Table of Contents
What is email forwarding?
Forwarding occurs any time that a previously delivered email is re-sent to one or more other email addresses.
As a broad concept forwarding includes
- the use of Outlook's forward button
- automatically forwarding processes
- recipient addresses that are internal or external to Emily Carr University (ECU)
What is an external email address?
An external email address is defined as any address that is outside of ECU domains. Generally this includes any address that does not end with @ecuad.ca or a similarly branded alias, such as the legacy @eciad.ca.
Within Microsoft 365 it is possible to set rules that automatically forward all or selected incoming messages. An organization's policies and Microsoft configuration determine which individuals have access to utilize these features, and whether it is possible to set external addresses as recipients.
Effective from November 15th, 2024 at 2:00 pm (PST), the ability to automatically forward ECU emails to an external email address will be disabled for all employees, including all faculty, staff and student workers.
The following types of forwarding are still permitted:
- Automatic forwarding to external addresses is permitted for students who are not also employees
- Automatic forwarding to ECU addresses is generally permitted across the organization
- Manual forwarding of individual emails to ECU and/or external addresses is generally permitted across the organization
We understand that email forwarding has been a useful feature for many of you. However, the risks associated with the unauthorized disclosure or mishandling of ECU information have led us to take this precautionary step.
The policy aligns with cybersecurity best practices and ensures compliance with data protection regulations, safeguarding both personal and institutional data. This change is being implemented to enhance the security and confidentiality of our communication systems and protect the sensitive information shared within our university community.
How will I be impacted?
If you have previously set up automatic email forwarding rules, these rules will be disabled from November 15th, 2024 at 2:00 pm (PST). Emails received after this time will not reach your previously defined external address.
To access your ECU emails, simply use of the methods described on our M365 Hub:
- Outlook phone app for Windows, iOS or Android
- Outlook browser app
- Outlook Desktop app for Windows or macOS
- Apple Mail
How can I stop receiving warning messages?
If you attempt to re-enable automatic email forwarding to an external address the system will prevent their delivery. You will also receive a warning notification for every automatic forwarding attempt. To stop these messages, simply disable email forwarding and/or any mail rules that include external forwarding as an action.
Instructions
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Outlook Browser App
To disable forwarding of all messages:
- Open email.ecuad.ca and log in to your university email account.
- Click on Setting gear on top right corner of the screen.
- Select View all Outlook settings.
- In the Outlook Options window, choose Forwarding from the left-hand menu.
- Ensure that the Enable forwarding option is unchecked (gray).
- Or, set forwarding to a valid ECU address as shown here.
- Click Save to save changes.
To forward all messages to an ECU address:
- Follow the steps above for your mail client.
- Check Enable forwarding to make it active (blue).
- Add a valid ECU address in the Forward my email to field.
To disable or adjust mail rules:
- Open email.ecuad.ca and log in to your university email account.
- Click on Setting gear on top right corner of the screen.
- Select View all Outlook settings.
- In the Outlook Options window, choose Rules from the left-hand menu.
- Edit or Delete each rule that contains a Forward to action with external address defined as recipient.
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Outlook Desktop (macOS)
To disable forwarding of all messages:
- Log into Outlook browser app and take the actions described above.
To disable or adjust mail rules:
- Open Microsoft Outlook and log in to your university email account.
- Click on the Messages from the top menu bar
- From the drop-down options, select Rules
- Edit or Delete each rule that contains a Forward to action with external address defined as recipient.
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Outlook Desktop (Windows)
To disable forwarding of all messages:
- Log into Outlook browser app and take the actions described above.
To disable or adjust mail rules:
- Open Microsoft Outlook and log in to your university email account.
- Click on the File tab located in the upper left corner of the screen.
- From the drop-down menu, select Options.
- In the Outlook Options window, choose Manage Rules & Alerts from the left-hand menu.
- From the Outlook Setting, select Rules
- Edit or Delete each rule that contains a Forward to action with external address defined as recipient.
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We understand that this change may require some adjustment. If you require assistance, please submit a ticket from this page and our staff will be happy to help.