Cleveland State University: Email Basics

Email Basics

Table of Contents Start and Exit Campus Webmail...............................................................................................................1

Logging In.................................................................................................................................................1 Logging Out ..............................................................................................................................................2

Views ............................................................................................................................................................3 Change your views....................................................................................................................................3 Another View Option – Inbox ..................................................................................................................6

Reading Email .............................................................................................................................................7 Do you have a pop-up stopper on? ...........................................................................................................7 Reading New Email ..................................................................................................................................8 Flagging Messages for Follow-up ............................................................................................................9 Reading Attachments ..............................................................................................................................11

Creating and Sending Email ....................................................................................................................12 Reply .......................................................................................................................................................12

Sample Internet Style..........................................................................................................................12 Did I reply? .........................................................................................................................................12

Forward ...................................................................................................................................................13 Did I forward?.....................................................................................................................................13

Create New Message...............................................................................................................................14 Message...............................................................................................................................................14 Phone Message....................................................................................................................................15

Addressing an Email ...............................................................................................................................16 Type the Email Address......................................................................................................................16 Select from Your Contacts – Individuals and Groups – or CSU Email Book....................................16 Start typing then ask Campus Webmail to find matches ....................................................................18

Add an attachment ..................................................................................................................................19 Spell-Check.............................................................................................................................................20

Organize Your Mail..................................................................................................................................21 Create folders ..........................................................................................................................................21 Move email into a folder.........................................................................................................................22

Move Single Emails............................................................................................................................22 Move Selected Emails.........................................................................................................................23

Delete messages ......................................................................................................................................24 Warning: Trash can automatically empties immediately! ..................................................................24 From Email Pop-up Window..............................................................................................................25 From Inbox View................................................................................................................................25 Delete Selected Emails .......................................................................................................................25 Your Trash Can...................................................................................................................................26

Create Contacts & Distribution Lists .....................................................................................................27 Create Entry from Received Email .........................................................................................................27

Create Entry from Scratch ..................................................................................................................27 Create a Distribution Group....................................................................................................................28

Creating a Distribution List from a Received Email ..........................................................................29 Distributions List for Classes from CampusNet .................................................................................30

Create Your Signature .............................................................................................................................31 Out of Office ..............................................................................................................................................32 Notification of New Mail Received ..........................................................................................................34 Make a desktop shortcut ..........................................................................................................................35

Open the shortcut in a new window........................................................................................................35 Active X......................................................................................................................................................36 Pop-up Stoppers ........................................................................................................................................37

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I still can’t get pop-up windows!! Things that interfere........................................................................41 Google.....................................................................................................................................................41 Yahoo......................................................................................................................................................42 Java Issues...............................................................................................................................................43

Campus Webmail Email Basics

Page 1

Start and Exit Campus Webmail URL: http://webmail.csuohio.edu

OR 1. Open your browser 2. Access the CSU homepage (www.csuohio.edu) 3. Click on Campus Email link 4. Click on Campus Webmail link

Logging In Use your CSU ID number and your CampusPass password… NOTE: CSU ID, not email address is used!

If you are unable to log-in, please try this…

1. Change your password in CampusNet and try logging into Campus Webmail again

2. If still unable to log in, contact the Call Center at 687-5050


Page 2

Logging Out

Logout but continue using browser window

Logout and close browser window


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Views In Campus Webmail, you have several view options. By default, when you open Campus Webmail, you will see three panes in your Welcome view:

1. Today’s Calendar 2. Your To-Do List 3. Your Inbox

Change your views (This only works on Campus Webmail, not on people) 1. Click on Edit Layout…

Calendar

To-Do items

Inbox


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2. Select the number of panes you want in your view:

The bottom portion of the Page Layout screen will change to display your new options:

3. For each pane, use the drop down list to identify what you would like displayed in that pane.

For example, I would like to see panes containing 1. new mail, 2. calendar and 3. To-do list I select Mail Inbox for my first pane and select All unread messages under the options area…

I have also selected to see my schedule in the 2nd pane And my To-Do list in the 3rd pane

When done, I click Save & Close -


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My new view:


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Another View Option – Inbox You can also change your email so that, by default, when you open Campus Webmail you go immediately to the Inbox view. To do this, 1. Click on Preferences

2. Click on Other and 3. Change the “Display this view when starting” to Mail 4. Click on Save & Close

My new view when I open Campus Webmail:

Preferences

Other

Mail


Page 7

Reading Email Double-click the message to open it. The message will open in a new window

Do you have a pop-up stopper on? If your email does not open, you may have a pop-up stopper on that prevents new windows from opening. How will you know? Open Campus Webmail then move your mouse to Mail and then click on New Message… If you get either this window…

Or this…

You have an active pop-up stopper. See last pages for help.

