The University of Arizona

Frequently Asked Questions - Email

Frequently asked questions about email accounts & passwords.
  • Email Lists
    Email Lists is a service run on the Sympa mailing list management software. It allows email communication between a group of people. Email Lists must be related to academic or administrative activities within the University.

How to Figure Out Your Mailbox Quota

You can see how much storage you are using through Outlook, Apple Mail, or Outlook Web App (OWA). These show your usage in MB (megabytes).

Outlook 2010:

1. In Outlook 2010, click on the File tab and this should auto-select the Info option on the left-hand menu.

2. You should see under Mailbox Cleanup something similar to the screenshot below.

Outlook Web Access:

1. Log in to UAConnect.

2. Leave the Use Outlook Web Access Light box unchecked.

3. In your Inbox, place the mouse cursor over your account name in the Nagivation Pan (left hand corner of the window).

4. The Mailbox Quota information will display as shown below.

What Happens When You Are Over Quota?

For faculty, staff, and retiress, here is what happens as your email account reaches its maximum capacity of 12GB.

UITS will send an automated message daily at 1:00 a.m. to alert you to each of these conditions as they apply:

  • Warn: if you receive one of these, it is a good idea to double-check it with the 24/7 IT Support Center since phony 'over quota' messages are a popular way for phishers to try to trick people into disclosing confidential information. Do not ignore this message as it is likely legitimate.
  • Prohibit Send: your account will be marked as full and you will be unable to send any messages
  • Prohibit Send/Receive: your account will be marked as full and you will be unable to send or receive any messages

When you reach the maximum quota all subsequent messages sent to you will be bounced back to the sender. You will receive email again and your account will function normally as soon as you delete enough messages for your account to fall under the relevent 12GB quota.

Recommendations on How to Manage Your Email Quota 

  • Save large email attachments on your personal computer and delete the server version
  • Empty your deleted items, junk mail folder, sent folders frequently
  • Delete old/unwanted messages and folders
  • Move items to an offline .pst

How to Make a Backup Copy of a .pst File in Windows

Follow these steps to make a backup copy of your .pst file in Outlook for Windows:

  1. Close any messaging programs such as Outlook, Microsoft Exchange, or Microsoft Windows Messaging.
  2. Open the Control Panel.
  3. Double-click the Mail icon.
  4. Click Show Profiles.
  5. Click the appropriate profile, and then click Properties.
  6. Click the Data Files tab.
  7. Click on the personal folder you want to backup.
  8. Click Open File Location.
  9. Copy the .pst file to another location.

How to Make a Backup Copy of your Outlook for Mac Data File:

Follow these steps to make a backup copy of your .olm file in Outlook for Mac:

  1. On the File menu, click Export.
  2. Click Outlook for Mac Data File.
  3. Select an option to filter by category or item type.
  4. To export all items in Outlook, click Items of the following types, and then select all the check boxes.
  5. Click the right arrow to continue, and then follow the instructions.

Note: If you have a Microsoft Exchange account or directory services account, contacts from the directory are not exported. Similarly, items that are stored in public folders are not exported. Also, An Outlook for Mac Data File does not contain account settings or your Outlook preferences.

Yes, as long as the university has assigned you 'retiree' status in the personnel system, typically 80-point retirees, not early-retirees.

Yes, your UA NetID and email account usernames are the same.

There are a number of ways to be able to check your university email account from home. First you must have an Internet Service Provider (ISP) that enables you access to the internet from home.

You may then check your email from a web browser or use one of the email software programs available.

Students login to Catmail at to check your university email from a web brower.

Faculty and Staff login to UAConnect at to check your university email from a web browser.

Contact the 24/7 IT Support Center at the MLK Bldg. Room 207 Phone (520) 626-TECH (8324)

You will need to create a U-System account.

Go to

Click on Create UITS computer accounts

Select the U-system option to enable a U-system account which provides you with university web space. You will be allocated 50MB for web page use.

SSL (Secure Socket Layer) and TLS (Transport Layer Security) are security protocols used to protect your information when you send and receive email. When you activate SSL/TLS in your email client (Thunderbird, Eudora, Outlook), your NetID and password cannot be read by an outside party. In email clients without SSL/TLS enabled, passwords appear in 'clear text.' This means that someone hacking into the system can read and access your NetID and password. With your NetID and password, a hacker can access any university system that requires authentication (e.g., UAccess, CatMail, D2L, etc.) and all your personal information including your Social Security Number, address, and birthdate. They can also read your email messages.
If you are using the SMTP server of your Internet Service Provider (ISP), it is up to your ISP whether or not SSL/TLS is required. See the 'SSL Instructions for Email Clients' page for enabling SSL/TLS on the most popular email clients for PCs and Macs. If the client you are using right now does not support SSL/TLS, you must either upgrade to an email client that is SSL/TLS compliant or use Webmail.
Remember, if you use multiple computers to send and receive email (office, home, laptop), you must go into the email client on each computer and activate SSL/TLS.
Note: If your Internet Service Provider (ISPs such as Cox or CenturyLink) does not permit SSL/TLS-encrypted SMTP connections, then you will need to use your Internet Service Provider's SMTP services. For more information, please call your specific ISP.
IMAP is a protocol (a set of rules), that governs how information is transmitted over a network. IMAP stands for Internet Message Access Protocol. A client is simply a program that works in cooperation with a server to share the work load of processing information. An Email client combines the features of your workstation (Windows, Mac, UNIX, etc.) with the server's connectivity to the Internet or other network. IMAP protocols handle attachments easily and have address book and signature block features.
Examples of email clients include Microsoft Outlook, Mozilla Thunderbird, and MacMail.
You use IMAP if you need to access your mail from work and from home, or while traveling. Your email and folders can reside on the mail server so they are accessible regardless of the computer you are using. You still have the option to save messages to local folders on your machine.
Disk space is limited on the server, but you can easily delete selected messages from the server. Of course, you can always download or print any messages you wish.