Email Changeover

Hints and recipes for handling the changeover to IT Services email system.

Basic Process

• Read the rest of this page before starting, including the Potential Problems section!

• Check that your new IT Services email account exists. This can be done going to the Outlook web access page at https://mail.campus.gla.ac.uk/ and login using your GUID username and password. If you don't know your GUID and don't remember the password contact the IT Services help desktop on extension 4800.

• Set up your email client. The exact details vary from program to program. IT Services page at http://www.gla.ac.uk/services/it/forstaff/usinge-mail/exchange/2007/clients/ covers Outlook on Windows and OS X, Mac Mail and also has hints for mobile devices. Thunderbird and (al)pine are covered in the sections below.

• Once your email clients are setup and working contact Shane Kelly (Shane.K.Kelly@ges.gla.ac.uk) to request your email to be changed over. Any email sent to your old @physics.gla.ac.uk address will now be forwarded to your @glasgow.ac.uk email Inbox.

Individual Email Client Setup

The campus email server can be access via the IMAP protocol for reading email and the SMTP protocol for sending email.

• Incoming server: imap.campus.gla.ac.uk using TLS on port 143 or using SSL on port 993
• Outgoing SMTP server: smtp.campus.gla.ac.uk using TLS on port 587

Thunderbird (version 3 or above)

Open the Account Settings window (Tools->Account Settings) and select Add Mail Account... from the Account Actions pull down list near the bottom for the window. Fill in the first pop up window:

and click continue.

Thunderbird will auto fill-in the next window, but the values are incorrect.

Change the user name to your GUID. Change the incoming server to imap.campus.gla.ac.uk, type IMAP, port 993 and select SSL/TLS from the pull down menu. Change the outgoing server to smtp.campus.gla.ac.uk, port 587, type STARTTLS. Then select 'Re-test Configuration'. The window should then change to:

At this point select 'Manual Setup' and in the 'Server Settings' change the Authentication Method to 'Normal Password'.

and click 'OK'. This sets up the incoming email configuration.

To finish the outgoing email configuration open up the 'Account Settings' window again and select 'Outgoing Server(SMTP)' near the bottom. From the list of outgoing servers edit the smtp.campus.gla.ac.uk server. Change the user name setting to your GUID and check the rest of the settings match the following:

Pine or Alpine

Potential Problems

External Mailing lists

Many mailing lists only except email from subscribed email addresses. Your @physics.gla.ac.uk address will be subscribed but your @glasgow.ac.uk address will not be. If you can talk to the list manager they may be able to remove your old @physics.gla.ac.uk address and add your new @glasgow.ac.uk address. The mailing lists may also have a web interface to subscribe and unsubscribe email addresses. Other lists can be (un)subscribed to by sending email to the list control email address, typically the unsubscribe request would have to come from the email address to be unsubscribed.

Plan ahead is the order of the day here.

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-- AndrewPickford - 2011-06-14