Managing Your Bard E-Mail Account

Within this document: Managing Your Bard E-Mail Account Supported E-mail Programs 2 Your E-mail Username and Password 2 Your E-mail Account Quota 3 Checking Your Current E-mail Quota 4 Checking Your Quota in BardMai l Accessing Your Bard E-mail 4 5 Accessing Your Bard E-mail Using BardMail 5 Accessing Your Bard E-mail Using Mac Mail 6 Accessing Your Bard E-mail Using Thunderbir d Organizing Your E-mail Working with Folders 9 12 12 Working with Local Fold ers Deleting Mail 21 21 Setting Up E-mail Forwarding or a Vacation Mail Message E-mail Forwarding 22 22 Setting Up a Vacati on Mail Mes sage Changing Your Bard E-mail Password 23 24

Supported E-mail Programs Bard College currently supports the following e-mail programs: BardMail Mozilla Thunderbird Mac Mail You are encouraged to upgrade your e-mail software to the latest versions. If you need help installing or upgrading a supported e-mail program on your computer, please contact the Helpdesk at x7500 or mailto:helpdesk@bard.edu. Your E-mail Username and Password Whenever you login to a Bard E-mail account or other Bard online services you will need a username and password. Your username and password are given to you when you come to Bard. Please write them down in a secure place. Usernames Your username will be your e-mail address, minus the @bard.edu. E.g. E-mail = jdoe@bard.edu; username = jdoe Do not enter the @bard.edu in any username boxes. Passwords If you forget your password, please contact the Helpdesk to reset it. (Remember to bring your i.d. with you.) You cannot change your username at Bard, but you can change your password to something more memorable. See the section Changing Your Bard E-mail Password on Page 24. 2

Your E-mail Account Quotas When you receive your Bard user e-mail account, you are allocated storage space on the Bard network for your e-mail. The following shows E-mail quotas for Students and Faculty: Student Quotas Faculty / Staff Quotas All = 500 Mb All = 750 Mb It is your responsibility to avoid going over Quota. If you exceed your space on the Bard Server you will: not be able to send or receive e-mail When you reach approximately 90% of your quota, you will get a warning message in your Inbox. You should immediately begin to delete mail to reduce your quota. If you reach the point where you have gone over quota and need help fixing this problem, please contact the Helpdesk. 3

Checking Your Current E-mail Quota Checking Your Quota in BardMail 1. Open a web browser (e.g. Firefox) and go to https://webmail.bard.edu. Typing an s after http makes sure you are using a secure Log In. 2. Log In to BardMail using your Bard Username and Password. 3. Place your cursor under your username in the upper left hand corner of the BardMail window. A small window opens telling you the amount of quota you are currently using. If you are nearing 90%, it is recommended that you make some effort to clean up your e-mail by deleting messages. 4

Accessing Your Bard E-mail Accessing Your Bard E-mail Using BardMail 1. Open your browser window and go to the BardMail login: https://webmail.bard.edu/ (This is the direct link to BardMail.) 2. Type in your Bard username and password in the spaces provided and click the Log-in button. Note: For security reasons your password appears as asterisks. 3. To read your e-mail, click the message under Subject or From column. If you are in the default View: Reading Pane at the Bottom, you should see your e-mail at the bottom. If you double-click an e-mail, it will take up the entire Mail window. 5

Accessing Your Bard E-mail Using Mac Mail 1. Since MacMail comes pre-installed on a Mac, you only need to create a user account. Open and log in to your Mac Mail. Click File>Add Account. Mac Mail icon 2. In the Add Account window enter your full name, your Bard e-mail address and password (that you received when you came to Bard). Click Continue. Note: It is important that you type everything correctly or MacMail will not be able to locate your e-mail account. 6

3. Select IMAP in the Account Type drop-down box, enter imap.bard.edu in the Incoming Mail Server box, enter your username and password. Click Continue. 4. In the Outgoing Mail Server window select smtp.bard.edu in the Outgoing Mail Server drop-down box. Click Continue. 7

5. Verify that your information is correct in the Account Summary window. Click Create to finish creating your account. If your account cannot be created, please contact the Helpdesk. 8

