eduMail (employee email)

Using your eduMail account

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

Personalisation

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

Name

Your eduMail email address and display name are based on your first and last 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 updates 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 become a secondary email address attached to your email profile, allowing you to continue to receive emails from contacts who have registered your old email address. All new emails sent by you, will be sent from the new email address.

If changing any part of your name, always inform co-workers and external contacts of your new email address.

Title

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 position, please consult with your school business manager or HR representative.

Contact details

Phone numbers

Contact details for school staff, such as phone number and mobile number, are based on contact details listed in eduPay. Once you update your contact details in eduPay they will appear in eduMail within 2 hours. Staff are reminded that when adding a mobile phone in eduPay, an entry made in the Mobile Business field will result in the number being published to eduMail allowing all staff (and students at your school) to have access to the mobile number. Any entry made into the Mobile Private field remains private and would only be used by HR in the event of an emergency.

Office details

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

Passwords

All users of the department’s ICT systems and applications including staff, teachers, contractors and any other individuals and organisations who have been granted access are covered by the Password Policy (derived from the department’s ICT Security Policy).

For requirements for new passwords, refer to: Password Policy (staff login required).

Manage your password via the self-service options:

• Reset your password if you have forgotten your password
• Change your password via My Account
• Set-up security questions and answers via My Account

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 the mailbox threshold.

If you ignore these messages and your mailbox reaches the threshold, you will be prevented from sending and receiving emails. Services to your account will be restored once you reduce the size of your mailbox.

Attachments

There is a 20 MB 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 20 MB, there are alternative methods you can use. These include:

• sharing files, documents, photos using SharePoint online or OneDrive and providing staff with a 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).

Email signature

Your email signature allows you to communicate your essential contact details at the end of emails. A standard signature block should include:

• your name
• your title (including if you are in an acting capacity)
• your school (or office) location
• which days you are available
• how to contact you (including work phone number, your email address and school email address, the department’s web address: www.vic.gov.au/education, school physical address).

To learn more about email signatures, visit Email signature blocks (staff login required).