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Email Help

 

 


 

Introduction

Every student at UWG is automatically provided with a free web-based email account and free personal webspace. Your email address is made up of your MyUWG username followed by "@my.westga.edu." For example, "jdoe1@my.westga.edu."

The quota on your email account is 50MB and the single file attachment size limit is 4MB.

For more information regarding your free personal webspace, select "Web Publishing" from the menu on the left.
Accessing Your Email

Easy access to your email is provided through the web simply by logging into MyUWG. Once logged in, simply click the e-mail icon located in the main navigation bar (above the page tabs). The E-mail Center opens displaying a list of any messages that you may have.

Please remember, your UWG email cannot be accessed by other email clients such as Microsoft Outlook or Netscape Messenger. Your mail also cannot be forwarded to another account.

The E-mail Channel on the Main Tab also provides information about the five most current messages that you have in the inbox of your default e-mail account. Clicking on the subject line of any of the messages opens the E-mail Center to display that message. The channel also provides three icons: Compose, which opens an e-mail composition window from which you can address, create, and send a message; Address Book, which opens the E-mail center to the Address Book tab; and E-mail, which opens the E-mail Center to a default view in which no message is preselected for display.

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Set Email Display Preferences

 The E-mail application allows you to set options for how your messages are deleted and displayed, including whether deleted messages are sent to the trash folder or permanently removed from the system, how many messages you want each page to display, and whether messages contain complete or brief header information.

To adjust the way messages are deleted and displayed, use the following procedure.

  1. If you have not already done so, open the E-mail Center.
  2. Click the Options tab. You see the E-mail Options window, which allows you to set options for your e-mail.
  3. Click the Display Settings link. You see the Display Settings window, which contains three options:
    • Deleted Messages: Allows you to set whether your deleted messages will be sent to the Deleted folder or removed permanently from the system.
    • Messages per page: Allows you to specify the number of messages that are retrieved and displayed on each page.
    • Message Headers: Allows you to specify whether the system will display all message headers that accompany a message, or a brief header with each message.
  4. Set the delete and display options as suits your needs.
  5. To apply changes click OK. To exit without applying any changes, click Cancel.
     

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Set Message Preferences

The E-mail application allows you to set options for how your messages are sent.

To adjust message options, use the following procedure.

  1. If you have not already done so, open the E-mail Center.
  2. Click the Options tab.
  3. You see the E-mail Options window, which allows you to set a variety of options for the E-mail Center. Click the Message Preferences link.
  4. You see the Message Preferences window, which contains the following options:
    • Requesting Read Receipts: Allows you to specify whether the Compose Message screen will contain an option to request a read receipt when you send a message.
    • Save Sent Messages: Allows you to set whether copies of sent messages are saved in the Sent folder.
    • Sent Messages: Allows you to set whether a confirmation appears after you have sent a message.
  5. Adjust the Message Preference options to suit your needs.
  6. To save your changes, click the OK button. To exit without applying any changes, click Cancel.

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Creating a Signature File

The E-mail Center allows you to create a signature file that can be added to any message that you send. For example, you may want to attach a signature that contains your title and an e-mail address that can be clicked for automatic reply for the reader.

To create a signature file, use the E-mail Options tab and the following procedure.

  1. If you have not already done so, open the E-mail Center.
  2. Click the Options tab.
  3. You see the E-mail Options window, which allows you to set options for your e-mail application. Click the Signature link.
  4. You see the Signature window, which allows you to create the signature and specify whether the signature will be added to all messages by default.
  5. With your mouse, click in the text entry box.
  6. Type in the information you want to include as a signature. Note that you can only have seven lines, each up to 40 characters in length. To break information into separate lines, use the Enter key after each element of your signature. To enter an auto reply address that will show up as a hot link in your signature file, use the following format: mailto:youremailaddress.
  7. To attach your signature to all messages that you send, check the option that reads: "Add signature to all messages by default." If you don't want to add the signature by default to all messages, leave this option unchecked and use the "Add signature" option available when you compose a message.
  8. To save the signature file and/or attach it by default to all messages, click the OK button. To exit without applying a change, click Cancel.
     

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Creating an Auto Reply

The E-mail application in MyUWG allows you to set up an auto reply message that can be automatically sent to individuals who are sending you messages, even if you are not there to reply. Auto reply messages are convenient if you are going out of town and want to alert people that you will not be able to reply to their messages until you return. The E-mail system allows you to set up auto replies that start and end on dates that you stipulate.

To set up and enable an auto reply, use the following procedure.

  1. After logging into MyUWG, open the E-mail Center.
  2. Click the Options tab.
  3. You see the E-mail Options window, which allows you to set options for your e-mail application. Click the Auto Reply link.
  4. You see the Auto Reply window, which allows you to compose an auto reply message and specify the start and end dates for this message.
  5. From the Start on options, select the month, day, year, and time that the auto reply should start.
  6. From the End on options, select the month, day, year, and time that the auto reply should end.
  7. In the data entry field, type the auto reply message that will be sent automatically during these dates.
  8. Click the Enable Auto Reply checkbox. This feature allows you to preserve a standard auto reply message and re-enable it whenever you want.
  9. You can add your current signature file to the auto reply by clicking the Attach Signature button.
    Note: Your current signature file is appended to the auto reply message that you created. If you change your signature file at a later date and set another auto reply, you should reattach the signature file.
  10. To apply the auto reply options, click OK. To exit without applying an auto reply, click Cancel.

