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Talkin' Tech: Managing Academic Email
                                                        
Talkin' Tech page provides guidelines for:
Know your INBOX Blacklisting Redirecting Messages Mail Preferences
Selecting  Items White-Listing Searching Messages Display Options
Marking Items New Message Customize Inbox Message Composition
Moving/Copying Messages Sending Attachments Personal Signatures Forwarding to different Email Address
Sorting Messages Receiving Attachments Multiple Identities  
Deleting Messages Replying to Messages Filtering  

STUDENTS: are automatically provided with a Student Academic Email account, whenever you receive your NetID  network account at CCAC.  Your email address will be NetIDusername@acd.ccac.edu.

To view the process of logging into academic email and familiarize yourself with settings click here

FACULTY: you may use faculty academic email account, in addition to your employee Outlook account.  You may find it convenient to give students your academic email address for correspondence and submission of class work, while giving your regular employee email address to everyone else.  By this method, you can segregate your student correspondence from other emails.  Your academic email address would be username@acd.ccac.edu.

Whether you are student or faculty, the web URL address to access your email is http://webmail.acd.ccac.edu

Frequently-Asked Questions can be found on the ITS web site.

Click on any word in red to see more information on that topic!

Managing your Mail:
Inbox
Your Inbox will show all the messages currently in your mailbox.  On the top banner, you will see buttons for actions and navigation. You can New Messages, view Folders, Search, Options, Forwards and access Help.  You can navigate to your Address Book, Calendar or Logout here as well.

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All messages are color-coded to display messages as New, Seen, Answered, Flagged or Deleted.


Messages also have small icons in the first column to indicate whether they are unread, replied to, important,  deleted or they have attachments.

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Selecting Items
You may select items to view by clicking on the Select: box and clicking on one of the categories.

To select specific items for performing an action, simply click on the check box under the first column.

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Marking Items
To mark an item, select the messages that you wish to mark; use one of the two methods described above to mark them.  Mark the selected items by clicking on the Mark as: box and clicking on one of the categories.  Those selected messages will now be marked as selected.


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Moving or Copying Messages
To move or copy a message, select the message(s) as described above.  Click on the New Folder box, and choose the folder to which you wish to move or copy the message(s).  Then click on the Move or Copy link to the left of this box.


If you choose to send the message(s) to a New Folder, you will be prompted to name the new folder.  Type the name you wish to give to this folder and click OK.  The message(s) will then appear in the selected folder.  If you choose to copy them, they will still appear in the Inbox.  If you chose to move them, they would no longer be in  your Inbox, and would be moved to the other folder.


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Sorting Messages

You can sort your Inbox using by click on either Number, Date, From, Subject, or Size . The sort option will either sort, by  ascending or descending order. The arrow will point up for Ascending, or down for Descending.
Note: the section selected will highlight

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Deleting Messages
To delete message(s), mark the message(s) as described above.  Click on the Delete link at the top of the Inbox.  The message will now appear with gray shading and strike-through over the text.  You can then choose to Hide Deleted or Purge Deleted on the top right corner of the Inbox.  To undelete a deleted message, mark the deleted message (as described above) and click the Undelete link



Note:
Also unless you purge the mail box the deleted items will count towards the mailbox size.
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Blacklisting

You can use the Blacklisting feature to set options for automatically managing email you no longer wish to view in your Inbox. 

To set Blacklisting options for a message or group of messages, mark the message(s) you wish to Blacklist, and click on the Blacklist link at the top of your Inbox.

Note: This feature is great for managing Spam

After you choose Blacklist, a new screen will appear.
1.Confirmation that particular email address has been added to your blacklist.
2. Click HERE to go to your blacklist management page.
3. Confirmation that particular email has been deleted.


By clicking on HERE you will go the to the tab Filters::Blacklist Edit 


Under Filter Rules, you will see a rule that has been automatically created that assumes you want to delete all messages from this email address listed in the text box. By selecting Move message to folder, you can move the message to a specified folder for viewing at your discretion.
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White listing

You can use the White-listing feature to set options for automatically managing emails  that are known, trusted, or explicitly permitted

To set White-List options for a message or group of messages, mark the message(s) you wish to White-list, and click on the White-List link at the top of your Inbox.



After you choose White-list, a new screen will appear.
1.Confirmation that particular email address has been added to your white-list.
2.Click HERE to go to your white-list management page.
3.By highlighting and selecting the delete button on your keyboard you can remove names or click in the dialogue box and manually type in an email address.
*Remember to click the save button to save your changes 

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Messages
Composing a New Message
To compose a new message, click New Message on the top of your Inbox.

A message window will appear, in which you can develop your message.  Fill in the email addresses for To:, Cc:, Bcc:, or click on Address Book to choose contacts for these fields.  Enter a Subject, and type your message in the body of the email.  Use the Send Message, Save Draft, or Cancel Message box located at the top or bottom of the message composition window to send, save or cancel the message.


