Welcome to the online "FAQ" page (Frequently Asked Questions) for Wheaton College's Webmail. This collection of brief questions and answers is not meant to be an exhaustive guide to every function available within the new system. Instead, it is meant as a quick reference to the most often asked questions.

For a more complete Webmail reference please select the "Online Help" button located on the left hand side underneath the "Misc." section once you are logged into Webmail.

If you cannot find an answer within these two online references please feel free to call the LIS Technical Support Services Staff at 508-286-3900. If you have a Webmail FAQ that you think should be added to this web page please send an email to cgpro_admins@wheatonma.edu .


Composing Messages

Viewing Mail

Sent Mail

My Address Book

Finding Wheaton Email Addresses

Navigation

Working With Folders

Disk Space Usage        

Downloading My Email

Filter Email (Automated Processing)

Email Forwarding and Vacation Messages          

My Login Session

Mailing Lists















How do I compose a new email message?
Once you are logged into Webmail select the "New Mail" link on the left hand side located underneath the "Compose" section. In the center page a new composition window will appear. Fill in the "To:" field with a destination email address, the "Subject:" field, and your message content within the large text window then click the "Send" button. If you are in the middle of composing an email message and need to step away you should save the message in your "Drafts" folder. (see the FAQ labeled "How do I save a message I am composing as a draft to work on it later?" for more information).
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How do I save a message I am composing as a draft to work on it later?
If you are in the middle of composing an email message and you do not have time to finish and send it, your best bet is to select the "Save in Drafts" button. Doing so will move the incomplete message into the "Drafts" folder located on the left hand side of the screen underneath the "Folder shortcuts" section. If you do not already have a "Drafts" folder it will be created for you the first time you click the "Save in Drafts" button. When you are ready to work on the message simply click on the "Drafts" folder and find the message within the list and click on it. The message at this point will appear in read-only mode. To start working on the message you must select the "Edit Draft" button at the top. Please Note! It is not a good idea to walk away from a message you are composing for any extended period. (see the FAQ labeled "How long can my session remain inactive before I am logged out?" for more information).
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Replying to a message
There are a few ways to reply to a message that was sent to you. If you are within the message you wish to reply to you can simply select the "Reply" or "Reply to All" button located at the top or bottom of the page. By selecting either button you will be taken to a message composition window with the original message included in the body section. NOTE: When you reply to a message that had a file attachment it will not be included in the message reply you create. If you select the "Reply to All" button you will be replying to all of the recipients of the original message including the sender, if you select the "Reply" button you will be sending a message just to the original sender. If you want to send a message to the original sender but not include all of the original message content (the subject and body) do the following. Open the message that was sent to you. The sender's name will be clickable within the message, simply click this message to start composing a new blank message to the sender.
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What is the limit for the number of recipients within an email message?
The new Webmail system will allow you to send to up to 50 recipients at one time. If you need to send to more than 50 recipients you have three options.

1. You can break your recipient list into chunks of 50 email addresses and send them out one at a time.
2. If this is a list of users that you send too often and it is work/school related you can request that a mailing list be created. A mailing list is a managed list of email recipients that receive a copy of a message that you send to the list address. To request a mailing list please send an email to the address cgpro_admins@wheatonma.edu . For more information on mailing lists please read the faq labeled "How can I get a mailing list created?".
3. You can setup a local email client (we suggest Mozilla's Thunderbird) to access your email. If you have any questions about setting up Thunderbird to retrieve and send email please contact the LIS Technical Support Staff at 508-286-3900.
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How can I send to a person or group listed in my contacts?
By default any new individual contact entry or group entry you create will be inside a folder named "My_Contacts". If you want to send an email to an individual recipient from your "My_Contacts" folder, click on the "My_Contacts" folder on the left hand navigation panel under "Folder shortcuts". Find the individual you want to send to and click on their email address, this will take you to the "New Mail" composition window with that recipient listed in the "To:" field. If you wish to send to a group within your "My_Contacts" folder you must first create a new email message, do this by selecting the "New Mail" link from the left hand navigation window under the "Compose" section. Next, select the button at the top labeled "Open Address Book". A new address book section will appear above the composition window. Scroll through the list of contacts in your address book and highlight the name of the group you want to include in your message then select either the "To:", "Bcc:", or "CC:" button. All the email addresses that are within that group will be added to the appropriate field within the message down below. Simply fill out the rest of the email message and select the "Send" button. One hidden time saver you can use when selecting individuals and groups within your "My_Contacts" folder is to hold the "ctrl" key down as you highlight several entries, then click either the "To:", "Bcc:", or "CC:" button. This allows you to add several email addresses at once to the message. NOTE: There is a limit to the number of email recipients you can send to in one message, please read this faq entry for more details.
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Does the system save a copy of messages I sent out using Webmail?
By default the system does save a copy of all the emails that you send out within a folder named "Sent Items". You can access this folder from the left hand navigation window underneath the "Folder shortcuts" area or from the "All folders" page. A couple of things to note about this option.

