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PLEASE NOTE: This page relates to the old SWGfL Managed Service and is provided for reference only. As such, the information contained on this page may be incorrect or out of date. For the most up to date information about your Schools Internet Services, please visit the new Services section.

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If you need to report an issue with this service, please refer to the 'How do I get support?' section.

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SWGfL Mail

Service Overview

SWGfL Mail is a Web-based email service that is available as part of your core SWGfL service. You get 30 accounts (mailboxes) free of charge and can purchase blocks of additional mailboxes at a low cost (see the ordering section).

With full web-based administration of the service and a choice of templates (or ‘skins’), you’re in control of your establishment’s e-mail service.

You can also choose to use the banned word list, or the powerful restriction list functionality, both of which increase the safety of your users.

If you’d like to use a different e-mail platform, you may be interested in our SMTP feed service.

For assistance with technical issues try the SWGfL Mail Troubleshooting Guide.

You can also view our Guide to SWGfL Mail Services.

Service Benefits
  • Access anywhere, any time via an intuitive, web-based user interface;
  • Web-based administration allows you to create and manage accounts via your web browser;
  • Enhanced virus and spam filtering, along with banned word filtering and flexible restriction lists that administrators can put in place along with that administrators can put in place, ensures that inappropriate content doesn’t reach the user;
  • Customise your interface with three templates: The bold, graphical basic template for teaching younger pupils how to use e-mail; the standard template for those pupils confident in using e-mail and the advanced template, with functionality suitable for staff (such as out-of-office replies and mail forwarding);
  • Completely flexible: add more mailboxes or increase mailbox space as and when you need to;
Dedicated support via the SWGfL Helpdesk, 08:00 – 18:00, Monday - Friday.

Service Features
  • Accessible anywhere (both inside and outside the SWGfL);
  • Personal calendar and additional mailbox space options available;
  • Banned word filtering, and powerful restriction lists;
  • Local administration via web-based interface;
  • Anti-spam and anti-virus filtering included;
  • Choice of three user interfaces with appropriate tools for all users.

How much does it Cost?

The core service, including 30 mailboxes, is free of charge. Each mailbox includes 1GB of storage space.

The following optional additions are also available:
Additional Mailboxes:
Package Quarterly Charge
Additional 10 Mailboxes £2.13
Additional 20 Mailboxes £4.25
Additional 50 Mailboxes £10.63
Additional 100 Mailboxes £21.25

Additional Mailbox Space

Package Quarterly Charge
250MB Additional Mailbox Space £16.00
500MB Additional Mailbox Space £28.50
1GB Additional Mailbox Space £43.00
5GB Additional Mailbox Space £178.25
10GB Additional Mailbox Space £268.25
20GB Additional Mailbox Space £358.25

How do I Order?

SWGfL Local Authority Establishments

If you’re a school, youth centre, nursery, library or any other establishment which falls under Local Authority jurisdiction, you’ll need to contact your Local Authority to place your order or arrange a cancellation:

Other Establishments

If you’re not an existing SWGfL customer, are an independent school, an organisation not under Local Authority jurisdiction, or an ‘out of region’ organisation, you’ll need to contact the South West Grid for Learning project team:

01392 381371 or e-mail enquiries@swgfl.org.uk

Local Authorities

If you’re a Local Authority representative wishing to place an order on behalf of one of your establishments:

You’ll need to complete the relevant change control form and e-mail to change@swgfl.org.uk:

If the order is chargeable, please also complete the SWGfL Local Authority Purchase Order form and send to the SWGfL Finance Team by e-mail to finance@swgfl.org.uk. The order will then be placed to RM on your behalf.

For reference, the associated part numbers for chargeable orders are as follows:

Additional Mailboxes:
Additional 10 Mailboxes 16T-361
Additional 20 Mailboxes 16T-362
Additional 50 Mailboxes 16T-367
Additional 100 Mailboxes 16T-373

Additional Mailbox Space

250MB Additional Mailbox Space 16T-239
500MB Additional Mailbox Space 16T-246
1GB Additional Mailbox Space 16T-253
5GB Additional Mailbox Space 16T-288
10GB Additional Mailbox Space 16T-297
20GB Additional Mailbox Space 16T-298

How do I get Support?

