Email User´s Guide

Microsoft Outlook 2003 Email Guides for Staff and Administration

Contents:

1. Overview: Welcome to your Online Users Guide
2. Two Versions of WebMail: Standard and Corporate
3. Using WebMail Direct
4. a. Opening & Reading
5. b. Composing
6. c. Creating Automatic Replies
7. d. Forwarding Emails
8. e. Deactivating Automatic Replies/Forwarding
9. f. Attaching Files
4. Best Practices: Email Management
5. Quotas
6. Class Lists
7. Majordomo Lists
8. Advanced Functionality
9. Known Issues with Web Mail
10. PINE Mail
11. Policies

Overview: Welcome to your Email User Guide

Welcome to the online Email User Guide. Email is considered a form of official communication at the University. Whether you are sending, receiving, or forwarding communications, you will find email a convenient and instantaneous way to communicate with our community.

WebMail: University Email System

WebMail is the campus' web-based email system. It is available to all faculty, students, and staff who have an activated CSUN Username and Password. In addition to the standard WebMail interface, you can also connect to WebMail using Outlook, Netscape, or other compatible programs. Many users prefer this type of interface because it provides a "look and feel" that is similar to other web based email programs. The IT Help Desk can assist you if you need help with installing compatible interfaces to access Webmail.

WebMail provides access to email originating from anywhere in the world. You can access WebMail through an Internet browser, both on and off campus using a laptop, wireless device, or a desktop computer.

Two Versions of WebMail: Standard and Corporate

There are two versions of WebMail currently in use at the University: The standard WebMail Direct version is available to faculty, staff and students. The new WebMail Corporate Edition is only available to faculty and staff.

Users who have access to both versions are welcome to use whichever version they prefer. Both provide similar email functionality although the design is distinctly different.

For information on the "Known Issues" of WebMail Direct and WebMail Corporate, please visit the section on "Known Issues".

Using WebMail Direct

Opening and Reading Emails

To read an email, double - click on the message link under the Subject column.

To read other emails, go back to the Inbox link at the top of the message frame or click Inbox from the menu list. This will open up your message screen again. If you are still on the message page, just click the Prev or Next option or click the forward arrow [»] or the back arrow [«] to page through email messages.

Displaying Emails

The default setting allows for up to twenty messages viewable, per page, in your Inbox. You can change this setting by selecting Setting Preferences and enter the number of emails you want displayed on each page.

Composing Messages

Select Compose from the links menu. Write your email in the text box provided on the message composition page. The Spelling button will automatically review your email for any spelling or punctuation errors and automatically correct them before you send email.

Sending to Several Recipients

Step 1: Enter several email addresses in the "To" text box. Separate multiple email addresses with a comma after each address.

Step 2: Click Send to transmit it to the recipient.

Copying Another Recipient (Cc)

Step 1: This is used to send a "courtesy copy" to other recipients who should see the email but don’t need to respond to it. To send a "cc," enter the email address(es) in the "Cc" text box.

Step 2: Click Send to transmit it to the recipient.

Sending a Blind Courtesy Email (Bcc)

A "Blind Copy" is used to protect the email addresses of those to whom you send the email, particularly if sending to a large email list. Addresses included in this field will not appear on received messages.

Step 1: To use "Blind Courtesy Copy," enter the email address(es) into the "Bcc" text box.

Step 2: Click Send to transmit it to the recipient.

Creating Automatic Replies

Students, faculty, and staff can create Auto-Replies to emails using the Campus Account Utility. (There is a limitation of one reply, per week to any given sender).

Vacation or Away Mail Forwarding: This function also provides email forwarding if you are going to be offline and would like incoming messages to be forwarded to another email address.

Auto-Replies and Email Forwarding can be used together or separately. If you want to forward your email without a prewritten reply, use the forwarding feature only.

Step 1: While in Webmail, click on Options in the upper right corner.

