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Email

A method of exchanging digital messages from an author to one or more recipients (Wikipedia).

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Active Directory (AD)

Student Organization Account Creation Process Active Directory (AD) There are two types of accounts managed using the Student Organization Management system, Mass E-mail Only and Student Organization accounts. Both account types are described below. Mass E-mail Mass E-mail accounts are used by student groups who only need the ability to post messages directly to ListServs. One e-mail addres, specified by the submitter, is given posting privileges. The address can either by a student's Hamilton e-mail address or a generic group account. This system allows submitters to request a group e-mail account. This request is sent to Debby Quayle, who communicates directly with the submitter to create the e-mail account. Once the Mass E-mail Group information is reviewed and approved by Student Activities the necessary ListServ commands are automatically sent and the account is granted ListServ posting privileges. Student Organization Recognized Student Organizations have to be approved by Student Activities every year, and are required to provide contact and leadership information, a membership roster, and a constitution. By registering, student organizations have benefits including using the College name, access to facilities, vans, funding, supplies and resources, and e-mail and storage server space. Student Organizations have the ability to request an organization e-mail address. This request is sent to Debby Quayle, who works directly with the organization's leadership to create the account.

Anti-spyware

E-mail and Spam Anti-spyware Topics covered on this page What is SPAM? SPAM and Identity Theft What is Hamilton doing about SPAM? What do I need to do? What is SPAM? Unsolicited "junk" e-mail sent to large numbers of people to promote products or services. The majority of spam is simply advertising. Some spam, however, is highly suspicious in nature and can expose users to threats such as viruses, spyware, and identity theft. Back to top SPAM and Identity Theft Spam is becoming an increasingly popular vehicle for scam artists to commit identity theft by tricking the recipients into supplying personal information such as credit card numbers or online passwords. This type of spam is called "Phishing." Phishing attacks work by the scam artist sending 'spoofed' e-mail messages that appear to come from an online company that you do business with such as a bank, credit company, online payment service, E-bay, ISP, etc.; businesses that require users to have a personal information for their accounts. The e-mail message will ask you to verify or update your account details by replying to the message, entering the information in a pop-up window, or following a link in the message. The fraudulent messages will often contain the company logo and official-looking formatting that mirrors formatting on the company's real website. If the message contains a link, that link usually points to a fake website that also looks like the company's real website. These messages will often have a sense of urgency and somewhat threatening tone, saying that your account will be suspended or deleted if you do not verify/update within a short timeframe. How to protect yourself: Never respond to e-mail messages that request personal information. Legitimate companies will never ask for personal information over e-mail. When they do correspond with customers via e-mail, they generally send personalized messages that refer to you by your full name, whereas phishers do not. Even if you think the e-mail may be legitimate, do not respond to it. Contact the company directly. Never click on a link in an unsolicited e-mail message. Phishers will often include links to webpages that look authentic with addresses that also look authentic. There are several ways that this can be faked. If you want to log into your online account, go to the company's website by typing its address into the address bar and log in directly. Never e-mail personal or financial information. E-mail is not a secure medium for transmitting sensitive information. If you initiate a transaction and want to provide personal and/or financial information through an organization's website, look for indicators that the site is secure, like a lock in the browser's status bar or a URL that begins with https:// (note the 's' for 'secure' in 'https'). Unfortunately, no indicator is foolproof; some phishers have forged security icons. Report phishing attempts. If you receive an e-mail that has any of the following above, select the e-mail and click the Report Spam icon. For more information on removing spam forever from your account, please click here: http://mail.google.com/support/bin/answer.py?answer=6602 Back to top What is Hamilton doing about SPAM? Hamilton's mail server is now powered by Google which has an automated spam filter. Although HillConnect will pick up most phishing attempts and remove them from your inbox, you may still receive spam e-mails. You can easily remove these from your inbox by clicking the Report Spam icon. The more spam e-mails you mark as spam, the better job Google's system can do in removing future spam e-mails from your inbox. Click the links below for more information from Google below http://mail.google.com/support/bin/answer.py?answer=6602 http://mail.google.com/support/bin/answer.py?hl=en&answer=190737&topic=1669056 Back to top What do I need to do? Follow the guidelines listed above on how to protect yourself from identity theft. Back to top

Antivirus

Policies - Access to Information Technology Resources Antivirus Policies Access to Information Technology Resources Eligibility Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Electronic resources include: Group I (electronic mail, listservs, personal calendar, portal, Blackboard course management system, network storage, campus ID card) Group II (Web Advisor) Group III (Login access to Datatel) Access to electronic resources for employees, students, spouses/partners, and alumni is enabled through username and password provided to individuals according to the following guidelines. Non-Faculty Employees are given access to Group I resources upon notification of hire. Access to Group III resources is by request from the Department Head. Non-Faculty employee access to all resources is removed at the end of business on the last date of employment. As soon as an employee gives notice, he/she should enable a "vacation" (auto-responder) message to indicate his/her last date of employment and to provide correspondents with an alternate address to which they should address future College business. Employees should also remove any personal e-mail or files from their accounts during this period. Faculty are given access to Group I resources and Group II resources upon notification of hire. Access to Group III resources is by request by the Dean of Faculty. Faculty access to all resources is removed at the end of business three months after the last date of employment. A request for a brief extension of e-mail privileges may be made to the Dean of Faculty. Upon request to the Dean of Faculty an emeritus faculty member can retain his/her Hamilton e-mail address for as long as desired. Students are given access to Group I and Group II resources upon making an acceptance deposit to the College. Students who work in administrative offices may be granted limited access to Group III resources. Student access to all resources is removed three months after withdrawal or graduation. A request for a brief extension of e-mail privileges may be made to the Director, Help Desk and Training Services in ITS. Graduates are automatically eligible for access to the Hamilton alumni directory. As part of the directory, alumni have access to an e-mail forwarding service. Each alumnus can create a username@alumni.hamilton.edu which will automatically forward e-mail to an e-mail account they have with an Internet Service Provider (e.g. AOL). Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Access to these resources is provided to employees of the College (faculty, administration, staff, maintenance and operations) and enrolled students consistent with their responsibilities. E-mail accounts are continued for Hamilton alumni for three months after graduation, and may be extended by special request to the e-mail administrator. Other individuals, upon submission of a request, may be granted access to some, or all, of Hamilton's IT resources by the Vice President for Information Technology. Generally, such individuals will have some association with the College. The terms of access will be stated at the time access is granted. Under no circumstance may anyone use College IT resources for profit-making activities, in ways that are illegal (e.g. copyright violations), that threaten the College's tax-exempt or other status, or interfere with reasonable use by other members of the College community. Convention For User Names The standard Hamilton naming convention for access to electronic systems comprises the first initial of the first name, followed by (up to seven characters of) the last name. If duplicates occur, the middle initial is generally used to resolve ambiguity. Access in Residence Halls Residence hall connections are intended to provide students with access to telephone and cable television services, and the campus data network. One telephone, cable television, and data network connection is provided for each student. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Students must provide their own telephones, televisions, computers, software, and Ethernet cards that meet minimum Hamilton standards. Information on current minimum standards and recommended configurations is available online. Network standards are updated annually. Any costs incurred to repair damages to a network, telephone, or cable television jack in a residence hall room will be divided equally, and billed to the students residing in that room. Management of Internet Bandwidth The campus network, including our connection to the Internet, is a critical shared resource for supporting the academic program. Uses of our Internet connection that are central to the academic/administrative mission of the college (e.g. access to Hamilton web, e-mail, and Blackboard Courseinfo servers) will receive higher priority during times when classes are in session, offices are open, and in the evenings when preparation takes place (i.e. critical times). Low priority uses, including recreational uses, are peripheral to our mission and will receive lower priority during critical times. Between the hours of 7 a.m. and 2 a.m. each day (critical times): With the exception of web traffic a fixed percentage of bandwidth is allocated between the residence halls and the Internet. Access to the Hamilton e-mail, web, and Blackboard Courseinfo servers from off-campus is the highest priority. Incoming or outgoing web traffic between the Internet and the campus network is the next highest priority. Peer-to-Peer Internet applications (applications for distributing videos, music, software, etc.) receive the lowest priority. Between the hours of 2 a.m. and 7 a.m. (non-critical times): There will be no restrictions on bandwidth. The quality and volume of our Internet traffic is regularly monitored to assure that critical applications are available to members of the community. Hamilton does not monitor the content of traffic on the network. It is the responsibility of each person using college resources, including the network, to do so in an ethical and legal manner. Particular attention should be given to observing copyright laws for digital materials. Personal Computers on the Network Internet addresses are provided dynamically through a Dynamic Host Configuration Protocol (DHCP) system. In order to obtain a static Internet (TCP/IP) computer address the owner of the system must register the computer with ITS network services. The rules and regulations contained in this policy pertaining to electronic mail and Internet access are equally applicable to the use of personal machines for file sharing or as servers. If bandwidth or other problems occur, ITS reserves the right to discontinue access to the machine. Computers connected to the network may not be used as servers for private enterprises, commercial activity, or personal profit. Computers connected to the network may not be used to provide access to the Internet for anyone not formally affiliated with the College. If personal computers on the Hamilton network are used as servers, the administrator has the additional responsibility to respond to any use of the server that is in violation of these policies and procedures. Server administrators must take steps to prevent recurrence of such violations and report these violations to the Hamilton Network Administrator (hostmaster@hamilton.edu). ITS reserves the rights to disconnect any network port whose activity causes an adverse effect on the network or on any other user. Network connections may also be revoked in the case of malicious or inappropriate computing activity on the network. See Noncompliance and Sanctions for examples of these activities. ITS reserves the right to restrict access to the network during expansion, or for diagnostic and maintenance services. Every effort will be made to provide advance notification and to schedule such disruptions during times of minimum impact and traffic. Virus Protection Hamilton College requires all computers connected to the network to have up-to-date virus protection. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Sophos anti-virus software is provided free to all students. Other anti-virus products may be substituted for Sophos Anti-Virus as long as they are kept current. In addition, all attachments to e-mail sent to the Hamilton mail server are scanned for viruses. If an attachment is found to be infected it is deleted and a text file is attached to the e-mail message (called substitute.txt) informing the receiver that the attachment was infected with a virus. The receiver can then contact the sender to have the message retransmitted after the attachment has been cleaned of the virus. Windows Updates All computers running the Microsoft Windows operating system and connected to the Hamilton College network must be kept up-to-date with critical service updates from Microsoft. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Individuals wanting to request an exception to the Windows update policy must do so in writing to the Vice President for Information Technology. Network Connections in Departments All offices, laboratories, and classrooms on campus are wired for access to the network. If departments request additional network jacks, or if network connections need to be moved to different locations, the department should request this service through ITS. The department will be billed for charges resulting from moves, additions, and changes. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Any costs incurred to repair damages to a network, telephone, or cable television jack in a department will be billed to that department. Dial-Up Connections For all campus users the primary access to Hamilton computing services is through the campus network. Dial-in access via modem is not provided.

Backup

Your Hamilton E-mail & SSS Accounts After Graduation Backup Your Hamilton E-mail After You Graduate When is my account deleted? What happens if I miss the deadline? How do I get a deadline extension? How do I get an alumni e-mail account? How do I transfer mail out of my Hamilton account? How do I forward mail to another account? How do tell correspondents my new address? Questions? When is my account deleted? Your Hamilton e-mail account will be deactivated approximately three (3) months after you graduate. Typically this occurs on August 31 or March 31 (for December graduates). Once your account is deactivated, no new mail is received. Your mail remains on the server after deactivation until your account is physically removed (deleted) one month later. Back to top What happens if I miss the deadline to transfer my mail to another account? Although your account is deactivated on the deadline date, your messages are not physically removed from our server for another month. This allows us to easily restore your messages should you accidentally miss the deadline. After the one month grace period has passed, your mail is no longer retrievable. Back to top How do I get a deadline extension? Under special circumstances it is possible to obtain a brief extension. Please address your request to the helpdesk (hd@hamilton.edu). You should include your reason for requesting the extension and the length of time it is desired. Back to top How do I get an alumni e-mail account? The alumni address available to Hamilton graduates (you@alumni.hamilton.edu) is not an actual e-mail account. Instead, it is a mail forwarding service. To sign up for this service please visit the Hamilton Alumni Directory Registration page and follow the step-by-step registration process. When you register, you must provide a real address to which mail is forwarded when mail is addressed to you@alumni.hamilton.edu. The e-mail address you used as a student will not be available for your alumni e-mail address until your old account has been fully deleted as described above. The advantage to the alumni forwarding service is that it allows you to list a Hamilton Alumni e-mail address on professional correspondence. It remains in effect after your Hamilton account is removed and as long as the address to which you forward mail remains active. Back to Top How do I transfer mail from my Hamilton e-mail account to another account? To move existing mail from your Hamilton account into another account before your Hamilton account is deleted please refer to the pertinent section below. To transfer your Hamilton mail to an existing Gmail.com account, please visit: http://my.hamilton.edu/information-technology-services/resource-center/moving-your-mail-to-another-account-1 To transfer your Hamilton mail to a non-Gmail web-based e-mail account: Many web-based e-mail accounts like Gmail (e.g.Yahoo), give you the ability to automatically import mail from your Hamilton account. The settings referenced in the instructions for Gmail may assist you in transferring your mail, however, the screens will be different depending on the application you use. Back to Top How do I forward my Hamilton e-mail to another account? Once you have transferred your mail to your non-Hamilton account, it is wise to start forwarding new mail to that account at the same time. When forwarding is turned on it only forwards mail received from that point forward. To transfer mail previously received, please see the section above. For instructions on how to set up forwarding, please refer to Google's help page at: http://mail.google.com/support/bin/answer.py?answer=10957 Back to Top How do I tell correspondents my new address? To create an auto-reply message to inform correspondents of your new e-mail address, please refer to Google's help page at: http://mail.google.com/support/bin/answer.py?answer=25922 Back to Top Questions? If you have questions regarding your Hamilton E-mail account after graduation, please feel free to contact the ITS Help Desk at helpdesk@hamilton.edu or call 315-859-4181. Back to Top Return to the ITS Home Page

Cell Phone

Configuring my Mobile Device for HillConnect E-mail Cell Phone ITS will provide documentation and generic settings for configuring your mobile device/smart phone to connect to HillConnect services (HillMail, HillCal) to the Hamilton Wireless network. We recommend you refer to the Google Mobile Device support pages for your specific device and to the documentation provided by your wireless carrier (Verizon, AT&T, Sprint) or/and your smart phone manufacturer (iPhone/Android/Blackberry/Windows Mobile). This page details configuring your mobile device to synchronize it with your HillConnect e-mail and calendar. Visit our secure wireless page to configure your mobile device to use Hamilton's secure wireless network. Configuring Your Mobile Device Google supports the following devices for e-mail and calendar access. The ITS Help Desk is happy to take your call (x4181), but we have no way to guarantee that HillConnect and Hamilton's wireless network will be compatible with all smart phones and mobile devices. Please read this first: What's the difference between Google Sync and IMAP Device Google Sync Setup IMAP Setup BlackBerry BlackBerry Google Sync BlackBerry IMAP Note: Gmail IMAP access is not officially supported for BlackBerry devices at this time. iPhone/iPod Touch iPhone Google Sync iPhone IMAP Google Android Android Google Sync Palm Pre/Pixie Use device Web browser Palm OS Not officially supported by Google Windows Mobile Window Mobile Google Sync Windows Mobile IMAP Return to HillConnect Homepage
Google Sync versus IMAP Cell Phone Return to configuring my mobile device Return to HillConnect Homepage Sync Supports push technology which delivers data to your device as new data is available. There is a single setup for e-mail, calendar, and contacts. The setup is easy. Most devices support only one sync account. Depending on your device, any push connection may use more power than fetching data at scheduled intervals. In some cases the difference in power usage may have a noticeable impact on your phone's battery life. To save battery life, turn off push and set device to fetch data every 30 to 60 minutes. Beta software. IMAP Supports pull technology which fetches data at a scheduled interval set by the user. One setup for e-mail and a separate setup for calendar and contacts. The setup is easy. Devices support multiple accounts. Pull technology allows you to set the interval to fetch new data and therefore improving your phone's battery life.
HillConnect Resources Cell Phone Hamilton's e-mail system is HillConnect, powered by Google. The information provided below is designed to address some of the more common questions related to using your e-mail account at Hamilton College. If you have specific questions regarding the functionality or your account (e.g. how to create "groups"), please try using the Help feature built-in to your HillConnect account (click on the "gear" icon in the upper right corner of your HillConnect e-mail screen). If you find that to be insufficient, please contact the ITS Help Desk at 315-859-4181. Topics Covered Requesting an e-mail account Activating your HillConnect account Accessing your e-mail via the Web Using your HillConnect account About the HillConnect environment Changing your existing password Forgotten password Accessing your e-mail via an e-mail client application Configuring your mobile device Mass mailing lists (ListServ) Graduate E-mail Account FAQ Requesting an e-mail account New Student Accounts: ITS automatically creates e-mail accounts for students when they are admitted. Consequently, there should never be a need for a student to request an e-mail account for their own personal use. New Employee Accounts: ITS automatically creates e-mail accounts for employees when we receive official notification from Human Resources. New faculty accounts are created when we receive official notification from the Dean of Faculty office. Temporary Employee Accounts: To request a temporary employee account, please complete the form found at: https://my.hamilton.edu/survey-manager/survey?id=1304. Please notify ITS as far in advance as possible when requesting an account as there are several processes that must take place to ensure your temp has access to all the resources he/she will need. Departmental Accounts: Accounts for departmental use can be requested by contacting Debby Quayle at x4031 or by e-mail at dquayle@hamilton.edu. Organizational Accounts: Student organizations can request accounts when they register on the Student Activities web site. If the organization elects not to register, they must have an employee/faculty sponsor. Back to top Activating Your HillConnect Account Your Hamilton e-mail account must be activated before it can be used. Instrucstions can be found at: https://my.hamilton.edu/youraccount Back to top Accessing your e-mail via the web Regardless of whether you are off campus or on campus you can check your e-mail from any computer as long as it has access to the Internet (World Wide Web). Once you are connected to the Internet, point your browser (Internet Explorer, Safari, Firefox, etc.) to http://hillconnect.hamilton.edu. You can also access your e-mail via the e-mail channel in My Hamilton at http://my.hamilton.edu. Back to top Using Your HillConnect Account About the HillConnect Environment Mac/Windows Understanding conversations Google Apps Overview Video How to set up forwarding in HillConnect From Google How to Configure Filters From Lynda.com To view these videos, please email learnit@hamilton.edu for an account Gmail Essentials Video Calendar Essentials Video Changing your existing password There are two ways to change your password. The Change Password Form allows you to enter a new e-mail password that will also become your new network password. The Synchronize Password link will use your existing network password and will make your e-mail password match it. Change Password Form: Changes your e-mail password and your ESS/SSS at the same time. Synchronize Password Form: Changing your HillConnect Password to Match Your ESS/SSS Password. Forgotten Password Current students and employees need to contact the ITS Help Desk at 315-859-4181 or e-mail us at helpdesk@hamilton.edu for assistance. Instructions for other members of the Hamilton Community. Back to top Accessing your e-mail via an e-mail software application You can access your Hamilton e-mail account using e-mail client software that supports the IMAP mail protocol. ITS supports the use of Mozilla Thunderbird and provides comprehensive documentation for configuring and using Thunderbird. College-owned computers for employees have Thunderbird installed and configured for the computer's user. If you want to install and configure Thunderbird on your personal computer to access your e-mail please contact the ITS Help Desk. Thunderbird Installing & Configuring for HillConnect E-mail Outlook How to Configure Microsoft Outlook 2010 Apple Mail How to Configure Apple Mail Windows Mail How to Configure Windows Mail Others If you are comfortable using another e-mail program without support from ITS, you can use the generic settings below as a guide for setting up one of these e-mail clients. If you need further assistance, use the Help feature in the program or refer to the support webster for the respective software company. Settings for any client Configuring Your Mobile Devices Configuring my mobile device for mail, calendar, and contacts Back to top Mass mailing lists (ListServ) The Hamilton ListServ system allows you to quickly send an e-mail to a group of individuals, such as a club or organization, the entire campus community, or certain class year of students. The ListServ groups for the entire campus, all students, all faculty, all employees, or a particular class year are mass mailing lists which are subject to certain policies. For more information on mass mailing policies and how to use ListServ, see the information on our ListServ web page: ListServ Mailing List Info Back to top

