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E-Mail

E-Mail Space
Create a Personal Folder
Open a Personal Folder
Create a Signature
Make a Change to an Attachment
Distribution Lists
Mass E-Mails
Send Messages on Behalf of Someone Else
Turn On Automatic Replies
Create a Quick Step
Forward Your MC E-Mail to a Different Account
Keep Your MC E-Mail Account Open after You Graduate

E-Mail Space

Students

Students have 100 MB (or 102,400 KB) of storage space in their e-mail accounts for messages. When your amount of used space gets close to this limit, then you'll receive an automated message from the system administrator to let you know.

To free up space in your account, clean out your Inbox, Sent Items, and Deleted Items folders. Also, move messages that you want to keep to a personal folder. (For more information, see Create a Personal Folder.)

Faculty and Staff

Faculty and staff members have 300 MB (or 307,200 KB) of storage space in their e-mail accounts for messages. When your amount of used space reaches 250 MB, then you'll receive an automated message from the system administrator to let you know that your account is getting full. (When your amount of used space reaches 275 MB, you will be able to receive messages, but you will not be able to send messages. At 300 MB, you will not be able to send or receive messages.)

To free up space in your account, clean out your Inbox, Sent Items, and Deleted Items folders. Also, move messages that you want to keep to a personal folder. (For more information, see Create a Personal Folder.)

To check your amount of used e-mail space:

1. On the File tab, under Info, click on the Cleanup Tools down arrow and select Mailbox Cleanup.
   
   
2. Click on the View Mailbox Size button.
   
   

Create a Personal Folder

If you have message that you want to keep, then you should store them in a personal folder, which is an Outlook data file that resides on your F: drive rather than on the e-mail server. Because of this, messages stored in a personal folder do not take up space in your e-mail account.

Note: You cannot access personal folders in Outlook Web Access. If you want to access your personal folders from off campus, then you'll need to use Remote Desktop.

Note: Personal folders have size limit of 20 GB. (If you exceed this limit, then Outlook will truncate the folder, which means that you will not be able to view all of the messages that are stored in it.) For speed and efficiency reasons, it is recommended that your personal folder not exceed 500 MB.

To create a personal folder:

1. Open Outlook on an office or lab computer.
2. On the Home tab, click on the New Items down arrow and select More Items - Outlook Data File.
   
   
3. In the File name field, enter a name for the personal folder.
   
   
4. Make sure that you are saving the personal folder file to F:\Windows\Application Data\Microsoft\Outlook.
   
   
5. Click on the OK button. The personal folder appears at the bottom of the Folder List and Mail pane.
   

Open a Personal Folder

1. Open Outlook on an office or lab computer.
2. On the File tab, click on Open.
   
   
3. Click on Open Outlook Data File.
   
   
4. Under Computer, double-click on your F: drive.
   
   
5. Open the Windows folder.
6. Open the Application Data folder.
7. Open the Microsoft folder.
8. Open the Outlook folder.
9. Select the personal folder you want to open and click on the OK button. The personal folder appears on the Folder list and Mail pane.

Create a Signature

1. Open Outlook on an office or lab computer.
2. On the File tab, click on Options.
   
   
   
3. Click on Mail.
   
   
4. Click on the Signatures button.
   
   
5. Click on the New button.
   
   
6. Enter a name for the signature.
7. Click on the OK button.
8. Enter and format the signature.
   
   
9. Click on the New messages and Replies/forwards down arrow and select the signature.
   
   
10. Click on the OK button.
11. Click on the OK button.

Make a Change to an Attachment

IMPORTANT! In order to make changes to an attachment, you must save the attachment to your computer first and then make the changes to the copy on your computer. Otherwise, your changes may be lost when you close the file.

To save an attachment to your computer, right-click on it and select Save As. (After you save the attachment, you may want to delete the message to free up space in your e-mail account.)

Mass E-Mails

It is against Monmouth College policy to send mass e-mails. General announcements instead should be posted in the Message Center folders. For more information, see Message Center Public Folders.

IMPORTANT! Before you can send messages on behalf of someone else, you must have permission to do so. Send on Behalf permission is set by the system administrator on the mailbox of the person for whom you will be sending messages. If you need Send on Behalf permission, then please contact the Information Systems Center (x2016).

To send a message on behalf of someone else:

1. On the Options tab, click on From to display the From field.
   
   
2. Click on the From down arrow and select Other E-mail Address.
   
   
3. Click on the From button and select the desired e-mail address.
4. Click on the OK button.
5. When you're ready to send the message, click on the Send button.

Turn On Automatic Replies

1. On the File tab, under Info, click on Automatic Replies.
   
   
2. Click on the Send automatic replies button.
   
   

3. If desired, put a checkmark in the Only send during this time range checkbox and enter the desired start and end times.
   
   

4. On the Inside My Organization tab, enter a message.

5. If desired, on the Outside My Organization tab, enter a message.

6. Click on the OK button.

Create a Quick Step

Quick Steps enable you to perform tasks that normally require multiple steps in one step. (For example, if you frequently forward messages to Jane Doe, then you can create a quick step that will automatically open the message you want to forward and put Jane's address in the To field.)

To create a quick step:

1. On the Home tab, click on Create New.
   
   
2. In the Name field, enter a name for the quick step.
   
   
3. Click on the Actions down arrow, select the desired action and specify its criteria.
   
   

4. If desired, click on the Add Action button to add another action to the quick step.

5. If desired, click on the Shortcut key down arrow, select a shortcut key combination, and enter tooltip text.

6. Click on the Finish button. 

Forward Your MC E-Mail to a Different Account

If you want to forward messages from your MC e-mail account to another account (e.g., Google) using POP protocol, then you must use SSL port 995 and server name email.monm.edu.

Also, it’s strongly recommended that you choose to keep a copy of retrieved messages on the server so that your MC e-mails are not deleted from your MC e-mail account after they are forwarded.

Keep Your MC E-Mail Account Open after You Graduate

To keep your MC e-mail account open for up to one year after you graduate, you must submit an online Alumni Account form, which is available at http://apps.monmouthcollege.edu/alumni/extdacct.