7-4: Electronic Mail – Procedures

EMAIL ACCOUNTS FOR EMPLOYEES

All full-time and part-time faculty, staff and temporary employees will be provided with a Microsoft Exchange account.  Email addresses will be username@sfcc.edu. The username is typically firstname.lastname, and may include a number.

SFCC makes all attempts to avoid providing generic access to its email system. Additional accounts provided to an employee are the responsibility of that user.

DISTRIBUTION LISTS

OIT provides campus wide distribution lists to distribute critical information to our campus community. These distribution lists include All Staff, All faculty and All Students.

Sending to these groups can only be done by a limited number of people to discourage the sending of non-relevant email.

  • All Staff – Staff Senate Chairs or Approval from the Executive Director of Human Resources.
  • All Students – Access requires approval from the Vice President for Student Success. SGA officers may also request this access.
  • All Faculty – Faculty Senate Chairs or Approval from the Vice President for Academic Affairs.

OIT will also provide Distribution Lists for other official campus groups, organizations and departments. A group requiring a distribution list should enter a ticket with the OIT Service Desk using the Technology Service Desk Request icon or calling 428-1222. Please provide a list of the members. Each list will be assigned an owner, typically the person requesting the list or the Director or VP of the requesting area.

Requesting an addition to a distribution list requires the permission of the distribution list owner. Typically the owner is able to update the list or may enter a Service Desk request by calling 428-1222 or utilizing the Technology Service Desk Request link on their computer. 

Email Account Size Limits and Cleanup

The Office of Information Technology will assign size limits to all email accounts and public folders. Each August the Office of Information Technology (OIT) will evaluate existing space requirements. If necessary OIT will suggest changes to the Executive Council. Upon approval OIT will implement any changes within the current email solution.

  • Full-time and part-time staff and faculty: 5 Gb
  • Executive team members: 8 Gb
  • Public folders and other accounts: 2 Gb

Once an account reaches the size limit the account will no longer be able to send or receive messages. It is the responsibility of the account owner to ensure that there is space to send and receive messages.  Employees should ensure that their deleted items folder is cleaned out and if necessary they may set up a locally stored .pst file and move items into this folder.

OIT will set configure warning messages to be sent at approximately 200 Mb lower than the maximum size for each account.

After they have attempted to clean out unnecessary email and cleaning out their deleted items folder they may request an additional 1 GB of space. The request must include written approval from the employee’s executive level supervisor. The request including the approval can be entered through the current OIT Service Desk ticketing system. They may only request 1 GB per year.

Cleaning out Deleted Items from a mailbox

On occasion employees should clean out their Deleted Items folder within Outlook.  Although individuals may choose to put delete individual items they will remain in the Deleted Items folder until this folder is cleaned up.

Outlook 2013

  1. Open Microsoft Outlook.
  2. From the File menu click the Cleanup Tools
  3. Select Empty Deleted Items Folder from the drop-down menu.
  4. Click Yes to continue clean out the Deleted Items Folder.

 

Webmail

  1. Log into webmail.sfcc.edu with your MySFCC/Network credentials.
  2. Ensure you are in the Mail Window.
  3. Find the Deleted Items Folder in the left hand pane.
  4. Right click on the folder and choose Empty Folder.

 

Creating an Outlook Data File (.pst) to save your information.

Outlook 2013

  1. Log into Outlook 2013.
  2. From the HOME tab click on New Items and then highlight More Items .
  3. Choose Outlook Data File.
  4. Choose an appropriate location to save your data file.
  5. Choose an appropriate name for your data file.
  6. Click OK.
  7. Return to the HOME tab.
  8. You should not see an additional item in the folder list.
  9. To create folders right click on your new data file and choose New Folder….
  10. To move items into the new folder you may drag and drop items or right click on the items and choose Move to Other Folder.
  11. Select your new folder and select OK.

