FAQ on Email                                                    Show all answers         Hide all answers

For staff and students (expect HKU Connect account holders), their email address is in the format HKUPortalUID@hku.hk. For students holding a HKU Connect account, their email address is HKUPortalUID@connect.hku.hk. Students can also use simplified email address HKUPortalUID@hku.hk for receiving emails.

• What is an email alias?

An "E-mail Alias" is another name for your email address which is easier for your friends to remember e.g. "chan-tai-man@hkucc.hku.hk". An account name is limited to 8 characters while the email alias can have 9 to 32 characters with any combination of alphabets, numbers and special characters "-",  ".",  "_". 



• The email alias is NOT an account name .

Email alias cannot be used to login your email account where the account name is required.

Note: If you use the IMP webmail, you can use your email alias in the reply-to: address. When the recipient replies to your email, your email alias will be displayed (instead of your account name). However, you cannot set email alias as your sender address to avoid spam.

If you use a client email program (e.g. Eudora, Outlook or Outlook Express), you can configure your email address with your email alias and it will appear in the Sender field.

• Where can I add/change my email alias?

You can create or change your email alias in the HKU Portal => Campus Information Services => Central IT Services => Change Email Alias.

Graduates (alumni) can change their email alias at http://www.hku.hk/convocat/gradmail.htm

• Simplified email address (HKUPortalUID@hku.hk) for HKU staff and students

HKU staff and students can use the simplified email address (HKUPortalUID@hku.hk) without the server name.

You can use server email programs such as webmail or client email programs such as Eudora or Outlook. Please read What is client and server mail?
For user guides on the different email programs, read Email Documentation at http://www.itservices.hku.hk/home/documentations/userdoc.htm

Your email account expires when you are no longer a staff member or student of the University.

For staff, their accounts will be automatically extended for a period of 100 days after the last day with the University.

For students, they will receive a message from us notifying them the actual account expiry date before their leaving. They are advised to make the necessary follow up arrangement regarding their email content and files before the expiry date.

To request for a temporary re-activation of your email account for a period of less than 7 days, please fill in CF-150 available at http://www.itservices.hku.hk/home/services/forms.htm and return by fax number 2540-2970. Request for extending account beyond 7 days will have to be endorsed by department head.

Applicants must provide justifiable reasons for extending the account for temporary usage. Extension for more than 3 months and repeated requests will not be accepted under normal circumstance.

To read email message in other folder in webmail, select the target folder from the "Open Folder" pull-down menu on the top icon bar. You are advised to file read messages in other folders and keep the mail in your INBOX to a minimum so that it opens faster. See question on mail quota.

If you know your PIN, follow the procedure at question 1 of http://www.itservices.hku.hk/portal/faq.htm

For graduates email account on @graduate.hku.hk, please change your account password at https://www.itservices.hku.hk/account/graduate/changepassword/.

Graduates with HKU Connect account should change their password at https://www.itservices.hku.hk/account/graduate/changepassword/connect/

If you forgot your email password, please refer to http://www.itservices.hku.hk/faq/forget_portal_pin.htm.

For graduates, please complete the application form available at http://www.itservices.hku.hk/account/graduate/changepassword/graduate-passwd.pdf and return it together with a copy of your HKID card or passport (if you don't hold a HKID card) to the Development & Alumni Affairs Office.

1. If you wish to create a mailing list of HKU members,  fill in the electronic form CF-48 "Departmental Mailing List Application Form" at  http://www.itservices.hku.hk/home/services/forms.htm, or print and return the completed form to the Computer Centre General Office in Room 223, Run Run Shaw Building. When your mailing list is created, you will be asked for the initial recipients list of names and email addresses.  The mailing list system is managed by the software called Mailman. Click here for the Mailman User Guide.

2. If you are a teacher and have an account in the Moodle e-learning system, you can send email to your students by using "Messaging" function.

3. If you are a teacher and have an account in the Blackboard WebCT e-learning system, you can send email to your students using Blackboard WebCT's  "Email to class" function.

4. If you wish to construct a personal mailing list, you can use the distribution list in the IMP Webmail system.

The limit on the number of the recipients in a single email message is 200.

