Email Topics

General Information
Email Quota
Forwarding your Email
College Address Book
Spam Filtering
Automated Away Message
Removing Mail from the Server (Eudora/Outlook)
Problems Sending Mail with Cox or DSL
ECC Security Certificate

General Information

The ECC provides email services for all users.
Your email address is: username@egr.uri.edu
This email address will be used for all official college mail and can be used indefinately, even after you graduate. Access to email is provided via a web interface available from any internet browser at: webmail.egr.uri.edu. If you wish to set up your own email program (such as Eudora or Outlook) set the incoming and outgoing smtp servers to: egr.uri.edu.

The ECC has set a quota of 100mb of mail per user. Mail cannot be delivered if you exceed your quota. All web mail folders are counted in this quota, including Sent and Trash. The ECC will run a clean-up program monthly to remove any unread mail more than one month old.

The maximum size for a mail message is 50mb, either incoming or outgoing. This includes the text of the message and all attachments combined.

All mail messages are scanned for viruses. If a virus is found, the message is deleted. The virus definitions are updated every 2 hours.

All mail messages pass through a spam filter. If the message is identified as possible spam, the word ***SPAM? is added to the subject line. Users can add their own webmail filters for additional processing.

Webmail filters can be set by each user to provide additional mail processing, such as forwarding mail, sending an automated reply, or further processing spam. The filters are set with the webmail interface but are processed during email delivery. They are processed regardless of how you ultimately read your mail, even if you use Eudora or Outlook. You can use filters to have all your email forwarded to another address or to set an automated away message or to remove spam or any combination of these. See below for specific details.

Return to topics.

Mail Quota

All web mail folders are counted in your 100mb mail quota, including Sent and Trash. The ECC will run a clean-up program to remove any unread mail that is more than one month old. A quota bar is displayed above the left menu, it will turn red and you will get a warning when your mailbox is over 70% full.

When your mailbox reaches the quota limit, no more mail will be delivered to you and senders will receive an error message. You might be unable to delete messages if there isn't enough room to put them in the trash. If this happens, then go into Options > Folder Preferences and change the Trash Folder to (Do not use Trash). This will allow messages to be deleted directly and free up space for new mail.

Return to topics.

Forwarding your email

You can have mail forwarded to an alternate address if you prefer to read your mail from another account. This is done with filters from the webmail interface. From an internet browser, connect to webmail.egr.uri.edu and login with your username and password. Choose Filters and Add a New Rule.

To forward everything to another address, use the following:
header | to or cc | contains | your username
Redirect to the following email address: other address
uncheck Keep a local copy.
Click Add New Rule at bottom to enable it.

You can have multiple rules and may want to filter spam before forwarding.

Return to topics.

College Address Book

You can create your own personal address book to save frequently used addresses. There is also a college wide address book holding the names and addresses of all the @egr.uri.edu accounts. To lookup a user, choose Compose, then Addresses, enter a name in Search and choose either Personal Address Book, COE Address Book or All Address Books. The search will return a list of all matching users. Check the to, cc or bcc box of the users you wish to send mail to, then pick Use Addresses at the bottom of the list. The Compose window comes back up with those names filled in.

In addition, there is an address book called COE on the Compose screen. This address book allows searching of all users by name, by department, and/or by group. Enter any part of the name or leave blank for all names, choose a department and/or group from the pull down menus, then hit search. Matching names and addresses will be listed. Check the to, cc or bcc boxes as above (or all at the top of the column) and Use Addresses at the bottom.

Return to topics.

Spam Filtering

The word ***SPAM? is added to the subject line of mail that has been identified as possible spam. You can add additional processing based on this information. This is done with filters from the webmail interface. From an internet browser, connect to webmail.egr.uri.edu and login with your username and password. Choose Filters and Add a New Rule.

To filter spam to another mail box, use the following:
header | subject | contains | ***SPAM
Move message into
Existing folder: name
(You cannot create a new folder here, use Folders first to create the folder if you need to, then Filters to set the rule.)
Click Add New Rule at bottom to enable it.

Return to topics.

Automated away message

You can set up an automated away message to send to everyone who sends you email. This used to be called a vacation message but can be used for any reason. The automated message is not sent to mailing lists only individual senders. Away messages are set up with filters from the webmail interface. From an internet browser, connect to webmail.egr.uri.edu and login with your username and password. Choose Filters and Add a New Rule.

To set up an automated away message, use the following:
header | to or cc | contains | your username
check Vacation
Addresses: your email address
enter Number of days to resend reply
enter Message (edit default message)
Click Add New Rule at bottom to enable it.

To disable automated away messages:
under Filters, check the box by the Rule, click Disable
the Rule can be Enabled later, and Edited using the Pencil icon.

Copies of automated messages are not saved in your Sent folder.

Return to topics.

Removing mail from the server (Eudora/Outlook)

When using Eudora or Outlook (with a POP connection) the mail is dowloaded to the local PC, but it is not automatically removed from the server. You must set options to do that or your server mailbox will fill up and mail won't be delivered.

Eudora settings: Under Tools and Options, choose Incoming Mail from the left list. You can uncheck Leave Mail on Server which will remove the mail as it is downloaded. Or you can check Leave Mail on Server, then choose Delete Mail from Server after some number of days (5 is a good choice). This will allow you to download your mail to several different PCs during the 5 day period, such as your office PC and your home PC.

Outlook settings: Under Tools and Options, choose Mail Setup then Email Accounts. Choose Next after View or Change Existing Accounts. Double click on the account to change. Click on More Settings and choose the Advanced tab. Here you can uncheck Leave Mail on Server which will remove the mail as it is downloaded. Or you can check Leave Mail on Server, then choose Delete Mail from Server after some number of days (5 is a good choice). This will allow you to download your mail to several different PCs during the 5 day period, such as your office PC and your home PC.

Return to topics.

Problems sending mail through Cox or DSL

When using Cox or Verizon DSL to access mail at egr.uri.edu, mail is received with no problem, but cannot be sent out. In order to send mail out, you must change the outgoing SMTP port to 4025 (this is not a problem when using webmail, only with Eudora or Outlook).

OUTLOOK users: use Tools/Options; under the Mail Setup tab, choose the Email Accounts box; choose View or change existing email accounts; choose the account name and hit the Change box; then the More Settings box; under the Advanced tab; see Outgoing server (SMTP): 25; change the 25 to 4025.

EUDORA users: there is no place within Eudora's tools/options to change the port. You must find the eudora.ini file and set the port there. It is usually in My Documents\Eudora Files. Open eudora.ini in Notepad, find the line: SMTPServer=egr.uri.edu and add the following line: SMTPPort=4025 after it.

Return to topics.

ECC Security Certificate

The ECC provides its own Security Certificate for webmail. Because we are not a known certificate authority, a security warning shows up each time you start webmail. The certificate can be installed in your browser to prevent this warning. It needs to be installed only once.

To install the Security Certificate, start webmail and click on HERE in the paragraph below the login box. Pick Open, Install, Next, Auto Next, Finish; when you are asked to Accept pele.egr.uri.edu? say Yes; and OK, OK. The certificate is now installed in your browser.

Return to topics.