If there’s one thing I’ve noticed in my two years at Metro State, it’s that most students rarely check their university email accounts. But did you know it’s official university policy (#1050, no less)? Students must “use their university-provided e-mail address for university-related business.”
Furthermore, the policy requires that employees “use the official university email system when sending emails of a sensitive and confidential nature.” As a result, faculty and staff may be unwilling to respond to student messages that weren’t sent from a Metro State email address.
Steve Reed, Chief Information Officer and Vice President of Technology and Telecommunications, said the reason behind the policy is so the university has an unchanging point of contact to students. “Phone numbers change … [but a student’s] email will not change.”
“Things that have a real impact on students,” like emergency alerts and class cancellations, may not be received, said Reed. “We cannot uphold our commitment to what we do” without a certain means of contacting students, he said.
So let’s make managing your student email more convenient. First, I’ll show you how you can receive Metro State emails alongside your primary personal email account. Then, a how-to on sending a metrostate.edu email from any email account.
Receiving emails sent to StarID@metrostate.edu
The quick and dirty approach: Forward from Outlook.com
The easiest way to receive your student emails in any other email inbox is to forward them from Outlook.com. When you receive an email at StarID@metrostate.edu, you will receive an identical copy in your preferred email inbox.
Connecting with your phone
My personal preference is to forward emails to my Gmail account and receive notifications for new Gmail messages. But it is possible to receive new mail notifications directly from your email on your mobile phone. I recommend the guides from Information Technology Services, at metrostate.edu/student/university-info/university-info/information-technology-services/i-am-new-here/student-faculty-and-staff-email.
Connecting with your desktop email client
You can also connect your student email account to desktop email clients like Gmail, Outlook.com, Microsoft Office Outlook, and Mac Mail.
Why would I connect my email client instead of using Outlook.com forwarding?
When you use forwarding, you are merely creating a copy of the original message on your second email account. Changes to the copy (such as deleting it, or marking it read) do not affect the original. When you add your StarID@metrostate.edu email address to your email client, however, you are allowing your email client to directly manipulate the original message (such as deleting it), instead of just the copy.
In Gmail.com, go to the Gmail homepage. Click the gear icon at top-right, then click “Settings” from drop-down menu. Next, click the “Account and Import” tab. In the “Check email from other accounts” section, click “Add an email account”. Enter your StarID@metrostate.edu email address in the new window, click “Next »”, click “Next »” again, and enter your password. You may click the checkbox for “Leave a copy of retrieved message on the server” to ensure your messages aren’t deleted when they are first retrieved. Finally, click “Add Account.”
In Outlook.com, Microsoft Office Outlook, and Mac Mail, you can typically set up both email sending and receiving simultaneously. Refer to the next section on using those clients.
Sending emails as StarID@metrostate.edu
Email is complicated. It’s a mishmash of different protocols for sending, receiving, and verifying identities.
As a result, there are no guarantees. One day Metro State’s email servers may decide that the emails you’ve been sending no longer look legitimate, and will discard them before they ever reach their destination. So if you want to be absolutely sure a message you send from your StarID@metrostate.edu email address reaches its intended recipient, send it directly from the online student email portal.
On the other hand, if you’re willing to take that risk, here’s how you can send emails from your StarID@metrostate.edu address using Gmail, Outlook.com, Microsoft Office Outlook and Mac Mail.
It is not possible to add your StarID@metrostate.edu address using the Gmail mobile app. But once you’ve added your account through Gmail.com, you will be able to send messages from StarID@metrostate.edu using the mobile app.
Your student email already uses Outlook.com, but it can be tedious to log in to. Connecting your primary Outlook.com account with your school Outlook.com account will save you a lot of time logging in.
Now you can send Metro State email from Outlook.com (and receive it if you didn’t select “SMTP send only connection settings” in Step 3.5).
Microsoft Office Outlook
Now you can receive and send Metro State email from Microsoft Office Outlook.
You will now be able to both receive and send Metro State email from Mac Mail.