Prepare for One Mail at IU

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Overview

Indiana University will be transitioning to a single email domain, iu.edu, between now and the end of 2025. For more about the transition, see One Mail.

Timeline

Additional dates will be available in the following timeline as the transition progresses.

  • January 1, 2024: All new IU community members are offered iu.edu accounts only.
  • February 12, 2024: Each primary email address for individual (not group) email accounts in the iupuc.edu domain was administratively set to iu.edu.
  • February 19, 2024: Each primary email address for individual (not group) email accounts in the iuk.edu and iufw.edu domains was administratively set to iu.edu.
  • December 31, 2024: The iupui.edu and iupuc.edu domains will be discontinued.
  • December 31, 2025: All other campus domains will be discontinued.

What you need to do

  1. Identify what campus-specific email addresses you have at https://access.iu.edu/Email.
  2. If your primary email address is not already set to iu.edu, you can change it yourself, or wait for UITS to change it administratively on a date to be scheduled for each campus domain.

    To change your primary email address to your iu.edu address, visit Manage Your Email. With this change, your sent emails will come from your iu.edu address and your address in the Global Address List will be changed to your iu.edu address.

    For more, see Change your primary email address and set delivery for your email addresses.

    Note:
    Your calendar entries may momentarily disappear at the time of this change, but will be restored quickly.
  3. You can create a rule to automatically direct any emails sent to your campus-specific address to a separate folder, so that you can monitor the folder for action at your convenience. For instructions, see below.
  4. As this project progresses, you'll begin receiving weekly emails listing the "From" address of all messages sent to your campus email address. These weekly messages will help you identify senders you can notify that your email address is changing to iu.edu. To notify these senders:
    1. Open a new email message in Outlook. Enter "Email address change" or something similar in the "Subject" line.
    2. Select Options and then Bcc. From the message you received, copy and paste the email addresses of those you wish to notify about your email address change into the "Bcc" field.
    3. Add text in the body of your message to notify these recipients that your email is changing, for example:
      My email address is changing to username@iu.edu. Please update my contact information accordingly and send future email to me at this new address.
    4. When you're ready, send the message.
  5. Add a signature block to your email notifying your mail recipients that your email is changing to username@iu.edu.
  6. Be sure to update your eduroam login; see Connect to eduroam.
  7. If you have an account with Egencia (IU's preferred travel management system), follow the instructions to review and update your profile.
  8. Review and change any personal accounts (such as Netflix, Apple ID, utility bills, social media accounts, etc.) that use your IU campus-specific address as your login or email contact to use a personal email address.
  9. Review any external email lists you subscribe to and modify your subscription to your iu.edu email address.
    Note:
    Subscriptions on IU List will be changed administratively at the same time as the administrative primary email address change for your campus domain, and no action on your part will be required.
  10. If you have published research or have submitted research to a publisher for future publication, and your campus-specific address is listed, be sure to update your contact information with the publisher. For more, see below.
  11. When the preceding steps have been addressed, and you are certain you are no longer receiving mail you want to see at your campus-specific email address, you may choose to remove your campus domain address yourself at https://access.iu.edu/Email. If you do not remove it yourself, it will be removed administratively according to the established timeline. Once your campus domain email address is removed, mail sent to that address will generate a bounce message to the sender.

Update your contact information for published research

If your campus-specific address is listed in past or forthcoming research publications, the following suggestions will help you update your email address with the publisher:

  • Check the publication's website: Visit the website of the journal or conference where your paper was published. Many publications provide contact information for authors, and you may find details on how to update your contact information.
  • Contact the publisher: If your paper was published by a reputable publisher, contact them directly. Publishers often maintain records of authors and may assist in updating your contact information.
    Note:
    Graduate students should talk with the PI before contacting the publisher.
  • Collaborate with co-authors: If you have co-authors, check whether any of them can still be reached through the original email address or if they have information on how to update contact details.
  • Online researcher profiles: Create an ORCID iD, and make sure your contact information is up to date there. This can serve as an additional means of communication. Find more information on managing your research identity at Open Scholarship (IUB Libraries) or ORCID @ Indiana University Indianapolis.
  • Update your school or department faculty profile page: Update your contact info to list your iu.edu address as your primary contact, leaving your campus-specific address with a note that it is a previous email. This will help web searches connect you with your previous campus email address and any works, publications, or related materials.

Create a rule to collect email sent to a campus-specific address

If you like, you can create a rule in your Exchange account to route all messages sent to your campus-specific address into a specific folder in your mailbox, in order to more easily track and collect those messages:

  1. Open Outlook on the web and log into your account.
  2. From the More options menu ( More options icon) in the upper right, select Rules and then Manage rules.
  3. Choose + Add new rule.
  4. Enter a name for the rule that will remind you what it is, such as indiana.edu mail.
  5. Under "Add a condition", select Message header includes, and then in the prompt to the right, type your campus-specific address, for example username@indiana.edu (replacing "username" with your username).
  6. Under "Add an action", select Copy to. In the box to the right, scroll down to "Create new folder" and type the name of the new folder you'd like that mail stored in, such as indiana.edu.
  7. You can choose to stop processing more rules, or uncheck the box if you have other rules you'd like to apply to mail.
  8. At the bottom of the dialog, choose Save.

Get help

Your IT Pro or campus Support Center is available to assist you with any issues or questions you might have. Additionally, you can send questions to onemail@iu.edu.

This is document birs in the Knowledge Base.
Last modified on 2024-02-19 09:24:13.