General Information

An alias is defined as an alternate email name (e.g., an alternative to your username).

Your email account is defined by your IUP computing username. Your username is also your email address (username@iup.edu).  IUP has defined an email alias for all users. This alias can be used as an alternate email name for your IUP email as your email alias can be used instead of your username when others send you email.

Email aliases are displayed in the “email address” section of the IUP Directory.

Student Aliases

• Student email aliases will be assigned using the format F.M.Last####, (where F = First Initial, M = Middle Initial, Last = complete last name, and ### = sequential number beginning with null, 2,3,4, etc.). For example, the first John R. Doe will have the alias set as J.R.Doe; the second John R. Doe will have the alias set as J.R.Doe2.
• If a student has no middle initial, the alias will take the form FirstInitial.Lastname### (e.g., J.Doe). Numbers will be used as stated above.
• Students will not be permitted to change their email alias.

Employee Aliases

• Employee email aliases will be assigned using the format First.Last#### where First = complete first name, Last = complete last name, and ### = sequential number beginning with null, 2,3,4, etc. if more than 1 person has had that assigned alias. For example, the first John Doe will have the alias set as John.Doe; the second John Doe will have the alias set as John.Doe2.
• Employees can change their email alias one time unless the provided documentation on legal name changes. If an employee has a legal name change, they will be permitted to change their email alias.

When configuring an email client (e.g., Outlook or Thunderbird) be careful to use the correct email alias if you are changing the “From Address” from your username to your email alias.  Improper configuration can create issues when others reply to one of your messages.

Your email alias can be obtained using MyIUP or by searching for your name using the IUP People Search web page. On the IUP People Search web page, your email alias will be displayed as your email address.

An employee can change his email alias by logging into MyIUP and following the steps below. Students cannot change their alias unless they have had a legal name change. Please keep in mind that employees may only change their email alias one time. After the permitted change, only legal name changes can alter an employee’s email alias. 

If you have had a legal name change and your email alias needs to be changed:

• Students: Please contact the Registrar’s Office to process the name change. When making the request, also ask them to update your email alias.
• Employees: Please contact the Office of Human Resources to process the name change. When it has been processed and your new name appears in the online directory, please contact the IT Support Center to update your email alias.

For any email alias change, you will need to manually update your display name in the Outlook Web App (OWA) and any email client software that you use.

 To find your email alias:

Step 1: Log In to MyIUP

1. Open a web browser, and go to www.iup.edu/myiup.
2. Click on Sign into MyIUP.
3. Enter your username and network password in the appropriate text boxes, then click Login.

Step 2: Access Your Personal Information

1. After successfully logging in to MyIUP, click Personal Info.
2. Under the Personal Information portlet, select IUP computer account information for employees if you are an employee.  If you are a student, click on IUP computer account information for students.
3. You will see your computer account information, including username, initial password, network domain, and email alias. Record this information.
4. If you wish to change your email alias, go to step 3. Otherwise, click the Exit button to log out of URSA.

Step 3: Change Your EMail Alias (One Allowed Change for Employees Only)

1. From the screen which displays your computer account information, you will see “If you wish to change your email alias, please Click Here.” Select Click Here.
2. Carefully review the usage and criteria information displayed on the next screen. It is important that you read and understand this information, because you will only be permitted to change your alias one time.
3. Enter the email alias you wish to use in the appropriate text box.
4. Review the alias you’ve entered to be sure that you have not made any mistakes.
5. Select Change Email Alias. You will see a response message stating The email alias change request was submitted successfully.
6. The email alias request will be processed within one business day. Until it has been processed, please continue to use your original email alias. You can check to see if your email alias has been processed by searching for your record using the IUP People Search web page. The request has been processed when the new alias appears in the email address field.

No, you should always use your username to access your email account.

No, your username does not change, and you will still need to use your username to authenticate to the email server.

Renaming a file to include an extension that is not restricted is the easiest way to work within the requirements of attachment filtering. The steps below outline how to accomplish renaming files for an email exchange.

1. Click once on the desired file, then right-click and select Rename from the pop-up menu.
2. When the file name is highlighted, retype the file name with an extension that is not restricted. For example, the file “test.exe” would be renamed to “testfile-exe.txt.”
3. When you see the “Rename” dialog box, you will need to select Yes to rename the file.
4. Attach and send the file using your desired email client (e.g., Outlook).
5. The person who receives the message must rename the attached file back to its original name. Once they save the attachment to a desired location, follow steps 1 through 3 to rename the file.

