UBC EMAIL (FASmail)
SETTING UP AND USING FASmail
All UBC staff and faculty (both academic and clinical faculty members) are eligible for a UBC FASmail account. Once your appointment is complete in Workday, the Department of Anesthesiology, Pharmacology, and Therapeutics (APT) IT administrator, Faid Saffou at email@example.com, will assist new staff and full-time faculty members in creating your UBC email.
Learn about FASmail features, account holder eligibility, and other general information
Access training guides to help you manage your email, manage calendars, and more
PURCHASING ADDITIONAL MAILBOX STORAGE SPACE
If your mailbox is full, please try deleting items in your sent folder, drafts, and deleted folder. Alternatively, you are also encouraged to archive any old emails locally (instructions provided below):
If you still need additional mailbox storage after trying the above tips, you may contact the APT IT administrator for approval of purchasing additional storage.
- Cost: $1.50/year/Gb
- Provide your CWL username associated with your FASmail account
- Provide information on how you will be purchasing the additional storage
- WEBMAIL: You can log into your FASmail account from any browser via the UBC FASmail login portal using your CWL (Campus Wide Login) user name and password.
- OUTLOOK: FASmail is accessible through Microsoft Outlook, the preferred email client at UBC. The APT IT administrator will be able to provide assistance in setting up access to FASmail through Outlook on your UBC-owned work computer. The basic functions of Outlook are available through webmail, however you cannot configure the sharing of your email or calendar to other FASmail users.
- OTHER PLATFORMS AND DEVICES: For setting up FASmail access on other platforms and devices, please see these FASmail Set Up Documents for detailed step-by-step instructions.
UBC DIRECTORY & EMAIL ALIASES
The department sets up FASmail accounts with a firstname.lastname@example.org primary email alias. Your alias is shown as email@example.com and because of the simple format, making it easier for people to see who they are sending an email to.
When an email to an alias arrives at UBC, it will be redirected to your actual email account (firstname.lastname@example.org). The UBC Directory can be configured so that more than one alias (secondary aliases) can be directed to one email account. Typically, all mail sent from your account will appear to come from your primary alias.
The UBC email relays will reject high risk emails, such as messages containing a virus attachment and messages identified as phishing (attempting to capture personal information), before it reaches UBC email servers. Inbound email with a high SPAM probability will also be rejected and senders will receive notification that their message has been rejected.
These SPAM and virus definitions are automatically updated and applied, ensuring the mail relays remain effective. It discards 89% of mail destined for you, as SPAM, but misses the odd one. Click here for information about dealing with SPAM .
Phishing is an attempt by someone to get you to provide personal information by masquerading as a person or organization, on the internet, that you trust. Most attempts will arrive by email, but they can also be made by telephone, letter mail and in person.
The UBC email SPAM filter will capture and discard most phishing attempts, but the SPAM filter must be set to err on the side of caution and not mistakenly discard legitimate email, so you will also receive a few phishing attempts in your email. Poor grammar is also a good indication that the email or web site is not legitimate.
Clicking any of the links will take you to a page that's been made to look like an official UBC page, where you will be asked to provide your CWL login credentials. Your browser's URL (web address) line may also change colour in an attempt to warn you about illegitimate web sites. Please read and follow the guidelines here . if you have any concerns about any suspicious emails in your inbox.
Personal email accounts (Google, Hotmail, Yahoo etc.) should not be used for official University business. Instead, your UBC account must be used.
Section 1.2.2 of the UBC Information Security Manual states: “Third party email services are not appropriate for the transmission or storage of confidential information; confidential information must be stored in Canada and only in UBC owned or authorised environments. Specifically, email accounts used by University personnel handling confidential information must not be on third party services such as Gmail, Hotmail, Yahoo, etc.”
Reasons for this policy include:
- The Freedom of Information and Protection of Privacy Act requires us to protect personal information and store it in Canada
- Commercially hosted email accounts are less secure and since emails may contain valuable information owned by UBC there could be a heightened risk of unauthorized disclosure.
GENERIC EMAIL ACCOUNTS
Generic mailboxes are mailboxes that are not associated with a person. They are typically role-based or service-based accounts that are accessed by one or more users. If your team requires a shared email for a UBC APT-related research or collaborative project, please contact the APT IT administrator to request creation of a FASmail Generic account.
FASmail Generic accounts can be setup for your team and research projects, at no cost. They can be accessed by one or more specified FASmail User accounts (individuals).
- The default size of Generic email accounts is 4Gb. Additional space is $1.50/GB per fiscal year with a minimum purchase of 100GB for the department.
- Having more than 5-6 generic accounts displayed in Microsoft Outlook can lead to performance issues.
- For access to the FASmail Generic account by non-FASmail User account holders (e.g. non-UBC volunteers), you will first need to create Guest CWL accounts for them with an expiry date.
ACCESSING A GENERIC EMAIL ACCOUNT
Access to Generic Mailboxes is not available using a shared password. Instead, access is granted to individuals using their own CWL credentials.
Instructions for accessing generic email accounts using a web browser can be found here .
- If the generic account Display Name (e.g. UBC-APT My Generic) shows in Outlook, your generic account has been Automapped. Emails sent from it will be saved to the sent folder of your individual email account . To avoid this, you will need to create a new Outlook profile. Please contact IT administrator for assistance.
- If the generic account shows as an alias (e.g. email@example.com), you do not need to do anything further. Mail sent from the generic account will show in the generic account's sent folder.
- If you plan to use the Mail Merge feature of Microsoft Word, you may prefer to create a completely separate Outlook profile (please contact the APT IT administrator for instructions) for the Generic mailbox. When you open Outlook, you will be prompted to select a profile to use.