EASI

Source: https://easi.its.utoronto.ca/initiatives/email-service-update/ Parent: https://easi.its.utoronto.ca/administrative-management-systems/my-research-mr/

UTmail+ Email Service Update

As part of our commitment to safeguarding our online data, the University of Toronto regularly scans our information systems to minimize risks and vulnerabilities and to ensure our resources are allocated and managed efficiently. 

A recent comprehensive review has identified many inactive or improperly assigned university email accounts. These accounts can pose a cybersecurity risk by enabling unauthorized access for malicious activities such as phishing or cyberattacks. They also hinder our ability to allocate our resources effectively. 

To address this issue, the university is implementing a system-wide Microsoft 365 email cleanup that will deactivate these accounts after a 90-day grace period. Impacted accounts will receive notifications outlining this change and providing instructions for next steps. You can find out more about the impacted email accounts below.

Who is impacted?

Users falling into the following four categories will receive notifications from the project, including recommended next steps: 

Unknown Account Status

These accounts do not meet the eligibility criteria for a U of T email account based on the Division of People Strategy, Equity and Culture (PSEC) Guideline Email Accounts for University of Toronto Staff, Faculty and Librarians. 

Alumni Accounts

These accounts belong to recent graduates who are U of T alumni. They were offered the opportunity to opt into the new alumni email service.

Legacy Forwarded Accounts

These addresses were part of the UTORmail email system but are now fully decommissioned. The address is currently solely used to forward emails to another account, even though its mailbox has been deactivated since 2021. Under this project, users will receive notifications about the end of @utoronto.ca forwarding service – after the 90-day period, messages will be returned to the sender

Shared Mailbox Accounts

These accounts will be assessed by departments for ongoing service or account closure. 

Graduating Class of 2024

Student email accounts for 2024 graduates are scheduled to close on February 1, 2025.

For detailed instructions on how to prepare for your account closure, please visit: https://uoft.me/accountclosureprep.

• If you have already applied for an alumni email account, please continue monitoring the request for further communication.

Note: Students who have re-registered for classes in ACORN by February 1, 2025, will have their scheduled account closure cancelled.

Staff email accounts for active employees of the University of Toronto will not be impacted.

Recommended Next Steps

Important information for impacted accounts:

If you’ve been notified that your U of T email account will be shut down, please remember to:

• Prepare for account closure: Follow the instructions in our Account Closure Preparation – Support page on how to retrieve any essential data, including emails, attachments, and contacts before the account shutdown.
• Update your contacts: Reach out to your contacts and inform them to contact you at a different email address to avoid any missed correspondence.

How to get assistance?

For further assistance, please submit a ticket . We will address your request through our dedicated project queue.

If you require technical support with your U of T email account (e.g. forgotten password, or how to log into alumni email), please reach out to your campus support desk. Please refer to “Contacts” section below.

Frequently Asked Questions

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Email Cleanup

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How can I differentiate between legitimate notices from U of T and possible phishing emails?](#)

While the U of T ITS will be sending out legitimate notices to community members regarding their email accounts, it is important to remember that malicious actors often disguise fraudulent emails as email upgrade notices. Please know that U of T will never ask you to divulge your passwords to gain access to any accounts or systems. 

For this reason, legitimate ineligible email shut down notices will always meet the following criteria:   

• Notices will be sent from a U of T departmental utoronto.ca email address, a U of T listserv or your local IT staff (if applicable).
• Notices will indicate which unit or department of the University you can contact for more information.
• Notices will NOT ask you to upgrade an eligible email account by:   
• Responding to an unsolicited email with personal information.
• Opening an email attachment.
• Clicking on a button embedded in an email, or a link in an email that conceals its destination (such as links that say “click here “).
• Sending a text/SMS message.

Please refer to our Knowledge base article for the text of legitimate messages.

If you receive a notice that does not meet these criteria, do not respond to it or click on any links it contains. Forward it on to the Information Security team at report.phishing@utoronto.ca and then delete the email. 