To help protect the IUP network and its users, IUP does not permit delivery of email messages that contain high-risk attachments. Email messages that contain attachments of any of the file types noted below will not be delivered to IUP email accounts.

When such an attachment is encountered, the IUP email system will return the message to the sender with a note reporting that the message cannot be delivered because it contains a restricted attachment.

Please note that if you include a file of these types in a ZIP file, even though you rename the ZIP file per the renaming note, the attachment will still not send. You will need to use the file sender option.

When files with these extensions need to be exchanged, the sender and receiver can use one of the following options:

• See the FAQ below to rename the attachment
• Exchange files via a network drive.

FileSender is a service that allows you to share large files with other people via a web site, rather than sending the file via email, which is sometimes prohibited because of the file size. This service is available to all registered students, faculty, and staff members.

A Guest Voucher feature allows IUP account holders to provide a one-time use voucher to non-IUP account holders (such as a software vendor) so that the non-IUP account holder can upload a file.

FileSender can be used with just a few easy steps:

1. Log in to FileSender with your IUP username and network password.
2. Enter email addresses for the recipients. Do not use mailing lists.
3. Enter a subject and message. Both are optional but recommended.
4. Change the expiration date (optional).
5. Upload your file.
6. Accept the terms and conditions.
7. Click send.

The recipients will receive an email message with a link to the file you just uploaded. By clicking on the link, they are able to open or download the file.

To Share a File Using FileSender:

1. Open a web browser and go to https://filesender.internet2.edu/
   
   
2. Click Log On.
3. When prompted for organization’s name, enter Indiana University of Pennsylvania. As you type, a drop-down list will narrow down the choices for you and you’ll be able to select Indiana University of Pennsylvania from the drop-down list.
4. Click Continue.
5. You will be prompted with the IUP Web Single Sign-On Login. Enter your IUP username and your network password. Click Login.
6. In the To field, enter the email address of the recipient. If there is more than one recipient, separate the email addresses with commas. Do not use mailing lists.
7. In the Subject field, enter an appropriate subject.
8. In the Message field, enter a brief description to explain what you are sending.
9. The Expiry date controls the availability of the file. The default is 14 days, but you can make the file available for one to 14 days. If you click in this field, you can choose the expiration date from a pop-up calendar.
10. Click Browse to select the file to be uploaded from your available drives. It is highly recommended that you encrypt and password protect the file using a program such as 7-Zip before sending.
11. Select I accept the terms and conditions of this service.
12. Click Send.
13. This will send an email message to those specified in the To field. The message will contain a link to the file, which the recipients will be able to download prior to the expiration date, as illustrated below.
    
    

Please note that the recipients can forward the message to others. If someone has the download link, they can download the file. For this reason, this method should not be used to transfer any confidential information to other sources.

Re-Sending a File or Sending to Additional Recipients:

If you have already uploaded a file and you need to re-send the message to one of the recipients or add a new recipient:

1. Open a web browser and go to https://filesender.internet2.edu/
2. Click Log On.
3. When prompted for organization’s name, enter Indiana University of Pennsylvania. As you type, a drop-down list will narrow the choices for you and you’ll be able to select Indiana University of Pennsylvania from the drop-down list.
4. Click Continue.
5. Click My Files.
6. Locate the file. There are two icons at the beginning of each row. The first icon (an envelope with a green arrow) allows you to Re-send Email to one of the original recipients. If you click this icon, you will be prompted with Are you sure you want to re-send this email? If you choose Yes, the person listed in the To field will receive another message containing the link to the file.
   
   The second icon (an envelope with a green circle containing a white plus sign) allows you to Add new recipient, sending a link to the file to another recipient. If you click this icon, you will be prompted to add a new recipient in the To field, and the Subject and Message fields will be pre-filled based on what was entered on the original message. After completing the fields, click Send.

To Delete a File:

If you need to delete a file from FileSender before the expiration date:

1. Log in to FileSender (steps 1 through 4 above.)
2. Click My Files.
3. Locate the file you wish to delete. The icon in the last column (a blue square with a red circle and a white minus sign) will allow you to delete the file so that any links to the file will no longer work. If you click this icon, you will be prompted with Are you sure you want to delete this File? If you choose Yes, the file will be deleted and the recipient will receive an email notification indicating that the file is no longer available.
   
   Please note that the file name may be listed multiple times (once for each email address). If you want to delete all occurrences of the file, you will need to repeat these steps for each occurrence.