You have to configure your email client program before you can use it to retrieve your email on the host.
In general, you have to define your account name, your outgoing and incoming server names.
e.g. : account name: username
        email address: username@hostname.hku.hk
        SMTP (outgoing) server: mail.hku.hk (for HKU network users only)
                                            smtproam.hku.hk / your ISP's SMTP server name (for outside HKU network)
                                            NOTE: refer to "How to use smtproam.hku.hk" for details (Only applicable to HKU staff and students only).
        IMAP (incoming) server : hkusua.hku.hk  /  hkusuc.hku.hk / hkucc.hku.hk        
POP (incoming) server : hkusuc.hku.hk / hkucc.hku.hk / graduate.hku.hk

For the Mail Server Type, select IMAP. If you select POP3 mode, all your emails will be downloaded from the email server to your local folders in your email client and you can no longer access your emails via HKU Portal/WebMail. It will be very difficult to move your emails back to the email server.

For central email/calendar service (HKUCC1) for staff, refer to http://www.itservices.hku.hk/faq/email/exchange/

See setting steps for some common email client programs.

For central email/calendar service for student, refer to http://www.itservices.hku.hk/faq/email/exchange/student/

See setting steps for some common email client programs.

For HKU Connect, please refer to http://www.itservices.hku.hk/faq/email/hkuconnect/student/

Check your HKU mail using a browser at http://webmail.hku.hk

For email client configuration, refer to "How to use smtproam.hku.hk" for users NOT using HKU Connect Service

For HKU Connect users, please refer to http://www.itservices.hku.hk/faq/email/hkuconnect/student/

Authorised bulk mail submitters of departments can submit bulk mail for departments. See http://www.itservices.hku.hk/news/ccnews95/dept-mail-notices.htm

Student societies please contact HKU Students' Union (HKUSU) who coordinates the submission of bulk mail for student societies.

Bulk emails from departments are classified into General Notices and Important Notices. Important Notices contain important information that should be read by all recipients and will be sent to all designated recipients. General Notices are those that could be of general interest to members of the University.

Login HKU Portal (http://hkuportal.hku.hk)
=> click Campus Information Services
=> Central IT Services => Bulk Mail Control.

click here to see detailed instruction with screen shots.

Note: Student societies send bulk emails to students only.

1. Click here to download the program (udec.exe)  and save it in the same directory as your binhex file (e.g. in C:\Windows).
2. For Windows Vista, click Windows Start => All Programs => Accessories => Run (or press 'Windows Logo' key + 'R' key). Type in the word cmd , and click OK.
For Windows XP, click Windows Start button => Run => type cmd => OK
3. Get into the DOS screen
4. Run the udec program to decode your file as follows:
5. C:\Windows> udec filename
6. For help, type "udec /?" at the DOS prompt

If you wish to use spam filters set up by the Computer Centre, please see Computer Centre's Spam Control.

For setting filters in Euodra, click here

For setting filters in Outlook and Outlook Express, click here

For Server Mail - Pine or Webmail

1. Make sure there is NO .forward file in your home directory in your Unix account.
2. Create the file .procmailrc   containing all your filter rules on your PC and send it (via FTP) to your home directory of your HKUSUA or HKUSUC or HKUCC account.
3. This filter will create a history file called .procmail.log which contains the log of where all your email were put by the filter. Remember to delete this file regularly to recover the disk space.
4. All other email outside of the filter rules will be placed in your INBOX.

Important Note: Separate each filter rule with the separator "| \" and there must NOT be any SPACES after the separator. The last line of email address DOES NOT contain the separator "| \" symbol.

Use the following rules to filter personal email into a named folder e.g. MY_INBOX:

# $HOME/.procmailrc
LOGFILE=$HOME/.procmail.log
:0:
* ^From[ :].*@hkucc\.hku\.hk|\
  ^From[ :].*@hkusua\.hku\.hk|\
  ^From[ :].*@hkusuc\.hku\.hk|\
  ^From[ :].*@hku\.hk|\
  ^From[ :].*friend1@harvard\.edu|\
  ^From[ :].*friend2@yahoo\.com
$HOME/mail/MY_INBOX

Note: The above filter rules will place the email from HKU members and your personal friends into a folder called "MY_INBOX". All the spam will be put into your inbox.

