Instructions for the WPS E-Mail System

Target Audience: All Faculty, Staff & Students.
Revision: 2009-01-06-0930
Instructions located at: "SharedFolders/Staff/Technology/Services/E-Mail/Instructions_for_Users/" and
"info.PrioryCA.org/Documents/Instructions_how-tos/for_all/email/"

Appropriate Use Policies are listed elsewhere in Woodside Priory School publications.

• Student E-Mail is provided so that students & teachers may quickly and effectively communicate without junk E-Mail filters blocking the receipt of messages.
• Faculty are expected to check their E-Mail at least once a weekday while school is in session.
  
• E-Mail is not private. "If you wouldn't put it on a bulletin board, don't put it in E-Mail."
• E-Mail and all electronic data on Woodside Priory School computers, belongs to Woodside Priory School (FYI: this is a very normal practice).
• Although the WPS Technology Department does not routinely read E-Mail or other electronic data, electronic communication is monitored. Accounts will be terminated for inappropriate usage.
• Posting an extended leave or vacation message is no longer an accepted practice. Since the advent of spam / spy-ware and E-Mail lists, posting a vacation message sends an immediate reply and acknowledges all E-Mail inquiries whether legitimate or not. Hackers are looking for a response from your E-Mail server that you have a legitimate address and will use this message to send your more spam. E-Mail list owners will hate you for this practice, as the message will bounce back & fourth, filling up your E-Mail box and preventing you from getting legitimate E-Mail.
  
• Few E-Mails should be forwarded to the WPS E-Mail lists (such as the "faculty" list). Chain letters, cute jokes or funny stories should only be sent to persons you are certain would want to receive them.
• Passwords must be 10 characters or longer. Anything less can easily be hacked into. Don't repeat your username, don't pick anything obvious, (example: kids, pets names, birthdates, phone numbers, addresses, etc.). Don't use long, whole words such as "flamingo".
  

• Home Access: Your mail is accessible from on campus or home.
• Spam Control: We have implemented a spam filter which will screen out most spam. Some will always get through. To avoid false-positives send the person an E-Mail, this will "whitelist" them.
  
• Personal E-Mail Lists: You can create you own E-Mail lists in your address book.
  
• School-Wide E-Mail Lists: More lists have been created for increased effective communication. Please observe common courtesy in using lists - do not send to a whole list unless everyone in the list needs to receive the information. Lists are not for posting jokes or chain letters.
• E-Mail box fullness meter: You can see how much space you have left with a bar graph.
• Signature Line: To set this, click on: settings -> Compose; type message; click Submit.
  
• E-Mail Backups: Your E-Mail is automatically backed up. Vital files can be recovered if necessary, but this process takes several hours.
  
• Student E-Mail: Students now have their own e-mail accounts, with all of the benefits of the new mail server. However, this new e-mail access is a privilege, not a right, and can be revoked at any time for inappropriate use of the system.
• Searchable Directory: Users have the ability to instantly access the E-Mail addresses of every faculty, student and E-Mail list at the Priory.
• IMPORTANT: When you are clicking around within your E-Mail, do not click on the web browser's "Back" button. It can confuse the web browser and you can end up printing a different E-Mail than the one that appears on the screen (this is a JavaScript bug).

1. Click on "Internet" (or Safari, or FireFox).
2. At the top of the screen you should see a white box labeled "Location:". In it, there will likely be a web address (such as "www.yahoo.com"). Click on whatever this web address is and press the Delete or Backspace key.
3. Type "mail.PrioryCA.org" & press the Return or Enter key.
• NOTE: Alternately (when on campus) you can click on the on the item labeled "E-Mail". You can find this at the bottom of the screen of most Apple Macs and inside the "Start Menu" on most Windows computers on campus.
  
