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E-mail (SAG)

E-mail Consolidation for Faculty and Staff (Concordia-wide)

Concordia has a central e-mail system designed to enhance communication and collaboration among faculty and staff. This service standardizes Concordia's e-mail naming convention, meaning that all addresses will now follow the format:

firstname.lastname@concordia.ca

Instructional and Information Technology Services (IITS) has migrated to this new central e-mail system (Exchange 2010). AITS has prepared a guide to assist faculty and staff in this transition.

E-mail for all ENCS users (ENCS only)

ENCS users have an e-mail address which is associated with their ENCS account. The e-mail address has the following format:

username@encs.concordia.ca

where of course username is replaced with the person's actual ENCS username.

E-mail Quota

Incoming mail is sent, by default, to your INBOX folder. Be aware that your INBOX folder has a quota limit of 87 MB. If you exceed this limit, further incoming e-mail messages will be bounced back to the sender.

You can check your INBOX quota by using our Online Quota Check Tool. Alternatively, you can check it using the "quota" command at Unix/Linux prompt. Among the items in the output, the one labeled INBOX indicates your current INBOX quota usage.

The INBOX folder is meant only to receive new e-mail before it is refiled into other mail folders. The INBOX folder resides in /var/spool/mail/u/username, (where again username is replaced with the person's actual ENCS username, and u is the first letter of this username, e.g. /var/spool/mail/f/foo), which can be accessed directly by logging into login.encs.concordia.ca. All of your other mail folders (e.g. Trash, Sent, Drafts, and custom mailboxes) reside in the mail sub-directory of your Unix/Linux home directory:

Unix/Linux ~/mail
Windows U:\mail

In consequence, each non-INBOX mail folder counts towards your standard ("home and web") disk quota, not towards your INBOX quota. Thus, if you receive a lot of mail or very large messages, you can avoid hitting your INBOX 87MB quota limit by configuring your mail to be delivered to another folder; please see ENCS mail delivery with procmail.

For specific details concerning the location of network shares and disk quotas associated with them, please visit Data storage space.

No Large File Attachments

Sending or receiving large files via e-mail attachments is not a good idea: it overloads the mail system and can easily exceed the receiver's INBOX quota. Moreover, whenever you send an e-mail message, a copy of the sent e-mail (including any attachments) may be saved in your Sent mail folder, which contributes to your disk quota usage.

To exchange large files (up tp 1GB) with other people, we recommend using the ENCS File Exchange Utilities; with this tool you can:

  • Share your files with others
  • Get files from others

Configure your e-mail client program

The e-mail program Mozilla Thunderbird has been installed and configured for you on ENCS analyst-managed machines. On user-managed machines and other personal computers, you must configure your e-mail client yourself.

FAQ

Please follow the steps below:

- Click Tools-> Account Settings->Server Settings
(For Linux: Under Edit--> Accounts Settings --> Server Settings)
- Click on "Advanced" button
- In the "Advanced Account Settings"
Make sure "IMAP server directory" is empty.
Make sure "Show only subscribed folders" is UNCHECKED
Make sure "Server support folders that contain subfolders" is CHECKED
Save settings and exit Thunderbird. Restart Thunderbird.

If all folders have not shown yet, subscribe to them as follow,
- on your left panel, right click on your account -> Subscribe
- on the pop-up 'Subscribe' folder, make sure all folders are CHECKED -> OK
- cick 'Get Mail', all folders should be displayed by then.

If you receive e-mail from Postmaster@concordia.ca with subject: "PureMessage has encountered the following event(s): Restricted attachment detected.", it means that email with ZIP file attachment is censored by the Concordia IT services "IITS".

You can get the details on the IT notices web site:

http://www.concordia.ca/content/shared/en/news/offices/vps/iits/notices/2015/03/26/email-security.html 

Please send e-mail to the sender of the zip file and ask them to use another method to get the file to you. If it is someone within ENCS, they can use the ENCS file exchange utility to authorize anyone to upload files for you. The instructions can be found from the below document.
 

To send a large file via e-mail, you need to UPLOAD the attachment to the ENCS File Sharing Service and send the link via e-mail, instead of sending the document itself. The e-mail recipient will simply click on that link to download the attachment.

Please refer to the document below for detailed steps.

A vacation notice will automatically reply to any incoming mail you receive while you are away or unable to attend to your e-mail. Please refer to the following document on how to setup it up on Concordia email.

Set-Up Using Concordia's Outlook Web App (OWA)

The instructions on this IITS webpage include a procedure to configure a Vacation Message or Out of Office Reply when using your University email address in conjunction with Outlook Web App (OWA).

Refer to the related document below to setup vacation message on ENCS Webmail

ENCS email forwarding can be set up in Webmail.

Kindly follow the instructions mentioned in the attached document to configure email forwarding.

 

  1. Since only IMAP protocol is supported by ENCS email server. To check your email remotely, you can also use any IMAP supported email client(e.g. Mozilla, MS Outlook).

    Following are the scenarios if you are off-campus and regardless of your email client program except webmail, you have to use the following server settings,

    Scenario 1: When you are connected to Concordia wireless or through VPN into Concordia network:
    Incoming mail server (IMAP): mail.encs.concordia.ca and port# 993
    Security Settings: SSL and use your ENCS username and password.
    Outgoing mail server (SMTP): smtp.concordia.ca

    SMTP setting for Concordia Wireless 

    Scenario 2: When you are at home and connected to a third party internet service provider: 
    Incoming mail server (IMAP): mail.encs.concordia.ca and port# 993
    Security Settings: SSL and use your ENCS username and password.
    Outgoing mail server (SMTP): Call your internet service provider (Bell, Rogers, Videotron, etc) to conform the SMTP address.
     

