You will have two addresses on the email system as follows. These addresses and your name details are set by Cardiff Met’s registration system. Unfortunately, you are unable to change the email addresses, however if you notice an issue with your name then you may contact the Academic Registry to change this.
a) student email@example.com e.g. firstname.lastname@example.org
b) email@example.com e.g. firstname.lastname@example.org
Should the name used on b) mean there is a duplicate address already registered then a number will also be used in the email address to make it unique email@example.com.
Please note the latter email address is subject to change. For example if you notice any spelling mistakes in your name then it will change. For this reason you are advised to use the email address containing your Student Number as much as possible.
How long will my Outlook Live account and my mailbox contents be available?
If you don’t access your account for 365 days, then all your messages, folders, and contacts are deleted. Incoming messages will also be sent back to the sender as undeliverable.
After you leave Cardiff Met your email account and its contents will continue to be accessible for a period of 1 year afterwards. You will need to access this by visiting mail.office365.com and signing in with your Office 365 username (firstname.lastname@example.org) and your last Cardiff Met password.
Are my email folders backed up by Microsoft and if I accidentally delete messages can they restore them?
Microsoft has a very resilient system in place so no information will be lost if there is a failure. If you delete messages from the deleted items folder then they will be permanently lost as Microsoft cannot accommodate individual restore requests.
What will happen the first time I logon to Outlook Live?
The first time you log on to Outlook Live you will need to provide some additional information to enrol in the system. This will be very similar to the registration you would normally go through on setting email accounts with Google, Yahoo and Microsoft. You will need to provide information such as a secret question and answer, an alternative email address and location information.
What can I do about Spam (Junk Email) on Outlook Live?
Outlook Live has comprehensive spam filtering and further information is available on the Microsoft website. Cardiff Met’s email addresses are automatically whitelisted so email from Cardiff Met should always get through.
Please note that Cardiff Met may automatically create entries in your Safe Senders list. For example surveymailer.com is added to ensure emails are received from the NSS Student Survey.
The Staff Email Service is hosted on Microsoft Exchange Server and accessed either through the Outlook client or through Outlook Web Access. Advanced features such as calendaring and mobile device access are now fairly heavily used.
Staff are generally allocated 2GB of storage for their mailboxes. Special purpose or departmental mailboxes will be allocated more storage on request.
What can I do about Spam (Junk Email) in Outlook?
Email at Cardiff Met is filtered for potential spam. The spam filtering software is configured to “flag” any potential spam and add the message “*****SUSPECTED SPAM*****” to the subject of that email message. It is not configured to block any potential spam as some messages may be legitimate. Users are advised to setup a rule inside their Outlook, which can move any message with *****SUSPECTED SPAM***** in the subject to their junk email folder. You can then check to make sure the message is in fact what you would consider as spam/junk, and then delete it as appropriate.
Email Rules & Regulations
Before sending an email consider whether it is really necessary. Are you able to find the information from elsewhere e.g. Portal or Web Site?
Make the tone of the message clear. Irony and humour may not be clear in an e-mail. Avoid sarcasm.
Messages should be respectful and friendly to recipients regardless of their role and status. Ensure you use an appropriate greeting and closure. Avoid ‘text speak’.
E-mails should be re-read from the point of view of the recipient and always assume that an e-mail message may be read by others.
Take particular care with remarks that may appear critical, as these may come across stronger than intended.
Don’t respond to an e-mail if you feel angry or annoyed.
Use proper spelling grammar and punctuation and don’t write in CAPITALS.
Only send or forward messages to those who have a real need to receive them. Ensure you are sending the message to the most appropriate person or persons.
It’s often difficult to prove a normal e-mail message has come from the person or organisation it appears to come from.
It’s advisable to use departmental addresses for business usage rather than personal ones. If someone leaves or is absent, then critical business messages will still get through.
If you are away then you need to make appropriate management arrangements for your e-mail. This could be done by use of Auto-Forward or Out-Of-Office. Should access to your mailbox be required for business reasons, whilst you are away from work, then this may be granted with relevant authorisation.
In forwarding a message, ensure that the message body doesn’t contain anything inappropriate and also it is sensible to check with the originator before increasing circulation.
Don’t reply to e-mails which ask for your user id and password. If you receive such an e-mail then it’s not from IT Helpdesk, as they would not ask for these by e-mail.
E-mail may not be the best form of communication for personal or confidential messages. Don’t use e-mail for agreeing to terms or for contractual commitments or for making representations.