Use the following rules to filter out unwanted mail:

# $HOME/.procmailrc
LOGFILE=$HOME/.procmail.log
# Delete all junk mails into a null folder"
:0:
* ^Subject:.*Viagra*|\
  ^Subject:.*Your application*|\
  ^Subject:.*Wicked screensaver*|\
  ^Subject:.*Movie
/dev/null

Note: You can add more filter rules before the line "/dev/null". This filter is not very effective as spam comes from different servers and with different subjects all the time, and you have to update your filter rules regularly.

Other Reference: Timo's procmail tips and recipes

The maximum file size of email you can send at HKU is 30MB.

To determine whether a sender's email address was real or spoofed, you need to reveal the IP address in the full header.

To reveal the full header, it depends on your email software. See the instructions for some of the popular programs at
http://spamcop.net/fom-serve/cache/19.html

For Webmail:   Open an email message and then click the Message Source link on top.

For Eudora:
Open the email by double clicking on the subject line. Click the 'blah blah blah' button to reveal the headers.

For Pine:
Start a pine session (enter pine at the Unix Command prompt) =>
Press s (SETUP) =>
Press c (Config) =>
Move cursor to [ Advanced Command Preferences ]
Enable-full-header-cmd - put an 'x' in the box to select this option
Press E (Exit Config) =>
Press y (to confirm the change of setting)
Open the email message in pine, then press "h" to display the full header. Pressing 'h' toggles between full header or short header.

If you do not know how to interpret the full header information, you can send it to ithelp@hku.hk

Refer to our FAQ on IronPort Spam Quarantine at http://www.itservices.hku.hk/faq/email/ironport/

See details at http://www.itservices.hku.hk/faq/virus.htm#virus

Summary:

1. Perform Windows Update once a month to download and install the latest security patches by clicking the Windows Start => Windows Update.

2. Install anti-virus software and update your virus definitions daily and set scheduled scans of your PC.

3. Install an anti-spyware software on your PC

4. Do not open any email attachments even from people you know because the senders' names can be spoofed. You can verify the attachment with the sender first or scan the attachment before you open it.

5. Do not give your email address to any internet subscriptions unless you know they are a trustworthy site.

The email addresses of senders and receivers can all be forged in spoofed email. For details, please see
http://www.itservices.hku.hk/faq/email/spoofing.htm
http://www.itservices.hku.hk/news/ccnews137/helpdesk.htm

At present there is no effective way to prevent your email address being used in spoofed messages. If any of your correspondents' PC is infected with this virus, his PC would disseminate the virus to others on the Internet using the email addresses stored in his PC as the sender.

And, because the infected PC can use your email address to send to a random list of recipients, those that are not real email addresses would return a non-delivery message to you. Or, if the email contains a virus, the notification email of detection of virus by unintelligent email server would also be sent to you.

You can find out the originating IP address in the full header. Click here to see how to reveal a full header.

Your email address can be spoofed (see Q21a above).

Make sure your PC is free of virus (see Q20 above).

For Outlook Express, see http://www.itservices.hku.hk/faq/email/outlook-exp.htm

For Outlook 2007, see http://www.itservices.hku.hk/faq/email/outlook-2007.htm

 

Use the Bcc field for blind copying (instead of the To: field) and put in the list of recipients' email addresses (separated by commas). This way the recipients' email addresses will not appear in the header.

If you are using Central Email/Calendar Service (HKUCC1) for Staff, please see the procedure for iPad and iPhone.
If you are using Central Email/Calendar Service (HKUSU1) for Student, please see the procedure for iPad and iPhone.
If you are using HKU Connect email service, please refer to http://www.itservices.hku.hk/faq/email/hkuconnect/student/
For other users, please refer to the procedure for iPad and iPhone.

For central email/calendar service (HKUCC1) for staff, refer to http://www.itservices.hku.hk/faq/email/exchange/

For central email/calendar service for student, refer to http://www.itservices.hku.hk/faq/email/exchange/student/

For staff and students accessing on HKU campus, refer to http://www.itservices.hku.hk/document/outlook/oe.html

For staff and students accessing outside HKU campus, refer to http://www.itservices.hku.hk/faq/email/smtproam/oe.html

For graduate users, refer to http://www.itservices.hku.hk/document/outlook/oe.html

For central email/calendar service (HKUCC1) for staff, refer to http://www.itservices.hku.hk/faq/email/exchange/