4. You should now see this screen (pictured below):
   
   
   
   
5. In the white blank labeled "Login Name", type your WPS username (example: "mfariss", or "sally_smith").
6. In the white blank labeled "Password", type your WPS E-Mail password.
7. Click on the button labeled "Enter" (or press the Enter or Return key).
• NOTE: If you try to login & accidentally mistype your password, it will say so in red letters "incorrect password or account name". Additionally, you may notice that you username has changed & has been appended with the words "@mail.PrioryCA.org" (example: "mfariss@mail.PrioryCA.org"). This is normal. If your username is correct, you can leave the rest of the "@mail.PrioryCA.org" in place if you want to and re-type your password & click "Enter". NOTE: Students have an E-Mail address of "sally_smith@PrioryPanther.com").
8. If you were able to login successfully, then you will see a screen similar to the one below:
   
   
   
   
9. This is your "Inbox", were new E-Mail sent to you arrives.
   

Goal: To send yourself a piece of E-Mail.

1. On the "Menu Bar" on the top of the screen you will see a list of buttons. Each of these buttons allows you to perform a different major function (example: Checking E-Mail, Sending Mail, updating your Address Book, etc.). Click on the center of button labeled "Compose"; you will see a screen similar to the one below:
   
   
   
   
2. The From box will be filled in with your E-Mail address.
3. Click in the white box labeled "To" and type your own E-Mail address, i.e. "mfariss".
• NOTE: If you are sending and E-Mail to another faculty member, then you only need to type the first part of the E-Mail address (the username example: "mfariss"). To send an E-Mail to an E-Mail account outside of Woodside Priory, then you need to type the full E-Mail address (i.e."mfariss@earthlink.net").
4. You can safely ignore the "CC" and "BCC" fields.
   
5. Click in the white box labeled "Subject" and type the subject of your message. For this exercise, type "Test".
6. Click in the large white box below the word "Subject". This area is used for typing the main part of your E-Mail. For this exercise, type "Dear Dr. Frankenfurter".
7. Above your E-Mail address, you will see the word "Send" next to a red icon of an envelope and an up-arrow. Click on the word "Send" or the icon. The system will confirm to you that the E-Mail was sent successfully by replacing the area that you were typing in with the words "Your message has been sent". After a pause, you will be presented with your Inbox again.
   
8. NOTE: It is very important that, if you decide to stop writing your E-Mail and you want to work on your message later, be sure to click on the words at the bottom of the screen labeled "Save Draft". This will store the partially composed E-Mail in the folder labeled "Drafts", where you may resume editing it at a later time.
9. NOTE to advanced users: if you want to send an E-Mail to more than one user, you type the first E-Mail address int he "To" blank, then a comma and a space (", "), then type the second address.  Add a comma and a space for adding more than two recipients. e.g. Type in the "To:" blank: "mfariss, rharper", or "bob@aol.com, jessie@earthlink.net". See the section later in the document for how to use the address books.
   

Goal: To read the E-Mail that you just sent to yourself.

1. To read an E-Mail that you see in a list, click on the Subject or the sender's name (both are highlited in blue & appear underlined when you point your arrow at them).
   
• NOTE: Unread messages will be marked by a little closed, yellow envelope (indicated below by the red arrow). The subject and the sender's name will be bolded. Read messages are not bolded and have a white, open envelope next to them.
2. After having clicked on an E-Mail, you should now be able to read the contents of that E-Mail.
3. If you wish to reply to the E-Mail then, click on the icon of an envelope with a red right-arrow in it. The system will present you with a screen to type your reply & click "Send".
4. If you wish to delete the E-Mail then, click on the icon of a gray trash can.
5. If the E-Mail has an attachment, you can save or open this attached file to the computer that you are using by clicking on it (at the bottom of the E-Mail).
   
6. Every 5 minutes (while you are logged on & looking at your Inbox) the computer will automatically check for new E-Mail.

Replying to E-Mail:

1. From the screen where you are reading an E-Mail, click on the icon of an envelope with a red right-arrow in it (see picture below):
   
   
   
   
2. After you click on the "Reply" icon, the system will present you with a screen that looks like the screen which you used to send an E-Mail. The "To" text box and the "Subject" text box have been filled in for you. The "To" box is filled in with the original sender of the E-Mail, and the "Subject" box is filled in with "Re: " and then the subject of the original message. See picture below:
   
   
   
   
3. You can click in the large text box below the word "Subject" to compose your reply.
• NOTE: the previous E-Mail's text, subject and sender have been added to this box. 
• NOTE: double-forwarded attachments may need to be re-attached.
  
4. When you are done typing, click the word (or icon) labeled "Send". The system will confirm to you that the E-Mail was sent successfully by replacing the area that you were typing in with the words "Your message has been sent". After a pause, you will be presented with your Inbox again.

1. Faculty are discouraged from forwarding their E-Mail because it disables them from sending E-Mail to students & to some E-Mail lists. If you choose to forward your E-Mail to another E-Mail address, then you are responsible for the proper receipt of E-Mail from WPS (including spam controls).
   
2. ---
   
3. Click on the icon at the top of the screen labeled "Rules".
4. CHECK the box labeled "Enable".
5. In the field labeled "Redirect All Mail to", type the E-Mail address that you want to froward your E-Mail to.
6. Is is recommended that you do NOT check any other boxes.
   
7. Click on the blue-green check-mark in the near the wide, blue bar. labeled "Rules".

1. Click on the check box at the very top of any list of E-Mail.
   
2. Click on the icon of the gray trash can.

Using the personal ("Contacts") address book, is useful for storing frequently used E-Mail addresses that are not already in the WPS E-Mail system.

1. In the "Compose" screen (for writing and sending E-Mail) there is a small icon and the text labeled "Personal, Faculty & List Addresses"; click on this. A new, smaller window will appear.
   
2. Click on the popup menu (square with text & a triangle) labeled "Display:" and click on the item labeled "Contacts" (even if is is already visible, click on it again).
1. NOTE: If the square to the right is not blank, then click on it and delete all of its contents and click the orange icon of the sieve.
   
   
   
   
3. You will see a list of all of you personal E-Mail addresses & personal lists (personal lists will appear in square brackets, example: "[My Posse]"). Pick the person from the list that you want to send and E-Mail to by clicking once on their name/E-Mail address.
4. Click on the small, blue words to the right of the little window labeled "To". This will put this person's E-Mail address into the "To" field that you are composing.
5. Close this small window by clicking on the small "x" in the upper-right corner of the small window

Using the system-wide "(My Domain)" address book, is a usefull tool that provides the E-Mail addresses of every faculty and E-Mail list at the Priory.

1. In the "Compose" screen (for writing and sending E-Mail) there is a small icon and the text labeled "Personal, Faculty & List Addresses"; click on this. A new, smaller window will appear.
   
2. Click on the popup menu (square with text & a triangle) labeled "Display:" and click on the item labeled "(My Domain)" (even if is is already visible, click on it again).
1. NOTE: If the square to the right is not blank, then click on it and delete all of its contents and click the orange icon of the sieve.
   
3. You will see a list of all faculty E-Mail accounts & lists. Pick the person from the list that you want to send and E-Mail to by clicking once on their name/E-Mail address.
4. Click on the small, blue words to the right of the little window labeled "To". This will put this person's E-Mail address into the "To" field that you are composing.
5. Close this small window by clicking on the small "x" in the upper-right corner of the small window.
1. NOTE: Not all lists can be sent to by individuals. All faculty may E-Mail "faculty", and a whole class of students. Example: Only Deans may send to Parent E-Mail lists (this is policy of the deans, to prevent parent E-Mail overload).
   

1. To search the list, type the name (first name and/or last name) in the text box to the left of the orange sieve (this is the "Search" button).
2. Click the orange sieve ("Search" button).
3. The small window will list all matches.
4. Pick them from the list and click on the blue "To", as noted above.
   

1. To add, delete, or edit Personal Addresses, click on the icon at the top of the window labeled "Contacts".
   
   
   
   
2. If you want to delete an address:
1. Click on the square check box to the left of the address.
2. Then click on the trash can.
   
3. If you want to edit an address, then:
1. Click on the name of the person. The person's information will be displayed.
2. Click on the icon of the pen. A page will appear, allowing you to edit all fields.
3. Finally, when you are done editing, click on the blue-green check mark.
4. If you want to add an address, then:
1. Click on the icon of the person (to the right of the trash can, labeled "Add Contact").
2. Fill out the "File As" field with a memorable name (example: "Sally Smith").
3. Fill out the first line of the "E-Mail Address" field with the person's E-Mail address (example: "ssmith@yahoo.com").
4. It is recommended that you NOT fill out other fields, as there is no decent way to extract this information.
   
5. When you are done editing, click on the blue-green check mark.
5. If you want to add your own (broadcast) E-Mail address, then:
1. Click on the icon of the two people (to the right of the single person icon, labeled "Add Group").
2. Fill out the "File As" field with a memorable name (example: "Sally Smith").
3. Fill out the field labeled "E-Mail" field with the person's E-Mail address (example: "ssmith@yahoo.com"). NOTE: Optionally you can add the person's real name, but it must be in quotes & the E-Mail address must be in sharp brackets: "Ellen Male" <emale@yahoo.com>
4. Click on the words "Add Contact".
5. Repeat the last 2 steps for each person that you want to add to this personal list.
6. When you are done, click on the blue-green check mark.
   
   
   
   
6. For super-advanced users: You can click on the icon the the right of the "Add Contact" button and add people to the list from the faculty addresses or your personal addresses.
7. NOTE: This fault has since been non-reproduceable, but in case it re-appears: There is a Viewpoint UI JavaScript error in the mailbox searching using the "Filter" field (removed from WPS simplified Viewpoint). Conditions: When filtering an E-Mail box for a keyword; you can't delete the search term by pressing backspace in FireFox 1.5 or Safari (2005) (on mac). Workaround: If you want show the whole mailbox (by having no search term in the Filter field) then use mouse to highlite whole search term & replace with a space, then click "go" button.
   

1. If you know the name of a student, the you may send them an E-Mail by typing their username in the WPS E-Mail system. Student usernames appear in the form of "FirstPreferedName_LastName" followed by "@priorypanther.com". Example: "sally_student@priorypanther.com".
   
2. To lookup an individual student's E-Mail address, when you are composing an E-Mail, there is a small icon and text labeled "Individual Student Addresses"; click on this. A new, smaller window will appear.
   
   
   
   
3. Click in the blank, white field to the right of the words "Search For:" & type the name of the student you are looking for (you can type a partial first or last name). Example: type "and".
   
4. Click on the word "Search".
   
5. You will see a list of all Faculty & Student E-Mail accounts & lists. Pick the person from the list that you want to send and E-Mail to by clicking once on their name/E-Mail address.
1. NOTE: At the present time, there is no way to list only students in this address book, faculty will appear here as well, but do NOT use the faculty addresses, they will not work.
   
6. Click on the small, blue words to the right of the little window labeled "To". This will put this person's E-Mail address into the "To" field that you are composing.
7. Close this window (by clicking on the red or gray "X" in the corner of the window).

1. Be aware that Attachments are a very tricky problem with any computer system. This is because you are never certain if the sender of the file has used some strange program to create it. If they have done this, then you will be unable to read the file that they sent you.
2. When you are reading an E-Mail, click on the words at the very bottom of the E-Mail labeled "Attachment: XXX". Note: XXX stands for the name of the attached file.
3. If the file that someone sent you is called "File.doc", then click on the name with these words.
4. If you are asked, if you wan to Open the document or just save it to the desktop for later. Click on the little white circle next to the words "Save it to Disk".
   
5. Click on the button labeled "OK".
6. If prompted where to save, save the file to the desktop. NOTE: always save your attachments immediately to a place where you can find them. Attachments are easily lost.
7. Click on the button labeled "Save".
8. Close or shrink your windows and locate the file on the desktop. Double click on the file, the file should open. NOTE: Attachments are notoriously unreliable, this process may not work.
   

1. Avoid sending attachments if possible, instead, Copy & Paste text into the body of an E-Mail and send that whenever possible. This way, the recipient is more likely to be able to read what you have sent. If you must send a spreadsheet, picture of other file that you can not copy & paste, then attach it using the process below.
   
2. ---
   
3. When you are composing an E-Mail, click on the button at the bottom of the window (in the area labeled "Attachments" labeled "Browse..."
   
4. A new window will appear. This is the standard "File Locater" window that you may have seen before when saving your files.
5. Use the little window to pick the document that you want to attach to the E-Mail. Be aware that Attachments are a very tricky problem with any computer system. This is because you are never certain if the recipient of the E-Mail has the right program that is able read the file that you are sending.
   
6. When you have highlighted the file that you want to send, click on the button labeled "Open".
7. Do NOT spell check (do this before attaching), edit or otherwise alter the E-Mail send it immediately. There is a fault in the system that will forget that you have attached a file if you do not send it now.
8. You may repeat this process with the second, bottom button labeled "Browse..." to attach more than one file.
   

1. Login to your E-Mail (if you are not logged in already). Note the bar graph to the left of the window, this will turn yellow when you need to clean out your E-Mail box & Red when you must do so, or risk loosing E-Mail.
   
   
   
   
2. When viewing a list of your E-Mails, Click ONCE on the white, underlined word labeled "Size", this can be found in the upper right of the screen, in the blue bar.
   
   
   
   
3. Your list of E-Mail should now be sorted from biggest (most verbose E-Mails) to smallest (least verbose E-Mails).
   
4. Look at each E-Mail and and decide if you want to delete it. If you do want to delete it, then click on the small, white, square box to the left of the E-Mail. This should put a small check mark in the white box. This means that you have just marked it for deletion.
   
5. When you have marked all the E-Mails that you want to delete on this page, then click on the gray trash can (labeled "Delete"), this can be found at the top (or bottom) of the list of E-Mails.
   
6. A new screen should be drawn, listing all the pieces of E-Mail that you have not deleted in your incoming E-Mail box. This too is sorted by biggest item to smallest item. If you wish to delete more items on this screen, you may repeat this process above.
7. ---
   
8. When you are done deleting E-Mail, then you should be sure to click ONCE on the white word labeled "Received", this can be found toward the top right of the screen.
9. Your list of incoming E-Mail should now be sorted from newest (on top) to oldest (on the bottom). This is the normal way that your E-Mail is sorted.
10. ---
11. You will want to repeat this procedure on your: "INBOX" & "Sent Items".
    
12. Finally, click on the blue words to the left of the window labeled "Empty Trash" to reclaim more space in your E-Mail box.
    

1. Login to your E-Mail (if you are not logged in already).
2. Bring up the E-Mail that you want to save (so that it shows on the screen).
3. Click on a blank area to the right of the E-Mail (NOTE: Netscape debug).
4. Click on the "File" menu, and click on the item labeled "Save as..." (or "Save Frame As...").
5. Type the file name that you want to give to this E-Mail (e.g. "Auction Theme").
6. Click on the button labeled "Desktop".
7. Click on the button labeled "Save".
8. NOTE: Once you save your E-Mails as files, you can put them in folders such as "E-Mails from Tim", or "Auction Stuff".
   

1. Passwords must be 10 characters or longer. Anything less can easily be hacked into. Don't repeat your username, don't pick anything obvious, (example: kids, pets names, birth dates, phone numbers, addresses, etc.). Don't use long, whole words such as "flamingo".
2.  Login to your E-Mail (if you are not logged in already).
3. Click on the icon at the top of the window labeled "Settings".
4. Click on the tab / word at near top of the window labeled "Password". You should now see a section labeled "Password Modification:"
   
5. In the field labeled "Current Password:", click & type your old password.
6. In the field labeled "New Password:", click & type your new password.
7. In the field labeled "Re-enter Password:", click & re-type your new password.
8. Leave the field labeled "E-Mail Password to:" blank.
9. Click on the blue word labeled "Update". Your password is now changed.