Information Services – IT Services

Student email and Kentforlife

The email service for undergraduates, taught postgraduates, alumni and ex-staff.

Log in to email: https://live.kent.ac.uk

Phone/tablet email settings

Get your mail delivered to your phone/tablet Inbox: settings for phones/tablets

FAQs

Other email software: IMAP settings

To set up access to your mail with your preferred email software or using your mobile app, you'll need these settings:

  • Username format: username@kentforlife.net (eg, if your username is abc1, enter abc1@kentforlife.net)
  • Description: office 365
  • Account type: IMAP or IMAP4
  • Incoming mail: outlook.office365.com
  • Port: 993
  • Encryption method: SSL
  • Outgoing mail: smtp.office365.com
  • Port: 587
  • Encryption method: TLS

Using POP is not recommended - it downloads mail to your computer, making it unavailable from other locations. Helpdesk may not be able to provide support for using other email software.

Viruses and banned file types

Incoming and outgoing mail is virus-checked and potentially dangerous items are blocked. Banned file types often have the following extensions: .bat, .com, .exe, .pif, .prf, .scr, .vbs.

  • If an email is blocked: the sender and recipients are not notified (for security reasons).
  • If attachments are removed: the sender and recipients are notified.
  • To send one of the blocked file type(s) you can add most types (except .exe) to a Zip file and send that instead. From a staff PC, go to Start, All Programs, Winzip and follow the instructions.

Alternative ways to share files

We cannot guarantee the security of any service, so avoid using this option for highly confidential or business sensitive material.


Exchanging files with other universities
Ask if they provide a file exchange service. Some including Imperial and Exeter do. You may wish to check how secure the service is if your files contain sensitive data.


Infrequent use, modest size and security requirements
A free commercial service such as File Convoy may be sufficient.

File Convoy - http://fileconvoy.com/

  • Free service
  • 1GB file upload limit
  • Files not stored securely
  • Web based

Frequent use, large files and/or needing higher security: consider using a commercial service such as:

Mailbigfile.com - http://www.mailbigfile.com

  • 200MB limit on free plan
  • 2GB limit on £10 a year Pro plan
  • Secure encryption with Pro plan
  • Web based
  • Located in the UK

Dropbox - http://www.dropbox.com

  • 2GB limit on free plan
  • software download and installation required
  • 50GB and 100GB limit on paid for plans
  • Files are transferred and stored using secure encryption

Please ensure you read all terms and conditions for these services.

Manage junk email/spam and attachments

Junk email filtering is enabled by default, so you should check the junk mail folder regularly in case items that you want to receive have been accidentally filtered into there.

To help control spam: you can specify Safe Senders for trusted contacts (their mail always gets to your Inbox), or Blocked Senders for mail you know is junk (future mail from that sender goes straight into the Junk folder). Click Options (top-right of the mail window) then See All Options, Block or Allow.

More about junk mail and University mailing lists

Automatic blocking of potentially dangerous email/attachments

Incoming and outgoing email is scanned for viruses and attachments with specific file extensions, and potentially dangerous items are automatically blocked.

  • If an email is blocked: the sender and recipients are not notified (for security reasons).
  • If attachments are removed: the sender and recipients are notified.
Attachments: banned file types

.bat, .com, .exe, .pif, .scr, .vbs

If you need to send a blocked file type

The only way to send a blocked file type is by including it in a zip file. From a student or staff PC, go to Start, All Programs, Winzip and follow the on-screen instructions.

See Junk e-mail settings on the help site.

Mail forwarding and redirecting

Setting up automatic forwarding/redirecting

Log in online to your Staff/PGR email or Student email account, then:

  1. Once logged in, click Options (top right) then Create an Inbox Rule.
  2. Click New and use the following options when setting up your rule:
    • Click More Options..., and under Apply this rule, select [apply to all messages] from the 'list.
    • Choose your option (you may need to click More options to see all choices in the drop down list):

      - redirected messages show the sender as the original sender, and when replied to, replies are sent to the original sender (cc's are removed; attachments are preserved). The original message remains in your mailbox.

      - forwarded messages show the sender as you, and when replied to, the reply is sent to you and not the original sender. The original message remains in your mailbox. Attachments are retained.

