Information Technology
Email - What is my email address?
- How do I set up Outlook? Faculty/Staff
- What is a Postini account?
- How do I reset the password to my Postini account if I forget it?
- What attachments are blocked?
- Is there an email attachment size limit?
- How do I send a group message to specific KGI groups?
- What are Outlook Public folders?
- Is there an email storage limit?
- How do I set up Outlook to backup (archive)? Faculty/Staff
- What happens if my mailbox is full?
- My email bounced back, what went wrong?
- What's the difference between Outlook and Outlook Express?
- How do I set up Outlook Express? Students
- How can I use Outlook Express to back up my messages? Students
- I'm having trouble sending emails externally using Outlook Express. It tells me the address was rejected by our server? Students
- My e-mail recipients outside KGI are complaining that they received a *.dat file, what should I do? Faculty/Staff
- How do I access the web email?
- How do I view and use the Master Calendar?
- How do I schedule a conference room?
- Can I take a backup of my e-mail messages using Microsoft Outlook Web Access? Students
- My Outlook Web Access automatically logs me into my mailbox, how should I clear the password cache? Students
- What do the following e-mail messages mean and what should I do?
What is my e-mail address?
Your default email address is firstname_lastname@kgi.edu. You may also use the alias user id@kgi.edu. How do I set up Outlook?
Faculty/Staff: If you are new to KGI, contact the IT department located in room 118 or 120 of the 535 building or phone x.70387 for setup on your desktop. Students: If you have a PC at home or if you have a notebook, you can use Microsoft Office Outlook to send, receive, store and systematize e-mail messages. Setting up e-mail account in Office Outlook application: Go to Control Panel
- double click the 'Mail' icon - select 'Email Accounts'
- select 'Add a new email account'
- select 'IMAP'
- fill in all the details. Email account (eg: John_Smith@kgi.edu), IMAP: mail.kgi.edu, SMTP: smtp.kgi.edu, User Name: (JSmith). Click Next and Finish. What is a Postini account?
The Postini site is located at http://login.postini.com/ All students will receive Postini accounts. The Postini service provides each account with a web-based Message Center showing spam and viruses filtered and quarantined. You will receive an email with instructions when your Postini account has been created. How do I reset the password to my Postini account if I forget it?
Go to the Postini site http://login.postini.com/
- In the Log in Address enter your user ID John_Smith@kgi.edu - enter a fake password and click Log in
- a Security Alert pop up should appear, click yes to continue - when the web page refreshes you should see a link that says Forgot your password? click on it
- A new temporary password will be sent to your email account when you click the Submit button. What attachments are blocked?
Due to virus vulnerabilities, we block all executable attachments including: .zip, .exe, .com, .bat, .pif, .scr, js, .vbs, .cpl, .reg Files with double extensions and very long file names are also blocked. You must send a message to helpdesk@kgi.edu to retrieve the attachment. You can spare yourself this trouble by renaming attachments to exclude the extension. You'll need to notify the recipient that the attachment must be renamed. Is there an email attachment size limit?
The maximum attachment size is 50MB. How do I send a group message to specific KGI groups?
KGI has various distribution lists which are maintained by the IT department.
Faculty/Staff: To access the distribution lists in Outlook click the Address Book. The distribution lists are located at the very beginning of the Global Address List. The distribution lists all begin with the @ symbol. To see the members of a distribution list right click on the distribution name and select properties. The members names are located alphabetically on the right side of the window.
Students: In Outlook Web Access click 'New' - To… another window will open. In the 'Display name' field enter the '@' symbol and click the 'Find' button located in the middle right hand side of the window. The distribution lists will appear. Select the one you wish to use and click either 'To', 'Cc' or 'Bcc'. What are Outlook Public folders?
The mail server hosts a number of Outlook public folders containing calendars, announcements and various contact lists. The general public folders are:
Announcements - general announcements from the other Claremont Colleges
Master Calendar - general KGI calendar of events
Vendors List Master - contact information for vendors used by KGI Some departments use additional Outlook public folders. Contact departmental personnel for more information. Is there an email storage limit?
Students: Your mailbox is limited to 100MB and you'll receive warnings when the size exceeds 80MB.
Faculty/Staff: Your mailbox is limited to 750MB and you'll receive warnings when the size exceeds 700MB. Mailbox size management is an issue because all server storage space on the mail server is shared between all the users at KGI. That space is limited, and when storage space runs out on the mail server, the result is often an email system crash. Here are some hints for mailbox management that apply to everyone: Attachments are the biggest email space hogs. A single PowerPoint file can take up as much space as 20,000 or more text-only emails! Sent and Deleted ItemsFolders: Check your Deleted Items and Sent folders. These folders also take up server space. Empty your Deleted Items folder, and delete or archive your Sent Items folder on a regular basis. Archive: Email can be archived and saved to your personal drive network drive. Archiving is taking older emails from your mailbox and packing them up to someplace other than your email box. They can be retrieved easily. We recommend archiving every month. How do I set up Outlook to backup (archive)?Faculty/Staff First create a new folder called MailArchive in your network folder. Open Microsoft Office Outlook go Tools - Options - 'Other' tab - 'AutoArchive' button and click the 'Browse' button to locate the MailArchive folder you created, example J:\MailArchive\Archive.pst. You can then set up the other 'Archiving' preference properties as desired. What happens if my mailbox is full?
If you go over your quota you will receive a warning message. You must tidy up your mail box to free up some space: Delete any messages you no longer need, remember to check your 'Sent' folder as well. If you received any attachments, save these to disk and delete the messages. If you do not free up any space you will eventually go over your 'hard' quota, and any messages sent to you will be bounced back to the sender. My email bounced back, what went wrong?