Accessing a Current or Former Employee’s Email or Files

On occasion access to an existing employee’s email or personal files may be required while a person is out with an illness or on vacation and the person can’t be reached to provide access.  Departments should make every attempt to plan ahead and the employee should delegate access to email or move files to shared folders. However, on occasion emergencies may occur that require additional access. Every attempt should be made to limit the request to only the required access. OIT Staff will attempt to utilize archiving tools to find only relevant documents. In order to do so access requests must be made to the CIO and must include the following:

  1. Approval of Executive Director of Human Resources.
  2. Specific details of the type of access, file names and dates is required.

Upon approval of the CIO, OIT Systems Administration staff will then provide the requested access to the relevant email or provide copies of requested files in an appropriate location. Permissions will never include the following:

  1. The ability to delete email or files.
  2. The ability to send email as the person unless permission is granted by the individual.
  3. Direct Access to the employee’s personal folder.

Access to Email or Files for Litigation Purposes

  1. Requests from legal counsel must be made in writing to the Executive Director of Human Resources or designee.
  2. Request must identify the email addresses or usernames of individuals, any relevant keywords and the start and end dates of the searches. Contact information for the requesting legal counsel should also be included.
  3. The Executive Director or designee will forward the request to the CIO or designee with approval.
  4. OIT Systems administration staff will complete relevant searches within the current archival technologies in use on campus.
  5. If required the OIT systems administration employee may contact the requestor for clarification of the search parameters.
  6. In the event that changes to the original search method need to be clarified or adjusted OIT will notify the CIO, Executive Director of HR and the requestor of the changes.
  7. OIT staff will then provide access to the files to the Executive Director of HR for review within 2 working days of receiving the approved search request.
  8. If the Executive Director feels that additional changes are required than the request should be returned to the CIO or designee with the requested corrections.
  9. Upon final approval the Executive Director of HR or designee will provide the files to the requestor.

Accessing a Former Employee’s Email or Files

OIT keeps former employee accounts, mailboxes and network files in their original state for no less than 6 months. However, accounts are disabled, the account is hidden and email is either set to not accept email or is forwarded to another user. It is the responsibility of each department to request that email be forwarded and to transfer critical email within the 6 month time frame.

After 6 months accounts may be deleted from email, active directory and other systems. OIT does maintain an archive of individual mail and calendaring items for 5 years however they are no longer connected to a user account. OIT also maintains a former employee’s personal drive in archive for 5 years.

The supervisor of the former employee may request that OIT forward email to another employee and request an auto response to alert external and internal senders of the departure. This should be done in writing through the OIT ticketing system and should include the following:

  1. Request must come from the former supervisor, Dean or VP
  2. The former employee’s name and A#.
  3. The forwarding email address requested.
  4. The language of the requested auto reply message.

The supervisor of the former employee also may request that OIT grant temporary access to the mailbox through Outlook for the purpose of transferring old email. This should be done in writing through the OIT ticketing system and should include the following:

  1. Request must come from the former employee’s supervisor, Dean or VP.
  2. The former employee’s name and A#.
  3. The name and A# of the person requiring access.
  4. A description of the access required.

Access will not include the following:

  1. The ability to send email as the former employee.
  2. The ability to delete files or email.

The supervisor of the former employee may also request that the files of the former employee be moved to a location accessible to themselves or another current employee. This should be done in writing through the OIT ticketing system and should include the following:

  1. Request must come from the former supervisor.
  2. Former employee name’s and A#.
  3. Location of current files.
  4. The requested new location.

OIT may contact HR to ensure that the documents are being handled correctly.

Delegating Access to your Mailbox or Calendar

Individuals who would like to share access to their mailbox or calendar with other SFCC employees may complete this procedure themselves.

