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Wednesday July 23rd, 2014

Webmail Frequently Asked Questions (FAQ)

Summary: OIT offers a Web based e-mail client for use with our mail servers. Login with your UCInetID and password for access to your e-mail anywhere with a browser and Internet connection.

Related Information

Webmail Questions

I am missing email or my email appears out of order.

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".
    Unthread 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.
I want to use the Trash folder when I delete a message instead of automatically deleting it forever. Is there a way to change this?

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.
Webmail keeps "timing out" and I lose my connection. Is there a solution?

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.

Where are my folders in Webmail?

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 Folder List
Figure 1

If your folders still do not appear, it may be necessary to "subscribe" to your folders. Do the following:
Webmail Folders Link
Figure 2

  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.
My e-mail is not on the OIT servers. Do you have a list of other Webmail servers?

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.

How do I use the UCI directory with Webmail?
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.
    Webmail Compose
  2. In the Compose screen, click the "Addresses" button to search for an e-mail address.
    Webmail Addresses
  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.
    Webmail Search Addresses
  4. Select the name of the person you are searching for and click the "Use Addresses" button.
I'm over quota and Webmail won't let me delete my messages. Is there a way to fix this?
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.
How can I view HTML formatted e-mail in Webmail?

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.

How can I display images in Webmail?

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.
I am able to send messages, but often replies never get to me or the message gets bounced back to the sender.

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.

General Email Questions

How do you sign up for e-mail at UCI?
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.
What are the quota limits for e-mail accounts?

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

How do I check my e-mail quota?

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.

What is the maximum amount of data I can send in e-mail?
You can send up to 30 MB in e-mail, but this includes your e-mail message and any attachments.
I want to have my UCI e-mail delivered or forwarded to another address. How may I set that up?

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.

I want to check my e-mail with a program like Thunderbird, Outlook, Apple Mail, etc. Where can I find configuration instructions?

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

I have created a new folder for my e-mail using IMAP, but I can't see it.

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.

Where can I set up spam filters?

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.

Can I set up an e-mail address based on my full name?

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)

What are some things I can do to use e-mail more safely?

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.