Step 2: From the list under Mail on the left, choose Auto-reply (Automatic Reply should be set up first if doing both).

Step 3: Follow the instructions on the subsequent page then click Apply in the upper left.

Step 4: If you also want Message Forwarding, choose Forwarding under Mail, otherwise click Close in the upper right to return to Webmail.

Step 5: When finished setting up Message Forwarding, click the Apply button in the upper left, then Close in the upper right to return to Webmail.

Your auto-reply and/or message-forwarding request will be activated within ten minutes of submission.

Deactivating Auto-Reply or Forward Functions

Step 1: When you want to resume reading your mail (and/or stop forwarding messages) login to the Email Options page. Click on configure. Check "Auto-reply Off" or "Message Forwarding Off."

Step 2: Click Save.

Storing Messages

Each message sent, received, copied, deleted, or marked as "Trash" is saved in the Folder option. If you don't want to save copies, you can uncheck the "Save Copy of Sent Message" option on the Compose page.

Attaching Files

Files can be attached to a WebMail message. To attach a file:

1. Click the Browse button in the "Attachments" section of the Compose page (see Figure 2, above).
2. Select (double-click) the file you want to attach. This will display the file in the File text box.
3. Click the Add button to attach the file to the outgoing email message.

Sending Messages and/or Attachments

After composing your email, click the Send button to transmit it to the recipient. (See Figure 3, below).

Deleting Messages

1. Click the box to the left of the email you want to delete (under "Msg"). An "X" will appear in the message box. (See Figure 1, above). You can select multiple messages for deletion.
2. Click the Delete button under the message options. Messages are sent to the Trash folder.
3. Click the Trash (Empty) button on the menu list.

Forwarding Emails

There are two options for forwarding a message to another user: The Forward function and the Inline function. The Inline function allows you to edit the original email before you forward it. However, it does not allow for sending attachments.

The Forwarding function allows you to forward the original email with any attachments to multiple recipients.

To Forward:

Step 1: Open the message and click Forward.

The Compose page will display the entire message below the composition window along with any attachments. You can then forward the message and attachment to other users.

To Use the Inline function:

Step 1: Click the Inline button. The Compose page will open and you can then edit the original message within the composition window.

Step 2: Enter the email address(s) of users to whom you are forwarding the message using: To, Cc, or Bcc text boxes.

Step 3: Add any additional text in the composition window.

Step 4: Click Send.

Logging Out

To end an email session, select Logout on the links menu.

Review of Page Displays:

Use Saved View will default to the page display "Frames View." If you like this view, you don’t need to do anything. In "Frames View," message options are displayed at the top of the page with messages listed below. On the left hand margin, there are links to access other email features.

Change to No Frames View will display a different page display; one that meets Section 508 accessibility requirements. In this page display, email feature links are along the top of the screen with message options and emails below.

For more information on WebMail functions, go to: WebMail Direct Online Help: http://cuckoo.csun.edu/help/apps/brands/@/locale/en_US.ISO_8859-1/webmail/FramesLayout.html

Best Practices: Email Management

With the introduction of email quotas on CSUN email accounts, strategies for email management have become very important. This document contains some suggestions on how to manage your email to keep it within quota.

Email Management in Browser Mail Options

There are two things a user can do to keep below the designated quota limit:

1. Delete unwanted messages from the two default folders created in browser mail: Inbox and Sent mail,
2. Empty the Trash on a frequent basis.

Individual browser mail programs like HotMail or Yahoo deal with deleted email files in different ways, so don’t assume that putting mail in the trash has actually deleted them from your account.

For deletion options, check the email Preferences in your browser mail.

Email Management in Netscape Mail, Outlook or OS X Mail

Faculty and staff have the option of reading email through an email client. Each of these offers ways for managing email and are primarily determined by whether you use IMAP (Internet Message Access Protocol) or POP (Post Office Protocol) protocols for email access.

On IMAP, you email is stored on the server rather than the hard drive of your computer.

