Email FAQ

• Pegasus Mail FAQs
• What email attachment restrictions are imposed on USP accounts?
• Why are such restrictions imposed on email attachments?
• How can I send a file larger than 5M electronically?
• How do I create mail signature in Outlook Express?
• How do I create mail signature in Outlook mail?
• How do I set a forwarding email address?
• How do I set an "Away from office" message?
• How do I cancel a forwarding email address?
• How do I cancel an "Away from office" message?
• How do I manage SPAM in Outlook mail?
• How do I manage SPAM in Pegasus mail?
• What is POP3?
• What is a username?
• What is my email address?
• What is my email alias address?
• How do I change my email password?


• I wish to send a notice to all-staff/all-student. What do I do?
• What types of messages are permitted for distribution through the all-staff/all-student list?
• I wish to send mail to staff members in my department, what is the most efficient way to do that?
• How do I create a distribution list in Outlook Express?
• How do I create a distribution list in Outlook mail?
• When sending mail to my distribution list, I get two bounced-back messages, why did this happen?

1. What email attachment restrictions are imposed on USP accounts?
1. The email server will block any email that contains file attachments that are commonly used to spread viruses, such as: BAT, COM, EXE, SCR, PIF, HTA, VBS
   If you send an email with any of the above attachment, your email will not be delivered instead, you will receive the following message from virusalert(at)usp.ac.fj
   
   "Banned Filename Alert
   
   Our virus checker found the banned filename: .exe in your email to the following recipient: -> username(at)usp.ac.fj
   
   Delivery of the email was stopped!"
   
   
2. Due to the limitation of space on the mail server, any email attachment that is more than 5Mbytes in file size will not be sent or received by a USP email account. The mail server will reject such mails and an error message will be sent to the sender notifying him/her of this action.

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2. Why are such restrictions imposed on email attachments?
   The most deadly viruses, able to cripple an email system and corporate network in minutes, are being distributed worldwide via email in a matter of hours (for example, the MyDoom worm). Hence, ITS has proactively imposed a restriction in the transmission of types of file attachments that are mostly used to transmit viruses and
   worms.
   
   In regard to file size restrictions for attachments, this restriction is imposed due to the limited space allocated to each USP email account on the mail server.  Each account will only be able to receive files less than 5Mbyte.  If you wish to send files larger than 5Mbyte, read and follow the instructions in the next question.
   
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3. How do I send files that are larger than 5Mbytes electronically?
   A simple way of doing the above task is to use the File Transfer Protocol(ftp) utility to transfer the file. You can use ftp via your Internet browser to copy the file to the personal share. This method is most suitable to remote users who are based at the other campuses and centres. However, users in Samoa and Vanuatu will be required to use their Laucala domain password. If you have forgotten your password, please call our Helpdesk Operators for issuing of your new password.
   To use ftp for transfering file do the following:
1. Open your browser and type the ftp command on the address line, in this syntax;
   ftp://username:password@servername
   Eg: ftp://singh_k:mypassword@staff.usp.ac.fj
2. Once you are connected to the ftp site, the window will display all the folders in your personal share.
3. Copy the file to the www folder
4. For the recipient to access the file, he will have to use his Internet browser and go to this web address; http://staff.usp.ac.fj/~username/ (Eg: http://staff.usp.ac.fj/~singh_k)
   The files and folders will be displayed in the browser, click on the filename hyperlink to download the file.
   
   Another method of copying the file to your personal share is to:
1. Map to personal share, by selecting Map network drive option under the Tools menu in Windows Explorer OR
2. Right-click My Computer icon and select Map Network drive
3. In folder box type the path \\staff\your_username
4. Once the personal share is connected, the folders will be displayed.
5. Copy the file to the www folder.
   
   
   The 2nd alternative would be to split the file into pieces of file size which is less than 5M each and send them across. This option requires the recipient to have Master Splitter utility so that he can join the sent files.

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4. How do I set a forwarding email address?
   An e-mail forward lets you redirect your mail to another address (or a comma separated list of addresses if you wish). You can even forward to another address and keep a copy in your local mailbox.
   
   To set a forwarding address:
   a. Login to Webmail using your email username and password
   b. Select Forwards option at the bottom of the page.




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5. How do I set an "Away from office" message?
   A vacation notice will automatically reply to any incoming mail you receive while you are away or unable to attend to your e-mail — for example while on vacation or out of town on business.
   
