Tips for imail Setting

Transcription

1 Tips for imail Setting P. 1 of 34

2 A. SUMMARY... 3 B. USAGE SETTING HOW TO DISABLE INTERNET FUNCTION FOR WHOLE SCHOOL?... 4 C. DEFAULT USAGE RIGHTS AND QUOTA HOW TO SET MAILBOX QUOTA FOR FUTURE USERS? HOW TO DISABLE IMAIL FUNCTION?... 8 D. USER USAGE RIGHTS AND QUOTA HOW TO SET QUOTA FOR EXISTING USERS?... 9 A). UPDATE MAILBOX QUOTA IN A BATCH?... 9 B). UPDATE MAILBOX QUOTA FOR PARTICULAR USER(S)? SETTING TEMPORARY EXTERNAL STORAGE QUOTA WHAT TO DO IF USER FAILED TO LOGIN IMAIL? E. RESTRICTED SENDERS HOW TO LET STUDENTS RECEIVE S ONLY, BUT CANNOT SEND? F. PROHIBITED WORDS HOW TO RESTRICT BAD WORDS IN S? G. ANTI-VIRUS ANTI-SPAM SETTINGS HOW TO AVOID SPAM AND VIRUS S? H. REMOVAL BY SEARCH FUNCTION IF A CRITICAL WAS SENT IN ERROR, HOW TO DISABLE USER TO VIEW THIS IN INBOX? HOW TO REMOVE IT AFTERWARDS? I. OTHER USAGE ISSUES HOW TO CHECK IF RECIPIENTS READ THE OR NOT? MAXIMUM SIZE OF ATTACHMENTS? CAN SET ANY LARGER? WHAT ARE THE FEATURES OF IMAIL PLUS? WHY STUDENTS CANNOT SEND TO TEACHERS? IS IT POSSIBLE TO RESTORE DELETED S FOR USERS? P. 2 of 34

3 A. Summary This tips mainly cover the settings of imail which admin user could perform in the eclass admin console, which could cater most common setting enquiries schools may come across. This document was based on IP2.5 platform version IP If you find that the user interface of your school is different from yours, you are advised to perform eclass update at the location below: Admin Console > Settings > eclass Update > Manual Update > follow the instructions Hope this information could help the eclass admin user to familiarize imail, and to utilize its functions. P. 3 of 34

4 B. Usage Setting 1. How to disable internet function for whole school? School may disable all users for sending and receiving internet . Admin Console > Settings > imail Settings > Usage Setting To disable Internet for all users: Internet > Disabled > Save P. 4 of 34

5 By then, users could only select Internal Recipients and could only create Internal Recipient Group: P. 5 of 34

6 C. Default Usage Rights and Quota 1. How to set mailbox quota for future users? This is for setting mail quota for future created users (no effect on current users): Admin Console > Settings > imail Settings > Default Usage Rights and Quota Setting Default Quota for new user account of different identities: P. 6 of 34

7 By then, newly created Teacher/Staff account will obtain 100 Mb of mailbox quota, whereas 10 Mb for newly created Student accounts, respectively. User could find how much mailbox quota they got in the top right hand corner. P. 7 of 34

8 2. How to disable imail function? Admin Console > Settings > imail Settings > Default Usage Rights and Quota > uncheck the Permission box for related identity(ies) > Save By then, there will be no imail icon for users without imail permission. P. 8 of 34

9 D. User Usage Rights and Quota 1. How to set mail quota for existing users? School may update mailbox quota in a batch or just update for particular user(s). a) Update mailbox quota in a batch We can access admin console to update mailbox quota for whole user type or group: Admin Console > Settings > imail Settings > User Usage Rights and Quota > Mailbox Quota Settings > Select Target > Update all users > Input quota and related option (increase quota or reset quota) > Submit P. 9 of 34

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12 User could find how much mailbox quota they got in the top right hand corner. P. 12 of 34

13 b) Update mailbox quota for particular user(s) Admin Console > Settings > imail Settings > User Usage Rights and Quota > Mailbox Quota Settings > Select Target Group or User Type > Submit > Click into the user > change the mailbox quota > Submit P. 13 of 34

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16 2. Setting temporary external storage quota External s sent to users will be stored in the server temporarily before user login his mailbox, which will consume the temporary external storage quota. Once the user logged in his mailbox, those s will be transferred to the inbox and consuming the actual mailbox quota of users (refer to P.9). We could set the temporary storage quota for user in Admin Console. As remarked in the user interface, this storage space is only used for storing external internet s temporary. Admin Console > Settings > imail Settings > User usage rights and quota > Set Storage quota by Identity/Group > Select target group > Select Target > Input quota and related option (increase quota or reset quota) > Submit P. 16 of 34

