Email Management

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=VT Email=
 
=VT Email=
  
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There are currently 3 different email providers at VT
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There are currently 3 different email scenarios at VT
  
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===VT Google Apps===
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===Scenario 1 - VT Google Apps===
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Everyone with a VT PID has a VT Google Apps account, which is PID@vt.edu. This is the most common denominator for email.
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Address: PID@vt.edu
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Email can be accessed through the web interface, http://mail.google.com/a/vt.edu, or by connecting a desktop client via IMAP.
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===Exchange (Soon to be Office365)===
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'''Everyone''' with a VT PID has a VT Google Apps account. This is the most common denominator for VT email.
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Exchange is F/S only, though students can be sponsored for an exchange account. Email address is PID@exchange.vt.edu.  
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The most common Exchange scenario involves email from VT Google Apps (PID@vt.edu) being forwarded to the Exchange account (PID@exchange.vt.edu). This does not include emails flagged as spam (see below)
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Email can be accessed through the [https://mail.google.com/a/vt.edu web interface], or by [https://answers.vt.edu/kb/entry/3541/ configuring a desktop client] via IMAP.
  
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===Exchange Local (ITAR)===
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===Scenario 2 - Exchange 2013===
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[https://computing.vt.edu/content/exchange-0 Exchange Landing Page]
  
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If you are on an ITAR related project, email sent to PID@vt.edu does NOT get sent to VT Google Apps, and instead everything goes directly to PID@exchange.vt.edu. There is no spam filtering in this situation, be prepared to deal with a lot of spam.
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Address: PID@exchange.vt.edu.
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Exchange is F/S only, though students can be sponsored for an Exchange account.
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The most common Exchange scenario involves forwarding email sent to your VT Google Apps (PID@vt.edu) to your Exchange account (PID@exchange.vt.edu). This does not include emails flagged as spam by Google (see Managing Spam below).
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[https://computing.vt.edu/kb/entry/1870 Enabling or Disabling Forwarding of VT Google Apps Mail]
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====Archiving Exchange Emails====
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We recommend archiving your exchange emails to your VT Google account.
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# Start by enabling IMAP in your VT Google account: https://computing.vt.edu/kb/entry/3986
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# Next configure Outlook to connect to your VT Google account: https://computing.vt.edu/kb/entry/3945
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# Under the VT Google account in Outlook, right-click the inbox and '''Create New Folder''' and name it Archive
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# Drag and drop emails or folders from the Exchange account to the Archive folder under the Google account
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===Scenario 3 - Local Exchange (ITAR)===
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Address: PID@exchange.vt.edu.
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If you are on an ITAR related project, email sent to PID@vt.edu does NOT get sent to VT Google Apps, and instead everything goes directly to PID@exchange.vt.edu.  
 +
 
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=Managing Spam=
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==Outlook 2013 Filter==
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# Create a new rule (Home Tab -> Rules -> Create Rule)
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# Click '''Advanced Options'''
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# In the Step 1 box, check '''with specific words in the message header'''
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# In the Step 2 box, click '''specific words'''
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# Enter '''X-Spam-Flag: YES''' in the text box and click '''Add'''
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#* You can add '''X-Gm-Spam: 1''' as an additional option
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# Click '''Next'''
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# In the Step 1 box, check '''move to the specified folder'''
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# In the Step 2 box, click '''specific folder''' and choose the folder (Junk E-mail is recommended)
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# Click '''Finish''' and give it a name
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[https://computing.vt.edu/content/spam-unwanted-email Spam (Unwanted Email)]
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[https://answers.vt.edu/content/vt-google-apps-mail-mailbox-management VT Google Apps Mail Mailbox Management]
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[https://answers.vt.edu/kb/entry/3012 Checking Spam in Your VT Google Apps Mail Account]
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[https://answers.vt.edu/kb/entry/3919 Stopping Email from Going to Spam in VT Google Apps Mail]
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[https://answers.vt.edu/kb/entry/3782/ Managing Spam when Forwarding VT Google Apps Mail by Creating a Filter]

Latest revision as of 08:23, 8 October 2014

Contents

[edit] VT Email

There are currently 3 different email scenarios at VT

[edit] Scenario 1 - VT Google Apps

Address: PID@vt.edu

Everyone with a VT PID has a VT Google Apps account. This is the most common denominator for VT email.

Email can be accessed through the web interface, or by configuring a desktop client via IMAP.

[edit] Scenario 2 - Exchange 2013

Exchange Landing Page

Address: PID@exchange.vt.edu.

Exchange is F/S only, though students can be sponsored for an Exchange account.

The most common Exchange scenario involves forwarding email sent to your VT Google Apps (PID@vt.edu) to your Exchange account (PID@exchange.vt.edu). This does not include emails flagged as spam by Google (see Managing Spam below).

Enabling or Disabling Forwarding of VT Google Apps Mail

[edit] Archiving Exchange Emails

We recommend archiving your exchange emails to your VT Google account.

  1. Start by enabling IMAP in your VT Google account: https://computing.vt.edu/kb/entry/3986
  2. Next configure Outlook to connect to your VT Google account: https://computing.vt.edu/kb/entry/3945
  3. Under the VT Google account in Outlook, right-click the inbox and Create New Folder and name it Archive
  4. Drag and drop emails or folders from the Exchange account to the Archive folder under the Google account

[edit] Scenario 3 - Local Exchange (ITAR)

Address: PID@exchange.vt.edu.

If you are on an ITAR related project, email sent to PID@vt.edu does NOT get sent to VT Google Apps, and instead everything goes directly to PID@exchange.vt.edu.

[edit] Managing Spam

[edit] Outlook 2013 Filter

  1. Create a new rule (Home Tab -> Rules -> Create Rule)
  2. Click Advanced Options
  3. In the Step 1 box, check with specific words in the message header
  4. In the Step 2 box, click specific words
  5. Enter X-Spam-Flag: YES in the text box and click Add
    • You can add X-Gm-Spam: 1 as an additional option
  6. Click Next
  7. In the Step 1 box, check move to the specified folder
  8. In the Step 2 box, click specific folder and choose the folder (Junk E-mail is recommended)
  9. Click Finish and give it a name

Spam (Unwanted Email)

VT Google Apps Mail Mailbox Management

Checking Spam in Your VT Google Apps Mail Account

Stopping Email from Going to Spam in VT Google Apps Mail

Managing Spam when Forwarding VT Google Apps Mail by Creating a Filter

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