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Email accounts are created automatically for every UIS student and employee when the campus NetID is created. Microsoft Outlook is the most widely used email client on campus and is installed on nearly every office computer, both Windows and Macintosh, available anywhere through Webmail, and mobile devices.

Information about UIS Email Accounts

Size & Limit

  • Students: 1 GB
  • Faculty/Staff: 5 GB
  • Departments: 1 GB
  • Emeritus/Retirees: 2 GB
  • Individual mail size limits: 30 MB for the entire message + attachments, headers, subject

Mailbox management

  • Cleaning up deleted items / sent items folders
    • If you delete items that you wanted to keep, we can not restore them. We back up the Exchange database as a whole, as a protection against disaster. It’s impractical to restore an entire Exchange database to restore a single mailbox. The good news is that Exchange doesn’t really delete mail items until 30 days after you’ve told it to. It first keeps deleted items in a special folder called Deleted Items. After the Deleted Items folder is emptied, items are held in a dumpster for 30 days, and you can usually find missing items there.
    • Recovering Deleted Items in Outlook –
      1. Click on the Folder tab then Recover Deleted Items
      2. Click the message you want to recover, and then click Recover Selected Items
    • Recovering Deleted Items in Webmail –
      1. In your email folder list, right-click Deleted Items, and then click Recover deleted items
      2. Select the item you want, and then select Recover
  • Create and use Outlook Personal folders [.pst files]
  • Move attachments to cloud services [Box]

To learn more about Mailbox Management please review the Outlook Folder Management information.


  • Students: 3 semesters after their last semester of enrollment (see User Account Lifecycle for NetIDs for more details)
  • Faculty: 60-90 days after their last working day
  • Retiree: can keep their email if desired

Best Practices

  • Do not give out your password – EVER
  • Do not click on links or download files from people you do not know or do not have a reason to be receiving things from
  • Avoid 16 digit numbers. The mail system will think these numbers are credit card numbers and refuse to send the mail
  • When sending mail off campus, keep the number of recipients per messages low. Most spam filters will start to look suspiciously at mail messages that have over 200 recipients
  • Avoid spamming: Barracuda limits outbound mail to 100 recipients per 30 minutes from any one user. If it is over that, it will rate control the mail – meaning it sends it out very slowly

For more information about spam at UIS and email abuse please visit the Email Abuse page.

How to get people to read your email

  • Use the appropriate distribution group
  • Use a department address rather than your own (people will read and email from long before one from

Accessing and setting up your email on your devices

Setting Up Access to Other Mailboxes

If you have permission to another mailbox (for example, a department mailbox that you monitor), you can access that mailbox from either Webmail or Outlook.

To access the mailbox from Webmail,

  1. Log into Webmail as yourself.
  2. Click your name in the upper right corner, which allows you to open another user’s mailbox.
  3. Enter the email address of that mailbox, and click Open.
  4. To return to your mailbox, click the name in the upper right corner, enter your email address, and click Open.

To access the mailbox from Outlook,

  1. Open Outlook.
  2. Click the File tab, then choose Account Settings, then choose Account Settings again.
  3. On the E-mail tab, select your name, then click Change.
  4. Click the More Settings button.
  5. On the Advanced tab, click Add.
  6. Enter the email address of that mailbox, then click OK.
  7. Click Apply, then OK.
  8. Back in the Change Account window, click Next, then Finish.
  9. Close the Account Settings window.
  10. When you return to your mailbox, you should see both your mailbox and the other mailbox in the Folder list on the left side and can switch between them as needed.

To change the voicemail greeting on a department account:

  1. You first need know the PIN for the department account. If you do not know the PIN, please contact ITS Client Services for assistance is resetting it.
  2. Once you have your PIN, call 217-206-2000.
  3. Enter your department phone number (all 10 digits, XXX-XXX-XXXX). You may need to enter your 10 digit phone number twice.
  4. Enter your PIN, followed by #.
  5. Follow the prompts to change your voicemail greeting, found under Personal Options.

Training Resources

Printable documentation is available to assist users in the use of your UIS email. Training (either one-on-one or for a group/department) is available by request. Please contact Kara McElwrath at or 217/206-8237 to schedule a session.

Printable How-To’s

 Video Tutorials

Be sure to check out the course on Outlook Web App Essential Training, which provide high quality videos on using Webmail. For videos that coordinate with the above printable handouts, see below: