OCMailOverview
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  • Our current e-mail system had reached ‘end-of-life’ status and keeping up with spam filtering, a barrage of viruses and ever-increasing quota issues was becoming increasingly difficult. Other universities, not the least of which included Northwestern & Arizona State, were outsourcing with great success to Google. After careful consideration of the services we would receive, extensive scrutinization of Google’s privacy policy and costs, we made the decision to partner with Google to provide Oberlin’s new e-mail system, a product we’re calling OCMail. Google has a lot of features that are particularly attractive to us, including a huge amount of storage space, applications in addition to e-mail such as document sharing, calendars and chat, and an extremely strong privacy policy. Short of a court order, Google will never share private data from any of its clients.
  • After your OCMail account is created, you will have two valid e-mail addresses: obieid@oberlin.edu and first.last@oberlin.edu. For all Google/computer-related purposes, ObieID@oberlin.edu is your username which you will enter to login to the web interface as well as configure your desktop client. First.Last@oberlin.edu will also continue to deliver mail to you.
  • Before I begin walking you through the set-up process, please note that all of the steps I will now cover are available, complete with screenshots for each operating system on the CIT Wiki and this presentation will be available for download on our website. Did you sign up before 11a? You’ll have access today. Did you sign up after 11a? Continue to use ObieMail until your account is processed the following day. On the day that your account is processed, you will temporarily not receive mail beginning at 11a until the batch is processed (generally between 45 minutes-1 hour).
  • The new web address for mail access is ocmail.oberlin.edu, NOT mail.oberlin.edu. Until fall break, you can technically continue to log-in to the old system (mail.oberlin.edu) and view archived messages; however, no new mail will be delivered to that inbox. If you are logged into Blackboard, you will no longer have a mail tab and will not automatically be logged into your email as before. There is a link to OCMail on Blackboard, however. We hope that this situation is temporary and that you will be able to log-in via Blackboard again soon.
  • Log in using your ObieID (flastname, not first.last) and current e-mail password. Any time a computer asks you for your password, you’re going to use your [email_address] . Which address you give as your contact location is up to you; mail addressed to ObieID@oberlin.edu or your first.last@oberlin.edu will both be delivered. Note that you can change your password within the OCMail web interface, but this will not change your password for all other ObieID services such as Blackboard and network access and your passwords will remain out of synch. Continue using the ObieID self-service password change page when you need to change your password.
  • As far as OCMail is concerned, your e-mail address is only ObieID@oberlin.edu until you tell it to enable first.last@oberlin.edu as a valid e-mail address. Mail sent to first.last@oberlin.edu will not be delivered properly until this setting is adjusted inside the OCMail web interface.
  • In order for mail to be delivered to your desktop client of choice, you must enable IMAP in the OCMail web interface.
  • Google uses slightly different terminology than other e-mail services, most notably creating a distinction between folders and labels. In OCMail, a message can be given multiple labels instead of being housed inside a single folder. For example, a message could be labelled “highly important” and also “CIT”. Trashed and spam messages are automatically deleted after 30 days, so you may want to check occasionally to make sure that nothing has been placed in those labels in error.
  • On the left hand side of the inbox are OCMail’s permanent labels (these labels will also be automatically generated when you configure a desktop e-mail client) and cannot be deleted. Beneath that are the labels/folders that are user created. The amount of disk space remaining in your quota is also displayed beneath the inbox.
  • Currently the web interface of OCMail does not offer web address lookup (LDAP support). OCMail will populate only the addresses of contacts with whom you have corresponded or are in your contacts list. If you are currently using a desktop client with address lookup, LDAP support will continue.
  • All Mail is unique to Google. It serves as your archive, a storage place, for all the mail you’ve ever sent or received, but not deleted. You can see a list of archived messages by clicking “All Mail” in the permanent labels area on the left-hand side. Archived message are also available by searching, and under any assigned labels. To bump a message out of the inbox and into the All Mail cloud, select the message you’d like to archive by checking the box(es) next to the sender's name. Click “Archive” at the top of your inbox. You can also archive mail after you open it—just click “Archive” along the top of the message.
