Email and Webmail FAQ

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Webmail FAQ

In Webmail, you may need to change your message view from a threaded view to an Unthread View.

  1. While viewing your messages, look for the link below the Inbox drop down menu that reads either “Unthread View” or “Thread View”.
  2. If it it reads, “Unthread View” click on it to change it to be an unthreaded view.
  3. This will make the Date field sortable. You can then sort your mailboxes by Date to find missing or unsorted messages.

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In order to use “Trash“, you will need to update your Webmail preferences.

  1. Click on “Options” > “Folder Preferences” > “Special Folder Options” in Webmail.
  2. There you will be able to select the “Trash” folder from a drop-down menu.

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You can make the following changes to your Webmail preferences.

  1. Click on the “Options” link at the top of the screen.
  2. Click on the “Folder Preferences” link.
  3. Select the item, “Auto Refresh Folder List” and choose a time in minutes. The folder list will be refreshed every X amount of minutes and the system will not time out.

Caution: Make sure to log out or quit your Web browser when you are done to prevent others from using your e-mail account.

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In Webmail, your existing mail folders should be visible in the “Folders” list on the left-hand side of the display. If your folders are not immediately visible, click “refresh folder list.” (Figure 1)

refresh 150x58 Where are my folders in Webmail?

If your folders still do not appear, it may be necessary to “subscribe” to your folders. Do the following:

wm folders Where are my folders in Webmail?
 

  1. Click on the “Folders” link at the top of the page. (Figure 2)
  2. Under the “Unsubscribe/Subscribe” section, select one or more available folders.
    Windows – Control click to select multiple folders. Shift click to select contiguous folders.
    Macintosh – Command click to select multiple folders. Shift click to select contiguous folders.
  3. When finished, click “Subscribe“.
  4. Click “refresh folder list” in the blue “Folders” section and your subscribed folders should appear.

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Many departments who operate local mail servers have established web-based interfaces (Webmail) for those servers. Contact the e-mail administrators in your department for details.

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When you compose a message, you can search your personal address book or the UCI directory.

  1. Click “Compose” to begin a new e-mail message.
  2. In the Compose screen, click the “Addresses” button to search for an e-mail address.
  3. Type in the name of the person you are searching for and select “All address books“. Both your personal address book and the UCI directory will be searched.
  4. Select the name of the person you are searching for and click the “Use Addresses” button.

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You will need to contact the OIT Help Desk at (949) 824-2222 to temporarily increase your quota. This will allow you to delete messages and get back under quota.

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By default, Webmail will not display the formatted versions of HTML messages.

  1. To view the HTML formatting of an individual message, click the View as HTML options link at the top of the displayed message.
  2. You may also change your settings so that all HTML messages are displayed with formatting.
    1. Go to Options > Display Preferences and select HTML Version by Default.
    2. Click the Submit button at the bottom of the Options page.

Because HTML messages are a common way of getting people to execute malicious code on their computers, it is a good idea to be very careful in viewing HTML messages from senders you do not know.

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By default, when Webmail displays a message with HTML formatting, it will not display images which are linked from other web sites, but instead replaces them with the words “This image has been removed for security reasons.” Linked images can be use to verify your address or indicate you have read a message, which some consider to be a privacy concern, but in sometimes can also cause malicious code to be executed on your computer (see also http://squirrelmail.org/wiki/UnsafeImages).

  1. To view the linked images in a displayed message, click the View Unsafe Images options link at the top of the displayed message.  
  2. You may also click the Always trust images from this sender options link so that linked images in all future messages from this sender are displayed.  
  3. To change your general settings so that linked images are displayed in some or all HTML-formatted messages, go to Options->Unsafe Image Rules and select the set of rules that you wish, then click the Submit button at the end of the options page.

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Check your Reply To address in Personal Information.

  1. In Webmail, click on Options
  2. In the Options window, click on Personal Information
  3. Make sure the Reply To field is blank.

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General Email Questions

OIT provides basic e-mail services (OIT MailBox Services) for all faculty, staff and students. People with Sponsored UCInetIDs can also get an e-mail account. To sign up for e-mail, you need to activate your UCInetID. Some departments also provide e-mail accounts locally. Check with your Computing Support Coordinator.

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OIT scans incoming email for viruses and cleans up infected messages. This protection is available only to messages sent to @UCI.EDU addresses.