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19 3. What to do if user failed to login imail? Sometimes, some users may report to us that the page have no response after clicking into imail. Possible reason is that, the mailbox quota of this user be reached or exceeded, which caused the system failed to retrieve the new s from the server. In that case, we suggest admin to enlarge mailbox quota for that user first, so that the user could login to his imail to remove some s. For the detailed steps, please refer to P.13 (Update mailbox quota for particular user) E. Restricted Senders 1. How to let students receive s only, but cannot send? If school want to let some users could only receive s, but cannot send (to avoid risk of spam or unwanted s), what should we do? We could make use of the Restricted Senders function. Admin Console > Settings > imail Settings > Restricted Senders > input username in the textbox or Add user(s) > Save P. 19 of 34

20 By then, in restricted user imail, they can just receive s and send reply message of s. P. 20 of 34

21 But they cannot compose (without Compose Mail button); cannot reply s (no Reply button); cannot forward s (no Forward button) P. 21 of 34

22 F. Prohibited Words 1. How to restrict bad words in s? Client could restrict bad words in content and subjects. Admin Console > Settings > imail Settings > Prohibited Words P. 22 of 34

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24 G. Anti-virus Anti-spam Settings 1. How to avoid spam and virus s? Spam and virus s are problem faced by many eclass users. Please consider our Anti-Virus Anti Spam function. If client are interested, please feel free to contact us for details of subscription. After client subscribed the service, there will be a function available at Admin Console > Settings > imail Settings > Anti-virus Anti-spam Settings User may block the spam s by input the black listed addresses or domains. Also we may control the level of security in Bypass Setting. P. 24 of 34

25 H. Removal by Search function 1. If a critical was sent in error, how to disable user to view this in inbox? How to remove it afterwards? Sometimes user may send out s mistakenly, or students sent out unwanted s to users, which admin user would like to remove them from all the recipients. Clients could apply for the Removal by Search function from us. Client has to sign back a Client Request Form provided by us upon request, we will install the function to client afterwards. P. 25 of 34

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27 I. Other Usage Issues 1. How to check if recipients read the or not? There is a setting in admin console to control how the sender knows if the was read by recipients. User could trace the status of internal s sent. Admin Console > Settings > imail Settings > Notification Reply Policy P. 27 of 34

28 When sender compose internal , pleases check the box "Notification" before send. P. 28 of 34

29 By then, sender could trace who have opened the and who didn't. imail > Outbox > Click into the sent If we chosen Sender will not know whether a recipient has read the mail until the recipient sends back a reply message : P. 29 of 34

30 Sender can see the reply message in the Outbox. Recipients who just opened the without sending a reply message will NOT count as read the . P. 30 of 34

31 2. Maximum size of attachments? Can set any larger? Since different versions of imail with different attachment size limits, please refer to the remark in user interface for the maximum attachment size when composing . The size limit of attachment was preset, which could not be tuned by users. Please consider if size limit enlarged, there may be a higher risk of spam mails and increased server loading. If client would like to adjust the size limit anyway, please contact us (support@broadlearning.com). P. 31 of 34

32 3. What are the features of imail Plus? imail Plus: printing function available. Auto -Forwarding: imail: Intranet mail cannot be automatically forwarded to internet; only incoming Internet mails can be auto forwarded to specific address (e.g. Yahoo, Gmail, Hotmail, etc.) imail Plus: Both Intranet and Internet s can be auto-forwarded out Client may also refer to the screen capture below for the extra functions of imail Plus. Please contact us to request for the upgrade if you are interested. P. 32 of 34

33 4. Why students cannot send to teachers? In IP2.5 platform, we have to perform setting for mail targeting to let students send s to teachers. School Settings > Role > Add a new role for students (if student role already exists, click the pencil to edit it) > add the student as members > Mail-targeting > Can send to all users: No (more settings will be available) > check the box to let member send to users P. 33 of 34

34 5. Is it possible to restore deleted s for users? Please find that BroadLearning do not provide free partial restoration. If client would like us to help restore s for particular user only, service charge is needed. The amount depends on the cost for the job. If you are interested, please provide us a valid backup, and we will analyze the cost and provide quotation to client. The eclass maintenance package included 1 free system recovery quota. However it will restore the whole eclass platform (including classrooms and s of all users). Client has to provide valid backup to us. Please contact us (support@broadlearning.com) if you need to do so. ~ End ~ P. 34 of 34