    • Enter or select the email address(es) you want to forward or redirect to from the address book. If adding more than one contact you should test it initially (the number is limited, and it won't work if you add too many).
    • To automatically delete forwarded/redirected messages, add an extra action to delete them (your mailbox has a storage limit: further advice is below).
  3. Give the rule a descriptive name and click Save when done.


Reaching your mailbox limit

To prevent your mailbox from running out of space over time, you can add an action to delete the message automatically (it goes to your Deleted folder where it is permanently deleted after 30 days). If you exceed your mailbox limit, you may be blocked from sending or receiving new mail, and forwarding rules may not work, until you reduce the size of your mailbox by deleting items. Contact us if you want to request more mailbox space.

I'm being logged in to the wrong email account

To log in with your Kent account instead of your personal Windows/hotmail account, you can either:

  1. Log out by clicking the link in the top-right, and sign in again with your Kent email details.
  2. Start a private browsing session to login to both accounts at the same time:
    Internet Explorer: choose Tools (Cog icon) > Safety > InPrivate Browsing
    Firefox: choose Menu > Private Browsing
    Google Chrome: choose Tools (Spanner icon) > Incognito mode
    (Note: no data or history will be saved in the private browser window, even if you tell it to).

Why is our email provided by Microsoft?

The Microsoft platform was chosen due to the large amount of storage space available for each student, and following a detailed review of Microsoft and Google offerings.

The Microsoft service allows our users to use the same password no matter how they choose to access their mail (for example, via the web or their mobile device).

Importing email contacts

To import contacts into your student email from another email account:

  1. Sign in to email then at the top-right of the screen click Options > See All Options...
  2. On the right in the Options screen, click Import your contacts from an existing e-mail account
  3. Follow the instructions in the popup box.

Emailing large files

If you need to transfer individual files that are too large for email (larger than 18MB for Student email/Kentforlife accounts, 45MB for ConnectMail) there are two ways this can be achieved:

  1. You can burn the files to a CD or DVD and post the CD or DVD to the recipient. This method is potentially insecure and there is a small risk your data may be stolen.
  2. Send them using a large file exchange system.


Large file exchange systems

If you are going to use a large file exchange system please note we cannot guarantee the security of any service, so avoid using for highly confidential or business sensitive material.

Exchanging files with other universities: ask if they provide a large file exchange service. Some including Imperial and Exeter do. You may wish to check how secure the service is if your files contain sensitive data.

Infrequent use and those with modest size and security requirements: a free commercial service such as File Convoy may be sufficient.

File Convoy - http://fileconvoy.com/

  • Free service
  • 1GB file upload limit
  • Files not stored securely
  • Web based

Frequent use and those with very large size and higher security requirements: a subscription to a commercial service may better meet your needs such as the ones below:

Mailbigfile.com - http://www.mailbigfile.com

  • 200MB limit on free plan
  • 2GB limit on £10 a year Pro plan
  • Secure encryption with Pro plan
  • Web based
  • Located in the UK

Dropbox - http://www.dropbox.com

  • 2GB limit on free plan
  • software download and installation required
  • 50GB and 100GB limit on paid for plans
  • Files are transferred and stored using secure encryption

Please ensure you read all terms and conditions for these services.


 

Current students - your email address

Your email address is: username@kent.ac.uk

When setting up your phone/tablet app, enter your username as: username@kentforlife.net. Both formats work for incoming mail.

Student societies

You can have a society shared email account (shared mailbox) and/or create a mailing list to communicate with your members:

Society (shared) Mailbox

A Society Mailbox is an email account that can be used by more than one person. This is a useful tool for societies as it allows everyone to view and update emails, a shared task list, calendar and contacts.

Apply for a Society Mailbox at: https://www.kent.ac.uk/itservices/forms/student/society.html

Access a Society Mailbox at: http://owa.connect.kent.ac.uk/OWA/mailboxname@kent.ac.uk
(replacing mailboxname with the relevant mailbox name).

Mailing lists for student societies

Staff and student societies can create and manage their own email mailing list hosted at Kent, which can allow Kent students, staff members or external users to subscribe to it and/or post to it.


 

Email tips

Email code of conduct

You are subject to the University's IT code of conduct, including not sending or forwarding junk email, and not creating, displaying, producing or circulating material that is liable to cause offence or is obscene, abusive or defamatory. Microsoft Service Agreement.

 

 

IT Services, University of Kent

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Last Updated: 18/07/2014