The SMU Email account is created in conjunction with the normal account creation process. For students, this process occurs upon acceptance into the University. Faculty and Staff accounts are created automatically based on employment data.
SMU will never ask you to verify your account password, SSN, or other personal data in an email or IM. If you receive an email requesting you to provide any private details about your account, please delete it immediately. For more information on phishing, click here.
Accessing SMU Email
SMU email can be accessed via webmail.smu.edu. In addition, email clients such as Outlook, Entourage, Mac Mail and others can be configured to retrieve mail from the SMU servers. Mail clients can also be configured on cellular phones and tablet devices.
Whenever possible, configure your mail clients using the Exchange configuration. This provides full synchronization of mail, contacts and calendar items. IMAP and POP configurations are also available. For more details on the configuration options, please click the documentation tab above.
About the SMU Email Account
- @smu.edu and @mail.smu.edu formats are interchangeable
- SMU Email can not be forwarded to another email address
- The maximum message size allowed by the servers is 30 MB. For sending larger attachments, please use locker.smu.edu.
- Students retain their SMU email account one full year following graduation.
- The current storage quota for faculty and staff is 2 GB.
- The current storage quota for students is 1 GB.
- Spam filtering is provided automatically on the server.
- Client side spam filters are also available.
- All names and addresses automatically populate the Global Address List. This address list is available in Webmail, and may be available in other email clients depending on the configuration.
The instructions for configuring your device to retrieve your SMU email vary slightly depending on the device and email client. However, the email settings are the same no matter which device you have.
General Configuration Information
Server Name : webmail.smu.edu
If the phone prompts for a Username, Password, and Domain:
Password: Your SMU Access.SMU Password
If the phone prompts for only a Username and Password:
Username: SMUIDfirstname.lastname@example.org (Ex: email@example.com)
Password: Your Access.SMU Password
*for Imap, Pop, and Exchange configurations for Outlook and other email clients, click on the Documentation tab.
iPhone, iPads and other iOS Devices
*The wireless connection needs to be off on the iPhone's configuration settings or it needs to be connected to a secure network, such as PerunaNet (on campus.) It may also help to turn wireless off and back on again to regain the correct connection to PerunaNet.
- From the main screen, click on Settings.
- Click on Mail, Contacts, and Calendars.
- Click on Add Account.
- Then Select Microsoft Exchange
- Then enter the following information:
Email: Enter your SMU email address (firstname.lastname@example.org)
Password: SMU Password.
- Then click Next, you will be prompted for the email server address, enter: webmail.smu.edu
- After clicking Next, you can then select the information you would like to pull down from the server. (Mail, Contacts, Calendar)
*This means the email, contacts, and calendar information that is on webmail.smu.edu will be shown on your phone in the appropriate application.
- After selecting your options, click Save.
- Click Settings
- Go to Accounts and Sync
- Click Add Account
- Select Corporate (MS Exchange)
- Enter your Email address and Password
- Click Next
- It will automatically attempt to configure the phone, but will fail. It will fill in several fields that need to be corrected
- Domain\Username: SMU\SMUID. (If those two fields are listed separately, the domain is SMU. The username is your SMU ID number)
- Exchange Server: webmail.smu.edu
- Use Secure connection should be checked
- Click Next
- Click Finish
Active Sync (Windows Mobile Phones)
- On the Main Applications screen, click on Active Sync.
- Click menu.
- Select Add New Server Source.
- Enter webmail.smu.edu as the server name
- If you are prompted to enter an SMU ID number, password, and domain, enter the following: Username: SMUID Number
Password: SMU Password
- If you are prompted to enter only an SMU ID number and password, enter the following:
Username: SMUIDnumber@smu.edu, (email@example.com)
Password: your SMU password.
If your Blackberry device support Exchange, follow these settings:
- Click New Email Setup
- Username should be your email address and then enter your SMU Password.
- The setup will FAIL! That is expected. There should then be an option to provide the settings manually.
- Choose Outlook Exchange for the email type
- Server: https://webmail.smu.edu
- Username: smu\smuid#
- Mailbox Name: email alias (first part of your email address)
- Password: your email password
About Departmental Accounts
- Only the manager of the account will have the ability to request changes to the account.
- The account can be accessed via Webmail or Outlook as long as you have permissions to the account
- Request a departmental account or changes to permissions via the Online Support Center
- These accounts may not be used as a generic account for temporary staff or student workers.