1. If you are looking for your sent messages from within the old Webmail application they are located in a folder named "sent-mail" which is accessible by click on the "All folders" link in the top left hand side of every page.

2. Please remember that the messages you save in your "Sent Items" folder count against your email quota. Please make it a point to go to the "All folders" link located on the top left hand side of every page then look at the bottom to view how much email space you are allotted and how much you are using.

3. You can change what folder is used to store your sent messages. To do so click on the "General" link on the left hand navigation window underneath the "Settings" section, then select the "Compose" link that pops up below the "General" link. On this page find the option labeled "Save Sent Messages In:" and change this to the folder of your choice. Once you have selected a folder make sure you click on the "Apply" button then, click the "logout" button in the top right hand corner of the page then log back in.
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Can I use nicknames when sending messages like I did in the old Webmail or within Eudora?
The new Webmail system does not have a nickname feature for composing messages. You can, however, search for a recipient using their nickname. First, add the person to your My_Contacts folder and use their nickname in their entry. When you go to compose a new message, select the "Display" button to bring up your "My_Contacts" folder. In the "Filter:" entry box, type in any part of the person's first or last name and then use your mouse to click on the "Filter:" button. Now within the "My_Contacts" window it will show only the people that you have searched for. To add someone as a recipient within the new email you are creating, highlight their entry and click the "To:" button. To show all of the people in your "My_Contacts" folder, remove any text in the "Filter:" window and click on the "Filter:" button.
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Sending attachments to email messages
This section covers not only how to attach documents but other useful information so please read it in its entirety.
If you wish to send an attached file to an email message use the "Browse:" button(s) located at the bottom of the "New Mail" window. Once you select one of the "Browse:" buttons you must navigate your local file system and select to "Open" the file you wish to attach. Once you have selected the file to attach the full path to the file will be located in the window to the left of the "Browse:" button and it will be included when you select the "Send" button within the message composition window. NOTE: It is important that you select the file(s) you wish to attach as the last step you do before hitting the "Send" button. If you, for example, select the files you wish to attach then spell check your message the file attachments next to the "Browse:" button(s) will be lost and your file will not be included in the message. The current limit to the size of an individual email message is 25 MB. When you attach a document there is a conversion process that takes place which actually increases the size of the attachment so it is best to try and keep the total size of the message you are sending below about 17 MB to be on the safe side. Two other steps you can take to make delivering attachments easier is to zip your attachment(s) into one file which reduces the overall size of the file(s) included or, an even better way to deliver documents is to place a copy of your document onto a web server and instead of sending it as an attachment, you can send your recipients a link to the document instead. There are two benefits to this second method. This reduces the amount email traffic on the network since the attachment is never actually delivered in the email message. Secondly, if you all of a sudden realized there was an error within the file you posted you can simply change the file once on the web server. If you had sent the document as an email attachment there is no way to retract it.
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How should I get rid of a message I no longer want to compose?
If  you are in the middle of composing a message that you no longer need (meaning you do not want to save the message in your "Drafts" folder to come back to it later) all you have to do is click on a folder link (ex: "Inbox") located in the left hand navigation window underneath the "Folder shortcuts" section. You will be taken inside the folder you selected and the message you were composing will go off into cyberspace.
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How can I change my "From:" address?
To change your "From" name and/or email address, do the following. In the left hand navigation window, in the "Settings" section, click on the "General" link. Select the "Compose" link that now appears in that same "Settings" section of the menu. In the main window, find the line near the top labeled "From Address" and change what is set there. It must be a valid Wheaton e-mail address or an external email address (ex: user@gmail.com). Select the "Apply" button when you are finished. You must "Apply", then logout of Webmail and log back in for this setting to take effect.

