How to Use UTsend

Access UTsend

1. Go to https://send.utoronto.ca/.
2. Enter your U of T email address and log in with your UTORid and password.
3. You will be prompted to authenticate via Duo on your mobile device.

Send messages and files

1. In UTsend, select Secure Messages (at the top) > Compose.
2. Type the recipient email address(es) in the To field.
   • Use a comma to separate multiple email addresses in the To, Cc, and Bcc fields.
3. Enter your Subject line and Message. 
4. To attach files, select Add Files or drag and drop files into Drop Files Here (on the right).
5. Select Authentication Required or Authentication Not Required for your message's security requirements.
   • If there's sensitive or L4 data, select Authentication Required > Recipients Only.
6. Under Access Restrictions, select who can access this message.
   • 'Local users' refer to members of the University.
   • Check off Private Message to send without an attachment and prevent recipients viewing the message's body in their inbox. They must click a link in the email and authenticate into UTsend to view the message.
7.  Select Send.
   

You may receive a confirmation email when your recipient has opened the message and attachment(s).

Send a file to a group

Users can create groups to send files to in UTsend.

1. In UTsend, click your email address (top right corner).
2. Select Contacts.
3. In the Label field, enter a group name. In the Email field, add a list of email addresses, separated by commas. When finished, select Add Contact.
   • In the Contacts tab, you can edit the group's Label and Email fields.
4. Select Secure Messages > Compose.
5. In the To field, type out one of the e-mail addresses in a group and click the group's name.
6. Attach your file(s), add any relevant text, and click Send.

Download files in UTsend

Note: upon receiving a notification, recipients can't immediately download large uploads, as they are virus scanned first.

Internal/U of T Recipients

Opening the message in their inbox, users can select Download Files and login with their U of T email address. 

External Recipients

Opening the message in their inbox, users can select Download Files and enter their email address. They will receive a validation code with a link.

When the download is completed, a notification will be sent to the sender.

Download Log

UTsend records who downloaded what, when, where, and the operating system and browser used.

1. In UTsend, select Secure Messages > Download Log.
   • To generate a report, select Export CSV.

Request files

1. In UTsend, select File Requests (at the top).
   • Past file requests are listed here.
2. Select +New File Request.
3. Fill in the fields and select Request File.
   • U of T and external email addresses can be used in the To field.
   • Only one email can be entered in the To field.

The recipient will receive an email notification and can click on Send Requested Files to upload documents.

Note: 

• The link will expire when files are uploaded and sent. If you need a link to be used more than once and by multiple recipients, consider using an L4 SharePoint site
• The recipient of the link doesn't need to authenticate to use the request files link in the email 
• Review UTsend's limitations