Email is an official communication channel in the University. All members of the University will have their email accounts and mailboxes created automatically. With a valid account, user could use email software to exchange messages with members of the University or the Internet community.

Currently, the University is using Microsoft Office 365 (Office 365), a cloud-based messaging solution provided by Microsoft for the education sector, as the official staff email services. To access Office 365 in an office computer, we recommend staff to use Microsoft Outlook. Besides the basic functions as an email software, Microsoft Outlook provides many advanced features. With Outlook, you are not limited to text in your messages. Documents, videos, sounds and graphic images can be inserted directly into a message body or as attachments to it. It allows users to setup automatic 'Out of Office' reply and you may also setup Outlook to filter unwanted messages. Other features include sending mail on behalf of another user, auto-forwarding emails to another email address, etc. Please check the document Using Microsoft Outlook for more details.

As in the office, staff may also use Outlook at home. This would be possible if you are using Windows from a private computer with broadband connection. To do this, user needs to setup a Outlook profile (see Microsoft Outlook Profile for details). To use email from a public computer, it is recommended to use the Webmail service, which no special setup is required.

Staff can get access to their emails using IMAP/POP3 compatible software, such as Windows Live Mail. To use Windows Live Mail to access your emails, you need to do some setup. For details, please refer to Using Windows Live Mail.

To facilitate staff to make use of Google Apps for Education for teaching or other purposes, each staff member is provided with a Google "Friends" account. Staff can login the system through http://www.gmail.com to gain access to a collection of Google web-based software programmes. The Google "Friends" account can be kept by the staff member for good.

Note: Office 365 is not just an email system, but a full messaging suite. Please see Office 365 (for Staff) for details about the various Office 365 services available to the staff members.