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Alumni Email Service – Frequently Asked Questions
For: Existing alumni email account holders, who graduated or left the University between 2013 and 31st December 2024.
Overview
We are pleased to offer alumni in this category the chance to opt in to retain their alumni email until September 2026, with a further opportunity to opt in for another year at that point.
This is part of our two-year pilot which will allow us to review usage and assess cyber security risks. Our intention is to offer an annual opt-in process beyond this period, but this cannot be guaranteed until the pilot has been fully evaluated. Safeguarding your data and the University’s security remains our top priority.
We understand that some of our alumni may have already taken steps to offboard their email accounts, and we sincerely apologise for any inconvenience or frustration this change may cause. Alumni feedback has been instrumental in helping us to reach a more secure and supportive solution and we would like to thank everyone who shared their views.
1. How long will the pilot be?
The initial pilot will be for a period of 2 years, from September 2025.
2. Why are you only offering this as a pilot?
This initial one-year extension is being introduced as a pilot over 2 years to help us better understand the needs of our alumni community and assess the feasibility of offering continued email access after students leave the University.
It allows us to:
- Evaluate demand and usage patterns
- Gather feedback from users to improve future offerings
- Monitor the impact on University systems and security
- Ensure the service is sustainable and beneficial for those who need it
3. What happens after the pilot?
At the end of the two-year pilot, we will review how the extended email access has been used and evaluate the feedback from participants. This will help us determine whether a longer-term or permanent opt-in service is viable.
Our aim is to ensure that any future offering is both sustainable and aligned with the needs of our alumni, while continuing to uphold the University’s commitment to cyber security and data protection.
We will communicate the outcome of this review and any next steps in advance of the pilot’s conclusion.
At the end of the two-year pilot, we will review how the extended email access has been used and evaluate the feedback from participants. This will help us determine whether a longer-term or permanent opt-in service is viable.
Our aim is to ensure that any future offering is both sustainable and aligned with the needs of our alumni, while continuing to uphold the University’s commitment to cyber security and data protection.
We will communicate the outcome of this review and any next steps in advance of the pilot’s conclusion.
4. How do I opt in to the extended access?
You will be sent details on how to opt in in November with link to a form. You will have until the 31st December 2025 to opt in. We will also ask you to set up Multi Factor Authentication (MFA on your account).
You will be sent details on how to opt in in November with link to a form. You will have until the 31st December 2025 to opt in. We will also ask you to set up Multi Factor Authentication (MFA on your account).
5. What happens if I don’t opt in?
Your alumni email account will be closed from 1st January 2026 onwards and you will no longer be able to access your University email or associated services. Please ensure you have offboarded any content and changed any subscriptions.
6. Why is MFA required for continued access?
MFA helps protect your account and University systems from unauthorised access. It’s a key part of our commitment to cyber security and data protection.
If you had MFA turned on as a student, your MFA settings stay the same.
Sometime after the 1st January 2026, you will be prompted to set up MFA when you next sign in.
7. What happens if I miss the closure date?
It may be possible to recover your account; however we cannot guarantee this if it has already been closed. More details will follow in the November communications.
It may be possible to recover your account; however we cannot guarantee this if it has already been closed. More details will follow in the November communications.
8. What is the difference between Alumni email users and active users?
- @soton.ac.uk is the default email address for current students and staff, referred to as ‘active’. This account provides full access to university systems (with relevant controls in place).
- @southamptonalumni.ac.uk is used by alumni users and provides access to email only, without access to the full Office 365 suite or other university systems.
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- When you send an email it comes from username@southamptonalumni.ac.uk
- You will receive emails sent to either your old student email address or your alumni email address.
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9. Can I use my University email for job applications or further study?
Yes, during the extended access period, you can continue using your University email for professional and academic purposes. If you return for further study, your account will transition back to a student account.
Yes, during the extended access period, you can continue using your University email for professional and academic purposes. If you return for further study, your account will transition back to a student account.
10. What should I do if I've used my student/alumni email in a paper, CV, or online?
Don’t worry, this is the right thing to do as this confirms your affiliation with the University of Southampton.
Don’t worry, this is the right thing to do as this confirms your affiliation with the University of Southampton.