NOTE: You need to use your ISP's (Internet Service Provider) SMTP server as the address of SMTP server, for more information please visit the basic configuration page of ENCS mail system 
 

Signature consists of contact details which automatically appear at the end of each email you send.

Following is the procedure of creating a signature in the ENCS webmail service.

1. Log in to Webmail
2. Click on the Options from the Menu bar.
3. Click on Personal Information under General Options.
4. Scroll down the page until you see ‘Your Signature’ box.
5. Type in your signature information and click to Save Options to save your signature.

Click on New Message and now you have your signature in the Text box.

There is a quota limit (85MB) on the incoming email folder Inbox. When this Inbox folder is full, the new email will be bounced back to the sender and yoiu will not get them in your Inbox folder. To avoid the small size of email box, we recommend you redirect the incoming email to another email folder, which would consume your disk quota which is much larger. 

To setup ENCS email delivery on your ENCS account, please follow the instructions mentioned in the attachment below.

One reason could be your Inbox is still over quota.The source of issue is those old emails are not permanently removed from your email, but just marked as deleted, so your inbox is still over quota.

After logging in Web Mail, click "purge deleted" (on the right side) to purge all emails marked as "deleted". Now the 'deleted' emails are indeed deleted. If it doesn’t work you can follow the below solution.

1. Assuming user “j_smith” was doing this operation:

2. Login with ssh to login.encs.concordia.ca.

3. cd to your mail folder.

#cd /var/spool/mail/j/
(“j” is the first letter of ENCS username)

4. Then move your “Inbox” to your “Unix” drive (U drive) in your “mail”
folder.
# mv j_smith /home/j/j_smith/mail

5. Refresh the display of your mail folders. You would see new mail
folder named "j_smith" via Web e-mail or any e-mail clients. Basically
“j_smith” mail folder is your “Inbox”. Now you can move or delete your
e-mails from “j_smith” folder and move your useful e-mails back to
“Inbox”. Afterwards you can delete “j_smith” mail folder or otherwise it
will occupy your Basic disk quota (U, G & W drives).

Note that while doing this all mail clients should be closed.

This examples assumes that user “j_smith” is doing this operation

Recover deleted email in Inbox folder

  1. Before you start, close all of your e-mail clients.
  2. Log in with ssh to login.encs.concordia.ca.
  3. Go to the snapshot directory inside the parent directory of your mail folder:

    cd /var/spool/mail/j/.snapshot

    ... where “j” is the first letter of the ENCS username. Note that you will have to type the path in full: the word ".snapshot" will not be auto-completed by pressing the tab key.

  4. Show your INBOX in all of the snapshots, listed in chronological order:

    ls -altr */j_smith

    and select the snapshot that is closest to (but before) the delete time (e.g. "hourly.0").

  5. Copy the selected file to your "mail" directory, for example:

    cp hourly.0/j_smith ~/mail/recovered

  6. Now you can restart your mail client, and refresh the display of your mail folders. You will see a new mail folder named "recovered" via Web e-mail or any other e-mail client. Look there for the missing messages, and move them to a more appropriate folder.
  7. When you're done, you can safely delete what's left in the "recovered" folder, since it is duplicated in your regular INBOX.

Recover deleted email in folders other than Inbox

Your mail folders (other than Inbox) are in your “U” drive (Unix drive), under a folder called “mail”. If you need to recover e-mail outside the Inbox mail folder, such as “Sent” or any other mail folder, right click on the “mail” folder in “U” drive and browse the snapshots for your mail folders.

For information on how to browse a snapshot, please follow the instructions mentioned in the document below.  See also the procedure on recovering messages deleted from Inbox, and modify the commands appropriately to reflect the folder you want to work on.

Case 1:
If you're using ENCS webmail, when deleting an email, by default, it marks as deleting and still shows in your Inbox. You need to purge them to move to Trash folder, press 'Purge Deleted' on the top right corner.

If you want this task to be done automatically, on the menu, choose Options->In 'Message Options' section->'Deleting and Moving Messages': check "When deleting messages, move them to your Trash folder instead of marking them as deleted?"
Please note that, if this option is checked, you do not have to purge your deleted email manually. And the 'Purge Deleted' option will NOT show on the top right corner on your Webmail.
If you would like to display the 'Purge Deleted' option, uncheck this option.

Case 2:
If you use Thunderbird for your daily mail check, and you use Webmail at another time, deleted emails in Thunderbird will show as marked deleted in Webmail. To fix this:

- Open Thunderbird -> Tools -> Options -> tab Advances -> tab General -> Config Editor.
In the open Windows, type in mail.imap.expunge_after_delete.
Click on the display record to change the value to 'true'
Close all Thunderbird Options windows.
- Exit your current Webmail session. Open Webmail again. Deleted emails in Thunderbird should not show on Webmail.
 

Email headers are also known as longer headers include such details as sender, recipient, subject, sending time stamp, receiving time stamps, and much more. They are very useful in troubleshooting common issues, such as tracking spam, correcting catchalls and bounced messages. Most e-mail client programs show the "standard" headers (To:From:Subject:, and Date:); other headers are generally hidden. For instructions on displaying and sending full headers from the popular e-mail programs used at ENCS, refer to the document below.