Prepare for One Mail at IU

• Overview
• Timeline
• What you need to do
  • Update your contact information for published research
  • Create rules for email sent to a campus-specific address
• Get help

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.
• February 26, 2024: Each primary email address for individual (not group) email accounts in the iue.edu, iun.edu, ius.edu, and iusb.edu domains was administratively set to iu.edu.
• Beginning in May 2024: For individual faculty and staff email accounts in the indiana.edu domain, primary email addresses will be administratively set to iu.edu in batches by department. You'll receive notification by email before your primary address is changed.
• May 15, 2024: Each primary email address for email accounts for students in the indiana.edu domain was administratively set to iu.edu.
• June 1, 2024: Each primary email address for individual (not group) email accounts in the iupui.edu domain was administratively set to iu.edu.
• July 15, 2024: The primary email addresses for all remaining faculty and staff email accounts in the indiana.edu domain were administratively set to iu.edu.
• January 1, 2025: All remaining IU List mailing lists on campus domains will be administratively migrated to the iu.edu domain.
• December 31, 2025: All campus domains will be discontinued.

What you need to do

1. Disable digital signature: If you use a digital signature, disable it. UITS no longer recommends digital signatures at IU. Disabling your client certificate before your primary email address is changed to iu.edu will avoid any potential issues when the change occurs.
2. Identify your campus-specific email addresses: Identify what campus-specific email addresses you have at https://access.iu.edu/Email.
   Note:

   You may have campus-specific email addresses you are unaware of.
3. Your primary email address: 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.
   • If you wait for UITS to change it, any IU List subscriptions will be automatically changed at the same time to minimize disruption. You will receive email notification before your primary address is changed.
   • If you choose your own timing, you may want to review After changing your IU email address, update IU List mailing lists that you subscribe to or sponsor to determine whether you want to manage the timing of your IU List subscription change to coincide with your primary email address.

   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.

   Notes:

   • Your calendar entries may momentarily disappear at the time of this change, but will be restored quickly.
   • Some users have reported problems in sending and receiving email immediately after the change, but this typically resolves itself in about ten minutes. Exiting and restarting Outlook and/or restarting your computer may be helpful if the issue persists.
4. Direct mail sent to your campus-specific address(es) to a separate folder: 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.
5. Make use of your weekly email report: 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.
      Note:

      You don't need to include addresses that send internal mass communications, such as iutoday@iu.edu or monitor@iu.edu; these senders will automatically update to use your iu.edu address before the campus domains are discontinued.
   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.
6. Add a signature block to your outgoing emails: Add a signature block to your email notifying your mail recipients that your email is changing to username@iu.edu.
7. Eduroam: Be sure to update your eduroam login; see Connect to eduroam.
8. Egencia: If you have an account with Egencia (IU's preferred travel management system), follow the instructions to review and update your profile.
9. TimelyCare: If you have an account with TimelyCare (the virtual health and well-being platform for IU's students), email the Office of the Chief Health Officer at cho@iu.edu so they can work with you and TimelyCare to update your account.
10. Third-party accounts: Review and change any accounts with third-party services or agencies that use your IU campus-specific address as your login or email contact. For services unrelated to IU (such as Netflix, Apple ID, utility bills, social media accounts, etc.), UITS recommends changing the account to use a personal email address.

    For details about some services that many IU employees may have a relationship with, including insurance and retirement accounts established through IU Human Resources, see Update your IU email address for third-party services.

11. IU List: If you own or moderate any lists on IU List, review Changes to IU List from the One Mail initiative. A privileged owner can migrate each list any time through the end of 2024; if you take no action, your list will be migrated administratively.
    Note:

    If you're subscribed to mailing lists on IU List with your primary email address, your subscription address will be changed administratively at the same time as the administrative primary email address change for your campus domain or department, and no action on your part will be required. However, if you previously changed your primary email address without updating your IU List subscriptions, the address will need to be changed manually. Also, addresses for discussion lists and self-service IU List features will change. For more, see Changes to IU List from the One Mail initiative.
12. External mail lists: Review any external email lists you subscribe to and modify your subscription to your iu.edu email address.
13. Published research: 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.
14. Remove your campus-specific address(es): 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 rules for email sent to a campus-specific address

Collect email sent to a campus-specific address in a folder

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 Settings menu () in the upper right, select 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.

Automatically reply to email sent to a campus-specific address

If you like, you can create a rule in your Exchange account to automatically reply to all messages sent to your campus-specific address, letting senders know about your new email address.

1. In Outlook for Windows, choose the File tab.
2. Select Manage Rules & Alerts, and then choose New Rule....
3. In the Rules Wizard, under "Start from a blank rule", choose Apply rule on messages I receive, and then choose Next >.
4. Check the box next to "with specific words in the message header", and then in the box under "Step 2:", select specific words.
5. In the text box under "Specify a word or phrase to search for in the message header:", type your campus-specific email address, and choose Add. Select OK to return to the Rules Wizard.
6. Choose Next >.
7. Check the box next to "have server reply using a specific message", and then in the box under "Step 2:", select a specific message.
8. A blank email message will open; compose the message you would like to send. When you're done, choose Save & Close. You'll return to the Rules Wizard; choose Next >.
9. If you want to specify exceptions to this rule, select the relevant condition(s) from the list, and fill in the details as necessary. Otherwise, choose Next >.
10. On the last screen of the Rules Wizard, you can specify a name for your rule, and choose whether or not to run the rule now on messages already in your Inbox. To create the rule, choose Finish.
11. In the "Rules and Alerts" dialog, choose OK.

Get help

Your local UITS support person 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.