All University Mail


  1. HOME
  2. FAQ
  3. All University Mail
  4. next_KUMail

next_KUMail FAQ

Please refer to the instruction manuals.

Download your data (Google Account Help)

※Note: Services which G Suite in Kyoto University does not offer will appear as options of download.

When you link your mailing list addresses (including secondary group addresses) to your Gmail account, emails sent by another user in one of the mailing list can be labeled as "Sent".

Please understand that this is part of the Gmail specification.

*Caution: Spoofed spam mails

When you receive a spam mail with its "From" spoofing as your address, it can also be labeled as "Sent". Please forward any emails you find suspicious to the address below to share the information with all-campus database.

Our address for reporting targeted cyber threat:

Gmail doesn't have a direct way to reuse or resend sent messages. However, there are three alternative ways to make it possible:

1. Forwarding

The simplest way is to just forward the message, change "To" address accordingly and delete the marking (---------- Forwarded message ---------).

2. Canned Responses (Templates)

Canned Responses make it possible to insert a set of sentences you use frequently. For details, please refer to the page linked below:

How to Set Up Canned Responses in Gmail (external link)

3. Create a message by clinking a URL link

You can also make use of special URL to quickly compose your message. For details, please refer to the link below:

Instantly Compose New Emails in Gmail With This Bookmark Trick (external link)

*If we find another way to do the same thing, we will update this page as soon as possible.

Kyoto University uses 2 domains;kyoto-u.ac.jp and mail2.adm.kyoto-u.ac.jp in G Suite in managing the mail for Faculty and Staff and second group management in Groupware.
In using personal Google service(youtube, Google calendar etc) with 「kyoto-u.ac.jp」and「mail2.adm.kyoto-u.ac.jp」before,the account conflict occures in having the same address .

In that case, you will be required to change the mail address used as a personal Google account.
Please refer to the manual to delete the conflict.

G Suite About deleting the account conflict

You can send mails with the different address from that of KUMail.

◆To send mails logging in to KUMail with Web.

There are items to enter "add the information for sending" in the lower of the screen in clicking "option">"change the personal information" in the screen of KUMail .

The information of the sender registered at the moment will be displayed in the upper of the screen. As an initial information, the name and KUMail address is displayed, which will not to be deleted.

To register the mail address (not KUMail) additionally, Please enter the sender's name which will be displayed in the recipients' screen in the name item, and enter the address(not KUMail) in the mail address item(header from) then click "add" at the bottom of the screen.

If you check "use as From in principle" at the right of the name item, the information will be inserted in creating, replying, and forwarding mails as an information of sender .

You can change it in the screen of sending, replying and forwarding mails.

◆To use the PC mailer

You can set the address (not KUMail) of senders in the PC mailer.

(Example 1)Microsoft office Outlook:Setting with "Tool">"Option">"Set up mails">"E-mail account"

(Example 2)Mozilla Thunderbird:Setting with "Tool">"Account setting">"Send(SMTP)server"

In using IMAP with Mozilla Thunderbird,there might be the case that the attached files of your received mail can't be downloaded completely.

It's due to the setting to download attached files split with the initial value of Thunderbird.

In setting not to split, you can download the attached file completely.

You can change the setting with the following peocedures.

1) [Windows] Click "Tool">"Option">"details" > "setting editor" in "advanced configuration" in Thunderbird.

[Mac OS] Click "environment setting">"details">"setting editor" in "advanced configuration" in Thunderbird.

2)Even though the message appears saying "Out of the warranty for operation" , click "utilizing with extreme caution" button.

3) As the setting editor screen appears, please set the mail.server.default.fetch_by_chunks in the center of the list "False".

(If the setting is "true", please move the cursor to the line and double-click. Then it will chance to "false".).

4) Close the setting editor screen.

There is not number limitation of address in "TO", "Cc", and "Bcc" in KUMail, however, the number of the characters has to be 2048 at most with half-sized characters including ",(comma)" in each box(To,Cc,Bcc).

In sending mails to the plural addresses from time to time, please register the mail address in the "address book" in advance and group.

Then your input wwill be simple(just choosing the group) and there are fewer mistakes of your input.

(Due to the function of automatic deletion in KUMail)

Emails with "Trash" and "Junk Mail" labels will be deleted after 30 days.

(Due to the deletion setting in mailer)

In downloading the mails from KUMail with mailer(POP3), there might be the case that the mails in server are set to delete after downloading or designated days had passed after downloading.

Please check the settings of the mailer.

[Microsoft Outlook] "Tool">"Account setting">"Change" in e-mail account>"Details" in Internet e-mail settings>Please confirm that you had checked "Put the copies of the messages in server" and uncheck "Delete from the server" displayed in the screen "Detailed settings" in "Internet e-mail settings".

[Mozilla Thunderbird] "Tool">"Account setting"> Please confirm that you had checked "Store the messages in server after downloading" and uncheck "Delete the messages which had been stored for more than xx days after downloading"displayed in the screen "Detailed settings" in "Internet e-mail settings" displayed in the screen "server settings" at the left side.

Please set up a forwarding setting on your new KUMail (Gmail) by following the steps in the manual.

Set up your vacation reply

1.On your computer, open your Gmail.
2.In the top right, click Settings Settings.
3.Scroll down to the "Vacation responder" section.
4.Select Vacation responder on.
5.Fill in the date range, subject, and message.
6.Under your message, check the box if you only want your contacts to see your vacation reply.
7.At the bottom of the page, click Save Changes.

Note: If you have a Gmail signature , it will be shown at the bottom of your vacation response.

Reference: Out of office or vacation reply (Google Account Help)


The mail address is created automatically by SPS-ID based on the application from the department and won't be changeable.However, we can correct the spelling errors.

Please contact IIMC.

E-mail: support*iimc.kyoto-u.ac.jp (Please replace * with @mark.)

In accessing directly to mail for Faculty and Staff(KUMail), please log in with your SPS-ID (account for Faculty and Staff) and your password.

If you forget your SPS-ID and the password, please contact IIMC.

E-mail: support*iimc.kyoto-u.ac.jp (Please replace * with @mark.)


Copyright © Institute for Information Management and Communication, Kyoto University, all rights reserved.