Using College Email by Stafford College

Using College Email

Sarah Ashley E-Learning Team

Using College Email

Contents Using College Email ................................................................................................................................. 3 How to Login ....................................................................................................................................... 3 Your Emails.......................................................................................................................................... 4 Your Inbox ........................................................................................................................................... 5 Sending a New Email........................................................................................................................... 6 Attaching Files to an Email .................................................................................................................. 6 Saving File Attachments ...................................................................................................................... 7 Using Emails at Home ......................................................................................................................... 8 Creating Folders .................................................................................................................................. 8 You can Name the folder and add emails to the folder by right clicking on an email and selecting Move/Copy to Folder .......................................................................................................................... 8 Creating an Out of Office Reply and Signature ................................................................................... 8 Out of Office.................................................................................................................................... 9 Signatures ....................................................................................................................................... 9 Using the Calendar .............................................................................................................................. 9 Accepting Appointments from Others .......................................................................................... 10 Useful Contacts ................................................................................................................................. 11

Using College Email

Using College Email This booklet will help you with the College Email; it will cover the logging in procedures, the email system, and creating folders.

How to Login To login you will require a network username and password. To do this you will need to fill in New User Request Form from the IT Help Desk. Your college username will always start with a three digit number e.g. 995 this is your faculty number and allows you to access faculty shared areas. The rest of the username will contain your initial e.g. j and your surname e.g. blogs. You would always use lower case text to login in.

The IT Help Desk will give you a password to start off with; however it is important that you change your password automatically. To do this you will need to logon, and then select the CTRL, ALT and Delete buttons. You will then be given six options; 1. Lock Computer – to lock down your user area whilst you are away from the computer. 2. Log Off - to log off your user area. 3. Shutdown - to log off and switch your computer off. 4. Change Password… - to change your password. 5. Task Manager - to look at the processes and software that is running on your PC. 6. Cancel – to close this menu.

Select the change password option, and add your existing password followed by your new password twice, then press okay and your password is changed automatically. You can then use this new password all the time. Your password will expire every 60 days and you will be prompted to change it near the deadline. You cannot use the same password as you have in the previous 12 months.

Using College Email Your College emails can be obtained by using this logon too. Your email address will usually be your initial and surname followed by @staffordcoll.ac.uk unless otherwise stated. E.g. j.bloggs@staffordcoll.ac.uk

Your Emails There are three ways of finding your Emails; Using the Email Icon on your Desktop (see image below) Via Internet Explorer or Via Microsoft Office 2007 (this requires set-up by IT helpdesk).

On your desktop:

This icon allows direct access to your emails, without logging in.

If this icon is not visible, please ask a member of the E-Learning Team to assist you with this.

To access your Emails via Internet Explorer, open Internet explorer and type: http://www.staffordcoll.ac.uk/exchange or click on the Emails Link on the College Intranet. (See image below).

If you access your emails via the Internet, you will be required to Login using your network login details.

Using College Email

Your Inbox Your Inbox will look similar to the images below. Any unread meal will appear in bold, and any with a Yellow Envelope Next to it, any read mail with appear as standard text with an open envelope next to it. (NB the colours may vary)

To read an email, double click on the subject and it will open. You can then reply using the Reply button or Forward it to someone else. (See image below)

Using College Email

Sending a New Email To send a New Email click on the New button in your Inbox. If you know the email addresses of the recipient then type this in where it says To… If you do not know the email address of the recipient and they are a member of staff at the College click on the To… button and type in their name in Display Name, and press Find. A list of names will appear in the box below, select the one you want, and press the To button at the bottom and press close (see image below). Tip if you are looking for a member of staff their alias will usually be a name not a number, if you see a number, you will be emailing a student.

When you’ve added the recipient their name will appear in the To… box. Always add a subject to the email, so the recipient knows what the email is about. Then you can type the Email and Press Send.

Attaching Files to an Email To attach a file to an email, click on the paper clip symbol on the email, this will open a new box (see image below). You will need to browse for the file you want and then click open. When the file name appears in the display, select Attach and then Close.

Using College Email

Saving File Attachments To save an attachment that somebody has sent you, first open the email. Right-Click on the name of the file and you will get a menu. Select the Save Target Asâ&#x20AC;Ś option.

The college uses Office 2007, which means that saving your work, for use at home may cause problems. When you are saving your work, always select to save to a 1997-2003 format which ends in

.doc, .ppt, .xls not .docx, .pptx, .xlsx as these are not compatible which

earlier versions of Microsoft Office. (See image below)

Using College Email

Using Emails at Home To access your emails from home, you will need to select Internet Explorer and type in the address http://www.staffordcoll.ac.uk/exchange alternatively you can go to the College Website http://www.staffordcoll.ac.uk and click on the Webmail link at the bottom of the page. You will require your network username and password to login.

Creating Folders To keep your emails tidy you can create a folder in your Inbox. To do this you will need to right click on the Inbox and select New Folder.

You can Name the folder and add emails to the folder by right clicking on an email and selecting Move/Copy to Folder

Creating an Out of Office Reply and Signature Go to the Options button at the very bottom left hand of the screen.

Using College Email

Out of Office Select whether you are in or out of the office and type the automatic reply in the box below.

Always select Save and Close before navigating away from this page.

Signatures To create a signature, under Messaging Options, select Edit Signature, write your signature in the text box and select Save and Close. Ensure that the option automatically include my signature on outgoing messages is ticked and select save and close.

Using the Calendar Go to the Calendar button at the very bottom left hand of the screen.

You calendar will be displayed on the Right. You can add new appointments by selecting New.

Using College Email Type in the appointment subject and location; you may wish to invite another person to the appointment. You can do this by select Invite Attendees and typing in the name/email address of the person(s) that you want to invite, and send the invitation.

Accepting Appointments from Others When someone invites you to an appointment when you open it, you get the following options: Accept, Tentative, Decline.

Using College Email

Useful Contacts What for?

Who?

Getting an network account Reporting faults

IT Helpdesk (ext 3121)

Staff Development training activities or 1:1 tuition on: Word, Excel, Access, PowerPoint, Email, using Projectors, Interactive Whiteboards, Internet, Incorporating ILT into lessons, Moodle Intranet National ILT initiatives and funding

E -Learning Co-ordinator Cheryl Howells (ext 3233) Or E-Learning Team: Learning Technologist Sarah Ashley (ext.3210)