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Listserv

Provides an easy way to create and maintain large or specialized email mailing lists.

Available Resources

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Listserv Resources
We recommend you start your Listserv research by visiting this document.
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.    
Cell Phone
  • 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
Email
  • 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
  • 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 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  
  • 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
  • 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.    
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.  
  • 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
  • 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.    
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.  
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 Send Mail to One of the Mass E-mail Lists Listserv Listserv How to send a message to one of the mass e-mail lists: Determine which list is the most appropriate audience for your announcement (see E-mail Policy link below) and then address your message to the list you have chosen (e.g. events-all@listserv.hamilton.edu). A list of mass mail lists and who they reach is found on the E-mail Policy web page   Add a subject line that is informative but brief (e.g. Spanish Club Meeting Tonight). In the body of your message, type your announcement following the mass mail guidelines. You are required to sign your message with your complete name (or the full name of your organization), and (if applicable) the department you are representing. It is not sufficient to assume your return address will identify you. After you send your message you will receive a confirmation e-mail request from the Hamilton College LISTSERV Server. Carefully review the content of your message in the confirmation request.  It will often be represented both as plain text and as you intended it (with colors and font changes).  This is your chance to catch any errors and omissions.  If any are found, DO NOT approve the confirmation request message.  Simply correct the error in your original message and re-send it to the same list.  When the second confirmation request arrives, you should review it and, if appropriate, approve that version.   To confirm the message, click on the web link that appears toward the top of the confirmation request message.  This will open a web page on which text will appear stating your message was successfully confirmed. NOTE:  Occasionally the confirmation request message is slightly delayed (10-15 minutes maximum).  If you get impatient and re-send your message  too soon, you may receive two confirmation requests.  Only reply to the first! Otherwise, you will send your message twice and use up your "two message" quota for that event. To send the same message to multiple lists at once, you may string them together on the "TO:" line of your message. For example: notices-faculty@listserv.hamilton.edu,notices-students@listserv.hamilton.edu. Please do not include a space after the comma. You will receive a separate confirmation request for each list in the "To" line and you must approve each confirmation request separately.  IMPORTANT NOTE: You should take care not to send your message to multiple lists if the lists overlap.  For example, you should not send a message to notices-all and to notices-faculty becuase members of the faculty are subscribed to both lists. If you have any questions or problems sending mail to the mass lists, please contact the ITS Help Desk at 859-4181. For questions about the mass mail guidelines, contact Debby Quayle (extension 4031 or dquayle@hamilton.edu) 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 Subscribe To or Unsubscribe From a Listserv List Listserv Listserv How to Subscribe to a ListServ ListAll members of the Hamilton College community are automatically subscribed to the mass mailing lists that apply to them.  For example, employees, faculty and students are subscribed to the events-all and notices-all lists and either the events/notices- emloyees or the events/notices-students lists as applicable.  In addition, employees are subscribed to the group lists to which they belong (e.g. events/notices-admin or events/notices-faculty) and students are subscribed to their class year lists (events/notices-20xx). Consequently, it is rarely necessary to manually subscribe yourself to these lists.   For a complete list of the mass mailing list addresses, please refer to the ITS Policies, Procedures Plans, and Standards page for e-mail. NOTE: You may not subscribe to a mass list if you are not a member of that group.  For example, a student may not subscribe to the faculty lists and an administrator may not subscribe to one of the student class lists.  You may request an exception by writing to Debby Quayle (dquayle@hamilton.edu). To subscribe to a special interest list (e.g. student organization list, departmental list, college initiative list, etc.), please follow the instructions below. Open a new message window in your preferred e-mail program and address your message to listserv@listserv.hamilton.edu. In the body of the message type the following on the first line:  Subscribe listname First Last  (replace listname with the name of the list to which you are subscribing. Then, replace "First Last" with your real first and last name.   For example, to subscribe to a list called "tabletennis" you might type the following:  subscribe tabletennis Mary Smith 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. Once your subscription is successfully processed, you will receive an e-mail message that contains generic information describing how to unsubscribe from the list, how to turn mail off temporarily, and how to change to digest mode.  You may want to save this message for future reference. For most special interest lists, this is all that is required.  Some lists, however, will require you to confirm your subscription request.  If that occurs, you will receive an e-mail message from the Hamilton College LISTSERV Server with a subject line similar to the following: Command Confirmation Request (0B621502).  Open the message and click on the web link it contains.  This will open a web page in your browser (Internet Explorer or FireFox) that confirms whether your confirmation was successful. Once your subscription is successfully processed, you will receive an e-mail message that contains generic information describing how to unsubscribe from the list, how to turn mail off temporarily, and how to change to digest mode.  You may want to save this message for future reference. Return to Listserv Page Return to Main ITS Page
  • 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.    
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
  • 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
Mobile Device
  • 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
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
Policy
  • 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
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.    
Cupola