Accessing Your Graceland E-mail Account
Note: It is highly recommended that you change your password the first time into the system. Your Graceland network login ID and password are required to access Graceland network, email and library resources from on-campus locations and to access email and library resources from online locations. Please remember that all three of these resources use the same access information. If you change the password for one you change it for all three systems.
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How to Log OnThe Outlook Web Access client requires the use of Internet Explorer 5.5 and above.
1. Go to
https://outlook.graceland.edu/exchange. Your email address should be the same as your network login ID (e.g. e-mail address: jdoe@graceland.edu).
2. You will be presented with a window asking for your "Domain\user name" and "Password". In the "Domain\user name" field enter your Graceland network login ID (for example jdoe). In the "Password" field enter your current password then press the Enter key or click the Log On button.
Always remember to log off the system when not in use. This can be easily accomplished by closing your internet browser or by clicking the "Log Off" button in the upper right hand corner of the webpage.
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How to Change your PasswordWhile logged in to the Outlook Web Access client
1. From the frame displayed on the left side of the webpage select Options by clicking on it. This selection will be in the lower left hand corner. If this menu is hidden you should still see icons (select the icon that displays "Goto options" when moving your mouse pointer over it.)
2. The Options webpage should now be displayed in the right frame. Scroll down to the bottom of this page until you see the Password section. Click on the Change Password button.
3. A window labeled Internet Service Manager will display. In the "Domain" field type Graceland; in the "Account" field enter your network login ID (for example jdoe); in the "Old Password" field enter your current password; in the "New Password" field enter the password you wish to change to then repeat this in the "Confirm new password" field; click on OK. If you made a mistake the Reset button will clear all fields. If you do not want to change the password you can close the window by clicking the Cancel button.
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Spam, Scams, and Your E-mail
New viruses, worms, and hoaxes appear on a regular basis. Most threats are non-effective to our computers and e-mail system since implementing anti-virus, software update policies, and rules on the e-mail system to limit file types that may threaten our systems. However, we still must be vigilant in our daily practices to avoid problems that are caused by new threats or an unsecured system we do not manage. We continue to receive e-mails relating to virus warnings, hoaxes, spam, and scams. This message is reminding of good practice guidelines to follow when using e-mail or downloading files at home or at work:
1. Avoid opening e-mail attachments that are unexpected or from unknown people. Even if you know the person the e-mail is from, the senders name may have been spoofed and they may not have sent the e-mail and the attachment may be a virus. (virus, worm, Trojan, spoofing)
2. Avoid performing steps listed in an e-mail to remove a virus. Call the Help Desk (5167) or send the e-mail as an attachment to helptech@graceland.edu for questions. Do not forward the e-mail to friends, family, or coworkers. (hoaxes)
3. Avoid visiting 'questionable' websites or downloading/installing programs on your computer from 'questionable' vendors. Some websites or software creators may (intentionally or unintentionally) attach or automatically download viruses, worms, Trojans, Adware and Spyware to your machine. (Use your best judgment.)
4. Avoid opening or installing patches, fixes, or updates you receive by e-mail from 'what looks like' is sent from a well know technology vendor. Vendors will not send updates by e-mail. (hoax, spam, spoofing)
5. Avoid installing or using file sharing programs on Graceland University computers like Kazaa, Morpheus, and Limewire.
6. Avoid e-mails, website, and pop-ups asking for personal information or asking you to install updates or 'improve computer performance'. If you get a pop-up to install or download something unexpected, call the Help Desk at 5167. Typically, these pop-ups will come up while browsing the web. (hoax, scam, Spyware, Adware)
If you receive an e-mail with an attachment "Quarantined Attachment.txt", delete the message unless it is an expected message from the sender. If you expect the message and the message is marked as "Quarantined" you have three actions:
Open the file attached to the e-mail named "Quarantined Attachment.txt" and identify the file initially sent. If the file attachment ends with a file extension in this list (blocked file extensions), you will need to contact the sender and have them change the file extension so the e-mail system will not block the file type.
If the file sent does not have a 'blocked' file extension you should notify the sender the message and their machine is possibly infected.
If you have done the above steps and the sender is still unable to successfully send a message to you, contact the Help Desk for assistance.
For messages 'looking' like they came from a Graceland employee or student with a 'questionable' subject or message, delete the message. (Reason: Most messages generated from unsecured machine do not show the 'actual' sender in the 'From' line. These messages are most likely 'spoofed' from off-campus. If a computer on Graceland University's campus is sending out 'spam' or 'spoof' messages, our network specialists will detect the computer relatively quickly and disconnect the computer from the network.)