The following Local Authorities operate ICT helpdesk services on behalf of their establishments. If you have a problem with your SWGfL Mail service and belong to one of the following Local Authorities, please contact the relevant support number:

Bath and North East Somerset – Schools’ ICT Support Team on 01225 395111.

Cornwall – Schools’ IMS Team on 01872 323263.

Devon – ScoMIS on 01392 385300

South Gloucestershire – Schools’ ICT Team on 01454 863226

All other regions and establishments, including Private Schools and non-Local Authority establishments, should contact the SWGfL Helpdesk team on 0845 307 7870, or e-mail support@swgfl.org.uk.

Case Studies

Sorry, no information is available in this area for this service.

Curriculum Links



How do I log in to my SWGfL Mail account?

1. Browse to http://mail.yourschoolname.yourlocalauthority.sch.uk;

2. Enter your username;

3 Enter your password;

4. Click the ‘Log in’ button.
I’ve forgotten my SWGfL Mail username or password, what should I do?

You’ll need to speak to your establishment’s SWGfL Mail administrator. For secondary and larger primary schools, this is usually your ICT co-ordinator; for smaller schools it’s usually your head.

If you’re unable to identify your SWGfL Mail administrator, see the support section of this page and contact the relevant support department.
How do I log in to the SWGfL Mail web-based administration tool?

1. Browse to https://admin.easymail.rmplc.co.uk;

2. Enter your establishment’s domain name in the form ‘yourschoolname.yourlocalauthority.sch.uk’;

3. Enter your establishment’s domain administration password;

4. Click the ‘Log in’ button.
I’ve forgotten my establishment’s SWGfL Mail administration password, what should I do?

Please see the support section of this page and contact the relevant support department.

Alternatively, if you have registered a security question and answer using the domain administration Web site, click on ‘forgotten your password?’ in the login page and follow the instructions for the automated password reset procedure.
How do I register a security question and answer, to allow me to reset my administration password automatically?

1 ‘Log in’ to the SWGfL Mail administration Web site and click ‘domain’ in the toolbar or ‘domain administration and password’ from the main menu;

2. In the ‘password reset details’ section: Enter an email address, enter a security question and enter the answer to the question;

3. Click ‘apply changes’.
How do I create a new user account (mailbox)?

1. ‘Log in’ to the SWGfL Mail administration Web site and click on ‘users’ in the toolbar or ‘user account administration’ from the main menu;

2. Click the ‘create’ button

3. Complete the user’s details:

a. Choose a unique user name;
b. Enter a full name;
c. Choose a password;
d. Decide on group membership;
e. Check the restriction list, as this is governed by the group membership you chose in step d);
f. Apply banned word checking;
g. Select a user interface template;
h. Choose whether to allow attachments;
i. Choose the size of the mailbox.

4. Click the ‘create’ button.

If you need to create, delete or change the settings for many users at once, you can save time by using the ‘multiple user import’ tool. Click on the ‘help’ button for a step-by-step guide.
Why has an attachment that I’ve sent or received been blocked?

If the SWGfL mail servers have detected a virus in your email, the entire message will be discarded. Also, an attachment could be too big for a mailbox and be blocked.

A number of file types are notoriously used for propagating viruses and therefore as a rule, the SWGfL ‘ban’ these file types or files with suspicious names.

Examples of banned file types: .bat, .cmd, .exe, .scr.

Examples of suspicious names: file names longer than 150 characters, file names with ‘double extensions’, eg file.doc.xls.
Why is my e-mail account slow to open folders?

A large mailbox or folder is often the cause of slow access. To prevent this, regularly review your inbox and archive or delete unwanted email or messages with large attachments.
What is spam email?

Spam is normally defined as unsolicited junk email that is advertising a product, sent on a large scale to a mailing list or newsgroup.

RM have produced detailed documentation on what spam e-mail is and how it works.