A Few Things to Know About the HillConnect Environment Email Return to HillConnect Homepage Getting help Google continuously updates its core e-mail and calendar programs so that new features are brought to you as soon as they become available. Consequently, if you see something new that is unclear, your best bet is to take advantage of the online help built in to HillMail and HillCal. How do I access the HillConnect environment directly? To log in directly to your HillMail account, please go to: http://hillconnect.hamilton.edu What is the "Migrated" label/folder? If you had an active e-mail account at Hamilton prior to May 2010 and your account was transitioned to HillConnect, a label/folder with the name "Migrated" was created during the transition process. It's important to know that what the old mail server referred to as a" folder" is now referred to as a "label" in the new system. A fundamental difference between the two storage methods is that with the new Google system multiple labels can be assigned to message where previously in the old SUN system a single message could be assigned to only one folder. Therefore you can delete the label/folder named "Migrated" and not delete the associated messages. I no longer receive a copy of any messages I send to Hamilton Listserv's what do I need to do? Google will not deliver mail to you that you send to a Listserv list. So that you can tell whether your message was processed, your subscription settings are automatically set so that you will receive an acknowledgment e-mail message from Listserv when your message is delivered to a list. If you still wish to see a copy of your message in your INBOX, you can add your e-mail address to the CC (carbon copy) line when you address your message to the list. Note that the CC line is processed independently from the TO line. Therefore, receipt of the message in your INBOX is not confirmation that your message was distributed to the list. Only the acknowledgement message noted above can be considered confirmation that your message was distributed. How Can I Change Label Colors? The default color assigned to a label is so light it is almost invisible. To change the color, click the square to the right of the label (folder name) and select a color from the palette that appears. Our office/organization shares an account, how many connections can we have to our HillMail account through a client? You are limited to ten simultaneous logins via a client, i.e. if you share an account and use Thunderbird/Outlook/AppleMail. You are not limited by the number of web logins.
Becoming a Listserv List Owner Email Listserv Becoming a ListServ List Owner What is the time commitment involved in owning a list? What skills will I need? How do I become a list owner? Request a new list What is the time commitment involved in owning a list? Depending on the type of mailing list you want to create, your involvement in managing the list will either be minimal or considerable. A list used strictly for the distribution of information from you to the list's subscribers requires very little management. A moderated mailing list requires you to read and approve each mailing that is sent to the list. If your moderated list is very active, your time investment could be considerable. What skills will I need? Lists can be managed either through the Web or through e-mail. Therefore, if you are comfortable with both, you have the necessary software skills with which to start. Most new list owners prefer to use the Web interface to manage their list. The primary responsibility of each list owner is to subscribe users to their list or inform users how to subscribe themself. In addition, the list owner may perform other maintenance tasks like removing subscriptions, correcting subscriber names or changing how the list functions. None of these operations is very complex and can be accomplished easily through the Web. The list owner, by default, will receive error notices when mail that is sent to the list fails. The most common error notice is one that lists the subscriber(s) whose address(es) cannot be reached. The ITS Help Desk can help you interpret error messages. How do I become a list owner? The first step is to decide on a list name and identify its purpose. It is recommended you keep your list name short yet descriptive (about 8 - 10 characters). As an option you can add "-L" to the name in order to differentiate it from an e-mail account that bears a similar name. However, it is acceptable to use the same name for the e-mail account and the Listserv list. Next you'll need to decide how you want the list to function. For example, will the list be used for two way discussions or will it be used strictly to distribute announcements? As you complete the request form (see link below) you will be asked to choose between 3 types of lists. Samples of each type are available during the request process. If none of the samples fit your needs, you may start with one of them and modify it as necessary. Contact Debby Quayle at 859-4031 to further discuss your options. When the request is submitted, an auto-reply is sent to you that confirms receipt of the request. Once the list shell has been created, you will receive a follow-up e-mail from Debby Quayle. Only then is it ready for subscribers. Documentation to assist you in the management of your list and its subscribers can be found on the Listserv home page. Request a new list Request a new list Return to Listserv Page Return to Main ITS Page
Changing Your HillConnect Password to Match Your ESS/SSS Password Email Back to HillConnect home page IMPORTANT NOTE: If you remember your My Hamilton password but you have forgotten your e-mail password, these instructions will help you synchronize your passwords so that both accounts will use the password you use for My Hamilton. If you want to change ONLY your ESS/SSS password, please contact the ITS Help Desk at 315-859-4181. If you remember your HillConnect (e-mail) password and your intention is to make your ESS/SSS password match your e-mail password, please visit the password change form and follow the directions there. To make your E-mail password the same as your current ESS/SSS password: Log in to MY.HAMILTON.EDU Start by going to http://my.hamilton.edu. Use your e-mail ID as your Username (do NOT include @hamilton.edu). Then enter your e-mail password and click on Submit. After logging in, click on the Setup tab. Click on Passwords and Security. Enter your e-mail ID and password. This provides extra security in case you’ve accidentally left yourself logged in on a public computer. Click on Submit. Click on the Synchronize Passwords form link found under the heading Synchronize Passwords. This will automatically begin the synchronization process and change your HillConnect password to match your MyHamilton password. Once done, please try logging onto HillConnect with your MyHamilton password.
Configuring Apple Mail for HillConnect Mail Email For Mac OSX 10.5.x & 10.6.x only These instructions detail how to configure your e-mail client, Apple Mail to access Hamilton’s HillMail email system (powered by Google).
Configuring Microsoft Outlook for HillConnect Mail Email These instructions detail how to configure Microsoft Outlook 2010 to access Hamilton’s HillMail e-mail system (powered by Google). If you have a different version of Microsoft Outlook, these instructions can still provide some assistance. Go to the File tab, Info, and select Add Account. Choose Manually configure server settings and or additional server type. Click Next. Select Internet E-mail. Click Next. Edit the following fields: Set Incoming mail server: to imap.gmail.com Set Outgoing mail server (SMTP): to smtp.gmail.com Set User Name: to username@hamilton.edu where “username” is your e-mail ID. Click on More Settings. Select the General tab and set Mail Account to HillMail. Click on the Advanced tab. Set Incoming server (IMAP): to 993. Use the following type of encrypted connection: SSL. Set Outgoing server (SMTP): to 465. Use the following type of encrypted connection: SSL (Under SMTP). Click OK. Click Next. Click Finish. To change the Hamilton address book settings click on File, Info and then select Account Settings and then select the Address Books tab. Click the New button and then select Internet Directory Service (LDAP) and then Next. Set Server Name to bud2c.hamilton.edu Check the box for: This server requires me to log on. Set User Name: to username@hamilton.edu where “username” is your e-mail ID. Click on More Settings. Set Display Name: to Hamilton AD Set Port: to 3269 Check the box for: Use Secure Sockets Layer. Click OK, Next and then Finish. Click Close. Click the Send/Receive tab, Send/Receive All Folders and type in your e-mail password. Your mail folders should populate with your Hamilton e-mail. Fine Tune Outlook Settings for HillMail In Outlook click on View, then View Settings. Click on the Sort... button. Select Sent from the drop down box. Verify that the radio-button for Descending is selected. Click OK, then Yes, then OK. Then click back to Columns. Select Received on the right hand column and select Remove. Then click OK. IMPORTANT NOTE: If you already had rules set up prior to updating Outlook to work with your HillConnect account, you might need to recreate your rules for every Hamilton account you check in Outlook. Those rules that move mail to local folders will continue to work as before but those that move mail to an IMAP folder might need to be recreated.
Configuring my Mobile Device for HillConnect E-mail Email ITS will provide documentation and generic settings for configuring your mobile device/smart phone to connect to HillConnect services (HillMail, HillCal) to the Hamilton Wireless network. We recommend you refer to the Google Mobile Device support pages for your specific device and to the documentation provided by your wireless carrier (Verizon, AT&T, Sprint) or/and your smart phone manufacturer (iPhone/Android/Blackberry/Windows Mobile). This page details configuring your mobile device to synchronize it with your HillConnect e-mail and calendar. Visit our secure wireless page to configure your mobile device to use Hamilton's secure wireless network. Configuring Your Mobile Device Google supports the following devices for e-mail and calendar access. The ITS Help Desk is happy to take your call (x4181), but we have no way to guarantee that HillConnect and Hamilton's wireless network will be compatible with all smart phones and mobile devices. Please read this first: What's the difference between Google Sync and IMAP Device Google Sync Setup IMAP Setup BlackBerry BlackBerry Google Sync BlackBerry IMAP Note: Gmail IMAP access is not officially supported for BlackBerry devices at this time. iPhone/iPod Touch iPhone Google Sync iPhone IMAP Google Android Android Google Sync Palm Pre/Pixie Use device Web browser Palm OS Not officially supported by Google Windows Mobile Window Mobile Google Sync Windows Mobile IMAP Return to HillConnect Homepage
Configuring Windows Mail for HillConnect Mail Email Configure Settings for HillMail To change the incoming server settings, click the Tools menu and then select Accounts. Click on your Hamilton Email account and select Properties then click the Servers tab. Set Incoming mail (IMAP) to: imap.gmail.com Set Outgoing mail (SMTP) to: smtp.gmail.com Set E-mail username to: username@hamilton.edu where “username” is your e-mail ID Set User Name to username@hamilton.edu where “username” is your e-mail ID. Check the box that says: My server requires authentication screenshot Click the Advanced tab. Set the Outgoing mail (SMTP) port to: 465 Check the box that says: This server requires a secure connection (SSL) Set the Incoming mail (IMAP) port to: 993 Check the box that says: This server requires a secure connection (SSL) If a window pops up, “Would you like to refresh your folder list?”, click Yes screenshot To change the Hamilton address book settings, click the Tools menu and then select Accounts. Under Contacts select Hamilton AD and click Properties. Set Contacts Directory Account to: Hamilton AD Set Server Name to bud2c.hamilton.edu Click the box that says: This server requires me to log on Set Account name: to username@hamilton.edu where “username” is your e-mail ID. screenshot Click the Advanced tab. Set the port for Contacts Directory (LDAP): to 3269 Click the box that says: This server requires a secure connection (SSL). Set the Search base to: dc=Hamilton,dc=edu (no spaces). Click OK and then Close. screenshot Click the Sync icon and type in your e-mail password. Your mail folders should populate with your Hamilton e-mail.
E-mail and Spam Email Topics covered on this page What is SPAM? SPAM and Identity Theft What is Hamilton doing about SPAM? What do I need to do? What is SPAM? Unsolicited "junk" e-mail sent to large numbers of people to promote products or services. The majority of spam is simply advertising. Some spam, however, is highly suspicious in nature and can expose users to threats such as viruses, spyware, and identity theft. Back to top SPAM and Identity Theft Spam is becoming an increasingly popular vehicle for scam artists to commit identity theft by tricking the recipients into supplying personal information such as credit card numbers or online passwords. This type of spam is called "Phishing." Phishing attacks work by the scam artist sending 'spoofed' e-mail messages that appear to come from an online company that you do business with such as a bank, credit company, online payment service, E-bay, ISP, etc.; businesses that require users to have a personal information for their accounts. The e-mail message will ask you to verify or update your account details by replying to the message, entering the information in a pop-up window, or following a link in the message. The fraudulent messages will often contain the company logo and official-looking formatting that mirrors formatting on the company's real website. If the message contains a link, that link usually points to a fake website that also looks like the company's real website. These messages will often have a sense of urgency and somewhat threatening tone, saying that your account will be suspended or deleted if you do not verify/update within a short timeframe. How to protect yourself: Never respond to e-mail messages that request personal information. Legitimate companies will never ask for personal information over e-mail. When they do correspond with customers via e-mail, they generally send personalized messages that refer to you by your full name, whereas phishers do not. Even if you think the e-mail may be legitimate, do not respond to it. Contact the company directly. Never click on a link in an unsolicited e-mail message. Phishers will often include links to webpages that look authentic with addresses that also look authentic. There are several ways that this can be faked. If you want to log into your online account, go to the company's website by typing its address into the address bar and log in directly. Never e-mail personal or financial information. E-mail is not a secure medium for transmitting sensitive information. If you initiate a transaction and want to provide personal and/or financial information through an organization's website, look for indicators that the site is secure, like a lock in the browser's status bar or a URL that begins with https:// (note the 's' for 'secure' in 'https'). Unfortunately, no indicator is foolproof; some phishers have forged security icons. Report phishing attempts. If you receive an e-mail that has any of the following above, select the e-mail and click the Report Spam icon. For more information on removing spam forever from your account, please click here: http://mail.google.com/support/bin/answer.py?answer=6602 Back to top What is Hamilton doing about SPAM? Hamilton's mail server is now powered by Google which has an automated spam filter. Although HillConnect will pick up most phishing attempts and remove them from your inbox, you may still receive spam e-mails. You can easily remove these from your inbox by clicking the Report Spam icon. The more spam e-mails you mark as spam, the better job Google's system can do in removing future spam e-mails from your inbox. Click the links below for more information from Google below http://mail.google.com/support/bin/answer.py?answer=6602 http://mail.google.com/support/bin/answer.py?hl=en&answer=190737&topic=1669056 Back to top What do I need to do? Follow the guidelines listed above on how to protect yourself from identity theft. Back to top
Generic E-mail Client Settings Email (on-campus) Return to HillConnect Homepage These generic settings are provided as a guide to assist you in configuring e-mail software other than Thunderbird, MS Outlook, Apple Mail or Windows Mail. If you are looking for settings to assist you in configuring your mobile device (e.g. cell phone or tablet) please visit: http://www.hamilton.edu/information-technology-services/hillconnect/syncing-mobile-devices Incoming Mail Server Settings Server Name: imap.gmail.com Port: 993 Security Setting: SSL User Name: username@hamilton.edu (where "username" is your e-mail ID) Outgoing Mail Server Settings Server Name: smtp.gmail.com Port: 465 Security Setting: SSL User Name: username@hamilton.edu (where "username" is your e-mail ID) Directory Server/Global Address Book Settings Host Name: bud2c.hamilton.edu Base DN: dc=Hamilton,dc=edu Port: 3269 Bind Name: username@hamilton.edu (where "username" is your e-mail ID) Return to HillConnect Homepage
Google Sync versus IMAP Email Return to configuring my mobile device Return to HillConnect Homepage Sync Supports push technology which delivers data to your device as new data is available. There is a single setup for e-mail, calendar, and contacts. The setup is easy. Most devices support only one sync account. Depending on your device, any push connection may use more power than fetching data at scheduled intervals. In some cases the difference in power usage may have a noticeable impact on your phone's battery life. To save battery life, turn off push and set device to fetch data every 30 to 60 minutes. Beta software. IMAP Supports pull technology which fetches data at a scheduled interval set by the user. One setup for e-mail and a separate setup for calendar and contacts. The setup is easy. Devices support multiple accounts. Pull technology allows you to set the interval to fetch new data and therefore improving your phone's battery life.
HillConnect Resources Email Hamilton's e-mail system is HillConnect, powered by Google. The information provided below is designed to address some of the more common questions related to using your e-mail account at Hamilton College. If you have specific questions regarding the functionality or your account (e.g. how to create "groups"), please try using the Help feature built-in to your HillConnect account (click on the "gear" icon in the upper right corner of your HillConnect e-mail screen). If you find that to be insufficient, please contact the ITS Help Desk at 315-859-4181. Topics Covered Requesting an e-mail account Activating your HillConnect account Accessing your e-mail via the Web Using your HillConnect account About the HillConnect environment Changing your existing password Forgotten password Accessing your e-mail via an e-mail client application Configuring your mobile device Mass mailing lists (ListServ) Graduate E-mail Account FAQ Requesting an e-mail account New Student Accounts: ITS automatically creates e-mail accounts for students when they are admitted. Consequently, there should never be a need for a student to request an e-mail account for their own personal use. New Employee Accounts: ITS automatically creates e-mail accounts for employees when we receive official notification from Human Resources. New faculty accounts are created when we receive official notification from the Dean of Faculty office. Temporary Employee Accounts: To request a temporary employee account, please complete the form found at: https://my.hamilton.edu/survey-manager/survey?id=1304. Please notify ITS as far in advance as possible when requesting an account as there are several processes that must take place to ensure your temp has access to all the resources he/she will need. Departmental Accounts: Accounts for departmental use can be requested by contacting Debby Quayle at x4031 or by e-mail at dquayle@hamilton.edu. Organizational Accounts: Student organizations can request accounts when they register on the Student Activities web site. If the organization elects not to register, they must have an employee/faculty sponsor. Back to top Activating Your HillConnect Account Your Hamilton e-mail account must be activated before it can be used. Instrucstions can be found at: https://my.hamilton.edu/youraccount Back to top Accessing your e-mail via the web Regardless of whether you are off campus or on campus you can check your e-mail from any computer as long as it has access to the Internet (World Wide Web). Once you are connected to the Internet, point your browser (Internet Explorer, Safari, Firefox, etc.) to http://hillconnect.hamilton.edu. You can also access your e-mail via the e-mail channel in My Hamilton at http://my.hamilton.edu. Back to top Using Your HillConnect Account About the HillConnect Environment Mac/Windows Understanding conversations Google Apps Overview Video How to set up forwarding in HillConnect From Google How to Configure Filters From Lynda.com To view these videos, please email learnit@hamilton.edu for an account Gmail Essentials Video Calendar Essentials Video Changing your existing password There are two ways to change your password. The Change Password Form allows you to enter a new e-mail password that will also become your new network password. The Synchronize Password link will use your existing network password and will make your e-mail password match it. Change Password Form: Changes your e-mail password and your ESS/SSS at the same time. Synchronize Password Form: Changing your HillConnect Password to Match Your ESS/SSS Password. Forgotten Password Current students and employees need to contact the ITS Help Desk at 315-859-4181 or e-mail us at helpdesk@hamilton.edu for assistance. Instructions for other members of the Hamilton Community. Back to top Accessing your e-mail via an e-mail software application You can access your Hamilton e-mail account using e-mail client software that supports the IMAP mail protocol. ITS supports the use of Mozilla Thunderbird and provides comprehensive documentation for configuring and using Thunderbird. College-owned computers for employees have Thunderbird installed and configured for the computer's user. If you want to install and configure Thunderbird on your personal computer to access your e-mail please contact the ITS Help Desk. Thunderbird Installing & Configuring for HillConnect E-mail Outlook How to Configure Microsoft Outlook 2010 Apple Mail How to Configure Apple Mail Windows Mail How to Configure Windows Mail Others If you are comfortable using another e-mail program without support from ITS, you can use the generic settings below as a guide for setting up one of these e-mail clients. If you need further assistance, use the Help feature in the program or refer to the support webster for the respective software company. Settings for any client Configuring Your Mobile Devices Configuring my mobile device for mail, calendar, and contacts Back to top Mass mailing lists (ListServ) The Hamilton ListServ system allows you to quickly send an e-mail to a group of individuals, such as a club or organization, the entire campus community, or certain class year of students. The ListServ groups for the entire campus, all students, all faculty, all employees, or a particular class year are mass mailing lists which are subject to certain policies. For more information on mass mailing policies and how to use ListServ, see the information on our ListServ web page: ListServ Mailing List Info Back to top
How to Change Your ListServ Password Email How to Create or Change a Listserv Password To make changes to your own list subscription settings or to make changes to a list you own, you must first have a Listserv password. The instructions that follow, explain how to do this via e-mail and via the web. Using E-mail Creating a Listserv password via e-mail (when you have never had one before) Address a new e-mail message to listserv@listserv.hamilton.edu Leave the subject line blank. In the first line of the message type: PW ADD newpassword (Replace newpassword at left with your desired password. There is no limit to the number of characters you use.) If you use an automatic "signature" in your e-mail software, it must be disabled before you send your password request. If you do not know what the signature feature is, you are likely not using it. Send your message. Changing an existing Listserv password via e-mail (whether known or forgotten) Address a new e-mail message to listserv@listserv.hamilton.edu Leave the subject line blank. In the body of the message type the command that applies to your situation. If you know your current password and you want to change it, you should type the following into the first line of the message: pw change newpassword pw=oldpassword (replace newpassword with your desired new password and replace oldpassword with the password you are replacing.) If you have forgotten your current password, you should type the following into the first line of the message: pw change newpassword (replace newpassword with your desired new password.) You will receive a confirmation message from Listserv as illustrated below. Click on the blue web link to confirm your password change. If you use an automatic "signature" in your e-mail software, it must be disabled before you send your subscription request. If you do not know what the signature feature is, you are likely not using it. Send your message. Using the Web Creating a Listserv password via the web (when you have never had one before or you have forgotten your password) Go to http://listserv.hamilton.edu and click Get a new LISTSERV password. In the window that opens (shown below) enter your full e-mail address (including @hamilton.edu) and the password you want to use. Then click Register Password. Once your password registration has been accepted, you will receive a confirmation e-mail (similar to the one shown above in the previous section in step 3. b. ii. You must click on the link it includes before your password will take effect. Changing an existing Listserv password via the web (whether known or forgotten) Go to http://listserv.hamilton.edu and click Get a new LISTSERV password. There are two options for changing your password, depending on whether you remember your current password. If you remember your current password, click on the Change Password button as shown and fill in the required fields in the window that opens. Once you have submitted your change, you can log in with the new password. If you no longer remember your password, refer to the instructions in the previous section (above) for creating a new password. Return to Listserv Page Return to Main ITS Page
How to Move your Local Folders into your IMAP account Email This document explains in general terms how to move “local” mail folders onto the mail server. By “local” we mean mail folders that are listed only in your client software (e.g.Thunderbird, Outlook, Apple Mail) and do not appear when you login to the Hamilton mail server. Local folders are typically used to store old mail, excess mail or mail you don’t need to access when you are away from campus. It resides strictly on the hard drive of your computer. Example: Thunderbird (Windows & Macintosh) These are the folders that appear in your client software (e.g. Thunderbird) and will also appear on the mail server. These are typically referred to as your IMAP folders. These are the folders in which you may have stored old mail, excess mail or mail you don’t need to see when you are away from campus. The folders are located only on the hard drive of your computer and are therefore not visible when you login to the Hamilton web mail server. NOTE: In Microsoft Outlook, the local folders are called Personal Folders and appear at the top of the list of folders. In Mac Mail your local folders will appear at the top of your list of folders and may be in a section labeled “On My Mac”. Moving your local mail to Gmail The advantage to moving your local mail to Gmail after the transition is that you can potentially take more time to decide which of your local mail folders to move to Gmail. Gmail provides 7 gigabytes (GB) of storage, which should accommodate most peoples’ needs. You can easily determine your exact quota usage by logging in to your Gmail account and then look to the bottom of the screen. Example quota in Gmail. screenshot How to move a folder Regardless of the client software you use, the process of moving a folder is essentially the same. Note that in some e-mail software (e.g. MS Outlook), a “move folder” feature exists, which makes the process very easy. It assumes you wish to move the entire content of a mail folder. However, ITS recommends you copy your local folders first and then compare the folders in your client and Gmail to ensure the local folders have all been copied. See below for instructions. You can move a folder back to your local folders if you change your mind. Moving only selected messages is described below in the Problems? section. Start by clicking once on the folder name. This is usually sufficient to highlight the folder in the list of folders. With the folder name highlighted, click on it once more but do not release the mouse button. With the mouse button still held down, carefully move the folder to the name of your account (which typically appears above your first IMAP mail folder). In the example above, the IMAP account is called tsylla@me.com. NOTE: If the folders are very far apart you can move the mouse to the top of (or bottom) until the list starts to scroll. If it fails to scroll you may have to move the folder in stages. When you are directly over the name of your IMAP account, the name will highlight (darken). This is how you know you are “on” it. Now it is safe to release the mouse button. Doing so will start transferring a copy of the folder. Depending on how much mail is in the folder you moved, the time it takes to create the new folder and copy its contents may be brief or may take several seconds. It is important to be patient. After the folder has been successfully copied to your IMAP account, you can compare its contents to the copy that remains in your local folders. When you feel comfortable they are the same, it is safe to delete the folder in your local folders. Be sure to open a few messages that may contain attachments to confirm whether the attachments will open. After you have moved each folder, you should click on the “get mail” icon (or “send/receive” in Outlook) to see whether you’ve received a quota warning. You can also check your quota using the methods described above on page one. Problems? If you are unable to move a folder because the mail it contains is corrupted or not formatted correctly for the server, you may receive a warning like the following. The text may differ slightly from one mail program to another but the essence of the message will be that the mail cannot be moved. Unfortunately, the only remedy is to manually move messages one (or a few) at a time. To do this, you must first create the new folder in your IMAP account that will receive the messages. Next, open the local folder containing the corrupted mail and then highlight (select) one (or a few) of the messages it contains and drag them onto the name of the new folder as described above. If the message copies successfully, repeat the process until you discover the message (or messages) that cannot be copied. Skip the faulty message and continue with the remainder.
How to Set Your ListServ Subscription to Digest Mode Email What is Digest Mode? Listserv offers many options for managing the behavior of the lists to which you are subscribed. One of the most popular settings is Digest Mode. When it is activated for your subscription, Listserv collects all the messages sent to that list from that point forward for each day and sends them to you in a single message that contains a table of contents followed by the full text of each message. (NOTE: Extremely active lists may result in two or more digest messages.) All of Hamilton's mass mailing lists (e.g. events-all, notices-facutly, etc.) allow you to choose Digest Mode. The digest message for these lists is sent each day at 4:30 p.m.. Private lists (those for student organizations or departments) are sent at midnight by default. The list owner can change the time at which the digest is sent. For assistance, please contact Debby Quayle at 859-4031 (dquayle@hamilton.edu). Getting Started The easiest way to manage your Listserv subscription is through the Listserv web interface. Before you can use it, however, you must have a Listserv password. It will allow you to manage your own subscription(s) as well as manage any lists you may own. If you already have a password, you can proceed to the steps below. Set Your Subscription to Digest Mode In your web browser (Internet Explorer, Firefox, etc.) go to http://listserv.hamilton.edu. Log in using your full e-mail address and the password you created for yourself for Listserv. In the Listserv web site, click on Subscribers Corner in the menu across the top. The lists to which you are subscribed should appear under the red My Lists tab. Locate the list you wish to set to Digest Mode and click on the word Settings next to the list name. This will open a page that displays your subscription settings for that list. Click to put a dot next to Digest (HTML format). Scroll to the bottom of the page and click on the Update button. Return to the Subscriber's Corner menu to do the same for other subscriptions you wish to set to Digest Mode. When you are finished, click to Log Out of Listserv (located in the upper right corner of the screen beneeth the green questionmark). Removing Digest Mode Repeat the steps 1-5 described above for setting Digest Mode. In step 6, click to put a dot next to Regular. Scroll to the bottom of the page and click on the Update button. Return to the Subscriber's Corner menu to do the same for other subscriptions you wish to set to Rgular Mode. When you are finished, click to Log Out of Listserv (located in the upper right corner of the screen beneeth the green questionmark).
How to Temporarily Turn Mass Mail Off and On Email As a student or employee, you are automatically subscribed to 6 mass mail lists. For example, if you are a student in the class of 2016 you are subscribed to: events-all, events-students, events-2016, notices-all, notices-students and notices-2016. Please review the grid below to determine the lists to which you are subscribed. Events Notices Example Students All All events-all notices-all Students Students events-students notices-students xxxx (class year) xxxx (class year) events-2016 Employees All All events-all notices-all Employees Employees events-employees notices-employees admin, faculty, staff or maintop admin, faculty, staff or maintop events-admin notices-faculty How to temporarily turn OFF mass mail If you are going away, for example, and you do not want to receive mass mail during your absence, here is how you can turn off all or some your mass mail. NOTE: Unsubscribing from these lists will accomplish the same goal but only if you unsubscribe from all 6 lists. If your goal is to unsubscribe from only a few of the lists (e.g. only the -all lists) you must use the method described below. Determine the lists you want to temporarily turn off. Address an e-mail message to listserv@listserv.hamilton.edu In the body of the message type something similar to the following (the content will depend on which lists you want to turn off). NOTE: each entry should be on a separate line and there should not be a space between "no" and "mail". set events-all nomail set notices-all nomail set events-students nomail set notices-students nomail If you use an automatic signature in your e-mail, you need to turn it off (or delete it) for this message. Otherwise, your signature will generate an error message and your change will not be accepted by Listserv. If you do not know if you use an automatic signature, you are likely not using one. Send your message How to turn mass mail back on NOTE: If you unsubscribed from the mass mail lists, you must resubscribe to them. The method described below will not work if you are not subscribed to the list. Click here for instructions. Otherwise, proceed with the instructions that follow. Determine the lists you want to turn back on. Address an e-mail message to listserv@listserv.hamilton.edu In the body of the message type something similar to the following (the content will depend on which lists you want to turn on). NOTE: Each entry should be on a separate line. set events-all nomail set notices-all nomail set events-students nomail set notices-students nomail If you use an automatic signature in your e-mail, you need to turn it off (or delete it) for this message. Otherwise, your signature will generate an error message and your change will not be accepted by Listserv. If you do not know if you use an automatic signature, you are likely not using one. Send your message
Installing and Configuring Thunderbird Email For On-Campus Use Installing Thunderbird Go to http://www.mozilla.org/en-US/thunderbird/ to install the latest version of Thunderbird on either your Windows or Macintosh computer and follow the instructions. Once the download is complete, follow the instructions below. If the Incompatible Add-on window is displayed, select the add-ons you use and click Check Now to check if there are compatible versions of the add-ons available. If a newer version is available, click Install Now, then click Done. If a newer version is not available the No Compatible Add-ons Found window is displayed. Click Finish to continue. Open up Thunderbird. Click the X button to exit the tab Welcome to Thunderbird! Configuring Thunderbird Settings To Change the Incoming Server Settings: Click the Tools menu, select Account Settings, then select Server Settings. Edit the following fields: Set Server Name to imap.gmail.com Set Connection security to SSL/TLS Set Port to 993 Set User Name to username@hamilton.edu where “username” is your e-mail ID. NOTE: You will need to repeat this step for any additional Hamilton e-mail accounts you have setup in Thunderbird. To Change the Outgoing Server Settings (SMTP): Click Outgoing Server (SMTP), select username-mail.hamilton.edu (Default), click Edit and update the following fields: Set Description to HillMail Set Server Name to smtp.gmail.com Set Connection security to SSL/TLS Set Port to 465 Set User Name to username@hamilton.edu where “username” is your e-mail ID. Click OK. To Change the Hamilton Address Book Settings: Click Composition & Addressing, click the Edit Directories button, select Hamilton LDAP, click Delete and click OK. The LDAP Directory Server window is still open, click the Add button and update the following fields: Set Name to HillAD Set Hostname to bud2c.hamilton.edu Set Base DN to dc=hamilton,dc=edu (please note there are no spaces) Check the option to Use secure connection (SSL) Set Bind DN to username@hamilton.edu where “username” is your e-mail ID Students: Set to username@students.hamilton.edu Set Port number to 3269 Click OK and click OK to save the settings. Select HillAD from the directory list and click OK. To Configure the Hamilton address book to search on name (rather than username): Click the Tools menu, select Options, select the Advanced icon, select the General tab and click the Config Editor button. At the void warrant window uncheck the option to Show this warning next time and click the I’ll be careful, I promise! button. In the Filter: field, type Ldap. The window will display several entries for ldap_2.servers.HillAD…..Select one of the entries and right-click, then choose New > String Enter the string value preference name as ldap_2.servers.HillAD.autoComplete.nameFormat. Please note this is case sensitive and there are no spaces. Please double-check for accuracy. Click OK. Enter the string value as displayName. Please note the square brackets are required, there are no spaces, and only the letter “N” is capitalized. Click OK. Click the Red X exit button to close the Config Editor The Options window is still open, choose the Composition icon and select the Addressing tab, check the option for Directory Server and select HillAD from the list. Click OK to close the Options window. It's time to get your mail! Click the Get Mail icon and enter your e-mail password and click OK. Your mail folders should populate with your HillMail. Fine Tune Thunderbird Settings for HillMail Your sent message are automatically placed in the [Gmail/Sent Mail] folder, therefore it is no longer necessary to save a copy of your sent messages on the server. To update this setting click the Tools menu, select Account Settings, and then select Copies & Folders. Uncheck the box labeled Place a copy in:. Keep this window open for the next few steps. To set the proper location for your Drafts folder select Account Settings, and then select Copies & Folders. In the Drafts, Archives, and Templates section: set the following: Set Keep message drafts in: to Other and navigate to the folder username@hamilton.edu > [Gmail] > Drafts where “username” is your e-mail ID. Keep message archives in: should be automatically set to Other: All Mail. If not, select Other and navigate to the folder username@hamilton.edu > Gmail > All Mail where “username” is your e-mail ID. Click OK. NOTE: You will need to repeat this step for any additional Hamilton e-mail accounts you have set up in Thunderbird. To keep Thunderbird from opening messages in tab form, select Tools then Options. Click the Advanced icon and then select the Reading & Display tab. Under Open messages in: select the radial button A new message window. Click OK. Things to Know about Thunderbird for HillMail If you already had filters set up prior to updating and reconfiguring Thunderbird to work with your HillMail account, you might need to recreate your filters for every Hamilton account you check in Thunderbird. Those filters that move mail to local folders will continue to work as before but those that move mail to an IMAP folder might need to be recreated.
Listserv Resources Email ListServ is a commercial software product installed on Hamilton College's E-mail system. It is designed to provide an easy way to create and maintain large or specialized E-mail mailing lists. These lists can be used for E-mail based distribution of information, discussion, questions and answers, etc. Lists are created and "owned" by an E-mail user who manages the list's behavior. Members of the list are subscribed to it either by the list owner or by following instructions provided by the list owner. All lists that are created and maintained at Hamilton College are kept private. Subscriber names and E-mail addresses are only available to the list owner. They are never published. As a list member, you are able to manage certain aspects of your subscription. As the list owner, you are able to manage a wide variety of aspects of the list's behavior. The links that follow will provide you with some basic information about both. If you have a question about ListServ that requires personal attention, please contact the ITS Help Desk at 315-859-4181 or write to helpdesk@hamilton.edu. Mass Mailing List Guidelines Guidelines for ListServ Mass Mailing Lists Request a New ListServ List Request a New List List Owner Related Documents Becoming a ListServ List Owner Quick Start Guide for List Owners List User (Subscriber) Related Documents How to Send Mail to One of the Mass E-mail Lists How to Subscribe or Unsubscribe to/from a ListServ List How to Change your ListServ Password How to Set Your Listserv Subscription to Digest Mode
Moving Your HillConnect Mail to Another Account Email This document describes how to move your HillConnect mail into another account. Detailed instructions are provided for moving it into a commercial Gmail account. Moving your Hamilton mail to a Commercial Gmail Account These instructions assume you have already established an account with Google (gmail.com). Click on the gear icon in the upper right corner of your screen next to your e-mail address. From the menu that appears, select Mail Settings. In the Settings screen, click on the link labeled Forwarding and POP/IMAP. Even though your settings may already indicate that “POP is enabled for all mail….”, go ahead and click in the dot next to “Enable POP for all mail (even mail that’s already been downloaded”. Then click on the Save Changes button at the bottom of the Settings page. Log in to your commercial Gmail account (http://gmail.google.com). NOTE: If you have not previously configured your Hamilton account to allow multiple account logins, you will have to log out of your Hamilton account before logging in to your commercial (.com) Gmail account. Once you are in your commercial account, click on the gear icon and select Mail Settings. Click on the link labeled Accounts and Import and then click on the link on that page labeled Import mail and contacts (see below). Enter your HillConnect account address (e.g. dquayle@hamilton.edu) and click on Continue. Enter your HillConnect password and click on Continue. In the next screen enter your password again as prompted. For the next 6 steps, please refer to the image below: Change the POP user name to include @hamilton.edu (e.g. dquayle2@hamilton.edu) Change the SMTP server to pop.gmail.com Click on the link to the right of "Port: 110" labeled Edit Click in the box to select “Use SSL” Change the port to 995 Click on Continue In the next screen select the following check boxes: Import Mail Optional: Select to “Leave a copy of retrieved messages on the server”. NOTE: In some cases, checking this option will prevent the transfer from beginning. If that occurs, uncheck it and try again. Add a label to all imported mail [dquayle2@hamilton.edu] This will allow you to easily identify the mail that was imported from your Hamilton account. 18. Click on Start Import. 19. You should see a confirmation page that informs you the import has begun. Click on OK. NOTE: The transfer of your mail can take DAYS. Google gives it a very low priority but it does take place. You can check on the progress by doing a search in your Gmail.com account for all mail labeled userID@hamilton.edu (substitute your real user ID where “userID” appears”). If the number of messages found with that label in your Gmail.com account matches the number of messages in your “all mail” label (folder) in your HillConnect account, then it is done!! When the transfer has finished you should do the following: Log in to your Hamilton HillConnect account and set it up to forward your mail to your Gmail.com account. You can do this by going to the gear icon and again select Mail Settings. Click on Forwarding & POP/IMAP, fill in the address for your Gmail.com account and click Save Changes. Next, log in to your Gmail.com account. Click on the gear icon, select Mail Settings and then select Accounts and Import. In the middle of the section, where it is labeled Check mail using POP3, you’ll see a link labeled “delete” to the far right. Click on the “delete” link. Doing so will break the tie between your two accounts. From here on, new mail addressed to your Hamilton account will automatically arrive in your gmail.com account.
Policies - Access to Information Technology Resources Email Policies Access to Information Technology Resources Eligibility Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Electronic resources include: Group I (electronic mail, listservs, personal calendar, portal, Blackboard course management system, network storage, campus ID card) Group II (Web Advisor) Group III (Login access to Datatel) Access to electronic resources for employees, students, spouses/partners, and alumni is enabled through username and password provided to individuals according to the following guidelines. Non-Faculty Employees are given access to Group I resources upon notification of hire. Access to Group III resources is by request from the Department Head. Non-Faculty employee access to all resources is removed at the end of business on the last date of employment. As soon as an employee gives notice, he/she should enable a "vacation" (auto-responder) message to indicate his/her last date of employment and to provide correspondents with an alternate address to which they should address future College business. Employees should also remove any personal e-mail or files from their accounts during this period. Faculty are given access to Group I resources and Group II resources upon notification of hire. Access to Group III resources is by request by the Dean of Faculty. Faculty access to all resources is removed at the end of business three months after the last date of employment. A request for a brief extension of e-mail privileges may be made to the Dean of Faculty. Upon request to the Dean of Faculty an emeritus faculty member can retain his/her Hamilton e-mail address for as long as desired. Students are given access to Group I and Group II resources upon making an acceptance deposit to the College. Students who work in administrative offices may be granted limited access to Group III resources. Student access to all resources is removed three months after withdrawal or graduation. A request for a brief extension of e-mail privileges may be made to the Director, Help Desk and Training Services in ITS. Graduates are automatically eligible for access to the Hamilton alumni directory. As part of the directory, alumni have access to an e-mail forwarding service. Each alumnus can create a username@alumni.hamilton.edu which will automatically forward e-mail to an e-mail account they have with an Internet Service Provider (e.g. AOL). Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Access to these resources is provided to employees of the College (faculty, administration, staff, maintenance and operations) and enrolled students consistent with their responsibilities. E-mail accounts are continued for Hamilton alumni for three months after graduation, and may be extended by special request to the e-mail administrator. Other individuals, upon submission of a request, may be granted access to some, or all, of Hamilton's IT resources by the Vice President for Information Technology. Generally, such individuals will have some association with the College. The terms of access will be stated at the time access is granted. Under no circumstance may anyone use College IT resources for profit-making activities, in ways that are illegal (e.g. copyright violations), that threaten the College's tax-exempt or other status, or interfere with reasonable use by other members of the College community. Convention For User Names The standard Hamilton naming convention for access to electronic systems comprises the first initial of the first name, followed by (up to seven characters of) the last name. If duplicates occur, the middle initial is generally used to resolve ambiguity. Access in Residence Halls Residence hall connections are intended to provide students with access to telephone and cable television services, and the campus data network. One telephone, cable television, and data network connection is provided for each student. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Students must provide their own telephones, televisions, computers, software, and Ethernet cards that meet minimum Hamilton standards. Information on current minimum standards and recommended configurations is available online. Network standards are updated annually. Any costs incurred to repair damages to a network, telephone, or cable television jack in a residence hall room will be divided equally, and billed to the students residing in that room. Management of Internet Bandwidth The campus network, including our connection to the Internet, is a critical shared resource for supporting the academic program. Uses of our Internet connection that are central to the academic/administrative mission of the college (e.g. access to Hamilton web, e-mail, and Blackboard Courseinfo servers) will receive higher priority during times when classes are in session, offices are open, and in the evenings when preparation takes place (i.e. critical times). Low priority uses, including recreational uses, are peripheral to our mission and will receive lower priority during critical times. Between the hours of 7 a.m. and 2 a.m. each day (critical times): With the exception of web traffic a fixed percentage of bandwidth is allocated between the residence halls and the Internet. Access to the Hamilton e-mail, web, and Blackboard Courseinfo servers from off-campus is the highest priority. Incoming or outgoing web traffic between the Internet and the campus network is the next highest priority. Peer-to-Peer Internet applications (applications for distributing videos, music, software, etc.) receive the lowest priority. Between the hours of 2 a.m. and 7 a.m. (non-critical times): There will be no restrictions on bandwidth. The quality and volume of our Internet traffic is regularly monitored to assure that critical applications are available to members of the community. Hamilton does not monitor the content of traffic on the network. It is the responsibility of each person using college resources, including the network, to do so in an ethical and legal manner. Particular attention should be given to observing copyright laws for digital materials. Personal Computers on the Network Internet addresses are provided dynamically through a Dynamic Host Configuration Protocol (DHCP) system. In order to obtain a static Internet (TCP/IP) computer address the owner of the system must register the computer with ITS network services. The rules and regulations contained in this policy pertaining to electronic mail and Internet access are equally applicable to the use of personal machines for file sharing or as servers. If bandwidth or other problems occur, ITS reserves the right to discontinue access to the machine. Computers connected to the network may not be used as servers for private enterprises, commercial activity, or personal profit. Computers connected to the network may not be used to provide access to the Internet for anyone not formally affiliated with the College. If personal computers on the Hamilton network are used as servers, the administrator has the additional responsibility to respond to any use of the server that is in violation of these policies and procedures. Server administrators must take steps to prevent recurrence of such violations and report these violations to the Hamilton Network Administrator (hostmaster@hamilton.edu). ITS reserves the rights to disconnect any network port whose activity causes an adverse effect on the network or on any other user. Network connections may also be revoked in the case of malicious or inappropriate computing activity on the network. See Noncompliance and Sanctions for examples of these activities. ITS reserves the right to restrict access to the network during expansion, or for diagnostic and maintenance services. Every effort will be made to provide advance notification and to schedule such disruptions during times of minimum impact and traffic. Virus Protection Hamilton College requires all computers connected to the network to have up-to-date virus protection. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Sophos anti-virus software is provided free to all students. Other anti-virus products may be substituted for Sophos Anti-Virus as long as they are kept current. In addition, all attachments to e-mail sent to the Hamilton mail server are scanned for viruses. If an attachment is found to be infected it is deleted and a text file is attached to the e-mail message (called substitute.txt) informing the receiver that the attachment was infected with a virus. The receiver can then contact the sender to have the message retransmitted after the attachment has been cleaned of the virus. Windows Updates All computers running the Microsoft Windows operating system and connected to the Hamilton College network must be kept up-to-date with critical service updates from Microsoft. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Individuals wanting to request an exception to the Windows update policy must do so in writing to the Vice President for Information Technology. Network Connections in Departments All offices, laboratories, and classrooms on campus are wired for access to the network. If departments request additional network jacks, or if network connections need to be moved to different locations, the department should request this service through ITS. The department will be billed for charges resulting from moves, additions, and changes. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Any costs incurred to repair damages to a network, telephone, or cable television jack in a department will be billed to that department. Dial-Up Connections For all campus users the primary access to Hamilton computing services is through the campus network. Dial-in access via modem is not provided.
Policies - Electronic Mail (E-mail) & Listserv (Mass E-mail lists) Email Department or Group Accounts By special permission, college departments and student groups will be granted a single account to facilitate connections between the department or group and interested parties. The department or group must identify one person to be responsible for the account and to act as the contact person. In addition, student organizations must be registered with the Office of Student Activities before an account will be granted. Appropriate Use of E-mail Hamilton strongly recommends that e-mail not be used for confidential communication. E-mail is now considered a formal written record that carries the same legal weight as a formal memorandum. Users of e-mail should remember that e-mail messages become the possession of the receiver and can be easily duplicated and redistributed by recipients. Messages that have been deleted can unintentionally be retained on system backup files. In addition, even secure passwords are not completely confidential. When a private message needs to be conveyed between two individuals, a conversation is the best way to accomplish it, and messages that should not be preserved should be deleted immediately. College policy prohibits certain types of e-mail. These include mail that may be perceived as harassment, political campaigning, chain mail or commercial solicitation. Violators will be subject to loss of computer access privileges, as well as additional disciplinary action as determined by the Hamilton judiciary procedures. Certain types of e-mail, including but not limited to harassing e-mail, may also subject the sender to civil or criminal penalties. In spite of College policy, e-mail can be abused by malicious users who know the owner's computing ID and password. Users are responsible for protecting their own passwords. ListServ Lists ListServ is a commercial software product installed on our E-mail system. It is designed to provide an easy way to create and maintain large E-mail mailing lists. These lists can be used for the one-way distribution of information, for E-mail based discussion, questions and answers, etc. Lists are created and "owned" by an E-mail user who manages the list?s behavior. Any faculty, staff, or student member of the Hamilton College community is entitled to become a ListServ list owner. Campus-based organizations and departments are also entitled to own lists, but an individual within the group must be designated as the list owner. Students must be in good standing with the Dean of Students office and student organizations must be registered with the Office of Student Activities. All lists must be approved by the ITS ListServ administrator prior to creation, but the following general guidelines apply: The purpose of the list must pertain to Hamilton College business. Lists are not open to off-campus subscribers unless special permission is obtained. However, Hamilton College students or employees who use off-campus E-mail addresses are allowed to own and belong to lists. It is the list owner's responsibility to learn the commands necessary to manage the list's subscribers. Under no circumstances can a list be used to participate in or promote activities that are illegal, violate the Hamilton College code of conduct, or the Hamilton College Honor code. To apply for list ownership and select a list type, please read Becoming a ListServ List Owner from which you can create your list. Return to Main Listserv Page ListServ Mass Mailing Lists Effective July 1, 2010 As a service to the Hamilton College community, several e-mail based mass mailing lists have been created. These are designed to facilitate the timely and cost-effective distribution of information to the campus community. E-mail now reaches almost all faculty, administration and staff (members of M & O generally don't use computers in connection with their responsibilities) and students. Participation in the mass mailing lists is voluntary. In order that these lists remain a reliable means of communication, it is important that members of the Hamilton community abide by a few guidelines. These guidelines are not designed to limit free speech but are intended to keep your mail volume at a reasonable level. Most importantly, anonymous mailings are prohibited. The sender's real name must be identified (in full) within the body of the message - not just at the top in the "from" line. There are two sets of mass mailing lists, one for announcement of events and the other for general campus notices. The guidelines for use of these lists are explained below. Events By an "event" we mean an activity (meeting, performance,, lecture, etc.) that takes place on- or off-campus at a specific date and time and is sponsored, or co-sponsored by either an academic or administrative department/program or a student organization recognized by Student Activities. Sponsorship means that the chair of a College department, program or organization indicates that the organization supports the event and that members of the College are actively involved in organizing the event (e.g., as speakers). If someone other than the organizer(s) makes the event announcement, they share in the responsibility for adhering to the guidelines. Posting to the lists will be limited to all employees and two* student representatives, or the e-mail account assigned to each student organization recognized by Student Activities. Violations by the student representatives will accrue to the organization they represent regardless of whether the violator acted alone. An event will be limited to two posts to the mass mailing lists. Corrections count as one of the two messages. If an event is cancelled or postponed, two additional notices are allowed. Each message must have a subject line that is descriptive of the event The first 4 lines of the message must contain: Date and time of the event Sponsor of the event Name of the event Location of the event The remainder of the message should be a short description of the event. [Note that if you include graphics you may exceed the limit of 25 MB for the message. Such messages will be rejected.] Clarification: Posting a message to an inappropriate list is a violation (e.g., posting a message intended for students to the events-all list) The mass e-mail lists for posting events are: a. Events-students@listserv.hamilton.edu (sent only to students) b. Events-20xx@listserv.hamilton.edu (sent to students in a particular class year, where xx is the last two digits of the class year) c. Events-faculty@listserv.hamilton.edu (sent only to members of the faculty) d. Events-staff@listserv.hamilton.edu (sent only to members of the staff) e. Events-admin@listserv.hamilton.edu (sent only to members of the administration) f. Events-maintop@listserv.hamilton.edu (sent only to members of Maintenance and Operations) g. Events-employees@listserv.hamilton.edu (sent only to employees) h. Events-all@listserv.hamilton.edu (sent to both students and employees) The notices mass e-mail lists will be used only for the following general categories. A non-comprehensive bulleted list of examples is provided for each category. Announcement of Hamilton deadlines, policies and procedures These announcements must come from individuals representing the administrative or academic departments responsible for the deadline, policy or procedure being addressed (e.g. drop-add, parking permits, library books due) Reports from Hamilton organizations or departments These reports must come from individuals representing the academic or administrative offices, or student organizations recognized by Student Activities who generated the reports (e.g., Minutes of Student Assembly, Agendas, reports from faculty meetings, Honor Court decisions, results of campus-wide initiatives or community events such as United Way, Heart Walk & Run, announcement of appointments). Notification of the availability of, or changes in, Hamilton College services or facilities These notices must come from individuals representing the academic or administrative departments, or student organizations recognized by Student Activities who are responsible for the services or facilities being addressed (e.g., dining and fitness center schedules, availability of Hamilton housing, IT and library services, department newsletters, availability of Hamilton-sponsored publications, Campus Safety announcements, sales in the College Store, Physical Plant notices, fund raising activities for Hamilton organizations, fund raising activities approved by Office of the President (for employees) or by the Student Activities Office (for students)). Surveys Student-initiated surveys must be related to the academic program and endorsed by a faculty mentor. The request for such surveys must be submitted by the faculty mentor. These surveys must be sent to exception@hamilton.edu for prior approval. Student organizations recognized by Student Activities can submit surveys directly to the student lists. These must be surveys that will only be given to students. Surveys related to college business or faculty research may be submitted directly to the lists. Notices from members of the senior staff directly related to their areas of responsibility The mass e-mail lists for posting notices are: a. Notices-students@listserv.hamilton.edu(sent only to students) b. Notices-20xx@listserv.hamilton.edu (sent to students in a particular class year, where xx is the last two digits of the class year) c. Notices-faculty@listserv.hamilton.edu (sent only to members of the faculty) d. Notices-staff@listserv.hamilton.edu (sent only to members of the staff) e. Notices-admin@listserv.hamilton.edu (sent only to members of the administration) f. Notices-maintop@listserv.hamilton.edu (sent only to members of Maintenance and Operations) g. Notices-employees@listserv.hamilton.edu (sent only to employees) h. Notices-all@listserv.hamilton.edu (sent to both students and employees) Please consider your audience carefully (e.g., do not send a mailing to "all" if you only need to reach students).Examples of inappropriate uses include, but are not limited to: Personal opinion, public debate, or campaigning Announcements should not attempt to sell the reader on a point of view. The information provided should be as factual as possible and sufficient enough to explain the purpose of the announcement. If additional background information is necessary, a web link may be included. A message that contains no actual announcement (e.g. does not meet the criteria listed above for an event or a non-event) is a violation. Give-aways (personal property such as furniture, tickets, equipment, books, etc.) Surveys other than those specified above Chain mail Lost and found (except when it is Hamilton College property, or involves animals) there is a Lost and Found channel in My Hamilton. Requests for rides (there is a Rides channel in My Hamilton) Items for sale - or items desired (including houses, tickets, books, services, etc.) There is a marketplace channel in My Hamilton that can be used for this purpose. Exceptions to the Guidelines: Messages that Fall Outside the Guidelines, or from senders not approved for Mass Mail: Any individual wanting to post a message to the mass e-mail lists that falls outside of the guidelines, can request that the message be posted by sending a request for an exception to: exception@hamilton.edu. The request will be directed to the appropriate member of the senior staff for approval. Approval or denial will be communicated to the person making the request. Requests for exceptions should be sent at least two business days in advance of the time the posting is to take place. Penalties for Violations: A first time violation will result in the removal of posting (sending) privileges to the mass lists for a period of one month (not including breaks). A second violation will result in the removal of both posting and receiving messages to/from the mass lists for a period of one month (not including breaks). A third violation will result in the loss of posting and receiving privileges for the equivalent of a full semester. A fourth violation will result in the individual being referred to the appropriate judicial body dealing with employees or students. Violations are cumulative for as long as you are at Hamilton (or four years for employees). Loss of privileges applies to all the mass lists. Violators may appeal their penalty by submitting their reasons in writing to the chair of the Committee on Information Technology. The Committee will review the appeal and return a decision within 5 business days. During the appeal process the penalty will be suspended. [Return to Main Listserv Page] For questions about these Policies, Procedures, Plans and Standards, contact: David Smallen Vice President for Information Technology, Hamilton College 315-859-4169
Quick Start Guide for List Owners Email For ListServ 16.0 Logging in and Setting your ListServ Preferences Open your web browser software (Internet Explorer, FireFox, Safari, etc.) and go to: http://listserv.hamilton.edu. Click on Log In (in the upper right corner). If you have a password already established, enter your entire e-mail address (e.g. dquayle@hamilton.edu) and your Listserv password in the fields provided. Then click on the Log In button (circled at right). If you don’t have a password, or don’t remember your password, click on the link to “get a new LISTSERV password” and follow the on-screen prompts. When your password has been set, return to http://listserv.hamilton.edu. After you've logged in, click on Preferences (located in the upper right corner of your screen below the green question mark shown in step 2). Click on the down arrow in the Start Page setting and choose "List Dashboard" from the list. NOTE: If you are an advanced user and you want to see all the options, you may want to consider setting the Mode to “Expert Mode”. The Mode setting is in the first line in the preferences. Click on the Update button in the lower right or upper right corner. The screen will not change. Viewing, adding or deleting list subscriptions There are two sections in this document that describe how to manage subscriptions. This first section describes the easiest approach. The steps that follow will satisfy most of your subscription management needs. However, if you need to add or delete large numbers of subscribers or you need to alter specific settings for a subscriber, then proceed to the next section for a more detailed approach to managing subscriptions. If you are not already in the List Dashboard view, click on the List Management menu and then select List Dashboard from the drop down list. A list of the lists you own should appear in the bottom half of the screen. To add, delete or search for subscribers and to see a list of your subscribers, click on the [View] link under the Subscribers column heading. In the Subscriber Reports screen that opens, there are several functions you can perform. Please refer to the illustration after step 3b. To search for a subscriber, enter as much of their name (or address) as you know in the field to the right of "Search Options", and then click on Search. To add a new subscriber, fill in the person's full address (e.g. jdoe@hamilton.edu) followed by his/her full name (e.g. John Doe). When you click the Add Subscriber button he or she will be added to your list but he or she will NOT be automatically notified of the subscription. To delete one or more subscribers, refer to the list of subscribers that appears below the search and add fields. Select a subscriber (or subscribers) by clicking in the checkbox that appears next to the subscriber’s name. Then, click on the button labeled Delete Selected Subscribers. No notification will be sent to the subscriber. NOTE: If you have more than one page of subscribers, you will need to delete subscribers one page at a time. Managing subscriptions in bulk & managing subscriber settings This section describes how to manage subscriptions in bulk as well as how to manage details for a specific subscriber. It uses a slightly different technique than described in the previous section. If you have not already done so, log in to Listserv by going to http://listserv.hamilton.edu. Remember to enter your full e-mail address as your login ID. If you have forgotten your password, refer to step 2b at the very beginning of this web page. Once logged in, click on the List Management menu and select List Dashboard. Depending on how many lists you own, in the section labeled "Select List", you will either see the name of your list, names of your lists or alphabetical groupings of lists. If you have own more than one list, click to select the list you wish to examine or manage so that its name appears in the Select List space. Click on the List Management menu at the top of your screen and from it select Subscriber Management. To Add or Remove Subscriptions in Bulk If you need to subscribe or remove a long list of people to your list, the easiest way to accomplish this is through the “bulk” feature. To use the bulk operation tab, you must first create a plain text file that contains a list of the subscribers you wish to add or delete (the format is described in sections a & b below). This file can be created in Microsoft Word but you must take care to choose Save As in order to change the file format to Plain Text (*.txt). On a Windows computer, “Plain Text” is found by selecting the “Save as type” drop-down list. On a Macintosh, “Plain Text” is found in the “Format” drop-down list. NOTE: Additions and Deletions CANNOT be added to the same file. Insert Screen Shots from Word 2010 & 2011 Here Additions should by typed as follows (full address followed by full name) gwashing@hamilton.edu George Washington alincoln@hamilton.edu Abraham Lincoln ahamilto@hamilton.edu Alexander Hamilton NOTE: Each subscriber appears on a separate line. A tab (not a space) is used to separate the e-mail address from the subscriber’s full name. Deletions should be typed as follows (full address only) gwashing@hamilton.edu alincoln@hamilton.edu ahamilto@hamilton.edu NOTE: It is not necessary to include the subscriber’s full name if their subscription is being deleted from the list. Once you have logged in to Listserv (http://listserv.hamilton.edu), proceed to the List Management menu and then choose List Dashboard if you are not already on that screen. As described in sections above, select the list you wish to manage. Return to the List Management menu and choose Subscriber Management. In the screen that opens, click on the Bulk Operations tab. In the Bulk Operations screen, select the operation you wish to perform. Read each selection carefully before making your choice. Then, click on the Browse... button and navigate to the location of the plain text file you saved in step 1 above. Once you click to select the file, its location and file name will appear in the Input File: space to the left of the Browse button. Review your settings to confirm you are about to perform the correct operation and then click on the Import button. When the operation is complete you will see a summary of the import at the top of the page. The example below is for a list called “Test-L”.
Student Organization Account Creation Process Email There are two types of accounts managed using the Student Organization Management system, Mass E-mail Only and Student Organization accounts. Both account types are described below. Mass E-mail Mass E-mail accounts are used by student groups who only need the ability to post messages directly to ListServs. One e-mail addres, specified by the submitter, is given posting privileges. The address can either by a student's Hamilton e-mail address or a generic group account. This system allows submitters to request a group e-mail account. This request is sent to Debby Quayle, who communicates directly with the submitter to create the e-mail account. Once the Mass E-mail Group information is reviewed and approved by Student Activities the necessary ListServ commands are automatically sent and the account is granted ListServ posting privileges. Student Organization Recognized Student Organizations have to be approved by Student Activities every year, and are required to provide contact and leadership information, a membership roster, and a constitution. By registering, student organizations have benefits including using the College name, access to facilities, vans, funding, supplies and resources, and e-mail and storage server space. Student Organizations have the ability to request an organization e-mail address. This request is sent to Debby Quayle, who works directly with the organization's leadership to create the account.
Your Hamilton College Electronic Resources Account Email Your Hamilton College Electronic Resources Account What Your Account Will Access Depending on your role at Hamilton, the account details (username and password) you were provided may be used for e-mail, our wired and wireless network, network printing, and a variety of web resources like My Hamilton, Blackboard and Citrix. At present, your password is synchronized so that it will work with the various systems to which you may have been given access. At a minimum, faculty, employees, and students are given access to e-mail, the network (wired and wireless) and to printing. Guidelines for Account Use Good account security depends on keeping your account ID and password private. If your password is easily guessed or discovered it puts the College network and all of your electronic resources at risk. It also means someone can engage in illegal activities on the Internet in your name. You are encouraged to familiarize yourself with Hamilton’s guidelines and policies regarding the appropriate use of our network resources. They can be read online by selecting Policies on the left side of this page. In the Policies section, click on Policies, Procedures, Plans and Standards. In particular, you are encouraged to read the guidelines for sending mass e-mail. Activating your E-mail Account Prior to using your e-mail account, it must be activated. To do so, go to http://my.hamilton.edu and log in using the ID (username) and password shown on the sheet you received. Once you have logged in to My Hamilton, click on the link that appears across the top of the My Hamilton page (as illustrated below). From there, follow the on screen instructions that will guide you through the activation process. Changing your password Instructions for changing your password(s) can be found in the following document: http://www.hamilton.edu/college/its/documentation/e-mail/general/external/hto-changepasswords-all.pdf The extent to which your account has been granted access to Hamilton network resources will determine the best way to change your password. If the instructions referenced above do not work for this account, please contact the ITS Help Desk at the number below. Using Your E-mail Account Once your account has been activated, you can access your e-mail by logging in to http://my.hamilton.edu and then by clicking on “Read e-mail”. This will require a second login. You can also log in to your e-mail account directly by going to http://hillconnect.hamilton.edu. If this is a network-only account, it can be used immediately at the login prompt on Hamilton College computers (lab and office). To configure your mobile device for e-mail and wireless access To configure your mobile device for your e-mail account, please visit: http://my.hamilton.edu/information-technology-services/hillconnect. To configure your mobile devide for our wireless network, please visit: http://my.hamilton.edu/information-technology-services/hillconnect/mobile-wi-fi. To configure your personal computer for Hamilton's wireless network To configure your personally owned computer for Hamilton's wireless network prior to your arrival or once you are here, please visit: https://my.hamilton.edu/information-technology-services/quick-reference-guide/network-1/secure-wireless? Problems? If you experience problems with your Hamilton account, please call the ITS Help Desk at (315) 859-4181. Hours: Late May - Late August, M-F, 8:00 AM – 4:00 PM Late August–late May, M-F 8:30 AM – 4:30 PM.
Your Hamilton E-mail & SSS Accounts After Graduation Email Your Hamilton E-mail After You Graduate When is my account deleted? What happens if I miss the deadline? How do I get a deadline extension? How do I get an alumni e-mail account? How do I transfer mail out of my Hamilton account? How do I forward mail to another account? How do tell correspondents my new address? Questions? When is my account deleted? Your Hamilton e-mail account will be deactivated approximately three (3) months after you graduate. Typically this occurs on August 31 or March 31 (for December graduates). Once your account is deactivated, no new mail is received. Your mail remains on the server after deactivation until your account is physically removed (deleted) one month later. Back to top What happens if I miss the deadline to transfer my mail to another account? Although your account is deactivated on the deadline date, your messages are not physically removed from our server for another month. This allows us to easily restore your messages should you accidentally miss the deadline. After the one month grace period has passed, your mail is no longer retrievable. Back to top How do I get a deadline extension? Under special circumstances it is possible to obtain a brief extension. Please address your request to the helpdesk (hd@hamilton.edu). You should include your reason for requesting the extension and the length of time it is desired. Back to top How do I get an alumni e-mail account? The alumni address available to Hamilton graduates (you@alumni.hamilton.edu) is not an actual e-mail account. Instead, it is a mail forwarding service. To sign up for this service please visit the Hamilton Alumni Directory Registration page and follow the step-by-step registration process. When you register, you must provide a real address to which mail is forwarded when mail is addressed to you@alumni.hamilton.edu. The e-mail address you used as a student will not be available for your alumni e-mail address until your old account has been fully deleted as described above. The advantage to the alumni forwarding service is that it allows you to list a Hamilton Alumni e-mail address on professional correspondence. It remains in effect after your Hamilton account is removed and as long as the address to which you forward mail remains active. Back to Top How do I transfer mail from my Hamilton e-mail account to another account? To move existing mail from your Hamilton account into another account before your Hamilton account is deleted please refer to the pertinent section below. To transfer your Hamilton mail to an existing Gmail.com account, please visit: http://my.hamilton.edu/information-technology-services/resource-center/moving-your-mail-to-another-account-1 To transfer your Hamilton mail to a non-Gmail web-based e-mail account: Many web-based e-mail accounts like Gmail (e.g.Yahoo), give you the ability to automatically import mail from your Hamilton account. The settings referenced in the instructions for Gmail may assist you in transferring your mail, however, the screens will be different depending on the application you use. Back to Top How do I forward my Hamilton e-mail to another account? Once you have transferred your mail to your non-Hamilton account, it is wise to start forwarding new mail to that account at the same time. When forwarding is turned on it only forwards mail received from that point forward. To transfer mail previously received, please see the section above. For instructions on how to set up forwarding, please refer to Google's help page at: http://mail.google.com/support/bin/answer.py?answer=10957 Back to Top How do I tell correspondents my new address? To create an auto-reply message to inform correspondents of your new e-mail address, please refer to Google's help page at: http://mail.google.com/support/bin/answer.py?answer=25922 Back to Top Questions? If you have questions regarding your Hamilton E-mail account after graduation, please feel free to contact the ITS Help Desk at helpdesk@hamilton.edu or call 315-859-4181. Back to Top Return to the ITS Home Page