Overview

The number of computer virus infections has been steadily increasing over the past several years and is continuing to rise. Many computers don’t have virus detection software and don’t have the most recent security patches to prevent virus infection.

What OIT is doing to help.

OIT installed Anti-Virus software on the computers that process all email sent to “@uci.edu” addresses. OIT also installed the virus protection on enterprise mail servers used to provide OIT Mailbox Services.

Scanning Email Messages

The first line of defense against viruses is the ClamAV package. Any viruses detected by ClamAV are rejected and never accepted by UCI servers. The senders of the virus will receive notice from their servers that the email was not accepted by UCI.

The next line of defense is the MailScanner package that processes email messages as they travel through the Mail Transport Agent (MTA) machines. A second scan by ClamAV is done by MailScanner If ClamAV detects a virus, MailScanner notifies the recipient.

ClamAV

ClamAV is an open source anti-virus software package. More information about ClamAV may be found at the ClamAV web site

Details of MailScanner Implementation

  • All attachments will be scanned by Sophos for viruses.
  • All the attachments with the following extensions are blocked.
    Extension
    Description
    .bat
    MS-DOS Batch File
    .chm
    Compiled HTML Help
    .cmd
    DOS Command File
    .cnf
    Microsoft NetMeeting "SpeedDial" file
    .com
    MS-DOS Command File
    .cpl
    Windows Control Panel Extension
    .exe
    Executable File
    .hta
    Hypertext Application
    .ins
    Microsoft IIS Internet Communications Setting
    .its
    Internet Document Set
    .job
    Windows Task Scheduler Object
    .js
    JavaScript Source Code
    .jse
    JScript Encoded Script File
    .lnk
    Windows Shortcut
    .mad
    Microsoft Access Module Shortcut
    .maf
    Microsoft Access
    .mag
    Microsoft Access Diagram Shortcut
    .mam
    Microsoft Access Macro Shortcut
    .maq
    Microsoft Access Query Shortcut
    .mar
    Microsoft Access Report Shortcut
    .mas
    Microsoft Access Stored Procedures
    .mau
    Media Attachment Unit
    .mav
    Microsoft Access View Shortcut
    .maw
    Microsoft Access Data Access Page
    .mda
    Microsoft Access Add-in
    .mdz
    Microsoft Access Wizard Template
    .mhtml
    Archived Web Page
    .pif
    Windows Program Information File
    .prf
    Windows System File
    .pst
    Microsoft Exchange Address Book, Microsoft Outlook Personal Folder File
    .reg
    Windows Registry Data File
    .scf
    Windows Explorer Command
    .scr
    Windows Screen Saver
    .sct
    Windows Script Component
    .shb
    Windows Shortcut into a Document
    .shs
    Shell Scrapt Object File
    .tmp
    Temporary File
    .vbe
    VBScript Encoded Script File
    .vbs
    VBScript Script File
    .vsmacros
    Visual Studio .NET Binary-based Macro Project
    .vss
    Microsoft Visio Stencil
    .vst
    Microsoft Visio Template
    .vsw
    Microsoft Visio Workspace File
    .wmf
    Windows Metafile
    .ws
    Windows Script File
    .wsc
    Windows Script Component
    .wsf
    Windows Script File
    .wsh
    Windows Script Host Settings File
    .xnk
    Microsoft Exchange Shortcut
    The extension list is a subset
    of a list provided by Microsoft that is
    deemed unsafe.
    Attachment
    Manager Lis
    t and Attachments Restricted
    by Outlook 2003

SPAM/UCE Detection and Removal

Unsolicited Commercial Email (UCE), also known as “Spam”, is being received by the Internet community at an ever-increasing rate.

Anti-SPAM/UCE features have been added. Information on Spam detection and how to filter these messages out is available.

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You can use your email program to access UCI’s electronic phonebook through LDAP. LDAP (Lightweight Directory Access Protocol) is a set of protocols for accessing information directories. To use this service, configure your email program with the settings below.

