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Office of Technology Services Office of Technology Services: Information Technology – Client Services New Faculty Welcome and Orientation: E-Mail Michael.

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Presentation on theme: "Office of Technology Services Office of Technology Services: Information Technology – Client Services New Faculty Welcome and Orientation: E-Mail Michael."— Presentation transcript:

1 Office of Technology Services Office of Technology Services: Information Technology – Client Services New Faculty Welcome and Orientation: E-Mail Michael Bachman, Director

2 Office of Technology Services The E-mail Environment E-Mail Applications E-Mail Tips E-Mail Applications Overview Outlook Web Access, Virtual Workspace, and Installed Programs E-Mail Enabled Phones Sending E-Mail to Students Class E-Mail by Distribution Lists, Blackboard, and PeopleSoft E-Mail Topics

3 Office of Technology Services TU uses an Exchange/Outlook solution for faculty and staff e-mail. It also includes calendar, task, and contact management services. Students use Webmail Powered by Google Click here for the university e-mail policy or paste this address into a new browser window: Over 97.6% of incoming e-mail is rejected de facto as spam using multiple software and hardware solutions—but it is not perfect and is not aware of context (banning stock tips would be a problem for CBE, banning medications would be a problem for CHP, etc.) The E-Mail Environment

4 Office of Technology Services For performance and reliability, the maximum INBOX for faculty/staff Exchange has limits Default for faculty/staff is 250 megabytes for INBOX, but can be extended by special request to the Faculty/Staff Help Center In addition to the INBOX, you can store more e-mail using Personal Folders (.pst files). These.pst files are not available with Outlook Web Access, but you CAN get to them with Virtual Workspace Your H: drive offers 5 gigabytes, and your Personal Folders should “live” in that space Maximum recipients: 5000 (Reply All would be interesting) The E-Mail Environment

5 Office of Technology Services Watch out for attachments: we have a 20 MB limit, but that’s pretty bad etiquette; there are other means to share large files and we can help with specific needs. Some attachments (.htm,.exe,.mdb etc.) are blocked for security reasons. If for some reason an expected e-mail doesn’t arrive or your recipient doesn’t receive it from you, this may be one of several things to look into. The E-Mail Environment

6 Office of Technology Services Phishing scams are prevalent; OTS will NEVER ask for your password. We may ask for your username, but again, NEVER your password. Multiple “To” recipients diffuses responsibility and reduces chances of no one doing anything at all (“I thought you were taking care of it; no, I thought you were.”) Always send e-mail to students using your Towson University e-mail service as opposed to Hotmail, Gmail, or other systems; this is university policy Use a personal e-mail account (Hotmail, Gmail, etc.) for non- university business; it helps reduce spam and increases security E-Mail Tips

7 Office of Technology Services There are three preferred options to get to your Towson University e- mail: 1. Outlook Web Access (Windows; Lite Version for Mac) 2. Virtual Workspace (Windows and Mac) 3. Outlook (Windows) or Entourage (Mac) installed on a university- owned computer Less-preferred options include using a smart phone or some other mail application, but these are not general encouraged due to the chance of exposure of e-mail or attachments See for lots of information on Outlook, e-mail, and related topics E-Mail Applications Overview

8 Office of Technology Services Click to watch an overview video of the various e-mail options or paste this address into a new browser window: dClick E-Mail Applications Overview

9 Office of Technology Services This is the simplest solution for Windows-based computers; it has a few limitations, but for just sending and reading e-mail, it’s the smartest choice. A lite version is available for the Mac and other operating systems No mail is saved on the computer; when you exit, all traces are gone; this is the ideal choice for shared home computers, public computers, computers in classrooms and labs, etc. Outlook Web Access works with all common browsers (Internet Explorer, Firefox, Chrome, etc.) Outlook Web Access

10 Office of Technology Services Outlook Web Access works with all common browsers (Internet Explorer, Firefox, Chrome, etc.) You don’t need to install any software at all You can access files on your O: (department) and H: (home) shares Outlook Web Access

11 Office of Technology Services Of all the methods of getting to e-mail, Outlook Web Access launches fastest To launch Outlook Web Access, go to Outlook Web Access

