E-Mail Questions

Configuring Thunderbird for @usf.edu Mail

If you don't have Thunderbird setup for e-mail already and it detects another e-mail program, it will ask about importing information from the other program. If you already have your CMS e-mail setup under the other program, you can import this information and save your some steps. If you don't import, and are starting the program for the first time, it will take you to the Account Wizard. If you have a different account already setup in Thunderbird, open the program and click on the "Tools" menu and select "Account Settings" then click the [Add Account...] button.

Click on "Email account" and select [Next >] to begin setting up the account.


An Identity window will appear. Type in your name e-mail address and password then click "Continue".

setup window 1

 

Thunderbird will now try to autodetect your server settings. Manually override this by clicking "Manual config".

setup window 2

 

Now fill in the blanks according to the following template, of coarse substituting your name and e-mail address in the appropriate boxes.setup window 3

 

Finally click on Create Account.

After the account is created, the Account Server Settings window should look like this:

Account Server Settings

 

And the Outgoing Account Settings window would look like this:

Outgoing Server

Last modified on Thursday, 23 October 2014 13:07

E-Mail FAQ

Please note that the College of Marine Science is no longer setting up e-mail accounts on our server.  We just host college mailing lists.

  • Everyone gets an @mail.usf.edu account when signing up for their NetID.  The e-mail address uses your NetID name.  These Google Apps accounts may be kept forever.

  • USF employees can get an @usf.edu e-mail account hosted on Microsoft's Office 365 servers.  These accounts are closed as soon as your employment is finished with USF, even if you are still with USF in some other non-employee status.  The only exception is retired faculty.  Contact Doug Myhre to get this setup.

 

  1. How do I forward my @mail.usf.edu e-mail to another address?
  2. How do I configure my e-mail program to read USF e-mail?
  3. How do I access my e-mail from the web?
  4. How do I set a vacation message?
  5. I don't see some folders (IMAP)?
  6. Attachments from a individual only come as winmail.dat files.
  7. How do I send mail through gmail (@mail.usf.edu) and make it look like it's coming from one of my other accounts?
  8. Where to report SPAM, Phishing and other e-mail scams.

 


How do I access my e-mail from the web?

Login to MyUSF (link at the top of the screen).  Move your mouse over EMAIL and select the mail you want to read.


 

I don't see some of my mail folders (IMAP)?

This means your mail program isn't setup to show all the folders, it only is showing the subscribed folders. To fix this you need to uncheck the box which says to show only subscribed folders.

- Thunderbird IMAP setup under Tools/Account Settings/Server Settings/Advanced button: Advanced Account Settings Screen Uncheck the option "Show Only Subscribed Folders" (Note: you will usually see other stuff in the "namespace" blanks on this screen which aren't shown in my image here. Don't change this, it's setup by the mail server and should be there.

- Outlook IMAP setup Rightclick on the e-mail account name under the "Mail" heading on the left and select "IMAP Folders..." and a window will pop-up. At the bottom of this window in the "All" tab - uncheck the box before "When displaying hierarchy in Outlook, show only subscribed folders." IMAP Folders window


Attachments from a individual only come as winmail.dat files.

Whoever is sending these messages is using Microsoft Outlook and is sending the messages in Rich Text format which is a Outlook only format, not compatable with the standard HTML format. Typically the sender just needs to reconfigure Outlook. If for some reason he/she can't do this then you will have to view the message using Microsoft Outlook.
To reconfigure outlook click on Tools/Options and select the "Mail Format" tab. Under the Message Format category, you'll see the line "Compose in this message format:" and it should have HTML in the blank after it. It should not say "Rich Text". Mail Format Options Tab