Gmail

How to Move your Local Folders into your IMAP account Gmail This document explains in general terms how to move “local” mail folders onto the mail server. By “local” we mean mail folders that are listed only in your client software (e.g.Thunderbird, Outlook, Apple Mail) and do not appear when you login to the Hamilton mail server. Local folders are typically used to store old mail, excess mail or mail you don’t need to access when you are away from campus. It resides strictly on the hard drive of your computer. Example: Thunderbird (Windows & Macintosh) These are the folders that appear in your client software (e.g. Thunderbird) and will also appear on the mail server. These are typically referred to as your IMAP folders. These are the folders in which you may have stored old mail, excess mail or mail you don’t need to see when you are away from campus. The folders are located only on the hard drive of your computer and are therefore not visible when you login to the Hamilton web mail server. NOTE: In Microsoft Outlook, the local folders are called Personal Folders and appear at the top of the list of folders. In Mac Mail your local folders will appear at the top of your list of folders and may be in a section labeled “On My Mac”. Moving your local mail to Gmail The advantage to moving your local mail to Gmail after the transition is that you can potentially take more time to decide which of your local mail folders to move to Gmail. Gmail provides 7 gigabytes (GB) of storage, which should accommodate most peoples’ needs. You can easily determine your exact quota usage by logging in to your Gmail account and then look to the bottom of the screen. Example quota in Gmail. screenshot How to move a folder Regardless of the client software you use, the process of moving a folder is essentially the same. Note that in some e-mail software (e.g. MS Outlook), a “move folder” feature exists, which makes the process very easy. It assumes you wish to move the entire content of a mail folder. However, ITS recommends you copy your local folders first and then compare the folders in your client and Gmail to ensure the local folders have all been copied. See below for instructions. You can move a folder back to your local folders if you change your mind. Moving only selected messages is described below in the Problems? section. Start by clicking once on the folder name. This is usually sufficient to highlight the folder in the list of folders. With the folder name highlighted, click on it once more but do not release the mouse button. With the mouse button still held down, carefully move the folder to the name of your account (which typically appears above your first IMAP mail folder). In the example above, the IMAP account is called tsylla@me.com. NOTE: If the folders are very far apart you can move the mouse to the top of (or bottom) until the list starts to scroll. If it fails to scroll you may have to move the folder in stages. When you are directly over the name of your IMAP account, the name will highlight (darken). This is how you know you are “on” it. Now it is safe to release the mouse button. Doing so will start transferring a copy of the folder. Depending on how much mail is in the folder you moved, the time it takes to create the new folder and copy its contents may be brief or may take several seconds. It is important to be patient. After the folder has been successfully copied to your IMAP account, you can compare its contents to the copy that remains in your local folders. When you feel comfortable they are the same, it is safe to delete the folder in your local folders. Be sure to open a few messages that may contain attachments to confirm whether the attachments will open. After you have moved each folder, you should click on the “get mail” icon (or “send/receive” in Outlook) to see whether you’ve received a quota warning. You can also check your quota using the methods described above on page one. Problems? If you are unable to move a folder because the mail it contains is corrupted or not formatted correctly for the server, you may receive a warning like the following. The text may differ slightly from one mail program to another but the essence of the message will be that the mail cannot be moved. Unfortunately, the only remedy is to manually move messages one (or a few) at a time. To do this, you must first create the new folder in your IMAP account that will receive the messages. Next, open the local folder containing the corrupted mail and then highlight (select) one (or a few) of the messages it contains and drag them onto the name of the new folder as described above. If the message copies successfully, repeat the process until you discover the message (or messages) that cannot be copied. Skip the faulty message and continue with the remainder.

Graduation

Your Hamilton E-mail & SSS Accounts After Graduation Graduation Your Hamilton E-mail After You Graduate When is my account deleted? What happens if I miss the deadline? How do I get a deadline extension? How do I get an alumni e-mail account? How do I transfer mail out of my Hamilton account? How do I forward mail to another account? How do tell correspondents my new address? Questions? When is my account deleted? Your Hamilton e-mail account will be deactivated approximately three (3) months after you graduate. Typically this occurs on August 31 or March 31 (for December graduates). Once your account is deactivated, no new mail is received. Your mail remains on the server after deactivation until your account is physically removed (deleted) one month later. Back to top What happens if I miss the deadline to transfer my mail to another account? Although your account is deactivated on the deadline date, your messages are not physically removed from our server for another month. This allows us to easily restore your messages should you accidentally miss the deadline. After the one month grace period has passed, your mail is no longer retrievable. Back to top How do I get a deadline extension? Under special circumstances it is possible to obtain a brief extension. Please address your request to the helpdesk (hd@hamilton.edu). You should include your reason for requesting the extension and the length of time it is desired. Back to top How do I get an alumni e-mail account? The alumni address available to Hamilton graduates (you@alumni.hamilton.edu) is not an actual e-mail account. Instead, it is a mail forwarding service. To sign up for this service please visit the Hamilton Alumni Directory Registration page and follow the step-by-step registration process. When you register, you must provide a real address to which mail is forwarded when mail is addressed to you@alumni.hamilton.edu. The e-mail address you used as a student will not be available for your alumni e-mail address until your old account has been fully deleted as described above. The advantage to the alumni forwarding service is that it allows you to list a Hamilton Alumni e-mail address on professional correspondence. It remains in effect after your Hamilton account is removed and as long as the address to which you forward mail remains active. Back to Top How do I transfer mail from my Hamilton e-mail account to another account? To move existing mail from your Hamilton account into another account before your Hamilton account is deleted please refer to the pertinent section below. To transfer your Hamilton mail to an existing Gmail.com account, please visit: http://my.hamilton.edu/information-technology-services/resource-center/moving-your-mail-to-another-account-1 To transfer your Hamilton mail to a non-Gmail web-based e-mail account: Many web-based e-mail accounts like Gmail (e.g.Yahoo), give you the ability to automatically import mail from your Hamilton account. The settings referenced in the instructions for Gmail may assist you in transferring your mail, however, the screens will be different depending on the application you use. Back to Top How do I forward my Hamilton e-mail to another account? Once you have transferred your mail to your non-Hamilton account, it is wise to start forwarding new mail to that account at the same time. When forwarding is turned on it only forwards mail received from that point forward. To transfer mail previously received, please see the section above. For instructions on how to set up forwarding, please refer to Google's help page at: http://mail.google.com/support/bin/answer.py?answer=10957 Back to Top How do I tell correspondents my new address? To create an auto-reply message to inform correspondents of your new e-mail address, please refer to Google's help page at: http://mail.google.com/support/bin/answer.py?answer=25922 Back to Top Questions? If you have questions regarding your Hamilton E-mail account after graduation, please feel free to contact the ITS Help Desk at helpdesk@hamilton.edu or call 315-859-4181. Back to Top Return to the ITS Home Page

Hardware

Policies - Access to Information Technology Resources Hardware Policies Access to Information Technology Resources Eligibility Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Electronic resources include: Group I (electronic mail, listservs, personal calendar, portal, Blackboard course management system, network storage, campus ID card) Group II (Web Advisor) Group III (Login access to Datatel) Access to electronic resources for employees, students, spouses/partners, and alumni is enabled through username and password provided to individuals according to the following guidelines. Non-Faculty Employees are given access to Group I resources upon notification of hire. Access to Group III resources is by request from the Department Head. Non-Faculty employee access to all resources is removed at the end of business on the last date of employment. As soon as an employee gives notice, he/she should enable a "vacation" (auto-responder) message to indicate his/her last date of employment and to provide correspondents with an alternate address to which they should address future College business. Employees should also remove any personal e-mail or files from their accounts during this period. Faculty are given access to Group I resources and Group II resources upon notification of hire. Access to Group III resources is by request by the Dean of Faculty. Faculty access to all resources is removed at the end of business three months after the last date of employment. A request for a brief extension of e-mail privileges may be made to the Dean of Faculty. Upon request to the Dean of Faculty an emeritus faculty member can retain his/her Hamilton e-mail address for as long as desired. Students are given access to Group I and Group II resources upon making an acceptance deposit to the College. Students who work in administrative offices may be granted limited access to Group III resources. Student access to all resources is removed three months after withdrawal or graduation. A request for a brief extension of e-mail privileges may be made to the Director, Help Desk and Training Services in ITS. Graduates are automatically eligible for access to the Hamilton alumni directory. As part of the directory, alumni have access to an e-mail forwarding service. Each alumnus can create a username@alumni.hamilton.edu which will automatically forward e-mail to an e-mail account they have with an Internet Service Provider (e.g. AOL). Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Access to these resources is provided to employees of the College (faculty, administration, staff, maintenance and operations) and enrolled students consistent with their responsibilities. E-mail accounts are continued for Hamilton alumni for three months after graduation, and may be extended by special request to the e-mail administrator. Other individuals, upon submission of a request, may be granted access to some, or all, of Hamilton's IT resources by the Vice President for Information Technology. Generally, such individuals will have some association with the College. The terms of access will be stated at the time access is granted. Under no circumstance may anyone use College IT resources for profit-making activities, in ways that are illegal (e.g. copyright violations), that threaten the College's tax-exempt or other status, or interfere with reasonable use by other members of the College community. Convention For User Names The standard Hamilton naming convention for access to electronic systems comprises the first initial of the first name, followed by (up to seven characters of) the last name. If duplicates occur, the middle initial is generally used to resolve ambiguity. Access in Residence Halls Residence hall connections are intended to provide students with access to telephone and cable television services, and the campus data network. One telephone, cable television, and data network connection is provided for each student. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Students must provide their own telephones, televisions, computers, software, and Ethernet cards that meet minimum Hamilton standards. Information on current minimum standards and recommended configurations is available online. Network standards are updated annually. Any costs incurred to repair damages to a network, telephone, or cable television jack in a residence hall room will be divided equally, and billed to the students residing in that room. Management of Internet Bandwidth The campus network, including our connection to the Internet, is a critical shared resource for supporting the academic program. Uses of our Internet connection that are central to the academic/administrative mission of the college (e.g. access to Hamilton web, e-mail, and Blackboard Courseinfo servers) will receive higher priority during times when classes are in session, offices are open, and in the evenings when preparation takes place (i.e. critical times). Low priority uses, including recreational uses, are peripheral to our mission and will receive lower priority during critical times. Between the hours of 7 a.m. and 2 a.m. each day (critical times): With the exception of web traffic a fixed percentage of bandwidth is allocated between the residence halls and the Internet. Access to the Hamilton e-mail, web, and Blackboard Courseinfo servers from off-campus is the highest priority. Incoming or outgoing web traffic between the Internet and the campus network is the next highest priority. Peer-to-Peer Internet applications (applications for distributing videos, music, software, etc.) receive the lowest priority. Between the hours of 2 a.m. and 7 a.m. (non-critical times): There will be no restrictions on bandwidth. The quality and volume of our Internet traffic is regularly monitored to assure that critical applications are available to members of the community. Hamilton does not monitor the content of traffic on the network. It is the responsibility of each person using college resources, including the network, to do so in an ethical and legal manner. Particular attention should be given to observing copyright laws for digital materials. Personal Computers on the Network Internet addresses are provided dynamically through a Dynamic Host Configuration Protocol (DHCP) system. In order to obtain a static Internet (TCP/IP) computer address the owner of the system must register the computer with ITS network services. The rules and regulations contained in this policy pertaining to electronic mail and Internet access are equally applicable to the use of personal machines for file sharing or as servers. If bandwidth or other problems occur, ITS reserves the right to discontinue access to the machine. Computers connected to the network may not be used as servers for private enterprises, commercial activity, or personal profit. Computers connected to the network may not be used to provide access to the Internet for anyone not formally affiliated with the College. If personal computers on the Hamilton network are used as servers, the administrator has the additional responsibility to respond to any use of the server that is in violation of these policies and procedures. Server administrators must take steps to prevent recurrence of such violations and report these violations to the Hamilton Network Administrator (hostmaster@hamilton.edu). ITS reserves the rights to disconnect any network port whose activity causes an adverse effect on the network or on any other user. Network connections may also be revoked in the case of malicious or inappropriate computing activity on the network. See Noncompliance and Sanctions for examples of these activities. ITS reserves the right to restrict access to the network during expansion, or for diagnostic and maintenance services. Every effort will be made to provide advance notification and to schedule such disruptions during times of minimum impact and traffic. Virus Protection Hamilton College requires all computers connected to the network to have up-to-date virus protection. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Sophos anti-virus software is provided free to all students. Other anti-virus products may be substituted for Sophos Anti-Virus as long as they are kept current. In addition, all attachments to e-mail sent to the Hamilton mail server are scanned for viruses. If an attachment is found to be infected it is deleted and a text file is attached to the e-mail message (called substitute.txt) informing the receiver that the attachment was infected with a virus. The receiver can then contact the sender to have the message retransmitted after the attachment has been cleaned of the virus. Windows Updates All computers running the Microsoft Windows operating system and connected to the Hamilton College network must be kept up-to-date with critical service updates from Microsoft. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Individuals wanting to request an exception to the Windows update policy must do so in writing to the Vice President for Information Technology. Network Connections in Departments All offices, laboratories, and classrooms on campus are wired for access to the network. If departments request additional network jacks, or if network connections need to be moved to different locations, the department should request this service through ITS. The department will be billed for charges resulting from moves, additions, and changes. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Any costs incurred to repair damages to a network, telephone, or cable television jack in a department will be billed to that department. Dial-Up Connections For all campus users the primary access to Hamilton computing services is through the campus network. Dial-in access via modem is not provided.

HillCal

Configuring my Mobile Device for HillConnect E-mail HillCal ITS will provide documentation and generic settings for configuring your mobile device/smart phone to connect to HillConnect services (HillMail, HillCal) to the Hamilton Wireless network. We recommend you refer to the Google Mobile Device support pages for your specific device and to the documentation provided by your wireless carrier (Verizon, AT&T, Sprint) or/and your smart phone manufacturer (iPhone/Android/Blackberry/Windows Mobile). This page details configuring your mobile device to synchronize it with your HillConnect e-mail and calendar. Visit our secure wireless page to configure your mobile device to use Hamilton's secure wireless network. Configuring Your Mobile Device Google supports the following devices for e-mail and calendar access. The ITS Help Desk is happy to take your call (x4181), but we have no way to guarantee that HillConnect and Hamilton's wireless network will be compatible with all smart phones and mobile devices. Please read this first: What's the difference between Google Sync and IMAP Device Google Sync Setup IMAP Setup BlackBerry BlackBerry Google Sync BlackBerry IMAP Note: Gmail IMAP access is not officially supported for BlackBerry devices at this time. iPhone/iPod Touch iPhone Google Sync iPhone IMAP Google Android Android Google Sync Palm Pre/Pixie Use device Web browser Palm OS Not officially supported by Google Windows Mobile Window Mobile Google Sync Windows Mobile IMAP Return to HillConnect Homepage

HillConnect

A Few Things to Know About the HillConnect Environment HillConnect Return to HillConnect Homepage Getting help Google continuously updates its core e-mail and calendar programs so that new features are brought to you as soon as they become available. Consequently, if you see something new that is unclear, your best bet is to take advantage of the online help built in to HillMail and HillCal. How do I access the HillConnect environment directly? To log in directly to your HillMail account, please go to: http://hillconnect.hamilton.edu What is the "Migrated" label/folder? If you had an active e-mail account at Hamilton prior to May 2010 and your account was transitioned to HillConnect, a label/folder with the name "Migrated" was created during the transition process. It's important to know that what the old mail server referred to as a" folder" is now referred to as a "label" in the new system. A fundamental difference between the two storage methods is that with the new Google system multiple labels can be assigned to message where previously in the old SUN system a single message could be assigned to only one folder. Therefore you can delete the label/folder named "Migrated" and not delete the associated messages. I no longer receive a copy of any messages I send to Hamilton Listserv's what do I need to do? Google will not deliver mail to you that you send to a Listserv list. So that you can tell whether your message was processed, your subscription settings are automatically set so that you will receive an acknowledgment e-mail message from Listserv when your message is delivered to a list. If you still wish to see a copy of your message in your INBOX, you can add your e-mail address to the CC (carbon copy) line when you address your message to the list. Note that the CC line is processed independently from the TO line. Therefore, receipt of the message in your INBOX is not confirmation that your message was distributed to the list. Only the acknowledgement message noted above can be considered confirmation that your message was distributed. How Can I Change Label Colors? The default color assigned to a label is so light it is almost invisible. To change the color, click the square to the right of the label (folder name) and select a color from the palette that appears. Our office/organization shares an account, how many connections can we have to our HillMail account through a client? You are limited to ten simultaneous logins via a client, i.e. if you share an account and use Thunderbird/Outlook/AppleMail. You are not limited by the number of web logins.
Changing Your HillConnect Password to Match Your ESS/SSS Password HillConnect Back to HillConnect home page IMPORTANT NOTE: If you remember your My Hamilton password but you have forgotten your e-mail password, these instructions will help you synchronize your passwords so that both accounts will use the password you use for My Hamilton. If you want to change ONLY your ESS/SSS password, please contact the ITS Help Desk at 315-859-4181. If you remember your HillConnect (e-mail) password and your intention is to make your ESS/SSS password match your e-mail password, please visit the password change form and follow the directions there. To make your E-mail password the same as your current ESS/SSS password: Log in to MY.HAMILTON.EDU Start by going to http://my.hamilton.edu. Use your e-mail ID as your Username (do NOT include @hamilton.edu). Then enter your e-mail password and click on Submit. After logging in, click on the Setup tab. Click on Passwords and Security. Enter your e-mail ID and password. This provides extra security in case you’ve accidentally left yourself logged in on a public computer. Click on Submit. Click on the Synchronize Passwords form link found under the heading Synchronize Passwords. This will automatically begin the synchronization process and change your HillConnect password to match your MyHamilton password. Once done, please try logging onto HillConnect with your MyHamilton password.
Configuring Apple Mail for HillConnect Mail HillConnect For Mac OSX 10.5.x & 10.6.x only These instructions detail how to configure your e-mail client, Apple Mail to access Hamilton’s HillMail email system (powered by Google).
Configuring my Mobile Device for HillConnect E-mail HillConnect ITS will provide documentation and generic settings for configuring your mobile device/smart phone to connect to HillConnect services (HillMail, HillCal) to the Hamilton Wireless network. We recommend you refer to the Google Mobile Device support pages for your specific device and to the documentation provided by your wireless carrier (Verizon, AT&T, Sprint) or/and your smart phone manufacturer (iPhone/Android/Blackberry/Windows Mobile). This page details configuring your mobile device to synchronize it with your HillConnect e-mail and calendar. Visit our secure wireless page to configure your mobile device to use Hamilton's secure wireless network. Configuring Your Mobile Device Google supports the following devices for e-mail and calendar access. The ITS Help Desk is happy to take your call (x4181), but we have no way to guarantee that HillConnect and Hamilton's wireless network will be compatible with all smart phones and mobile devices. Please read this first: What's the difference between Google Sync and IMAP Device Google Sync Setup IMAP Setup BlackBerry BlackBerry Google Sync BlackBerry IMAP Note: Gmail IMAP access is not officially supported for BlackBerry devices at this time. iPhone/iPod Touch iPhone Google Sync iPhone IMAP Google Android Android Google Sync Palm Pre/Pixie Use device Web browser Palm OS Not officially supported by Google Windows Mobile Window Mobile Google Sync Windows Mobile IMAP Return to HillConnect Homepage
Configuring Windows Mail for HillConnect Mail HillConnect Configure Settings for HillMail To change the incoming server settings, click the Tools menu and then select Accounts. Click on your Hamilton Email account and select Properties then click the Servers tab. Set Incoming mail (IMAP) to: imap.gmail.com Set Outgoing mail (SMTP) to: smtp.gmail.com Set E-mail username to: username@hamilton.edu where “username” is your e-mail ID Set User Name to username@hamilton.edu where “username” is your e-mail ID. Check the box that says: My server requires authentication screenshot Click the Advanced tab. Set the Outgoing mail (SMTP) port to: 465 Check the box that says: This server requires a secure connection (SSL) Set the Incoming mail (IMAP) port to: 993 Check the box that says: This server requires a secure connection (SSL) If a window pops up, “Would you like to refresh your folder list?”, click Yes screenshot To change the Hamilton address book settings, click the Tools menu and then select Accounts. Under Contacts select Hamilton AD and click Properties. Set Contacts Directory Account to: Hamilton AD Set Server Name to bud2c.hamilton.edu Click the box that says: This server requires me to log on Set Account name: to username@hamilton.edu where “username” is your e-mail ID. screenshot Click the Advanced tab. Set the port for Contacts Directory (LDAP): to 3269 Click the box that says: This server requires a secure connection (SSL). Set the Search base to: dc=Hamilton,dc=edu (no spaces). Click OK and then Close. screenshot Click the Sync icon and type in your e-mail password. Your mail folders should populate with your Hamilton e-mail.
E-mail and Spam HillConnect Topics covered on this page What is SPAM? SPAM and Identity Theft What is Hamilton doing about SPAM? What do I need to do? What is SPAM? Unsolicited "junk" e-mail sent to large numbers of people to promote products or services. The majority of spam is simply advertising. Some spam, however, is highly suspicious in nature and can expose users to threats such as viruses, spyware, and identity theft. Back to top SPAM and Identity Theft Spam is becoming an increasingly popular vehicle for scam artists to commit identity theft by tricking the recipients into supplying personal information such as credit card numbers or online passwords. This type of spam is called "Phishing." Phishing attacks work by the scam artist sending 'spoofed' e-mail messages that appear to come from an online company that you do business with such as a bank, credit company, online payment service, E-bay, ISP, etc.; businesses that require users to have a personal information for their accounts. The e-mail message will ask you to verify or update your account details by replying to the message, entering the information in a pop-up window, or following a link in the message. The fraudulent messages will often contain the company logo and official-looking formatting that mirrors formatting on the company's real website. If the message contains a link, that link usually points to a fake website that also looks like the company's real website. These messages will often have a sense of urgency and somewhat threatening tone, saying that your account will be suspended or deleted if you do not verify/update within a short timeframe. How to protect yourself: Never respond to e-mail messages that request personal information. Legitimate companies will never ask for personal information over e-mail. When they do correspond with customers via e-mail, they generally send personalized messages that refer to you by your full name, whereas phishers do not. Even if you think the e-mail may be legitimate, do not respond to it. Contact the company directly. Never click on a link in an unsolicited e-mail message. Phishers will often include links to webpages that look authentic with addresses that also look authentic. There are several ways that this can be faked. If you want to log into your online account, go to the company's website by typing its address into the address bar and log in directly. Never e-mail personal or financial information. E-mail is not a secure medium for transmitting sensitive information. If you initiate a transaction and want to provide personal and/or financial information through an organization's website, look for indicators that the site is secure, like a lock in the browser's status bar or a URL that begins with https:// (note the 's' for 'secure' in 'https'). Unfortunately, no indicator is foolproof; some phishers have forged security icons. Report phishing attempts. If you receive an e-mail that has any of the following above, select the e-mail and click the Report Spam icon. For more information on removing spam forever from your account, please click here: http://mail.google.com/support/bin/answer.py?answer=6602 Back to top What is Hamilton doing about SPAM? Hamilton's mail server is now powered by Google which has an automated spam filter. Although HillConnect will pick up most phishing attempts and remove them from your inbox, you may still receive spam e-mails. You can easily remove these from your inbox by clicking the Report Spam icon. The more spam e-mails you mark as spam, the better job Google's system can do in removing future spam e-mails from your inbox. Click the links below for more information from Google below http://mail.google.com/support/bin/answer.py?answer=6602 http://mail.google.com/support/bin/answer.py?hl=en&answer=190737&topic=1669056 Back to top What do I need to do? Follow the guidelines listed above on how to protect yourself from identity theft. Back to top
HillConnect Resources HillConnect Hamilton's e-mail system is HillConnect, powered by Google. The information provided below is designed to address some of the more common questions related to using your e-mail account at Hamilton College. If you have specific questions regarding the functionality or your account (e.g. how to create "groups"), please try using the Help feature built-in to your HillConnect account (click on the "gear" icon in the upper right corner of your HillConnect e-mail screen). If you find that to be insufficient, please contact the ITS Help Desk at 315-859-4181. Topics Covered Requesting an e-mail account Activating your HillConnect account Accessing your e-mail via the Web Using your HillConnect account About the HillConnect environment Changing your existing password Forgotten password Accessing your e-mail via an e-mail client application Configuring your mobile device Mass mailing lists (ListServ) Graduate E-mail Account FAQ Requesting an e-mail account New Student Accounts: ITS automatically creates e-mail accounts for students when they are admitted. Consequently, there should never be a need for a student to request an e-mail account for their own personal use. New Employee Accounts: ITS automatically creates e-mail accounts for employees when we receive official notification from Human Resources. New faculty accounts are created when we receive official notification from the Dean of Faculty office. Temporary Employee Accounts: To request a temporary employee account, please complete the form found at: https://my.hamilton.edu/survey-manager/survey?id=1304. Please notify ITS as far in advance as possible when requesting an account as there are several processes that must take place to ensure your temp has access to all the resources he/she will need. Departmental Accounts: Accounts for departmental use can be requested by contacting Debby Quayle at x4031 or by e-mail at dquayle@hamilton.edu. Organizational Accounts: Student organizations can request accounts when they register on the Student Activities web site. If the organization elects not to register, they must have an employee/faculty sponsor. Back to top Activating Your HillConnect Account Your Hamilton e-mail account must be activated before it can be used. Instrucstions can be found at: https://my.hamilton.edu/youraccount Back to top Accessing your e-mail via the web Regardless of whether you are off campus or on campus you can check your e-mail from any computer as long as it has access to the Internet (World Wide Web). Once you are connected to the Internet, point your browser (Internet Explorer, Safari, Firefox, etc.) to http://hillconnect.hamilton.edu. You can also access your e-mail via the e-mail channel in My Hamilton at http://my.hamilton.edu. Back to top Using Your HillConnect Account About the HillConnect Environment Mac/Windows Understanding conversations Google Apps Overview Video How to set up forwarding in HillConnect From Google How to Configure Filters From Lynda.com To view these videos, please email learnit@hamilton.edu for an account Gmail Essentials Video Calendar Essentials Video Changing your existing password There are two ways to change your password. The Change Password Form allows you to enter a new e-mail password that will also become your new network password. The Synchronize Password link will use your existing network password and will make your e-mail password match it. Change Password Form: Changes your e-mail password and your ESS/SSS at the same time. Synchronize Password Form: Changing your HillConnect Password to Match Your ESS/SSS Password. Forgotten Password Current students and employees need to contact the ITS Help Desk at 315-859-4181 or e-mail us at helpdesk@hamilton.edu for assistance. Instructions for other members of the Hamilton Community. Back to top Accessing your e-mail via an e-mail software application You can access your Hamilton e-mail account using e-mail client software that supports the IMAP mail protocol. ITS supports the use of Mozilla Thunderbird and provides comprehensive documentation for configuring and using Thunderbird. College-owned computers for employees have Thunderbird installed and configured for the computer's user. If you want to install and configure Thunderbird on your personal computer to access your e-mail please contact the ITS Help Desk. Thunderbird Installing & Configuring for HillConnect E-mail Outlook How to Configure Microsoft Outlook 2010 Apple Mail How to Configure Apple Mail Windows Mail How to Configure Windows Mail Others If you are comfortable using another e-mail program without support from ITS, you can use the generic settings below as a guide for setting up one of these e-mail clients. If you need further assistance, use the Help feature in the program or refer to the support webster for the respective software company. Settings for any client Configuring Your Mobile Devices Configuring my mobile device for mail, calendar, and contacts Back to top Mass mailing lists (ListServ) The Hamilton ListServ system allows you to quickly send an e-mail to a group of individuals, such as a club or organization, the entire campus community, or certain class year of students. The ListServ groups for the entire campus, all students, all faculty, all employees, or a particular class year are mass mailing lists which are subject to certain policies. For more information on mass mailing policies and how to use ListServ, see the information on our ListServ web page: ListServ Mailing List Info Back to top
Moving Your HillConnect Mail to Another Account HillConnect This document describes how to move your HillConnect mail into another account. Detailed instructions are provided for moving it into a commercial Gmail account. Moving your Hamilton mail to a Commercial Gmail Account These instructions assume you have already established an account with Google (gmail.com). Click on the gear icon in the upper right corner of your screen next to your e-mail address. From the menu that appears, select Mail Settings. In the Settings screen, click on the link labeled Forwarding and POP/IMAP. Even though your settings may already indicate that “POP is enabled for all mail….”, go ahead and click in the dot next to “Enable POP for all mail (even mail that’s already been downloaded”. Then click on the Save Changes button at the bottom of the Settings page. Log in to your commercial Gmail account (http://gmail.google.com). NOTE: If you have not previously configured your Hamilton account to allow multiple account logins, you will have to log out of your Hamilton account before logging in to your commercial (.com) Gmail account. Once you are in your commercial account, click on the gear icon and select Mail Settings. Click on the link labeled Accounts and Import and then click on the link on that page labeled Import mail and contacts (see below). Enter your HillConnect account address (e.g. dquayle@hamilton.edu) and click on Continue. Enter your HillConnect password and click on Continue. In the next screen enter your password again as prompted. For the next 6 steps, please refer to the image below: Change the POP user name to include @hamilton.edu (e.g. dquayle2@hamilton.edu) Change the SMTP server to pop.gmail.com Click on the link to the right of "Port: 110" labeled Edit Click in the box to select “Use SSL” Change the port to 995 Click on Continue In the next screen select the following check boxes: Import Mail Optional: Select to “Leave a copy of retrieved messages on the server”. NOTE: In some cases, checking this option will prevent the transfer from beginning. If that occurs, uncheck it and try again. Add a label to all imported mail [dquayle2@hamilton.edu] This will allow you to easily identify the mail that was imported from your Hamilton account. 18. Click on Start Import. 19. You should see a confirmation page that informs you the import has begun. Click on OK. NOTE: The transfer of your mail can take DAYS. Google gives it a very low priority but it does take place. You can check on the progress by doing a search in your Gmail.com account for all mail labeled userID@hamilton.edu (substitute your real user ID where “userID” appears”). If the number of messages found with that label in your Gmail.com account matches the number of messages in your “all mail” label (folder) in your HillConnect account, then it is done!! When the transfer has finished you should do the following: Log in to your Hamilton HillConnect account and set it up to forward your mail to your Gmail.com account. You can do this by going to the gear icon and again select Mail Settings. Click on Forwarding & POP/IMAP, fill in the address for your Gmail.com account and click Save Changes. Next, log in to your Gmail.com account. Click on the gear icon, select Mail Settings and then select Accounts and Import. In the middle of the section, where it is labeled Check mail using POP3, you’ll see a link labeled “delete” to the far right. Click on the “delete” link. Doing so will break the tie between your two accounts. From here on, new mail addressed to your Hamilton account will automatically arrive in your gmail.com account.
Student Organization Account Creation Process HillConnect There are two types of accounts managed using the Student Organization Management system, Mass E-mail Only and Student Organization accounts. Both account types are described below. Mass E-mail Mass E-mail accounts are used by student groups who only need the ability to post messages directly to ListServs. One e-mail addres, specified by the submitter, is given posting privileges. The address can either by a student's Hamilton e-mail address or a generic group account. This system allows submitters to request a group e-mail account. This request is sent to Debby Quayle, who communicates directly with the submitter to create the e-mail account. Once the Mass E-mail Group information is reviewed and approved by Student Activities the necessary ListServ commands are automatically sent and the account is granted ListServ posting privileges. Student Organization Recognized Student Organizations have to be approved by Student Activities every year, and are required to provide contact and leadership information, a membership roster, and a constitution. By registering, student organizations have benefits including using the College name, access to facilities, vans, funding, supplies and resources, and e-mail and storage server space. Student Organizations have the ability to request an organization e-mail address. This request is sent to Debby Quayle, who works directly with the organization's leadership to create the account.
Your Hamilton College Electronic Resources Account HillConnect Your Hamilton College Electronic Resources Account What Your Account Will Access Depending on your role at Hamilton, the account details (username and password) you were provided may be used for e-mail, our wired and wireless network, network printing, and a variety of web resources like My Hamilton, Blackboard and Citrix. At present, your password is synchronized so that it will work with the various systems to which you may have been given access. At a minimum, faculty, employees, and students are given access to e-mail, the network (wired and wireless) and to printing. Guidelines for Account Use Good account security depends on keeping your account ID and password private. If your password is easily guessed or discovered it puts the College network and all of your electronic resources at risk. It also means someone can engage in illegal activities on the Internet in your name. You are encouraged to familiarize yourself with Hamilton’s guidelines and policies regarding the appropriate use of our network resources. They can be read online by selecting Policies on the left side of this page. In the Policies section, click on Policies, Procedures, Plans and Standards. In particular, you are encouraged to read the guidelines for sending mass e-mail. Activating your E-mail Account Prior to using your e-mail account, it must be activated. To do so, go to http://my.hamilton.edu and log in using the ID (username) and password shown on the sheet you received. Once you have logged in to My Hamilton, click on the link that appears across the top of the My Hamilton page (as illustrated below). From there, follow the on screen instructions that will guide you through the activation process. Changing your password Instructions for changing your password(s) can be found in the following document: http://www.hamilton.edu/college/its/documentation/e-mail/general/external/hto-changepasswords-all.pdf The extent to which your account has been granted access to Hamilton network resources will determine the best way to change your password. If the instructions referenced above do not work for this account, please contact the ITS Help Desk at the number below. Using Your E-mail Account Once your account has been activated, you can access your e-mail by logging in to http://my.hamilton.edu and then by clicking on “Read e-mail”. This will require a second login. You can also log in to your e-mail account directly by going to http://hillconnect.hamilton.edu. If this is a network-only account, it can be used immediately at the login prompt on Hamilton College computers (lab and office). To configure your mobile device for e-mail and wireless access To configure your mobile device for your e-mail account, please visit: http://my.hamilton.edu/information-technology-services/hillconnect. To configure your mobile devide for our wireless network, please visit: http://my.hamilton.edu/information-technology-services/hillconnect/mobile-wi-fi. To configure your personal computer for Hamilton's wireless network To configure your personally owned computer for Hamilton's wireless network prior to your arrival or once you are here, please visit: https://my.hamilton.edu/information-technology-services/quick-reference-guide/network-1/secure-wireless? Problems? If you experience problems with your Hamilton account, please call the ITS Help Desk at (315) 859-4181. Hours: Late May - Late August, M-F, 8:00 AM – 4:00 PM Late August–late May, M-F 8:30 AM – 4:30 PM.
Your Hamilton E-mail & SSS Accounts After Graduation HillConnect Your Hamilton E-mail After You Graduate When is my account deleted? What happens if I miss the deadline? How do I get a deadline extension? How do I get an alumni e-mail account? How do I transfer mail out of my Hamilton account? How do I forward mail to another account? How do tell correspondents my new address? Questions? When is my account deleted? Your Hamilton e-mail account will be deactivated approximately three (3) months after you graduate. Typically this occurs on August 31 or March 31 (for December graduates). Once your account is deactivated, no new mail is received. Your mail remains on the server after deactivation until your account is physically removed (deleted) one month later. Back to top What happens if I miss the deadline to transfer my mail to another account? Although your account is deactivated on the deadline date, your messages are not physically removed from our server for another month. This allows us to easily restore your messages should you accidentally miss the deadline. After the one month grace period has passed, your mail is no longer retrievable. Back to top How do I get a deadline extension? Under special circumstances it is possible to obtain a brief extension. Please address your request to the helpdesk (hd@hamilton.edu). You should include your reason for requesting the extension and the length of time it is desired. Back to top How do I get an alumni e-mail account? The alumni address available to Hamilton graduates (you@alumni.hamilton.edu) is not an actual e-mail account. Instead, it is a mail forwarding service. To sign up for this service please visit the Hamilton Alumni Directory Registration page and follow the step-by-step registration process. When you register, you must provide a real address to which mail is forwarded when mail is addressed to you@alumni.hamilton.edu. The e-mail address you used as a student will not be available for your alumni e-mail address until your old account has been fully deleted as described above. The advantage to the alumni forwarding service is that it allows you to list a Hamilton Alumni e-mail address on professional correspondence. It remains in effect after your Hamilton account is removed and as long as the address to which you forward mail remains active. Back to Top How do I transfer mail from my Hamilton e-mail account to another account? To move existing mail from your Hamilton account into another account before your Hamilton account is deleted please refer to the pertinent section below. To transfer your Hamilton mail to an existing Gmail.com account, please visit: http://my.hamilton.edu/information-technology-services/resource-center/moving-your-mail-to-another-account-1 To transfer your Hamilton mail to a non-Gmail web-based e-mail account: Many web-based e-mail accounts like Gmail (e.g.Yahoo), give you the ability to automatically import mail from your Hamilton account. The settings referenced in the instructions for Gmail may assist you in transferring your mail, however, the screens will be different depending on the application you use. Back to Top How do I forward my Hamilton e-mail to another account? Once you have transferred your mail to your non-Hamilton account, it is wise to start forwarding new mail to that account at the same time. When forwarding is turned on it only forwards mail received from that point forward. To transfer mail previously received, please see the section above. For instructions on how to set up forwarding, please refer to Google's help page at: http://mail.google.com/support/bin/answer.py?answer=10957 Back to Top How do I tell correspondents my new address? To create an auto-reply message to inform correspondents of your new e-mail address, please refer to Google's help page at: http://mail.google.com/support/bin/answer.py?answer=25922 Back to Top Questions? If you have questions regarding your Hamilton E-mail account after graduation, please feel free to contact the ITS Help Desk at helpdesk@hamilton.edu or call 315-859-4181. Back to Top Return to the ITS Home Page