Guest Vouchers:

The Guest Voucher feature of FileSender allows you to send an email voucher to someone who doesn’t have an IUP email account so that they can upload a file for you to retrieve. The voucher can be used only one time. To send a Guest Voucher:

1. Open a web browser and go to https://filesender.internet2.edu/
2. Click Log On.
3. When prompted for organization’s name, enter Indiana University of Pennsylvania. As you type, a drop-down list will narrow the choices for you, and you’ll be able to select Indiana University of Pennsylvania from the drop-down list.
4. Click Continue.
5. Click Guest Voucher.
6. In the Send Vouchers to text box, enter the email address of the person who needs to upload a file for you. If there is more than one recipient, separate the email addresses with commas. Do not use mailing lists.
7. If desired, change the Expiry date. By default, it’s two weeks from the current date.
8. Click Send Voucher.

Using the Guest Voucher:

The recipient of a Guest voucher will receive an email message containing a link to the FileSender Guest site. This voucher can be used only one time. After clicking on the link to the voucher, a file can be uploaded by following these steps:

1. In the To field, enter the email address of the recipient. If there is more than one recipient, separate the email addresses with commas. Do not use mailing lists.
2. In the Subject field, enter an appropriate subject.
3. In the Message field, enter a brief description to explain what you are sending.
4. The Expiry date controls the availability of the file. The default is 14 days, but you can make the file available for one to 14 days. If you click in this field, you can choose the expiration date from a pop-up calendar.
5. Click Browse to select the file to be uploaded from your available drives.
6. Select I accept the terms and conditions of this service.
7. Click Send.
8. This will send an email message to those specified in the To field. The message will contain a link to the file(s), which the recipients will be able to download prior to the expiration date.

Limitations:

If your file is 2GB or larger, you will not be able to update your file unless your web browser supports HTML5 FileAPI. Please refer to the When can I use… website to determine compatibility with your web browser. This is only an issue if your file is 2GB or larger (approximately 2,048,000 KB).

The following is the information you will need to configure IUP’s incoming and outgoing mail server of email clients, or when setting up the account on a mobile phone or other mobile device.

If your device is university-owned, Office 365 is installed and waiting for a password. For iOS devices, go to Settings > Accounts & Passwords > IUP Office 365 > Account and enter your network password in the password field. For Android devices, go to the Agent app, click Notifications, click the Exchange Email Password Required message, and enter your password twice.

For personal mobile devices, follow these instructions to set up email on your mobile device.

Your IUP email account can be set up on your iPhone in the Settings app. It will be configured under Accounts and Passwords. Follow these instructions to set up email on an iOS device.

Your IUP email can be set up either through the Gmail app or the email app for android phones. There is also the option for using the Outlook application. Follow these instructions to set up email on an Android device.

Your IUP email can be set up either through the Mail application on your Windows 10 computer. Follow these instructions to set up email on Windows 10 mail.

You can download Office 365 to your home machine and/or non-standard machine as follows:

1. Browse to office.iup.edu and log in with your network/MyIUP username/password.
2. On the right-hand side of the landing page (above People), click on the Install Office apps drop-down, then select Office 2016.
3. You will then follow the step-by-step instructions to install the applications on your machine.

Your IUP email can be set up on your MacBook through Outlook. Follow these instructions for configuring Outlook on a Mac.

Your IUP email can be set up on the Mail application on your Mac. Follow these instructions to set up native email on a MAC.

You can download Office 365 to your home machine and/or non-standard machine as follows:

1. Browse to office.iup.edu and log in with your network/MyIUP username/password.
2. On the right-hand side of the landing page (above People), click on the Install Office apps drop-down, then select Office 2016.
3. You will then follow the step-by-step instructions to install the applications on your machine.

You can request a notification when your message is delivered to the recipients by checking the box marked "Notify When Delivered" when composing a new message.

DSN messages sent back to your inbox tell you that your messages have been successfully delivered to the recipient folders. They do not tell you if the recipient has actually seen or read your message.

Note: The Delivery Status Notification (DSN) is guaranteed to work only when you send a message to other users on the same I-Mail Server. If a message is sent to a remote recipient, the remote server that serves that recipient account may or may not support the DSN feature. The I-Mail server can detect that a remote server does not support DSN. In this case, I-Mail will send you a DSN message itself, telling you that your message has been relayed to a remote host.

Senders of email messages to IUP email accounts that do not exist, are not active, or that have exceeded their space quota will receive a Non-Delivery Report message.

The following steps should be taken:

1. If the Non-Delivery Report message states that the recipient has an “unknown user account,” the sender can search for the individual using the IUP Online Directory.
2. If the Non-Delivery Report message states “account is full (quota exceeded),” it is recommended that the sender contact the office or department of the intended recipient. Contact information for each specific office or department can be found by searching our A to Z index.