Email

Email is provided centrally by IT Services, The University’s instance of the cloud-based Microsoft Office 365 service is called Nexus365. This provides email, calendaring and access to a number of other Office 365 applications including OneDrive for Business, Teams, Forms, Delve and Skype for Business. When getting started with Nexus365 please ensure you know how to access your email via web interface, or via email client software such as Outlook and Thunderbird, which is specific to each client computer, or via mobile phone app. Please also take time to investigate all the Office 365 applications, especially downloading and installing the apps for Teams and OneDrive onto your computers and mobile phones.

All members of Department must have a University e-mail SSO (single sign-on) account and should use their University email address for university correspondence. Undergraduate students are registered by their colleges and have a college address (in the form firstname.lastname@college.ox.ac.uk). Postgraduate students have a college address (in the form firstname.lastname@college.ox.ac.uk) plus a Department address (firstname.lastname@materials.ox.ac.uk) and both addresses are delivered to the same account. Department staff without College affiliation just have a Department address (firstname.lastname@materials.ox.ac.uk). University email addresses can be looked-up using the Oxford University contact search web-page.

Contact help@it.ox.ac.uk if you have any queries about your email addresses such as wanting to have aliases set up to reflect the name by which you are more commonly known (for example Tom instead of Thomas).

It is most likely that you will check e-mail from your own computer or a general computer provided within your group. However, there are many terminals provided in the IT Services building (13 Banbury Road) and you can also use the department facilities such as the teaching laboratory computer suite, the computers in the Library, or the general use computer in Begbroke (upstairs in Hirsch South Extension).


Email Etiquette

A review of problems with email communications within the department has highlighted the following areas:

  • Please write messages clearly and concisely. A lot of time is wasted scanning messages for key facts.
  • Please do not blindly forward messages without first editing the content to be clear and concise and to take account of the new intended recipient(s).
  • Please avoid using attachments for simple information that could be in the text of the email.
  • Please try to avoid using formatted text. (Note that many browsers can be incorrectly configured to automatically send all messages as formatted text which then appears as an attachment to some people. People encountering these problems should alert either IT staff or the senders who are probably unaware of the problem.)
  • MOST people can cope with Word attachments, but for some users this requires several minutes of messing around since not everyone uses a PC/Mac with MSWord to read their mail. Please be considerate. (large attachments >10Mb should be distributed as a link using the webupload facility to avoid filling the recipient's mailbox)
  • Most people ignore automatic requests for notification or receipt, so please do not use them! If you require confirmation of receipt, ask for one in the message.
  • Please use vacation message (out of office) settings if you are not checking mail for more than a couple of days. It helps people know that they are not going to get a reply to their urgent message. However spammers do use vacation messages as confirmation that their address lists are valid.
  • Please would Admin Staff / Committee Chairmen try to avoid duplication of circulations by both email and paper, or at least notify if paper copy will follow the email.
  • Ignore / immediately delete unsolicited junk mail or financial scams. See advice on automatic filtering of junkmail
  • Hoax virus notification messages are common. Do NOT follow 'disinfection' instructions unless you are sure of the authenticity of the advice. If unsure forward the message to a member of IT staff
  • Please note that Department Mailists are intended for circulating information relevant to the department. They should not be used for advertisements or personal messages without prior authorization.
  • In order to reduce the number of messages sent to all members of department via the notices maillist please consider circulating the information via the weekly departmental newsletter.

Users may also like to read the IT Services email netiquette advice.