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FACULTY E-MAIL

Using Faculty E-mail

Faculty E-mail allows you to quickly and effectively keep in touch with students and colleagues. The OCAD e-mail system is the primary means of communication between the univeristy, your students, and you.

The Faculty and Student E-mail system provides great service, security, and spam filtering, with a convenient Web interface, 1GB (one gigabyte) of storage, a complete address book, and integration with your home email software, such as Outlook Express, Apple Mail, or Microsoft Entourage.

How to Get Started

1. Surf to https://outlook.ocad.ca/ with your Web browser
2. Type in your User Name and Password. (The first time you log in your user name is your first initial plus last name (i.e. jsmith). The default password is your employee number with the additional zeros at the end of your employee number totaling 7 digits . (i.e. if your number is 155, then your employee number and password is 1550000). Click Log In.
3. The very first time you log in you will immediately be prompted to change your password. Type in your old password (your employee number), your new password, and then retype your new password.
4. When you change your password successfully you will see the following message: "You have successfully changed your password. Click here to login."
5. Click the "Click here to login" button, and log in to your Faculty E-mail account.

Faculty Email User Interface

When you first log into the new web mail client, the first screen is the “Horde” homepage screen. Horde is
rather unattractive name for the extremely useful open-source e-mail application we use.

• To access e-mail, click Mail on the left hand navigation bar.
• You can customize the homepage with items such as Google search and your calendar.
• To read a specific e-mail, select the sender’s name or subject lines highlighted area in blue.
• To write a new e-mail select Compose.
• Use the +/- (plus/minus) signs next to items in the navigation bar to expand or collapse items.
• Click the Problem button to report an issue with your e-mail. Your e-mail is sent to the IT Helpdesk.

Setup Options

Set up your signature, sent mail and other preferences by clicking Options, and on the next screen click Edit Your Identities. Return to your inbox by clicking INBOX in the top menu bar.

My Account

Under My Account, you can modify mail forwarding options, change your password or switch on your out of
office agent (it sends an “I’m not here” reply to every message received).

Mail Forwarding

Set up e-mail forwarding to a personal email account by clicking Forwards, and select to either keep a copy
of the e-mail in your e-mail box or not. Ensure that multiple addresses are separated by a comma (,) and a
space.

Example:
jsmith@ocad.ca, joe@joesmith.com

• IT Services does not guarantee that Forwarded Mail is delivered, due to much of forwarded mail being inappropriately labeled as Spam by third-party service providers.
• Forwarded mail is filtered for Spam but not viruses. Faculty email will forward everything except e-mails that are identified as Spam. See our Spam section for more information on our spam filters.

Password Change

Changes to passwords are effective immediately, and the procedure to change a password is the same as when you logged in for the first time: type in the old password and then select a new password that is at least seven (7) characters, and follow the dynamic criteria on the right hand side of the page.

Vacation Service

Also known as an “out of office” message, this allows you to have an e-mail sent for every one received to
inform people that you are out of the office or away at the moment. Remember, it responds to any message
including listservs, so you will find that you inform hundreds of people that you are away.

1. Select Account Info > Vacation Service.
2. Insert a subject and message body for your away message.
3. Select Turn on my vacation message.

Writing a message

1. Create an e-mail by clicking on Compose
2. Address your e-mail in the To: field using the full address (i.e. emailaddress@domain.com)
3. Add additional recipients with CC: (Carbon Copy). The BCC: (Blind Carbon Copy) field sends your message to other recipients but conceals it from recipients in the To: and CC: fields. (Note that people who receive BCC: e-mails can still Reply All to the message and reveal the fact that they were originally a BCC: recipient of the message.)
4. Click Address Book below the subject line, to select users from your address book. Click To: to
5. designate a primary recipient or CC: as a secondary recipient.
6. Add attachments by clicking Choose File and selecting a file from your computer. Confirm your selection by clicking Attach. (Note: Attachments are limited to 5MB.)
7. Spell check your document by clicking Spell Check in the lower right corner.
8. Select Send Message when you’re finished writing your e-mail.

Deleting Email

Faculty E-mail has a limit of 1GB (one gigabyte) of storage for your email. Please note that a number of things can contribute to your email box filling up prematurely, but primarily sending or receiving large attachments such as graphic files. Remember that if you send someone an attachment, ordinarily the email client will save a copy of the file in your sent mail.