LDAP Directions

Thunderbird for Windows

Step 1: Set up Thunderbird to use UCI’s LDAP server

  1. Launch Thunderbird.
  2. From the Tools menu, select Account Settings. (See Figure 1)
    tbird windows accountsettings How do I set up my email software to use the campus directory (LDAP)?
    Figure 1
  3. Select Composition & Addressing from your UCI Email account. (See Figure 2)
  4. In the Addressing section, select the Use a different LDAP server radio button.
  5. Click the Edit Directories button next to the None drop down menu.
    ldap tbird newldap 210x200 How do I set up my email software to use the campus directory (LDAP)?
    Figure 2
  6. Click the Add button in LDAP window. (See Figure 3)
    ldap tbird add 205x200 How do I set up my email software to use the campus directory (LDAP)?
    Figure 3
  7. Under the General tab, fill in the following information (See Figure 4):
    1. Name: UCI Phone Book
      (This can be any name you choose.)
    2. Hostname: ldap.service.uci.edu
    3. Base DN: ou=University of California Irvine,o=University of California,c=US
      (Type this in exactly or copy and paste.)
    4. Port Number: 389
      ldap tbird win settings 269x200 How do I set up my email software to use the campus directory (LDAP)?Figure 4
    5. Click OK to exit the LDAP configuration window. Click OK to close the LDAP Server window.
    6. Back in the Addressing section, select the new UCI Phone Book entry from the drop down menu. (See Figure 5)
      ldap tbird useserver 300x109 How do I set up my email software to use the campus directory (LDAP)?
      Figure 5
    7. Click OK to close the Settings window.

Step 2: Using LDAP in Thunderbird

  1. Compose a new message in Thunderbird by clicking the Write icon or selecting File > New > Message.
  2. Type the name of your recipient in the To field.
  3. Thunderbird will start searching the directory and display a list of people who match your search criteria. (See Figure 6)
  4. Select the person to whom you want to send your message from the list.
    ldap tbird win NewMsg 262x200 How do I set up my email software to use the campus directory (LDAP)?
    Figure 6
  5. If Thunderbird does not search the directory, make sure the UCI Phone Book is selected in Addressing in Step 6 above. Also, remember, the directory lookup only works on campus or when using the VPN.

Thunderbird for Apple

Step 1: Set up Thunderbird to use UCI’s LDAP server

  1. Launch Thunderbird.
  2. From the Tools menu, select Account Settings. (See Figure 1)
    tbird accountsettings 225x200 How do I set up my email software to use the campus directory (LDAP)?
    Figure 1
  3. Select Composition & Addressing from your UCI Email account. (See Figure 2)
  4. In the Addressing section, select the Use a different LDAP server radio button.
  5. Click the Edit Directories button next to the None drop down menu.
    tbird addressing 238x200 How do I set up my email software to use the campus directory (LDAP)?
    Figure 2
  6. Click the Add button in LDAP window. (See Figure 3)
    tbird addldap 225x200 How do I set up my email software to use the campus directory (LDAP)?
    Figure 3
  7. Under the General tab, fill in the following information (See Figure 4):
    1. Name: UCI Phone Book
      (This can be any name you choose.)
    2. Hostname: ldap.service.uci.edu
    3. Base DN: ou=University of California Irvine,o=University of California,c=US
      (Type this in exactly or copy and paste.)
    4. Port Number: 389
      TBird LDAP Config 000 263x200 How do I set up my email software to use the campus directory (LDAP)?
      Figure 4
    5. Click OK to exit the LDAP configuration window. Click OK to close the LDAP Server window.
    6. Back in the Addressing section, select the new UCI Phone Book entry from the drop down menu. (See Figure 5)
      tbird useDir 300x123 How do I set up my email software to use the campus directory (LDAP)?
      Figure 5
    7. Click OK to close the Settings window.

Step 2: Using LDAP in Thunderbird

  1. Compose a new message in Thunderbird by clicking the Write icon or selecting File > New > Message.
  2. Type the name of your recipient in the To field.
  3. Thunderbird will start searching the directory and display a list of people who match your search criteria. (See Figure 6)
  4. Select the person to whom you want to send your message from the list.
    tbird ldap compose 224x200 How do I set up my email software to use the campus directory (LDAP)?
    Figure 6
  5. If Thunderbird does not search the directory, make sure the UCI Phone Book is selected in Addressing in Step 6 above. Also, remember, the directory lookup only works on campus or when using the VPN.

