Email - Policies, Restrictions, and Limitations

There are some defined restrictions and policies in place regarding the use of email at the University of Kansas. Users can find University policy here: https://policy.ku.edu/IT/AcceptableUse as well as the restrictions below.

Blocked File Types

We recommend you share the data through KU's One Drive found here: https://onedrive.ku.edu. Please consult our data classification article to determine if OneDrive is a suitable storage location for the type of data you are sharing.

Blocked only if they contain blocked file types (see below)

Description	Extension
Archive File (7-Zip)	7z
Archive File (WinAce)	ace
Archive File (Several)	arc
Archive File (Gnu Zip)	gzip
Archive File (Roshal Archive, WinRAR and others)	rar
Archive File (Stuffit)	sit
Archive File (Unix Archive)	tar
Archive File (Unix Archive)	tgz
Archive File (ZIP)	zip

Common Blocked Filetypes

Description	Extension
Executable Application	app
Microsoft Word Open XML Macro-Enabled Document	docm
Executable File	exe
Windows Shortcut File	lnk
Access Table Shortcut (Microsoft)	mat
Microsoft PowerPoint Open XML Macro-Enabled Presentation	pptm
Microsoft Excel Open XML Macro-Enabled Spreadsheet	xlsm

All Blocked Filetypes

Description	Extension
Access Project Extension (Microsoft)	ade
Access Project (Microsoft)	adp
Microsoft Animated Mouse Cursors	ani
Executable Application	app
Active Server Page	asp
Active Server Page Extended File	aspx
Microsoft ASF Redirector File	asx
BASIC Source Code	bas
Batch Processing	bat
Windows Cabinet File	cab
Compiled HTML Help	chm
Java Class File	cla
Java Class File	class
DOS CP/M Command File, Command File for Windows NT	cmd
Microsoft Help Workshop Application	cnt
Executable File	com
Windows Control Panel Extension (Microsoft)	cpl
csh Script	csh
Microsoft Support diagnostic tools	diagcab
Dynamic Link Library	dll
Microsoft Word Open XML Macro-Enabled Document	docm
Microsoft Word Open XML Macro-Enabled Document Template	dotm
Executable File	exe
FoxPro Compiled Source (Microsoft)	fxp
Windows Vista gadget	gadget
Microsoft program group	grp
Windows Help File	hlp
AppWizard Help project	hpj
Hypertext Application	hta
HTML Component File	htc
Information or Setup File	inf
IIS Internet Communications Settings (Microsoft)	ins
IIS Internet Service Provider Settings (Microsoft)	isp
Internet Document Set, Internet Translation	its
Internet Query	iqy
Java Archive	jar
Java Network Launch Protocol	jnlp
JavaScript Source Code	js
JScript Encoded Script File	jse
Java Server Page	jsp
UNIX Shell Script	ksh
Generic Data Library	lib
Windows Shortcut File	lnk
Access Module Shortcut (Microsoft)	mad
Access (Microsoft)	maf
Access Diagram Shortcut (Microsoft)	mag
Access Macro Shortcut (Microsoft)	mam
Access Query Shortcut (Microsoft)	maq
Access Report Shortcut (Microsoft)	mar
Access Stored Procedures (Microsoft)	mas
Access Table Shortcut (Microsoft)	mat
Media Attachment Unit	mau
Access View Shortcut (Microsoft)	mav
Access Data Access Page (Microsoft)	maw
Media Container Format	mcf
Access Add-in (Microsoft), MDA Access 2 Workgroup (Microsoft)	mda
Access Application (Microsoft), MDB Access Database (Microsoft)	mdb
Access MDE Database File (Microsoft)	mde
Access Add-in Data (Microsoft)	mdt
Access Workgroup Information (Microsoft)	mdw
Access Wizard Template (Microsoft)	mdz
Microsoft archived web page	mht
Microsoft archived web page	mhtml
Microsoft Management Console Snap-in Control File (Microsoft)	msc
Microsoft Shell	msh
Microsoft Shell	msh1
Microsoft Shell	msh1xml
Microsoft Shell	msh2
Microsoft Shell	msh2xml
Microsoft Shell	mshxml
Windows Installer File (Microsoft)	msi
Windows Installer Update	msp
Windows SDK Setup Transform Script	mst
Windows Update file	msu
Nullsoft Scriptable Install System	nsh
OLE Control Estension	ocx
Office Profile Settings File	ops
Open Software Description	osd
Visual Test (Microsoft)	pcd
Windows Program Information File (Microsoft)	pif
Perl script	pl
Developer Studio Build Log	plg
Microsoft PowerPoint Open XML Macro-Enabled Presentation Template	potm
Microsoft PowerPoint Open XML Macro-Enabled Slide Show	ppsm
Microsoft PowerPoint Open XML Macro-Enabled Presentation	pptm
Windows System File	prf
Program File	prg
Printer backup file	printerexport
Windows PowerShell	ps1
Windows PowerShell Display Configuration File	ps1xml
Windows PowerShell	ps2
Windows PowerShell Display Configuration File	ps2xml
Windows PowerShell	psc1
Windows PowerShell	psc2
Windows PowerShell	psd1
Windows PowerShell	psd1
MS Exchange Address Book File, Outlook Personal Folder File	pst
Registration Information/Key for W95/98, Registry Data File	reg
Windows Explorer Command	scf
Windows Screen Saver	scr
Windows Script Component, Foxpro Screen (Microsoft)	sct
Windows Shortcut into a Document	shb
Shell Scrap Object File	shs
Windows System File	sys
Desktop theme file settings	theme
Temporary File/Folder	tmp
Internet Location	url
VBScript File or Any Visual Basic Source	vb
VBScript Encoded Script File	vbe
Visual Basic project file	vbp
VBScript Script File, Visual Basic for Applications Script	vbs
Visual Studio .NET Binary-based Macro Project (Microsoft)	vsmacros
Visio Workspace File (Microsoft)	vsw
Virtual Device Driver	vxd
Java Web Cache Archive	war
Internet printing file	webpnp
Pinned site shortcut from Internet Explorer	website
Windows Script File	ws
Windows Script Component	wsc
Windows Script File	wsf
Windows Script Host Settings File	wsh
Browser applications	xbap
Microsoft Excel Open XML Macro-Enabled Add-In	xlam
Microsoft Excel Open XML Macro-Enabled Add-In	xll
Microsoft Excel Open XML Macro-Enabled Spreadsheet	xlsm
Microsoft Excel Open XML Macro-Enabled Spreadsheet Template	xltm
Exchange Public Folder Shortcut	xnk

