After closing your UGent account, you no longer have access to your UGent e-mail. We cannot give you a backup of this e-mail either.

• See https://ugentbe.sharepoint.com/sites/intranet-ict/SitePages/en/Account.aspx for active employees.
• See https://www.ugent.be/student/en/after-graduation and https://www.ugent.be/student/en/ict/ict-services/account.htm#UGentaccount for students.

You can access your e-mail through your browser (https://outlook.office.com).

Do you use your own email programme? If so, please first add your Ghent University Microsoft 365 account to this programme by following the instructions below.

Outlook

• New Outlook for Windows
• Classic Outlook for Windows
• Outlook for Mac
• Outlook app for iOS (Phone/iPad)
• Outlook app for Android

Mail

Are you using an iOS device?

You can add your Ghent University Microsoft 365 account in Outlook app for iOS (Phone/iPad) or in Apple’s Mail app.

Are you using a macOS device?

At the moment, you can only add your Ghent University Microsoft 365 account in Outlook for Mac, but no longer in the Mail app.

Due to the decommissioning of EWS on Exchange Online on 1 October 2026, you will no longer be able to use your Ghent University Microsoft 365 account in the Mail app on macOS devices. This decommissioning will also affect other standard apps such as Calendar, Reminders, Notes, Contacts, etc. on macOS devices if you synchronise these apps via Exchange.

Thunderbird

For example, at the end of a contract or study period, it may be desirable to save your e-mail for later use in another e-mail application.

Follow Microsoft's guidelines to export your emails, contacts, and calendar in Outlook to a .pst file that you can later import back into Outlook.

To better protect our email environment against misuse, sending limits have been introduced for personal mailboxes. These have no impact on normal email use. Anyone wishing to reach large groups should now use a more suitable channel.

Personal mailboxes are not intended for sending large volumes of messages. However, we have observed that personal accounts are sometimes used to send emails to thousands of recipients at once. Such mass mailings can sometimes indicate that an account has been compromised. If an account is misused by an attacker – for example, to send a phishing email – this can damage the reputation of our email system and result in legitimate emails being treated as spam or no longer being delivered.

Sending limits

To minimise these risks, sending limits have been introduced. The following limits now apply to the personal email accounts of staff and students:

• a maximum of 150 recipients per hour to internal addresses
• a maximum of 150 recipients per hour to external addresses
• a maximum of 300 recipients per day
• a maximum of 150 recipients per email

For the vast majority of UGhentians, nothing will change in day-to-day practice: with normal email use, it is highly unlikely that you will reach the new limits.

What happens if a limit is exceeded?

If a sending limit is exceeded, your personal mailbox will be temporarily blocked from sending emails. From that moment on, you will no longer be able to send new messages, either to internal or external addresses. The block will be automatically lifted at the next daily reset.

All Ghent University staff and students can use Belnet FileSender to exchange large files (up to 6TB) securely and efficiently with other members of the of the Belnet R&E Federation.

Use

• Surf to Belnet FileSender.
• Select "Login".
• Select "Ghent University" from the list of organisations.
• Fill in the web form:
  • Select one or more files to send.
  • Enter the email address of one or more recipients.
  • Enter a subject and/or message (optional).
  • Choose an appropriate expiry date.
  • Choose whether and how you want to be kept informed.
  • Tick "I accept the terms and conditions of this service" (you are legally liable for sending this content).
  • Select "Send".

Once the upload to Filesender is complete, a download link will be sent to the recipient(s).

Guidelines

• Encrypt sensitive or confidential files.
• Always tick the option "User must be logged in to Belnet FileSender to download files".
• Never share passwords via the same channel as the link.
• Set the expiry date and maximum number of downloads as low as possible.
• Proactively let links that are no longer needed expire.

Support

Help pages of Belnet FileSender