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Attaching Files to Messages

 To send files created in other applications (Word, Power Point, Excel, etc.) as attachments to your e-mail messages, use the following procedure.

  1. While working in the Compose E-mail window, click the Attach button. You see the Attach Files window.
  2. Click the Browse button.
  3. In the window that appears, browse your file system to locate the file you want to attach. When you find the file, select it and click Open.
    Note: If you are using Netscape as your browser, the default file search type is "html." To locate other types of files, use the drop-down to set the "Files of type" box to All Files (*.*) and select the file you need. If you are using Internet Explorer, the default search type is All Files.
  4. Once you have selected a file to attach, click the Attach button. You see the filename included in the attachment window and a tally that alerts you to the amount of space the attachment consumes and the attachment limits that have been set for your system.
  5. Repeat steps 2 through 4 above to add other files as attachments to the message.
  6. To delete an attachment, select the file that you want to delete from the list of added attachments and click the Remove button.
  7. To return to message composition with the attachments that you've selected, click OK. To exit without adding or changing attachments, click Cancel.

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Save and View Attachments

You may receive e-mail messages that contain attachments. Attachments are files that have been created in other computer applications, such as MS Word or Power Point, or other e-mail messages that have been forwarded to you. To open an e-mail attachment, you must have the software installed on your machine that the sender used to create the file, or a similar application that is capable of reading or converting the file.

To save and view e-mail attachments, use the following procedure.

  1. Select the e-mail message that contains the attachment(s) you want to view. E-mails that contain attachments are flagged in the display list with a paper clip icon:
  2. In the message display pane (the window below the e-mail display list) you see the message.
  3. Scroll to the bottom of the displayed message. You will see an informational box similar to the following, which lists the name of the attachment:Attachment List:
     
  4. To save the attachment, right-click the filename link. Depending on the browser you are working with, you see a variety of options. For Internet Explorer, select the "Save Target As..." option. For Netscape, select the "Save Link As..." option. You are prompted to save the file.
    Note: If you are using Netscape or Internet Explorer on a Macintosh, click the filename link. You will be prompted to save the file.
  5. Browse your file system to the location (folder) where you want to save the file. Click Save.
    Note: If you are using Netscape as your browser, the default file save type is "html." To save files of other types, use the drop-down to set the "Files of type" box to All Files (*.*) and add the proper extension to the file. For example, if you are saving a PowerPoint presentation, give the file a name and add ".ppt" as the extension.
  6. To view the attachment, browse your file system to the save location and double-click the filename. The application that created the file launches and the file opens. For example, if you saved the attachment illustrated above, MS Word would launch whenever you clicked to open the file called sketch.
  7. If you don't have the application required to open the attachment, you will be prompted by a dialog asking you to associate the file with an application. You can associate the file with a similar application that can open the file. For example, if you didn't have MS Word, you could choose to open the sketch.doc file with WordPerfect, provided it were installed.
  8. If you don't have an application that can handle the file, keep the attachment until you can install the correct software.

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Import/Export Address Book

With the Import feature you can import Address Books from other e-mail applications into the MyUWG system. With the Export feature, you can export MyUWG addresses to other e-mail applications. You can import and export addresses to and from Outlook Express, GroupWise, Eudora and Netscape Communicator. Instructions for importing and exporting against these applications are provided in the Import/Export utility.

To access the Import/Export utility use the following procedure.

  1. If you have not already done so, open the E-mail Center.
  2. Click the Address Book tab. You'll see the Address Book window.
  3. Click the Import/Export button.
  4. The Import/Export screen opens. For instructions on importing from or exporting to a particular e-mail application, click on the appropriate link on the right side of the screen.

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Subscribe to Other Folders

As referenced in the Mobile Email section, some mobile devices create non-system folders for Sent Mail and Deleted Mail. While the email server still counts the usage of these folders against your Quota, the myUWG email client cant "see" these folders unless they have been Subscribed. The system cleans out "known" Trash and Deleted folders, but not Sent folders; so these especially can cause Quota problems.
The mobile device may or may not be able to see and manage them.

The Subscription process "teaches" the myUWG email client to see these folders so you may manage them like the system Trash and Sent folders or other folders you may have created using the myUWG email client.

  1. If you have not already done so, open the E-mail Center.
  2. Under the Folders section (left-hand column), click the Subscribe link.
  3. A list of folders in your mailbox appears. Note the legend. A folder with a P on it indicates an Unsubscribed folder. Clicking on a folder toggles its status from Subscribed to Unsubscribed.
  4. When you have selected and changed your desired folders' status, click Done.
  5. You should now see desired (non-system) folders in your myUWG email client and be able to manage their contents (i.e. clean-out Sent Messages from your mobile device).

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