Look right here


Page 8

Reading New Email You can quickly identify new email by the color – red means unread (programmers’ humor).

The fastest way to view and read ONLY unread messages it to click on Tools then Show Unread Only:

Your view will display Unread messages and you can open the first then sequentially move through them. As you read a message, it will disappear from the Unread screen. To scroll through the messages, use the Next arrow…

View next message in list


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Flagging Messages for Follow-up If you are reading a message and you need to get back to it, you can flag it for easy identification. In my Inbox, I can see the flags:

Or I can change my view to see follow-up items by clicking on the Follow-up folder:

Flags

Urgent Priority

Normal Priority

Low Priority


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To flag items 1. select email 2. Click on Follow-up button (Not folder)

3. Select the level of importance for the flag and click Save & Close

4. To track what you have done or need to do, you can add notes to yourself in the action field


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Reading Attachments Messages containing attachments will display with a paper-clip in the Inbox view:

Attachments are displayed at the bottom of the message pop-up window:

Click on the Attachment at the bottom of the Pop-up window to open it…

You will have the options of opening the attachment, saving it, or canceling the request. NOTE: Saving the attachment does NOT remove it from the email message. It makes another copy of the attachment and saves it where you specify, keeping the original with the email message.


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Creating and Sending Email When you are reading an email, you can choose to reply or forward. At the top of the email pop-up window, you have buttons for major functions…

Reply

If you would like to Reply to the message, click on Reply and select a sub-option…

“with History” means “Include the original message that I received in my reply”

“without Attachments” means “Do not send the attachments which I received back with my message” This is not a special Buddhist message.

“with Internet-Style History” means “include the initial message, placing a > in front of each line”

“To Sender” means “reply ONLY to the person I received this from” “To All” means “reply to sender and each of the people who

received the initial message”

Sample Internet Style

Did I reply? Forgotten if you replied yet? Check your Inbox for the Replied icon…


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Forward “without Attachment(s)” means “forward this message, but do not forward the attachments with it” “Internet Style Forward” means “forward the message, but include a > at the beginning of each line”

Did I forward? Forgotten if you forwarded this email? Check your Inbox for the Forwarded icon…


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Create New Message You have two formats available for new messages – Message and Phone Message

Message Regular email message, opens in a new window:

You can expand the size of the window by clicking on the “Expand” button in the pop-up’s upper-right corner next to the “Close” button. The middle button is the “Expand” button - .


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Phone Message Special email message, opens in a new window:

And looks like this…

Use this to send special quick notes. You can add a message at the bottom, but you do not need to…


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Addressing an Email Campus Webmail provides several methods for addressing email:

1. Type the email address 2. Select the address from the address book 3. Start typing then ask Campus Webmail to find matches

Type the Email Address In the To, CC, and BCC fields, you can type a complete email address.

Select from Your Contacts – Individuals and Groups – or CSU Email Book You have both a personal address book – called Contacts – and a CSU Email Address Book which contains all publicly available faculty, staff, and students. To use these, click on the To, CC, or BCC field button. Select from the Contacts list by clicking on the desired name or typing part of the name in the Find box then clicking Search…

Note that your distribution groups are also displayed here and can be selected.


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Select from the CSU Email Address Book: 1. Change from the Contacts book

2. Type the name in the Find box and click Search:

3. Click on the desired name then either To, cc, or bcc. 4. Exit

The name will be entered in the appropriate field of the email:


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Start typing then ask Campus Webmail to find matches Type the first part of the name in the To, cc, or bcc field

Click on the Check Names button to the left of the field…

(Note: this button does not appear until you type in the field) The Ambiguous Name screen displays possible matches… Click on the desired name then click on OK

Matches are in this sequence…

1. Contacts (personal address book) 2. CSU Email Address Book

Note that you can search by first or last names using this feature AND that email groups matching your criteria will also display


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Add an attachment To add an attachment to a message,

1. Click on Add Attachments:

2. Other options will be displayed to allow you to select the desired attachment:


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3. Click on Browse to locate the document

4. Then click on Open to select the document The attachment name will display in the email window.

5. Click on Add to List

Spell-Check Campus Webmail does not have an automatic spell-check feature. To check for misspelling in an email, click on the Spelling button before sending:


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Organize Your Mail

Create folders You can use folders to hold sent and received email. This helps you find related emails quickly. For example, you can create a folder for a project, a specific topic, or a person. In this example, I have created 4 additional folders:

To create a folder:

1. RIGHT-click on Inbox

2. Click on New

3. Type the folder name and click OK

The new folder will appear in the Folders list in alpha-order.


