Email Forwarding from UTmail+: Risks and Recommendations


This article outlines the privacy, security, and reliability risks of forwarding your UTmail+ email to external accounts and provides recommended alternatives.

Introduction 

It is not recommended to set up forwarding from your UTmail+ account to another email account such as Gmail, Hotmail, or any non-U of T address. 

Forwarding email outside the University’s secure environment — whether through automatic forwarding rules or manual forwarding — introduces several privacy and security risks. 

 

Privacy & Security Risks of Email Forwarding 

  • Loss of Data Protection: Once messages leave U of T’s managed systems, they are no longer protected by the University’s security controls, monitoring, and compliance safeguards.
  • Exposure of Sensitive Information: Forwarded emails may contain personal data, financial records, academic details, or research-related content. If intercepted or mishandled, this can lead to privacy breaches or violations of regulatory requirements (e.g., FIPPA, PHIPA).
  • Increased Risk of Phishing & Account Compromise: External accounts may not have the same level of protection (multi-factor authentication, advanced spam filters), making them more vulnerable to phishing attacks or unauthorized access.
  • Data Retention & Legal Compliance Issues: U of T maintains specific data retention, archiving, and e-discovery practices. Forwarding messages outside the system may interfere with these requirements and result in non-compliance during audits or investigations.
  • Loss of Confidentiality & Intellectual Property: Once outside the University’s control, emails could be stored on servers in other countries, subject to different data sovereignty laws. Sensitive research or intellectual property could be at risk of exposure. 

 

Delivery Risks 

In addition to the above concerns, the University of Toronto cannot guarantee that any forwarded messages will be successfully received. External factors such as spam filters, blocking rules, and routing problems may result in lost or delayed emails. 

Recommended Alternatives

    • If you need to back up or share data from your UTmail+ account:
      • Consult our Account Closure Preparation Page.
      • Follow the official instructions on how to back up, import, and export important email data securely.
      • Where sharing is necessary, use University-approved collaboration platforms (e.g., Microsoft 365, OneDrive, or SharePoint), which provide the required privacy and security protections.