NOTE: Do not use a fictitious Wheaton email address because our email server will reject your messages. It will mark your messages as spam and block them.
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How do I add an email signature?
To create/edit and email signature click on the "General" link on the left hand navigation window underneath the "Settings" section, then select the "Compose" link that pops up below the "General" link. Find the line labeled "Signature:" and enter your text. Once you have finished creating a new email signature press the "Apply" button then logout of Webmail and log back in for this new setting to take effect.
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How do I spell check a message?
After you have completed composing your message select the "spell check" button immediately beneath the message composition window. If there are words that the spell checker does not recognize, the message "Spelling error:" will appear above the composition window and you will be given the option of choosing another word from a drop down list. Use the buttons shown to the right of "Spelling error:" to either change the word to another from the drop down list ("Change"), to tell the spell checker to ignore the word ("Ignore"), or to cancel spell checking ("Cancel").
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How can I increase the number of messages I see on a page?
To change the number or messages you see for just this login session, use the pull down menu next to the "Display" button and select how many messages you wish to appear on the page at one time, then select the "Display" button. If you wish to make this setting permanent, click on the "General" link on the left hand navigation window underneath the "Settings" section. Go to the section labeled "Folder Viewer" and increase/decrease the option labeled "Display". After you have set a new value make sure you select the "Apply" button then logout of Webmail then log back in.
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How can I sort my email messages from oldest to newest?
By default, the system will list the messages within your folders starting from the newest message down to the oldest. If you wish to reverse this click on the "General" link on the left hand navigation window underneath the "Settings" section. Go to the section labeled "Folder Viewer" and where it says "Sort:", make sure the "Received" option is selected and change the pull down menu next to it to read "No". Make sure that you select the "Apply" button then logout of Webmail and back in for this setting to take effect. NOTE: If you have your messages sorted from oldest to newest when you first log in you will have to go to the very last page of email messages to see your latest messages.
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How can I remove all the messages on a page?
If you no longer need all the messages on a page you can select the check box to the left of the "Status" column header and all of the messages on the page will be selected. From here go to the bottom of the page and select the "Delete" button. NOTE: If you are removing messages in an attempt to get under your quota understand that when you delete a message it gets moved to the "trash" folder which still counts against you. You should periodically check out the contents of your "trash" folder (located in the left hand navigation window under the "Folder shortcuts" section) and empty it. Also, if going page by page removing mass amounts of messages is cumbersome, there is an easy way to remove all of the messages within a folder. Go inside the folder in question and in the very top right section of the page click on the "folder management" link. To remove all the messages within the folder (and have them moved to the "trash" folder) select the "Empty Folder" buttton.
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What are some methods for classifying email messages?
There are several different ways you can classify messages but here are three that we have found to be the most useful.
  1. Create a special folder for messages and move them into that folder as they arrive. You can also use email filtering rules to move messages to a folder as they arrive which is convenient.
  2. When you are inside a message you want to tag as important you can select the "Set Flag" button. When you close the message a small black flag will appear next to the message's check box under the "Status" column.
  3. When you are inside a message and you know you will want to come back to it later, instead of selecting the "close" link, try selecting "close as unread". The message will appear in the list as bold which can act as a reminder that you wanted to go back and read that message at a later date.
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How can I organize my sent mail from previous months?
many people like to organize their sent mail into folders according to what month the message was sent. There are several ways to accomplish this (NOTE: none are automatic).

 Method One: Start your organization at the beginning of the month.
        On the first day of each month, create a new folder for that month. For example, if it were the 1st day in September you would click the "Create New" link in the top left navigation panel then create a new folder named after this new month, ex: 2005-09-sentmail. Once this new folder is created, click on the "General" link located under the "Settings" heading in the left hand navigation panel. Next, select the "Compose" link that appears below.  To the right, use the "Save Sent Messages in:" pull down menu and select the new folder that you created then select the "Apply" button. You will notice that your new folder appears in the "Folder Shortcuts" section in the left hand navigation panel and any new message that you send will be in this folder.