Delegating Access within Outlook 2013

  1. Click the File tab.
  2. Click the large Account Settings button, then click Delegate Access. A Delegates dialog box will open.
  3. Click Add. An Add Users dialog box will open.
  4. Search for and select the name in the search results list.
  5. Click Add, then click OK.
  6. In the Delegate Permissions dialog box, you can accept the default permission settings (see the bullet list above – where is that list?) or select custom access levels for Exchange folders. If all your delegate needs is to work with your calendar and meeting requests and responses, the default permission settings are appropriate. If you want to customize your delegate’s access, you’ll choose from these access levels:
  • Reviewer- the delegate can read items in the manager’s folder.
  • Author- the delegate can read and create items, and modify and delete items that he or she creates. For example, a delegate can create task requests and meeting requests directly in the manager’s Calendar folder and then send the item on the manager’s behalf. The delegate cannot modify or delete something the manager created.
  • Editor- the delegate can do everything that an Author has permission to do and can modify and delete the items that the manager created.
  1. If you leave access to your Calendar set to Editor, you can choose whether or not your delegate automatically will be copied on meeting-related messages, using the checkbox.
  2. To notify the delegate of the new permissions, select automatically send a message to delegate summarizing these permissions.
  3. The Delegate can see my private items checkbox allows your delegate to see all your private items in all folders where you’ve granted them any level of access: Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. You cannot set access to private items in only one folder.
  4. Click OK to close the Delegate Permissions dialog box.
  5. If, in step 6 above, you chose to have meeting-related messages sent to your delegate automatically, in the Options dialog box you’ll see three choices regarding who receives meeting requests and responses addressed to you.
  • The first radio button routes these messages to your delegate, and sends copies to you.
  • The second radio button routes these messages directly to your delegate and you never see them.

Select the option that works best for you, then click OK to close the Options dialog box.

Change Permissions for your Delegate

  1. Click the File tab.
  2. Click the large Account Settings button, then click Delegate Access. A Delegates dialog box will open.
  3. Click the name of the delegate for whom you want to change permissions, and then click Permissions.
  4. Change the permissions to the desired level of access for any Outlook folder listed.
  5. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions checkbox.
  6. Click OK to close the Delegate Permissions dialog box.
  7. Click OK to close the Delegates dialog box.

Remove Permissions for your Delegate

  1. Click the File tab.
  2. Click the large Account Settings button, then click Delegate Access. A Delegates dialog box will open.
  3. Click the name of the delegate for whom you want to change permissions, and then click Remove.
  4. Click OK to close the dialog box.

Viewing a Shared Calendar

Once a person has been granted access to a calendar the person must take steps to be able to view the calendar. Once these steps are completed they will see the calendar every time they open Outlook 2013.

  1. In the Folder Pane click Calendar.
  2. On the Home tab of the ribbon, in the Manage Calendar section, click Open Calendar, then select Open Shared Calendar.
  3. In the small Open a Shared Calendar dialog box, click Name.
  4. In the Select Name dialog box, search by typing the person’s name, then click Go.
  5. Select the desired person’s name in the resulting list, then click OK to close the Select Name dialog box.
  6. Click OK to close the Open a Shared Calendar dialog box.

The person’s calendar will now appear in under Shared Calendars in your Folder Pane, and their calendar will be displayed side-by-side with yours. You can choose which calendars to have open using the checkboxes that appear next to each calendar’s line in your Folder Pane.

If the person has NOT shared their calendar with you, you’ll notice that their calendar is entirely blank.

Open another person’s folders

Opening other Employee’s Folders

  1. Click File > Open & Export > Other User’s Folder.

 Tip    To avoid this step in the future, see the instructions on how to add other Employee’s mailbox to the Folder Pane in the Add another person’s mailbox to your profile section of this article.

  1. In the Name box, enter the name of the person who granted you Sharing or Delegate Access permissions, or click Name to select from a list.
  2. In the Folder type list, click the folder that you want to open.

Add Other Employee’s Mailbox to your Profile

If you frequently work with another person folders you may find it easier to add the person’s mailbox to your profile.

First the mailbox owner must do the following additional step in Outlook

  1. Right-click the root folder of the Office 365 mailbox, and then click Folder Permissions.
  2. Click the name of the delegate.
  3. Under Permissions, under Other, select the Folder visible check box.
  4. Click OK.

Next the delegate must do the following to add the account to the profile

  1. Click File > Account Settings > Account Settings…
  2. Select the Email tab.
  3. Select/highlight your exchange account within the “Name/Type” listing and then click change.
  4. Click More Settings
  5. On the Advanced tab, under Open these additional mailboxes, click ADD, and then enter the mailbox name of the person who delegated access to you.

