Overview

1
Overview
Oberlin Colleges new e-mail system powered by
Google

• Client Services
• Center for Information Technology

2
Background

• Current system reached end of life
• Issues of spam, viruses, quota
• Options
• Upgrade existing system
• Outsource
• Many other colleges universities have gone with
  Google (ASU, NWU, Hope College)

• Google Apps for Education
• 6 GB disk quota, and growing
• All services Web, POP, IMAP
• Focus on e-mail services
• Google continues to improve e-mail other
  applications (Calendar, Document Sharing)
• Currently no charge. Possible advertisements in
  the future
• Integration with Oberlin College systems 70

Googles privacy policy http//www.google.com/a/h
elp/intl/en/users/privacy.html
3
Basic FAQs

• Will my e-mail address change?
• No, your address will remain first.last_at_oberlin.ed
  u
• Note that your username in OCMail is actually
  your ObieID (flast) _at_ oberlin.edu
• Can I access this account from my personal Google
  account?
• No, youll need to login at ocmail.oberlin.edu
• Will all my existing messages still be
  accessible?
• Yes, youll use a desktop e-mail application to
  drag drop your messages 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
  Mac and Windows, Mail for Macs)
• 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 are recommending people
  move that mail to the server, as well.

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Getting StartedSign-Up Starts 9 A.M., 07 July
2008!

• Sign-up for transition to OCMail by using online
  web form
• https//hera.cc.oberlin.edu/nos/ocmail/signup.html
  
• Same ObieID (e-mail) username password
• Sign up prior to 11 A.M. for afternoon access
• Training
• Mon-Tues-Wed-Thurs, 07-10July 2008, 2 P.M.,
  Academic Commons Electronic Classroom, main level
  of Mudd Center
• This overview online at http//www.oberlin.edu/cit
  /ocmail/OCMailOverview.ppt
• Move ALL mail from old system mail from local
  folders (recommended) using Drag Drop from
  desktop e-mail client
• Do this from a wired connection, not wireless!
• If you have address books in ObieMail (desktop
  clients retain address books as they are), you
  can request to have them sent to you in .csv
  format for import into OCMail. Complete online
  form at
• https//hera.cc.oberlin.edu/nos/ocmail/addressbook
  _request.html

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How to get there
http//ocmail.oberlin.edu
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Logging In

• Log in using your ObieID (username). Enter
  flastname, not first.last and password.
• NOTE Please DO NOT change your password within
  OCMail. This will NOT change your password for
  all other ObieID services (Blackboard, network
  authentication, etc.), and it will get
  overwritten the next time your ObieID password
  needs to be changed.

ObieID
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Initial Setup

• Add your e-mail address (first.last_at_oberlin.edu)
  to your OCMail account go to Settings -
  Accounts
• ObieID is the username login for the web client
• First.Last_at_oberlin.edu is your e-mail address
• Make this your default address

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Enable IMAP

• Setting - Forwarding and POP/IMAP

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Whats It Called Now?
10
InBox Features
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Composing Messages

• OCMail will auto-complete addresses to people to
  or from whom you have sent/received messages.

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Organizing Mail
All Mail does NOT contain Trash or Spam. Searches
for information in messages are only performed on
the All Mail category, not on the Trash or Spam
categories.

• All Mail
• Inbox
• Sent Mail
• Drafts
• Trash
• Spam

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Searching
Note Search for the actual word/name, not just
part of a word

• All of Googles search capabilities work within
  OCMail. Searches even scan message text, not
  just subject lines and senders!
• Advanced searches are even more powerful,
  allowing you to limit dates, indicate whether the
  message has an attachment or inside of what label
  to search.

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Printing Messages

• Within a message, click the small down arrow to
  the upper-right of the message.
• This menu gives you the print command, among
  other options such as Add to Contacts List.
• Alternatively, you can print all of the messages
  in the thread by choosing Print All beside the
  messages subject line.

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Conversations

• OCMail displays all mail replied to with the same
  subject line in one Conversation or thread. A
  number in parentheses next to a message in the
  All Mail or Inbox view indicates how many
  messages are in that particular conversation.
• 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
  how a deck of cards appears. You can select any
  of these previous messages to expand them
  individually or choose Expand All to the right
  of the messages.

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Labels Filters

• Labels and Filters can be created and edited in
  the Settings menu found in the upper-right hand
  corner of the window.

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Labels Filters

• Labels for can also be created on the fly when
  viewing a message from the More Actions menu.

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Labels

• Group messages related to a specific project,
  committee or class.
• Place multiple labels on a message
• Manually apply labels to incoming messages or
  create a label directly in the read-message
  window.
• Filters allow you to automatically label incoming
  messages.

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Filters

• Click on Settings in the upper-right hand
  corner of the window, and then on the Filters
  tab to create or edit your filters.
• Extensive criteria by which messages can be
  filtered From/To, Subject, Has the words,
  Doesnt Have, Has Attachment
• Messages can be automatically Labeled,
  Forwarded, Deleted, Archived

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Star

• Choosing the little star beside the sender of a
  message adds a star shaped label
• Find starred messages in the Starred permanent
  Labels area
• Use this to mark important messages or those you
  want to which you wish to return

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Getting Info

• CIT Wiki
• http//citwiki.oberlin.edu/
• Click on OCMail

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Gmail Help Center

• From within OCMail, click on Help in upper right
  corner

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Desktop E-mail Applications

• Thunderbird
• OSX Mail

• Can use desktop e-mail applications
• Detailed setup instructions on CIT Wiki
• 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

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Thunderbird Mac OSX Mail

• See CIT Wiki for step-by-step instructions.
• First, using the OCMail web client
• Set your account to use IMAP
• Add your complete e-mail address as an account
  and set as default
• Basics, in desktop application
• Create a new account for OCMail
• Where it asks, your e-mail address IN THIS CASE
  is your ObieID plus _at_oberlin.edu. (Thats what
  Google understands as your address.)
• Enter imap.gmail.com and smtp.gmail.com for the
  Incoming and Outgoing servers, respectively
• Change port settings (587 for smtp and 993 for
  IMAP)

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For Your Info

• Greatly increased quota (6.88 GB)
• No longer login to mail.oberlin.edu instead use
  ocmail.oberlin.edu
• Some timeouts noticed with use of e-mail
  applications (Thunderbird and OSX Mail)
• Just wait a couple of minutes and re-enter
  password(s) as noted
• No Oberlin College LDAP address lookup capability
  with web client (security/privacy concerns)
• If send too many messages (500 in a 24-hour
  period) using OCMail web client, Google system
  thinks youre a spammer and locks your account
  for 24 hours.
• Attachments up to 20 MB in size no
  exe/encrypted/password-protected open in new
  window or download (recommend confirm receipt for
  important message with attachment please
  confirm receipt)
• We will have old system in place until fall break
  all mail will go to old system first
• Processed by our spam filter first
• Duplicate login requests OCMail and
  mail.oberlin.edu
• Blackboard (oncampus) mail tab only for
  mail.oberlin.edu users

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Follow-On Development

• Planned for start of fall semester
• Start page
• Calendar
• Docs
• Chat
• Sites

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Questions?

• Check CIT Wiki
• Send message to cit_at_oberlin.edu