E-mail

• Regulations on Mass Mailing
• Weekly Mailbox Cleanup
• Password Policy
• Mailbox Size and Maximum E-mail Size 
• E-mail File Attachment Filtering
• Recovering of Deleted E-Mail
• Logging Off
• Offline Backup
• Personalise your E-mail Address
• Message Recall
  

Regulation on Mass Mailing
Spamming or mass mailing is strictly prohibited in NTU. Mass mailing both a waste of resource and the practice is very inconsiderate too. Do use the Public Folders to disseminate information instead.

Please note there is a send limit of 50 recipients per message or e-mail for students and alumni.

We will take tough action on those, both staff and students, who mass mail. Users who mass mail will be dealt as follows:

• First time offender - 1 week account suspension
  
  
• Subsequent offender - Account suspension until further review 

Sending Mass Mails to External Recipients

If you need to send Mass Mails on OFFICIAL announcement of your Schools/Office events or programmes to EXTERNAL PARTIES, kindly send via mailing lists. For more information how to use and apply for ownership of mailing list, please click here.

NOTE: All mails sent from your mailing list must include instructions for the recipients who do not want to receive such email in future to unsubscribe from the list.   

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Weekly Mailbox Cleanup
A mailbox cleanup will be performed on all mailboxes every Saturday at 6pm. The following items will be deleted:

Calendar items older than 730 days (2 years)  [wef 28 Feb 2004]

Journal items older than 365 days (1 year)  [wef 28 Feb 2004]

Deleted Items older than 14 days will be removed

A message titled Microsoft Exchange Server Mailbox Manager Report will be sent after the cleanup job for STUDENT and ALUMNI mailboxes only. You may still recover the deleted items within 3 days. All items in the other folders of your mailbox will not be cleaned. 

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Password Policy
New staff and students are required to change their issued password before they are allowed to logon for the very first time. You can change your password here.

Your network account password must be at least 8 characters long. The password expires every 180 days since your last password change. Once the password has expired you will have to select a new password. You will not be allowed to reuse your last 3 passwords.

Your account will be locked-out after 6 unsuccessful logon attempts within a 24 hour period. Once your account is locked-out you will not be able to logon using your account. You may contact our Helpdesk to unlock the account. Details on this account lock-out policy can be found in the Network Account FAQ.

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Mailbox Size and Maximum E-mail Size 

You may check your mailbox quota and utilisation at https://webmail.ntu.edu.sg/ by clicking on the appropriate icon on the left menu. Additional quota may be applied via StaffLink or StudentLink, and will be considered on a case-by-case basis.

Students
The default mailbox size allocated for students is 100 MB. You will receive a warning e-mail message such as ""your mailbox is over its size limit" once your mailbox quota exceeds 90 MB. When your quota reaches:

90 MB - you can still continue to receive and send emails

95 MB - you're only able to receive emails. Send is prohibited

100 MB - you will not be able to receive or send emails

Staff
The default mailbox size allocated for staff is 5000MB consisting of 500 MB of primary Exchange quota and a secondary quota of 4800MB using Email Archival. A warning will be sent when the primary quota of 450 MB is reached.

If the mailbox size allocated is exceeded, you will not be able to send and receive mails. Find out how you can apply for additional quota.

Alumni
The default mailbox size allocated for Alumni is 100 MB. A warning will be sent when the soft quota of 90 MB is reached.

Please note:
The maximum size of a single mail you can send or receive is 10MB. We recommend that you compress (zip) your large file attachments before sending.

If you want to share files over 10 MB ~ 50MB with internal users or external community, MySite provides an alternative.

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E-mail File Attachment Filtering
To minimise the risk of e-mail borne virus or malicious codes from running on your computer (when you open attachments), file attachments of types shown below are blocked and stripped off automatically in your e-mails. (It will be blocked even if the file is zipped.) EXE file attachments is however allowed for mails sent internally within campus. Other files types will be delivered as normal. (File types shown in blue below will be blocked from 17 Aug 2004.)

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Recovering of Deleted E-Mail
You can recover deleted mail from your  Deleted Items folder within 3 days of emptying the folder. CITS will not entertain any request to recover deleted or missing mails. Please be careful when you synchronize your Inbox with a PDA or PC as mails moved from your mailbox cannot be recovered. 
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Logging Off
Always logoff your mailbox and PC after use. This is to prevent unauthorized use of your mailbox. If you are using the web-based Outlook Web Access (OWA) Webmail, click the  Logoff button and you MUST close ALL browser windows after use. 
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Offline Backup 
Student, Staff and Alumni E-mail services are shutdown every Monday between 2:30am and 3:30am(+8 GMT) for full system backup. During this period, you will not be able to access your mailbox.
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Personalise Your E-mail Address
This e-mail address renaming service is open to staff, students and alumni. You may choose your own email address ending with @pmail.ntu.edu.sg. Staff are reminded to select a tasteful address as this will be seen by external recipients. For details, please view the Personalise your Email Address section. 
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Mesage Recall
The success or failure of a message recall depends on the settings of your recipient's Outlook. Message recall will fail under the following conditions:

• If your recepient is using a non-Outlook client or uses BlackBerry
• Your recipient's Outlook is not active or running at the time you submitted the recall request
• If your recepient is a non-NTU email addresses

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