Difference between revisions of "Email"

Revision as of 16:09, 7 March 2012

This page provides some basic information about NCF email, how it works and how to configure it.

Sending and receiving email

Email Quick Configuration Info

Mail server:	mail.ncf.ca
Username:	(your NCF ID, eg., ab123)
Password:	(your NCF account password)
Incoming mail:
IMAP Port:	(SSL) Port 993
POP-3 Port:	(SSL) Port 995
Outgoing mail:
Submission:	(TLS and starttls) Port 587
SMTPS:	(SSL-legacy) Port 465

General information

NCF provides every member with a personal email address. NCF email addresses are simply a member's account ID (eg., 'ab123') followed by '@ncf.ca', for example, 'ab123@ncf.ca'.

Optionally, you can arrange for an email alias, for example, 'jsmith@ncf.ca'.

Important: If you already have an email address and do not plan to use your NCF email address, be sure to tell us, using Change Preferences at the bottom-right of the StartPage. NCF needs to be able to reach you about your account.

Receiving mail

Incoming email for you is stored on NCF's computer until you ask for it. There are two ways to receive email:

Using NCF WebMail (browser-based): All you need to use WebMail is a web browser connected to the internet (eg., home, office, library, internet cafe, anywhere in the world via internet). No set-up is required. You read and send mail from the browser and your mail is stored on an NCF computer. With WebMail, your email stays on the computers at NCF and is backed up there too to protect against loss.

A disadvantage of using WebMail is that you have to stay connected to the internet while you are reading and composing your email.

Using an email client (in your personal computer): Email client software allows your email to be transferred to your computer and then read there. The size of your mail archive can be as large as your disk.; A disadvantage is that your mail is only accessible while you are at your own computer.

In the past personal computer-based mail clients were dominant, but in recent years the trend has been away from mail clients and towards server-based webmail, because of the convenience of being able to access the mail from any browser anywhere, even from phones and hand-held devices, as well as automatic back-ups.

Maximum Message Size

The NCF mail system currently allows for messages as large as 20MB to be received. Files sent by email however, are larger in transit as they must be encoded for transport. You may expect the largest size of file you can therefore safely receive to be about 15MB.

If you wish to send larger files, however, there is a better way. There is a new mail system at NCF that is being deployed, called Zimbra. With Zimbra, there is a feature called 'Briefcase', which allows for file storage and sharing. You can upload a file into your Briefcase and then share that file with any number of recipients without any of the limitations inherent in sending messages in encoded email messages.

NCF Webmail

NCF Webmail allows you to compose, send, receive and manage your email using any browser. It is the easiest way to send and receive email while you are away from home. Your mail stays on the NCF's mail server. To use it all you need is a web browser and connection to the Internet.

You can try WebMail by going to the StartPage and clicking on 'Get your NCF WebMail'. There is nothing to install on your computer.

Up to 200 MB of email can be accumulated and stored in your WebMail Inbox and folders, as of spring 2012. NCF's storage capacity increases regularly as facilities are upgraded.

The NCF Webmail system was upgraded to a new server running the Zimbra mail system. For an overview of the benefits of Zimbra, please visit the Introducing Zimbra page.

Mail readers (mail clients)

Some common current mail readers, all free of charge, are:

If you do not have a mail reader, you can download a copy from free from the developer's website. Once it is installed on your computer, you need to configure it so it knows from where to retrieve/send your email.

Notes:

Microsoft Outlook Express is very outdated, has serious security problems, is no longer supported by Microsoft and is not recommended by NCF. See this article for more detail on why you should replace it.
Microsoft Outlook is commercial software and comes with Microsoft Office.

Setting up a mail reader

Modern mail readers are pretty easy to set up. Typically you just need some of the information in the 'Quick Facts' box above.

For step by step instructions, click on your mail reader below:

Step-by-step instruction for popular mail readers:

Step-by-step instructions for older mail readers, still in use on some systems:

I can receive email, but I can't send! (Relay Access Denied)

If your mail account appears to be setup correctly, but you are having trouble sending, it could be that you don't have SSL and authentication enabled.

Step-by-step instructions to update or confirm that your account is correctly configured for SSL and authentication:

Customizing SpamFilter

Regardless of how you read your mail, you can use NCF's SpamFilter if you have problems with spam.

You can view or change your SpamFilter settings by going to the StartPage, and clicking on SpamFilter set-up under 'Email' in the left column.

There is information on that page about how SpamFilter works and Frequently Asked Questions on customizing SpamFilter.

Zimbra

Zimbra is a free, open source software webmail system that was extensivley tested at NCF in 2011 and rolled out as NCF's new e-mail system in February, 2012. The Zimbra mail system provides many features not previously available at NCF. For a brief rundown of some of those features, visit the Introduction to Zimbra page.

Zimbra Web Client

The Zimbra Web Client can be accessed by clicking on Get Your NCF Webmail on the NCF Startpage.

The standard webmail features are all there - read, reply, and compose email, and manage addresses. However, Zimbra has much more to offer.

Adding Calendars

By default, your Zimbra account has a single calendar, named "Calendar". You might want to add some basic things, like Canadian or US holidays, or maybe you have a Google calendar you'd like to view.

For step-by-step instructions on adding calendars, visit:

Zimbra: Google Calendar

Contact and Calendar Sync

Zimbra provides CalDAV and CardDAV services for 2-way synchronization of Contacts and Calendards. This allows you to benefit from network-accessible calendars viewable in the Zimbra web client while still using your favourite native clients.

Examples of clients that support CalDAV (for calendar sync):

Mozilla Thunderbird (w/Lightning extension)
Mozilla Sunbird
Apple iCal
Apple iPhone, iPad, iPod
Evolution

Unfortunately, Microsoft Outlook does not include support for CalDAV. Windows users will need to use a specialized calendar app (eg. Mozilla Sunbird), or consider switching to Mozilla Thunderbird.

Examples of clients that support CardDAV (for contacts sync):

Mozilla Thunderbird (w/Zindus extension)
Apple Address Book
Apple iPhone, iPad, iPod
Evolution

Client Configuration

Generally, the details are as follows.

CardDAV URL:

https://mail.ncf.ca/dav/ab123@ncf.ca/Contacts

CalDAV URL:

https://mail.ncf.ca/dav/ab123@ncf.ca/Calendar

Note that the final bit of the URL is important, it denotes the name of the Contact or Calendar folder. If you have a Contact folder named "Work", the URL would be:

https://mail.ncf.ca/dav/ab123@ncf.ca/Work

If you have a Calendar named "Soccer Practice", the URL would be:

https://mail.ncf.ca/dav/ab123@ncf.ca/Soccer Practice

Step-by-step Instructions

Troubleshooting

I can't find my messages, or I can't see the message size!

Zimbra by default groups messages into conversations. This is called "By Conversation" and can be confusing, and in some cases, you won't see as much detail per-message.

If you're having trouble, try changing the view to "By Message".

Standard Client:

Advanced Client:

@@ Line 97: / Line 97: @@
 The Zimbra Web Client can be accessed by clicking on [http://www.ncf.ca/ncf/home/zimbra.jsp Get Your NCF Webmail] on the [http://start.ncf.ca/ NCF Startpage].
-The standard webmail features are all there - read, reply, and compose email, and manage addresses.  However, Zimbra has much more to offer.
+The standard webmail features are all there - read, reply, and compose email, and manage addresses. However, Zimbra has much more to offer.
 ==== Adding Calendars ====