Last modified on Wednesday, 16 March 2016 17:53

Forwarding @mail.usf.edu mail to another address

  1. Login into the @mail.usf.edu webmail interface at http://mail.usf.edu
  2. Click on the gear icon in the upper right corner Google Gear Icon and select "Settings"
    * It used to say Mail settings, now it just says settings
    Mail Settings
  3. Click on the "Forwarding and POP/IMAP" category
  4. Click on the "Add a forwarding address" button
  5. Add in the e-mail address you want your mail forwarded to and click Next. You must have access to this e-mail address in order to receive a confirmation number..
  6. Click "Proceed"
  7. Wait for the confirmation e-mail and add the confirmation number into the Mail Settings web page in the space for the confirmation number. If you clicked on the link in the e-mail instead of using the confirmation number you will have to refresh the webmail settings page in order to update the menu options for the next step.
  8. Now select "Forward a copy of incoming mail to ..." and select what you want done with the copy which arrived at @mail.usf.edu.
    Select forward
  9. Finally click the "Save Changes" button on the bottom of the window to activate the forward.
Last modified on Thursday, 23 October 2014 13:10

How to Load the USFCMS Mail Certificate

These instructions are for Windows computers wired into our Marine Science network (not for wireless).

If you see this annoying little popup when you're entering Outlook or Outlook express, and again when you send your first e-mail



You can get rid of it by loading the certificate into your PC, using the following procedure. Installing the
certificate authority doesn't exempt you from authorizing yourself to the mail server with your username
and password. It just allows the self signed certificates from our server to be authorized.

 

For Vista & Windows 7 computers, click on the certificate file, like in the XP instructions but manually install it under Trusted Root Certificates.

Loading Win 7



These instructions are for Windows XP computers.

Click on the Start button then click Run. Type in \\ftp\Software after "Open: " and click [ Ok ]. You have
to be on our Marine Science network to be able to access \\ns2\Software. If you want to do this from home,
you'll have to copy the certificate to a floppy to take home, or ftp it from seas, in the /usr/local/downloads directory.



Find the folder MailCertificate and click on it. Click on mail_cert.cer


The following window should appear -

Click on [Install Certificate...] A "Certificate Import Wizard" will appear.


Click on the [ Next> ] button.

The next screen titled "Certificate Store" appears

The option "Automatically select the certificate store based on the type of certificate" should be selected, click [ Next> ].


Finally the Completing the Certificate Import Wizard" screen appears.

click on the [ Finish ] button.


Another window will pop up asking you to verify the authenticity of the certification authority.

Click [ Yes ].


You should get a windows which says "The import was successful.".

Click the [ OK ] button. You'll be left with the original "Certificate" window.

 


Click the [ OK ] button to close it.
Now you shouldn't see the warning about the mail certificate when you start outlook.

Last modified on Thursday, 23 October 2014 13:17

How to setup email Vacation program

@usf.edu Addresses

You can setup Vacation for @usf.edu e-mail in either Outlook or webmail.

In Outlook, click on the File tab, then select "Automatic Replies (Out of Office)" to set this up

In webmail log into MyUSF, select EMAIL, select USF Office 365.  In the webmail interface, select the gear icon in the upper right of the window to open Settings, then click on "Automatic Replies"

 

@mail.usf.edu Addresses

You can set your vacation autoresponder through webmail by logging into MyUSF, select EMAIL, select USF Gmail.  In the webmail interface, select the gear icon (Settings) in the upper right of the window.  In the Settings window scroll down the the bottom of the General tab and you'll find "Vacation responder:"

 

 

 

Last modified on Monday, 08 May 2017 19:34

Outlook Settings For @usf.edu Addresses

For Home & non-domain USF network Use only
At the moment there are some bugs with the new Exchange 2010 server so these are settings to work around the bugs.

  1. Start Outlook. E-mail accounts may also be changed using the "Mail" control panel in the Windows operating system. If you get an error which give you the choice to "Work Offline" then click on that.
  2. If you don't have an e-mail account already configured then it will prompt you to set one up.
  3. If you have an @usf.edu e-mail account already setup then go to the Account Settings and double click your account name to edit it.

Outlook Account Settings

Use Cached Exchange Mode MUST be checked while on a non-USF network. It can be checked while on a USF network but using the cached exchange mode may cause bounced mail if the Global Address List entry for an individual changes.