Method Two: Organize your email at the end of the month.
        On the last day of the month, create a new folder for that month. For example, if it were the last day in September you would click the "Create New" link in the top left navigation window then create a new folder named 2005-09-sentmail. Once this new folder is created, click on the "Sent Items" link located in the "Folder Shortcuts" section in the left hand navigation panel.  Use the "Display" pull down menu and select a really large number, ex: 1,000. This will refresh your "Sent Items" folder and show up to 1,000 messages in one screen. In the "Search" entry box enter in a date string to search for in the month, the best format to use would be " Sep 2005 ". This will find all of the messages that have " Sep 2005 " in the "Date:" field. After you click the "Apply" button you will see every message that you sent out in that month on one screen Next click the check box next to the "Status" field to select every message on the screen. Use the "Move to..." pull down menu at the bottom and select the new folder that you created (ex: 2005-09-sentmail) then select the "Move to..." button.
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Where are my personal contacts and groups I created in the old Webmail system?
The individual and group contacts you created within the old Webmail system are now located within the folder named "My_Contacts". The "My_Contacts" folder is located in the left hand side navigation panel underneath the "Folder shortcuts" section. The easiest way to pick recipients and groups from your "My_Contacts" address book is by composing a new message (by selecting the "New Mail" link on the left) and select the "Open  Address Book" button at the top of the screen. From this page you can highlight individual email recipients (or email groups) and add them to the "To:", "Bcc:" and "CC:" fields within the message you are composing.
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How do I add a new person to my address book?
By default your main address book is named "My_Contacts". To add a new person to this address book, select the link labeled "New Contact" from the left hand navigation panel underneath the "Compose" section. Fill out as much information about the new contact in the web form that is provided then press the "Save Contact" button. The new contact will appear in your "My_Contacts" folder.
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How do I edit a contact's properties in my address book?
To edit one of your contact's properties (for example, changing their email address) select the "My_Contacts" link in the left hand navigation panel underneath the "Folder shortcuts" section. Find the person within the list (if you have more than 20 contacts you may have to search for the user or go page by page to find them). Once you have found the person you wish to edit, select the small user icon located to the left of their name, this will bring you to a read-only page that lists their information. To edit their properties select the "Edit Contact" button at the top. Once you are finished make sure you select the "Save Contact" button.
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How do I add a group to my address book?
Select the "New Group" link located in the left hand navigation window located under the "Compose" section. Enter in a descriptive name for this new group in both the "Formatted Name:" field and the "Note:" field. You can then enter in one email address at a time into the "New Member:" field and after each select the "Add" button, this will add the email address to the "Members:" field. Once you are done adding new members make sure you press the "Save Group" button. If you have contacts in your "My_Contacts" folder that you want to add to the group simply select the "Open Address Book" button then highlight each user and select the "To Group" button to add their email address.
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How do I edit a group?
To edit a group (for example, to add a new email recipient) select the "My_Contacts" link in the left hand navigation panel underneath the "Folder shortcuts" section. Find the group within the list (if you have more than 20 entries you may have to search for the group or go page by page to find it). Once you have found the group you wish to edit, select the small person icon located to the left of the group name. This will bring you to a read-only page that lists some information about the group. To edit the group select the "Edit Group" button at the top. Once you are finished make sure you select the "Save Group" button.
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Can I easily add a sender's address to my address book?
If you are inside a message and you want to add the sender's contact information into your "My_Contacts" address book, simply select the "Take Address" button.
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Is there a lookup tool for finding the email address of a Wheaton user?
To find the email address of a Wheaton user select the "Central Directory" link located in the left hand navigation panel underneath the "Misc" section. Under the "Search Conditions" heading select the "---" pulldown menu and select "Real Name". In the input field to the right of the "Contains" pull down menu enter in any part of the person's first or last name then select the "Search" button located in the top right. By default it will show you the first "10" responses from the central directory that matched. Here are some search tips when using this lookup tool.
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Are there keyboard shortcuts available in Webmail?
If you prefer to use keyboard shortcuts to activate commonly used functions instead of clicking on a button with your mouse, this is possible. At the bottom of every screen in you can find a legend that will tell you the functions that have a shortcut associated, and its corresponding key on the keyboard. For example, when composing a message you will find this legend at the bottom of the screen:

"c-compose d-save in drafts i-inbox l-all folders s-send".

