Frequently asked questions about Brookes email
We have collected together the most frequently asked questions about using email at Brookes.
Spam
I'm getting spam, can you block this?
As we now use Google for mail, we let Google do this for us.
Why can't all the spam just be discarded?
We don't do this as we feel that everyone should have a high degree of control over their own mail. If you want spam to be discarded, just create a filter that will do this for you. However, bear in mind that occasionally genuine mail may get flagged a spam.
How do I get rid of mail flagged as spam?
You can create filters to move it or delete it, or just ignore it as Google will delete it once it is 30 days old.
Why do I get spam?
You will only get spam if your address becomes public. This can happen if you sign up for mailing lists via web pages and also as a result of virus infections. It is widely believed that virus writers and spammers now work together to harvest email addresses and cause malicious damage. There are also other ways that your email address can be used: many spammers now use dictionary attacks to generate random email addresses followed by a registered domain (such as brookes.ac.uk).
I've received an email about a missing person/charity/important information and it urges me to send it on to everyone I know, should I do this?
No. Such mails are merely time-wasting "chain mails" and should be ignored and deleted.
I've received an email from my bank asking me to register my login details again - how do I tell if it's genuine?
This may be a case of "phishing". Phishing is an email fraud where someone sends an email that appears to come from a well known and trustworthy website in order to get personal or financial information. Any changes to your personal information should be carried out on the bank's official website.
Why is spam called spam?
It's called spam because of the Monty Python spam sketch, search for 'spam sketch' on any search engine and you'll see.
Auto-reply (vacation) message
I have more than one email address (alias). Will the auto-reply be for one or all of them?
When you set up auto-reply you can choose which addresses the auto-reply will be applied to.
Can I set an auto-reply and redirect mechanism at the same time?
Yes, you can, but it may be best to choose one of these mechanisms and in all cases of redirecting please let your colleague(s) know that this is in place.
How frequent should my auto-replies be set to?
As it can be irritating for people to receive an automatic reply to every message they send to you, please use common sense when choosing options.
Can I redirect mail to any address?
Yes, but only if that mail account is your own. We do not recommend that staff redirect to shared accounts for reasons of data security or to colleagues without agreeing it first. We also do not condone redirecting of mail to random accounts for what could be regarded as 'fun'; such actions will be dealt with as per the guidelines covering the use of IT facilities.
What happens to mail when I setup mail redirecting?
Mail redirecting is simply that your mail is sent, not copied unless you choose that option, to the address you have specified.
What about combinations of filters?
This depends entirely on the filters you have created, we recommend careful testing before leaving the filters 'unattended'.
I've set up redirecting, but it doesn't seem to work. Why?
It is most likely the address you have used for redirecting to could be incorrect or, in a lot of cases, the address you are redirecting to has a quota set for email and that quota has been reached.
My colleague has just gone on holiday and forgotten to set up this facility up. Can I do it for them?
No, unfortunately not as you would have to have knowledge of your colleague's userid and password which would contravene University regulations; see next question below.
My colleague has just gone off sick and I'd like to set up redirecting of their email. Can you do it for me?
A procedure is in place to ensure that mail vital to University business can still be handled sensitively and correctly in such cases. Please see the "unplanned & extended absence" section on the Email & Absence from Brookes page for details.
Sending and receiving
Is my mail secure, can it be hacked?
Computer systems at Brookes are always updated with respect to security. However most 'hacking' is done simply by making available your password for example. Please ensure you keep your userid (staff/student number) and all your passwords secure, you should never disclose them. Also ensure that you don't leave yourself logged in on a computer in a pooled room.
Should I send plain text or HTML mail?
HTML mail is a format that allows you to choose the font and the size of the text you send, as well as allowing you to include images and other layout features. You can send either, but plain text is a format which can always be read. Sending HTML mail may also trigger spam/virus checking.
Why do I get mail which is not addressed to me?
This is usually spam and the sender of the mail has hidden the address of the actual recipients who have received the mail.
Why do I get error messages from mail I never sent?
This is usually the result of a virus infected PC somewhere in the world. The virus will propagate itself by mail, choosing a random address it has found, to appear as the sender address. Thus any mail which is not then delivered is returned to the 'apparent' sender.
What is a signature file?
A signature file is a small plain text file which is appended to every mail you send. The signature file is a bit like a business card and we recommend that it contains your name, job title (where applicable), address, telephone number, fax number and email address.
How can I guarantee a mail has been delivered and read?
The only way to ensure this is to check with the recipient it has been delivered and that they will reply. Using "mail delivery" and "mail read" flags are not reliable as they can be ignored by the sender or are not supported by the recipient's mail software.
I sent a mail and it has been returned. Why is this?
Please redirect the mail (the actual text of the mail is not required) to postmaster@brookes.ac.uk for help with this.
I want to send mail to a list of people but at the same time make sure none of the recipients see each other's addresses, how can I do this?
You can create mailing lists in most mail software, however, not all of them will suppress the recipient details, so make sure you test this using your own address and that of a friend/colleague first. See the distribution list function in Pegasus mail for example.
What happens to my mail accounts when I leave Brookes?