HillMail

A Few Things to Know About the HillConnect Environment HillMail Return to HillConnect Homepage Getting help Google continuously updates its core e-mail and calendar programs so that new features are brought to you as soon as they become available. Consequently, if you see something new that is unclear, your best bet is to take advantage of the online help built in to HillMail and HillCal. How do I access the HillConnect environment directly? To log in directly to your HillMail account, please go to: http://hillconnect.hamilton.edu What is the "Migrated" label/folder? If you had an active e-mail account at Hamilton prior to May 2010 and your account was transitioned to HillConnect, a label/folder with the name "Migrated" was created during the transition process. It's important to know that what the old mail server referred to as a" folder" is now referred to as a "label" in the new system. A fundamental difference between the two storage methods is that with the new Google system multiple labels can be assigned to message where previously in the old SUN system a single message could be assigned to only one folder. Therefore you can delete the label/folder named "Migrated" and not delete the associated messages. I no longer receive a copy of any messages I send to Hamilton Listserv's what do I need to do? Google will not deliver mail to you that you send to a Listserv list. So that you can tell whether your message was processed, your subscription settings are automatically set so that you will receive an acknowledgment e-mail message from Listserv when your message is delivered to a list. If you still wish to see a copy of your message in your INBOX, you can add your e-mail address to the CC (carbon copy) line when you address your message to the list. Note that the CC line is processed independently from the TO line. Therefore, receipt of the message in your INBOX is not confirmation that your message was distributed to the list. Only the acknowledgement message noted above can be considered confirmation that your message was distributed. How Can I Change Label Colors? The default color assigned to a label is so light it is almost invisible. To change the color, click the square to the right of the label (folder name) and select a color from the palette that appears. Our office/organization shares an account, how many connections can we have to our HillMail account through a client? You are limited to ten simultaneous logins via a client, i.e. if you share an account and use Thunderbird/Outlook/AppleMail. You are not limited by the number of web logins.
Configuring Apple Mail for HillConnect Mail HillMail For Mac OSX 10.5.x & 10.6.x only These instructions detail how to configure your e-mail client, Apple Mail to access Hamilton’s HillMail email system (powered by Google).
Configuring Microsoft Outlook for HillConnect Mail HillMail These instructions detail how to configure Microsoft Outlook 2010 to access Hamilton’s HillMail e-mail system (powered by Google). If you have a different version of Microsoft Outlook, these instructions can still provide some assistance. Go to the File tab, Info, and select Add Account. Choose Manually configure server settings and or additional server type. Click Next. Select Internet E-mail. Click Next. Edit the following fields: Set Incoming mail server: to imap.gmail.com Set Outgoing mail server (SMTP): to smtp.gmail.com Set User Name: to username@hamilton.edu where “username” is your e-mail ID. Click on More Settings. Select the General tab and set Mail Account to HillMail. Click on the Advanced tab. Set Incoming server (IMAP): to 993. Use the following type of encrypted connection: SSL. Set Outgoing server (SMTP): to 465. Use the following type of encrypted connection: SSL (Under SMTP). Click OK. Click Next. Click Finish. To change the Hamilton address book settings click on File, Info and then select Account Settings and then select the Address Books tab. Click the New button and then select Internet Directory Service (LDAP) and then Next. Set Server Name to bud2c.hamilton.edu Check the box for: This server requires me to log on. Set User Name: to username@hamilton.edu where “username” is your e-mail ID. Click on More Settings. Set Display Name: to Hamilton AD Set Port: to 3269 Check the box for: Use Secure Sockets Layer. Click OK, Next and then Finish. Click Close. Click the Send/Receive tab, Send/Receive All Folders and type in your e-mail password. Your mail folders should populate with your Hamilton e-mail. Fine Tune Outlook Settings for HillMail In Outlook click on View, then View Settings. Click on the Sort... button. Select Sent from the drop down box. Verify that the radio-button for Descending is selected. Click OK, then Yes, then OK. Then click back to Columns. Select Received on the right hand column and select Remove. Then click OK. IMPORTANT NOTE: If you already had rules set up prior to updating Outlook to work with your HillConnect account, you might need to recreate your rules for every Hamilton account you check in Outlook. Those rules that move mail to local folders will continue to work as before but those that move mail to an IMAP folder might need to be recreated.
Configuring my Mobile Device for HillConnect E-mail HillMail ITS will provide documentation and generic settings for configuring your mobile device/smart phone to connect to HillConnect services (HillMail, HillCal) to the Hamilton Wireless network. We recommend you refer to the Google Mobile Device support pages for your specific device and to the documentation provided by your wireless carrier (Verizon, AT&T, Sprint) or/and your smart phone manufacturer (iPhone/Android/Blackberry/Windows Mobile). This page details configuring your mobile device to synchronize it with your HillConnect e-mail and calendar. Visit our secure wireless page to configure your mobile device to use Hamilton's secure wireless network. Configuring Your Mobile Device Google supports the following devices for e-mail and calendar access. The ITS Help Desk is happy to take your call (x4181), but we have no way to guarantee that HillConnect and Hamilton's wireless network will be compatible with all smart phones and mobile devices. Please read this first: What's the difference between Google Sync and IMAP Device Google Sync Setup IMAP Setup BlackBerry BlackBerry Google Sync BlackBerry IMAP Note: Gmail IMAP access is not officially supported for BlackBerry devices at this time. iPhone/iPod Touch iPhone Google Sync iPhone IMAP Google Android Android Google Sync Palm Pre/Pixie Use device Web browser Palm OS Not officially supported by Google Windows Mobile Window Mobile Google Sync Windows Mobile IMAP Return to HillConnect Homepage
Configuring Windows Mail for HillConnect Mail HillMail Configure Settings for HillMail To change the incoming server settings, click the Tools menu and then select Accounts. Click on your Hamilton Email account and select Properties then click the Servers tab. Set Incoming mail (IMAP) to: imap.gmail.com Set Outgoing mail (SMTP) to: smtp.gmail.com Set E-mail username to: username@hamilton.edu where “username” is your e-mail ID Set User Name to username@hamilton.edu where “username” is your e-mail ID. Check the box that says: My server requires authentication screenshot Click the Advanced tab. Set the Outgoing mail (SMTP) port to: 465 Check the box that says: This server requires a secure connection (SSL) Set the Incoming mail (IMAP) port to: 993 Check the box that says: This server requires a secure connection (SSL) If a window pops up, “Would you like to refresh your folder list?”, click Yes screenshot To change the Hamilton address book settings, click the Tools menu and then select Accounts. Under Contacts select Hamilton AD and click Properties. Set Contacts Directory Account to: Hamilton AD Set Server Name to bud2c.hamilton.edu Click the box that says: This server requires me to log on Set Account name: to username@hamilton.edu where “username” is your e-mail ID. screenshot Click the Advanced tab. Set the port for Contacts Directory (LDAP): to 3269 Click the box that says: This server requires a secure connection (SSL). Set the Search base to: dc=Hamilton,dc=edu (no spaces). Click OK and then Close. screenshot Click the Sync icon and type in your e-mail password. Your mail folders should populate with your Hamilton e-mail.
Google Sync versus IMAP HillMail Return to configuring my mobile device Return to HillConnect Homepage Sync Supports push technology which delivers data to your device as new data is available. There is a single setup for e-mail, calendar, and contacts. The setup is easy. Most devices support only one sync account. Depending on your device, any push connection may use more power than fetching data at scheduled intervals. In some cases the difference in power usage may have a noticeable impact on your phone's battery life. To save battery life, turn off push and set device to fetch data every 30 to 60 minutes. Beta software. IMAP Supports pull technology which fetches data at a scheduled interval set by the user. One setup for e-mail and a separate setup for calendar and contacts. The setup is easy. Devices support multiple accounts. Pull technology allows you to set the interval to fetch new data and therefore improving your phone's battery life.
How to Move your Local Folders into your IMAP account HillMail This document explains in general terms how to move “local” mail folders onto the mail server. By “local” we mean mail folders that are listed only in your client software (e.g.Thunderbird, Outlook, Apple Mail) and do not appear when you login to the Hamilton mail server. Local folders are typically used to store old mail, excess mail or mail you don’t need to access when you are away from campus. It resides strictly on the hard drive of your computer. Example: Thunderbird (Windows & Macintosh) These are the folders that appear in your client software (e.g. Thunderbird) and will also appear on the mail server. These are typically referred to as your IMAP folders. These are the folders in which you may have stored old mail, excess mail or mail you don’t need to see when you are away from campus. The folders are located only on the hard drive of your computer and are therefore not visible when you login to the Hamilton web mail server. NOTE: In Microsoft Outlook, the local folders are called Personal Folders and appear at the top of the list of folders. In Mac Mail your local folders will appear at the top of your list of folders and may be in a section labeled “On My Mac”. Moving your local mail to Gmail The advantage to moving your local mail to Gmail after the transition is that you can potentially take more time to decide which of your local mail folders to move to Gmail. Gmail provides 7 gigabytes (GB) of storage, which should accommodate most peoples’ needs. You can easily determine your exact quota usage by logging in to your Gmail account and then look to the bottom of the screen. Example quota in Gmail. screenshot How to move a folder Regardless of the client software you use, the process of moving a folder is essentially the same. Note that in some e-mail software (e.g. MS Outlook), a “move folder” feature exists, which makes the process very easy. It assumes you wish to move the entire content of a mail folder. However, ITS recommends you copy your local folders first and then compare the folders in your client and Gmail to ensure the local folders have all been copied. See below for instructions. You can move a folder back to your local folders if you change your mind. Moving only selected messages is described below in the Problems? section. Start by clicking once on the folder name. This is usually sufficient to highlight the folder in the list of folders. With the folder name highlighted, click on it once more but do not release the mouse button. With the mouse button still held down, carefully move the folder to the name of your account (which typically appears above your first IMAP mail folder). In the example above, the IMAP account is called tsylla@me.com. NOTE: If the folders are very far apart you can move the mouse to the top of (or bottom) until the list starts to scroll. If it fails to scroll you may have to move the folder in stages. When you are directly over the name of your IMAP account, the name will highlight (darken). This is how you know you are “on” it. Now it is safe to release the mouse button. Doing so will start transferring a copy of the folder. Depending on how much mail is in the folder you moved, the time it takes to create the new folder and copy its contents may be brief or may take several seconds. It is important to be patient. After the folder has been successfully copied to your IMAP account, you can compare its contents to the copy that remains in your local folders. When you feel comfortable they are the same, it is safe to delete the folder in your local folders. Be sure to open a few messages that may contain attachments to confirm whether the attachments will open. After you have moved each folder, you should click on the “get mail” icon (or “send/receive” in Outlook) to see whether you’ve received a quota warning. You can also check your quota using the methods described above on page one. Problems? If you are unable to move a folder because the mail it contains is corrupted or not formatted correctly for the server, you may receive a warning like the following. The text may differ slightly from one mail program to another but the essence of the message will be that the mail cannot be moved. Unfortunately, the only remedy is to manually move messages one (or a few) at a time. To do this, you must first create the new folder in your IMAP account that will receive the messages. Next, open the local folder containing the corrupted mail and then highlight (select) one (or a few) of the messages it contains and drag them onto the name of the new folder as described above. If the message copies successfully, repeat the process until you discover the message (or messages) that cannot be copied. Skip the faulty message and continue with the remainder.
Moving Your HillConnect Mail to Another Account HillMail This document describes how to move your HillConnect mail into another account. Detailed instructions are provided for moving it into a commercial Gmail account. Moving your Hamilton mail to a Commercial Gmail Account These instructions assume you have already established an account with Google (gmail.com). Click on the gear icon in the upper right corner of your screen next to your e-mail address. From the menu that appears, select Mail Settings. In the Settings screen, click on the link labeled Forwarding and POP/IMAP. Even though your settings may already indicate that “POP is enabled for all mail….”, go ahead and click in the dot next to “Enable POP for all mail (even mail that’s already been downloaded”. Then click on the Save Changes button at the bottom of the Settings page. Log in to your commercial Gmail account (http://gmail.google.com). NOTE: If you have not previously configured your Hamilton account to allow multiple account logins, you will have to log out of your Hamilton account before logging in to your commercial (.com) Gmail account. Once you are in your commercial account, click on the gear icon and select Mail Settings. Click on the link labeled Accounts and Import and then click on the link on that page labeled Import mail and contacts (see below). Enter your HillConnect account address (e.g. dquayle@hamilton.edu) and click on Continue. Enter your HillConnect password and click on Continue. In the next screen enter your password again as prompted. For the next 6 steps, please refer to the image below: Change the POP user name to include @hamilton.edu (e.g. dquayle2@hamilton.edu) Change the SMTP server to pop.gmail.com Click on the link to the right of "Port: 110" labeled Edit Click in the box to select “Use SSL” Change the port to 995 Click on Continue In the next screen select the following check boxes: Import Mail Optional: Select to “Leave a copy of retrieved messages on the server”. NOTE: In some cases, checking this option will prevent the transfer from beginning. If that occurs, uncheck it and try again. Add a label to all imported mail [dquayle2@hamilton.edu] This will allow you to easily identify the mail that was imported from your Hamilton account. 18. Click on Start Import. 19. You should see a confirmation page that informs you the import has begun. Click on OK. NOTE: The transfer of your mail can take DAYS. Google gives it a very low priority but it does take place. You can check on the progress by doing a search in your Gmail.com account for all mail labeled userID@hamilton.edu (substitute your real user ID where “userID” appears”). If the number of messages found with that label in your Gmail.com account matches the number of messages in your “all mail” label (folder) in your HillConnect account, then it is done!! When the transfer has finished you should do the following: Log in to your Hamilton HillConnect account and set it up to forward your mail to your Gmail.com account. You can do this by going to the gear icon and again select Mail Settings. Click on Forwarding & POP/IMAP, fill in the address for your Gmail.com account and click Save Changes. Next, log in to your Gmail.com account. Click on the gear icon, select Mail Settings and then select Accounts and Import. In the middle of the section, where it is labeled Check mail using POP3, you’ll see a link labeled “delete” to the far right. Click on the “delete” link. Doing so will break the tie between your two accounts. From here on, new mail addressed to your Hamilton account will automatically arrive in your gmail.com account.
Your Hamilton E-mail & SSS Accounts After Graduation HillMail Your Hamilton E-mail After You Graduate When is my account deleted? What happens if I miss the deadline? How do I get a deadline extension? How do I get an alumni e-mail account? How do I transfer mail out of my Hamilton account? How do I forward mail to another account? How do tell correspondents my new address? Questions? When is my account deleted? Your Hamilton e-mail account will be deactivated approximately three (3) months after you graduate. Typically this occurs on August 31 or March 31 (for December graduates). Once your account is deactivated, no new mail is received. Your mail remains on the server after deactivation until your account is physically removed (deleted) one month later. Back to top What happens if I miss the deadline to transfer my mail to another account? Although your account is deactivated on the deadline date, your messages are not physically removed from our server for another month. This allows us to easily restore your messages should you accidentally miss the deadline. After the one month grace period has passed, your mail is no longer retrievable. Back to top How do I get a deadline extension? Under special circumstances it is possible to obtain a brief extension. Please address your request to the helpdesk (hd@hamilton.edu). You should include your reason for requesting the extension and the length of time it is desired. Back to top How do I get an alumni e-mail account? The alumni address available to Hamilton graduates (you@alumni.hamilton.edu) is not an actual e-mail account. Instead, it is a mail forwarding service. To sign up for this service please visit the Hamilton Alumni Directory Registration page and follow the step-by-step registration process. When you register, you must provide a real address to which mail is forwarded when mail is addressed to you@alumni.hamilton.edu. The e-mail address you used as a student will not be available for your alumni e-mail address until your old account has been fully deleted as described above. The advantage to the alumni forwarding service is that it allows you to list a Hamilton Alumni e-mail address on professional correspondence. It remains in effect after your Hamilton account is removed and as long as the address to which you forward mail remains active. Back to Top How do I transfer mail from my Hamilton e-mail account to another account? To move existing mail from your Hamilton account into another account before your Hamilton account is deleted please refer to the pertinent section below. To transfer your Hamilton mail to an existing Gmail.com account, please visit: http://my.hamilton.edu/information-technology-services/resource-center/moving-your-mail-to-another-account-1 To transfer your Hamilton mail to a non-Gmail web-based e-mail account: Many web-based e-mail accounts like Gmail (e.g.Yahoo), give you the ability to automatically import mail from your Hamilton account. The settings referenced in the instructions for Gmail may assist you in transferring your mail, however, the screens will be different depending on the application you use. Back to Top How do I forward my Hamilton e-mail to another account? Once you have transferred your mail to your non-Hamilton account, it is wise to start forwarding new mail to that account at the same time. When forwarding is turned on it only forwards mail received from that point forward. To transfer mail previously received, please see the section above. For instructions on how to set up forwarding, please refer to Google's help page at: http://mail.google.com/support/bin/answer.py?answer=10957 Back to Top How do I tell correspondents my new address? To create an auto-reply message to inform correspondents of your new e-mail address, please refer to Google's help page at: http://mail.google.com/support/bin/answer.py?answer=25922 Back to Top Questions? If you have questions regarding your Hamilton E-mail account after graduation, please feel free to contact the ITS Help Desk at helpdesk@hamilton.edu or call 315-859-4181. Back to Top Return to the ITS Home Page

Import

Moving Your HillConnect Mail to Another Account Import This document describes how to move your HillConnect mail into another account. Detailed instructions are provided for moving it into a commercial Gmail account. Moving your Hamilton mail to a Commercial Gmail Account These instructions assume you have already established an account with Google (gmail.com). Click on the gear icon in the upper right corner of your screen next to your e-mail address. From the menu that appears, select Mail Settings. In the Settings screen, click on the link labeled Forwarding and POP/IMAP. Even though your settings may already indicate that “POP is enabled for all mail….”, go ahead and click in the dot next to “Enable POP for all mail (even mail that’s already been downloaded”. Then click on the Save Changes button at the bottom of the Settings page. Log in to your commercial Gmail account (http://gmail.google.com). NOTE: If you have not previously configured your Hamilton account to allow multiple account logins, you will have to log out of your Hamilton account before logging in to your commercial (.com) Gmail account. Once you are in your commercial account, click on the gear icon and select Mail Settings. Click on the link labeled Accounts and Import and then click on the link on that page labeled Import mail and contacts (see below). Enter your HillConnect account address (e.g. dquayle@hamilton.edu) and click on Continue. Enter your HillConnect password and click on Continue. In the next screen enter your password again as prompted. For the next 6 steps, please refer to the image below: Change the POP user name to include @hamilton.edu (e.g. dquayle2@hamilton.edu) Change the SMTP server to pop.gmail.com Click on the link to the right of "Port: 110" labeled Edit Click in the box to select “Use SSL” Change the port to 995 Click on Continue In the next screen select the following check boxes: Import Mail Optional: Select to “Leave a copy of retrieved messages on the server”. NOTE: In some cases, checking this option will prevent the transfer from beginning. If that occurs, uncheck it and try again. Add a label to all imported mail [dquayle2@hamilton.edu] This will allow you to easily identify the mail that was imported from your Hamilton account. 18. Click on Start Import. 19. You should see a confirmation page that informs you the import has begun. Click on OK. NOTE: The transfer of your mail can take DAYS. Google gives it a very low priority but it does take place. You can check on the progress by doing a search in your Gmail.com account for all mail labeled userID@hamilton.edu (substitute your real user ID where “userID” appears”). If the number of messages found with that label in your Gmail.com account matches the number of messages in your “all mail” label (folder) in your HillConnect account, then it is done!! When the transfer has finished you should do the following: Log in to your Hamilton HillConnect account and set it up to forward your mail to your Gmail.com account. You can do this by going to the gear icon and again select Mail Settings. Click on Forwarding & POP/IMAP, fill in the address for your Gmail.com account and click Save Changes. Next, log in to your Gmail.com account. Click on the gear icon, select Mail Settings and then select Accounts and Import. In the middle of the section, where it is labeled Check mail using POP3, you’ll see a link labeled “delete” to the far right. Click on the “delete” link. Doing so will break the tie between your two accounts. From here on, new mail addressed to your Hamilton account will automatically arrive in your gmail.com account.

Install

Installing and Configuring Thunderbird Install For On-Campus Use Installing Thunderbird Go to http://www.mozilla.org/en-US/thunderbird/ to install the latest version of Thunderbird on either your Windows or Macintosh computer and follow the instructions. Once the download is complete, follow the instructions below. If the Incompatible Add-on window is displayed, select the add-ons you use and click Check Now to check if there are compatible versions of the add-ons available. If a newer version is available, click Install Now, then click Done. If a newer version is not available the No Compatible Add-ons Found window is displayed. Click Finish to continue. Open up Thunderbird. Click the X button to exit the tab Welcome to Thunderbird! Configuring Thunderbird Settings To Change the Incoming Server Settings: Click the Tools menu, select Account Settings, then select Server Settings. Edit the following fields: Set Server Name to imap.gmail.com Set Connection security to SSL/TLS Set Port to 993 Set User Name to username@hamilton.edu where “username” is your e-mail ID. NOTE: You will need to repeat this step for any additional Hamilton e-mail accounts you have setup in Thunderbird. To Change the Outgoing Server Settings (SMTP): Click Outgoing Server (SMTP), select username-mail.hamilton.edu (Default), click Edit and update the following fields: Set Description to HillMail Set Server Name to smtp.gmail.com Set Connection security to SSL/TLS Set Port to 465 Set User Name to username@hamilton.edu where “username” is your e-mail ID. Click OK. To Change the Hamilton Address Book Settings: Click Composition & Addressing, click the Edit Directories button, select Hamilton LDAP, click Delete and click OK. The LDAP Directory Server window is still open, click the Add button and update the following fields: Set Name to HillAD Set Hostname to bud2c.hamilton.edu Set Base DN to dc=hamilton,dc=edu (please note there are no spaces) Check the option to Use secure connection (SSL) Set Bind DN to username@hamilton.edu where “username” is your e-mail ID Students: Set to username@students.hamilton.edu Set Port number to 3269 Click OK and click OK to save the settings. Select HillAD from the directory list and click OK. To Configure the Hamilton address book to search on name (rather than username): Click the Tools menu, select Options, select the Advanced icon, select the General tab and click the Config Editor button. At the void warrant window uncheck the option to Show this warning next time and click the I’ll be careful, I promise! button. In the Filter: field, type Ldap. The window will display several entries for ldap_2.servers.HillAD…..Select one of the entries and right-click, then choose New > String Enter the string value preference name as ldap_2.servers.HillAD.autoComplete.nameFormat. Please note this is case sensitive and there are no spaces. Please double-check for accuracy. Click OK. Enter the string value as displayName. Please note the square brackets are required, there are no spaces, and only the letter “N” is capitalized. Click OK. Click the Red X exit button to close the Config Editor The Options window is still open, choose the Composition icon and select the Addressing tab, check the option for Directory Server and select HillAD from the list. Click OK to close the Options window. It's time to get your mail! Click the Get Mail icon and enter your e-mail password and click OK. Your mail folders should populate with your HillMail. Fine Tune Thunderbird Settings for HillMail Your sent message are automatically placed in the [Gmail/Sent Mail] folder, therefore it is no longer necessary to save a copy of your sent messages on the server. To update this setting click the Tools menu, select Account Settings, and then select Copies & Folders. Uncheck the box labeled Place a copy in:. Keep this window open for the next few steps. To set the proper location for your Drafts folder select Account Settings, and then select Copies & Folders. In the Drafts, Archives, and Templates section: set the following: Set Keep message drafts in: to Other and navigate to the folder username@hamilton.edu > [Gmail] > Drafts where “username” is your e-mail ID. Keep message archives in: should be automatically set to Other: All Mail. If not, select Other and navigate to the folder username@hamilton.edu > Gmail > All Mail where “username” is your e-mail ID. Click OK. NOTE: You will need to repeat this step for any additional Hamilton e-mail accounts you have set up in Thunderbird. To keep Thunderbird from opening messages in tab form, select Tools then Options. Click the Advanced icon and then select the Reading & Display tab. Under Open messages in: select the radial button A new message window. Click OK. Things to Know about Thunderbird for HillMail If you already had filters set up prior to updating and reconfiguring Thunderbird to work with your HillMail account, you might need to recreate your filters for every Hamilton account you check in Thunderbird. Those filters that move mail to local folders will continue to work as before but those that move mail to an IMAP folder might need to be recreated.