More Settings Window

 

More Settings - Advanced Tab

 

More Settings - Security Tab

 

More Settings - Connection Tab

 

More Settings - Connection Tab - Exchange Proxy Settings Window

The
"On fast networks, connect using HTTP first, then connect using TCP/IP" and
"On slow networks, connect using HTTP first, then connect using TCP/IP"
check boxes can be checked on home networks if you still have problems.
These boxes need to be unchecked for computers which get attached to the USF network wither it's wireless, wired or via the VPN.

Be sure to restart outlook after changing any of the settings.

Last modified on Thursday, 23 October 2014 13:08

Problems sending mail through the CMS server

This can be due to a number of problems.

  1. Of coarse, make sure you have a working internet connection. Can you reach the Marine Science web page?
  2. Make sure your outgoing server configuration is correct. You must be setup for secure mail (SSL) and authenticating using your seas username and password.
    Click Here to go to the e-mail configuration page for detailed information.
  3. If you are running Norton Antivirus Home edition - this blocks encrypted mail from being sent out and will block your mail to our server. You will need to disable scanning of outgoing mail in order to be able to send mail. If your computer is a USF computer, then please install McAfee instead. USF has a site license for McAfee.
  4. Sometimes the Windows operating system reports the mail program names using their short name, then McAfee 7 & 8 spam blockers will block the outgoing mail since it doesn't recognize the program.

    You can figure out if this is happening by rightclicking on the McAfee Shield on the right side of your taskbar and select " VirusScan Console..." (or Clicking on the Start button, All Programs, Network Associates, and finally " VirusScan Console"). When the console window pops up, right click on Access Protection and select " View Log". At the bottom of the log file, look for lines which say "Prevent mass mailing worms from sending mail" with the name of the mail program you're using. Most popular programs are unblocked from sending mail, but if, for instance, the OS is reporting thunderbird.exe as "thunde~1.exe" then it would be blocked.

    To add your mail program to the exclusion list (make sure you've got the correct program name, so you're not unblocking a spamming worm) rightclick on "Access Protection" and select " Properties". In the window which pops up, click once on the line titled "Prevent mass mailing worms from sending mail" and then click the [EDIT] button. At the bottom of the edit window which appears, you'll see "Excluded Processes". Add the mail program names to the end of this list, each entry separated by a comma, and click OK and then click OK again to close these two windows.

    Do not disable the Prevent mass mailing rule since this rules prevents spamming worms from using your computer to spam the world.
  5. If you are traveling, it is possible that the IP address you are using was previously assigned to a computer which was spamming the network. This can cause your e-mail sent through our server to bounce or get quarantined as spam cause it's listed as a spamming computer in blacklists. To check a typical list - get your IP address (with step 5) then go to the CBL Lookup Page and see if your IP is listed there. If you are sure your computer isn't the problem (you better have up to date virus software running!!!), you can de-list the IP.
  6. If DNS isn't setup properly for the IP address assigned to your computer, our mail server will block your mail. This is a standard practice to prevent a spammer from impersonating a computer on our domain.

    You can check your DNS entries by clicking on the Start button on your task bar, then clicking on Run. Type in "cmd" (for windows XP & 2000) in the blank to bring up a DOS window. In the window type "ipconfig" and press the enter key. This will tell you your IP address. Then type "nslookup" in the DOS window, press enter, type in your IP address after the "> " prompt and press enter. You should see your hostname and IP address returned. If you get a error, then you may have a problem. Contact support @ marine.usf.edu to check if there is a problem.

    We might not always be able to help you if there is a DNS problem.
    - If you are on our Marine Science network, we can help you through the problem. Often if you have a non-compliant name assigned to your computer, you can change the name to a proper name, reboot and the DNS problem will be solved. Support has to take care of static naming issues.
    - If you are on a non-Marine Science network (like at home) then another ISP takes care of your DNS naming tables and you will have to contact them about fixing the problem.
Last modified on Thursday, 18 September 2014 17:41

Reporting Spam & E-mail Scams

To report being defrauded - http://www.ic3.gov/default.aspx

From OnGuardOnline.gov:

Spam

Forward spam emails to the FTC at spam@uce.gov.
You can also forward spam to reportphishing@antiphishing.org. The Anti-Phishing Working Group is a consortium of ISPs, security vendors, financial institutions and law enforcement agencies that use this email to fight phishing

The FTC gets about 300,000 spam e-mails a day so don't expect a personal reply. The information goes into a database to help the FTC and it's law enforcement partners investigate and generate legal cases against spammers.