With POP, all messages are downloaded from the central email server to your desktop’s hard drive. Although most POP email clients have an option to "leave email on server", this is not recommended since it makes file and quota management more difficult and time consuming.

Specific IMAP Options

IMAP

Users will need to actively delete unwanted messages from the server to stay below their quota limit. Another way to manage email is to copy it from the IMAP Inbox to folders on your desktop computer. In addition to deleting email from your IMAP Inbox folder and Sent Mail folder, you can organize mail into thematic folders on the hard disk, making it easier to find them later on.

While Sent–Mail folders won’t affect your quota because they normally reside locally on your desktop computer, it is best to delete those you do not need and save those you do need in the appropriate folders.

POP

POP users will find all their email automatically downloaded from your server’s inbox to their desktop computer. This guarantees that you will never go over your mail quota. However, it will take up data storage space on your computer’s hard disk. So the same principles of email management apply here as in IMAP as far as deleting unwanted email and moving files into thematic folders.

With Sent-Mail, only retain those necessary, particularly mail with large attachments.

Attachments

Attachments take up the most space of email files. Cutting and pasting the contents of a file (such as a MS Word document) into an email message will save space for you and for those recipients to whom you send.

Employing these suggestions will go a long way to keeping you well within your email quota.

Quotas: Why Is There a Quota on Emails and Disk Space?

The University has established policy-defined quota limits and disk quota limits for those who have user accounts. The reason for this is that each of the Enterprise Systems has different storage and access capabilities. The quota system helps to effectively manage the storage of valuable resources using these systems. It also ensures that all users have sufficient access and storage capacities. By knowing the parameters of your Webmail account, you can avoid the potential loss of important messages.

Track Your Quota

To determine the amount of email and data space your campus account is currently using, follow these steps:

1. Log in to your Webmail account.
2. Select the Options tab.
3. You will see "Quota" and "Used" that display how much space you have for storage or for accepting new messages.

There are data and email storage limits for account owners. Please refer to the relevant campus policy at http://www-admn.csun.edu/vp/policies/

What If I Go Over My Quota?

For accounts that go over their quota limits, the CSUN email system will automatically generate a notice informing the user that they are over quota. If you do not take steps to bring your account back under its quota limit, your account may become restricted at some point in the future.

If you would like to request additional space or need tips on how to reduce your account's current usage contact the IT Help Desk directly at ext. 1400.

Ways to Stay Under Quota Using WebMail

Managing your email will ensure you receive all your email in a timely manner by not exceeding your quota limit. Here are several ways to do that:

1. Delete unwanted email messages.
2. Review the contents of all folders in your mailbox on a regular basis, deleting and removing files you don’t need.
3. Activate the "Archiving" function to store messages off the campus server.
4. Utilize the "Automatic Mail" clean up function in your email account
5. Empty the Deleted Items/Trash folder.
6. Transfer large email messages or message folders from the campus mail server to your local computer using other email client programs: Microsoft Outlook, Outlook Express, Netscape Messenger.
7. Review your mail quota usage and limit regularly on the Options tab of your Webmail account. If your quota is near full, repeat Steps 1 – 6.

Can I Increase My Quota?

Students: Requests for email or disk quota increases need to be sent to the Department Chair of the course in which you are enrolled explaining why you need your quota increased for emails or disk storage space. Once the Department Chair provides authorization, requests should be forwarded to the IT Help Desk at: helpdesk@csun.edu.

All requests should include:

• Email or disk quota amount requested (example: 20 MB email quota)
• Explanation of why the additional space is needed (example: class project)

Upon receipt of the Department Chair’s authorization, your account will be adjusted for the duration of the semester for which that course is offered.

NOTE: Your account will revert to the policy-defined quota limits, without notification, once that semester ends.

