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St Stephen's House, Oxford

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Email at the University

All College Email is provided centrally via IT Services, not from within the College itself. Email can be accessed via a web-based interface which is accessible from anywhere in the world, or via email client software such as Outlook and Thunderbird.

All members of College must have a University e-mail SSO (single sign-on) account and should use their University email address for university correspondence - important information will be disseminated via those mail addresses, and you must keep up to date with them.

Undergraduate students are registered by their colleges and have a college address (in the form firstname.lastname@college.ox.ac.uk). Postgraduate students have a college address (in the form firstname.lastname@college.ox.ac.uk) plus a Faculty or Departmental address (eg. firstname.lastname@theology.ox.ac.uk) and both addresses are delivered to the same account - that's to say, the addresses are 'aliases' to the same thing. University email addresses can be looked-up using the Oxford University contact search web-page.

Contact registration(at)it.ox.ac.uk if you have any queries about your email addresses such as wanting to have aliases set up to reflect the name by which you are more commonly known (for example, Tom instead of Thomas).

It is most likely that you will check e-mail from your own computer or a general computer provided within your College. However, there are also terminals provided in the central Computing Services building (13 Banbury Road).

Email Etiquette

Please take note of the following suggestions to make your lives easier:

  • Write messages clearly and concisely: a lot of time is wasted scanning messages for key facts.
  • Do not blindly forward messages without first editing the content to be clear and concise and to take account of the new intended recipient(s).
  • Avoid using attachments for simple information: MOST people can cope with Word attachments, but for some users this requires several minutes of messing around since not everyone uses a PC/Mac with MS Word to read their mail - and increasingly, people will be accessing mail on a smartphone.
  • Most people ignore automatic requests for notification or receipt, so do not use them! If you require confirmation of receipt, ask for one in the message.
  • Please use vacation message settings if you are not checking mail for more than a couple of days. It helps people know that they are not going to get a reply to their urgent message. However spammers do use vacation messages as confirmation that their address lists are valid - so switch them off when not applicable.
  • Admin Staff should try to avoid duplication of circulations by both email and paper, or at least notify if paper copy will follow the email.
  • Ignore/ immediately delete unsolicited junk mail or financial scams. See advice on automatic filtering of junkmail
  • Hoax virus notification messages are common: do NOT follow 'disinfection' instructions unless you are sure of the authenticity of the advice. If unsure, forward the message to a member of IT staff
  • Please note that the maillists are intended for circulating information relevant to the College. They should not be used for advertisements or personal messages without prior authorization.

You may also like to read the IT Services' advice on email netiquette.

Page last updated: 01/08/2019, at 10:59

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