Listserv

A Few Things to Know About the HillConnect Environment Listserv Return to HillConnect Homepage Getting help Google continuously updates its core e-mail and calendar programs so that new features are brought to you as soon as they become available. Consequently, if you see something new that is unclear, your best bet is to take advantage of the online help built in to HillMail and HillCal. How do I access the HillConnect environment directly? To log in directly to your HillMail account, please go to: http://hillconnect.hamilton.edu What is the "Migrated" label/folder? If you had an active e-mail account at Hamilton prior to May 2010 and your account was transitioned to HillConnect, a label/folder with the name "Migrated" was created during the transition process. It's important to know that what the old mail server referred to as a" folder" is now referred to as a "label" in the new system. A fundamental difference between the two storage methods is that with the new Google system multiple labels can be assigned to message where previously in the old SUN system a single message could be assigned to only one folder. Therefore you can delete the label/folder named "Migrated" and not delete the associated messages. I no longer receive a copy of any messages I send to Hamilton Listserv's what do I need to do? Google will not deliver mail to you that you send to a Listserv list. So that you can tell whether your message was processed, your subscription settings are automatically set so that you will receive an acknowledgment e-mail message from Listserv when your message is delivered to a list. If you still wish to see a copy of your message in your INBOX, you can add your e-mail address to the CC (carbon copy) line when you address your message to the list. Note that the CC line is processed independently from the TO line. Therefore, receipt of the message in your INBOX is not confirmation that your message was distributed to the list. Only the acknowledgement message noted above can be considered confirmation that your message was distributed. How Can I Change Label Colors? The default color assigned to a label is so light it is almost invisible. To change the color, click the square to the right of the label (folder name) and select a color from the palette that appears. Our office/organization shares an account, how many connections can we have to our HillMail account through a client? You are limited to ten simultaneous logins via a client, i.e. if you share an account and use Thunderbird/Outlook/AppleMail. You are not limited by the number of web logins.
Becoming a Listserv List Owner Listserv Listserv Becoming a ListServ List Owner What is the time commitment involved in owning a list? What skills will I need? How do I become a list owner? Request a new list What is the time commitment involved in owning a list? Depending on the type of mailing list you want to create, your involvement in managing the list will either be minimal or considerable. A list used strictly for the distribution of information from you to the list's subscribers requires very little management. A moderated mailing list requires you to read and approve each mailing that is sent to the list. If your moderated list is very active, your time investment could be considerable. What skills will I need? Lists can be managed either through the Web or through e-mail. Therefore, if you are comfortable with both, you have the necessary software skills with which to start. Most new list owners prefer to use the Web interface to manage their list. The primary responsibility of each list owner is to subscribe users to their list or inform users how to subscribe themself. In addition, the list owner may perform other maintenance tasks like removing subscriptions, correcting subscriber names or changing how the list functions. None of these operations is very complex and can be accomplished easily through the Web. The list owner, by default, will receive error notices when mail that is sent to the list fails. The most common error notice is one that lists the subscriber(s) whose address(es) cannot be reached. The ITS Help Desk can help you interpret error messages. How do I become a list owner? The first step is to decide on a list name and identify its purpose. It is recommended you keep your list name short yet descriptive (about 8 - 10 characters). As an option you can add "-L" to the name in order to differentiate it from an e-mail account that bears a similar name. However, it is acceptable to use the same name for the e-mail account and the Listserv list. Next you'll need to decide how you want the list to function. For example, will the list be used for two way discussions or will it be used strictly to distribute announcements? As you complete the request form (see link below) you will be asked to choose between 3 types of lists. Samples of each type are available during the request process. If none of the samples fit your needs, you may start with one of them and modify it as necessary. Contact Debby Quayle at 859-4031 to further discuss your options. When the request is submitted, an auto-reply is sent to you that confirms receipt of the request. Once the list shell has been created, you will receive a follow-up e-mail from Debby Quayle. Only then is it ready for subscribers. Documentation to assist you in the management of your list and its subscribers can be found on the Listserv home page. Request a new list Request a new list Return to Listserv Page Return to Main ITS Page
HillConnect Resources Listserv Hamilton's e-mail system is HillConnect, powered by Google. The information provided below is designed to address some of the more common questions related to using your e-mail account at Hamilton College. If you have specific questions regarding the functionality or your account (e.g. how to create "groups"), please try using the Help feature built-in to your HillConnect account (click on the "gear" icon in the upper right corner of your HillConnect e-mail screen). If you find that to be insufficient, please contact the ITS Help Desk at 315-859-4181. Topics Covered Requesting an e-mail account Activating your HillConnect account Accessing your e-mail via the Web Using your HillConnect account About the HillConnect environment Changing your existing password Forgotten password Accessing your e-mail via an e-mail client application Configuring your mobile device Mass mailing lists (ListServ) Graduate E-mail Account FAQ Requesting an e-mail account New Student Accounts: ITS automatically creates e-mail accounts for students when they are admitted. Consequently, there should never be a need for a student to request an e-mail account for their own personal use. New Employee Accounts: ITS automatically creates e-mail accounts for employees when we receive official notification from Human Resources. New faculty accounts are created when we receive official notification from the Dean of Faculty office. Temporary Employee Accounts: To request a temporary employee account, please complete the form found at: https://my.hamilton.edu/survey-manager/survey?id=1304. Please notify ITS as far in advance as possible when requesting an account as there are several processes that must take place to ensure your temp has access to all the resources he/she will need. Departmental Accounts: Accounts for departmental use can be requested by contacting Debby Quayle at x4031 or by e-mail at dquayle@hamilton.edu. Organizational Accounts: Student organizations can request accounts when they register on the Student Activities web site. If the organization elects not to register, they must have an employee/faculty sponsor. Back to top Activating Your HillConnect Account Your Hamilton e-mail account must be activated before it can be used. Instrucstions can be found at: https://my.hamilton.edu/youraccount Back to top Accessing your e-mail via the web Regardless of whether you are off campus or on campus you can check your e-mail from any computer as long as it has access to the Internet (World Wide Web). Once you are connected to the Internet, point your browser (Internet Explorer, Safari, Firefox, etc.) to http://hillconnect.hamilton.edu. You can also access your e-mail via the e-mail channel in My Hamilton at http://my.hamilton.edu. Back to top Using Your HillConnect Account About the HillConnect Environment Mac/Windows Understanding conversations Google Apps Overview Video How to set up forwarding in HillConnect From Google How to Configure Filters From Lynda.com To view these videos, please email learnit@hamilton.edu for an account Gmail Essentials Video Calendar Essentials Video Changing your existing password There are two ways to change your password. The Change Password Form allows you to enter a new e-mail password that will also become your new network password. The Synchronize Password link will use your existing network password and will make your e-mail password match it. Change Password Form: Changes your e-mail password and your ESS/SSS at the same time. Synchronize Password Form: Changing your HillConnect Password to Match Your ESS/SSS Password. Forgotten Password Current students and employees need to contact the ITS Help Desk at 315-859-4181 or e-mail us at helpdesk@hamilton.edu for assistance. Instructions for other members of the Hamilton Community. Back to top Accessing your e-mail via an e-mail software application You can access your Hamilton e-mail account using e-mail client software that supports the IMAP mail protocol. ITS supports the use of Mozilla Thunderbird and provides comprehensive documentation for configuring and using Thunderbird. College-owned computers for employees have Thunderbird installed and configured for the computer's user. If you want to install and configure Thunderbird on your personal computer to access your e-mail please contact the ITS Help Desk. Thunderbird Installing & Configuring for HillConnect E-mail Outlook How to Configure Microsoft Outlook 2010 Apple Mail How to Configure Apple Mail Windows Mail How to Configure Windows Mail Others If you are comfortable using another e-mail program without support from ITS, you can use the generic settings below as a guide for setting up one of these e-mail clients. If you need further assistance, use the Help feature in the program or refer to the support webster for the respective software company. Settings for any client Configuring Your Mobile Devices Configuring my mobile device for mail, calendar, and contacts Back to top Mass mailing lists (ListServ) The Hamilton ListServ system allows you to quickly send an e-mail to a group of individuals, such as a club or organization, the entire campus community, or certain class year of students. The ListServ groups for the entire campus, all students, all faculty, all employees, or a particular class year are mass mailing lists which are subject to certain policies. For more information on mass mailing policies and how to use ListServ, see the information on our ListServ web page: ListServ Mailing List Info Back to top
How to Change Your ListServ Password Listserv How to Create or Change a Listserv Password To make changes to your own list subscription settings or to make changes to a list you own, you must first have a Listserv password. The instructions that follow, explain how to do this via e-mail and via the web. Using E-mail Creating a Listserv password via e-mail (when you have never had one before) Address a new e-mail message to listserv@listserv.hamilton.edu Leave the subject line blank. In the first line of the message type: PW ADD newpassword (Replace newpassword at left with your desired password. There is no limit to the number of characters you use.) If you use an automatic "signature" in your e-mail software, it must be disabled before you send your password request. If you do not know what the signature feature is, you are likely not using it. Send your message. Changing an existing Listserv password via e-mail (whether known or forgotten) Address a new e-mail message to listserv@listserv.hamilton.edu Leave the subject line blank. In the body of the message type the command that applies to your situation. If you know your current password and you want to change it, you should type the following into the first line of the message: pw change newpassword pw=oldpassword (replace newpassword with your desired new password and replace oldpassword with the password you are replacing.) If you have forgotten your current password, you should type the following into the first line of the message: pw change newpassword (replace newpassword with your desired new password.) You will receive a confirmation message from Listserv as illustrated below. Click on the blue web link to confirm your password change. If you use an automatic "signature" in your e-mail software, it must be disabled before you send your subscription request. If you do not know what the signature feature is, you are likely not using it. Send your message. Using the Web Creating a Listserv password via the web (when you have never had one before or you have forgotten your password) Go to http://listserv.hamilton.edu and click Get a new LISTSERV password. In the window that opens (shown below) enter your full e-mail address (including @hamilton.edu) and the password you want to use. Then click Register Password. Once your password registration has been accepted, you will receive a confirmation e-mail (similar to the one shown above in the previous section in step 3. b. ii. You must click on the link it includes before your password will take effect. Changing an existing Listserv password via the web (whether known or forgotten) Go to http://listserv.hamilton.edu and click Get a new LISTSERV password. There are two options for changing your password, depending on whether you remember your current password. If you remember your current password, click on the Change Password button as shown and fill in the required fields in the window that opens. Once you have submitted your change, you can log in with the new password. If you no longer remember your password, refer to the instructions in the previous section (above) for creating a new password. Return to Listserv Page Return to Main ITS Page
How to Set Your ListServ Subscription to Digest Mode Listserv What is Digest Mode? Listserv offers many options for managing the behavior of the lists to which you are subscribed. One of the most popular settings is Digest Mode. When it is activated for your subscription, Listserv collects all the messages sent to that list from that point forward for each day and sends them to you in a single message that contains a table of contents followed by the full text of each message. (NOTE: Extremely active lists may result in two or more digest messages.) All of Hamilton's mass mailing lists (e.g. events-all, notices-facutly, etc.) allow you to choose Digest Mode. The digest message for these lists is sent each day at 4:30 p.m.. Private lists (those for student organizations or departments) are sent at midnight by default. The list owner can change the time at which the digest is sent. For assistance, please contact Debby Quayle at 859-4031 (dquayle@hamilton.edu). Getting Started The easiest way to manage your Listserv subscription is through the Listserv web interface. Before you can use it, however, you must have a Listserv password. It will allow you to manage your own subscription(s) as well as manage any lists you may own. If you already have a password, you can proceed to the steps below. Set Your Subscription to Digest Mode In your web browser (Internet Explorer, Firefox, etc.) go to http://listserv.hamilton.edu. Log in using your full e-mail address and the password you created for yourself for Listserv. In the Listserv web site, click on Subscribers Corner in the menu across the top. The lists to which you are subscribed should appear under the red My Lists tab. Locate the list you wish to set to Digest Mode and click on the word Settings next to the list name. This will open a page that displays your subscription settings for that list. Click to put a dot next to Digest (HTML format). Scroll to the bottom of the page and click on the Update button. Return to the Subscriber's Corner menu to do the same for other subscriptions you wish to set to Digest Mode. When you are finished, click to Log Out of Listserv (located in the upper right corner of the screen beneeth the green questionmark). Removing Digest Mode Repeat the steps 1-5 described above for setting Digest Mode. In step 6, click to put a dot next to Regular. Scroll to the bottom of the page and click on the Update button. Return to the Subscriber's Corner menu to do the same for other subscriptions you wish to set to Rgular Mode. When you are finished, click to Log Out of Listserv (located in the upper right corner of the screen beneeth the green questionmark).
How to Temporarily Turn Mass Mail Off and On Listserv As a student or employee, you are automatically subscribed to 6 mass mail lists. For example, if you are a student in the class of 2016 you are subscribed to: events-all, events-students, events-2016, notices-all, notices-students and notices-2016. Please review the grid below to determine the lists to which you are subscribed. Events Notices Example Students All All events-all notices-all Students Students events-students notices-students xxxx (class year) xxxx (class year) events-2016 Employees All All events-all notices-all Employees Employees events-employees notices-employees admin, faculty, staff or maintop admin, faculty, staff or maintop events-admin notices-faculty How to temporarily turn OFF mass mail If you are going away, for example, and you do not want to receive mass mail during your absence, here is how you can turn off all or some your mass mail. NOTE: Unsubscribing from these lists will accomplish the same goal but only if you unsubscribe from all 6 lists. If your goal is to unsubscribe from only a few of the lists (e.g. only the -all lists) you must use the method described below. Determine the lists you want to temporarily turn off. Address an e-mail message to listserv@listserv.hamilton.edu In the body of the message type something similar to the following (the content will depend on which lists you want to turn off). NOTE: each entry should be on a separate line and there should not be a space between "no" and "mail". set events-all nomail set notices-all nomail set events-students nomail set notices-students nomail If you use an automatic signature in your e-mail, you need to turn it off (or delete it) for this message. Otherwise, your signature will generate an error message and your change will not be accepted by Listserv. If you do not know if you use an automatic signature, you are likely not using one. Send your message How to turn mass mail back on NOTE: If you unsubscribed from the mass mail lists, you must resubscribe to them. The method described below will not work if you are not subscribed to the list. Click here for instructions. Otherwise, proceed with the instructions that follow. Determine the lists you want to turn back on. Address an e-mail message to listserv@listserv.hamilton.edu In the body of the message type something similar to the following (the content will depend on which lists you want to turn on). NOTE: Each entry should be on a separate line. set events-all nomail set notices-all nomail set events-students nomail set notices-students nomail If you use an automatic signature in your e-mail, you need to turn it off (or delete it) for this message. Otherwise, your signature will generate an error message and your change will not be accepted by Listserv. If you do not know if you use an automatic signature, you are likely not using one. Send your message
Listserv Resources Listserv ListServ is a commercial software product installed on Hamilton College's E-mail system. It is designed to provide an easy way to create and maintain large or specialized E-mail mailing lists. These lists can be used for E-mail based distribution of information, discussion, questions and answers, etc. Lists are created and "owned" by an E-mail user who manages the list's behavior. Members of the list are subscribed to it either by the list owner or by following instructions provided by the list owner. All lists that are created and maintained at Hamilton College are kept private. Subscriber names and E-mail addresses are only available to the list owner. They are never published. As a list member, you are able to manage certain aspects of your subscription. As the list owner, you are able to manage a wide variety of aspects of the list's behavior. The links that follow will provide you with some basic information about both. If you have a question about ListServ that requires personal attention, please contact the ITS Help Desk at 315-859-4181 or write to helpdesk@hamilton.edu. Mass Mailing List Guidelines Guidelines for ListServ Mass Mailing Lists Request a New ListServ List Request a New List List Owner Related Documents Becoming a ListServ List Owner Quick Start Guide for List Owners List User (Subscriber) Related Documents How to Send Mail to One of the Mass E-mail Lists How to Subscribe or Unsubscribe to/from a ListServ List How to Change your ListServ Password How to Set Your Listserv Subscription to Digest Mode
Policies - Electronic Mail (E-mail) & Listserv (Mass E-mail lists) Listserv Department or Group Accounts By special permission, college departments and student groups will be granted a single account to facilitate connections between the department or group and interested parties. The department or group must identify one person to be responsible for the account and to act as the contact person. In addition, student organizations must be registered with the Office of Student Activities before an account will be granted. Appropriate Use of E-mail Hamilton strongly recommends that e-mail not be used for confidential communication. E-mail is now considered a formal written record that carries the same legal weight as a formal memorandum. Users of e-mail should remember that e-mail messages become the possession of the receiver and can be easily duplicated and redistributed by recipients. Messages that have been deleted can unintentionally be retained on system backup files. In addition, even secure passwords are not completely confidential. When a private message needs to be conveyed between two individuals, a conversation is the best way to accomplish it, and messages that should not be preserved should be deleted immediately. College policy prohibits certain types of e-mail. These include mail that may be perceived as harassment, political campaigning, chain mail or commercial solicitation. Violators will be subject to loss of computer access privileges, as well as additional disciplinary action as determined by the Hamilton judiciary procedures. Certain types of e-mail, including but not limited to harassing e-mail, may also subject the sender to civil or criminal penalties. In spite of College policy, e-mail can be abused by malicious users who know the owner's computing ID and password. Users are responsible for protecting their own passwords. ListServ Lists ListServ is a commercial software product installed on our E-mail system. It is designed to provide an easy way to create and maintain large E-mail mailing lists. These lists can be used for the one-way distribution of information, for E-mail based discussion, questions and answers, etc. Lists are created and "owned" by an E-mail user who manages the list?s behavior. Any faculty, staff, or student member of the Hamilton College community is entitled to become a ListServ list owner. Campus-based organizations and departments are also entitled to own lists, but an individual within the group must be designated as the list owner. Students must be in good standing with the Dean of Students office and student organizations must be registered with the Office of Student Activities. All lists must be approved by the ITS ListServ administrator prior to creation, but the following general guidelines apply: The purpose of the list must pertain to Hamilton College business. Lists are not open to off-campus subscribers unless special permission is obtained. However, Hamilton College students or employees who use off-campus E-mail addresses are allowed to own and belong to lists. It is the list owner's responsibility to learn the commands necessary to manage the list's subscribers. Under no circumstances can a list be used to participate in or promote activities that are illegal, violate the Hamilton College code of conduct, or the Hamilton College Honor code. To apply for list ownership and select a list type, please read Becoming a ListServ List Owner from which you can create your list. Return to Main Listserv Page ListServ Mass Mailing Lists Effective July 1, 2010 As a service to the Hamilton College community, several e-mail based mass mailing lists have been created. These are designed to facilitate the timely and cost-effective distribution of information to the campus community. E-mail now reaches almost all faculty, administration and staff (members of M & O generally don't use computers in connection with their responsibilities) and students. Participation in the mass mailing lists is voluntary. In order that these lists remain a reliable means of communication, it is important that members of the Hamilton community abide by a few guidelines. These guidelines are not designed to limit free speech but are intended to keep your mail volume at a reasonable level. Most importantly, anonymous mailings are prohibited. The sender's real name must be identified (in full) within the body of the message - not just at the top in the "from" line. There are two sets of mass mailing lists, one for announcement of events and the other for general campus notices. The guidelines for use of these lists are explained below. Events By an "event" we mean an activity (meeting, performance,, lecture, etc.) that takes place on- or off-campus at a specific date and time and is sponsored, or co-sponsored by either an academic or administrative department/program or a student organization recognized by Student Activities. Sponsorship means that the chair of a College department, program or organization indicates that the organization supports the event and that members of the College are actively involved in organizing the event (e.g., as speakers). If someone other than the organizer(s) makes the event announcement, they share in the responsibility for adhering to the guidelines. Posting to the lists will be limited to all employees and two* student representatives, or the e-mail account assigned to each student organization recognized by Student Activities. Violations by the student representatives will accrue to the organization they represent regardless of whether the violator acted alone. An event will be limited to two posts to the mass mailing lists. Corrections count as one of the two messages. If an event is cancelled or postponed, two additional notices are allowed. Each message must have a subject line that is descriptive of the event The first 4 lines of the message must contain: Date and time of the event Sponsor of the event Name of the event Location of the event The remainder of the message should be a short description of the event. [Note that if you include graphics you may exceed the limit of 25 MB for the message. Such messages will be rejected.] Clarification: Posting a message to an inappropriate list is a violation (e.g., posting a message intended for students to the events-all list) The mass e-mail lists for posting events are: a. Events-students@listserv.hamilton.edu (sent only to students) b. Events-20xx@listserv.hamilton.edu (sent to students in a particular class year, where xx is the last two digits of the class year) c. Events-faculty@listserv.hamilton.edu (sent only to members of the faculty) d. Events-staff@listserv.hamilton.edu (sent only to members of the staff) e. Events-admin@listserv.hamilton.edu (sent only to members of the administration) f. Events-maintop@listserv.hamilton.edu (sent only to members of Maintenance and Operations) g. Events-employees@listserv.hamilton.edu (sent only to employees) h. Events-all@listserv.hamilton.edu (sent to both students and employees) The notices mass e-mail lists will be used only for the following general categories. A non-comprehensive bulleted list of examples is provided for each category. Announcement of Hamilton deadlines, policies and procedures These announcements must come from individuals representing the administrative or academic departments responsible for the deadline, policy or procedure being addressed (e.g. drop-add, parking permits, library books due) Reports from Hamilton organizations or departments These reports must come from individuals representing the academic or administrative offices, or student organizations recognized by Student Activities who generated the reports (e.g., Minutes of Student Assembly, Agendas, reports from faculty meetings, Honor Court decisions, results of campus-wide initiatives or community events such as United Way, Heart Walk & Run, announcement of appointments). Notification of the availability of, or changes in, Hamilton College services or facilities These notices must come from individuals representing the academic or administrative departments, or student organizations recognized by Student Activities who are responsible for the services or facilities being addressed (e.g., dining and fitness center schedules, availability of Hamilton housing, IT and library services, department newsletters, availability of Hamilton-sponsored publications, Campus Safety announcements, sales in the College Store, Physical Plant notices, fund raising activities for Hamilton organizations, fund raising activities approved by Office of the President (for employees) or by the Student Activities Office (for students)). Surveys Student-initiated surveys must be related to the academic program and endorsed by a faculty mentor. The request for such surveys must be submitted by the faculty mentor. These surveys must be sent to exception@hamilton.edu for prior approval. Student organizations recognized by Student Activities can submit surveys directly to the student lists. These must be surveys that will only be given to students. Surveys related to college business or faculty research may be submitted directly to the lists. Notices from members of the senior staff directly related to their areas of responsibility The mass e-mail lists for posting notices are: a. Notices-students@listserv.hamilton.edu(sent only to students) b. Notices-20xx@listserv.hamilton.edu (sent to students in a particular class year, where xx is the last two digits of the class year) c. Notices-faculty@listserv.hamilton.edu (sent only to members of the faculty) d. Notices-staff@listserv.hamilton.edu (sent only to members of the staff) e. Notices-admin@listserv.hamilton.edu (sent only to members of the administration) f. Notices-maintop@listserv.hamilton.edu (sent only to members of Maintenance and Operations) g. Notices-employees@listserv.hamilton.edu (sent only to employees) h. Notices-all@listserv.hamilton.edu (sent to both students and employees) Please consider your audience carefully (e.g., do not send a mailing to "all" if you only need to reach students).Examples of inappropriate uses include, but are not limited to: Personal opinion, public debate, or campaigning Announcements should not attempt to sell the reader on a point of view. The information provided should be as factual as possible and sufficient enough to explain the purpose of the announcement. If additional background information is necessary, a web link may be included. A message that contains no actual announcement (e.g. does not meet the criteria listed above for an event or a non-event) is a violation. Give-aways (personal property such as furniture, tickets, equipment, books, etc.) Surveys other than those specified above Chain mail Lost and found (except when it is Hamilton College property, or involves animals) there is a Lost and Found channel in My Hamilton. Requests for rides (there is a Rides channel in My Hamilton) Items for sale - or items desired (including houses, tickets, books, services, etc.) There is a marketplace channel in My Hamilton that can be used for this purpose. Exceptions to the Guidelines: Messages that Fall Outside the Guidelines, or from senders not approved for Mass Mail: Any individual wanting to post a message to the mass e-mail lists that falls outside of the guidelines, can request that the message be posted by sending a request for an exception to: exception@hamilton.edu. The request will be directed to the appropriate member of the senior staff for approval. Approval or denial will be communicated to the person making the request. Requests for exceptions should be sent at least two business days in advance of the time the posting is to take place. Penalties for Violations: A first time violation will result in the removal of posting (sending) privileges to the mass lists for a period of one month (not including breaks). A second violation will result in the removal of both posting and receiving messages to/from the mass lists for a period of one month (not including breaks). A third violation will result in the loss of posting and receiving privileges for the equivalent of a full semester. A fourth violation will result in the individual being referred to the appropriate judicial body dealing with employees or students. Violations are cumulative for as long as you are at Hamilton (or four years for employees). Loss of privileges applies to all the mass lists. Violators may appeal their penalty by submitting their reasons in writing to the chair of the Committee on Information Technology. The Committee will review the appeal and return a decision within 5 business days. During the appeal process the penalty will be suspended. [Return to Main Listserv Page] For questions about these Policies, Procedures, Plans and Standards, contact: David Smallen Vice President for Information Technology, Hamilton College 315-859-4169
Quick Start Guide for List Owners Listserv For ListServ 16.0 Logging in and Setting your ListServ Preferences Open your web browser software (Internet Explorer, FireFox, Safari, etc.) and go to: http://listserv.hamilton.edu. Click on Log In (in the upper right corner). If you have a password already established, enter your entire e-mail address (e.g. dquayle@hamilton.edu) and your Listserv password in the fields provided. Then click on the Log In button (circled at right). If you don’t have a password, or don’t remember your password, click on the link to “get a new LISTSERV password” and follow the on-screen prompts. When your password has been set, return to http://listserv.hamilton.edu. After you've logged in, click on Preferences (located in the upper right corner of your screen below the green question mark shown in step 2). Click on the down arrow in the Start Page setting and choose "List Dashboard" from the list. NOTE: If you are an advanced user and you want to see all the options, you may want to consider setting the Mode to “Expert Mode”. The Mode setting is in the first line in the preferences. Click on the Update button in the lower right or upper right corner. The screen will not change. Viewing, adding or deleting list subscriptions There are two sections in this document that describe how to manage subscriptions. This first section describes the easiest approach. The steps that follow will satisfy most of your subscription management needs. However, if you need to add or delete large numbers of subscribers or you need to alter specific settings for a subscriber, then proceed to the next section for a more detailed approach to managing subscriptions. If you are not already in the List Dashboard view, click on the List Management menu and then select List Dashboard from the drop down list. A list of the lists you own should appear in the bottom half of the screen. To add, delete or search for subscribers and to see a list of your subscribers, click on the [View] link under the Subscribers column heading. In the Subscriber Reports screen that opens, there are several functions you can perform. Please refer to the illustration after step 3b. To search for a subscriber, enter as much of their name (or address) as you know in the field to the right of "Search Options", and then click on Search. To add a new subscriber, fill in the person's full address (e.g. jdoe@hamilton.edu) followed by his/her full name (e.g. John Doe). When you click the Add Subscriber button he or she will be added to your list but he or she will NOT be automatically notified of the subscription. To delete one or more subscribers, refer to the list of subscribers that appears below the search and add fields. Select a subscriber (or subscribers) by clicking in the checkbox that appears next to the subscriber’s name. Then, click on the button labeled Delete Selected Subscribers. No notification will be sent to the subscriber. NOTE: If you have more than one page of subscribers, you will need to delete subscribers one page at a time. Managing subscriptions in bulk & managing subscriber settings This section describes how to manage subscriptions in bulk as well as how to manage details for a specific subscriber. It uses a slightly different technique than described in the previous section. If you have not already done so, log in to Listserv by going to http://listserv.hamilton.edu. Remember to enter your full e-mail address as your login ID. If you have forgotten your password, refer to step 2b at the very beginning of this web page. Once logged in, click on the List Management menu and select List Dashboard. Depending on how many lists you own, in the section labeled "Select List", you will either see the name of your list, names of your lists or alphabetical groupings of lists. If you have own more than one list, click to select the list you wish to examine or manage so that its name appears in the Select List space. Click on the List Management menu at the top of your screen and from it select Subscriber Management. To Add or Remove Subscriptions in Bulk If you need to subscribe or remove a long list of people to your list, the easiest way to accomplish this is through the “bulk” feature. To use the bulk operation tab, you must first create a plain text file that contains a list of the subscribers you wish to add or delete (the format is described in sections a & b below). This file can be created in Microsoft Word but you must take care to choose Save As in order to change the file format to Plain Text (*.txt). On a Windows computer, “Plain Text” is found by selecting the “Save as type” drop-down list. On a Macintosh, “Plain Text” is found in the “Format” drop-down list. NOTE: Additions and Deletions CANNOT be added to the same file. Insert Screen Shots from Word 2010 & 2011 Here Additions should by typed as follows (full address followed by full name) gwashing@hamilton.edu George Washington alincoln@hamilton.edu Abraham Lincoln ahamilto@hamilton.edu Alexander Hamilton NOTE: Each subscriber appears on a separate line. A tab (not a space) is used to separate the e-mail address from the subscriber’s full name. Deletions should be typed as follows (full address only) gwashing@hamilton.edu alincoln@hamilton.edu ahamilto@hamilton.edu NOTE: It is not necessary to include the subscriber’s full name if their subscription is being deleted from the list. Once you have logged in to Listserv (http://listserv.hamilton.edu), proceed to the List Management menu and then choose List Dashboard if you are not already on that screen. As described in sections above, select the list you wish to manage. Return to the List Management menu and choose Subscriber Management. In the screen that opens, click on the Bulk Operations tab. In the Bulk Operations screen, select the operation you wish to perform. Read each selection carefully before making your choice. Then, click on the Browse... button and navigate to the location of the plain text file you saved in step 1 above. Once you click to select the file, its location and file name will appear in the Input File: space to the left of the Browse button. Review your settings to confirm you are about to perform the correct operation and then click on the Import button. When the operation is complete you will see a summary of the import at the top of the page. The example below is for a list called “Test-L”.
Student Organization Account Creation Process Listserv There are two types of accounts managed using the Student Organization Management system, Mass E-mail Only and Student Organization accounts. Both account types are described below. Mass E-mail Mass E-mail accounts are used by student groups who only need the ability to post messages directly to ListServs. One e-mail addres, specified by the submitter, is given posting privileges. The address can either by a student's Hamilton e-mail address or a generic group account. This system allows submitters to request a group e-mail account. This request is sent to Debby Quayle, who communicates directly with the submitter to create the e-mail account. Once the Mass E-mail Group information is reviewed and approved by Student Activities the necessary ListServ commands are automatically sent and the account is granted ListServ posting privileges. Student Organization Recognized Student Organizations have to be approved by Student Activities every year, and are required to provide contact and leadership information, a membership roster, and a constitution. By registering, student organizations have benefits including using the College name, access to facilities, vans, funding, supplies and resources, and e-mail and storage server space. Student Organizations have the ability to request an organization e-mail address. This request is sent to Debby Quayle, who works directly with the organization's leadership to create the account.

Mac OS 10.5 Leopard

Configuring Apple Mail for HillConnect Mail Mac OS 10.5 Leopard For Mac OSX 10.5.x & 10.6.x only These instructions detail how to configure your e-mail client, Apple Mail to access Hamilton’s HillMail email system (powered by Google).

Mac OS 10.6 Snow Leopard

Configuring Apple Mail for HillConnect Mail Mac OS 10.6 Snow Leopard For Mac OSX 10.5.x & 10.6.x only These instructions detail how to configure your e-mail client, Apple Mail to access Hamilton’s HillMail email system (powered by Google).

Mass Mailing Lists

How to Set Your ListServ Subscription to Digest Mode Mass Mailing Lists What is Digest Mode? Listserv offers many options for managing the behavior of the lists to which you are subscribed. One of the most popular settings is Digest Mode. When it is activated for your subscription, Listserv collects all the messages sent to that list from that point forward for each day and sends them to you in a single message that contains a table of contents followed by the full text of each message. (NOTE: Extremely active lists may result in two or more digest messages.) All of Hamilton's mass mailing lists (e.g. events-all, notices-facutly, etc.) allow you to choose Digest Mode. The digest message for these lists is sent each day at 4:30 p.m.. Private lists (those for student organizations or departments) are sent at midnight by default. The list owner can change the time at which the digest is sent. For assistance, please contact Debby Quayle at 859-4031 (dquayle@hamilton.edu). Getting Started The easiest way to manage your Listserv subscription is through the Listserv web interface. Before you can use it, however, you must have a Listserv password. It will allow you to manage your own subscription(s) as well as manage any lists you may own. If you already have a password, you can proceed to the steps below. Set Your Subscription to Digest Mode In your web browser (Internet Explorer, Firefox, etc.) go to http://listserv.hamilton.edu. Log in using your full e-mail address and the password you created for yourself for Listserv. In the Listserv web site, click on Subscribers Corner in the menu across the top. The lists to which you are subscribed should appear under the red My Lists tab. Locate the list you wish to set to Digest Mode and click on the word Settings next to the list name. This will open a page that displays your subscription settings for that list. Click to put a dot next to Digest (HTML format). Scroll to the bottom of the page and click on the Update button. Return to the Subscriber's Corner menu to do the same for other subscriptions you wish to set to Digest Mode. When you are finished, click to Log Out of Listserv (located in the upper right corner of the screen beneeth the green questionmark). Removing Digest Mode Repeat the steps 1-5 described above for setting Digest Mode. In step 6, click to put a dot next to Regular. Scroll to the bottom of the page and click on the Update button. Return to the Subscriber's Corner menu to do the same for other subscriptions you wish to set to Rgular Mode. When you are finished, click to Log Out of Listserv (located in the upper right corner of the screen beneeth the green questionmark).
Listserv Resources Mass Mailing Lists ListServ is a commercial software product installed on Hamilton College's E-mail system. It is designed to provide an easy way to create and maintain large or specialized E-mail mailing lists. These lists can be used for E-mail based distribution of information, discussion, questions and answers, etc. Lists are created and "owned" by an E-mail user who manages the list's behavior. Members of the list are subscribed to it either by the list owner or by following instructions provided by the list owner. All lists that are created and maintained at Hamilton College are kept private. Subscriber names and E-mail addresses are only available to the list owner. They are never published. As a list member, you are able to manage certain aspects of your subscription. As the list owner, you are able to manage a wide variety of aspects of the list's behavior. The links that follow will provide you with some basic information about both. If you have a question about ListServ that requires personal attention, please contact the ITS Help Desk at 315-859-4181 or write to helpdesk@hamilton.edu. Mass Mailing List Guidelines Guidelines for ListServ Mass Mailing Lists Request a New ListServ List Request a New List List Owner Related Documents Becoming a ListServ List Owner Quick Start Guide for List Owners List User (Subscriber) Related Documents How to Send Mail to One of the Mass E-mail Lists How to Subscribe or Unsubscribe to/from a ListServ List How to Change your ListServ Password How to Set Your Listserv Subscription to Digest Mode
Student Organization Account Creation Process Mass Mailing Lists There are two types of accounts managed using the Student Organization Management system, Mass E-mail Only and Student Organization accounts. Both account types are described below. Mass E-mail Mass E-mail accounts are used by student groups who only need the ability to post messages directly to ListServs. One e-mail addres, specified by the submitter, is given posting privileges. The address can either by a student's Hamilton e-mail address or a generic group account. This system allows submitters to request a group e-mail account. This request is sent to Debby Quayle, who communicates directly with the submitter to create the e-mail account. Once the Mass E-mail Group information is reviewed and approved by Student Activities the necessary ListServ commands are automatically sent and the account is granted ListServ posting privileges. Student Organization Recognized Student Organizations have to be approved by Student Activities every year, and are required to provide contact and leadership information, a membership roster, and a constitution. By registering, student organizations have benefits including using the College name, access to facilities, vans, funding, supplies and resources, and e-mail and storage server space. Student Organizations have the ability to request an organization e-mail address. This request is sent to Debby Quayle, who works directly with the organization's leadership to create the account.

Microsoft Outlook

Configuring Microsoft Outlook for HillConnect Mail Microsoft Outlook These instructions detail how to configure Microsoft Outlook 2010 to access Hamilton’s HillMail e-mail system (powered by Google). If you have a different version of Microsoft Outlook, these instructions can still provide some assistance. Go to the File tab, Info, and select Add Account. Choose Manually configure server settings and or additional server type. Click Next. Select Internet E-mail. Click Next. Edit the following fields: Set Incoming mail server: to imap.gmail.com Set Outgoing mail server (SMTP): to smtp.gmail.com Set User Name: to username@hamilton.edu where “username” is your e-mail ID. Click on More Settings. Select the General tab and set Mail Account to HillMail. Click on the Advanced tab. Set Incoming server (IMAP): to 993. Use the following type of encrypted connection: SSL. Set Outgoing server (SMTP): to 465. Use the following type of encrypted connection: SSL (Under SMTP). Click OK. Click Next. Click Finish. To change the Hamilton address book settings click on File, Info and then select Account Settings and then select the Address Books tab. Click the New button and then select Internet Directory Service (LDAP) and then Next. Set Server Name to bud2c.hamilton.edu Check the box for: This server requires me to log on. Set User Name: to username@hamilton.edu where “username” is your e-mail ID. Click on More Settings. Set Display Name: to Hamilton AD Set Port: to 3269 Check the box for: Use Secure Sockets Layer. Click OK, Next and then Finish. Click Close. Click the Send/Receive tab, Send/Receive All Folders and type in your e-mail password. Your mail folders should populate with your Hamilton e-mail. Fine Tune Outlook Settings for HillMail In Outlook click on View, then View Settings. Click on the Sort... button. Select Sent from the drop down box. Verify that the radio-button for Descending is selected. Click OK, then Yes, then OK. Then click back to Columns. Select Received on the right hand column and select Remove. Then click OK. IMPORTANT NOTE: If you already had rules set up prior to updating Outlook to work with your HillConnect account, you might need to recreate your rules for every Hamilton account you check in Outlook. Those rules that move mail to local folders will continue to work as before but those that move mail to an IMAP folder might need to be recreated.
HillConnect Resources Microsoft Outlook Hamilton's e-mail system is HillConnect, powered by Google. The information provided below is designed to address some of the more common questions related to using your e-mail account at Hamilton College. If you have specific questions regarding the functionality or your account (e.g. how to create "groups"), please try using the Help feature built-in to your HillConnect account (click on the "gear" icon in the upper right corner of your HillConnect e-mail screen). If you find that to be insufficient, please contact the ITS Help Desk at 315-859-4181. Topics Covered Requesting an e-mail account Activating your HillConnect account Accessing your e-mail via the Web Using your HillConnect account About the HillConnect environment Changing your existing password Forgotten password Accessing your e-mail via an e-mail client application Configuring your mobile device Mass mailing lists (ListServ) Graduate E-mail Account FAQ Requesting an e-mail account New Student Accounts: ITS automatically creates e-mail accounts for students when they are admitted. Consequently, there should never be a need for a student to request an e-mail account for their own personal use. New Employee Accounts: ITS automatically creates e-mail accounts for employees when we receive official notification from Human Resources. New faculty accounts are created when we receive official notification from the Dean of Faculty office. Temporary Employee Accounts: To request a temporary employee account, please complete the form found at: https://my.hamilton.edu/survey-manager/survey?id=1304. Please notify ITS as far in advance as possible when requesting an account as there are several processes that must take place to ensure your temp has access to all the resources he/she will need. Departmental Accounts: Accounts for departmental use can be requested by contacting Debby Quayle at x4031 or by e-mail at dquayle@hamilton.edu. Organizational Accounts: Student organizations can request accounts when they register on the Student Activities web site. If the organization elects not to register, they must have an employee/faculty sponsor. Back to top Activating Your HillConnect Account Your Hamilton e-mail account must be activated before it can be used. Instrucstions can be found at: https://my.hamilton.edu/youraccount Back to top Accessing your e-mail via the web Regardless of whether you are off campus or on campus you can check your e-mail from any computer as long as it has access to the Internet (World Wide Web). Once you are connected to the Internet, point your browser (Internet Explorer, Safari, Firefox, etc.) to http://hillconnect.hamilton.edu. You can also access your e-mail via the e-mail channel in My Hamilton at http://my.hamilton.edu. Back to top Using Your HillConnect Account About the HillConnect Environment Mac/Windows Understanding conversations Google Apps Overview Video How to set up forwarding in HillConnect From Google How to Configure Filters From Lynda.com To view these videos, please email learnit@hamilton.edu for an account Gmail Essentials Video Calendar Essentials Video Changing your existing password There are two ways to change your password. The Change Password Form allows you to enter a new e-mail password that will also become your new network password. The Synchronize Password link will use your existing network password and will make your e-mail password match it. Change Password Form: Changes your e-mail password and your ESS/SSS at the same time. Synchronize Password Form: Changing your HillConnect Password to Match Your ESS/SSS Password. Forgotten Password Current students and employees need to contact the ITS Help Desk at 315-859-4181 or e-mail us at helpdesk@hamilton.edu for assistance. Instructions for other members of the Hamilton Community. Back to top Accessing your e-mail via an e-mail software application You can access your Hamilton e-mail account using e-mail client software that supports the IMAP mail protocol. ITS supports the use of Mozilla Thunderbird and provides comprehensive documentation for configuring and using Thunderbird. College-owned computers for employees have Thunderbird installed and configured for the computer's user. If you want to install and configure Thunderbird on your personal computer to access your e-mail please contact the ITS Help Desk. Thunderbird Installing & Configuring for HillConnect E-mail Outlook How to Configure Microsoft Outlook 2010 Apple Mail How to Configure Apple Mail Windows Mail How to Configure Windows Mail Others If you are comfortable using another e-mail program without support from ITS, you can use the generic settings below as a guide for setting up one of these e-mail clients. If you need further assistance, use the Help feature in the program or refer to the support webster for the respective software company. Settings for any client Configuring Your Mobile Devices Configuring my mobile device for mail, calendar, and contacts Back to top Mass mailing lists (ListServ) The Hamilton ListServ system allows you to quickly send an e-mail to a group of individuals, such as a club or organization, the entire campus community, or certain class year of students. The ListServ groups for the entire campus, all students, all faculty, all employees, or a particular class year are mass mailing lists which are subject to certain policies. For more information on mass mailing policies and how to use ListServ, see the information on our ListServ web page: ListServ Mailing List Info Back to top
How to Move your Local Folders into your IMAP account Microsoft Outlook This document explains in general terms how to move “local” mail folders onto the mail server. By “local” we mean mail folders that are listed only in your client software (e.g.Thunderbird, Outlook, Apple Mail) and do not appear when you login to the Hamilton mail server. Local folders are typically used to store old mail, excess mail or mail you don’t need to access when you are away from campus. It resides strictly on the hard drive of your computer. Example: Thunderbird (Windows & Macintosh) These are the folders that appear in your client software (e.g. Thunderbird) and will also appear on the mail server. These are typically referred to as your IMAP folders. These are the folders in which you may have stored old mail, excess mail or mail you don’t need to see when you are away from campus. The folders are located only on the hard drive of your computer and are therefore not visible when you login to the Hamilton web mail server. NOTE: In Microsoft Outlook, the local folders are called Personal Folders and appear at the top of the list of folders. In Mac Mail your local folders will appear at the top of your list of folders and may be in a section labeled “On My Mac”. Moving your local mail to Gmail The advantage to moving your local mail to Gmail after the transition is that you can potentially take more time to decide which of your local mail folders to move to Gmail. Gmail provides 7 gigabytes (GB) of storage, which should accommodate most peoples’ needs. You can easily determine your exact quota usage by logging in to your Gmail account and then look to the bottom of the screen. Example quota in Gmail. screenshot How to move a folder Regardless of the client software you use, the process of moving a folder is essentially the same. Note that in some e-mail software (e.g. MS Outlook), a “move folder” feature exists, which makes the process very easy. It assumes you wish to move the entire content of a mail folder. However, ITS recommends you copy your local folders first and then compare the folders in your client and Gmail to ensure the local folders have all been copied. See below for instructions. You can move a folder back to your local folders if you change your mind. Moving only selected messages is described below in the Problems? section. Start by clicking once on the folder name. This is usually sufficient to highlight the folder in the list of folders. With the folder name highlighted, click on it once more but do not release the mouse button. With the mouse button still held down, carefully move the folder to the name of your account (which typically appears above your first IMAP mail folder). In the example above, the IMAP account is called tsylla@me.com. NOTE: If the folders are very far apart you can move the mouse to the top of (or bottom) until the list starts to scroll. If it fails to scroll you may have to move the folder in stages. When you are directly over the name of your IMAP account, the name will highlight (darken). This is how you know you are “on” it. Now it is safe to release the mouse button. Doing so will start transferring a copy of the folder. Depending on how much mail is in the folder you moved, the time it takes to create the new folder and copy its contents may be brief or may take several seconds. It is important to be patient. After the folder has been successfully copied to your IMAP account, you can compare its contents to the copy that remains in your local folders. When you feel comfortable they are the same, it is safe to delete the folder in your local folders. Be sure to open a few messages that may contain attachments to confirm whether the attachments will open. After you have moved each folder, you should click on the “get mail” icon (or “send/receive” in Outlook) to see whether you’ve received a quota warning. You can also check your quota using the methods described above on page one. Problems? If you are unable to move a folder because the mail it contains is corrupted or not formatted correctly for the server, you may receive a warning like the following. The text may differ slightly from one mail program to another but the essence of the message will be that the mail cannot be moved. Unfortunately, the only remedy is to manually move messages one (or a few) at a time. To do this, you must first create the new folder in your IMAP account that will receive the messages. Next, open the local folder containing the corrupted mail and then highlight (select) one (or a few) of the messages it contains and drag them onto the name of the new folder as described above. If the message copies successfully, repeat the process until you discover the message (or messages) that cannot be copied. Skip the faulty message and continue with the remainder.