Page 22

Move email into a folder You can move single emails or selected emails.

Move Single Emails Method 1 – from the Inbox View 1. Click once on the email 2. Drag and drop into desired folder In this picture, the ASTD email is being dragged to the CampusPass folder:

Method 2 – from the Email pop-up window When reading an email:

1. Click on the Move button

2. Click on Move to Folder 3. a. Select the folder and click OK

3. b. OR Click on New to create a new folder for the email


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Move Selected Emails From the Inbox View

1. Click on the first email 2. Hold down the CTRL key 3. Click on subsequent emails 4. To unselect one of the selected, click on it again 5. Once all emails are selected, let go of CTRL key 6. Drag from one of selected emails to desired folder


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Delete messages Warning: Trash can automatically empties immediately! When Campus Webmail is first used, some people are finding that the trashcan is immediately emptying whether this is desired or not. To fix this, please change your Preferences:

1. Click on Preferences

2. Click on Mail 3. Scroll to the bottom of the pop-up window (it may not be fully displayed) 4. Change the Soft Delete time to 72.


Page 25

From Email Pop-up Window Click on the trash can

From Inbox View

1. Click on unwanted email 2. Click on Trash Can

OR – press the Delete key

Delete Selected Emails From the Inbox View

1. Click on the first email 2. Hold down the CTRL key 3. Click on subsequent emails 4. To unselect one of the selected, click on it again 5. Once all emails are selected, let go of CTRL key 6. Drag from one of selected emails to desired folder


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Your Trash Can Your trash can holds your deleted emails until you empty the can:

To remove from the trash can, click on Restore. To empty the trash, click on Empty Trash.


Page 27

Create Contacts & Distribution Lists Your Contacts book can be used to hold non-CSU and CSU names & emails.

Create Entry from Received Email 1. Open the email 2. Click on Tools 3. Click on Add Sender to Contacts

Create Entry from Scratch 1. From any view, move your mouse to New 2. When drop-down list appears, click on Contact

3. Enter at least one of these fields: First Name, Last Name, Company then click Save and Close

To use these contacts, please see Addressing Email, pg. 15.


Page 28

Create a Distribution Group 1. From any view, move your mouse to New 2. When drop-down list appears, click on Contact

3. Enter group members using any combination of these methods:

a. Type complete email addresses separated by commas

b. Click on Members and select people from your Contacts and/or CSU Email books


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Creating a Distribution List from a Received Email This is a bit trickier…

1. Open the email that contains the list of people in the TO or cc field 2. Go to the end of the list of names 3. Move your mouse to the end of the last name 4. Drag your mouse up and to the left to highlight all the names. The list will scroll if the names

can’t all be viewed

5. Hold down the Ctrl key and press C to copy then let go of the Ctrl key 6. Click on New and select E-mail Group

7. Click in the empty field 8. Hold down the Ctrl key and press V to paste then let go of Ctrl

9. Add a Group Name and click Save & Close


Page 30

Distributions List for Classes from CampusNet In CampusNet, you can quickly get a class roster and move it to Excel. However, don’t use the Export to Excel option. Instead, use the “Download” link and chose “Open.” Excel will open with the file displayed.

Once in Excel, you can save the file:

1. Click on File then Save As 2. In the pop-up window, change the “Save as type” from *.csv” to “*.xls” (the first choice in the drop

down list). 3. Save

In Excel, you will see the students’ email addresses and phone numbers. You can quickly create a distribution list to email your students.

1. Copy the addresses in Excel (highlight addresses, then right-click and Copy) 2. In Campus Webmail, click on New then E-mail Group 3. Name the Group 4. In the Members field, right-click and Paste 5. Save and Close


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Create Your Signature Your signature is really your standard email closure. You can ask Campus Webmail to add a standard closure to every email you create to eliminate redundant typing. Example – every email I create contains the following by default:

To enter your signature:

1. Click on Preferences in the upper-right corner of the screen

2. In the Mail tab, click on Append Signature 3. In the Signature field, type your signature then click Save & Close

My signature Note that I include

two blank lines to make entering my message easier.

