Email

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Every staff, faculty and student at GGSE has a GGSE email account of the form something@education.ucsb.edu. ITG provides email services via IMAP and SMTP. You can access this email account via Webmail from anywhere with a web browser and an Internet connection. You can also configure most email clients to work with your GGSE account. We recommend that you do use a good email client like Mozilla Thunderbird to fully take advantage of our mail services.

Contents

Terms, usage and limitations

For a complete list of our most current usage terms, please see our IT Use Agreement.

Quota

Every user at the GGSE has an e-mail quota, or size limit, for their email account. Every piece of mail and attachment in every folder in your account counts against your quota. The current quota is 250MB, For Student Accounts. Here are some methods for checking your quota:

Attachment Size

The GGSE Mail system will allow an attachment size of 18MB, either sending or receiving. If you are having trouble sending an attachment that exceeds this size consider compressing, (using winzip to make a .zip file) before you attempt to attach and send the file.

Mozilla Thunderbird

DisplayQuota showing 20% space usage in Thunderbird on OS X

In Thunderbird, you can use the DisplayQuota add-on. Most of our Thunderbird users already have DisplayQuota, but if you don't, you can download DisplayQuota here. DisplayQuota will show your space usage in the bottom-right corner of Thunderbird as a bar and percentage.

Webmail

In Webmail, you can follow these instructions:

  1. Log in to Webmail
  2. Click Options along the top
  3. Look down the page for the word Quota in bold text
Justin's quota usage as seen in webmail

Managing your quota

  • Use an email client like Mozilla Thunderbird to download/backup e-mails to your hard disk using Local Folders. With copies of your mail on your own computer, you can remove mail from the server to reclaim space.
  • Empty the trash
  • Sort your email by size, download the attachments from the largest emails, then delete the ones you don't need.
  • Clean up or empty your Sent folder.

Account life

Once your term with the GGSE has ended, you account may remain active for a pre-determined time period. The period may vary, but generally follows these rules:

  • 6 months after graduation for students
  • Immediate deactivation for staff
  • Negotiable for faculty

Features and services

Depending on which email client you use, the features which you are able to access will vary. ITG offers the following mail-related features and services to all GGSE users.

Account lockout

For main article, see Webmail

If you fail to authenticate several times via Webmail, your account becomes "locked" and you will be unable to log in for a set time. Attempts to log in during a lockout will reset the lockout timer and extend the lockout.

Settings

Getting mail

Mail protocol IMAP
IMAP hostname mail.education.ucsb.edu
IMAP port 993
IMAP security type SSL/TLS

Sending mail

SMTP hostname mail.education.ucsb.edu
SMTP port 587
SMTP security type STARTTLS
SMTP authentication required yes

Directory services

To enable your email client to look up email addresses by name and vice versa, you can configure your email to use our LDAP directory.

LDAP directory hostname directory.education.ucsb.edu
LDAP port 636
LDAP security type SSL
LDAP base DN o=education.ucsb.edu
LDAP bind DN
(replace yourname with your user name)
uid=yourname,ou=people,o=education.ucsb.edu

the section

Troubleshooting

Outgoing mail

If you're having trouble sending mail using our mail services, check that your settings match those above, and have a look at these common problems.

  • Outgoing server is set to smtp.education.ucsb.edu instead of mail.education.ucsb.edu.
  • Outgoing server port is set to 25 instead of 587.
  • Outgoing settings are not set to use TLS (sometimes called SSL by Apple).
  • Outgoing settings are not configured to use PLAIN authentication (secure, Kerberos and other types of authentication are not supported).

Incoming mail

If you're having trouble receiving mail using our mail services, check that your settings match those above, and have a look at these common problems.

  • Incoming server is set to imap.education.ucsb.edu instead of mail.education.ucsb.edu.
  • Incoming server port is set to 143 instead of 993.
  • Incoming settings are not set to SSL (STARTTLS is not supported).
  • Incoming settings are not configured to use PLAIN authentication ( secure, Kerberos and other types of authentication are not supported).

Common tasks

Send Email from Gmail as your Education Email

  1. Login to Gmail.
  2. Click the gear icon in the top right of the screen and select Settings
  3. Click the Accounts and Import link.
  4. Look for the section labeled Send mail as: and click on Add another email address you own.
  5. In the popup window enter your name and your Education email address and click Next Step >>.
Surrogate2.png
  1. Click the second option on the next screen: Send through education.ucsb.edu SMTP servers and using the following table to finish the configuration:
SMTP Server mail.education.ucsb.edu
Port 587
Username Your GGSE username.
Password Your GGSE account password
Secure Connection using TLS

Emptying the trash folder

Showing full email headers

Sometimes ITG will ask you to forward an email with the full email headers showing. This helps us to see more information about the email and properly diagnose problems. Expand the full headers, then forward the email to us at education.ucsb.edu help. See below for directions for specific applications.

Mozilla Thunderbird

Select the message, then click View → Headers → All in the menu.

Thunderbird view long headers.png

Mail (Apple Mail.app)

Select the message, then go to the menu at the top of the screen and click View → Message → Long Headers.

Mail.app view long headers.png

Webmail

Webmail can't forward the headers directly. You need to show them, then copy and paste them into an email. To show them, click the little blue triangle in the header section of your email.

Webmail show headers.png

Then copy and paste the text into an email. We want the part outlined in red in the image below.

Webmail copy and paste headers.png

Eudora

Eudora-blah.gif
When viewing an email, click square button which says BLAH BLAH BLAH. Click the button again to return to normal.

Troubleshooting/FAQ

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