Accessing Your Bard E-mail Using Thunderbird 1. Once you have Thunderbird installed on your computer, you need to create a user account. Open Thunderbird, go to Tools>Account Settings. 2. In the Account Settings window, scroll down and click Account Actions and click Add Mail Account. 9

3. In the Mail Account Setup window, enter your name, e-mail address and password and click Continue. 4. Thunderbird will look up your account. Once it has located your account you will be notified and you can click Create Account. 10

5. Click OK in the Create Account window. 6. To begin using your new account, click on the plus sign next to your e-mail address and you should see all your current folders/e-mails. If you can t create an account, please contact the Help Desk. 11

Organizing Your E-mail Working with Folders Organizing your e-mail will help you in the event you need to start deleting e-mail to keep your quota down. Server-Based Folders are in your Inbox and Saved Mail. They are backed up on the server. They affect your quota. Local Folders are on your computer hard drive only and cannot be accessed in BardMail or any other computer. Local folders are best for personal and/or less important e-mail. They do not affect your quota. Creating Folders in Thunderbird: 1. Login to your Thunderbird e-mail. Your e-mail should be separated into two sections on the left: your Server-Based Folder (in this example called Work Account) on bottom and your Local Folders on top. 12

2. To create a new folder in either section, select the text of the server folder or the local folders and click File>New>Folder in the toolbar. 3. In the New Folder window type a name for the folder in the Name box. In the Create as a subfolder of: drop-down box select where you want to place your folder: on the server (In this example: Work Account) or in your Local Folders. Click OK. Your new folder should show up in the left hand column and be placed alphabetically beginning under the icon. 13

Deleting Folders in Thunderbird 1. To delete a folder, select it by clicking on it once. Click Edit, Delete Folder. A confirmation message appears. Click OK. Note: Some Thunderbird accounts may need to be configured to delete mail folders. If this process doesn t work for you, please contact the Helpdesk. Moving E-mail Messages in Thunderbird 1. To put mail from your inbox into any folder, go to the inbox by clicking on the icon. Select one of your e-mails on the right by clicking once on the text under the Subject column. Click Message>Move to>work Account OR Local Folders and select the folder you want to move the e-mail to. (The direct drag and drop method will also work.) 2. Click on the folder s icon to open the folder and see if you moved your e-mail correctly. 14

Creating Folders in Mac Mail: 1. Login to your Mac Mail. Your e-mail should be separated into two sections on the left: your local folders: ON MY MAC and your server-based folders: BARD E-MAIL (This folder name could differ depending on your settings.) 1. 2. To create a new folder in either section click Mailbox>New Mailbox. 3. In the New Mailbox window type a name for your new folder and click OK. In the Location: drop-down box select an area for your folder: on the server (BARD EMAIL) OR Local Folders: ON MY MAC. Your new folder should show in the list on the left of your Mail window in alphabetical order. 15

Deleting Folders in Mac Mail 1. To delete a folder select the folder name by clicking on it once, click Mailbox in the menu bar, then select Delete Mailbox. 2. A confirmation message appears. Select Delete. 16

Moving E-mail Messages in Mac Mail 1. To move mail from your Inbox to any folder, go to your Inbox by clicking on the icon. Select one of your e-mail messages by clicking once on any of the From, Subject or Date Received text. Click Message>Move To and select the folder you want to move the e-mail to. (The direct drag and drop method will also work.) 2. Click on the folder s icon to display its contents and see if you successfully moved the e-mail to that folder. 17

Creating Folders in BardMail: 1. Login to your BardMail. You Inbox is shown by default. To create a folder click on the plus sign to the right of Folders. Note: BardMail does not use local folders. All folders created in BardMail will be saved on the server. 2. In the Create New Folder window, type a name for the new folder, and click where you want the folder to go. Click on Folders if you want the folder to stand alone or click on a current folder if you want the new folder to be a sub-folder. Click OK. Check to make sure you folder appears in the proper space. 18

Deleting Folders in BardMail 1. To delete a folder, either drag and drop the folder to the Trash or right-click the folder and choose Delete. It should then show under the Trash folder. You can right-click it and choose to delete it from there or wait thirty days when the Trash is automatically emptied. 19

