Common Questions

  Below are some of the frequently asked questions received by the  IT Service Desk.
Hand holding eyeglasses, laptop behind
  1. I am a new member of staff. How do I get my password?
  2. Where should I save my work?
  3. How can I access my email?
  4. Can I change my email address?
  5. How do I create or use other calendars?
  6. Which Google Apps can I use?
  7. Should I use a Delegated Account or a Mailing List?
  8. How do I get access to a shared mailboxes or mailing list?
  9. How can I access journals and databases from home?
  10. What happens to my accounts when I leave?

I am a new member of staff. How do I get my password?

You can set a new password yourself at:

  • This will require your username. This can be found from the Contact Directory two days after you are added to staff records (the first half of your initial email address).
  • It will also require your non-University email address and your mobile number as entered into your staff record.
  • This can be done two working days or more after you are entered into staff records (PIMS) or on the day your contract starts (whichever is last).
  • We regret that this service is currently experiencing performance problems. If you experience problems, please try again an hour later or out of hours.

If your staff record does not hold the necessary or correct information, please ask your department to enter it. For more details see New Starters.


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Where should I save my work?

See Filestores.The University provides network drives for all members of the University, which are backed up and allow you to restore lost work as well as being available from anywhere using the remote desktop.

To avoid losing your work, always make sure when you save it that it is saved in a known location. If you are not sure, use Save As (in Microsoft Office you can use the F12 key) to see where the file is currently saved. Similarly, when opening an email attachment that you will work on, save it to a known location first and open it from there.

Please refer to the information security website on how to manage your data.


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How can I access my email?

For more information on our email services see

Outlook (Staff and PGR students)

See the getting started with Outlook guides

  • You log into Outlook using your University username in the format of and your university password.

Gmail (undergraduates and taught postgraduates)

Log in to Google mail using your normal UOB username and password.

  • Your Google username will be in the form


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Can I change my email address?

Staff and students: Yes! If this is the first time, you can use the Request for personal mailname form. Please allow two working days. If you have changed your email address previously then you will need to contact the IT Service Desk.


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How do I create or use other calendars?

See the guides to Outlook calendar


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Which Google Apps can I use

  • Taught students have access to all Google Apps.
  • Staff and PGR currently only have access to Drive, Groups, Talk, G+ and Hangouts.

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Should I use a Shared Mailbox or a Mailing List?

  • Shared mailboxes, separate email accounts (and addresses) for staff are normally role- or project- based so that a team can organise and respond to emails jointly; or pass the account onto the next person in the role.
  • Mailing lists (maintained via our Sympa pages) tend to serve one of three purposes:
    1. A newsletter or distribution list (where a central person or team email out to many). In particular, if you are email large numbers of people you should use a mailing list. See also our Mass emailing policy.
    2. A discussion list, where all members (e.g. in a department) can email to everyone on the list
    3. Niche cases where a role- or project- based email address is desired but where there is no need to pool the emails in a separate address (i.e. anybody can email the list but there are only a few members who receive copies of incoming emails). We generally recommend Delegate accounts instead.

Emails to mailing lists are distributed to all members, not to a pooled account.

How do I get access to a Shared Mailbox or mailing list?

Shared mailbox

Instructions for adding a Shared Mailbox can be found at:

To request the creation of a shared mailbox please contact the IT Service Desk.

Note that only staff and research students can used Shared Mailboxes.

Mailing lists

See Subscribing to lists & checking subscriptions.

Note that UBU mailing lists are managed by UBU not by IT Services.


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How can I access journals and databases from home?

See Access to external electronic library resources and databases.  The Remote (off-site) access to University resources page gives more detailed advice on accessing many University resources when you are not on campus. In particular we recommend Institutional/Shibboleth Login and the student and staff remote desktops.


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What happens to my accounts when I leave?

Advice on your computer account throughout its lifecycle can be found at Identity and Access Management.


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Further assistance

If you have another question, please contact the IT Service Desk.