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January 29, 2016

Turning Off Contact Info from Mail (OS X El Capitan)

With Apple OS X El Capitan (10.11), Apple introduced a feature that picks out email addresses from the Mail application and populates it within Contacts. It is meant to serve as a nice assistant when drafting emails however it is perhaps a little too eager.

When using the Mail application at the University, this feature will pull information from the signature line of mailing lists that generally have the name of the list as part of it. Mail will pull that address and associate it with the sender regardless of whether they are a list administrator–a mere post to the list can trigger it.

In order to disable this feature, you must go into the Contacts application and open the application’s Preferences window (Contacts > Preferences or Command-,), then uncheck the box to Show contacts found in Mail (seen below):

Contacts_1

Once that box is unchecked, you will see a prompt asking if you really want to do this. Click Turn Off to proceed:

Contacts_2

Links to Additional Content

UO mailing lists are the main interference of this software feature. If you are a list administrator, click here to read about how to remove the list address from the signature line.

Editing Signature Line in UO Mailing Lists

Prerequisites

If you would like to create a list for any reason, go to the UO Mailing Lists website to sign up.

In order to make the edits, you must be a list administrator. If you have a list and are the administrator, read below to proceed.

Process

Sign in to your mailing list by going to the list’s URL (e.g. http://lists.uoregon.edu/mailman/listinfo/yourlistname)

After signing in, proceed to the bottom of the page and click on the list’s administrative interface screen:

MailingLists_1

From here, click on the Non-digest options link in the upper-right of the page and scroll to the field marked msg_footer. Once there, you can edit the contents of the signature line for each message sent from administrator(s) and user(s) of the list (pictured below is what is needed to be removed to avoid conflict with Apple OS X El Capitan’s Contact Info feature, click here for more information):

In order to avoid triggering the Apple Contacts feature referenced above, be sure to delete the %(real_name)s@%(host_name)s line. Once done, it will look like the image below.

MailingLists_3

Click Save Changes to proceed. You can then logout and close the browser tab/window.

Links to Additional Content

Click here to learn more about the Apple Contact Info feature that mailing list signature lines interfere with.

November 16, 2015

Forwarding UO email to Gmail

Purpose

This post is designed to guide you through the process of forwarding email from your uoregon.edu account to Google’s Gmail service.

To have access to Gmail (and the entire Google Apps Suite) within CAS, you may submit your request by filling out this form. Additionally, this post will use Outlook for Mac 2011 to show how to setup forwarding rules. For another platform or any questions, please contact CASIT.

Click any of the section titles below to proceed.

Adding Rules for Forwarding

Once your Exchange account has been set up, your mail will need to be forwarded to your CAS Gmail account.

In order to do so, click on the Rules button in the main Home toolbar.

Then click on Edit Rules…,

Make sure to select the Exchange server, then click on the icon to add a new rule.

Establish the parameters for mail forwarding:

  1. Create a Rule name
  2. Select the All Messages condition from the menu
  3. Under Do The Following:, select Redirect To, then enter your CAS Gmail account
  4. Click OK.

You can now close out of Outlook and use Gmail.

Additional Notes

These rules can also be edited and created from the Outlook Web App as well (located in the Options menu, then click Organize E-mail). Go to outlook.uoregon.edu in your web browser to proceed:

Links to Additional Content

CASIT Training has developed more documentation and how-to guides in various other subjects including Gmail and Google Apps for Education. For more information, click here to proceed or contact CASIT.

 

September 2, 2010

Set Up Your Email

Signatures, labels, & filters

Create an email signature
Create and apply email labels

To create a label
To change the color of a label
To apply a label to a message
To create a sublabel
To move labeled messages out of your Inbox

Set up email filters


Create an email signature

1. Open Gmail.
2. In the upper-right corner of the Mail window, click the gears icon > Mail settings.
3. On the General page, in the Signature section, enter your signature in the box.
4. Optionally use the options to format the text and add links and images.
5. Click Save at the bottom of the page.

Note: You can set up only one signature.

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Create and apply email labels

Use labels to categorize your messages. Labels are like folders, but with a twist: You can apply multiple labels to message, so you can “store” a single copy of a message in multiple labels. You can also:

  • Open a label on the left side of your Mail window to see all messages with that label
  • Search for all messages with a label
  • See labels on your messages in your Inbox, so you can quickly identify different types of messages

Make your labels easy to identify by applying different colors to them.

To create a label:

1. Click the Labels drop-down menu and choose Manage labels:

Tip: Alternatively, click the gears icon in the upper right > Mail settings > Labels.