Special Characters Feature lets you add letters that might need a tilde or accent mark.


 

Note:
Remember to click on spell check before sending. If there is a spelling mistake, the mistake will appear in read and options for correction will appear below.



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Sending Attachments

To send an attachment with an email that you are sending, click on the Browse button at the bottom of the email, or the Attachments button after Options.   Browse your computer to find the file. 



Note: Your file name should contain a hint of what the file contains.

When you return to the message window,
don't forget to click on the Attach button to actually attach the file to the message.  The attached file will display under the attachment lookup. 



To remove the attachment, select the attachment by clicking on its box, then click the Remove Selected link.
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Receiving Attachments

Open a message that has an attachment.   Attachments will display after Part(s) below the Subject line. The title of the file, the file type and size will also display.

 

You can choose to either View, Open or Save the file:

  • To view only, click on the file name itself.  Choose Open in the File Download window.  A browser window will appear to display the file's contents.  The file will remain in html format.

  • To open the file, click on the Save button to the RIGHT of the file name.  Choose Open in the File Download window.  Your computer will open the file using the application designated by the file extension.  (Example, Word will be used for a .docx file.)

  • To save the file to your hard disk or floppy, click on the Save button to the RIGHT of the file name. Choose Save in the File Download window.  Specify the folder where you wish to save

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Replying to Messages
To reply to messages, open the message.  Click the arrow next Reply .  Click to Sender to reply just to the sender or  to All link to reply to the sender as well as all users listed under Cc: and Bcc:   Notice that these links appear both in the top and bottom portion of the message box for your convenience.


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Forwarding Messages

To forward a message, open the message.  Click on the arrow next to Forward . There are several choices select the option you desire to use.


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Redirecting Messages
You can also choose to Redirect a message.  Click on the Redirect link. 

 You will be prompted to insert a new email address.  The original email will be sent to this person.  It will appear just as it did in your Inbox, without any reference to you as a sender.


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Searching Messages
You can search your Inbox for messages that match a wide variety of criteria.  Click on the Search link on top of your Inbox.



Use the Search window to enter text for Message fields, or Message flags, or Message folders to tell the system what you are searching for.  The example below will search for the text "Attachments" in the subject for all messages in the Inbox.  After you have entered your search criteria, click on the Search button.  The messages that match your Search will appear in your box.  When done reviewing these messages, click on the Inbox button to return to the complete Inbox.
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Customizing your Email:
Inbox Options

You can personalize the way your email works by customizing your Options.  Click on the Options button at the top of your Inbox.                     

Personal Info and Signatures

You can determine how you wish your personal information to appear in emails that you send, and create a signature for your emails.  In the Options windows, click on Personal Information.  Click on Edit your identities.

An Identities window will display.  Choose the Default Identity.  Enter how you wish your information to appear and click on Change.  It will tell you that the identity has been saved.  Your saved information will show as messages are sent.

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Multiple Identities

It is possible to create more than one identity. 

For example, your signature would appear differently when you are communicating with a faculty member than it does when emailing your friends and family.  Use the Options/ Personal Information to create the multiple identities.  (Enter information and click Create to create a new identity.)

 

When composing an  email, you will have a drop-down list in the From: field for choosing which identity you wish to use in sending that particular email.  Make sure that the identity you will use most often appears as the Default Identity in the Personal Information window.

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Filtering

Set how you wish Filters to be applied.  Click on Options button in your Inbox.  Under Mail Management, click on Filters.  Click on Edit your filter rules to set all the filters you wish to be applied to messages in your Inbox.  Check the boxes to determine when rules are be applied.  Click on Save Options when done.

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Mail Preferences

You can customize your preferences for messages.  Click on Options button in your Inbox. Under Mail Management, click on Message Viewing if you wish to filter for profanity.  Click on Deleting and Moving Messages to set your preferences for what to do after you delete messages, and whether to automatically move them to the Trash folder.

 

 

You can also click on Maintenance Operations, under Options, to set up times for deleting and purging mail.

 

 

 

Display Options

Under Options, click Display Options to customize how you wish your Inbox to display.

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Message Composition

Under Options, click on Message Composition to customize how you wish to compose email.

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Forwarding Messages to another Email Address

You can now forward your incoming messages to another email address by clicking on the Forwards button.

 

Type the email address in the Set/install a forward to: dialogue box and click Submit

* If you choose to set a forward, your email will not be stored on CCAC servers

CCAC does not take responsibility for delivery and storage issues related to forwarded email.

You will assume full responsibility for verifying that forwarding is functioning correctly, and for storing and backing up your email.

 

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More Information for Academic Email:

Over View of Academic Email

Address Book

Calendar

Watch a demo

 

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