  • Google’s search is very powerful, allowing you to search message text and whether or not a message has an attachment in addition to subject lines and senders, but note: only exact matches are returned. A search for “barb” will not return messages from a sender “barbara”.
  • OCMail displays all mail replied to with the same subject line in one “Conversation” or thread. A number in parenthesis next to a message in the All Mail or Inbox view indicates how many messages in that particular thread. When you choose a message that is part of a conversation, all of the previous messages in the thread will appear above the message, similar to a deck of cards. You can select any of these previous messages to expand them individually or choose “Expand All” to the right of the messages.
  • Labels and Filters can be created and edited in the “Settings” menu found in the upper-right hand corner of the window. Labels for can also be created “on the fly” when viewing a message from the “More Actions” menu.
  • Click on “Settings” in the upper-right hand corner of the window, and then on the “Filters” tab to create or edit your filters. Messages can be automatically labeled, forwarded, deleted and archived.
  • Our spam is filtered in-house so you will continue to receive quarantine reports until that server is shut down. After that time, you’ll want to check your spam folder periodically to make sure that nothing has been mislabelled.
  • More specific directions tailored to your particular desktop client are available on the CIT Wiki (http://citwiki.oberlin.edu).
  • All of your folders, including those housed on our old mail server and local mail folders can be accessible from the left-hand sidebar of Thunderbird or Apple Mail if you configure those accounts. If you’re already using Thunderbird or Apple Mail, your ObieMail account (or whatever it is so-named for you) should already be set up.

Transcript

  • 1.
    • Oberlin College’s New E-Mail System powered by Google
  • 2. Background
    • Current system reached “end of life”
    • Issues of: spam, quota, viruses
    • Options
      • Upgrade existing system
      • Outsource
    • Many other colleges and universities have gone with Google (Arizona State, Northwestern, Hope College)
    • Why Google Apps for Education?
    • > 7Gb disk quota and growing
    • All services: web, POP & IMAP
    • Focus on e-mail services
    • Google continues to improve e-mail and other apps (calendar, document sharing, chat)
    • Currently no charge (possible advertisements in future)
    • Extremely strong privacy policy
      • View online at: http://mail. google .com/mail/help/privacy.html
  • 3.
    • Will my e-mail address change? No. Your address will remain [email_address] . Note that your username in OCMail is actually your ObieID (flast) + @oberlin.edu.
    • Can I access this account from my personal Google account? No. You’ll need to log in at ocmail.oberlin.edu.
    • Will all my existing messages still be accessible? Yes. You’ll use a desktop e-mail application to drag & drop your message into the new OCMail system.
    • Can I still use a desktop client such as Thunderbird? Yes. The desktop clients CIT has supported in the past will still be supported (Thunderbird for Macintosh and Windows, Mail for Macintosh)
    • Can I still use local folders and have access to that mail? Yes. If you use a desktop client, you will still have access to local folders. You can still use local folders, but we recommend that you move that mail to the server as well.
    Frequently Asked Questions
  • 4. Making The Move
    • Making the transition to OCMail requires just a few steps:
    • Sign-up for transition by using this online web form: https://hera.cc.oberlin.edu/nos/ocmail/signup.html prior to 11:00a daily for afternoon access.
    • Turn on important web settings in OCMail to set up your e-mail alias and properly connect it to your desktop application of choice.
    • Find walkthrough instructions on the CITWiki for setting up your e-mail client.
    • Move all mail from existing system using a desktop e-mail application to drag and drop.
    • Export address books from ObieMail and import into OCMail.
  • 5. How do I get there? ocmail.oberlin.edu
  • 6. Logging In
    • Log-in using your ObieID. Enter flastname not first.last. Enter your current e-mail password.
    • Note: Please do not change your password within OCMail. This will not change your password for other ObieID services such as Blackboard and network authentication and your passwords will be out of synch.