• Delete email by clicking the check box to the right of the message, then click Delete button.
• Deleted mail is displayed with a gray background with a line through it.
• Remove all the deleted messages by selecting Purge Deleted on the right hand side. Deleted mail is not permanently erased until you click Purge Deleted on the upper right.
• Hide deleted messages by clicking Hide Deleted.

Address Book

Presently, the Faculty E-mail address book contains several address books:

• My Courses (Address Book)
• Personal Address Book
• Global Address Book (of OCAD Faculty and Staff)

My Courses is actually the e-mail addresses of the class lists for the courses you teach. You can now e-mail your classes directly from the Faculty E-mail system.

Your Personal Address Book is the list of your own addresses that you choose to include in the Faculty E-mail system.

The Global Address Book is the master list of all addresses for staff and faculty at the university. If you want to
see the entire list, simply leave the search field blank, and click Search. All of the records in the Global
Address Book are then returned.

Emailing Students

Email an individual student within the faculty email webmail system by entering their student number with the extension @student.ocad.ca. This feature does not work from outside addresses. DO NOT include leading zeros.

7777777@student.ocad.ca
Input multiple addresses separated by a semicolon (;) or a comma (,):
7777777@student.ocad.ca, 1111111@student.ocad.ca

Virus Protection and Spam Assassin

The IT department has implemented a new spam filtering software that we have been testing on the admin network: Spam Assassin. We have now put this on the Faculty and Student e-mail system, and automatically created a SPAM folder to drop spam messages. We are also filtering messages for viruses. Please note, if you forward your mail, we filter forwarded mail for spam but not viruses, due to some technical limitations; just another good reason to use Faculty Email. Please visit our Spam page for more information on our Spam filter.

Spam is directly filed to your Spam folder, which you can locate by clicking the + (plus sign) to expand the list under the Mail icon.

1. Click on the Spam folder to view the messages in the spam folder.
2. If the messages appear to be spam, select the check box next to the message and click Delete to remove the messages.

On occasion, Spam Assassin will incorrectly identify a message as spam, either due to the length of the message or subject line: this is called a “false positive”, where the filter falsely identifies the message as spam. In this case, you should move the message to your Inbox.

1. Select the checkbox next to the message and pull down the Messages To box, and select Inbox.
2. Select the Move link to the left of the pull down box.

Create Folders

Organize e-mail by creating folders. Organization keeps your INBOX small and provides faster to access.
Clicking Folders in the menu bar reveals the list of existing folders.
Add a folder by selecting Folders and then Choose Action… > Create Folder. Select a new name and click OK.
Delete a folder by clicking the check box next to the name of the folder, and select Choose Action… > Delete Folder(s) from the menu.
Rename a folder by clicking the check box next to the name of the folder, and select Choose Action… > Rename Folder(s) from the menu.

Frequently Asked Questions

Q: Where can I access my OCAD email?

https://facultyemail.ocad.ca/
You can access your account on-campus in any of the computer studios, the library, the info commons, and
faculty offices. You can also access your account from any computer that has internet access and a web
browser.

Q: Which web browsers work with Faculty Email?

Internet Explorer 5.5, 6.0, 5.2 for Macintosh and Safari for Mac OS X work fine.

Q: How do I delete a message?

A: Open the message or select its checkbox and click on Delete in the grey menu area above the e-mail messages. It should now have a line through the message indicating it will be deleted. Click on Purge Deleted in the far right grey menu area above the size column to delete all marked messages.

Q: How do I enable/disable e-mail forwarding?

A: Click on the + (plus symbol) to the left of My Account in the left sidebar. Select Forward Mail and enter the e-mail address you would like to forward your mail to; then click on Forward my mail. To disable forwarding, click on Stop forwarding my mail.

Q: How do I turn on an Out of Office Reply?

A: Click on the + (plus symbol) to the left of My Account in the left sidebar. Select Vacation and fill out the vacation message including Subject; then click on Turn on my vacation message. Vacation messages are not recommended as they reply to every email including spam.

Q: Where can I check my print balance and history?

A: Click on the + (plus symbol) to the left of My Account in the left sidebar. Select Printing and your account balance including your print history will be displayed.

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Last Modified:1/24/2012 12:57:32 PM

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