Getting Started
YCOE provides an email account to all it's employees. A staff email comes with many services, which are explained throughout this area. Microsoft Outlook is the medium used to provide email access to your account. A new employee will have this automatically configured for them once they begin employment. You can use Webmail to get up and running right away as well.
Email Procedures
Being a Smart E-Mail User
- E-Mail is NOT private. Email you sent from your account may be viewed by others.
- Deleted e-mail messages may remain on a disaster recovery backup for a period of up to one month.
- Do Not write anything in an e-mail message you would not say to someone in person, or you would not want to read in the newspaper!
E-Mail Awareness
- Mail boxes are limited in size. Exceeding the size limit will prevent sending new messages. Delete larger and unneeded messages or save in another location either in your My Documents or to your departments Orgdocs folder.
- HINT: sort message by size and review the larger ones for possible deletion
- Note: Some messages are "official records" and must not be deleted.
Managing E-Mail
- By default mail boxes save Sent Mail. Periodically delete unnecessary items from the Sent Mail folder.
- Use the In-Box Assistant to manage e-mail by automatically deleting unwanted mail, filing mail in folders, and forwarding mail. You can schedule a tutorial from one of our staff on automatically sorting and saving your email.
- The Out-Of-Office Assistant feature can automate the handling of your mail while you are away. Rules can be created to respond to mail, file mail, and forward mail.
E-Mail Etiquette
- E-Mail is not suited for all communication. Face-to-face meeting should be arranged when more appropriate - as in disciplinary actions.
- Ask the sender's permission before forwarding messages sent to you by others.
- Do no send chain letters or junk mail - especially to groups.
- Always complete the subject line so the topic is evident.
- Messages with graphics and animations quickly fill others' mail boxes and may contain harmful virus.
Important Things to Know
Fighting Viruses | Dealing with spam | Email Storage
YCOE has anti-virus and anti-spam measures built into the mail system. We urge that you battle these mail scourges at your desktop as well. How you view and send email is important, paying attention to attachments from senders you are unfamiliar with, as well as following policy on sending out non-business email can also assist in protecting us all.
Mailing Lists
A Mail List can be a part of everyday email life at YCOE, and you can start your own in the very near future! We are in the process of developing a central mailing list feature so you can more easily send announcements to those groups and staff members contained in a distribution list that is viewable by only authorized YCOE staff.
Using Email Off-Site
Webmail
If you are working off-site, at a conference or working from home you can connect and still send email. No matter where in the World you may be, access to a Web browser allows you access to YCOE Webmail. *Remember* if you are accessing Webmail from a Public or non-YCOE computer, choose that option on the login page.