an EXISTING shared mailbox. (The UDit Service Center has a list of Primary Contacts for all shared mailboxes.)
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Details

Article ID: 46933
Created
Thu 1/25/18 2:37 PM
Modified
Tue 5/11/21 4:00 PM