Reminder: The University of Toronto will never ask you to divulge your passwords to its staff to access systems. 

For more information on phishing and protecting yourself online, please see Information Security’s website.

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What should I do to avoid missed correspondence?](#)

To avoid missed correspondence, reach out to your contacts to inform them that your U of T email address will be going out of service. Remember to supply an alternative means for them to contact you.

Don’t forget to update your contact information with:

• People or organizations you correspond with.
• Subscriptions to newsletters, mailing lists or listservs.
• Services that provide alerts and notifications (e.g. news, banking or taxes, health and safety alerts).
• Online logins and accounts (e.g. social media, online shopping, clubs and memberships).

If you wish to open a new email account, there are numerous free and paid email providers to choose from. Examples of free email services include Gmail (from Google), Outlook.com (from Microsoft), or Yahoo! Mail. Home internet providers such as Rogers or Bell may also include email accounts as part of their service packages.

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How can I save a copy of my emails before my account is deleted?](#)

Check out our Account Closure Preparation – Support Page for detailed instructions and assistance.

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I received an ineligibility notice but believe that I am qualified for a U of T email account. What should I do?](#)

Please submit a ticket

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Who is eligible for a U of T Email account?](#)

The University of Toronto provides email service to active faculty, librarians, staff, students and alumni.  More details can be found in the Guideline: Email Accounts for University of Toronto Staff, Faculty and Librarians.

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What accounts are impacted in this project?](#)

There are four categories of accounts impacted by this project:  

Unknown Account Status

These accounts do not meet the eligibility criteria for a U of T email account based on the Division of People Strategy, Equity and Culture (PSEC) Guideline Email Accounts for University of Toronto Staff, Faculty and Librarians. 

Alumni  Accounts

These accounts belong to recent graduates who are U of T alumni. They will be offered the opportunity to opt into the new alumni email service.  

Legacy Forwarded Accounts

These addresses were  part of the UTORmail email system but are now fully decommissioned. The address itself is still active, however, as it is used to automatically forward emails to another account. Users will receive notifications about the end of @utoronto.ca forwarding service – after the 90-day period, messages will be returned to the sender.  

Shared Mailbox Accounts

These accounts will be assessed by departments for ongoing service or account closure.

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I have an additional question about the project. How can I contact you?](#)

Please submit a ticket General Inquiry Form.

Contacts

Questions around eligibility for U of T email services should be directed to the relevant business officer (staff and faculty) or registrar’s office (students).

If you require technical support with your U of T email account (e.g. forgotten password, or how to log into alumni email), please reach out to your campus support desk:

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EmailServiceUpdate Contacts

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St. George Campus – Information Commons Help Desk](#)

• Website, hours of operation, and submit a help ticket online: https://help.ic.utoronto.ca
• Email: help.desk@utoronto.ca
• Phone: 416-978-HELP (4357)
• Ground floor, Robarts Library, 130 St. George Street, Toronto, ON (check website for in-person availability)

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Scarborough Campus – UTSC Service Desk](#)

• Website and hours of operation: https://www.utsc.utoronto.ca/iits/contact
• Email: helpdesk@utsc.utoronto.ca
• Phone: 416-287-HELP (4357)
• Multiple locations on Scarborough campus, 1265 Military Trail, Toronto, ON (check website for in-person availability)

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Mississauga Campus – UTM Service Desk](#)

• Website, hours of operation and submit a help ticket online: https://www.utm.utoronto.ca/iits/contact-us
• Email: utm.helpdesk@utoronto.ca
• Phone: 905-569-4300
• CCT Atrium on Mississauga campus, 3359 Mississauga Road, Mississauga, ON (check website for in-person availability)

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Temerty Faculty of Medicine, including off site Individuals – MedIT](#)

• Website and hours of operation: https://medit.med.utoronto.ca/
• Email: discovery.commons@utoronto.ca
• Phone: 416-978-8504
• MSB3172, 1 King’s College Circle, Toronto, ON (check website for in-person availability)

Timeline

The graphic below describes the project implementation timeline highlighting communication and account deletion activities

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