- Each departmental account is assigned two security groups: Editors and Authors
- Members of the Editors group have full permissions to the mailbox. Authors have limited permissions.
Accessing a Departmental Account
Once permission has been granted to a departmental account, you can access that account within Outlook, Webmail.
- Exit Outlook
- Go to the Control Panel
- Double click the Mail icon
- Click Email Accounts
- Click New
- Select Email Account and click Next
- Select Manually Configure Server Settings and click Next
- Select Microsoft Exchange and click Next
- Type mapi.smu.edu as the server name
- Uncheck "use exchange cached mode"
- In the username field, enter the departmental mailbox name
- Click Check Name
- Click Next
- Click Finish
- Click Close
- Launch Outlook
- Click on your name in the top right corner of the webmail screen
- Enter the other mailbox you wish to access
- Click Open
Other mail clients
To access the departmental account, you will need to configure an IMAP account. Please consult the appropriate documentation for your mail client.
IT's spam filtering system works by scanning incoming email for spam before it gets delivered to your email Inbox. The filter automatically deletes messages that meet the necessary criteria including sender reputation, email characteristics and various other characteristics. If the message is suspect, the spam filter will simply place the item in quarantine. Legitimate messages are then delivered successfully to your inbox.
In addition to the filtering on the server, individual accounts may configured spam filtering from within webmail.smu.edu or other email clients. These filters supplement the server side filter to provide greater protection from spam.
About the Quarantine
Faculty, Staff and Students may review the items diverted to their SMU quarantine folder at any time via spam.smu.edu. Items can be released from the quarantine individually. Also, specific addresses or senders can be added to a whitelist within the Quarantine. Subsequent messages sent from those specific addresses or senders, will then bypass the filter rules and be delivered succesfully. Messages are stored in quarantine for 30 days.
How effective are the Filters
The current spam filter actually deletes about 90% of the total emails sent from the internet to the SMU mail servers. Although an occasional spam message may reach your inbox, the filter is very effective in minimizing this occurance.
Adding an address to the Safe List or Block List
You can quickly add an address to the block list or safe list within the Spam quarantine. This will affect any messages from that individual for your account only. Simply login to the quarantine (spam.smu.edu) and click on Options in the top right corner. Click Safe list if you wish to mark a particular sender as safe, or block list if you wish to block emails from an individual. Senders added to the safe list will bypass the spam filters completely and be delivered to your inbox. Any messages from a blocked sender will be trapped in quarantine and will not be released to your inbox.
Occasionally, unsolicited spam email messages may get through our filters, which use sender reputation scores as one of the filtering criteria to block spam. If you would like to report spam which has reached your SMU inbox, please forward a copy of the message as an attachment to firstname.lastname@example.org .
Please note that only messages which are sent as an attachment can be analyzed, as this method keeps the email header intact. This allows OIT to send pertinent data on to our anti-spam vendor, who will use it to influence the sender’s reputation score.
To forward a message as an attachment, please use one of the following methods:
- In Webmail, right-click the message and select “Send As Attachment”.
- In Microsoft Outlook, select the message (single-click) and press the combination Ctrl-Alt-f on your keyboard.
Please note that the email@example.com mailbox is not actively monitored. To report a frequent spammer, or other spam-related issues which require the attention of the SMU OIT Staff, please send the message to firstname.lastname@example.org.
About Email Encryption
OIT offers an email encryption service for faculty and staff who transmit highly sensitive data. The outgoing email can be encrypted for an external recipient. The recipient receives an email alerting them of the encrypted message. They click on a link and login to the Cisco Ironport portal in order to retrieve the data. The original sender also has the option to expire the email or remove the email to prevent further access to the information if needed.
Please note: only emails sent to recipients with non SMU email addresses can be encrypted with this service.
Please email email@example.com to request access to the service.
Using the Service
There are two ways to encrypt the message once you have been granted permissions to use the encryption service:
- Simply add [smuencrypt] in the subject line of your message (all lower case with the brackets included)
- Install the Outlook plug in. An encrypt button will appear for all new messages that you compose. Click on that button before clicking Send. The Outlook plug in is only available for Windows with Office 2007 or 2010 32 bit. Click here for the plugin
Note: The recipient will receive a notification that they have received a secure message. The first time they receive an encrypted message they will be prompted to register. Directions will be provided in their email.