Mobile Device

Configuring my Mobile Device for HillConnect E-mail Mobile Device ITS will provide documentation and generic settings for configuring your mobile device/smart phone to connect to HillConnect services (HillMail, HillCal) to the Hamilton Wireless network. We recommend you refer to the Google Mobile Device support pages for your specific device and to the documentation provided by your wireless carrier (Verizon, AT&T, Sprint) or/and your smart phone manufacturer (iPhone/Android/Blackberry/Windows Mobile). This page details configuring your mobile device to synchronize it with your HillConnect e-mail and calendar. Visit our secure wireless page to configure your mobile device to use Hamilton's secure wireless network. Configuring Your Mobile Device Google supports the following devices for e-mail and calendar access. The ITS Help Desk is happy to take your call (x4181), but we have no way to guarantee that HillConnect and Hamilton's wireless network will be compatible with all smart phones and mobile devices. Please read this first: What's the difference between Google Sync and IMAP Device Google Sync Setup IMAP Setup BlackBerry BlackBerry Google Sync BlackBerry IMAP Note: Gmail IMAP access is not officially supported for BlackBerry devices at this time. iPhone/iPod Touch iPhone Google Sync iPhone IMAP Google Android Android Google Sync Palm Pre/Pixie Use device Web browser Palm OS Not officially supported by Google Windows Mobile Window Mobile Google Sync Windows Mobile IMAP Return to HillConnect Homepage
Google Sync versus IMAP Mobile Device Return to configuring my mobile device Return to HillConnect Homepage Sync Supports push technology which delivers data to your device as new data is available. There is a single setup for e-mail, calendar, and contacts. The setup is easy. Most devices support only one sync account. Depending on your device, any push connection may use more power than fetching data at scheduled intervals. In some cases the difference in power usage may have a noticeable impact on your phone's battery life. To save battery life, turn off push and set device to fetch data every 30 to 60 minutes. Beta software. IMAP Supports pull technology which fetches data at a scheduled interval set by the user. One setup for e-mail and a separate setup for calendar and contacts. The setup is easy. Devices support multiple accounts. Pull technology allows you to set the interval to fetch new data and therefore improving your phone's battery life.
HillConnect Resources Mobile Device Hamilton's e-mail system is HillConnect, powered by Google. The information provided below is designed to address some of the more common questions related to using your e-mail account at Hamilton College. If you have specific questions regarding the functionality or your account (e.g. how to create "groups"), please try using the Help feature built-in to your HillConnect account (click on the "gear" icon in the upper right corner of your HillConnect e-mail screen). If you find that to be insufficient, please contact the ITS Help Desk at 315-859-4181. Topics Covered Requesting an e-mail account Activating your HillConnect account Accessing your e-mail via the Web Using your HillConnect account About the HillConnect environment Changing your existing password Forgotten password Accessing your e-mail via an e-mail client application Configuring your mobile device Mass mailing lists (ListServ) Graduate E-mail Account FAQ Requesting an e-mail account New Student Accounts: ITS automatically creates e-mail accounts for students when they are admitted. Consequently, there should never be a need for a student to request an e-mail account for their own personal use. New Employee Accounts: ITS automatically creates e-mail accounts for employees when we receive official notification from Human Resources. New faculty accounts are created when we receive official notification from the Dean of Faculty office. Temporary Employee Accounts: To request a temporary employee account, please complete the form found at: https://my.hamilton.edu/survey-manager/survey?id=1304. Please notify ITS as far in advance as possible when requesting an account as there are several processes that must take place to ensure your temp has access to all the resources he/she will need. Departmental Accounts: Accounts for departmental use can be requested by contacting Debby Quayle at x4031 or by e-mail at dquayle@hamilton.edu. Organizational Accounts: Student organizations can request accounts when they register on the Student Activities web site. If the organization elects not to register, they must have an employee/faculty sponsor. Back to top Activating Your HillConnect Account Your Hamilton e-mail account must be activated before it can be used. Instrucstions can be found at: https://my.hamilton.edu/youraccount Back to top Accessing your e-mail via the web Regardless of whether you are off campus or on campus you can check your e-mail from any computer as long as it has access to the Internet (World Wide Web). Once you are connected to the Internet, point your browser (Internet Explorer, Safari, Firefox, etc.) to http://hillconnect.hamilton.edu. You can also access your e-mail via the e-mail channel in My Hamilton at http://my.hamilton.edu. Back to top Using Your HillConnect Account About the HillConnect Environment Mac/Windows Understanding conversations Google Apps Overview Video How to set up forwarding in HillConnect From Google How to Configure Filters From Lynda.com To view these videos, please email learnit@hamilton.edu for an account Gmail Essentials Video Calendar Essentials Video Changing your existing password There are two ways to change your password. The Change Password Form allows you to enter a new e-mail password that will also become your new network password. The Synchronize Password link will use your existing network password and will make your e-mail password match it. Change Password Form: Changes your e-mail password and your ESS/SSS at the same time. Synchronize Password Form: Changing your HillConnect Password to Match Your ESS/SSS Password. Forgotten Password Current students and employees need to contact the ITS Help Desk at 315-859-4181 or e-mail us at helpdesk@hamilton.edu for assistance. Instructions for other members of the Hamilton Community. Back to top Accessing your e-mail via an e-mail software application You can access your Hamilton e-mail account using e-mail client software that supports the IMAP mail protocol. ITS supports the use of Mozilla Thunderbird and provides comprehensive documentation for configuring and using Thunderbird. College-owned computers for employees have Thunderbird installed and configured for the computer's user. If you want to install and configure Thunderbird on your personal computer to access your e-mail please contact the ITS Help Desk. Thunderbird Installing & Configuring for HillConnect E-mail Outlook How to Configure Microsoft Outlook 2010 Apple Mail How to Configure Apple Mail Windows Mail How to Configure Windows Mail Others If you are comfortable using another e-mail program without support from ITS, you can use the generic settings below as a guide for setting up one of these e-mail clients. If you need further assistance, use the Help feature in the program or refer to the support webster for the respective software company. Settings for any client Configuring Your Mobile Devices Configuring my mobile device for mail, calendar, and contacts Back to top Mass mailing lists (ListServ) The Hamilton ListServ system allows you to quickly send an e-mail to a group of individuals, such as a club or organization, the entire campus community, or certain class year of students. The ListServ groups for the entire campus, all students, all faculty, all employees, or a particular class year are mass mailing lists which are subject to certain policies. For more information on mass mailing policies and how to use ListServ, see the information on our ListServ web page: ListServ Mailing List Info Back to top

Mozilla Thunderbird

HillConnect Resources Mozilla Thunderbird Hamilton's e-mail system is HillConnect, powered by Google. The information provided below is designed to address some of the more common questions related to using your e-mail account at Hamilton College. If you have specific questions regarding the functionality or your account (e.g. how to create "groups"), please try using the Help feature built-in to your HillConnect account (click on the "gear" icon in the upper right corner of your HillConnect e-mail screen). If you find that to be insufficient, please contact the ITS Help Desk at 315-859-4181. Topics Covered Requesting an e-mail account Activating your HillConnect account Accessing your e-mail via the Web Using your HillConnect account About the HillConnect environment Changing your existing password Forgotten password Accessing your e-mail via an e-mail client application Configuring your mobile device Mass mailing lists (ListServ) Graduate E-mail Account FAQ Requesting an e-mail account New Student Accounts: ITS automatically creates e-mail accounts for students when they are admitted. Consequently, there should never be a need for a student to request an e-mail account for their own personal use. New Employee Accounts: ITS automatically creates e-mail accounts for employees when we receive official notification from Human Resources. New faculty accounts are created when we receive official notification from the Dean of Faculty office. Temporary Employee Accounts: To request a temporary employee account, please complete the form found at: https://my.hamilton.edu/survey-manager/survey?id=1304. Please notify ITS as far in advance as possible when requesting an account as there are several processes that must take place to ensure your temp has access to all the resources he/she will need. Departmental Accounts: Accounts for departmental use can be requested by contacting Debby Quayle at x4031 or by e-mail at dquayle@hamilton.edu. Organizational Accounts: Student organizations can request accounts when they register on the Student Activities web site. If the organization elects not to register, they must have an employee/faculty sponsor. Back to top Activating Your HillConnect Account Your Hamilton e-mail account must be activated before it can be used. Instrucstions can be found at: https://my.hamilton.edu/youraccount Back to top Accessing your e-mail via the web Regardless of whether you are off campus or on campus you can check your e-mail from any computer as long as it has access to the Internet (World Wide Web). Once you are connected to the Internet, point your browser (Internet Explorer, Safari, Firefox, etc.) to http://hillconnect.hamilton.edu. You can also access your e-mail via the e-mail channel in My Hamilton at http://my.hamilton.edu. Back to top Using Your HillConnect Account About the HillConnect Environment Mac/Windows Understanding conversations Google Apps Overview Video How to set up forwarding in HillConnect From Google How to Configure Filters From Lynda.com To view these videos, please email learnit@hamilton.edu for an account Gmail Essentials Video Calendar Essentials Video Changing your existing password There are two ways to change your password. The Change Password Form allows you to enter a new e-mail password that will also become your new network password. The Synchronize Password link will use your existing network password and will make your e-mail password match it. Change Password Form: Changes your e-mail password and your ESS/SSS at the same time. Synchronize Password Form: Changing your HillConnect Password to Match Your ESS/SSS Password. Forgotten Password Current students and employees need to contact the ITS Help Desk at 315-859-4181 or e-mail us at helpdesk@hamilton.edu for assistance. Instructions for other members of the Hamilton Community. Back to top Accessing your e-mail via an e-mail software application You can access your Hamilton e-mail account using e-mail client software that supports the IMAP mail protocol. ITS supports the use of Mozilla Thunderbird and provides comprehensive documentation for configuring and using Thunderbird. College-owned computers for employees have Thunderbird installed and configured for the computer's user. If you want to install and configure Thunderbird on your personal computer to access your e-mail please contact the ITS Help Desk. Thunderbird Installing & Configuring for HillConnect E-mail Outlook How to Configure Microsoft Outlook 2010 Apple Mail How to Configure Apple Mail Windows Mail How to Configure Windows Mail Others If you are comfortable using another e-mail program without support from ITS, you can use the generic settings below as a guide for setting up one of these e-mail clients. If you need further assistance, use the Help feature in the program or refer to the support webster for the respective software company. Settings for any client Configuring Your Mobile Devices Configuring my mobile device for mail, calendar, and contacts Back to top Mass mailing lists (ListServ) The Hamilton ListServ system allows you to quickly send an e-mail to a group of individuals, such as a club or organization, the entire campus community, or certain class year of students. The ListServ groups for the entire campus, all students, all faculty, all employees, or a particular class year are mass mailing lists which are subject to certain policies. For more information on mass mailing policies and how to use ListServ, see the information on our ListServ web page: ListServ Mailing List Info Back to top
How to Move your Local Folders into your IMAP account Mozilla Thunderbird This document explains in general terms how to move “local” mail folders onto the mail server. By “local” we mean mail folders that are listed only in your client software (e.g.Thunderbird, Outlook, Apple Mail) and do not appear when you login to the Hamilton mail server. Local folders are typically used to store old mail, excess mail or mail you don’t need to access when you are away from campus. It resides strictly on the hard drive of your computer. Example: Thunderbird (Windows & Macintosh) These are the folders that appear in your client software (e.g. Thunderbird) and will also appear on the mail server. These are typically referred to as your IMAP folders. These are the folders in which you may have stored old mail, excess mail or mail you don’t need to see when you are away from campus. The folders are located only on the hard drive of your computer and are therefore not visible when you login to the Hamilton web mail server. NOTE: In Microsoft Outlook, the local folders are called Personal Folders and appear at the top of the list of folders. In Mac Mail your local folders will appear at the top of your list of folders and may be in a section labeled “On My Mac”. Moving your local mail to Gmail The advantage to moving your local mail to Gmail after the transition is that you can potentially take more time to decide which of your local mail folders to move to Gmail. Gmail provides 7 gigabytes (GB) of storage, which should accommodate most peoples’ needs. You can easily determine your exact quota usage by logging in to your Gmail account and then look to the bottom of the screen. Example quota in Gmail. screenshot How to move a folder Regardless of the client software you use, the process of moving a folder is essentially the same. Note that in some e-mail software (e.g. MS Outlook), a “move folder” feature exists, which makes the process very easy. It assumes you wish to move the entire content of a mail folder. However, ITS recommends you copy your local folders first and then compare the folders in your client and Gmail to ensure the local folders have all been copied. See below for instructions. You can move a folder back to your local folders if you change your mind. Moving only selected messages is described below in the Problems? section. Start by clicking once on the folder name. This is usually sufficient to highlight the folder in the list of folders. With the folder name highlighted, click on it once more but do not release the mouse button. With the mouse button still held down, carefully move the folder to the name of your account (which typically appears above your first IMAP mail folder). In the example above, the IMAP account is called tsylla@me.com. NOTE: If the folders are very far apart you can move the mouse to the top of (or bottom) until the list starts to scroll. If it fails to scroll you may have to move the folder in stages. When you are directly over the name of your IMAP account, the name will highlight (darken). This is how you know you are “on” it. Now it is safe to release the mouse button. Doing so will start transferring a copy of the folder. Depending on how much mail is in the folder you moved, the time it takes to create the new folder and copy its contents may be brief or may take several seconds. It is important to be patient. After the folder has been successfully copied to your IMAP account, you can compare its contents to the copy that remains in your local folders. When you feel comfortable they are the same, it is safe to delete the folder in your local folders. Be sure to open a few messages that may contain attachments to confirm whether the attachments will open. After you have moved each folder, you should click on the “get mail” icon (or “send/receive” in Outlook) to see whether you’ve received a quota warning. You can also check your quota using the methods described above on page one. Problems? If you are unable to move a folder because the mail it contains is corrupted or not formatted correctly for the server, you may receive a warning like the following. The text may differ slightly from one mail program to another but the essence of the message will be that the mail cannot be moved. Unfortunately, the only remedy is to manually move messages one (or a few) at a time. To do this, you must first create the new folder in your IMAP account that will receive the messages. Next, open the local folder containing the corrupted mail and then highlight (select) one (or a few) of the messages it contains and drag them onto the name of the new folder as described above. If the message copies successfully, repeat the process until you discover the message (or messages) that cannot be copied. Skip the faulty message and continue with the remainder.
Installing and Configuring Thunderbird Mozilla Thunderbird For On-Campus Use Installing Thunderbird Go to http://www.mozilla.org/en-US/thunderbird/ to install the latest version of Thunderbird on either your Windows or Macintosh computer and follow the instructions. Once the download is complete, follow the instructions below. If the Incompatible Add-on window is displayed, select the add-ons you use and click Check Now to check if there are compatible versions of the add-ons available. If a newer version is available, click Install Now, then click Done. If a newer version is not available the No Compatible Add-ons Found window is displayed. Click Finish to continue. Open up Thunderbird. Click the X button to exit the tab Welcome to Thunderbird! Configuring Thunderbird Settings To Change the Incoming Server Settings: Click the Tools menu, select Account Settings, then select Server Settings. Edit the following fields: Set Server Name to imap.gmail.com Set Connection security to SSL/TLS Set Port to 993 Set User Name to username@hamilton.edu where “username” is your e-mail ID. NOTE: You will need to repeat this step for any additional Hamilton e-mail accounts you have setup in Thunderbird. To Change the Outgoing Server Settings (SMTP): Click Outgoing Server (SMTP), select username-mail.hamilton.edu (Default), click Edit and update the following fields: Set Description to HillMail Set Server Name to smtp.gmail.com Set Connection security to SSL/TLS Set Port to 465 Set User Name to username@hamilton.edu where “username” is your e-mail ID. Click OK. To Change the Hamilton Address Book Settings: Click Composition & Addressing, click the Edit Directories button, select Hamilton LDAP, click Delete and click OK. The LDAP Directory Server window is still open, click the Add button and update the following fields: Set Name to HillAD Set Hostname to bud2c.hamilton.edu Set Base DN to dc=hamilton,dc=edu (please note there are no spaces) Check the option to Use secure connection (SSL) Set Bind DN to username@hamilton.edu where “username” is your e-mail ID Students: Set to username@students.hamilton.edu Set Port number to 3269 Click OK and click OK to save the settings. Select HillAD from the directory list and click OK. To Configure the Hamilton address book to search on name (rather than username): Click the Tools menu, select Options, select the Advanced icon, select the General tab and click the Config Editor button. At the void warrant window uncheck the option to Show this warning next time and click the I’ll be careful, I promise! button. In the Filter: field, type Ldap. The window will display several entries for ldap_2.servers.HillAD…..Select one of the entries and right-click, then choose New > String Enter the string value preference name as ldap_2.servers.HillAD.autoComplete.nameFormat. Please note this is case sensitive and there are no spaces. Please double-check for accuracy. Click OK. Enter the string value as displayName. Please note the square brackets are required, there are no spaces, and only the letter “N” is capitalized. Click OK. Click the Red X exit button to close the Config Editor The Options window is still open, choose the Composition icon and select the Addressing tab, check the option for Directory Server and select HillAD from the list. Click OK to close the Options window. It's time to get your mail! Click the Get Mail icon and enter your e-mail password and click OK. Your mail folders should populate with your HillMail. Fine Tune Thunderbird Settings for HillMail Your sent message are automatically placed in the [Gmail/Sent Mail] folder, therefore it is no longer necessary to save a copy of your sent messages on the server. To update this setting click the Tools menu, select Account Settings, and then select Copies & Folders. Uncheck the box labeled Place a copy in:. Keep this window open for the next few steps. To set the proper location for your Drafts folder select Account Settings, and then select Copies & Folders. In the Drafts, Archives, and Templates section: set the following: Set Keep message drafts in: to Other and navigate to the folder username@hamilton.edu > [Gmail] > Drafts where “username” is your e-mail ID. Keep message archives in: should be automatically set to Other: All Mail. If not, select Other and navigate to the folder username@hamilton.edu > Gmail > All Mail where “username” is your e-mail ID. Click OK. NOTE: You will need to repeat this step for any additional Hamilton e-mail accounts you have set up in Thunderbird. To keep Thunderbird from opening messages in tab form, select Tools then Options. Click the Advanced icon and then select the Reading & Display tab. Under Open messages in: select the radial button A new message window. Click OK. Things to Know about Thunderbird for HillMail If you already had filters set up prior to updating and reconfiguring Thunderbird to work with your HillMail account, you might need to recreate your filters for every Hamilton account you check in Thunderbird. Those filters that move mail to local folders will continue to work as before but those that move mail to an IMAP folder might need to be recreated.

Password

Changing Your HillConnect Password to Match Your ESS/SSS Password Password Back to HillConnect home page IMPORTANT NOTE: If you remember your My Hamilton password but you have forgotten your e-mail password, these instructions will help you synchronize your passwords so that both accounts will use the password you use for My Hamilton. If you want to change ONLY your ESS/SSS password, please contact the ITS Help Desk at 315-859-4181. If you remember your HillConnect (e-mail) password and your intention is to make your ESS/SSS password match your e-mail password, please visit the password change form and follow the directions there. To make your E-mail password the same as your current ESS/SSS password: Log in to MY.HAMILTON.EDU Start by going to http://my.hamilton.edu. Use your e-mail ID as your Username (do NOT include @hamilton.edu). Then enter your e-mail password and click on Submit. After logging in, click on the Setup tab. Click on Passwords and Security. Enter your e-mail ID and password. This provides extra security in case you’ve accidentally left yourself logged in on a public computer. Click on Submit. Click on the Synchronize Passwords form link found under the heading Synchronize Passwords. This will automatically begin the synchronization process and change your HillConnect password to match your MyHamilton password. Once done, please try logging onto HillConnect with your MyHamilton password.
HillConnect Resources Password Hamilton's e-mail system is HillConnect, powered by Google. The information provided below is designed to address some of the more common questions related to using your e-mail account at Hamilton College. If you have specific questions regarding the functionality or your account (e.g. how to create "groups"), please try using the Help feature built-in to your HillConnect account (click on the "gear" icon in the upper right corner of your HillConnect e-mail screen). If you find that to be insufficient, please contact the ITS Help Desk at 315-859-4181. Topics Covered Requesting an e-mail account Activating your HillConnect account Accessing your e-mail via the Web Using your HillConnect account About the HillConnect environment Changing your existing password Forgotten password Accessing your e-mail via an e-mail client application Configuring your mobile device Mass mailing lists (ListServ) Graduate E-mail Account FAQ Requesting an e-mail account New Student Accounts: ITS automatically creates e-mail accounts for students when they are admitted. Consequently, there should never be a need for a student to request an e-mail account for their own personal use. New Employee Accounts: ITS automatically creates e-mail accounts for employees when we receive official notification from Human Resources. New faculty accounts are created when we receive official notification from the Dean of Faculty office. Temporary Employee Accounts: To request a temporary employee account, please complete the form found at: https://my.hamilton.edu/survey-manager/survey?id=1304. Please notify ITS as far in advance as possible when requesting an account as there are several processes that must take place to ensure your temp has access to all the resources he/she will need. Departmental Accounts: Accounts for departmental use can be requested by contacting Debby Quayle at x4031 or by e-mail at dquayle@hamilton.edu. Organizational Accounts: Student organizations can request accounts when they register on the Student Activities web site. If the organization elects not to register, they must have an employee/faculty sponsor. Back to top Activating Your HillConnect Account Your Hamilton e-mail account must be activated before it can be used. Instrucstions can be found at: https://my.hamilton.edu/youraccount Back to top Accessing your e-mail via the web Regardless of whether you are off campus or on campus you can check your e-mail from any computer as long as it has access to the Internet (World Wide Web). Once you are connected to the Internet, point your browser (Internet Explorer, Safari, Firefox, etc.) to http://hillconnect.hamilton.edu. You can also access your e-mail via the e-mail channel in My Hamilton at http://my.hamilton.edu. Back to top Using Your HillConnect Account About the HillConnect Environment Mac/Windows Understanding conversations Google Apps Overview Video How to set up forwarding in HillConnect From Google How to Configure Filters From Lynda.com To view these videos, please email learnit@hamilton.edu for an account Gmail Essentials Video Calendar Essentials Video Changing your existing password There are two ways to change your password. The Change Password Form allows you to enter a new e-mail password that will also become your new network password. The Synchronize Password link will use your existing network password and will make your e-mail password match it. Change Password Form: Changes your e-mail password and your ESS/SSS at the same time. Synchronize Password Form: Changing your HillConnect Password to Match Your ESS/SSS Password. Forgotten Password Current students and employees need to contact the ITS Help Desk at 315-859-4181 or e-mail us at helpdesk@hamilton.edu for assistance. Instructions for other members of the Hamilton Community. Back to top Accessing your e-mail via an e-mail software application You can access your Hamilton e-mail account using e-mail client software that supports the IMAP mail protocol. ITS supports the use of Mozilla Thunderbird and provides comprehensive documentation for configuring and using Thunderbird. College-owned computers for employees have Thunderbird installed and configured for the computer's user. If you want to install and configure Thunderbird on your personal computer to access your e-mail please contact the ITS Help Desk. Thunderbird Installing & Configuring for HillConnect E-mail Outlook How to Configure Microsoft Outlook 2010 Apple Mail How to Configure Apple Mail Windows Mail How to Configure Windows Mail Others If you are comfortable using another e-mail program without support from ITS, you can use the generic settings below as a guide for setting up one of these e-mail clients. If you need further assistance, use the Help feature in the program or refer to the support webster for the respective software company. Settings for any client Configuring Your Mobile Devices Configuring my mobile device for mail, calendar, and contacts Back to top Mass mailing lists (ListServ) The Hamilton ListServ system allows you to quickly send an e-mail to a group of individuals, such as a club or organization, the entire campus community, or certain class year of students. The ListServ groups for the entire campus, all students, all faculty, all employees, or a particular class year are mass mailing lists which are subject to certain policies. For more information on mass mailing policies and how to use ListServ, see the information on our ListServ web page: ListServ Mailing List Info Back to top
How to Change Your ListServ Password Password How to Create or Change a Listserv Password To make changes to your own list subscription settings or to make changes to a list you own, you must first have a Listserv password. The instructions that follow, explain how to do this via e-mail and via the web. Using E-mail Creating a Listserv password via e-mail (when you have never had one before) Address a new e-mail message to listserv@listserv.hamilton.edu Leave the subject line blank. In the first line of the message type: PW ADD newpassword (Replace newpassword at left with your desired password. There is no limit to the number of characters you use.) If you use an automatic "signature" in your e-mail software, it must be disabled before you send your password request. If you do not know what the signature feature is, you are likely not using it. Send your message. Changing an existing Listserv password via e-mail (whether known or forgotten) Address a new e-mail message to listserv@listserv.hamilton.edu Leave the subject line blank. In the body of the message type the command that applies to your situation. If you know your current password and you want to change it, you should type the following into the first line of the message: pw change newpassword pw=oldpassword (replace newpassword with your desired new password and replace oldpassword with the password you are replacing.) If you have forgotten your current password, you should type the following into the first line of the message: pw change newpassword (replace newpassword with your desired new password.) You will receive a confirmation message from Listserv as illustrated below. Click on the blue web link to confirm your password change. If you use an automatic "signature" in your e-mail software, it must be disabled before you send your subscription request. If you do not know what the signature feature is, you are likely not using it. Send your message. Using the Web Creating a Listserv password via the web (when you have never had one before or you have forgotten your password) Go to http://listserv.hamilton.edu and click Get a new LISTSERV password. In the window that opens (shown below) enter your full e-mail address (including @hamilton.edu) and the password you want to use. Then click Register Password. Once your password registration has been accepted, you will receive a confirmation e-mail (similar to the one shown above in the previous section in step 3. b. ii. You must click on the link it includes before your password will take effect. Changing an existing Listserv password via the web (whether known or forgotten) Go to http://listserv.hamilton.edu and click Get a new LISTSERV password. There are two options for changing your password, depending on whether you remember your current password. If you remember your current password, click on the Change Password button as shown and fill in the required fields in the window that opens. Once you have submitted your change, you can log in with the new password. If you no longer remember your password, refer to the instructions in the previous section (above) for creating a new password. Return to Listserv Page Return to Main ITS Page
Your Hamilton College Electronic Resources Account Password Your Hamilton College Electronic Resources Account What Your Account Will Access Depending on your role at Hamilton, the account details (username and password) you were provided may be used for e-mail, our wired and wireless network, network printing, and a variety of web resources like My Hamilton, Blackboard and Citrix. At present, your password is synchronized so that it will work with the various systems to which you may have been given access. At a minimum, faculty, employees, and students are given access to e-mail, the network (wired and wireless) and to printing. Guidelines for Account Use Good account security depends on keeping your account ID and password private. If your password is easily guessed or discovered it puts the College network and all of your electronic resources at risk. It also means someone can engage in illegal activities on the Internet in your name. You are encouraged to familiarize yourself with Hamilton’s guidelines and policies regarding the appropriate use of our network resources. They can be read online by selecting Policies on the left side of this page. In the Policies section, click on Policies, Procedures, Plans and Standards. In particular, you are encouraged to read the guidelines for sending mass e-mail. Activating your E-mail Account Prior to using your e-mail account, it must be activated. To do so, go to http://my.hamilton.edu and log in using the ID (username) and password shown on the sheet you received. Once you have logged in to My Hamilton, click on the link that appears across the top of the My Hamilton page (as illustrated below). From there, follow the on screen instructions that will guide you through the activation process. Changing your password Instructions for changing your password(s) can be found in the following document: http://www.hamilton.edu/college/its/documentation/e-mail/general/external/hto-changepasswords-all.pdf The extent to which your account has been granted access to Hamilton network resources will determine the best way to change your password. If the instructions referenced above do not work for this account, please contact the ITS Help Desk at the number below. Using Your E-mail Account Once your account has been activated, you can access your e-mail by logging in to http://my.hamilton.edu and then by clicking on “Read e-mail”. This will require a second login. You can also log in to your e-mail account directly by going to http://hillconnect.hamilton.edu. If this is a network-only account, it can be used immediately at the login prompt on Hamilton College computers (lab and office). To configure your mobile device for e-mail and wireless access To configure your mobile device for your e-mail account, please visit: http://my.hamilton.edu/information-technology-services/hillconnect. To configure your mobile devide for our wireless network, please visit: http://my.hamilton.edu/information-technology-services/hillconnect/mobile-wi-fi. To configure your personal computer for Hamilton's wireless network To configure your personally owned computer for Hamilton's wireless network prior to your arrival or once you are here, please visit: https://my.hamilton.edu/information-technology-services/quick-reference-guide/network-1/secure-wireless? Problems? If you experience problems with your Hamilton account, please call the ITS Help Desk at (315) 859-4181. Hours: Late May - Late August, M-F, 8:00 AM – 4:00 PM Late August–late May, M-F 8:30 AM – 4:30 PM.