If you are a member of staff, all computer accounts will be closed on the date your contract ends. If you are a student all computer accounts will be closed when you finish your course. However, some finishing students will continue to have access for a period beyond this date, but it is not guaranteed. Therefore, we recommend that you save all important emails before your course ends.
I'm a member of staff who is leaving, can my account be kept open?
Computer accounts for staff are based on data in the personnel system, so once you cease to be an employee all computer accounts are closed.
I'm a student who is leaving, can my account be kept open?
Computer accounts for students are based on data in the student admin system, so once you cease to be an student all computer accounts are closed.
What happens to the mail in my account when I leave?
If you need any mail, addresses or attachments, please ensure you have copies, before you leave.
What happens to my mail if I go on maternity leave?
Nothing happens as you are still an employee and thus your computer accounts are not closed. Unless you plan to deal with your mail whilst on maternity leave, you should perhaps consider redirecting it to a colleague or putting an auto-reply in place.
Storage quotas
What are the quotas for mail?
Currently about 7.5 GB
What about my quota if I redirect mail?
Your mail quota will not be affected by mail redirecting unless you choose to retain a local copy (via mail filters). If you choose to retain a local copy, you are expected to manage your mail accordingly.
General
Why do we have mail?
It is a cheap and easy means of communication that Brookes has provided to all staff and students for more than 10 years. Lately it has become another just another standard means of communication.
Do I have to read my email?
As a member of staff you are expected to use communication methods adopted in the university, but it's not down to Computer Services to make you do so, discuss this with your line manager. As a student, email is used by the Academic Management Office, Finance, tutors, course administrators etc., as a means to inform you of things you need to know, so you may miss out if you don't check your mail.
What mail software can I /should I use?
We support and recommend Google's browser, Chrome, to access your email.
I'm getting abusive mail, can you help?
Yes, in the first instance do not delete any of the mail you've received and do not reply to it; contact postmaster@brookes.ac.uk or the police if the mail is in any way threatening or discuss it with a student councillor or your personal tutor.
Why can't I mail everyone?
Sending a mail to all staff/students is a restricted service to prevent abuse/misuse.
The block mailing system is good, but does not cover things like physical location or job title/type, why not?
At the moment we don't have a reliable or granular data source to allow block mailing by such distinctions.
I want to create a mail discussion list, how do I do this?
The software we use for mailing lists at Brookes is called Majordomo. For more details please see the Computer Services document "Getting started with Majordomo Mailing Lists".
Why can't I send block mail?
If you get an error message saying you 'are not allowed' to do this, it could be that your PC is not registered in DNS; see your local IT staff in order to resolve this.
Why can't I send block mail even though my PC is in DNS?
There are restrictions on this service, primarily to prevent abuse. You should be able to mail to departments/courses/modules/fields if you are a member of staff and also to any course/module/field you are registered for, if you are a student rep.
I do really need to send mail to other modules, how can I do this?
You can only send a block email to other modules, fields or courses if you are a student rep, contact postmaster@brookes.ac.uk for help with this.
When I send a block mail, for example to a department, can you remove one address from the list for me?
Block mailing addresses are in effect a dynamic data source, so there is no actual list that can be edited to remove recipients. You will have to compile your own mailing lists to do this.
Can I send a mail to everyone about my lost property/something for sale/event/birthday party/leaving do etc?
Mail is not intended as a system for broadcasting general information which may be wholly irrelevant to the majority of the recipients. For staff, information should be sent to On-Stream for inclusion there. For other information there is "Message of the Day" shown on pooled room computers and online. Students should also contact the SU to see if they can help.
When I send a block mail, where does it go?
Using the block mailing system, the block mail will go to a whole course, module, field or department, so take care when using this facility as the recipients can run into hundreds.
What is a mailing list?
A mailing list is simply a list of addresses on a mail server or in mail software that is used to send mail to.
Mail addresses (aliases)
What is a mail alias?
A mail alias is the technical term for an email address e.g. postmaster@brookes.ac.uk
What is a userid?
A userid is the technical term for the 'name' you use to logon to computer systems. Your mail alias, if you have one, actually points at your userid, that being the final destination for mail sent to you.
I'm running a special event at Brookes can I have a distinct email address for the event?
Yes, contact postmaster@brookes.ac.uk
I'm president of a SU society, what email services can we have?
For reasons of security and continuity only a mail alias (address) will be provided, this address can be pointed at as many people as possible.
As a student can I have a mail address based on my name?
From January 2011, all students will be provided with a name based address. You do not have to use this as your student number will always be a valid address.
How can I confirm what my email address is and also find out if I have any other non-standard addresses pointing at my account?
There are two ways you can do this. Firstly you can search the address book for your name, that will show your email address. Secondly, if you are staff, login to PIP and click on the "My Settings" tab. Then click on "Email Aliases, redirection & auto-reply" - you'll then see what your current personal address is and any other non-personal addresses which are directed to your account.
I'm a member of staff and a part-time student which means I have two email accounts. Can they be merged?
Not merged as such, but via the redirecting facility, you can decide which account to use and then redirect mail from the unused account to the used account.
I'm a student and have done some part-time work for Brookes and now have a staff account. Can it be merged with my student account?
Yes, see the previous question and answer.