Summary
It may be possible to make it appear as though you are someone within the School or
the University, even if you use an external email service.
Background
A lot of people with the School, and indeed, across the University,
are seemingly happy to have external hosting providers handle email
content that contains University-related information.
Because of the highly personal way that people choose their external
usernames, this can mean that people at the University might receive
email that appears to come from, for example, some random account
at Google, or even from two or more usernames that are the same,
except for being within some person's own domain.
Furthermore whilst some people will make sure that when they enter into,
or carry on with, School/VUW-related email conversations with external
parties, it can also mean that external recipients of email may also get
University-related communications from seemingly random mail
accounts.
Given the amount of money that the University spends on
promoting its brand, it might be seen to be a good thing to make it
appear, when entering into, or carrying on with, email conversations
about School/University matters, as though one was actually part of
the School/University, by appearing to use one of the email addresses
that the School/University provides its people with.
This Tech Note seeks to collect the information that members of the
School and University will need, to allow them to be seen to be members
of the School and University when using email for School/University
matters.
Details
Your own domain
If you are hosting your own domain, then this is obviously something
that you need (no pun intended) to address for yourself.
Gmail
If you use a Gmail account then Google, as you might expect, make doing this very easy.
Within Gmail's
Settings
pane, there is a tab
Accounts and Import
containing a section
Send mail as:
which allows one to achieve the desired functionality.
Google's support page for this feature
https://support.google.com/mail/answer/22370?hl=en-GB&ctx=mail
explains the feature as follows
Gmail lets you send messages with another of your email addresses
listed as the sender instead of your Gmail address. This feature helps
you manage multiple accounts from the Gmail interface; it works only
if you already own the email account linked to the alternate address
and goes on to say
Once you're set up: sending mail
To use one of your alternate sender addresses, click the From link
when you compose a new message. If you're replying to or forwarding a
message, click the field where your recipients are listed, then click
From. After clicking From, you'll see a drop-down menu next to your
address, where you can select the email address you'd like to send
from.
so, as you can see, it is all very simple.
