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What Happens to My Employee Mailbox After I Leave the University?

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Article Number : KB0014748
Published on : 2020-01-17
Last modified : 2020-01-17 13:37:45
Knowledge Base : IT Public Self Help

What Happens When I Leave the University?

In accordance with section 4.1 of the Information Resources Use and Security Policy, when your affiliation of Current or Future Faculty/Staff changes to Former Faculty/Staff, you will no longer have access your mailbox as your eligibility will have changed; however, you will be given a period of time (about 30 days) to request access to the mailbox, retrieve its contents, and forward any relevant information to your personal account. After that 30 day period, your mailbox and its contents will be permanently deleted. 

When a user is no longer eligible for a mailbox a message is sent to the user’s Exchange account and official email address in TED. 

UT System currently requires unaffiliated accounts be purged every quarter per UTS165 Standards.


What Do I Do If I Want to Keep My Messages When I Leave?

Although the email address cannot be kept, a user can request the contents of their mailbox be exported and sent in a .pst file before they leave the university by emailing Former supervisor approval is required.


What If Customers/Clients Are Still Sending Mail to a Deleted Mailbox?

All contacts that were previously sending mail to the address should be notified by the owner that the address will no longer be in use and provided with an alternate contact address. However, in cases where the mailbox is already deleted but important mail is still being sent to it, certain individuals may request that mail be forwarded to a new location. To maintain the confidentiality of the account information, when getting access to another individual’s account approval from the Information Security Office is required and granted on a case-by-case basis. If access is needed, please make a ticket by emailing and the UT Service Desk will forward the information to the ISO. Due to the nature of the request, only supervisors of the original account owner are allowed to submit these requests.


What if I have a personal UTmail Mailbox?

If you have future,current, or former student affiliation then you are eligible for a UTmail mailbox.Personal UTMail accounts will continue to exist.


For any questions, please contact the UT Service Desk at 512-475-9400, or stop by first floor lobby of the Flawn Academic Center (FAC) for walk-in service.




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