   To set your vacation message, do the following:
   
   1. Login to Webmail email username and password
   2. Select the Vacation Notices option at the bottom of the page.
   
   
   
   
   
   3. Type your message
   4. Select Set/install vacation notice
   5. Type your password
   6. Click on Submit button

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6. How do I cancel a forwarding email address?
   To remove or cancel the forwarding:
   
   1. Login to Webmail email username and password
   2. Select Forwards option at the bottom of the page.
   3. Select Unset/remove a forward
   4. Type your password
   5. Click on Submit button.

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7. How do I cancel an "Away from office" message?
   To remove or cancel the vacation message:
   1. Login to Webmail email username and password
   2. Select the Vacation Notices option at the bottom of the page.
   3. Select Unset/remove vacation notice
   4. Type your password
   5. Click on Submitbutton.

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8. What is a username?
   A username is the email account name.

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9. What is my email address?
   Your email address would be given to you by our Helpdesk when you first join the University. It would be in this syntax; surname_initial of forename@usp.ac.fj. Your email address alias is in this syntax; firstname.surname@usp.ac.fj

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10. What is POP3?
    POP3 stands for Post Office Protocol for email service. This protocol is used on our mail service system here at USP. Once you check your new mails using a client email program such as Pegasus mail, Outlook Mail or Outlook Express, it is downloaded from the mail server to the email program resident on your PC. Due to the limited space of your email account (50 Mbyte) on the mail server, it is advisable to use the option that deletes mails from the server once it has been successfully retrieved
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11. What is my email alias or nickname?
    The alias to your email address would be firstname.surname@usp.ac.fj

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12. How do I change my email password?
    To change your email password for users who do not login to the Laucala domain:
    1. Login to Webmail email username and password
    2. Select Password option at the bottom of the page.
    
    
    
    
    
    3. Follow the prompts by entering your current for old password and new password
    4. Click on Change your password button
    
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    For Laucala domain users who are using Windows XP or Windows 2000:
    
    1. Press the following keys simultaneously; Ctrl/Alt/Delete after you have logged on
    2. Click on Change Password option
    3. Follow the prompts for changing password by entering your current and new password.
    
    
    For Laucala domain users who are using Windows95/98:
    
    1. Click on Start button, select Setting, Control Panel
    2. Double-click on the Password option
    3. Click on Change other passwords
    4. Select Microsoft Networking and click on Change
    5. Follow the prompts by entering your current and new password

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1. I wish to send a notice to all-staff/all-student how do I do that?
   There is a distribution list containing email addresses of all staff and all students which is used to send University-wide notices. Any news or announcements that requires the attention of all University staff and students is distributed through these lists. Messages for staff distribution are to be sent to all-staff(at)usp.ac.fj and those for student distribution are to be sent to all-student(at)usp.ac.fj The Public Relations office is responsible for the moderation and distribution of such notices.
   The all-staff distribution list is automatically updated when a new staff member’s account is created and deleted when a staff member leaves the University. The all-student list is automatically created at the beginning of the year, and deleted at the end of the year.

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2. What types of messages are permitted for distribution through the all-staff/all-student list?
   Messages that concern the entire University community or a particular campus is sent using the respective distribution list. No advertisements or personal matters will be allowed, they should be directed to the Public Relations Office. All messages on the all-staff email distribution list are to be for all staff and not a subsidiary of it. If you wish to send message to a section of the USP community, you need to create you own subsidiary distribution lists.

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3. I wish to send mail to staff members in my department, what is the most efficient way to do that?
   You can create a distribution list of staff within your department by entering their email addresses in the list.

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4. How do I create a distribution list in Outlook Express?
   Step 1:
   Go to Tools menu, select Address Book You will be presented with the window below;
   
   
   
   Step 2:
   Click on New and select Group
   
   
   
   Step 3:
   Type the Group Name
   Click on Select Members to add members who are already in your address book
   
   Step 4:
   For members who are not in your address book, select New Contact
   
   
   
   Enter each recipient’s details which you wish to use, such as First, Display and E-mail Addresses
   Click OK once done.
   When you wish to send mail to the list, select it from the Address Book as shown below.
   
   

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5. How do I create a distribution list in Outlook mail?
   1. On the File menu, point to New, and then click Distribution List.
   
   
   2. In the Name box, type a name.
      
      
   
   
   
   3. Click Select Members.
   
   



6. In the Show names from the list, click the address book that contains the e-mail addresses you want in your distribution list.


7. In the Type name or select from list box, type a name you want to include. In the list below, select the name, and then click Members. Do this for each person you want to add to the distribution list, and then click OK.
   
   If you want to add a longer description of the distribution list, click the Notes tab, and then type the text.




The distribution list is saved in your Contacts folder by the name you give it.



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