For central email/calendar service for student, refer to http://www.itservices.hku.hk/faq/email/exchange/student/

For staff and students accessing on HKU campus, refer to http://www.itservices.hku.hk/document/outlook/WindowsMail.htm

For staff and students accessing outside HKU campus, refer to http://www.itservices.hku.hk/faq/email/smtproam/windows-mail.html

For graduate users, refer to http://www.itservices.hku.hk/document/outlook/WindowsMail.htm

For central email/calendar service (HKUCC1) for staff, refer to http://www.itservices.hku.hk/faq/email/exchange/

For central email/calendar service for student, refer to http://www.itservices.hku.hk/faq/email/exchange/student/

For staff and students accessing on HKU campus, refer to
Outlook 2007:http://www.itservices.hku.hk/document/outlook/Microsoft_Outlook2007.htm
Outlook 2003: http://www.itservices.hku.hk/document/outlook/Microsoft_Outlook2003.htm

For staff and students accessing outside HKU campus, refer to http://www.itservices.hku.hk/faq/email/smtproam/

For graduate users, refer to
Outlook 2007:http://www.itservices.hku.hk/document/outlook/Microsoft_Outlook2007.htm
Outlook 2003: http://www.itservices.hku.hk/document/outlook/Microsoft_Outlook2003.htm

Your Outlook may be configured to use SSL or incorrect POP3 port.
Solution:
1. In Outlook, click Tools => E-mail Accounts
2. Click on View or change existing e-mail accounts to select it, then click Next.
3. Click the account of type POP/SMTP (Default) and click Change.
4. Click More Settings.
5. Click the Advanced tab.
6. Make sure that the the SSL is not used and POP3 port is 110 (default). Click OK. In the next window, click Next and then click Finish.

For Outlook:

1. Click on the Tools menu.
2. Select Rules and Alerts.
3. In the Rules and Alerts window, click New Rule.
4. In the Rules Wizard window, select Start from a blank rule => Check messages when they arrive => Next
5. Under Step 1: Select condition(s), check with specific words in subject.
6. Under Step 2: Edit the rule description, click on specific words (underlined in blue).
7. In the Search Text window, enter your specific criteria for the rule and click Add. Click OK to return to the Rule Wizard window.
8. In the Rules Wizard window, click Next.
9. Under Step 1: Select Actions, check move it to the specified folder and stop processing more rules
10. Under Step 2: Edit the rule description, click on specified folder (underlined in blue).
11. Choose a folder where you want spam e-mail to be filtered. If necessary, click New and create a Junk E-mail folder as a subfolder in your Inbox folder. This will allow you to review all of your spam messages before deleting them. Click OK once finished.
12. Click Finish to close the Rules Wizard, and then OK to close the Rules and Alerts window.

For Outlook Express:

1. Click on the Tools menu
2. Select Message Rules
3. Click Mail

• In box 1 "Select the conditions for your rule", check the box "Where the Subject line contains specific words"
• In box 2 "Select the Actions for you Rule", check the box "Move it to the Specified folder", or "Delete it". You will probably have to create a new folder, or you can use any of your existing folders.
• In box 3 "Rule Description",  click the link "contains specific words"  to enter your specific criteria for the rule. You can enter multiple keywords in the same rule. Enter each keyword or phrase and click Add. Click OK to return to the New Mail Rule window.
• In box 4 "Name of the rule", give your filter a name, and then click OK

Generally, the Outlook email client will preview attached photo/html files. To minimise the chances of opening a virus file, you are highly recommended to disable the preview function in MS Outlook or Outlook Express.

In Outlook Express, click View => Layout and then uncheck Show preview pane.
In Outlook, click View => Reading Pane => select Off

Some viruses are embedded in MS Word, MS Excel or MS Powerpoint files. They are called macro virus. You can do the following setting to prevent a macro from executing automatically:

1) In MS Word, go to Tools => Options => Security => Macro Security => Security Level tab.
2) select High and click OK button.

Outlook Express removes suspicious attachment files by default to avoid opening a virus. To remove this option, do the following:

1. Open Outlook Express.
2. Click the Tools menu.
3. Select Options
4. Click the Security Tab, uncheck the option box Do not allow attachments to be saved or opened that could potentially be a virus.
5. Click OK to save the parameters.