Each of these functions can be invoked by holding down the "Alt" key (if you are using a Windows computer) or the "Ctrl" key (if you are using a Macintosh computer) and then pressing a letter on the keyboard. So, in the above message composition example, holding down the "Alt" key and pressing the "s" key would send the message being composed if you were using Windows. Holding down the "Ctrl" key and pressing "s" would send the message on a Mac.
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How can I tell what folder I am in?
The easiest way to tell what folder you are in is by looking at the top heading on the page.  It will look something like this "Mailbox <Inbox> for wxxxxxxxx@wheatonma.edu". The folder name is listed inside the <> characters.
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Can I add folders to the "Folder shortcuts" area of the navigation panel?
Unfortunately, the system decides what folders make up the listing underneath the "Folder shortcuts" section in the left hand navigational panel so it cannot be changed.
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Where are all of the folders I created in the old Webmail system?
To view all of the folders you created within the old Webmail system select the link labeled "All folders" located at the top of the left hand navigation panel. One note about the folder listing, folders are listed in alphabetical order but folders starting with a capital letter are listed first.
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Is there an easy way to empty the contents of a folder without going through and deleting email messages?
To delete all of the messages within a folder select the "All folders" link located at the top of the left hand navigation panel. Find the folder you want to empty and click on the "Manage" link located to the right of the folder name (you may need to scroll out to the right a little since the "Manage" link is all the way across the web page). Once you are within the "Folder Management" page select the button at the bottom labeled "Empty Folder", this will move all the messages from the folder into the "trash" folder. NOTE: These messages will still count against your email disk space quota since they were just moved into the "trash" folder and not deleted. To empty your "trash" folder select the link to the right of your "trash" folder labeled "(empty it)".
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How can I move an email message to another folder?
There are two ways to manually move a message into another folder. If you are in the message listing view you can place a checkmark next to the email message(s) you want to move and at the bottom of this page use the pull down menu next to the "Move to..." button to select the destination folder, then select the "Move to..." button. If you are within a message you can just go down to the bottom of the web page and use the pull down menu next to the "Move to..." button to select the destination folder, then select the "Move to..." button. The benefit of the first method is that you can select multiple messages to move.
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How do I create a new folder?
To create a new a new folder select the "Create New" link located under the "Folders" section within the left hand navigation panel. If you want to create your new folder inside an existing folder, use the "Parent folder" pull down menu to select an existing folder. (In most cases you will just leave this pull down menu at the default which is "<root>".) Within the system you can create different types of folders, the most popular being a mailbox folder. Use the "Folder class:" pull down menu to select a different type of folder, for example, a folder to store new contacts (address book entries). Lastly, enter in a name for this new folder then select the "Create" button. NOTE: When you view your folders they will be listed in alphabetical order but names starting with capital letters are listed first. We suggest getting into the habit of making your folder names all one case (whether it be all upper case or all lower case) for simplicity sake. To view your new folder, select the "All folders" link located in the top left hand navigation panel.
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What is my disk space quota and how much of it am I using?
Every email user on campus has a disk space quota on the email server. Faculty & Staff are allotted 250 MB per user, affiliates are allotted 25 MB and students are allotted 100 MB. To see how much disk space you are using log into Webmail and select the "All folders" link located at the top of the left hand navigation panel. At the bottom of this page it will list how much space you are allotted and what percentage (and amount in MB) you are currently using. This page also gives you a break down as to how much space each individual folder is using, this is helpful in tracking down what folder(s) are causing you to bump up against your quota.
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What will happen if I go over my quota?
If  you go over your disk space quota on the server any email message that gets sent to you will bounce back to the sender. The message the sender receives will state that it could be delivered because the recipient was over their quota.
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How can I get under my disk space quota?
When you have reached your quota the very first thing you should do is log into Webmail and confirm the "over quota" message that appears, if not this message will appear in several places and it makes it difficult to navigate while trying to clean up. Next, select the "All folders" link located in the top left hand navigation panel. Next to each Webmail folder it will list how much disk space the folder is taking up. Start off with any folder that has "MB" listed next to the disk size, these folders are what take up the most amount of space. After that, look for folders that are taking up more than 999 KB. To help you find what messages within a folder are taking up the most space, click on the "Size" column once so the arrow next to it is pointing downward, this sorts all the messages from largest to smallest. Once you have deleted any large email messages make sure that you empty the "trash" folder on the left hand side located in the navigation panel under the "Folder shortcuts" section. When you delete a message it just gets moved to the trash folder so it still counts against your disk quota. If you want to delete all of the messages within a folder, from within the folder select the "folder management" link located in the top left hand corner then select the "Empty Folder" button. (Remember to remove the messages from the "trash" folder afterwards.) To see how much space you are using after you have deleted messages, 
click on the "All folders" link again and look at the bottom, it displays how much space you are using and what percentage that is of your allotted space. If you are still having problems cleaning up and you want to save messages that are large, you should check out this document that outlines how to move email messages locally into Outlook Express. (or Apple Mail if you are using a Macintosh).