Policy

Policies - Access to Information Technology Resources Policy Policies Access to Information Technology Resources Eligibility Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Electronic resources include: Group I (electronic mail, listservs, personal calendar, portal, Blackboard course management system, network storage, campus ID card) Group II (Web Advisor) Group III (Login access to Datatel) Access to electronic resources for employees, students, spouses/partners, and alumni is enabled through username and password provided to individuals according to the following guidelines. Non-Faculty Employees are given access to Group I resources upon notification of hire. Access to Group III resources is by request from the Department Head. Non-Faculty employee access to all resources is removed at the end of business on the last date of employment. As soon as an employee gives notice, he/she should enable a "vacation" (auto-responder) message to indicate his/her last date of employment and to provide correspondents with an alternate address to which they should address future College business. Employees should also remove any personal e-mail or files from their accounts during this period. Faculty are given access to Group I resources and Group II resources upon notification of hire. Access to Group III resources is by request by the Dean of Faculty. Faculty access to all resources is removed at the end of business three months after the last date of employment. A request for a brief extension of e-mail privileges may be made to the Dean of Faculty. Upon request to the Dean of Faculty an emeritus faculty member can retain his/her Hamilton e-mail address for as long as desired. Students are given access to Group I and Group II resources upon making an acceptance deposit to the College. Students who work in administrative offices may be granted limited access to Group III resources. Student access to all resources is removed three months after withdrawal or graduation. A request for a brief extension of e-mail privileges may be made to the Director, Help Desk and Training Services in ITS. Graduates are automatically eligible for access to the Hamilton alumni directory. As part of the directory, alumni have access to an e-mail forwarding service. Each alumnus can create a username@alumni.hamilton.edu which will automatically forward e-mail to an e-mail account they have with an Internet Service Provider (e.g. AOL). Information Technology Resources (computer hardware, software, telephone systems, cable television, networks, services, data, and other information) are made available at Hamilton to support and facilitate the teaching, research and administrative functions of the College. Access to these resources is provided to employees of the College (faculty, administration, staff, maintenance and operations) and enrolled students consistent with their responsibilities. E-mail accounts are continued for Hamilton alumni for three months after graduation, and may be extended by special request to the e-mail administrator. Other individuals, upon submission of a request, may be granted access to some, or all, of Hamilton's IT resources by the Vice President for Information Technology. Generally, such individuals will have some association with the College. The terms of access will be stated at the time access is granted. Under no circumstance may anyone use College IT resources for profit-making activities, in ways that are illegal (e.g. copyright violations), that threaten the College's tax-exempt or other status, or interfere with reasonable use by other members of the College community. Convention For User Names The standard Hamilton naming convention for access to electronic systems comprises the first initial of the first name, followed by (up to seven characters of) the last name. If duplicates occur, the middle initial is generally used to resolve ambiguity. Access in Residence Halls Residence hall connections are intended to provide students with access to telephone and cable television services, and the campus data network. One telephone, cable television, and data network connection is provided for each student. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Students must provide their own telephones, televisions, computers, software, and Ethernet cards that meet minimum Hamilton standards. Information on current minimum standards and recommended configurations is available online. Network standards are updated annually. Any costs incurred to repair damages to a network, telephone, or cable television jack in a residence hall room will be divided equally, and billed to the students residing in that room. Management of Internet Bandwidth The campus network, including our connection to the Internet, is a critical shared resource for supporting the academic program. Uses of our Internet connection that are central to the academic/administrative mission of the college (e.g. access to Hamilton web, e-mail, and Blackboard Courseinfo servers) will receive higher priority during times when classes are in session, offices are open, and in the evenings when preparation takes place (i.e. critical times). Low priority uses, including recreational uses, are peripheral to our mission and will receive lower priority during critical times. Between the hours of 7 a.m. and 2 a.m. each day (critical times): With the exception of web traffic a fixed percentage of bandwidth is allocated between the residence halls and the Internet. Access to the Hamilton e-mail, web, and Blackboard Courseinfo servers from off-campus is the highest priority. Incoming or outgoing web traffic between the Internet and the campus network is the next highest priority. Peer-to-Peer Internet applications (applications for distributing videos, music, software, etc.) receive the lowest priority. Between the hours of 2 a.m. and 7 a.m. (non-critical times): There will be no restrictions on bandwidth. The quality and volume of our Internet traffic is regularly monitored to assure that critical applications are available to members of the community. Hamilton does not monitor the content of traffic on the network. It is the responsibility of each person using college resources, including the network, to do so in an ethical and legal manner. Particular attention should be given to observing copyright laws for digital materials. Personal Computers on the Network Internet addresses are provided dynamically through a Dynamic Host Configuration Protocol (DHCP) system. In order to obtain a static Internet (TCP/IP) computer address the owner of the system must register the computer with ITS network services. The rules and regulations contained in this policy pertaining to electronic mail and Internet access are equally applicable to the use of personal machines for file sharing or as servers. If bandwidth or other problems occur, ITS reserves the right to discontinue access to the machine. Computers connected to the network may not be used as servers for private enterprises, commercial activity, or personal profit. Computers connected to the network may not be used to provide access to the Internet for anyone not formally affiliated with the College. If personal computers on the Hamilton network are used as servers, the administrator has the additional responsibility to respond to any use of the server that is in violation of these policies and procedures. Server administrators must take steps to prevent recurrence of such violations and report these violations to the Hamilton Network Administrator (hostmaster@hamilton.edu). ITS reserves the rights to disconnect any network port whose activity causes an adverse effect on the network or on any other user. Network connections may also be revoked in the case of malicious or inappropriate computing activity on the network. See Noncompliance and Sanctions for examples of these activities. ITS reserves the right to restrict access to the network during expansion, or for diagnostic and maintenance services. Every effort will be made to provide advance notification and to schedule such disruptions during times of minimum impact and traffic. Virus Protection Hamilton College requires all computers connected to the network to have up-to-date virus protection. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Sophos anti-virus software is provided free to all students. Other anti-virus products may be substituted for Sophos Anti-Virus as long as they are kept current. In addition, all attachments to e-mail sent to the Hamilton mail server are scanned for viruses. If an attachment is found to be infected it is deleted and a text file is attached to the e-mail message (called substitute.txt) informing the receiver that the attachment was infected with a virus. The receiver can then contact the sender to have the message retransmitted after the attachment has been cleaned of the virus. Windows Updates All computers running the Microsoft Windows operating system and connected to the Hamilton College network must be kept up-to-date with critical service updates from Microsoft. Failure to do so will result in the loss of connectivity to the Hamilton College network until the situation is corrected. Individuals wanting to request an exception to the Windows update policy must do so in writing to the Vice President for Information Technology. Network Connections in Departments All offices, laboratories, and classrooms on campus are wired for access to the network. If departments request additional network jacks, or if network connections need to be moved to different locations, the department should request this service through ITS. The department will be billed for charges resulting from moves, additions, and changes. Network connections, wiring, equipment, or jacks may not be altered or extended beyond the location of their intended use. Any costs incurred to repair damages to a network, telephone, or cable television jack in a department will be billed to that department. Dial-Up Connections For all campus users the primary access to Hamilton computing services is through the campus network. Dial-in access via modem is not provided.
Policies - Electronic Mail (E-mail) & Listserv (Mass E-mail lists) Policy Department or Group Accounts By special permission, college departments and student groups will be granted a single account to facilitate connections between the department or group and interested parties. The department or group must identify one person to be responsible for the account and to act as the contact person. In addition, student organizations must be registered with the Office of Student Activities before an account will be granted. Appropriate Use of E-mail Hamilton strongly recommends that e-mail not be used for confidential communication. E-mail is now considered a formal written record that carries the same legal weight as a formal memorandum. Users of e-mail should remember that e-mail messages become the possession of the receiver and can be easily duplicated and redistributed by recipients. Messages that have been deleted can unintentionally be retained on system backup files. In addition, even secure passwords are not completely confidential. When a private message needs to be conveyed between two individuals, a conversation is the best way to accomplish it, and messages that should not be preserved should be deleted immediately. College policy prohibits certain types of e-mail. These include mail that may be perceived as harassment, political campaigning, chain mail or commercial solicitation. Violators will be subject to loss of computer access privileges, as well as additional disciplinary action as determined by the Hamilton judiciary procedures. Certain types of e-mail, including but not limited to harassing e-mail, may also subject the sender to civil or criminal penalties. In spite of College policy, e-mail can be abused by malicious users who know the owner's computing ID and password. Users are responsible for protecting their own passwords. ListServ Lists ListServ is a commercial software product installed on our E-mail system. It is designed to provide an easy way to create and maintain large E-mail mailing lists. These lists can be used for the one-way distribution of information, for E-mail based discussion, questions and answers, etc. Lists are created and "owned" by an E-mail user who manages the list?s behavior. Any faculty, staff, or student member of the Hamilton College community is entitled to become a ListServ list owner. Campus-based organizations and departments are also entitled to own lists, but an individual within the group must be designated as the list owner. Students must be in good standing with the Dean of Students office and student organizations must be registered with the Office of Student Activities. All lists must be approved by the ITS ListServ administrator prior to creation, but the following general guidelines apply: The purpose of the list must pertain to Hamilton College business. Lists are not open to off-campus subscribers unless special permission is obtained. However, Hamilton College students or employees who use off-campus E-mail addresses are allowed to own and belong to lists. It is the list owner's responsibility to learn the commands necessary to manage the list's subscribers. Under no circumstances can a list be used to participate in or promote activities that are illegal, violate the Hamilton College code of conduct, or the Hamilton College Honor code. To apply for list ownership and select a list type, please read Becoming a ListServ List Owner from which you can create your list. Return to Main Listserv Page ListServ Mass Mailing Lists Effective July 1, 2010 As a service to the Hamilton College community, several e-mail based mass mailing lists have been created. These are designed to facilitate the timely and cost-effective distribution of information to the campus community. E-mail now reaches almost all faculty, administration and staff (members of M & O generally don't use computers in connection with their responsibilities) and students. Participation in the mass mailing lists is voluntary. In order that these lists remain a reliable means of communication, it is important that members of the Hamilton community abide by a few guidelines. These guidelines are not designed to limit free speech but are intended to keep your mail volume at a reasonable level. Most importantly, anonymous mailings are prohibited. The sender's real name must be identified (in full) within the body of the message - not just at the top in the "from" line. There are two sets of mass mailing lists, one for announcement of events and the other for general campus notices. The guidelines for use of these lists are explained below. Events By an "event" we mean an activity (meeting, performance,, lecture, etc.) that takes place on- or off-campus at a specific date and time and is sponsored, or co-sponsored by either an academic or administrative department/program or a student organization recognized by Student Activities. Sponsorship means that the chair of a College department, program or organization indicates that the organization supports the event and that members of the College are actively involved in organizing the event (e.g., as speakers). If someone other than the organizer(s) makes the event announcement, they share in the responsibility for adhering to the guidelines. Posting to the lists will be limited to all employees and two* student representatives, or the e-mail account assigned to each student organization recognized by Student Activities. Violations by the student representatives will accrue to the organization they represent regardless of whether the violator acted alone. An event will be limited to two posts to the mass mailing lists. Corrections count as one of the two messages. If an event is cancelled or postponed, two additional notices are allowed. Each message must have a subject line that is descriptive of the event The first 4 lines of the message must contain: Date and time of the event Sponsor of the event Name of the event Location of the event The remainder of the message should be a short description of the event. [Note that if you include graphics you may exceed the limit of 25 MB for the message. Such messages will be rejected.] Clarification: Posting a message to an inappropriate list is a violation (e.g., posting a message intended for students to the events-all list) The mass e-mail lists for posting events are: a. Events-students@listserv.hamilton.edu (sent only to students) b. Events-20xx@listserv.hamilton.edu (sent to students in a particular class year, where xx is the last two digits of the class year) c. Events-faculty@listserv.hamilton.edu (sent only to members of the faculty) d. Events-staff@listserv.hamilton.edu (sent only to members of the staff) e. Events-admin@listserv.hamilton.edu (sent only to members of the administration) f. Events-maintop@listserv.hamilton.edu (sent only to members of Maintenance and Operations) g. Events-employees@listserv.hamilton.edu (sent only to employees) h. Events-all@listserv.hamilton.edu (sent to both students and employees) The notices mass e-mail lists will be used only for the following general categories. A non-comprehensive bulleted list of examples is provided for each category. Announcement of Hamilton deadlines, policies and procedures These announcements must come from individuals representing the administrative or academic departments responsible for the deadline, policy or procedure being addressed (e.g. drop-add, parking permits, library books due) Reports from Hamilton organizations or departments These reports must come from individuals representing the academic or administrative offices, or student organizations recognized by Student Activities who generated the reports (e.g., Minutes of Student Assembly, Agendas, reports from faculty meetings, Honor Court decisions, results of campus-wide initiatives or community events such as United Way, Heart Walk & Run, announcement of appointments). Notification of the availability of, or changes in, Hamilton College services or facilities These notices must come from individuals representing the academic or administrative departments, or student organizations recognized by Student Activities who are responsible for the services or facilities being addressed (e.g., dining and fitness center schedules, availability of Hamilton housing, IT and library services, department newsletters, availability of Hamilton-sponsored publications, Campus Safety announcements, sales in the College Store, Physical Plant notices, fund raising activities for Hamilton organizations, fund raising activities approved by Office of the President (for employees) or by the Student Activities Office (for students)). Surveys Student-initiated surveys must be related to the academic program and endorsed by a faculty mentor. The request for such surveys must be submitted by the faculty mentor. These surveys must be sent to exception@hamilton.edu for prior approval. Student organizations recognized by Student Activities can submit surveys directly to the student lists. These must be surveys that will only be given to students. Surveys related to college business or faculty research may be submitted directly to the lists. Notices from members of the senior staff directly related to their areas of responsibility The mass e-mail lists for posting notices are: a. Notices-students@listserv.hamilton.edu(sent only to students) b. Notices-20xx@listserv.hamilton.edu (sent to students in a particular class year, where xx is the last two digits of the class year) c. Notices-faculty@listserv.hamilton.edu (sent only to members of the faculty) d. Notices-staff@listserv.hamilton.edu (sent only to members of the staff) e. Notices-admin@listserv.hamilton.edu (sent only to members of the administration) f. Notices-maintop@listserv.hamilton.edu (sent only to members of Maintenance and Operations) g. Notices-employees@listserv.hamilton.edu (sent only to employees) h. Notices-all@listserv.hamilton.edu (sent to both students and employees) Please consider your audience carefully (e.g., do not send a mailing to "all" if you only need to reach students).Examples of inappropriate uses include, but are not limited to: Personal opinion, public debate, or campaigning Announcements should not attempt to sell the reader on a point of view. The information provided should be as factual as possible and sufficient enough to explain the purpose of the announcement. If additional background information is necessary, a web link may be included. A message that contains no actual announcement (e.g. does not meet the criteria listed above for an event or a non-event) is a violation. Give-aways (personal property such as furniture, tickets, equipment, books, etc.) Surveys other than those specified above Chain mail Lost and found (except when it is Hamilton College property, or involves animals) there is a Lost and Found channel in My Hamilton. Requests for rides (there is a Rides channel in My Hamilton) Items for sale - or items desired (including houses, tickets, books, services, etc.) There is a marketplace channel in My Hamilton that can be used for this purpose. Exceptions to the Guidelines: Messages that Fall Outside the Guidelines, or from senders not approved for Mass Mail: Any individual wanting to post a message to the mass e-mail lists that falls outside of the guidelines, can request that the message be posted by sending a request for an exception to: exception@hamilton.edu. The request will be directed to the appropriate member of the senior staff for approval. Approval or denial will be communicated to the person making the request. Requests for exceptions should be sent at least two business days in advance of the time the posting is to take place. Penalties for Violations: A first time violation will result in the removal of posting (sending) privileges to the mass lists for a period of one month (not including breaks). A second violation will result in the removal of both posting and receiving messages to/from the mass lists for a period of one month (not including breaks). A third violation will result in the loss of posting and receiving privileges for the equivalent of a full semester. A fourth violation will result in the individual being referred to the appropriate judicial body dealing with employees or students. Violations are cumulative for as long as you are at Hamilton (or four years for employees). Loss of privileges applies to all the mass lists. Violators may appeal their penalty by submitting their reasons in writing to the chair of the Committee on Information Technology. The Committee will review the appeal and return a decision within 5 business days. During the appeal process the penalty will be suspended. [Return to Main Listserv Page] For questions about these Policies, Procedures, Plans and Standards, contact: David Smallen Vice President for Information Technology, Hamilton College 315-859-4169
Your Hamilton College Electronic Resources Account Policy Your Hamilton College Electronic Resources Account What Your Account Will Access Depending on your role at Hamilton, the account details (username and password) you were provided may be used for e-mail, our wired and wireless network, network printing, and a variety of web resources like My Hamilton, Blackboard and Citrix. At present, your password is synchronized so that it will work with the various systems to which you may have been given access. At a minimum, faculty, employees, and students are given access to e-mail, the network (wired and wireless) and to printing. Guidelines for Account Use Good account security depends on keeping your account ID and password private. If your password is easily guessed or discovered it puts the College network and all of your electronic resources at risk. It also means someone can engage in illegal activities on the Internet in your name. You are encouraged to familiarize yourself with Hamilton’s guidelines and policies regarding the appropriate use of our network resources. They can be read online by selecting Policies on the left side of this page. In the Policies section, click on Policies, Procedures, Plans and Standards. In particular, you are encouraged to read the guidelines for sending mass e-mail. Activating your E-mail Account Prior to using your e-mail account, it must be activated. To do so, go to http://my.hamilton.edu and log in using the ID (username) and password shown on the sheet you received. Once you have logged in to My Hamilton, click on the link that appears across the top of the My Hamilton page (as illustrated below). From there, follow the on screen instructions that will guide you through the activation process. Changing your password Instructions for changing your password(s) can be found in the following document: http://www.hamilton.edu/college/its/documentation/e-mail/general/external/hto-changepasswords-all.pdf The extent to which your account has been granted access to Hamilton network resources will determine the best way to change your password. If the instructions referenced above do not work for this account, please contact the ITS Help Desk at the number below. Using Your E-mail Account Once your account has been activated, you can access your e-mail by logging in to http://my.hamilton.edu and then by clicking on “Read e-mail”. This will require a second login. You can also log in to your e-mail account directly by going to http://hillconnect.hamilton.edu. If this is a network-only account, it can be used immediately at the login prompt on Hamilton College computers (lab and office). To configure your mobile device for e-mail and wireless access To configure your mobile device for your e-mail account, please visit: http://my.hamilton.edu/information-technology-services/hillconnect. To configure your mobile devide for our wireless network, please visit: http://my.hamilton.edu/information-technology-services/hillconnect/mobile-wi-fi. To configure your personal computer for Hamilton's wireless network To configure your personally owned computer for Hamilton's wireless network prior to your arrival or once you are here, please visit: https://my.hamilton.edu/information-technology-services/quick-reference-guide/network-1/secure-wireless? Problems? If you experience problems with your Hamilton account, please call the ITS Help Desk at (315) 859-4181. Hours: Late May - Late August, M-F, 8:00 AM – 4:00 PM Late August–late May, M-F 8:30 AM – 4:30 PM.

Printing

Student Organization Account Creation Process Printing There are two types of accounts managed using the Student Organization Management system, Mass E-mail Only and Student Organization accounts. Both account types are described below. Mass E-mail Mass E-mail accounts are used by student groups who only need the ability to post messages directly to ListServs. One e-mail addres, specified by the submitter, is given posting privileges. The address can either by a student's Hamilton e-mail address or a generic group account. This system allows submitters to request a group e-mail account. This request is sent to Debby Quayle, who communicates directly with the submitter to create the e-mail account. Once the Mass E-mail Group information is reviewed and approved by Student Activities the necessary ListServ commands are automatically sent and the account is granted ListServ posting privileges. Student Organization Recognized Student Organizations have to be approved by Student Activities every year, and are required to provide contact and leadership information, a membership roster, and a constitution. By registering, student organizations have benefits including using the College name, access to facilities, vans, funding, supplies and resources, and e-mail and storage server space. Student Organizations have the ability to request an organization e-mail address. This request is sent to Debby Quayle, who works directly with the organization's leadership to create the account.

SSS

Student Organization Account Creation Process SSS There are two types of accounts managed using the Student Organization Management system, Mass E-mail Only and Student Organization accounts. Both account types are described below. Mass E-mail Mass E-mail accounts are used by student groups who only need the ability to post messages directly to ListServs. One e-mail addres, specified by the submitter, is given posting privileges. The address can either by a student's Hamilton e-mail address or a generic group account. This system allows submitters to request a group e-mail account. This request is sent to Debby Quayle, who communicates directly with the submitter to create the e-mail account. Once the Mass E-mail Group information is reviewed and approved by Student Activities the necessary ListServ commands are automatically sent and the account is granted ListServ posting privileges. Student Organization Recognized Student Organizations have to be approved by Student Activities every year, and are required to provide contact and leadership information, a membership roster, and a constitution. By registering, student organizations have benefits including using the College name, access to facilities, vans, funding, supplies and resources, and e-mail and storage server space. Student Organizations have the ability to request an organization e-mail address. This request is sent to Debby Quayle, who works directly with the organization's leadership to create the account.

Software

Configuring Apple Mail for HillConnect Mail Software For Mac OSX 10.5.x & 10.6.x only These instructions detail how to configure your e-mail client, Apple Mail to access Hamilton’s HillMail email system (powered by Google).
Configuring Microsoft Outlook for HillConnect Mail Software These instructions detail how to configure Microsoft Outlook 2010 to access Hamilton’s HillMail e-mail system (powered by Google). If you have a different version of Microsoft Outlook, these instructions can still provide some assistance. Go to the File tab, Info, and select Add Account. Choose Manually configure server settings and or additional server type. Click Next. Select Internet E-mail. Click Next. Edit the following fields: Set Incoming mail server: to imap.gmail.com Set Outgoing mail server (SMTP): to smtp.gmail.com Set User Name: to username@hamilton.edu where “username” is your e-mail ID. Click on More Settings. Select the General tab and set Mail Account to HillMail. Click on the Advanced tab. Set Incoming server (IMAP): to 993. Use the following type of encrypted connection: SSL. Set Outgoing server (SMTP): to 465. Use the following type of encrypted connection: SSL (Under SMTP). Click OK. Click Next. Click Finish. To change the Hamilton address book settings click on File, Info and then select Account Settings and then select the Address Books tab. Click the New button and then select Internet Directory Service (LDAP) and then Next. Set Server Name to bud2c.hamilton.edu Check the box for: This server requires me to log on. Set User Name: to username@hamilton.edu where “username” is your e-mail ID. Click on More Settings. Set Display Name: to Hamilton AD Set Port: to 3269 Check the box for: Use Secure Sockets Layer. Click OK, Next and then Finish. Click Close. Click the Send/Receive tab, Send/Receive All Folders and type in your e-mail password. Your mail folders should populate with your Hamilton e-mail. Fine Tune Outlook Settings for HillMail In Outlook click on View, then View Settings. Click on the Sort... button. Select Sent from the drop down box. Verify that the radio-button for Descending is selected. Click OK, then Yes, then OK. Then click back to Columns. Select Received on the right hand column and select Remove. Then click OK. IMPORTANT NOTE: If you already had rules set up prior to updating Outlook to work with your HillConnect account, you might need to recreate your rules for every Hamilton account you check in Outlook. Those rules that move mail to local folders will continue to work as before but those that move mail to an IMAP folder might need to be recreated.
Installing and Configuring Thunderbird Software For On-Campus Use Installing Thunderbird Go to http://www.mozilla.org/en-US/thunderbird/ to install the latest version of Thunderbird on either your Windows or Macintosh computer and follow the instructions. Once the download is complete, follow the instructions below. If the Incompatible Add-on window is displayed, select the add-ons you use and click Check Now to check if there are compatible versions of the add-ons available. If a newer version is available, click Install Now, then click Done. If a newer version is not available the No Compatible Add-ons Found window is displayed. Click Finish to continue. Open up Thunderbird. Click the X button to exit the tab Welcome to Thunderbird! Configuring Thunderbird Settings To Change the Incoming Server Settings: Click the Tools menu, select Account Settings, then select Server Settings. Edit the following fields: Set Server Name to imap.gmail.com Set Connection security to SSL/TLS Set Port to 993 Set User Name to username@hamilton.edu where “username” is your e-mail ID. NOTE: You will need to repeat this step for any additional Hamilton e-mail accounts you have setup in Thunderbird. To Change the Outgoing Server Settings (SMTP): Click Outgoing Server (SMTP), select username-mail.hamilton.edu (Default), click Edit and update the following fields: Set Description to HillMail Set Server Name to smtp.gmail.com Set Connection security to SSL/TLS Set Port to 465 Set User Name to username@hamilton.edu where “username” is your e-mail ID. Click OK. To Change the Hamilton Address Book Settings: Click Composition & Addressing, click the Edit Directories button, select Hamilton LDAP, click Delete and click OK. The LDAP Directory Server window is still open, click the Add button and update the following fields: Set Name to HillAD Set Hostname to bud2c.hamilton.edu Set Base DN to dc=hamilton,dc=edu (please note there are no spaces) Check the option to Use secure connection (SSL) Set Bind DN to username@hamilton.edu where “username” is your e-mail ID Students: Set to username@students.hamilton.edu Set Port number to 3269 Click OK and click OK to save the settings. Select HillAD from the directory list and click OK. To Configure the Hamilton address book to search on name (rather than username): Click the Tools menu, select Options, select the Advanced icon, select the General tab and click the Config Editor button. At the void warrant window uncheck the option to Show this warning next time and click the I’ll be careful, I promise! button. In the Filter: field, type Ldap. The window will display several entries for ldap_2.servers.HillAD…..Select one of the entries and right-click, then choose New > String Enter the string value preference name as ldap_2.servers.HillAD.autoComplete.nameFormat. Please note this is case sensitive and there are no spaces. Please double-check for accuracy. Click OK. Enter the string value as displayName. Please note the square brackets are required, there are no spaces, and only the letter “N” is capitalized. Click OK. Click the Red X exit button to close the Config Editor The Options window is still open, choose the Composition icon and select the Addressing tab, check the option for Directory Server and select HillAD from the list. Click OK to close the Options window. It's time to get your mail! Click the Get Mail icon and enter your e-mail password and click OK. Your mail folders should populate with your HillMail. Fine Tune Thunderbird Settings for HillMail Your sent message are automatically placed in the [Gmail/Sent Mail] folder, therefore it is no longer necessary to save a copy of your sent messages on the server. To update this setting click the Tools menu, select Account Settings, and then select Copies & Folders. Uncheck the box labeled Place a copy in:. Keep this window open for the next few steps. To set the proper location for your Drafts folder select Account Settings, and then select Copies & Folders. In the Drafts, Archives, and Templates section: set the following: Set Keep message drafts in: to Other and navigate to the folder username@hamilton.edu > [Gmail] > Drafts where “username” is your e-mail ID. Keep message archives in: should be automatically set to Other: All Mail. If not, select Other and navigate to the folder username@hamilton.edu > Gmail > All Mail where “username” is your e-mail ID. Click OK. NOTE: You will need to repeat this step for any additional Hamilton e-mail accounts you have set up in Thunderbird. To keep Thunderbird from opening messages in tab form, select Tools then Options. Click the Advanced icon and then select the Reading & Display tab. Under Open messages in: select the radial button A new message window. Click OK. Things to Know about Thunderbird for HillMail If you already had filters set up prior to updating and reconfiguring Thunderbird to work with your HillMail account, you might need to recreate your filters for every Hamilton account you check in Thunderbird. Those filters that move mail to local folders will continue to work as before but those that move mail to an IMAP folder might need to be recreated.

User Accounts

Your Hamilton College Electronic Resources Account User Accounts Your Hamilton College Electronic Resources Account What Your Account Will Access Depending on your role at Hamilton, the account details (username and password) you were provided may be used for e-mail, our wired and wireless network, network printing, and a variety of web resources like My Hamilton, Blackboard and Citrix. At present, your password is synchronized so that it will work with the various systems to which you may have been given access. At a minimum, faculty, employees, and students are given access to e-mail, the network (wired and wireless) and to printing. Guidelines for Account Use Good account security depends on keeping your account ID and password private. If your password is easily guessed or discovered it puts the College network and all of your electronic resources at risk. It also means someone can engage in illegal activities on the Internet in your name. You are encouraged to familiarize yourself with Hamilton’s guidelines and policies regarding the appropriate use of our network resources. They can be read online by selecting Policies on the left side of this page. In the Policies section, click on Policies, Procedures, Plans and Standards. In particular, you are encouraged to read the guidelines for sending mass e-mail. Activating your E-mail Account Prior to using your e-mail account, it must be activated. To do so, go to http://my.hamilton.edu and log in using the ID (username) and password shown on the sheet you received. Once you have logged in to My Hamilton, click on the link that appears across the top of the My Hamilton page (as illustrated below). From there, follow the on screen instructions that will guide you through the activation process. Changing your password Instructions for changing your password(s) can be found in the following document: http://www.hamilton.edu/college/its/documentation/e-mail/general/external/hto-changepasswords-all.pdf The extent to which your account has been granted access to Hamilton network resources will determine the best way to change your password. If the instructions referenced above do not work for this account, please contact the ITS Help Desk at the number below. Using Your E-mail Account Once your account has been activated, you can access your e-mail by logging in to http://my.hamilton.edu and then by clicking on “Read e-mail”. This will require a second login. You can also log in to your e-mail account directly by going to http://hillconnect.hamilton.edu. If this is a network-only account, it can be used immediately at the login prompt on Hamilton College computers (lab and office). To configure your mobile device for e-mail and wireless access To configure your mobile device for your e-mail account, please visit: http://my.hamilton.edu/information-technology-services/hillconnect. To configure your mobile devide for our wireless network, please visit: http://my.hamilton.edu/information-technology-services/hillconnect/mobile-wi-fi. To configure your personal computer for Hamilton's wireless network To configure your personally owned computer for Hamilton's wireless network prior to your arrival or once you are here, please visit: https://my.hamilton.edu/information-technology-services/quick-reference-guide/network-1/secure-wireless? Problems? If you experience problems with your Hamilton account, please call the ITS Help Desk at (315) 859-4181. Hours: Late May - Late August, M-F, 8:00 AM – 4:00 PM Late August–late May, M-F 8:30 AM – 4:30 PM.

Windows 7

Configuring Microsoft Outlook for HillConnect Mail Windows 7 These instructions detail how to configure Microsoft Outlook 2010 to access Hamilton’s HillMail e-mail system (powered by Google). If you have a different version of Microsoft Outlook, these instructions can still provide some assistance. Go to the File tab, Info, and select Add Account. Choose Manually configure server settings and or additional server type. Click Next. Select Internet E-mail. Click Next. Edit the following fields: Set Incoming mail server: to imap.gmail.com Set Outgoing mail server (SMTP): to smtp.gmail.com Set User Name: to username@hamilton.edu where “username” is your e-mail ID. Click on More Settings. Select the General tab and set Mail Account to HillMail. Click on the Advanced tab. Set Incoming server (IMAP): to 993. Use the following type of encrypted connection: SSL. Set Outgoing server (SMTP): to 465. Use the following type of encrypted connection: SSL (Under SMTP). Click OK. Click Next. Click Finish. To change the Hamilton address book settings click on File, Info and then select Account Settings and then select the Address Books tab. Click the New button and then select Internet Directory Service (LDAP) and then Next. Set Server Name to bud2c.hamilton.edu Check the box for: This server requires me to log on. Set User Name: to username@hamilton.edu where “username” is your e-mail ID. Click on More Settings. Set Display Name: to Hamilton AD Set Port: to 3269 Check the box for: Use Secure Sockets Layer. Click OK, Next and then Finish. Click Close. Click the Send/Receive tab, Send/Receive All Folders and type in your e-mail password. Your mail folders should populate with your Hamilton e-mail. Fine Tune Outlook Settings for HillMail In Outlook click on View, then View Settings. Click on the Sort... button. Select Sent from the drop down box. Verify that the radio-button for Descending is selected. Click OK, then Yes, then OK. Then click back to Columns. Select Received on the right hand column and select Remove. Then click OK. IMPORTANT NOTE: If you already had rules set up prior to updating Outlook to work with your HillConnect account, you might need to recreate your rules for every Hamilton account you check in Outlook. Those rules that move mail to local folders will continue to work as before but those that move mail to an IMAP folder might need to be recreated.
Configuring Windows Mail for HillConnect Mail Windows 7 Configure Settings for HillMail To change the incoming server settings, click the Tools menu and then select Accounts. Click on your Hamilton Email account and select Properties then click the Servers tab. Set Incoming mail (IMAP) to: imap.gmail.com Set Outgoing mail (SMTP) to: smtp.gmail.com Set E-mail username to: username@hamilton.edu where “username” is your e-mail ID Set User Name to username@hamilton.edu where “username” is your e-mail ID. Check the box that says: My server requires authentication screenshot Click the Advanced tab. Set the Outgoing mail (SMTP) port to: 465 Check the box that says: This server requires a secure connection (SSL) Set the Incoming mail (IMAP) port to: 993 Check the box that says: This server requires a secure connection (SSL) If a window pops up, “Would you like to refresh your folder list?”, click Yes screenshot To change the Hamilton address book settings, click the Tools menu and then select Accounts. Under Contacts select Hamilton AD and click Properties. Set Contacts Directory Account to: Hamilton AD Set Server Name to bud2c.hamilton.edu Click the box that says: This server requires me to log on Set Account name: to username@hamilton.edu where “username” is your e-mail ID. screenshot Click the Advanced tab. Set the port for Contacts Directory (LDAP): to 3269 Click the box that says: This server requires a secure connection (SSL). Set the Search base to: dc=Hamilton,dc=edu (no spaces). Click OK and then Close. screenshot Click the Sync icon and type in your e-mail password. Your mail folders should populate with your Hamilton e-mail.