Helpful Links:
Make sure to forward your e-mail with full e-mail headers

The lines starting with "Received: " are critical in determining where the e-mail came from. The From and To lines are easily and often forged. Spamcop.net has instructions for a lot of mailers:
How do I get my email program to reveal the full, unmodified email?

Example of a Full e-mail header

Received: from server.marine.usf.edu (localhost.localdomain [127.0.0.1]) by server.marine.usf.edu (8.14.2/8.14.2) with ESMTP id q95Ff5IV005397 (version=TLSv1/SSLv3 cipher=DHE-RSA-AES256-SHA bits=256 verify=NO) Fri, 5 Oct 2012 11:41:05 -0400
Received: (from user@localhost) by seas.marine.usf.edu (8.14.2/8.14.2/Submit) id q95Ff5Tj005396 Fri, 5 Oct 2012 11:41:05 -0400
Received: from reyjfbchi.info (n33.wynnertise.me [178.239.54.207]) by seas.marine.usf.edu (8.14.2/8.14.2) with ESMTP id q95FeEef005362 Fri, 5 Oct 2012 11:40:14 -0400
From: InkGrabber <raquel@kaia.reyjfbchi.info>
To: Recipient <debby@angelic.com>
Date: Fri, 5 Oct 2012 11:39:29 -0400
Subject: Stop Overpaying for Printer Ink
Thread-Topic: Stop Overpaying for Printer Ink
Thread-Index: Ac2jEoHFx2cI6uyHQhyG/8z0RkAcrw==
Message-ID: <0.0.0.5.1CDA30F9BCC5430.0@reyjfbchi.info>
Accept-Language: en-US
Content-Language: en-US

Last modified on Thursday, 18 September 2014 17:43

Setting up Gmail aliases

How do I send out my gmail but make it look like it's coming from another of my e-mail addresses? To do this you need to configure an alias. You will also need access to the account you wish to setup the alias for. A confirmation e-mail will get sent to the account to make sure it's yours.

  1. Login into the @mail.usf.edu webmail interface at http://mail.usf.edu
  2. Click on the gear icon in the upper right corner Google Gear Icon and select "Mail Settings"
    Mail Settings
  3. Click on the "Accounts" category
  4. Beside "Send Mail As:", click on the "Add another email address you own" link
  5. Add in your name and the e-mail address of the alias. Leave "Treat as an alias" checked. You must have access to this e-mail address in order to receive a confirmation number..
    Add Alias Window

    Click "Next Step >>"
  6. Normally you will leave the "Send through University of South Florida Mail" selected. Only instructions for this method are being given.

    Which server to send mail through

    Click "Next Step >>".
  7. Now click the "Send Verification" button to send an e-mail to the address you entered to verify you have access to the alias.
    Click to send verification e-mail to the e-mail address you entered
  8. Wait for the confirmation e-mail and enter the confirmation number and click "Verify"
    Enter confirmation code window
  9. The "Send Mail As" section of the configuation window should now show your e-mail address. If it doesn't then refresh the browser window.
    You could click on "make default" if you wish this address to be the default address shown when you e-mail someone. This will be used automatically when you send mail through the webmail interface.
    If you are using a e-mail client, like Thunderbird or Outlook, then you must set your e-mail address for your g-mail account to the alias address in order to allow the recipients to get mail showing the alias address in the From: line.
  10. To allow Thunderbird to e-mail to @mail.usf.edu and have it appear as another address, click on Tools/Account Settings. Click on the @mail.usf.edu acount in the left column. On the right it will show the Account name and have a "Email Address:" field. Change the e-mail address from your @mail.usf.edu address to the alias address you configured in the gmail configuration window. Click OK. Now any mail you send will have the alias address on the From line.
Last modified on Thursday, 23 October 2014 13:10

Setting up Outlook For @usf.edu Addresses

For Home & Computers Not Logging into the Forest Domain
(If you are logged into the forest domain, outlook will properly autoconfigure itself when you open it.)

