A short guide to your new email

1: How do I send e-mails to distribution lists?

2: How can I set Outlook so that I am alerted when new mail arrives?

3: Will my password require to be changed every 100 days, as with the main login screen?

4: Will I still be able to use Pegasus?

5: What is the difference between Outlook Express and Staffmail?

6: Are we going to be trained on how to use Outlook?

7: What about Spam/Junk emails?

8: How do I set up a Holiday/Vacation message?

9: How do I print from Outlook Express

10: What is the Suspected Spam folder?

11: How do I turn off the preview pane?

12: When I transfer my email from pegasus the date sent changes to current.

13: How do I set up sub-folders?

**********

1: How do I send e-mails to distribution lists?

To send a mail to individual or a mailing list use the desktop icon label Email & Distribution list (The link is http://www.sysdev.lib.ed.ac.uk/search.htm).

To send mail to an individual you need to type in the person's surname to find them, and scroll down the page until you see the header ‘Email Directory Search Results’. Click the persons name/email and Outlook should launch your mail composer for you to send a mail the person.

The alphabetical links are for the distribution list. Distribution lists can be accessed either from those alphabetical links or from clicking on the 'full list'. Now browse through the mailing list and click the correct list, again this will launch your mail composer for you to send a mail that list.

Please remember to find the person/list before writing your email.

Please not that Outlook Express will automatically create an address book for everyone you send an email to, with time you will have your enough local email addresses that would reduce the need for the Email and Distribution list option.

Please try to get used to typing people's @ed.ac.uk addresses from now onwards, as many of the @srv4.lib.ed.ac.uk addresses will no longer be in use after mail migration.

2: How can I set Outlook so that I am alerted when new mail arrives?

If you leave Microsoft Outlook open you can minimise it or work with another application. When mail is received a small envelope will appear in the bottom right hand side of the screen (Beside the clock). Outlook can also be set to play a sound when an email arrives (for those that have headphones or speakers.) This will not work if you do not have outlook open.

When we migrate to XP we should be using Microsoft Outlook 2002, which has most of the features you are used to with Pegasus and even more.

3: Will my password require to be changed every 100 days, as with the main login screen?

You will only need to change your usual NetWare login password that you normally change every 100days. You do not need to change your Staffmail password, but it is a good security practice to change them on a regular basis.

4: Will I still be able to use Pegasus?

Once we have migrated you and changed your default mail handler to Outlook Express you will only be able to use Pegasus to view your old mail (up to the XP migration time). You can forward/copy mail to your Staffmail from Pegasus. Pegasus would only be available for you to view your old mail for a limited period so it is important that you start tidying, forwarding and archiving important mails in Pegasus. You can create similar folders as you have in Pegasus in you Outlook Express.

5: What is the difference between Outlook Express and Staffmail?

Outlook Express is a mail client like Pegasus, although it has limited features compared to Pegasus, we should be able to overcome the shortcomings as soon as we upgrade to Microsoft Outlook 2002 which a sophisticated mail client with familiar Microsoft features. You need to have Outlook software installed on your PC to be able to use it. It must be configured to pick your emails from Staffmail server and other mail servers that you may be using (e.g. hotmail).

Staffmail is web front-end which enables you to access your Staffmail from any Internet client (e.g. Netscape or Internet Explorer) from anywhere you have access to an internet connection.

The Outlook Express enables you to synchronise your Staffmail with your Outlook Express. (For example once you delete and email on Outlook it is deleted in Staffmail and vice versa). All folders that you set-up on your Outlook Express can be seen via Staffmail on the web, which make mail management much easier and avoid duplication of effort.

6: Are we going to be trained on how to use Outlook?

We would plan some group training sessions once we have migrated everyone to Staffmail to show you some useful features in Outlook. Please bear with us during this period as we are trying to find resolutions to the few teething problems we are encountering. We a have simple introductory document for Outlook Express on

K:\Systems\XP Rollout\Starting to use Microsoft Outlook Express 6

7: What about Spam/Junk emails?

Staffmail and Outlook have an automatic Spam assassin that will filter all your incoming mail for Spam. There is a folder where you Spam email are filtered into for you review and they would be deleted automatically after a specified period of days.

I hope you will find some of this information useful. Please do not hesitate to email helpdesk with any burning issues. Please remember to prefix your email subject with the XP.

8: How do I set up a Holiday/Vacation message?

When in staffmail via the web there is a column on the left hand side with a link/button named ‘filters’. When you click this it will open a page where there is two buttons at the top, the right hand button reads ‘Set-up a vacation message’. When you have pressed this a box will appear which says ‘replace this message with your vacation message’ your message should be typed in here. Once you have finished your message press the button ‘Enable this rule’. Once you have returned from holiday you must disable the rule, to do so follow the instructions to get to the filters page again, find the vacation message and click ‘Delete this rule’. Your account will be working as normal now.

9: How do I print from Outlook Express

To print from Outlook Express the email needs to be open in its own window.

To do this double click the email to be printed and the window will open. Press

the print button or choose File/Print.

10: What is the Suspected Spam folder?

The suspected spam folder is a folder where most of the junk emails sent to you will end up, a filter has been set up on your account to do so. This prevents you selecting through emails in your inbox and sorting out every morning. The Suspected spam folder will not delete itself, you will have to open the folder on a regular basis and delete the contents. It may also be practice to check the no real mail messages have been sent to this folder in error.

11: How do I turn off the preview pane?

While Outlook Express is open select View from the menu then ‘Layout’. A window will open and you should uncheck the option ‘Show preview pane’. Once you have clicked OK the change will take affect.

12: When I transfer my email from pegasus the date sent changes to current.

To make all transferred messages show the date they were originally sent to you select View from the menu bar and choose ‘Columns…’. A window will appear with ticked boxes. You have to UNTICK the ‘received’ box and TICK the ‘sent’ box.

13: How do I set up sub-folders?

When you have logged into the online staffmail click on the ‘folders’ link in the left hand column. Under ‘folder name’ type the name of the top folder followed by a forward slash (/) ( main folder/Monday). Click create this folder. To create another sub-folder in the box as before type the name of the top folder followed by / and the name of the new sub-folder (main folder/Tuesday)