To respond to meeting requests

You must first be granted Editor Permissions to a person’s calendar to be able to respond or send meeting requests on behalf of another person.

  1. Open the other person’s Inbox if his or her meeting requests are not sent to you directly.
  2. Open the meeting request.
  3. Click AcceptTentative, or Decline.

To send a meeting request

  1. Open the other person’s calendar.
  2. On the Home tab, in the New group, click New Meeting.
  3. Enter the attendees, subject, location, and start and end times as you ordinarily do.

Create or reply to an email message on behalf of another person

  1. In Mail, click Home > New Email.
  2. On the Options tab, in the Show Fields group, click From.
  3. In the From box, type the name of the person on whose behalf you are sending the message.
  4. To select the name from a list in the Address Book, click From.
  5. If you don’t see the From button and box, click Options > From.
  6. Add recipients, a subject, and the contents of the message as you typically do.
  7. To reply to an email message
  8. In the other person’s mailbox, select the message that you want to reply to on behalf of your manager.
  9. Click Home (If you have opened the message, click Message), and then click ReplyReply All or Forward.
  10. Keyboard shortcut    To reply to an email message, press Ctrl+R.
  11. On the Options tab, in the Show Fields group, click From.
  12. In the From box, type your manager’s name. To select the name from a list in the Address Book, click From. If you don’t see the From button and box, click Options > From.
  13. Add recipients, a subject, and the contents of the message as you t do.

Sending Email with Personally Identifiable Information

SFCC discourages the emailing of PII through unencrypted email. OIT attempts to identify and block messages with information such as social security numbers, credit cards, and SFCC student ids.  However, individuals are responsible for the content of their messages.

If an employee has a valid need to send PII and has following the procedures outlined in policy 7-3 than the data must be sent utilizing a secure and encrypted method. They should first ensure that they have a Memorandum of Understanding with the recipient before sending this data. See Policy 7-3 for procedures.

Currently SFCC has accounts available for Citrix Sharefile, which is a secure file sharing app. Employees needing to send PII are responsible for contacting the OIT Service Desk and requesting access to this service. Once the employee has been granted access they will receive an email asking them to configure their Citrix Sharefile account. The service is found at this site:  https://sfcc.sharefile.com/login.aspx.

Sending an encrypted file with a link from the Sharefile Site:

  1. Login to Sharefile.
  2. Click on Share and then get a link.
  3. Browse for the file or files you wish to share or drag and drop the files to the pop up window.
  4. Select the files from either the local computer or in your share file folders and click open.
  5. Click Edit Link Options and choose your security options. It is best practice to expire access, limit downloads and require a login when possible.
  6. Finally click get a link.
  7. This link can now be copied into an email and sent to the intended recipient.

Configure outlook to utilize Sharefile to send attachements securely:

  1. Login to sharefile at https://sfcc.sharefile.com/login.aspx.
  2. Go to the apps tab.
  3. Download and install the Outlook Plug-in. (if you don’t have Administrative rights please contact the OIT Service Desk for assistance)
  4. Once the plugin is installed Outlook will have a new share file plugin tabs.
  5. This will allow you to secure attachments, request files and attach files securely from within Outlook 2013.

Send an attachment from within Sharefile

  1. From a new mail message window click on Attach files and choose either From PC and then custom settings or from Sharefile and then custom settings.
  2. Set the options to require name and email address and requiring recipients to log in is the best practice.
  3. Expiring the file is a best practice that way the file can only be downloaded within a certain window.
  4. Setting the download to one allows for the download to only occur one time.
  5. Click Ok and then choose your file from the pop up window.
  6. Add the email recipients taking care to ensure the addresses are correct and the recipients truly require the information you are sending.
  7. Send your message.

There are many other methods for sharing data. Individuals are responsible for evaluating the data they are sharing. Citrix Sharefile includes a help site with tutorials and a live support desk. Employees are encouraged to review the training videos and make full use of this product. Help is found at:  https://sfcc.sharefile.com/Help. OIT staff is also available to assist with plugin installs and best practices.