  1. Start Outlook. E-mail accounts may also be added using the "Mail" control panel in the Windows operating system.
  2. If you don't have an e-mail account already configured then it will prompt you to set one up.
  3. If you have an e-mail account already setup then go to the Account Settings and click on New. Normally you can just put in your name and e-mail address and Outlook will configure everything for you, but at the moment there are some bugs with the new Exchange 2010 server so we're going to manually setup the mail.
  4. Select "Manually configure server settings or additional server types" and click
    "Next >"
  5. Select "Microsoft Exchange or compatible service" and click "Next >"
  6. Type in "usfmail2.forest.usf.edu" for the Server Name, leave "Use Cached Exchange Mode" checked, and type in your e-mail address as the username - ie "someone@usf.edu"
  7. Click on the "More Settings..." button
  8. Select the "Connection" tab
  9. Check the box under Outlook Anywhere "Connect to Microsoft Exchange using HTTP
  10. Click on the "Exchange Proxy Settings..." button
  11. Under "Use this URL to connect to my proxy server for Exchange:"
    after the "https://" type "email.usf.edu"
  12. Make sure "Connect using SSL only" is checked
  13. Check "Only connect to proxy servers that have this principal name in their certificate" and type in "msstd:email.usf.edu" in the box after it.
  14. Uncheck:
    "On fast networks, connect using HTTP first, then connect using TCP/IP"
    "On slow networks, connect using HTTP first, then connect using TCP/IP"
    These setting must be disable for computers which get attached to the USF network wither it's wireless, wired or via the VPN. If home users still have problems connecting after restarting Outlook, you can try check both these boxes and restart Outlook.
  15. Change the Proxy Authentication settings to "Basic Authentication" (which will gray out the checked "Connect using SSL only".
    USF Exchange Proxy Window Settings
  16. Click OK to exit from the Microsoft Exchange Proxy
    Click OK to exit from the Exchange More Settings window
    Click Next to continue in the Add Account window
    Click Finish and now close the Account settings window.
Last modified on Thursday, 23 October 2014 13:19

USF E-mail Configuration

A USF e-mail address is automatically setup when you sign up for your NetID.  Your e-mail address name will be your NetID name.
- If you are a student you will get a @mail.usf.edu address, which is hosted on Google Apps
- If you are a employee (except for certain classes of employees which are typically filled by students ie TA, GA) you will get a @usf.edu address

If you have a @mail.usf.edu account and need a @usf.edu employee address contact Doug Myhre.

@mail.usf.edu addresses are permanent, you can keep them after after leaving USF.
@usf.edu accounts are closed as soon as you are no longer an employee.

Both e-mail addresses can be checked by logging into MyUSF and going to the E-mail menu option.  Click on the links below for steps to setup mail clients, like hotmail login, Thunderbird and mobile devices to access your e-mail.


@mail.usf.edu Accounts

@mail.usf.edu accounts are hosted on Google Apps. They are not closed when you leave USF unless you request it.
.
Instructions for setting up mail clients using IMAP & POP
Setting up @mail.usf.edu accounts on mobile devices.


@usf.edu Accounts - USF Faculty/Staff E-mail

12/2013 - All new @usf.edu accounts are being setup on Office 365 a service hosted on Microsoft servers. By the end of summer 2014, all existing @usf.edu e-mail accounts will be migrated over to Office 365

 


@marine.usf.edu Accounts are no longer available.  We only setup listserv mailing lists.

USF requires people everyone to have either a @mail.usf.edu address or @usf.edu address

Last modified on Wednesday, 18 May 2016 05:55