Email Accounts
AP-IT supported employees are granted an UF Exchange email account in addition to the standard GatorLink Email account given to all UF faculty, staff and students.
- The employee's GatorLink username and password is used to access the Exchange email account, as well as network files and UF web-based applications.
- Exchange accounts include a calendaring feature to help schedule meetings with other UF employees using UF's Active Directory), as well an address book tied with UF's directory and a task list.
- The Exchange account is accessed through MS Outlook on UF networked computers (via VPN when off-campus), or remotely through the web (http://www.mail.ufl.edu/Exchange).
More information on UF Exchange, help, specifications of services, and policies for UF's Exchange email accounts are available on the UF Exchange website.
UF Exchange Email Addresses
Employee Accounts
The standard format of an AP-IT supported email account is the first letter of an employee's first name, plus their last name, with "@aa.ufl.edu".
- For example, Charles Koenig's UF Exchange account is: ckoenig@aa.ufl.edu
- If someone's first initial and last name combination have already been used (ex: psmith@aa.ufl.edu), a middle initial or other characters added to make the email unique (ex: pgsmith@aa.ufl.edu).
Emails sent to an employee's GatorLink email account are not automatically sent to the employee's Exchange account. As UF sends all official communications to Gatorlink accounts, it is highly recommended that the employees forward their GatorLink emails to their Exchange account if they do not want to check their GatorLink account on a daily basis.
Administrative Accounts
Units may request accounts for administrative purposes (ex: webmaster@aa.ufl.edu), but it is highly encouraged to forward those accounts to existing employee email accounts, or to a group of employees, to better track who answers emails.
Public Records and Retaining Emails
Business related mails sent to or from any UF account (Exchange or GatorLink) are considered "Public Records" and must be retained for 3 years. Due to the State of Florida's Sunshine Laws, anyone can request copies of these emails. For more detailed information, please see the UF Policy on E-Mail as Public Records.
Help on Retaining Emails>>