Configuring access to SFCC Email and Calendaring on a Personal Device – Employees Only

Employees may configure mobile devices to connect to their SFCC devices. Employees are responsible to the security of the data and should ensure that their device is password protected and are responsible for ensuring the security of any sensitive data on their devices. Below are the instructions for two common mobile types of mobile devices. Employee are responsible for configuring email set up on personal devices.

To enable a passcode on an iPhone or iPad

  1. Launch settings from the Home screen.
  2. Tap Passcode or Touch ID & Passcode.
  3. Tap Turn Passcode On.
  4. Enter a six-digit passcode. Or tap passcode options to switch to a lower number of digits or change to an alphanumeric code. 6 digits is recommended.
  5. Re-enter the same digits to confirm.

To enable a password on an android device

  1. Go the Settings Menu.
  2. Scroll down until you find Security or Security and Screen Lock and tap it. It may be under the Personal section in some versions.
  3. Under the Screen Security section tap the Screen Lock option.
  4. Select the type of lock you want to use.
    1. Pattern: Swipe to draw an unlock pattern and then hit continue. It will ask you to draw the pattern again to confirm.
    2. Pin: insert a 4 digit pin. Hit continue and then reenter. Do not reenter the same numbers and do not use a series of numbers such as 1,2,3,4.
    3. Password: type the password you want. Hit continue and then confirm. 8 or more characters is recommended.

Instruction for many Android devices

  1. From the Home screen, navigate: Settings > General  >Accounts > Microsoft Exchange.
  2. Tap Add Account.
  3. Tap Exchange.
  4. Enter the appropriate info into the following fields then tap Manual Setup:
    • Email: lastname@sfcc.edu
    • Password
  • Ensure that the appropriate info is entered into the following fields then tap Next:
    • Domain\Username: sfcc\firstname.lastname
    • Password
    • Exchange Server : webmail.sfcc.edu
    • Make sure that Use secure connection (SSL) is checked marked.
  • Tap on the Arrow .
  • Tap OK to continue with the activation.
  • Tap OK to accept the Remote Security Administration.
  • Tap on the Arrow .
  • Tap
  • Tap Done.

EMAIL ACCOUNTS FOR STUDENTS

SFCC currently provides a Google Apps account to each student enrolled in a credit course. This includes an email account. The email address format for students is username@email.sfcc.edu.  All official SFCC student communications will be sent to this account.

Students may log into Gmail following this link: http://mail.google.com/a/email.sfcc.edu

Student email accounts are available for up to two years after a student graduates or takes their last SFCC course. Students not wishing to keep their email address may contact the OIT Service Desk at 505-428-1222 and ask for their account to be removed.

Students are expected to read their SFCC Gmail on a regular basis. Students not wishing to regularly log into their account are encouraged to forward their mail to a personal email account.

  1. Open the Gmail account that you want to forward from.
  2. At the top right, click the gear.
  3. Select Settings.
  4. Select the Forwarding and POP/IMAP tab.
  5. Click Add a forwarding address in the “Forwarding” section.
  6. Enter the email address you want to forward to.

Google Apps accounts are subject to Google Apps Acceptable Use policy found here: https://www.google.com/apps/intl/en-au/terms/use_policy.html.

EMAIL FOR STUDENT CLUBS AND STUDENT ORGANIZATIONS

Student Clubs and organizations must use SFCC email accounts for official SFCC business, club events and announcements.

Club or organization presidents may request an email account for their official club or organization through the Student Activities office. The account will be created within Google Apps.

Each club president is responsible for maintaining the clubs email address lists, maintaining the designated email account and ensuring that the use is in accordance with all SFCC policies.

Google Apps accounts are subject to Google Apps Acceptable Use policy found here: https://www.google.com/apps/intl/en-au/terms/use_policy.html.

View Policy

Irrigation Repair

Santa Fe Community College will be repairing irrigation lines at the central roundabout (the drop-off area by the flag poles) Monday, April 23 through Monday, April 30. During repairs, the roundabout will not be accessible. Please use other entrances into the main and West Wing parking lots. No parking areas will be affected. Please use caution when walking or driving in the vicinity. Thank you for your patience while we make improvements to campus.