Email

• • archive_my_emails
  • emaillisten
  • locked_out
  • mailMerge
  • office365
  • phishing
  • signature
  • thunderbird
  • vacation_ooo_out_of_office

• Contents

  1. Email
  2. Configuring an Account
     1. Thunderbird
     2. Apple Mail
     3. Other Mail Clients
  3. Forwarding email
  4. Vacation / Out of Office (OoO) - email
     1. Vacation Zimbra
     2. Vacation Lotus (ID)
  5. Show Zimbra Calendar in Thunderbird
  6. Private Calendar: email reminder
     1. General Events: email reminder
     2. Personal e-mail subscription:
  7. Mail Merge: generate serial mails to multiple recipients
     1. Overview
        1. create the recipients list
        2. create your mass/personal eMails
        3. example

Configuring an Account

Thunderbird

1. Go to File > New > Mail Account...

2. Enter your name, mail address and password.

3. Press Continue

4. If you would like to use our mail account from outside the university, you have to change the SMTP port.

   1. Press Edit

   2. Set the value next to SMTP to 2525

   3. Press Re-test Configuration

5. Press Create Account

Apple Mail

Configuration for IMAP-Konto

1. Go to Menu > Mail > Preferences > Accounts

2. Click '+' to create a new email account
3. Choose account type (IMAP)

4. Enter the needed data (Reference Card)

5. Save and exit

Now all the folders from your mail account should appear.

• To change the behaviour of the defaul folders of Apple Mail, do the following:

• Select the folder you want to edit (f.e. Sent)

• Go to Menu > Mailbox > Use This Mailbox For

• Choose the desired function

Other Mail Clients

All informations needed to configure an email account can be found here.

Forwarding email

1. Log on the webmail interface mail.math.uzh.ch

2. Preferences > Mail > Receiving Messages > When a message arrives: Forward a copy to ...

3. Press Save

Vacation / Out of Office (OoO) - email

• IMATH uses an own mailserver, but all emails, sended outside of IMATH to an IMATH email address, will first be received by the Lotus Mailserver of the ID. Then the mail is forwarded to the IMATH mailserver.

• Attention: to set up OoO correctly, you have to configure the OoO on both places, see below 'Vacation Zimbra' and 'Vacation Lotus'.

Vacation Zimbra

1. Log on the webmail interface mail.math.uzh.ch

2. Go to Preferences > Mail > Receiving Messages > When a message arrives: Send auto-reply message: ...

3. Press Save

Please be aware: Notifications will only be send once a week per person. This means, if you send yourself a testmail on Monday, you'll receive the automatic reply. If you send yourself a second testmail 5 days later, you won't!

Vacation Lotus (ID)

• http://www.id.uzh.ch/dl/email/faqgw_1.html#22

Show Zimbra Calendar in Thunderbird

Zimbra Calendar

Private Calendar: email reminder

The standard institutes calendar (=Zimbra) generates reminders, in the current Zimbra version, only via pop up Windows, if you logged into the webmail interface. Often you need a more independet way to receive a reminder.

Until Zimbra is more flexible, please use the following workaround to generate personal reminder emails to a specific date and time:

1. Create a date

2. Insert !Remind somewhere in the title or the body

3. Save and close the date

You will receive an email if the date happens.

Optional Arguments

Time before !Remind:xxdyyhzzm (f.e. 1d12h35m)

Other email addresses !Remind:name@domain.com

Can be combined !Remind:1h20m:name@domain.com

General Events: email reminder

1. research seminars
2. colloquia
3. conferences
4. Dissertationsvorträge
5. general events.

The mailing lists are divided into two parts:

• automatically assigned e-mail addresses
• personal e-mail subscription
Persons who are automatically assigned to a mailing list (only members of our institute)
research seminars: all organizers, all assistants of the organizers
colloquia: whole institute
conferences: whole institute
Dissertationsvorträge: whole institute
general events: whole institute

Every institute member is free to enable/disable these 5 categories seperately. Every e-mail contains a personalized URL to subscribe / unsubscribe.

Personal e-mail subscription:

On every page of the given events, there is a link 'e-mail reminder subscription' which points to an e-mail address form (if the service is not disabled for the given event). After subscribing, an e-mail will be returned to the subscriber's e-mail. The e-mail provides a personalized link, which the subscriber must open in a webbrowser to activate the subscription.

Subscription period:

The e-mail subscription to a research seminar or a colloquium is semester independent. The e-mail subscription is active as long as the seminar exists. All other events occur only one time.

Sending reminder e-mails:

The Organizers of any event are free to choose between 0-7 days or to disable the reminder feature completely. This could be specified for all events of the current semester or on a per event basis. The default setting is 0 days, which means that the e-mails are sent very early in the morning on the day of the event.

The content of the reminder email is either generic or specific on a per event basis.

Mail Merge: generate serial mails to multiple recipients

website: https://addons.mozilla.org/af/thunderbird/addon/mail-merge/

definitions:

• 'Mass Mail': is an eMail with the same content to be sent to many persons.
• 'Personal Mail': means a customized eMail where variables, such as names, grades, roomnumbers, can be automatically replaced/inserted into the email. If you don't use variables (except the receiver), it's the same functionality as 'Mass Mail'.

Overview

1. Create a receiver list as CSV File

2. Start to write the Mail. As receiver (field To) write {{email}}.

3. Inside of the new mail,

   • click on menu: File > Personal Mail.

   • You will be asked about the CSV file (receiver list). Browse for it, click OK.

   • The 'new mail' window disappears.

   • All mails will be generated and copied to Local Folders > Outbox.

   • To send all mails, click on File > Send unsent messages

4. You'll find a copy of each mail in your send folder.

create the recipients list

• create a CSV (comma seperated values) list with all necessary recipients:
  • Local Info / Konferenz , choose: CSV Export
  • Firefox: File / save page as / save as: 'all files'

  

create your mass/personal eMails

• in Thunderbird: File / New / Message (a new empty message-window should appear now)

  

• enter the field name for the mail adresses, most likely { { email } } , in the TO: field.

• for personal eMails: use { { fieldname } } as variable to be automatically replaced by entries from your CSV file

• click SEND to send your mass/personal mails
• your eMails will be stored in your draft box. check them for mistakes and if they are all correct, send them.

example