    ObieID Current EMail Password
  • 7. OCMail Web Settings: Entering Your E-Mail Address
    • Add your e-mail address ( [email_address] ) to your OCMail Account
      • Settings ➠ Accounts Tab
      • Click “Add another e-mail address” and enter [email_address]
      • Follow the onscreen instructions when you receive your verification e-mail
    • Make this address your default
  • 8. OCMail Web Settings: Enabling IMAP
    • Settings ➠ Forwarding and POP/IMAP
    • Choose the radio button beside Enable IMAP
  • 9. What is it called now? ObieMail OCMail Folders Labels Saved Addresses Contacts Distribution Lists Groups Outbox Sent Folder Trash (only saved for 10 days) Trash (only saved for 30 days) All Mail Spam Non-Threaded Messages Threaded “Conversations”
  • 10. Features of the Inbox
  • 11. Composing Messages
    • OCMail will auto-complete addresses only with whom you have corresponded or are in your contacts list
    • Currently, the web interface does not offer full Oberlin College address lookup
    • If you are currently using a desktop client with address lookup, that support will continue
  • 12. Organizing Mail
    • All Mail
    • Inbox
    • Sent Mail
    • Drafts
    • Trash
    • Spam
    All Mail is unique to Google. It serves as your archive, a storage place, for all the mail you’ve ever sent or received, but not deleted.
  • 13. Searching for Messages
  • 14. Conversations
  • 15. Labels Create labels you know you’ll need ahead of time. Spontaneously create a label for a particular message.
  • 16.
      • To create or edit your filters, click on Settings ➠ Filters tab
      • Extensive criteria by which messages can be filtered: from/to, subject, has the words, doesn’t have, has attachment
      • Messages can be automatically labeled, forwarded, deleted, archived
    Filters
  • 17.
      • Currently we are filtering spam in-house so you will continue to receive quarantine reports
      • After fall break, those reports will cease and OCMail will handle the spam filtering
      • Check your spam folder often to make sure nothing has been mislabelled
      • OCMail is a quick learner: messages mismarked can be corrected by clicking “not spam” or “report spam”
    Spam
  • 18. Getting Help CITWiki http://citwiki.oberlin.edu Click on OCMail GMail Help Center Click on Help in the upper-right of any OCMail page
  • 19. Desktop E-Mail Applications
    • Can use desktop e-mail applications such as Thunderbird or Apple Mail
    • Detailed setup instructions for each application on the CITWiki
    • Can use local folders, although we recommend keeping all mail on server
      • Effective backup
      • Plenty of space available
      • Accessible from anywhere via web client
    • Recommend use of IMAP
  • 20. Thunderbird & Apple Mail
    • See CIT Wiki for step-by-step instructions
    • First, using the OCMail web client:
      • Set up your account to use IMAP
      • Add your complete e-mail address and set as “default”
    • Desktop application basics:
      • Create a new account for OCMail
      • Where it asks,your e-mail username in this case is you ObieID plus @oberlin.edu (that’s what Google understands as your username).
      • Enter imap.gmail.com and smtp.gmail.com for the Incoming and Outgoing servers, respectively.
      • Change port settings (993 for IMAP and 587 for SMTP)
  • 21. Thunderbird Inbox
  • 22. For Your Information
    • Daily message quotas to control spamming activity
      • 500 messages per day (i.e., you can hit “Send” a maximum of 500 times)
      • 500 unique recipients per message
      • 2000 total e-mails per day (e.g., you can send one message 500 people four times daily)
    • Attachment restrictions to curb transmission of viruses
      • Cannot send .exe or password-protected .zip files
      • Attachments may be up to 20Mb
      • Confirm receipt of attachments with your recipients
    • We will have our old system in place until fall break
      • All mail left on the ObieMail server will be deleted at that time. No exceptions possible!
      • Make it a priority to move your mail now
  • 23. Follow-On Development
    • Planned for the start of the fall semester:
      • Start page
      • Calendar
      • Document sharing
      • Chat
      • Sites
  • 24. Questions?
    • Check CITWiki
    • Send message to [email_address]
    • Call the Help Desk at x58197