Moving E-mail Messages in BardMail 1. To move e-mail from your inbox into any folder you can either a. Drag and drop the item over the desired folder in the left-hand pane OR b. Select the item(s), right-click, select Move. In the Move Message box, select a destination folder, and click OK. You should see a confirmation pop-down box at the top of the BardMail window. 20

Working with Local Folders If you save E-mail to local folders they will reside on your personal hard drive. Although these e-mail messages will not affect your quota, they also will not be accessible online or from any other computer. Local folders are a good place to put personal and less important e-mail. The local folders area in Thunderbird mail looks like this: You cannot access local folders in BardMail because BardMail is completely webbased. The local folders area in Mac Mail looks like this: Deleting Mail You should regularly delete unwanted e-mail. Keep in mind that deleted mail goes to a Trash folder and is still taking up space. You will have to empty the Trash folder automatically or manually to save space. In BardMail, the trash folder will automatically empty itself of mail every thirty days. Your Sent folder also needs maintenance. Periodically you will get a message from the Helpdesk saying that your folders are getting too full. Go through the Sent folder and manually delete e-mail you don t need. Note: If you would like to learn how to use Junk/Spam or Filter controls in your e-mail program please contact the Helpdesk. Follow this procedure every week or every session depending on usage: 1. Delete or move messages from your Inbox. 2. Delete messages from your Sent folder. 3. Empty your Trash folder automatically or manually. 4. Check your quota regularly after weekends, holidays, or vacation when Inboxes fill up. 21

Setting Up E-mail Forwarding or a Vacation Mail Message E-mail Forwarding If you would like to forward mail from your Bard account to another e-mail account, such as Gmail or Yahoo, follow these steps in your BardMail account. 1. Open a web browser (e.g. Firefox) and go to https://webmail.bard.edu Login with your Bard username and password. 2. Open the Preferences tab and select Mail under Preferences on the left. 3. Scroll down to the Receiving Messages section and in When a message arrives, Forward a copy to, add the complete e-mail forwarding address. 4. Check the box for Don't keep a local copy of messages. This prevents your e-mail from being duplicated in your BardMail and the e-mail account you ve forwarded your e- mail to. 5. Click Save. Note: It is extremely important that you check the box next to Don t keep a local copy of messages when forwarding your e-mail. 22

Setting Up a Vacation Mail Message This feature is also known as an out-of-office auto-reply message. You can set a vacation message that automatically replies to people who send you messages when you are out of the office for an extended period of time. That message is sent to each recipient only once, regardless of how many messages that person sends you during the designated vacation period. To set up a vacation message, follow the steps below. 1. Open a web browser (e.g. Firefox) and go to https://webmail.bard.edu Login with your Bard username and password. 2. Click the Preferences tab, then click Mail under Preferences on the left. 3. In the Receiving Messages section, check Send auto-reply message. 4. In the text box, enter the message to be sent, such as "I will be out of the office until July 20 th. I will not be reading my e-mail until then." 5. Check and set the start and end dates for using this message. 6. Click Save. The away message feature is enabled immediately. You will continue to receive mail, but those who e-mail you will now get this automatic message in return. REMEMBER to reverse this process when you get back from vacation. 23

Changing Your Bard E-mail Password For security purposes it is recommended that you change your password once a year. 1. Open a web browser (e.g. Firefox) and go to http://inside.bard.edu. 2. Click on the link in the left-hand navigation bar. 3. Go to the E-mail Password Change login box, enter your Bard username and password, and click the Log In button. 4. Once you have logged in, scroll down and click Change My Password. 5. On the following page enter in your old password, new password, and a confirmation of your new password. Your new password must be between 6 and 8 characters long, contain at least one number, one uppercase letter, and one lowercase letter. 24

6. Once you have entered your information, click on the Change My Password button at the bottom. 7. If the following page says Your password was successfully changed, then you are all set and can now log into your e-mail account using this new password. Note: You will be able to log into your e-mail and other resources such as Bip, Banner, or Moodle, immediately after your password change. 25