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Email FAQ

KUMail(Kyoto University Mail for Faculty and Staff)

What happens to my KUMail or Google Drive when I move to another department, leave the university temporarily, or retire from the university? Is there anything I should do beforehand?

・When you move to another department at KU/When your staff number is changed

You can still use KUMail with the same address.

・When you retire from the university/When you transfer to another university

Your SPS-ID will be suspended, making KUMail on your browser and email client and G Suite services unavailable. Please set up forwarding or auto-reply in KUMail and back up your data in KUMail, Google Drive, and others before you leave. However, your KUMail (G Suite) account itself will be active for 360 days after your retirement. It means that you can still auto-reply to messages sent to your KUMail address or receive forwarded emails in another account of yours for 360 days as long as you set it up in KUMail while your SPS-ID is valid.

For KUMail storage service, all shared folder settings will be deactivated upon SPS-ID deactivation (however, receiving folders and web publishing settings will not be deactivated).
In addition, all uploaded data will be deleted 360 days after retirement.

Please perform the following tasks as necessary before the SPS-ID is deactivated.

・Data backup and data reduction of faculty/staff groupware (Google Workspace) including KUMail
・Automatic response (absence notification) and forwarding settings for e-mails
・Owner change of files in Google Drive
・Data backup and file movement of KUMail storage, deactivation of web publishing settings

ATTENTION: We do NOT accept any request about your SPS-ID after it is suspended, such as exporting your data and setting up auto-reply or forwarding on your behalf.

For instructions, see also:

Back up your data

Set up auto-reply

Set up automatic forwarding

When 360 days have passed since you leave Kyoto University, your KUMail (G Suite) account and any data linked to it will be completely deleted.

If you have another Google account, you can copy your data from your KUMail account to that account. Note that if it's a private account (***@gmail.com), you may not be able to copy all the data due to the size limit of your private account. (There's no limit to the data size you can store in KUMail or Google Drive with your campus account.)

・When you retire and become a professor emeritus

While KUMail will become unavailable after the retirement, you can receive messages sent to your KUMail address in another account you own as long as you set up forwarding in KUMail before you leave. Since we offer a KUMOI account to professors emeriti (KUMOI is basically an email system for students at KU), please contact the ICT Support Center for more details.

・When you go to another institution on loan

If you still have a position at KU, you will be able to use KUMail. If you don't, you will be treated as those who retire from KU or transfer to another university.

・When you leave KU temporarily

Set up auto-reply or automatic forwarding before you leave.

ATTENTION: We do NOT accept any request for setting up auto-reply or forwarding on your behalf.

・When you changed your last name

You can still keep using your old last name without any application. If you wish, we can change your SPS-ID and KUMail address to match your new family name, though it may bother you with data transfer and thus we don't recommend it.

 

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