http://www.wheatoncollege.edu/IT_S/guides/move_mail_locally.html

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I am graduating this spring and I want to take my email with me before my account gets removed.
If you are graduating please be aware that in early August your account will no longer be accessible. If you want to take your Wheaton email with you before your account gets removed, check out this document that outlines how to move email messages locally into Outlook Express. (or Apple Mail if you are using a Macintosh).

http://www.wheatoncollege.edu/IT_S/guides/move_mail_locally.html

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How can I filter messages as they arrive into a folder?
You can filter messages into a Webmail folder as the message arrives to the server. NOTE: You do not to have to be logged into Webmail for your email filters to process a message, as stated in the first setence, the filters are applied to messages as they arrive. To create an email filter select the "Automated Processing" link located in the bottom left hand corner of the navigation panel under the "Misc" section. To create a new filter, enter a descriptive name for it into the entry box next to the "Add" button then select the "Add" button. At this point the new, empty, filter should appear in the list or filters with a priority of "5". Your best bet is to change the priority of the filter to "1" and click "Apply" to avoid a specific problem we have seen when enabling your vacation response. The vacation response has a built in priority of "2" and by setting your custom filter to "1" it ensures that the vacation response when set will respond correctly to messages. Click the "Edit" button next to the new filter you just created. The top section is where you enter data that will be matched so the action you choose down below will be triggered. An example would be if you want to move all emails that are from a specific email address. If you wanted to move all the email messages from the address bob@yahoo.com into the folder "emails_from_bob" you should first make sure that the "emails_from_bob" folder exists. Click on the "All folders" link in the top left hand side of the navigation panel, this will list all of your Webmail folders. If the folder you are looking for does not exist, click on the "Create New" link underneath the "All folders" link. Enter in your new folder name of "emails_from_bob" into the "Folder name:" field and select the "Create" button. Now that you have the desired folder, go back to the "Automated Processing" link then edit your new filter. Use the "Data" pull down menu and select  the "From" option. Next, make sure the "Operation" pull down menu is set to "is". In the "Parameter" field enter in the email address you want to catch (ex: bob@yahoo.com). Select the "Apply" button, you will notice that a new row appears underneath the search criteria you just selected, this allows you to narrow the scope of your filter, for now we will proceed onto the "Action" section. Use the "Action" pull down menu and select "Store in" and in the "Parameters" field enter in the name of the destination mailbox (in our case it is "emails_from_bob"). Select the "Apply" button. For the next "Action" use the pull down menu and select "Discard" then click the "Apply" button. The reason why we had to discard the message is because the "Store in" action only makes a copy of the message in the destination folder, it does not remove the original message as it arrived in your "Inbox".  If you want to remove this new filter, select the "Automated Processing" link then place a check mark next to this new filter and select the "Apply" button.

