This article provides step-by-step instructions on setting up a University of Southampton (UoS) SecureMail Mailbox.

UoS SecureMail service

The University of Southampton (UoS) SecureMail Mailbox service is primarily for staff members within the Faculty of Medicine (FMED), sending highly sensitive and confidential medical information to external health and social care organisations, such as the NHS.

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Requesting a UoS SecureMail Mailbox

1. Complete the SecureMail Mailbox Request Form to request a mailbox. You will need to provide the following information:

1. Name (this will be automatically populated)
2. Department*
3. Reason for requesting the mailbox
4. Confirm that you have read the Terms of use. Please ensure you read this document as it provides important information about the mailbox and the controls that are in place. Be mindful of the following:
   1. UoS SecureMail service mailboxes can only be accessed through the web-based version of Microsoft Outlook to reduce the risk of users sending information from the incorrect mailbox.
   2. Emails that are older than 90 days (3 months) will automatically be deleted to ensure that the service is not used for long-term data storage.

2. Once the form has been completed, the Approvers will receive a notification to approve or reject the request:

• If approved, the request is sent to iSolutions to setup the mailbox (please allow five business days for this process).
• If rejected, please contact the Approver in your department as iSolutions will not approve or reject your request.

3. You will receive an email notification once the mailbox is ready.

* Please note if your team or department are not listed, you will need to request this by submitting at ticket with ServiceLine. You will need to provide the names of at least two individuals who will approve the workflow request.

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Accessing a UoS SecureMail Mailbox

You will receive an email notification confirming that your mailbox has been set up.

Firstly, log into the web-based version of Microsoft Outlook using your University username and password and complete the following:

1. Select your profile picture in the top-right hand side of the page.

2. Select Open another mailbox.

3. Type in the mailbox name you have been given (for example: username@securemail.soton.ac.uk) and select Open 

You will not be issued with a password for this mailbox, as it uses delegated mailbox permissions to allow you to see it as a second mailbox (similar to the shared mailboxes on Outlook).

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Related content

Cyber Security - SharePoint website

SecureMail Service - Terms of use

Form to request a UoS ServiceMail service mailbox

SecureMail service mailbox - Guide for approvers