Policy last updated

15 June 2020


  • Schools
  • All Department staff

January 2020



  • eduMail is the Department’s messaging service. It manages email, calendar and contacts.
  • All employees and contractors have access to an eduMail account for the duration of their employment.
  • There are 3 ways that eduMail can be accessed:
    • Microsoft Outlook Client on a dedicated PC or laptop
    • Microsoft Outlook Web App, using web client such as Internet Explorer or Firefox
    • mobile device such as Android, iPhone or Windows mobile device
  • eduMail on a dedicated PC or laptop is supported on both Microsoft Windows and Apple Mac.
  • A comprehensive suite of information and resources for using eduMail has been developed for staff members and is available on the Guidance and Resources tabs.
  • At all times, users must adhere to the Department’s Acceptable Use Policy for ICT Resources, EduPass — Identity and Access Management in Schools and the Department’s Password PolicyExternal Link (staff login required).


Setting up eduMail for a new staff member

Staff are automatically provisioned with an eduMail account on commencement of employment following their details being processed in the Department’s human resources system (eduPay).

Note: If staff employment period has re-started after a break, staff eduMail account will be re-activated within 24 hours.

To ensure staff are provisioned with an eduMail account, schools must ensure that staff details are entered into eduPay upon commencement of employment, according to the Recruitment in Schools Policy.

eduMail account details (including email address and password) will automatically be emailed to the staff member’s school account which is managed by the school principal or business manager. For corporate staff, account details will be sent to the staff manager.

The account provisioning process will grant staff membership to relevant distribution lists.

Account details will comprise of a temporary password. The account owner is required to change their password through eduPass when they first access the system.

Staff must log in using these details and proceed to:

  • set up self-service password reset (SSPR) by selecting a set of secret questions and answers
  • change password
  • accept the Department’s Acceptable Use Policy

Options for accessing eduMail

There are 3 ways that eduMail can be accessed:

  • Microsoft Outlook Client on a dedicated PC or laptop
  • Microsoft Outlook Web App, using web client such as Internet Explorer or Firefox
  • mobile device such as Android, iPhone or Windows mobile device

Logging in using Microsoft Outlook Client on a dedicated PC or laptop

A guide to setting up and using Microsoft Outlook Client on Windows or Mac is available in the Resources tab.

Logging in using Microsoft Outlook Web App

Outlook Web App allows you to access your eduMail account via a web browser. It is available in 2 versions:

  • standard — full features accessible, recognising your browser and connection
  • light — basic features if browser doesn’t support the full version or connection is slow

Log in to Microsoft Outlook Web App

The eduMail Outlook on the web Quick Reference Guide is available in the Resources tab.

Logging in using a mobile device

You can also access your eduMail account via your personal mobile device.

For instructions to help you set up your account on your Android, iPhone or Windows mobile device, refer to the eduMail Mobile Devices — Quick Reference Guide in the Resources tab.


Using your eduMail account

There are functions you should be aware of once your eduMail account has been created.


You can update some of your personal information in your eduMail profile, this includes your name, title contact details and office details.


Your eduMail email address and display name are based on your staff name (or preferred name) as listed in eduPay.

Changing any part of your name (including changing/adding a preferred name) in eduPay will result in the following changes to your eduMail account:

  • update to your eduMail email address
  • update to your eduMail display name

Once changes are made in eduPay, your previous email address will no longer exist.

If changing any part of your name, always inform co-workers and external contacts of your new email address. Anyone attempting to email your old email address will be unsuccessful.


Your title is based on your staff position description as listed in your eduPay profile.

If you believe that your eduMail title is not a true reflection of your role, please consult with your school Business Manager or HR representative.

Contact details

Phone numbers

School staff: your contact details, such as your phone number and mobile number, are based on your contact details listed in eduPay. Once you update contact details in eduPay they will appear in eduMail within 2 hours. Remember to update your contact details if you change schools.

Corporate staff: your phone number is managed centrally and you will be issued with a Skype Number which is attached to your account for the duration in which you work within a corporate location. If you have been issued with a Departmental Mobile Phone, you are to update your mobile number in eduPay.

Visit eduPayExternal Link to update your contact details

Office details

Your office or school location and work address are sourced from eduPay. If you change schools or office location, your eduMail details will be automatically updated within 4 hours of your new location being updated in the eduPay.


All staff are responsible and accountable for all actions performed on Departmental systems using your user ID and password. The privacy of your eduMail password is most important in protecting yourself and Departmental systems from malicious acts performed by unauthorised individuals.

Your password is the key to your account – anyone who knows your password has complete access to not only your eduMail account, but also your computer, files, and your eduPay details.

Never share your password. If you believe that your password may be known by others, change it immediately.

For more information, refer to: EduPass — Identity and Access Management in Schools.

Mailbox size

eduMail accounts are created with a predefined mailbox quota. You will receive an automated email message to alert you when you are approaching mailbox threshold.

If you ignore these messages and your mailbox reaches threshold, the eduMail service will prevent you from sending and receiving emails and will only restore services when you reduce size of your mailbox.


There is a 20MB limit for both sending and receiving emails with attachments. This limitation is in place to efficiently manage and maintain the eduMail service.

If you need to send a document that is larger than 20MB, there are alternative methods you can use. These include:

  • sharing the files, documents, photos over the network (through a shared drive or SharePoint) and providing staff with link to document
  • compressing the file using a program such as WinZip
  • splitting up the file into multiple smaller portions and email separately
  • converting the attachment/s to PDF (portable document files)



eduMail user resources

Staff can visit the eduMail intranet pageExternal Link (staff login required) for a range of supporting resources and user guides.

Frequently asked questions:

A range of eduMail Quick Guides and Quick Reference GuidesExternal Link (staff login required) are also available on the following topics:

Reviewed 29 March 2020