Note: You must have your Anti-Virus program updated so that a virus can be detected and blocked.

The problem is due to the default setting on some mail clients that support authentication on the outgoing (SMTP) mail server.
In Netscape 7.x, click Window => Mail & Newsgroups.
In Messenger Window, click Edit.
=> select Mail and Newsgroup Account Settings at the bottom.
=> select Outoging Server (SMTP) Settings in the left window.
=> uncheck the box Use name and password on the right side and click OK.

Microsoft Outlook limits the size of Personal Folders .pst files and offline folders .ost files to 2GB. If a new or changed item increases the size over than limit, you will not be able to use the .pst or .ost file. Even if you delete items from the server mailbox, the .ost file will not synchronize.

Microsoft provides a tool called Oversized PST and OST crop tool to trim down a .pst or .ost file that exceeded 2GB. The tool truncates the .pst or .ost file between 20 to 25 megabytes (MB) less than the 2 GB limit and the truncated data is not recoverable. For details, see http://support.microsoft.com/kb/296088/en-us

Please refer Microsoft Help at http://support.microsoft.com/kb/270670

The "Recall" function of Outlook is not supported.

For Webmail (Central Email/Service for staff and students only), refer to
http://www.itservices.hku.hk/faq/email/owa-distributionlist.htm

For Outlook 2007, refer to http://www.itservices.hku.hk/faq/email/outlook2007-distributionlist.htm

For Outlook 2003, refer to http://www.itservices.hku.hk/faq/email/outlook2003-distributionlist.htm

For Outlook 2007, refer to http://office.microsoft.com/en-us/word/HA101091621033.aspx

For Outlook 2003, refer to http://support.microsoft.com/kb/287561/

You need to export .pst file data from your Microsoft Outlook.

1. On the File menu, click Import And Export ...
   
   
2. Click Export To File, and then click Next.
   
   
   
   
3. Click Personal Folder File (.pst) , and then click Next.
   
   
   
   
4. You can export your entire mailbox (including all subfolders) by clicking your mail folder, select Include subfolders and then press Next. You can also select any parituclar folder to export by selecting the appropriate folder.
   
5. Click the Browse button, and then select the location to save the .pst file.
   
   
   
   
   
6. In the File Name box, type a descriptive file name for the .pst file, and then click OK. (default is backup.pst)
7. Click Finish.

If you go to http://webmail.hku.hk with the IE browser, you might see a "Server not found" error.
Solution: For IE 6 browser, clear all cache by clicking menu Tools => Internet Options => Delete Files. For IE 7 browser, clear all cache by clicking menu Tools => Internet Options => Delete => Delete Files. Then, you will be able to access the new IMP webmail.

The IMP user guide can be found at http://www.itservices.hku.hk/document/IMP-webmail/IMP-webmail.htm

The default setting in IMP webmail is that deleted mail is retained in the Trash folder, giving you the chance to salvage it later. However, when your disk quota is exceeded, the system cannot empty the Trash folder and will not allow you to delete mail. In this case, you can increase your disk quota temporarily in either one of the following ways

• Visit the Computer Centre web site http://www.hku.hk/cc on the left-hand side menu
  => click Account Utilities.
  => Quota Enquiry.
  => Disk Quota.
  => select Check your quota on hkusuc or hkucc or graduate.hku.hk.
  => login your server with your account name and password
  => click the Confirm button to temporarily increase your disk quota so you can delete unwanted mail.

See how to delete mail under webmail without moving trash folder.

The HTML message will appear as an attachment in IMP webmail. There are two parts to the attachment notice. The first part is "unnamed text/html"; clicking on this part will open the html document. The second part is of a disk icon; clicking on this part will allow you to save the attachment.

In IMP webmail, click Address Book icon on the top icon bar => Import/Export => Export. Then choose the path and directory to save the address book. Use the MS Excel program to open the saved address book.

When you open a message, you will see the "Message Source" link at the top:

Click the Message Source link on top to open a new window. In this window, assume you're using the IE browser, click menu View => Encoding => and select the foreign language, e.g. "Chinese Traditional (Big5)" or "Chinese Simplified (GB2312)" or "Unicode (UTF-8)". Try different encoding to see different effect.