There are three possible reasons: The host's email database does not contain the username or ID you specified in the address. In other words, you probably either typed in the user's name wrong or the person has changed his/her email address. The mail server had some kind of malfunction. Try resending your message after sometime, if it still bounces then server outage is not the reason. Your letter got caught in Spam filters. What's the difference between Outlook and Outlook Express? Don't confuse Outlook with Outlook Express. Outlook is a full-featured personal information manager and messaging client, and it's one of the major members of the Microsoft Office suite. Outlook Express, by contrast, is a specialized e-mail and newsreader program that's included with Internet Explorer. How do I setup Outlook Express?Students
Go to Start
- All Programs
- Outlook Express
- Set up a mail account link
- enter your name (eg. John Smith)
- your email address (JSmith@kgi.edu)
- select 'IMAP' from the drop down list
- enter IMAP information 'mail.kgi.edu' then SMTP information 'smtp.kgi.edu'
- enter user ID 'do not check the check box'
- You must specify the outgoing mail server option 'My server requires authentication'
- click next and then Finish. How can I use Outlook Express to back up my messages? Students
The simple method with OE to backup your messages is to setup your mail accounts following the instructions listed above and then move the messages you want to archive to the local folders that are automatically setup in OE. You can then copy the OE message store to your network folder by choosing Tools - Options and selecting the Maintenance tab. The 'Store Folder' button can be used to change the store location. The downside of this procedure is that you would need to reset the parameters whenever you login on a different PC or after the system has been re imaged. I'm having trouble sending emails externally using Outlook Express. It tells me the address was rejected by our server? Students
Check your account settings and make sure that the option labeled 'My server requires authentication' (on the server tab in Outlook Express) is checked. My e-mail recipients outside KGI are complaining that they received a *.dat file, what should I do? Faculty/Staff
The problem is caused because of the message format you have selected in Outlook. You'll need to change the format to 'Plain Text' for at least those users that have trouble reading the attachments. The 'Rich Text' (or ms-tnef) format is not universally recognized. How do I access web e-mail?
The web email is available at http://mail.kgi.edu When prompted for your username, enter kgi\user id. How do I view and use the Master Calendar?
Students: The Master Calendar can be viewed in the 'Public Folders' list in the Outlook Web Access client.
Faculty/Staff: The Master Calendar includes appointments and events of general interest to the faculty and staff. You may request that items be added to the Master Calendar by contacting one of the Administrative Assistants. Note that the calendar is NOT used for scheduling conference rooms. For instructions on how to schedule a conference room see below. How do I schedule a conference room?
Students: Contact an administrative assistant to schedule this for you.
Faculty/Staff: In Outlook go to your Calendar.
- Click on the 'New' button on the left side of the top toolbar.
- Add a subject and set the 'Start time' and 'End time'. You may enter a location, but note that entering a description in this field does NOT actually reserve a room.
- Click on the 'Invite Attendees' button on the top right side of the window.
- Click on the 'Resources' button to open the 'Find Names' dialog box.
- Enter a 5 as the 'Display Name' and click on the 'Find' button to display all the classrooms and conference rooms in both buildings. Select the room you want to reserve and click on the 'Resources' button and then the 'Close' button.
- Select the 'Availability' tab to make sure the room is not already scheduled. Times shaded in blue indicate the room was previously scheduled.
- If the room is not available, you can either change the time of your meeting or select the 'Appointment' tab to choose a different room.
- Select the 'Appointment' tab and add any 'Required' or 'Optional' participants. To reschedule an appointment, double-click on the appointment in your calendar and adjust the parameters as necessary. You can optionally resend the meeting request to notify the participants of the changes. Can I take a backup of my e-mail messages using Microsoft Outlook Web Access? Students
Outlook Web Access does not have an option for taking backup of your messages. But there are two alternative ways to backup your email messages. Use the Microsoft Office Outlook or Microsoft Outlook Express backup methods mentioned above. . My Outlook Web Access automatically logs me into my mailbox, how should I clear the password cache? Students
A number of Outlook Web Access users have noticed that when they go back to a computer with Internet Explorer, it allows them to log into Outlook Web Access without entering their password. This is a feature of Internet Explorer, not Outlook Web Access. If you log into Outlook Web Access with Internet Explorer and it asks you to remember your password, you should answer No to this question and check the box to not ask this question in the future. If you have already said yes, Internet Explorer will automatically enter your password every time you type in your account information. To clear the passwords Internet Explorer has stored, and change the setting:
Open Internet Explorer
- click on Tools
- click on Internet Options
- click on the Content Tab
- under the Personal Information section on the Content tab, click on AutoComplete
- click on the button that says Clear Passwords. When it says clear all passwords, click OK
- If checked, uncheck Use AutoComplete for Forms and User names and passwords on forms. Outlook Web Access and other secure sites will now require users to enter their username and password to authenticate. What do the following messages mean and what should I do?
Warning: This message has had one or more attachments removed. This is an indication that the attachments you received from the sender may possibly be infected with a virus. If you believe the attachments are not infected, please send an email to helpdesk@kgi.edu to recover your attachment. (Note: You receive these kinds of warning messages mostly with .exe, .bat, .scr, .com attachments) Warning: (Aishwarya.exe). The following is a sample email from KGI Antivirus E-mail Virus Protection Services the attachment and virus names are unique to this message and are provided only as an example. The original e-mail attachment "Aishwarya.exe" was believed to be infected by a virus and has been replaced by this warning message. If you wish to receive a copy of the *infected* attachment, please e-mail helpdesk@kgi.edu and copy this entire message in your request. Alternatively, you can call x.70387 and relay the contents of this message when you call.
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