The filtering capabilities within this Webmail application are very powerful and there is very little space here to go over every scenario. If you are looking to build more advanced filters click on the "Automated Processing" link and select the "Online Help" link located under the "Misc" section of the left hand navigation panel. Also, feel free to call the LIS Technical Support Staff at x3900 if you need assistance.
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Should I move all my Eudora rules into Webmail?
If you use Eudora with a special protocol named "IMAP" than you are a prime candidate to move all of your Eudora email filters into Webmail. You can tell if you use the "IMAP" protocol if you have the exact same folders and folder contents within Eudora as you do within Webmail. One issue with having your email filters within Eudora is if your Eudora application is not up and running and you are using Webmail, your messages are not filtered. The beauty of the filtering system within Webmail is that you do not have to be logged in for your filters to be processed, your messages are filtered as soon as they arrive at the server. In short, if you use Eudora with the "IMAP" protocol your best bet is to remove your inbound Eudora filters and recreate them within the new Webmail.
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How do I set my vacation message?
To set your vacation message, click on the "Automated Processing" link located in the left hand navigation panel under the "Misc" section. Click the button in the center labeled "Clear List". When your vacation message is set it keeps track of the addresses that it has replied to so it only sends one message to each sender. Selecting this button will clear out that saved list in case you forgot to press it the last time you shut off your vacation message. Next, click on the check box labeled "Vacation Message" then type in the message you want your senders to receive when you are away inside the "Vacation Message" text box. Once you have finished make sure you select the "Apply" button.