Faculty and Staff: Requests for email or disk quota increases should be sent to the IT Help Desk at: helpdesk@csun.edu with the following information:

• Email or disk quota amount requested (example: 150 MB email quota)
• Explanation of why the additional space is needed
• For how long the increase is needed (example: duration of Fall semester)
• What steps were taken by you or your technical support staff to reduce your account's email or disk space usage prior to making this request (i.e. emptied trash folder, deleted unwanted messages or files, etc.)

Authorization by the Director of Infrastructure Services is required to adjust quotas for faculty and staff members. Once your request is submitted, it will take one to four business days for notification of the outcome.

If you have any questions, please contact the IT Help Desk at ext. 1400 or by email: helpdesk@csun.edu.

Class Lists

Class lists with email addresses are pre-populated lists created by the IT Help Desk for faculty. They are automatically updated each week through information that is in SOLAR. You and your students may send email messages to your class mailing lists, and each member of the lists will receive a copy of those messages.

For your convenience, we have provided two email addresses for each of your class mailing lists, either of which can be used to communicate with the students in each of your classes. The first email address is based on the class number (aka ticket number); the second address is based on the subject, catalog number, and section.

For your lists to be effective, your students must activate their University email account and monitor their email account regularly. Students may send and receive email by logging into Webmail at http://www.csun.edu/webmail. Alternatively, if they would prefer to receive University email at a non-University email account such as Yahoo or Hotmail, students may configure email-forwarding to their preferred email account by logging in to Webmail and selecting Options then selecting Forwarding and entering their non-University email address in the "Forward to" field and clicking the Start button.

To minimize the potential of your lists receiving spam, we have configured them as "closed" lists. As closed lists, only members of these lists can post messages to them. Consequently, your students may send email to your lists only from their @csun.edu email address.

How Do I Create A List?

These lists are automatically created for faculty and students by the IT Help Desk. Your lists will be updated automatically once a week to reflect the current enrollment of each of your classes; there is no need for you to maintain these lists.

If you have questions about how to use your class lists or have feedback regarding this message, please contact the University IT Help Desk at campus extension 1400 Monday through Friday from 8 a.m. to 5 p.m. or by email to helpdesk@csun.edu

Majordomo Lists

Majordomo Lists are "Do it Yourself" lists accessible to Faculty and Staff. (See "Using the Majordomo Mailing List Server" for more specific information on its usage: http://www.csun.edu/it/training/guides/majordomo.html)

Majordomo is a program that lets you create group email lists to send and messages from. All the emails on that list will receive copies of any communication going back and forth.

Majordomo is a standard shareware program for UNIX-based computers; it is similar to the mail list application "Listserv" for IBM mainframe users, although there are some differences in the way Majordomo and Listserv are administrated and used.

Subscribing

Step 1: Users must subscribe to Majordomo to activate an account. Send an email to: majordomo@csun.edu. The top line of your message should say the word ‘subscribe’ followed by the list name. Example: To subscribe to the list "math150-c" you would enter: subscribe math150-c.

Step 2: Once you receive an email confirming your subscription, you can proceed with Step 3.

Unsubscribing

Step 1: Send an email message to majordomo@csun.edu with the message: "unsubscribe listname."

Sending Messages to Others Using a Majordomo List

Step 1: Compose the message.

Step 2: Add your "Subject" as you would any other email message.

Step 3: Send to: listname@csun.edu

Example: For listname "math150" would go to: math150-c@csun.edu.

Note: Remember to send message to the list name, not to Majordomo.

Use Caution When Replying to Majordomo List Messages

Since some lists may be set up to reply to everyone on the list, as opposed to the sender only. Make sure your message is acceptable to be read by the entire list.

Step 1: Use you email program’s ‘reply’ function when responding to postings.

Get Help with Majordomo

If you have any questions or problems regarding the use of Majordomo, please contact helpdesk@csun.edu or by calling the IT Help Desk at ext. 1400. If you have questions about a particular list, send email to list-owner@csun.edu (replacing list with the Majordomo list name).