You can’t see my signature in this window because the window isn’t big enough, but I can scroll down to see or change it.


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Out of Office When leaving the office, you can set-up an Out of Office notification, including setting up two messages.

1. Click on Tools then Out of Office

2. If needed, change the Leaving date, enter the returning date and click Enable the Out of Office Agent

3. If desired, click on the Out of Office Message tab and change the message that will be sent


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4. If certain people should receive a different message, click on Special Message tab, enter their

email addresses and the special message

5. If certain people or groups (such as listservs) should NOT receive an automatic reply, click on the

Exceptions tab and enter the appropriate email addresses

6. Click on Save and Close


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Notification of New Mail Received So, how will you know if you have new email waiting for you? You can set your preferences to receive a pop-up notification like this:

To set this notification: 1. Click on Preferences 2. Check the “Prompt when new mail arrives” 3. Save & close


Page 35

Make a desktop shortcut Sometimes, it would be handy to have a desktop shortcut that opened directly to your new Campus Webmail sign-on screen, to the CampusNet sign-on screen, or to some other specific web page. You can do it! Here’s how…

1. Open Internet Explorer (if not already open) 2. Go to the page you want as a shortcut 3. Save the screen as a Favorite (Click Favorite then Add to Favorites) 4. Click on Favorites 5. RIGHT-click on the new Favorite 6. Select Send to then Desktop

Open the shortcut in a new window OK, now you have a shortcut. BUT if you have a copy of Internet Explorer open already, when you click on your shortcut does it open a NEW copy of IE or does it change your current IE window to the shortcut page? To make it open a NEW IE window, you just one change in IE. Here’s how…

1. Open Internet Explorer (if not already open) 2. Click on Tools 3. Click on Internet Options 4. Click on Advanced 5. Scroll down to the “Reuse windows for launching objects” option and DE-SELECT it. 6. Click on Apply 7. Click on OK


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Active X If you receive messages warning you that you need to install ActiveX Control, please install it. Example message:

To install ActiveX, right-click on the message and select Install ActiveX If you receive the following message, select OK


Page 37

Pop-up Stoppers Campus Webmail uses extensive pop-up windows for creating and reading mail, etc. If you have a pop-up stopper on your computer, you may need to make some adjustments. How will you know? Open Campus Webmail then move your mouse to Mail and then click on New Message…

If you get either this window…

Or this…

You have a pop-up stopper that you need to change.

Look right here


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If your message is this…

Your change is relatively simple and is a one-time change. 1. Right click on the yellow message bar and click on Always Allow Pop-ups from this site

2. On the confirmation screen, click on Yes

Sign-off your browser then back on. Your pop-up blocker should have stopped blocking email.


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Another option for same problem: 1. Click on Tools then Pop-up Blocker then Pop-up blocker settings

2. Type the address in the “Address of Web Site to allow” bar (this address can be determined by accessing CampusNet and looking at your email settings)

3. Click on Add then close and reopen your browser


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Panicware POPup Stopper

This message usually occurs when you have another pop-up-stopper on your computer such as Panicware’s Pop-up Stopper product:

If you are using a freeware version of a pop-up stopper program, you probably do not have the ability to specify which pages are allowed. In this case, you must close you pop-up stopper for effective Campus Webmail use. In the lower-right desktray you will see a hand – this is your pop-up stopper. Double-lick on this to turn it off.

The hand will turn grey indicating it is not active.


Page 41

I still can’t get pop-up windows!! Things that interfere

Google The Google toolbar includes a pop-up stopper… Although this screen says 0 pop-ups blocked, it has, in fact, stopped email pop-ups.

Moving my mouse to the pop-up button displays the following:

To stop Google from interfering, you must remove the Google toolbar…. 1. Click on View 2. Click on Toolbars 3. Click on Google to DESELECT it:


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Yahoo The Yahoo toolbar includes a pop-up stopper…

Moving my mouse to the pop-up button displays the following:

To stop Yahoo from interfering, you must remove the Google toolbar….

1. Click on the pop-up stopper button and select Always Allow Pop-ups From…

2. Click on the email address in the window and then Add then OK

If this does not work, please remove the toolbar (follow instructions for Google toolbar above)


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Java Issues Another possible issue some people have is caused by having an older version of Java. To install the newest version, please go to www.java.com and download the newest version.

Cleveland State University: Email Basics

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