When receiving an e-mail fitting this description or marked as "Possible Spam", ask yourself these three questions:
Do I know the user? Yes, No
Am I expecting this message? Yes, No
Is the subject or message body relevant to my job function? Yes, No
If you answered 'No' to all three questions, delete the message. In most cases, you could delete the message if you answer no to questions 2 and 3. If you would like to setup Outlook to automatically delete or move messages to a specific folder, use this link and follow the instructions http://sta.graceland.edu/managespam.htm.
*For definitions on words in parentheses, please go to http://support.graceland.edu/help/datasecurity/threat%20definitions.htm
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Distribution listsA distribution list is a collection of contacts. It provides an easy way to send messages to a group of people. For example, if you frequently send messages to the marketing team, you can create a distribution list called Marketing Team that contains the names of all members of the marketing team. A message sent to this distribution list goes to all recipients listed in the distribution list. Recipients see their own names and the names of all other recipients on the
To line of the message instead of seeing the name of the distribution list. You can use distribution lists in messages, task requests, meeting requests, and other distribution lists.
You can easily add and delete names in a distribution list, send it to others, and print it.
Distribution lists are stored by default in your
Contacts folder, so you can sort and assign categories to them. If you use Microsoft Exchange Server, your Global Address List can contain global distribution lists, which are available to everyone who uses that network. The personal distribution lists that you create in your
Contacts folder are available only to you, but you can share them by copying and sending them to others.
To create a list just follow these simple instructions below.
1. On the
File menu, point to
New, and then click
Distribution List.
2. In the
Name box, type a name.
3. Click
Select Members.
4. In the
Show names from the list, click the address book that contains the e-mail addresses you want in your distribution list.
5. In the
Type name or select from list box, type a name you want to include. In the list below, select the name, and then click
Members. Do this for each person you want to add to the distribution list, and then click
OK.
If you want to add a longer description of the distribution list, click the
Notes tab, and then type the text.
The distribution list is saved in your
Contacts folder by the name you give it.
To create a distribution list by copying names from an email message use the following instructions.
1. In the e-mail message you want to copy the names from, select the names in the
To or
Cc box.
2. On the
Edit menu, click
Copy.
3. On the
File menu, point to
New, and then click
Distribution List.
4. In the
Name box, type a name for the distribution list.
5. Click
Select Members.
6. In the
Add to distribution list list, right-click, and then click
Paste on the shortcut menu.
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Student E-mail PolicyPURPOSE:Email is considered an official method for communication at Graceland University because it delivers information in a convenient, timely, cost effective, and environmentally aware manner. The University "Technology Ethics and Use Policy" applies to all email services provided by Graceland. Additional information regarding student email services can be found in the "Guidelines for the Use of Student Email".
POLICY:1. University use of email
Email is a mechanism for official communication within the University. The University expects that such communications will be received and read in a timely fashion.
2. Assignment of student email accountOfficial University email accounts are available for all enrolled students. The addresses are all of the form [Username]@graceland.edu. (where [Username] is a student's eight character assigned network account ID). Official email addresses will be listed in directory information unless the student requests otherwise.
3. Removal of student email account
Access to official University email accounts are removed 90 days following withdrawal or graduation. Account removal may also occur as a result of an infraction of the "Technology Ethics and Use Policy".
4. Redirecting of emailIf a student wishes to have email redirected from their official @graceland.edu address to another email address (e.g., @aol.com, @hotmail.com,) they may do so, but at their own risk. The University will not be responsible for the handling of email by outside providers. Having email redirected does not absolve a student from the responsibilities associated with official communication sent to his or her @graceland.edu account.
5. Expectations about student use of email
Students are expected to check their email on a frequent and consistent basis in order to stay current with University-related communications. Students have the responsibility to recognize that certain communications may be time-critical. "I didn't check my email", error in forwarding mail, or email returned to the University with "Mailbox Full" or "User Unknown" are not acceptable excuses for missing official University communications via email.
6. Privacy
The University does not routinely inspect, monitor, or disclose email content without the student's consent. However, there are strictly controlled circumstances under which email may be inspected without the student's consent. A search without consent may result if there is an alleged violation of the "Technology Ethics and Use Policy".
The user should not assume that email is private or confidential. Graceland can not guarantee that this type of information will be secure.
7. Educational uses of emailFaculty will determine how electronic forms of communication (e.g., email) will be used in their classes, and will specify their requirements in the course syllabus. This policy will ensure that all students will be able to comply with email-based course requirements specified by faculty. Faculty can therefore make the assumption that students' official @graceland.edu accounts are being accessed and faculty can use email for their classes accordingly.
8. Appropriate Use of Student Email
All use of email will be consistent with other University policies and local, state and federal law, including but not limited to the Family Educational Rights and Privacy Act of 1974 (FERPA)
Portions of this policy are drawn from those developed by University of Arizona, and Virginia Commonwealth University.
PROCEDURE:The guideline document "Guidelines For Use of Email" will contain all pertinent procedures relating to the use of the student email system. This document is maintained by Information Technology Services.
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