Max Message Size

When sending a message through KU Email, the total message size, including text, any pictures, signatures, etc, must be less 50 MB total in addition to attachments. As such, it would be best to consider the attachment list to be 49 MB when attaching a file or multiple files.

Retention Policy

The following retention policy is only set up on the Junk Email and Deleted Items folders. Emails in any other folder will not be affected by this policy.

The Retention Policy is currently set for 30 Days.
- This 30 Day countdown begins from the time the message was initially received. Not from the time the email was deleted/moved to the Deleted Items/Junk Email folder.
- If an item is over 30 days old when it is deleted, it will be immediately removed from the Deleted Items folder.
Items deleted from Deleted Items/Junk Email by the 30 Day Policy (or by a user), can be recovered within 14 days through the Recover Deleted Items feature in the Outlook Client or OWA.
- After 14 days, the email is permanently deleted and cannot be recovered.
- For more information on recovering deleted emails from the Recover Deleted Items feature in the Outlook Web App, see https://services.ku.edu/TDClient/812/Portal/KB/ArticleDet?ID=18894.

This retention policy does not cover when a user leaves KU. https://technology.ku.edu/leaving-ku

Sending Limits

Microsoft Exchange and KU IT enforce limits on email message size and the number of recipients to help prevent spam and ensure reliable delivery. These limits apply to both individual and departmental accounts.

Employee Email Limits

Employees	Limits
Maximum Email Message Size	50 MB
Recommended Highest Number of Recipients	299 email address
Maximum Number of Recipients	499 email address

The 50 MB limit includes attachments, headers, and message content.
Messages with blocked file types or exceeding the size limit will also be undeliverable.

Student Email Limits

These limits apply to all students, including student employees (Hourly, GTA, GRA, GA).

Students	Limits
Maximum Email Message Size	50 MB
Maximum number of emails sent	500 / Day
Recommended Highest Number of Recipients	299 email address

Once a student reaches the 500-email daily limit, they will be restricted from sending further emails.
- If you are unable to send emails, please contact the IT Customer Service Center for assistance.
Messages with blocked file types or exceeding the size limit will also be undeliverable.

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