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Email: Frequently Asked Questions

What are the e-mail quotas?

Students: Students will have over 7.5 GB of storage. Google Apps restricts the size of file attachments to 25 MB. Mail left in the Trash folder will automatically be deleted after 30 days.

Faculty/Staff: Faculty and staff have an e-mail quota of 2 GB on the server. Reminders are sent when 80% capacity has been reached. Exchange users have the capability of archiving older files to their desktop computers to be able to keep older messages without filling up the server.

Does the University block some attachments?

Yes, many viruses and worms are spread through the e-mailing of infected files. In order to help mitigate this spread, we block many types of attachments especially those types of executables that are known to carry viruses. If you have a question about a specific type of file attachment that is being blocked, please contact the Help Desk.

It is especially important to understand that we are blocking .zip files. Generally, if you feel it is important to send or receive zip files if you rename the file extension or add another extension after the .zip, it will pass through the scan and be delivered. It can then be renamed to just .zip and executed locally. List of Blocked Extensions.

What is the largest e-mail I can send?

University systems limit the size of any single e-mail message to 15 MB. This includes the size of any attachments.

How many people can I send a single message to?


In Google Mail the limit is 50 e-mail addresses.


In Exchange, we recommend that no more than 250 addresses be used in any single e-mail message.

What is a list serv?

A LISTSERV is a special server to help create, manage, and maintain e-mail lists. These are used when a group or organization want to communicate to a number of constituents so that each person on the list does not need to manage the list locally. Richmond provides LISTSERV for University-sponsored groups and departments. Please see Mail List (Mailman) for more information.

Can my department or organization have its own e-mail address?

Yes, in fact we encourage departments to have a departmental e-mail address for Web pages and correspondence so that as employees come and go, the address remains the same.  Please see the Departmental Services page for further information about this and other services available.

Student Organization requests must be made through the Center for Student Involvement

How do I set an out of office message?

Google Mail

In Google Mail, you can use the "Vacation Responder" feature which lets you specify the exact dates of your out-of-office time. For details, refer to the Google Help Center.

Outlook Exchange

Click "Tools," then "Out of Office Assistant," and follow instructions.

What is Google Apps for Education?

Google offers schools a hosted solution for their email, calendar, and chat through Google Apps for Education, their integrated communication and collaboration solution. 

For more information visit Google Apps for Education

What is Gmail Labs?

Gmail Labs is a testing ground for experimental features that aren't quite ready for primetime. They may change, break, or disappear at any time. You can view the available labs under the Settings in your Gmail.

If a Lab feature breaks, you can contact the HelpDesk or navigate to the following link:

What is the naming convention for student email addresses?

The naming convention for student e-mail accounts is as follows:

  • The student's preferred name (as reported to the Office of Admission on your application) followed by a "." (dot) followed by your entire last name followed by ""; e.g.
  • When duplicate e-mail account names occur, the middle initial will be used ( to distinguish them.
  • When the use of the middle initial still does not produce a unique e-mail account name, the last name will be followed by a sequential number.
  • Ones and zeros will not be used in e-mail address names as they are easily confused with the lower case letters L and O. 

A student with the name of John (Johnny) Richard Smith would have and e-mail address of If there is already a johnny.smith at the time of activation, the address would be and if there is a johnny.r.smith the address would be

What is the naming convention for Faculty and Staff email addresses?

E-mail addresses for faculty and staff are usually in the form "first initial+first seven characters of your last" (e.g., Jane Doe = If this e-mail address has already been used, numbers will be added to the address as long as it doesn't cause the e-mail address to be longer than eight characters (e.g., Jane Doe = If your last name is longer than seven characters it will be truncated to eight characters (e.g., Jane Doughnut = or if a duplicate).

Can I set email forwarding on my mail account to go to a different account?

Staff and full-time Faculty can not set up email forwarding on their Richmond email accounts. This is because the content of University email messages can often contain sensitive communications with students or restricted or confidential information transmitted between offices. Although we can provide a measure of security for these communications while on campus email servers, we cannot protect this information once it leaves campus. Although you personally may follow secure data practices, other members of the University community  who send email cannot know whether a particular recipient's email is automatically forwarded off campus. As such, confidential or sensitive data may be automatically sent off campus to an insecure location without the sender's awareness.

Law Adjunct Faculty and Students can set email forwarding on their accounts by logging in to:

Alumni can add or edit the email forwarding by logging in to: 

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