Apple Mail

  1. Open System Preferences
  2. Select Internet Accounts
    systemPrefs Accounts 267x200 How do I set up my email software to use the campus directory (LDAP)?
  3. Select Add Other Account at the bottom of the list
    addOtherAccount 300x61 How do I set up my email software to use the campus directory (LDAP)?
  4. Select the “Add an LDAP account” radio button and click Create
    addOtherAccountLDAP 189x200 How do I set up my email software to use the campus directory (LDAP)?
  5. Type in a description, for example UC Irvine
  6. Search base: ou=University of California Irvine,o=University of California,c=US
  7. Scope: Subtree
  8. Server address: ldap.service.uci.edu
  9. Server Options: Port = 389
  10. Click Create
    AddLDAP Settings 187x200 How do I set up my email software to use the campus directory (LDAP)?

Using LDAP in Apple Mail

  1. Compose a new message
  2. In the To field, start typing a name. Apple Mail will use the online directory to find persons matching the name you type.
    ldap mail compose 300x82 How do I set up my email software to use the campus directory (LDAP)?

Server Settings for Advanced Use

  • Server: ldap.service.uci.edu
  • Search root: ou=University of California Irvine,o=University of California,c=US
  • Port: 389

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A full email header looks like this.

 How to display full headers

Webmail

  1. Display the message.
  2. Click the View Full Header link in the Option field at the top.
  3. Copy the Full Header information. Click the View message link to return to the message.
  4. Forward the message to the appropriate group. You will need to paste the full header information into the message body.

Outlook 2003/XP

  1. Right-click the message and select Options.
  2. Copy and paste everything from Internet headers field into the message you are forwarding to the appropriate group(s).

Outlook 2007/2010

  1. Open the message by double clicking on it.
  2. Click the file tab.
  3. Click on info.
  4. Click properties
  5. Copy the “Internet Headers” in the lower half of the window
  6. Forward the message to the appropriate group. You will need to paste the full header information into the message body.

Mail.app (Mac OS X 10.2 and later)

  1. Display the message.
  2. Under the View menu, select Message, then All Headers.
  3. With the full headers displayed, forward the message to the appropriate group(s)

Gmail

  1. For specific instructions please visit https://support.google.com/mail/answer/22454?hl=en

Thunderbird

  1. Open the message in question
  2. From the View menu select “Message Source
  3. From the Edit menu select “Select All
  4. From the Edit menu select “Copy
  5. You may now paste this information into a reply or when you compose a new message.

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UCI Retirees may retain their email accounts indefinitely after retirement if they complete the following form. More information can be found on the Center for Emeriti and Retirees website.

Please check with your Health Sciences Help Desk (714-456-3333) or OIT (main campus) Help Desk (714-824-2222) to make sure you will have access to the same accounts to which you are accustomed.

If you have any questions, please contact the OIT Help Desk at (949) 824-2222.

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Currently, quota limits are 4 GB for faculty and career staff, 2 G for graduate students, and 1 GB for everyone else.

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Use My Email Options to check your quota and see how you are using. If you are at or near the limits, you should delete old messages or move them to your local computer.

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You can send up to 30 MB in e-mail, but this includes your e-mail message and any attachments.

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If you want to have your UCI e-mail delivered to another address, you need to change your “delivery point” through PhUpdate. We have instructions available to help you change your delivery point.

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Another way of checking your UCI e-mail is through a software program. We have written instructions to help you set up your software.

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IMAP folders are stored on the server. We have instructions to help you subscribe to your IMAP folders if they are not showing up automatically. You may have to subscribe to the spam folders set up by My E-mail Options if they do not appear automatically.

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We check incoming e-mail to try to determine if it is spam. Login to My Email Options to set up filter preferences to move them out of your Inbox into a new “SPAM” folder. No automated technique can determine with 100% accuracy if a message is spam. Check your “SPAM” folder regularly for legitimate messages that were incorrectly marked as spam, as well as to delete the actual spam.

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Faculty, Staff and Graduate Students can choose an additional e-mail address based on their full names using a My.Name Email Address.

Set Up Your My.Name Address (Login Required)

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We recommend the following safety tips for using e-mail.

  1. Don’t open unexpected attachments.
  2. Use spam filters.
  3. Beware of spoof or phishing e-mails.
  4. Don’t send sensitive data in e-mail.
  5. Avoid clicking on links in the body of a message. Type in the URL to a site yourself, to make sure the address hasn’t been spoofed.

More information can be found on the Safe Computing Web Site.

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