12 Office of Technology Services This takes more time to load and you have to install a little piece of software the first time (the Citrix Client) You need Local Administrator Rights to install the Citrix Client, so this is usually not an option for a public computer You should choose Virtual Workspace when you need to get to files on your O: (department) share or H: (home) share You can use Virtual Workspace on a Mac Virtual Workspace

13 Office of Technology Services To launch Virtual Workspace, go to Notice the Self-Help Documents section; read this to get started Virtual Workspace

14 Office of Technology Services Microsoft Office Outlook is installed on Windows computers in university offices, classrooms, and labs It provides the most functionality but mail is stored locally on the computer and can be a risk in classroom and lab computers; Outlook Web Access again is preferred To launch Outlook, click on the desktop icon Entourage is provided on university-owned Mac systems; it provides similar functionality to Outlook Installed E-Mail Programs

15 Office of Technology Services Be very cautious; smart phones are easily lost or stolen—and e-mail and attachments can mean exposure of sensitive or confidential information University support is limited to providing configuration settings only for personally owned devices; it’s up to you and your cellular provider for all other support Click to see the Faculty/Staff Help Center for configuration details or paste this address into another browser window: asp E-Mail Enabled Phones

16 Office of Technology Services If you are communicating to one student, you can use your regular Towson University e-mail account and include the student in the TO line. Students are always addressed as When sending to all students in a class section, you have three options: In approximate order of popularity, these “class” e-mail options include: 1.Distribution lists 2.Blackboard 3.PeopleSoft Sending E-Mail to Students

17 Office of Technology Services To send e-mail using a class distribution list (OTS creates these automatically): 1.Open your e-mail application and type your own e-mail address into the TO line (you’re sending it TO yourself) 2.In the BCC line, type in the course section address using our special format described below. You may need to set an option in your e-mail application to force it to show the BCC line. Class E-Mail: Distribution Lists

18 Office of Technology Services 3.Here's an example address: You'll need to modify the address for your own particular course section. Class E-Mail: Distribution Lists

19 Office of Technology Services Here's how we build the class e-mail address step-by-step: 1: Always start with a "1" (this is the century digit) 110: Add the two-digit year; this example is based on 2008 1102: Add the term code digit; this example is based on fall which is "4“ (1=minimester, 2=spring, 3=summer, 4=fall) 1102COSC: Add the subject code 1102COSC175: Add the course number 1102COSC175101: Add the section number Finally, add the Class E-Mail: Distribution Lists

20 Office of Technology Services 1.Login to Blackboard and navigate to your course 2.Open the course’s Blackboard Control Panel: Class E-Mail: Blackboard

21 Office of Technology Services 3.Select “Send E-Mail” in the Course Tools section: Class E-Mail: Blackboard

22 Office of Technology Services 4.Choose one of the send mail options: Class E-Mail: Blackboard

23 Office of Technology Services 5.Fill in the e-mail message screen: Class E-Mail: Blackboard

24 Office of Technology Services 1.Login to PeopleSoft/Towson Online Services from the portal: Class E-Mail: PeopleSoft

25 Office of Technology Services 2.Select Faculty Center from the PeopleSoft “applet” group: Class E-Mail: PeopleSoft

26 Office of Technology Services 2.You can also use the old portal and enter PeopleSoft under the Towson Online Services bar on the far right: Class E-Mail: PeopleSoft

27 Office of Technology Services 3. Navigate to Self-Service > Faculty Center > Class Roster. Click the green Change Class button if needed to choose your course section: Class E-Mail: PeopleSoft

28 Office of Technology Services 3.Select the student(s) you want to notify by checking the box in front of their name. You can also click Notify All at the bottom of the list: Class E-Mail: PeopleSoft

29 Office of Technology Services 4.Compose and send your e-mail message: Class E-Mail: PeopleSoft

30 Office of Technology Services Call us: 410-704-5151 2+2+2 on the voice mail menu for general help with e-mail Read our self-help documents and resources on e-mail: For planned or scheduled maintenance with e-mail, follow the Daily Digest: Next Steps

31 Office of Technology Services Contributing to the success of Towson University through the development, maintenance, and support of technology

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