Following are some tips for dealing with and preventing spam e-mails:
  • Be careful with your email address on the Internet. You may receive spam if you publish your email address on a Web site, in a posting to a news group or in an online form (eg to send an electronic greeting card);
  • Never reply to a spam message, no matter how annoying! By replying, you let the sender know that your email address exists and then you are likely to receive more spam;
  • Never unsubscribe using links in spam email. This lets the sender know your email address is active – you are likely to receive even more spam;
  • Never open attachments! Files attached to spam email often contain viruses. Delete the email immediately.
How do I report spam?

To report spam to the SWGfL, email the offending email and all message headers to support@swgfl.org.uk. Note that simply forwarding the spam message without the headers is not sufficient because it does not give enough information about the spam source.

RM have produced an article on how to access the headers for spam e-mails.
How do I set up an out of office reply?

1. Open the Mail Options window;

2. In the Out-of-Office Reply section, select the Activate Out-of-Office Reply check box;

3. To terminate Out-of-Office Reply functionality on a specific date, select the Out-of-Office Reply Until check box and enter a date for the termination of the current auto-reply setting;

4. In the Message field, enter the message you wish to send;

5. To have the original mail returned with the out-of-office reply, select the Original check box;

6. To send only one out-of-office reply per sender within a specified time interval, select the 'Reply only once' check box. This activates the Interval option;

7. To specify a frequency in the 'Recurring every' field, specify the interval in days. This option ensures that people who send you mail in your absence do not receive numerous automatic reply messages;

8. Click Save Changes.
How do I set up mail forwarding?

1. Go to Options, then click Mail on the left hand bar;
2. Scroll down to Auto-Forward;
3. In the Auto-Forward section, tick the box Forward incoming mail;
4. Enter the email address you want emails forwarded to;
5. If required, tick the box 'Keep a copy of forwarded messages';
6. Click Save Changes.
How do I add a signature or disclaimer to all of my outgoing e-mails?

RM Have created an article on creating signatures within EasyMail Plus, which powers the SWGfL Mail Platform.
How can I automatically move e-mails marked as spam to a separate folder?

1. Log in to the RM EasyMail Plus administration Web site at https://admin.easymail.rmplc.co.uk;

2. Select User Account Administration;

3. Locate the user in question, select the tick box next to their name and click Edit;

4. Record the user’s current template setting, as shown in the Easymail Template field. In the drop-down list, select Advanced and then select Apply Changes;

5. Log out of the RM EasyMail Plus administration interface;

6. Browse to your RM EasyMail Plus login page, (typically http://mail.school.county.sch.uk);

7. Log in as the user for which you want to set up filtering of messages tagged as {SPAM?};

8. Select the My Email folder and select Add Folder;

9. Enter Spam and click OK;

10. Select Options and then Mail from the left hand side of the screen;

11. Scroll down the page until you reach the Mailbox Rules section;

12. Select Add;

13. In the Filter Name field enter Spam Filter;

14. In the Description field enter Spam Filter;

15. In the Search Field drop-down list box, select Subject;

16. In the Keywords field, enter {SPAM?};

17. Under the Options drop-down list box, select 'Subject contains {SPAM?}';

18. Under the 'Action:' section, choose 'Move to:' in the drop-down list box and then Spam in the list box that appears after you selected 'Move to';

19. Select OK to confirm your changes;

20. Select Email from the menu, to return to your Inbox;

21. Send a test email with the word {SPAM?} in the Subject line to the modified account and confirm that it is moved to the Spam folder;

22. To restore the users original template, log on to the RM EasyMail Plus administration interface https://admin.easymail.rmplc.co.uk;

23. Select User Account Administration;

24. Locate the user in question, select the tick box next to their name and click Edit.
Under the Easymail Template drop-down list box, select the users original template and select Apply Changes.

Note: At point 18 above you can also choose to delete {SPAM?} tagged emails rather than move them.
Where can I get additional help in using the Basic SWGfL Mail interface?

An online user guide is available here.
Where can I get additional help in using the Standard or Advanced SWGfL Mail interface?

An online user guide is available here.

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The South West Grid for Learning Trust is a charitable trust company registered in England. Company Number: 5589479. Charity Number: 1120354. VAT Registration Number GB 880 8618 88
Registered Office: SWGfL Office, Belvedere House, Woodwater Park, Pynes Hill, Exeter, EX2 5WS.
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