2. Under Labels, in the Create a new label field, type the name of your new label, and then click Create:

To change the color of a label:

1. In your Labels list on the left, click the square to the right of a label. For example:

2. Select a color from the palette that appears. The change is instantly applied to all messages with that label:

Tip: Not enough colors? Click Add custom color.

You can remove a color by clicking Remove color below the color palette.

To apply a label to a message:

1. Select the check box next to the messages you want to label, and then select the label name from the Labels drop-down menu. (Note that you can select more than one label.)

2. Click Apply.

Tip: If you want to move the messages out of your Inbox at the same time you apply a label to them, select the messages, and then select a label in the Move to drop-down menu.

Or, just click and hold in the gray area to the left of the message…

…and drag it to a label’s name:

To create a sublabel:

1. In your Labels list on the left, click the square to the right of a label. For example:

2. Click Add sublabel.
3. In the New Label dialog box, enter a name for the label, and then click Create.

To move labeled messages out of your Inbox:

1. Select one or more labeled messages in your Inbox.
2. Click Archive.

To view a labeled message you archived, just click the label on the left.

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Set up email filters

Use filters to manage your incoming messages. With filters, you can automatically label, archive, or delete messages based on keywords and other criteria.

Note: Gmail filters are similar to Email Rules in [Microsoft Outlook/Lotus Notes].

1. Open Gmail.
2. In the upper right,click the gears icon in the upper right > Mail settings > Filters > Create a new filter. Or, just click the Create a filter link at the top of the top of your Mail window:

3. Enter your filter criteria in the fields:

4. Optionally, click Test Search to see which messages currently in Google Mail match your filter terms. You can update your criteria and run another test search.
5. Click Next Step, then select one or more actions to apply to messages that match this filter’s criteria:

Note: These actions are applied in the order in which they are listed. For example, you could choose to forward matching messages to a specific email address, and then delete the messages.

6. To apply the filter to messages you’ve already received, click Also apply filter to [x] conversations below.
7. Click Create Filter.

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How Gmail Is Different

Conversations, labels, stars, archiving, & search

Here are some key features that make Gmail different from Microsoft Outlook.

Email conversations instead of multiple messages
Labels, stars, and importance markers instead of folders
Archiving online instead of saving to your desktop
Google-powered search


Email conversations instead of multiple messages

Rather than listing each message reply as a new message in your Inbox, Gmail, by default, groups a message and its replies in a conversation, which is listed only once. Opening a conversation shows all its messages in a neat stack, which you can easily collapse or expand. When a new reply arrives, the stack grows and the conversation is marked as unread, indicating there’s something new to look at. Grouping messages this way allows you to quickly retrieve all messages within a thread and reduces inbox clutter.

Here’s how a conversation appears in your Inbox…

…and here’s what an opened conversation looks like:

Tip: If conversations aren’t for you, you can simply turn off the feature in your Gmail settings, on the General tab, under Conversation View.

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Labels, stars, and importance markers instead of folders

Labels

Instead of organizing messages in folders, you can organize your Gmail conversations by applying labels. The conversation can remain in your Inbox with the label clearly shown. Here’s an example:

As shown in the example, if a conversation applies to more than one topic, you can give it multiple labels.

If you’d like to move a labeled conversation about of your Inbox, just click the Archive button. Whether or not a a labeled conversation is archived, you can list all conversations that have a specific label by clicking the label name in the left pane of your Inbox — similar to opening a folder of messages:

Unlike with folders, if you’ve applied more than one label to a message, you can retrieve the message by clicking any of those labels. You can also build a hierarchy of labels to add the convenience of folder-like nesting!

Stars

The Stars feature provides another way to categorize and access messages. Simply click the star icon to the left of any message to highlight it. You can then display all starred messages by clicking Starred in the left pane.

Tip: You can add more shapes and colors for your stars in Gmail settings: click the gears icon in the upper-right corner of your Mail window, then click Mail settings and look for the Stars section on the General tab. After you’ve set up your stars, just click the star icon repeatedly next to a message to rotate through them.

Importance markers

The Importance Markers feature to let Gmail automatically categorize messages in your Inbox as important with a yellow arrow to the left of the subject line. (To see why a message was tagged as important, just point your mouse over the yellow arrow.)

You can also tag messages with the importance marker yourself, or remove the tag from any messages. Just select the message and click the Importance buttons at the top of your Inbox:

You can also display all tagged messages by clicking Important in the left pane:

The Importance Markers feature is turned on by default. To turn it off or on, click the gears icon in the upper-left corner of your Gmail window, then click Mail settings > Priority Inbox.