As special note to those who have custom rules set up within the "Automated Processing" section in Webmail. If you created your own filtering rules on the Automated Processing page within Webmail they can interfere with the vacation response! Any custom rules you create will have a default priority of 5. The vacation message is just like any other rule you can create but by default it has a lower priority of 2. If you have a custom rule (ex: Move Messages From Friends) which takes inbound messages from your friends and moves them out of the Inbox into a separate folder, the vacation rule will never see the message because it has a lower priority. There are two ways you can get around this issue. You can either set all of your own custom rules to have a priority of 1 (so the vacation message with a higher priority of 2 gets activated first) or.... you can set the priority of your custom rules to Inactive while you are away on vacation.
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How do I turn off my vacation message once I return?
To turn off your vacation message, click on the "Automated Processing" link located in the left hand navigation panel under the "Misc" section. Uncheck the check box labeled "Vacation Message" then remove the message inside the "Vacation Message" text box then select the "Apply" button. Lastly, click the button in the center labeled "Clear 'Replied Addresses' List".
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How do I forward all my Wheaton email to different address?
Click on the "Automated Processing" link located in the left hand navigation panel under the "Misc" section. Check off the option near the bottom labeled "Redirect All Mail to" and enter in the desired email address in the text field below. If you want to keep a copy of the messages that are forwarded within your Wheaton email account select the check box labeled "Keep a Copy". Once you are done select the "Apply" button.
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How long can my login session remain inactive before I am logged out?
There are two different timeouts that can occur if you remain inactive within the new Webmail. The first timeout will occur after 90 minutes of inactivity. Inactivity means not clicking on a link or button within the system. NOTE: If you are composing a message within Webmail (ex: typing text into the body of the message) it does NOT count towards you being "active" within Webmail. If you are inactive within Webmail for more than 90 minutes and click on a button or a link you will be taken to the login screen. Once you log in successfully you will end up right where you left off. If you remain inactive for more than 3 hours you again will be logged out of the system and taken to the login screen. The difference between this timeout and the 90 minute timeout is that your previous web session is not used so you will NOT be taken to the point where you left off. This means that if you were composing a message and walked away for more than 3 hours, when you return and click on any link or button you will be logged out. When you log in successfully the message you were composing will not be there. If you are composing an email message and have to step away for any extended period of time you should save the message in its current state within the "Drafts" folder. (see the FAQ labeled "How do I save a message I am composing as a draft to work on it later?" for more information).
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How can I get a mailing list created?
First we should distinguish between three terms that are used very often on campus. A Webmail "group" is a list of email addresses that you create and manage within your own Webmail account. One of the drawbacks to a personal group is that you can only send to 50 recipients at a time and only you can send to the group. A "mailing list" is a collection of email addresses that are delivered to by sending to one special address. For example, if we had a mailing list named "directors@wheatonma.edu" with 200 subscribers someone (with the proper permissions) could send an email to the address directors@wheatonma.edu and the message would be delivered to all 200 users. Mailing lists also give you added functionality over a group. You can have the messages (and subscription) to a mailing list be moderated by the mailing list owner, mailing list messages can be archived and searched, people can subscribe themselves to a mailing list (if it is set up a certain way), mailing lists clean themselves when a subscriber's address is no longer valid, and mailing lists can be set up so when you reply you can either reply to the mailing list address (ex: an open forum) or you can reply to the original sender (ex: announcements). The last term is "listserv". Listserv is actually a product that we used to use to manage our mailing lists. It is kind of like asking for a Kleenex when you need a tissue. Now to the original question, if you need a mailing list created please send an email to the administrators of the email system at the address cgpro_admins@wheatonma.edu . NOTE: If a student requests a mailing list is has to be associated with an official Wheaton club or organization.
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How can I subscribe/unsubscribe myself to/from a mailing list?
NOTE: Not all mailing lists are setup so you can subscribe yourself. The majority of mailing lists on campus do allow Wheaton users (not outsiders) to subscribe themselves and the formula for doing so is simple. Take the mailing list name, for example "soccer@wheatonma.edu" and add the phrase "-on" to the beginning part of the address and send a blank email message to that address. For the "soccer@wheatonma.edu" mailing list you would send an email to the address "soccer-on@wheatonma.edu". If the lists allows you to subscribe yourself you will receive a confirmation email in a few seconds, simply reply to that email and you will be subscribed. To remove yourself from a mailing list send to the "-off" address. For example, with our "soccer@wheatonma.edu" mailing list you would send an email to the address "soccer-off@wheatonma.edu". The steps are the same, you will receive a confirmation email that you will have to reply to.
Some mailing lists require that the moderator of the list subscribe users manually. If this is the case please contact the moderator and if you need further assistance please send an email to the address cgpro_admins@wheatonma.edu . If you try to unsubscribe to a mailing list, or send a message to the list, and you get a message back stating that you are not subscribed to the list than there is a good chance that your email "From:" address doesn't match the address that you are subscribed to the list as. For example, if the Communications Department subscribed me to the "alumni@wheatonma.edu" mailing list with the address "gibson_brian@wheatoncollege.edu" and I try to unsubscribe myself using  the address "alumni-off@wheatonma.edu" and my "From:" address is "gibson_brian@wheatonma.edu" the message will be rejected. When this happens please contact the administrator of the list or send an email request to the address cgpro_admins@wheatonma.edu. Information about who administers the mailing list is tagged onto the bottom of every message that gets sent to the list.
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Should I send attachments to a mailing list?
Proper email etiquette says that you should not include an attachment to a message sent to a mailing list and here are a few reasons why.
The best suggestion we can make for transfering large files to an individual Wheaton user is to use their dropbin folder on netspace.wheatonma.edu. If you want to make a file available to several users you should put it within your own public folder on netspace.wheatonma.edu. This web page outlines how to connect to netspace.wheatonma.edu and use the public and dropbin folders.

http://www.wheatoncollege.edu/IT_S/guides/fileservices.html

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How do I view the archives for a mailing list?
The link to access the mailing list archives is actually located outside of Webmail on the login page. If you are logged into Webmail press the "logout" button located in the top right hand corner then press the "Mailing Lists" link on the login page. If you do not see the mailing list within the list of archives than the list is either not archived or, it is archived but it is set so nobody except for the owner can view it (which is a very rare case). The "Browse Access" column on this page will tell you who has access to view that mailing list archive. If that column is set to "anybody" than you can click on the mailing list to view it and you will not be asked for a password. If that columns reads "subscribers" it will ask you for a username and a password when you select to view the mailing list archive. To log in, enter in the email address you are subscribed to list as (ex: gibson_brian@wheatonma.edu) and your email password.
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