The IMP Webmail cannot display Chinese encoded in UTF8 format using the IE browser. Instead, a blank page is displayed without the webmail icons.
Solution: change the encoding of the IE browser to Unicode (UTF-8) and the message should be displayed.

In the webmail composition screen, tick the checkbox Request a Return Receipt. If this email is opened with an email client (e.g. Eudora or Outlook) the system will prompt the receiver to acknowledge the receipt of this email. However, the IMP webmail system does not have the function to acknowledge the receipt of an email.

In the IE 7 browser, click menu Tools
=> Internet Options.
=> Content.
=> in the AutoComplete section, click Settings.
=> in the Use AutoComplete for section, uncheck User names and passwords on forms and click OK.
=> to delete stored form data and passwords, click the General tab click Delete and then click Delete forms and Delete passwords.

In the IE 5.5 or 6 browser, click menu Tools
=> Internet Options.
=> Content.
=> in the Personal Information section, click Auto Complete.
=> in the Use AutoComplete for section, uncheck User names and passwords on forms.
=> in the Clear AutoComplete history section, click Clear Passwords.

1) Login IMP webmail.
2) Click Options icon on the top icon bar.
3) Select Personal Information.
4) Select Edit your identities.
5) Select Default Identity in the Your identities drop down box.
6) At the bottom of the page, tick "Save sent mail" box and select "sent-mail" in the "Sent mail folder" drop down menu. (If you cannot find "sent-mail" in the folder list, first create a new sent-mail folder by clicking Folders in the IMP main screen and Create Folder in the Choose Action drop down box. Then go on to change your identity).
7) Click the Change button and then the Save Options button.
8) After returning to the options page, click Compose to verify that Save a copy in "sent-mail" now appears and is checked.

You can delete mail without saving them in the Trash folder as follows:

In webmail, click Options icon on the top icon bar, under Mail Management click Deleting and Moving Message.

Un-check the box "When deleting messages, move them to your Trash folder ...?" and then click Save Options.

In INBOX, select the messages to delete, click Delete on top icon bar and then click the Purge Deleted on the right side.

Click the Show Deleted link to see the deleted mail which are not yet purged. When you click the Purge Deleted link, they would be purged instantly from the server.

1) Login IMP webmail.
2) Click Options icon on the top icon bar.
3) Select Personal Information.
4) Select Edit your identities.
5) Select Default Identity in the Your identities drop down box.
6) Enter your name in the Your Full Name field.
7 ) Enter your email alias in the Your Reply-to: address field.
8 ) Click the Change button and then the Save Options button.

When the recipient reads your email, he will see your full name and account name in the From: field. However, when he replies to your email, your email alias will appear in the To: field instead of your account name.

You can get rid of spam in your inbox by (1) blacklisting or (2) filtering. A blacklisted mail will be deleted and never enter your inbox whereas a filtered mail can be put into another folder which you named (e.g. you may put all mail from HKU colleagues into a folder called HKU-mail).

(1) To blacklist an email, select it in the mailbox and then click the Blacklist link on top. The system will put the blacklisted email address in your filter rules. Note: if you accidentally put someone's email address in the blacklist, you will never receive mail from this person until you remove this email address from the filter rules.

(2) To enter filter rules in webmail.hku.hk, click Options icon on the top icon bar => Filter => Edit filter rules
Select Field, enter the Text and choose an Action
Click the Create button
You will see this rule added to your filter rules on the top.

To delete filter rules in webmail.hku.hk,
click Options icon on the top icon bar => Filter = > Edit filter rules
Then you will see the filter rules that you made before. Select the rule by clicking on the radio button, then click the Delete button to delete it permanently.

1) Save the excel file as CSV (Comma Separated Values) or TSV (Tab Separated Values) format
2) In webmail, click Address Book on the top icon bar and clcik Import/Export.
3) In the Select the format to import from drop-down box, select Comma separated values (CSV) or Tab separated values (TSV) file.
4) In the Specify the file to import field, click the Browse button to locate the Excel file and click Open.
5) Click the Import button.
6) Match the imported fields from the CSV/TSV file with the available fields in the webmail address book, and click Add Pair button.
7) After finished pairing, click Import button

Note: The CSV or TSV file must contains at least 2 column (names, email address) in order for it to work

In order to access Webmail faster, please follow the instructions below to reduce the size of your INBOX by moving read email messages from Inbox:

1. From your INBOX, check the checkbox next to the message that you want to move.
   
   
   
   
2. Click on the Move read mail from Inbox link at the top
   
   
   
   
3. Your read email messages are now moved from INBOX to the read-inbox folder.
4. To open read-inbox folder, select read-inbox from the Open Folder drop-down menu at the upper right corner of the page.
   