Advanced User´s Guide

These instructions are intended to provide faculty and staff who choose to perform their own set-up with configuration assistance for their home and campus computers. Faculty and staff who require additional assistance should contact their local technical support staff.

Configuring a Secure Email Connection (SSL)

The University requires all email users to send and receive email via a secure connection or secure socket layer (SSL). Using SSL, you will establish an authenticated and encrypted connection whenever you use the campus email system, thus protecting the information transmitted from being seen by others.

To secure your email program, simply modify the incoming and outgoing email server configurations to specify SSL. Instructions for Outlook email clients are detailed by referring to http://www.csun.edu/helpdesk/outlook2003.html. Faculty and Staff should contact their local technician for assistance in configuring SSL on other email clients.

No special configuration is needed for WebMail, web-based email system or Pine Mail, which is the ADA text-based email system that runs off of WebMail.

Note to off-campus Anti-Virus Users: Before you begin, disable the virus check of incoming and outgoing email — Configure ⁄ Internet E-mail Auto-Protect ⁄ uncheck the box labeled "Enable Internet E-mail Auto-Protect" to proceed.

Other Configuration Information

If you use WebMail Direct or Pine Mail, you do not need special configuration.

However, if you have Microsoft Outlook or Netscape Mail installed on your computer, you will need to set preferences or establish an account to be able to send and receive mail using that program.

Note: Off-campus users who connect to the Internet using an Internet Service Provider (ISP) such as AOL, EarthLink, Prodigy, CompuServe, etc., as opposed to connecting to the University’s dial-up service (i.e. 818-677-6700), will also need to configure their email accounts. These users will follow specific instructions that refer to "3rd Party ISP users." For help configuring one of these ISP email clients, visit our guides list at http://www.csun.edu/it/training/guides.

First Step: Choose IMAP or POP

For the incoming mail server name, you will select either imap.csun.edu or pop.csun.edu, depending on which protocol (IMAP or POP) you want to use for reading your mail.

With IMAP (Internet Message Access Protocol), all incoming mail is retained on the email server and is downloaded to your computer only when you read them. This allows you to see messages in your Inbox wherever and whenever you access email: office, mobile, or at home.

On POP (Post Office Protocol), all new messages are downloaded whether you choose to read them or not. Also, unless you configure POP to "leave messages on server," incoming messages are stored on whatever computer you are using. If you access mail from different computers, you'll see a different selection of messages on each.

Incoming Email Server Names

IMAP Users will enter "imap.csun.edu".

POP/POP3 Users will enter "pop.csun.edu".

Outgoing Email Server Name

All Users will enter "smtp.csun.edu".

This also requires setting SMTP authentication Identity.

Identity

For connections (on-campus or via dial-up), enter your email address in all address fields as follows:

Email Address = emailID@csun.edu (as in pat.smith@csun.edu)

Return Address = emailID@csun.edu (as in pat.smith@csun.edu)

Reply-to Address = emailID@csun.edu (as in pat.smith@csun.edu)

Note: This entry is only necessary if the reply-to address is different from the return address.

Known Issues of WebMail Direct and WebMail Corporate Versions

When using WebMail, there are some known issues that we, at the IT Help Desk, are working to address and resolve.

Standard WebMail, Note to Mac Users with Netscape 4.7:

Garbage Characters Appear in Text: There is a limitation that may cause garbage characters to be inserted into the body text of messages sent.

Solution: Upgrading to Netscape 7 will alleviate this issue. Another option would be to use Internet Explorer as your browser.

Corporate WebMail Edition:

Since its release, the following issues have been discovered or reported:

System Freezes: Intermittent sluggishness and/or freezing when attaching files to messages or forwarding messages.

Browser Limitation with Opera Web Browser: Webmail Corporate Edition appears to not work with the Opera Web Browser on both PCs and Macs.

Browser Limitation with Macs: WebMail Corporate Edition appears to not work with Internet Explorer’s web browser on Macs.