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Archiving online instead of saving to your desktop

With Gmail, you no longer risk running out of space for storing email. Instead, you get 25 GB of online storage space for just your own email and attachments, all hosted on Google’s secure servers. With that much space, you no longer need to save messages on your desktop in personal folders (PST files) to free up disk space, but can archive messages online instead. Just select a message and click Archive:

An archived message is removed from your Inbox but you can still find it later by clicking All Mail in the left pane or using search. Or, add labels to messages before you archive them for even easier retrieval.

Tip: Your All Mail link might be under the drop-down list in the left pane:

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Gmail features the same powerful search technology used on the Web to perform accurate keyword searches of all of your email and attachments. Search by keyword, label, date range, or a host of other options. By also archiving messages, you can instantly find any message you’ve ever sent or received, without having to create elaborate folder structures or keep unwanted correspondence in your Inbox.

To find messages, simply type in the search box at the top of your Mail window. Or, for more refined searching, click Show search options:

Then fill in the easy-to-use search form to find exactly what you’re looking for!

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August 30, 2010

Google Multiple Account Sign-in

Signing in to multiple Google accounts simultaneously from the same browser is possible. When you go to the Google accounts page, (pull down the menu under your account name after loging in – it’s in the upper right corner of your browser window) you will see the option: “multiple sign-in”.

After clicking on the “change” link, Google informs you that this is an advanced feature and that it will only work for Gmail, Google Calendar, Google Sites, Google Reader, Google Voice, App Engine and Google Code. When multiple sign-in is enabled, a drop-down is displayed under your email address at the top of the page, so you can quickly switch to a new account. Select “Switch account” from the drop-down menu.

“If you use multiple sign-in, the first account you sign in to will be your default account. If you visit other Google products that don’t support multiple accounts after you’ve signed in, you will automatically sign in to your default account for that product. If you sign out of any Google product while signed in to any account, you will be signed out of all your Google Accounts at once.” (Google help center)

When you enable this feature, the most significant change is that you’ll see a new drop-down under your email address in Gmail and other supported Google products. Click on the drop-down and you can sign in to a new Google Account without signing out from the previous account.

Another change is that Google’s URLs include a different number for each account: http://mail.google.com/mail/u/0/, http://mail.google.com/mail/u/1/, etc.

Now you can read your messages from two or more Gmail accounts by opening Gmail in multiple tabs.

There may be some known issues related to multiple sign-in: this feature is not available on mobile devices, Google Calendar’s gadget doesn’t work properly in Gmail, you can no longer use offline Gmail and offline Google Calendar and the “note in Reader” bookmarklet only works for the default account.

August 2, 2010

Setting Up Gmail Delegation

You can delegate access to your Gmail to another person so they can read, send, and delete messages on your behalf. For example, you can delegate e-mail rights to an admin in your organization, or you could delegate your personal email access to your spouse. The delegate can also access the other person’s contacts by clicking the Contacts link. Clicking the To, Cc, or Bcc links in the mail compose window will also bring up your contacts.

You won’t be able to give anyone permission to change your account password or settings, or chat on your behalf. Also, you can specify up to 10 users. Here’s how:

1. Click the gear icon in the upper-right and select Mail settings, and select the Accounts and Import tab.
2. Under ‘Grant access to your account,’ click the Add another account link.
3. Enter the email address of the person you’d like to access your account and click Next Step. Remember you can only enter a Google Mail address.
4. You’ll see a confirmation message. Click Send email to grant access if you’re sure.
5. The delegate will receive a verification email explaining that you’ve granted access to them.
* After the delegate confirms this request, it may take up to 30 minutes for the verification process to be completed. To see if the delegate has confirmed access to your account, look at the Accounts tab in Settings

Any messages someone else sends from your account will have your name listed in addition to the other person’s name, so they’ll show the sender as: Your Name (sent by Delegate).

If someone has granted access to their account to you, you can access it by clicking the down-arrow next to your email address in the upper-right corner. Click Switch account and choose your delegate’s email address.

Remove delegated access to your account

If you no longer want to grant somebody else access to your account, follow these instructions:

1. Click the gear icon in the top right corner of Gmail and choose Mail settings
2. Click the Accounts and Import tab.
3. In the “Grant access to your account” section, click delete on any account you want to remove.

Note: If you suspect that delegation was added without permission, change your password immediately. Click here to learn how this can happen.