   

By default, Webmail supports English and Traditional Big 5 encoding. If an email message contains Chinese characters encoded in UTF-8, users may have problem opening the email, or Chinese characters are garbled.

To solve this problem, please change the browser's encoding to UTF-8. In Internet Explorer, click View -> Encoding -> UTF-8.

It is found that IMP4 Webmail (for hkusua and hkusuc accounts) cannot display multi-language properly in Internet Explorer 8.

As a workaround, you can either use Firefox or switch to IE8 Compatibility View mode in order to view multi-language email (and address book) properly.

To do so, simply click the icon circled in red before login to Webmail.



If you are accessing your emails via HKU Portal -> "MyEmail". You can login HKU Portal and switch to Compatibility View mode anytime by clicking the same icon as above.

For email access on campus, refer to http://www.itservices.hku.hk/document/eudora/eudora.htm

For email access outside campus, refer to http://www.itservices.hku.hk/faq/email/smtproam/

You had probably changed your email password, and yet the password retained in the memory of the Eudora program was the old password. Remove the old password and input the new password in Eudora's memory.

I have configured my Eudora NOT to "leave messages on the server". Now the deleted messages are showing up again when I download email.

Solution:
If you are leaving mail on server, Eudora keeps track of what messages have already been downloaded to your PC in the file LMOS.DAT. If this file is corrupted, you will get duplicate messages. Quit Eudora and delete the file LMOS.DAT. (This file is usually located at ...\Qualcomm\Eudora folder where your Eudora is installed.) Start up Eudora, check for mail a few times and see if the problem continues.

Setting Filters in Eudora

• Pull down the Tools menu and select Filters.
• Check the New button to start a new filtering rule.
• Select From in the Header pulldown menu..
• In the Contains box type the email address you want to filter.
• Pull down the Action menu and select Transfer To.
• Check the new In box to the right and select Trash.

Here are the steps (for non-Eudora recipients):
1. Save the email as a file.
2. Edit the file to strip off the mail header so that it only includes the BinHexed text. The final edited file must start with the line that says:
(This file must be converted using BinHex 4.0)
3. Save the edited file as a plain text file.
4. If multiple enclosures were received, each must be saved in a separate file.
5. Use a decoding software to decode all the BinHexed files (for CC lab, use the icon "decode mail attachement").

If the *.mbx file is corrupted, there is no help unless you have a backup. An alternative way is to open that file with a text editor (e.g. Notepad) and retrieve the information you want from the text file.
If the mailbox index file (*.toc) is corrupted, delete the index file and Eudora will create a new one.

If you have Eudora 1.5, this software can handle Chinese by default.
If you have Eudora 3.05, you must first select either the Chong Kit or Chuk Shing input method and then open the Chinese mail in Eudora, then you will be able to see the Chinese properly.

All Eudora files are stored under a certain directory e.g. c:\windows\eudora. Look for this directory using your windows explorer.

Look for the following files:
nndbase.toc - this file contains the nicknames.
in.mbx, out.mbx, trash.mbx - these files hold your mail. You'll see files like these for every mailbox you create.
in.toc, out.toc, trash.toc - these are the tables of contents for your mailboxes. You'll see files like these for every mailbox you create.

Copy these files onto CD or external storage device to bring with you to other institutions. These files can only be read with Eudora at the other institution.

How can I transfer my mail folders to Eudora?

You can set your Eudora to IMAP mode and then you can manipulate the mail folders on the server to copy them to your PC. See how to configure Eudora in IMAP mode at http://www.ndsu.edu/ndsu/helpdesk/helpdocs/Eudora_text.htm

In the IE 5 or 6 browser, click Tools => Mail & News =>Read News. In the Outlook Newsreader screen, click Subscribe to News Group. In the display newsgoup window, type comp.mail.eudora.ms-windows. Select it and then click the Subscribe button on the right, then OK.

