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Finishing IT Use - Nexus365 Account

If you have used your personal email address [firstname.lastname@unit.ox.ac.uk] for any external services on behalf of your unit/department, eg for social media accounts, you must change this email address, preferably to a generic email address, to ensure that your team members can continue to use this service after you leave.

If you want to keep any of your email it is your responsibility to save your files elsewhere before your account is disabled. For help on how to do this see the Saving email section below.

Any departmental or college documents held on your Nexus365 OneDrive that are required after you have left should be moved to an appropriate alternative storage location, accessible to your college or department, before your account is disabled. For further guidance on OneDrive see the OneDrive close down section below.

Mailbox and OneDrive data deletion dates

Once your mailbox has been deleted, no email will be forwarded or out of office messages sent. Emails sent to your mailbox will be returned to the sender as undeliverable.

You will also have no access to documents stored on your OneDrive (including anything within OneNote).

Undergraduates, Visiting Students and Graduates

  • You will be able to access your email/OneDrive data for a month after your card expires.
  • Your mailbox's content, your email addresses, and OneDrive data will be deleted three months after your card expires.
  • Anyone you have given shared access to OneDrive files will be able to access them for a further 2 months only.

Returning students

  • If you are potentially starting a new course in the following academic year your account will be extended to week 2 of Michaelmas term and you will keep your existing account.

All other users

  • You will not be able to access your email/OneDrive data once your card has expired.
  • Your mailbox's content, your email addresses, and OneDrive data will be deleted two months after your card has expired.
  • Anyone you have given shared access to OneDrive files will be able to access them for a further 2 months only.

Once deleted, your mailbox and other data remain recoverable for 30 days before being permanently removed. It won’t be straightforward to retrieve your data and there will be a charge levied when we are asked to do this.

What are my options?

During the period between your card expiry and mailbox deletion dates, email will continue to be delivered to your mailbox until your quota is reached. You will not, however, be able to read these messages unless you have set up forwarding. You have the following options on how to deal with email during this period:

No action
If you take no action, email will continue to be delivered to your Nexus365 mailbox. Nexus365 will set an Out-of-Office message saying This account is scheduled for deletion. It is unlikely that your message will be read. If you return to the University, this message will be automatically removed.

You will not be aware of, or be able to read, new messages in your inbox.

No new address
If you do not have a replacement email service available, you can set an automatic out of office message to tell email senders that you cannot receive their messages. This could include details of alternative ways to contact you.

To set up an automatic reply, use the Automatic Replies functionality in Outlook Web App.

  • Student leavers: you are able to set or change mail forwarding via self-registration within three months of card expiry.
  • All other users: you will not be able to update your messages or date range after your card expiry date.

Kill your email
If your email is routed to a Nexus365 account and you wish to disable your email addresses promptly, please save any material you want to retain and then email registration@it.ox.ac.uk to request immediate blocking of your account. Once this is done, any email to your University addresses will fail and the sender will know that you have not received it.

Forwarding Nexus365 email to a new address
You are strongly advised to arrange a new external email facility well before your University Card expires (to allow time for sorting out any problems). Email forwarding from Nexus365 continues for two months after your account has been disabled. Note that forwarding only re-routes new incoming messages to your new address. Messages you have already received will not be processed.

To set forwarding on a Nexus365 mailbox, follow the instructions in the Nexus365 mailbox settings section of the self-registration page, and enter your new email address.

It is possible to combine the setting of a forwarding address with an Out of Office automatic reply to notify correspondents automatically that a new address should be used to contact you. In this case make sure that you specify yes to the [Save local copy] option on the self-registration page otherwise the automatic reply will not be triggered.

It is also possible to set forwarding by creating a rule in OWA or Outlook.

Non-IT Services email

If you want to redirect or terminate your email and it is on a different service within the University, please check computing information published by the relevant department or college.

There are a number of email domains which are not handled by IT Services. These include:

  • cs.ox.ac.uk
  • ctsu.ox.ac.uk
  • maths.ox.ac.uk
  • stats.ox.ac.uk
  • well.ox.ac.uk
  • ndph.ox.ac.uk
  • sbs.ox.ac.uk
  • conted.ox.ac.uk
  • innovations.ox.ac.uk

Please contact your local IT Support Staff if your email is in one of these domains.

Saving email

Using an Email client on your own computer

Use an IMAP email client (e.g. Thunderbird or Mac Mail) to transfer or copy folders from Nexus365 to local folders on your client system. If you are setting up a client for the first time, configuration information is available. Check that the folders are still accessible when your computer is not connected to the network.

Note that in Microsoft Outlook, local folders are created under the 'Personal Folders' heading of your folder list.

The local folders will only be accessible using the same email client program, but you could also use it to load them back to a new IMAP server elsewhere so that they can be accessed by any client.

This method is also applicable to non-IT Services systems which use IMAP.

For help on use of the basic file copying facilities in this section, please contact your local IT support staff, or the IT Services Help Desk if local staff are not available.

OneDrive close down

Document storage

OneDrive for Business is not a replacement for existing University-approved file store platforms that you may already be using, for example Sharepoint, departmental shared drives, etc. Please refer to the policy of your faculty, department or college with regards to the final storage location of any documents (including research materials). It is important that you move all University files to a final storage location before you leave the University.

OneDrive synchronisation

If you have installed Office 2016 locally at home for personal use, any data you have synchronised to your home PC will still be accessible, but ongoing synchronisation of data from any Nexus365 accounts will stop.

Your entitlement to use Office 365 applications on a personally-owned device ends when your account is removed. Installed applications will become view-only readers (i.e. you will lose the ability to edit documents) at that time. Full functionality can be restored by purchasing a personal Office 365 license from Microsoft.

Further information

Written by IT Services. Latest revision 24 July 2019