Only First Page Will Print: Printing in Mozilla-based browsers, such as Firefox, results in only first pages being printed. Subsequent pages will not print.

Printing Goes Off Page: Printing within Microsoft Internet Explorer may not work correctly: The right side of the page may run off the printable area resulting in areas near the right margin not printing.

Encoding on Subject Line: Email messages that contain certain unknown encoded character strings in the Subject Line may cause that message and other messages contained within the same message folder to not appear. We are currently working to resolve this problem.

No "Reply" or "Forward" Buttons: When opening a message, "Reply" or "Forward" buttons may not be visible at the top of the page. By restarting your web browster, the problem will typically be resolved.

Scroll Bar Disappears: When opening a message, the scroll bar, which allows users to view the entire message, may not appearl on the right side of the open window. When this occurs, you will not be able to scroll up or down the page to view the entire message. Maximize your web browser window so that it fills the entire screen. Then restore the window to the previous state. This should overcome this issue.

Adding New Contacts is a Problem: There is a bug that arises when adding a new contact to WebMail Corporate using the "Add to Contacts" option. If the email is opened when adding a new contact, the system will automatically log off and an error message will state, "You session has timed out." To avoid this scenario when adding a new contact, select "Contacts" from the main window, then select "New."

Messages Do Not Display: When using Internet Explorer, Version 7, messages will not display if there are less than twenty (20) in your Inbox. This will not happen if there are twenty or more messages. Use a different web browser such as Mozilla Firefox or switch to the Standard Version of WebMail.

Quota Says Different Amount Than Standard Version: The ‘Quota’ information presented within WebMail Corporate Edition reflects the final quota limit as defined by policy, plus an additional 25%. This is different than the quota limit reflected on WebMail and is intended to be an asset to WebMail Corporate Users.

If you experience any problems while using WebMail Corporate Edition, please contact the IT Help Desk at Ext. 1400 or via e-mail: helpdesk@csun.edu. To provide your input on WebMail, write to: webmailfeedback@csun.edu.

PINE Mail

What is PINE Mail?

PINE is a text-based electronic mail system that is accessible from your campus (UNIX) account. As a text-based system, it meets American Disability Act (ADA) accessibility requirements.

PINE Login

Login to the Campus Secure Shell server and launch PINE.

Menu-Oriented System

PINE is a menu-oriented system with a main menu from which functions are chosen such as composing messages or creating distribution lists. To make a selection, Users type a single character associated with the desired menu item. For instance, to "Reply" to an email, you would type the letter "R."

There is also a function menu at the bottom of every PINE Mail screen that provides a list of currently available functions. To return to the main menu from any screen, type the letter ‘M’ for Main Menu option.

Easy Directions

At the top of each screen is a status line that provides information about the current application and (if applicable) informative messages. At the bottom of the screen will appear messages and requests for input from the User. Requests are often in the form of questions to which the User types "Y" for "Yes" and "N" for "No."

Log Off PINE

To exit from PINE mail, choose "Q" for "Quit" from the Main Menu. You will then be prompted to again confirm your log off. Enter "Y" for "Yes."

PINE Help

There is extensive online help available in PINE. The user's manual is accessible from the Main Menu by typing a question mark (?).

If you have any questions about using PINE, please contact the IT Help Desk at ext. 1400 or by email: helpdesk@csun.edu

University Policies Regarding Email

Broadcast Email:

http://www-admn.csun.edu/vp/policies/850_univ_advance/850-01.htm

Email and Data Quotas:

http://www-admn.csun.edu/vp/policies/500_itr/500_20.htm

Unauthorized Email:

http://www-admn.csun.edu/vp/policies/500_itr/500_11.htm

Use of Campus Accounts for Email:

http://www-admn.csun.edu/vp/policies/500_itr/500_12.htm

For more information on the University’s policies and procedures please go to:

http://www-admn.csun.edu/vp/policies