Rename the file LMOS.DAT inside the eudora folder. LMOS.DAT is used to record all the messages downloaded from the mail server. When Eudora is opened, LMOD.DAT will be recreated if it is not found by the system.

The address book of Eudora is contained in a file called "nndbase.txt". In Windows, click Start => Search => Files to locate the text file and double click to open it. Then print it.

Refer to Eudora support at http://www.eudora.com/techsupport/kb/1602hq.html
or simply copy the "nndbase.txt" file from one PC to the other.

Download the updated file of QCSSL.dll (click here).
Then replace QCSSL.dll in the directory containing Eudora program files (versions 6.2 through 7.1). The location of the program (application) folder is displayed in Eudora using Help > About Eudora.

NOTE: Please close the Eudora application before proceeding further.

Your INBOX file is corrupted. You have to edit the INBOX file (~/.mail) and restore it to the valid format.
1. Telnet to your HKUSUC or HKUCC account.
2. Use the vi or pico editor to edit the file (vi ~/.mail).
3. Delete a few lines in the file until the first lines starts with "From ..." ("dd" to remove a line).
4. Save the file (vi command: <Esc> <shift>. ZZ)

Some start-up files are missing in your host computer account. Type this command at the Unix system prompt:
"/usr/local/bin/set_def".

In pine, press "S" to save a message into a folder.
Use the FTP program to copy files in the "mail" directory in HKUSUA or HKUSUC or HKUCC onto a diskette in A:/ drive.
1. Run FTP program in HKUWIN.
2. change directory to "mail" on HKUSUC or HKUCC and see all mail folders.
3. Copy folder files to diskette on A:/ drive.
4. Transport your saved mail folders to the new Unix server .
5. Use pine to open folders and read saved mail again.

Login to your host computer account using the Telnet program of Windows.
Move the "mbox" file from the home directory to the mail directory and then you can see the mbox folder in pine. Move the mbox by typing the following command at the Unix prompt:
% mv mbox mail

Assume: The folder used to store read mail is called Read-mail.
Start a pine session (enter pine)
=> press s (SETUP).
=> press c (Config).
=> move cursor to highlight read-message-folder & press Enter.
=> enter the name of folder used to store read mails (i.e. read-mail).
=> move cursor to highlight auto-move-read-msgs & press Enter.
=> press E (Exit Config).
=> press y (to confirm the change of setting).

1) start pine.
2) press a (address book)
then press a (to add a new address book). Note: use "," to separate different email addresses.
or select an address book => press v (view/edit the address book)
or select an address book => press c (to compose a mail message sent to persons with addresses in address book)

In Windows, Copy text into Unix Pine, then switch to MS Word and perform Paste, and then print to network printer from MS Word.

You have too many pine processes running which access this mail-box. Use the following two Unix commands to find the Process ID (PID) and remove them:
(1) ps -u accountname
You should see something simliar to the following:

PID	TTY	TIME	CMD
19003	pts/63	0:10	pine

(2) kill -9 processID
eg. kill -9 19003
where 19003 is the PID from the last example.

SENDING - You can send an attachment by providing the host directory and file name of the file(s) to attach to your message in the Attchmnt field. You have to copy the file(s) to your host directory first.

RECEIVING:
1: Start a pine session by typing "pine".
2: Select "L Folder List ......" from the main menu.
3: Select a folder for viewing.
4: Select a mail message for viewing.
5: Press v to view attachments.
6: If the attachment is Text/PLAIN, you can view the contents directly. Otherwise, you can extract the attachment from the mail message by saving it as a file (i.e. press s and enter a new file name).
7: You can exit "attachment view" by typing "e".
8: Exit pine & process the saved file.

This message was sent by the Pine (4.05) software and downloaded many times to your PC if no copy is kept on the host. There must be at least one copy of this message in your host computer or Pine will continue to send it to you (if you use client email).
To stop it coming, you must configure your email client to "LEAVE mail on host" until this message is in your host computer account, then re-configure your email client to "NOT LEAVE mail on host".

At the system prompt (%) type this command:
mail username@emailaddress < filename
Substitute your own email address and filename.

• Press ';' for Select criteria: (see options at bottom of screen).
• Press 'A' to select all.
• to unselect all, press ';' and 'A' again.
• Press 'A' for apply command: press 'S' to save to another folder or 'D' to delete selected messages.