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Faculty/Staff Email System
HLS utilizes Microsoft Exchange for email services for all faculty and staff. See below for important information regarding the use of this service.
When HLS faculty and staff receive a new computer, Microsoft's Outlook or Entourage email client will be installed, configured, and ready to use. Because our email environment uses Microsoft Exchange, configuring another email client on a home machine is not necessary. Using the email web client provides our staff with the ability to check email, calendar, contacts, and tasks from anywhere with an Internet connection. Anything that is done via the email web client will then be synced with the Outlook/Entourage desktop client.
You can access the new web client here: https://webmail.law.harvard.edu/
You must include your domain when you login. Most users are members of the HLS domain. If you are a member of the HLS Clinical staff, your domain is HLS_Clinical.
Faculty and staff have a minimum quota of 3GBs.
HLS utilizes a SPAM filtering system called Postini that is offered by Google. You will receive a daily "Quarantine" email message at 3pm with a log of all new SPAM in your Postini SPAM Mailbox. You will only receive this log if Postini has quarantined any SPAM email messages in the last 24 hours. Please see the "Managing SPAM and Viruses in Postini" link below on how to manage SPAM in Postini.
Some of the criteria that may contribute to a message being labeled as spam include the following:
• A message that contains a high ratio of links, or URLs, to the amount of text
• A message that contains linked images with little or no text
• A message that asks the recipient to take specific actions (e.g., clicking on a link)
• A mail server address that does not have a properly-configured DNS (network domain name) entry
To better manage spam filtering, the systems lets you control separate lists of “approved” and “blocked” senders via a Quarantine Message Center.
You can continue to use your Outlook Junk Mail Filter but ITS recommends you turn this off and rely on Postini instead.
Refer to the following guides on how to manage SPAM:
Deleting messages in Outlook or Entourage moves the email into the Deleted Items folder where they remain, and count against your quota, until the Deleted Items folder is emptied by the user. Items in this folder can be recovered at any time.
Both Outlook 2007 and Outlook Web App (OWA) on Internet Explorer offer the ability to recover items that were sent to the deleted items folder and are no longer in the deleted items folder because that folder has been emptied. A message is recoverable for up to 42 days after it is removed from the deleted items folder.
You can create an Out of Office message that will automatically reply to any message you receive while this feature is turned on. This is perfect for vacations and email accounts where an auto-response is appropriate.
The differences between automatically forwarding and redirecting an incoming message are as follows:
You can allow others within HLS to access your mailbox folders, including your calendar. You can share your mailbox folders and access others' mailbox folders that have been shared with you.
There are two types of sharing:
Listservs, also called mailing lists, are a way of communicating via email to a specific group of people on various topics of interest. Faculty, staff, and students take advantage of listservs when they want to communicate a message (usually about a specific, pre-established topic) to a group of people. The people receiving the message have the option to stay "subscribed" to the list or to "unsubscribe" if they do not want to receive future emails.
If you would like a listserv created, you can visit the listserv creation tool or contact the Faculty-Staff Help Desk. From the web site faculty members can view what HLS lists they are currently subscribed to, what additional HLS lists they would like to subscribe to, or request to have a new list created.
To learn more about email options on your mobile phone, please read this pdf file.
By default, auto-reply and forwarding will work for 30 days past the email account expiration date for faculty and staff.
Our hosting provider, NaviSite, has a monthly maintenance window every 3rd Friday from 10:00 P.M. to 4:00 A.M. You can access your email and calendar off-line during this time, but may not be able to send or receive new messages or calendar proposals while system maintenance is taking place. Please note that Outlook Web Access (OWA) may also be interrupted during these hours.
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