This post will outline the different options and services related to email in EPSS. For UCLA policy related to allowable use of both email services, please see this document: https://ucla.app.box.com/v/allowable-data-use-office-365

Google Apps

All UCLA community members are eligible for free google apps accounts, and email addresses with domain @ucla.edu and @g.ucla.edu. To learn more, and to set up yours, please visit: https://g.ucla.edu/.

Google apps accounts are lifetime accounts for all academic appointments, and students who hold a degree. UCLA also provides lifetime email forwarding for your @ucla.edu address. For account retention and access after leaving ucla, please see this page from IT Services: https://ucla.service-now.com/support?id=kb_article&sys_id=KB0010842

Department Email Accounts

Faculty, Researchers, Staff, and Postdoctoral Scholars in EPSS are all eligible for a departmental email account, (username@epss.ucla.edu) provided by Enterprise Messaging. While an individual has an active employment relationship with EPSS, this account will remain active. Unfortunately, due to the funding structure for these accounts, we cannot provide lifetime access to the departmental account after an employment relationship has been terminated. Only faculty members who retire from EPSS may keep these accounts after retirement from the university.

Graduate students may be granted a departmental email address if they are employed as a GSR or TA, however this is not a requirement. EPSS IT staff recommend that graduate students consider the implications of using a departmental email address as their primary email while at UCLA for the reasons outlined above (you cant take it with you). Please reach out to help@epss.ucla.edu if you need clarification.

Mailing lists

EPSS also works with Enterprise Messaging to provide mailing list capability to department members. These are available to all faculty, Researchers and Staff in EPSS. Grad students and student organizations should contact the helpdesk to inquire about options. All department members are added to a mailing list which they cannot leave (until graduation or separation ) for the purposes of department and other official communications. There are also many individual lists for Labs, interest groups, and interdisciplinary collaborations and initiatives.

To request a new mailing list, please email help@epss.ucla.edu with the following information:

• desired list address (@epss.ucla.edu)
• a responsible party in EPSS to act as “list owner”
• the ucla login of any administrators or moderators you wish to add.

Policy documents:

• UCLA electronic communications policy 410
• UCLA Procedure 455a, “cautions in the use of email”
• UCOP Electronic Communications Policy (Pdf)

This article will show you how to access the EOP tool on office.com, and how to allow and block specific addresses. EOP (Exchange Online Protection) is the new spam filter replacing the Barracuda appliance as the spam filter for All EPSS department email accounts. (both epss.ucla.edu and igpp.ucla.edu*)

*igpp.ucla.edu accounts that have not migrated off of the legacy Zimbra server will continue to use the barracuda appliance until the account is migrated to Enterprise messaging. If you have questions, please email helpdesk@epss.ucla.edu.

Access EOP.

The EOP tool is available in the Microsoft outlook desktop client application, and online through office365. this guide will cover using the tool via the web interface, as this method will work for all users in EPSS.

1. Sign into your department email account online via office 365, using these instructions.
2. After signing in, navigate to https://security.microsoft.com/quarantine to view quarantined messages and deliver or dispose of them.
3. For detailed instructions from Microsoft, please see here: https://docs.microsoft.com/en-us/microsoft-365/security/office-365-security/find-and-release-quarantined-messages-as-a-user?view=o365-worldwide

Mark senders as safe, or block senders

1. Sign into your department email account online via office 365, using these instructions.
2. Once you have signed in to office 365, please open the outlook application, from the left side menu:

3. click on the settings icon in the upper right corner of the screen (shaped like a gear).

4. Click on this icon, and at the bottom of the side menu that opens, choose “View all outlook settings”.

5. Click on “mail” > “junk email” to edit and view EOP settings.

6. From this view, you can click to add individual accounts to either the allow or block lists. accounts listed under “safe senders and domains” will not be marked as spam. YOU CAN ONLY ADD INDIVIDUAL ACCOUNTS TO THESE LISTS, NOT ENTIRE DOMAINS. If you need to allow all mail from a specific domain, please email the helpdesk (helpdesk@epss.ucla.edu) to request this, and EPSS IT will work with campus to create the entry. (an example: if emails from @physics.ucla.edu are regularly getting marked as spam)

Please Make sure that you have the option under “reporting” set to “automatically send reports” to make sure you know when messages are being flagged, and to be sure you don’t miss any important communications.

If you have questions, or problems using this system, please report the issue with as much detail as possible to helpdesk@epss.ucla.edu and the EPSS IT staff will do our best to resolve the problems.