- Your student email address ending in soton.ac.uk will continue to work as an email address when you have an alumni email address - southamptonalumni.ac.uk
- Research students who are publishing are encouraged to register for an ORCiD account via PURE. They can then update their email address in ORCiD as needed should this change
11. What if I’ve already offboarded my account?
If you have already offboarded your emails from your UoS email account but it’s still active and you wish to opt in, you may still do so. Relevant communications will be sent out in November 2025 with a link to the opt in form.
If you have already offboarded your emails from your UoS email account but it’s still active and you wish to opt in, you may still do so. Relevant communications will be sent out in November 2025 with a link to the opt in form.
If your account has already been closed (pre March 2025), it cannot be reactivated. You will have received a separate notification about this.
12. Can my emails be recovered after my account is closed?
No - once alumni email accounts are closed, they can’t be accessed again. Unfortunately, neither you nor iSolutions will be able to recover the account or any data from it after this point.
No - once alumni email accounts are closed, they can’t be accessed again. Unfortunately, neither you nor iSolutions will be able to recover the account or any data from it after this point.
13. What if I'm still working with the University (e.g., as a researcher)?
If you're still collaborating with the University, we’re working closely with alumni in your situation to find a solution that lets you continue your work and research. You can apply for a Visitor account. This will provide an enhanced level of access to University systems and services, beyond email. Visitor requests must be made by the sponsoring department manager/host. You can contact your department manager/host and ask them to sponsor you. They can contact HR for further information.
If you're still collaborating with the University, we’re working closely with alumni in your situation to find a solution that lets you continue your work and research. You can apply for a Visitor account. This will provide an enhanced level of access to University systems and services, beyond email. Visitor requests must be made by the sponsoring department manager/host. You can contact your department manager/host and ask them to sponsor you. They can contact HR for further information.
I have visitor status as I am an emeritus professor - will this change my email account?
No - If you have visitor status of any kind, you will have a corresponding email account ending in soton.ac.uk which will not change.
14. What is the best way to ensure that other researchers can get in touch with me long term?
Researchers are encouraged to register for an ORCID iD. An ORCID iD is a persistent digital identifier, used worldwide, that you own and control, and that distinguishes you from every other researcher, even if you move institution or change name. ORCID iDs look like a credit card number. You can update your email address in ORCiD as needed should this change.
Researchers are encouraged to register for an ORCID iD. An ORCID iD is a persistent digital identifier, used worldwide, that you own and control, and that distinguishes you from every other researcher, even if you move institution or change name. ORCID iDs look like a credit card number. You can update your email address in ORCiD as needed should this change.
15. I have enhanced features on my alumni email account - what is happening to them?
Some alumni may have added a free 'A1 Plus’ licence to their alumni email accounts, giving them additional features. Microsoft has advised that this licence will be removed from 2nd Sept 2025. Alumni will still be able to access their email accounts, as usual. However, any additional features will be removed from their alumni account, including:
Some alumni may have added a free 'A1 Plus’ licence to their alumni email accounts, giving them additional features. Microsoft has advised that this licence will be removed from 2nd Sept 2025. Alumni will still be able to access their email accounts, as usual. However, any additional features will be removed from their alumni account, including:
- OneDrive
- Microsoft Office applications, such as Word, Excel and PowerPoint.
Alumni must move any files or documents stored in their alumni OneDrive account to a different storage solution by 2nd Sept 2025. Please use this link for help with this. Users must purchase their own Microsoft Office licence if they want to continue using Microsoft Office applications.
Why is this changing now?
Microsoft are removing this free licence. This change is being made by Microsoft not the University. Retirement Plan for the Office 365 A1 Plus | Microsoft Education
16. If I no longer have an alumni email account, will I still have access to other benefits?
Yes. None of our alumni benefits are now reliant on having an alumni email address. You can find out more about alumni benefits here.
Yes. None of our alumni benefits are now reliant on having an alumni email address. You can find out more about alumni benefits here.
17. How can the University contact me apart from via my alumni email address?
We would love to keep in touch. Please make sure we have your current email address and all your latest details by filling in this form here.
We would love to keep in touch. Please make sure we have your current email address and all your latest details by filling in this form here.
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