Differences

This shows you the differences between two versions of the page.

--- en:email [2023/02/13 16:24] – screenshot editing gcwilkins
+++ en:email [2024/11/08 09:26] (current) – [My Inbox Is Full and I Don’t Receive New Emails] Visibility of purging section improved gcwilkins
@@ Line 1: / Line 1: @@
 ====== HfG email ======
   * Access Webmail via: https://webmail.hfg-karlsruhe.de.
-  * Use your username (eg. ''user'') as login ID.
+  * With your username as login ID (eg. ''support'').
-----
 In this page:
   - [[en:email#Webmail|Webmail]]
-    - [[en:email#Your Inbox Quota|Your inbox quota]]
+    - [[en:email#My Inbox Is Full and I Don’t Receive New Emails|My Inbox Is Full]]
     - [[en:email#Automatic Filters|Automatic filters]]
   - [[en:email#Integrate It Into Your Email App|Integrate it with your own email app]]
@@ Line 24: / Line 22: @@
 The HfG email is used often and for many different purposes, formal and informal, academic and festive! You will likely find a few waiting for you the first time you log in; this is common and may be an opportunity to get familiarised with what is currently going on. In order to handle this inflow, we recommend two things: deleting emails regularly and creating automatic filters.
-==== Your Inbox Quota ====
+==== My Inbox Is Full and I Don’t Receive New Emails ====
-Your inbox has a quota of just 2,000 MB. When you reach 95% of that space, you will be temporarily removed from all your email distribution lists and you will receive an automatic email. Delete emails until your quota is below 85% in order to receive distribution emails again.
+Your inbox has a quota of just 2,000 MB. When you reach 95% of that space, you will be temporarily removed from all your email distribution lists, and you will receive an automatic email. Delete emails until your quota is below 85% in order to receive distribution emails again.
+=== Deleted Emails Still Appear in My Inbox, but Crossed Out ===
+When you delete an email in Horde Webmail, it will still appear in your inbox, but crossed out. This means that it has been marked for deletion. To remove it completely, in the mailbox view:
+  * Click on “Other” > “Purge deleted”.
+This can be cumbersome, or you may forget it, so you can create a “Trash” folder that gets purged automatically. To do this:
+  * Preferences > Mail
+  * Message > Deleting and moving messages
+  * Select "Move deleted messages to your Trash mailbox instead of marking them as deleted in the current mailbox?" and click Save.
+  * Enter "Deleting and moving messages" again, and configure it to your liking, for example:
+{{ :en:email:trash-folder.png?direct&650 |}}
 ==== Automatic Filters ====
@@ Line 37: / Line 52: @@
 **Personal** (Emails sent to you specifically).
   - For an incoming message that matches: 'ANY of the following'
-  - Destination (To, CC, BCC, etc.) – 'Contains' – ''user'' (your HfG username)
+  - Destination (To, CC, BCC, etc.) – 'Contains' – ''support'' (your HfG username)
-  - OR, Participant (To, From, etc.) – 'Contains' – ''user'' (your HfG username)
+  - OR, Participant (To, From, etc.) – 'Contains' – ''support'' (your HfG username)
   - Do this: 'Deliver to my inbox'
   - Check the box for 'Stop checking if this rule matches?'
+{{ :en:email:filters_personal.png?direct | Fig.1: Filters in Webmail, Personal}}
 **General** (Emails from distribution lists that you are a member of).
   - For an incoming message that matches: 'ANY of the following'
-  - To – 'Isn't' – ''user'' (your HfG username)
+  - To – 'Isn't' – ''support'' (your HfG username)
   - OR, Participant (To, From, etc.) – 'Doesn't contain' – Moodle
   - Do this: 'Deliver to folder...' – General
-  - Check the box for 'Stop checking if this rule matches?'
+  - Uncheck the box for 'Stop checking if this rule matches?'
+{{ :en:email:filters_general.png?direct | Fig.2: Filters in Webmail, General}}
 **SPAM** (It is common practice at HfG to send emails about non-university topics, such as flatshares, job openings or cultural events, with the word 'SPAM' in the Subject).
@@ Line 57: / Line 76: @@
   - Check the box for 'Stop checking if this rule matches?'
+{{ :en:email:filters_spam.png?direct | Fig.3: Filters in Webmail, SPAM}}
+\\
 ===== Integrate It Into Your Email App =====
 We recommend that you integrate your HfG email with a stand-alone application. Some solid options are: [[https://www.thunderbird.net/en-US/|Thunderbird]] (all platforms), [[https://apps.apple.com/us/app/mail/id1108187098|Apple Mail]] (macOS, iOS), [[https://play.google.com/store/apps/details?id=com.fsck.k9&gl=US|K9]] or [[https://play.google.com/store/apps/details?id=com.google.android.gm&gl=US|Gmail]] (Android). We advise against the use of Microsoft Outlook.
@@ Line 63: / Line 84: @@
 ==== Incoming Server ====
-  * Username: ''user'' (your HfG username)
+  * Username: Your HfG username (eg. ''support'')
   * Server: ''imap.hfg-karlsruhe.de''
   * Authentication: ''Password/Login with TLS/SSL''
@@ Line 69: / Line 90: @@
 ==== Outgoing server ====
-  * Username: ''user'' (your HfG username)
+  * Username: Your HfG username (eg. ''support'')
   * Server: ''smtp.hfg-karlsruhe.de''
   * Authentication: ''Password/Login with TLS/SSL''
@@ Line 76: / Line 97: @@
 ==== Apple Devices ====
 For Macs, iPhones and iPads, you can download [[https://cloud.hfg-karlsruhe.de/s/engjx9K3CF3b2pJ|this configuration profile]], which has all the right settings pre-configured and will only ask for your username and password. Simply download it, open it and type your login data.
+\\
+\\
 ===== Trusted Emails from IT Support =====
 In order to ensure that emails received from support@hfg-karlsruhe.de are safe and trustworthy, IT Support uses a security certificate that signs every email. This is a quick overview of how to recognise a signed email in some of the most popular email clients.
@@ Line 86: / Line 108: @@
 Thunderbird displays a badge as marked in Fig.1 that reads “S/MIME”. Its presence is already a verification that the email is signed.
+{{ :en:email:signed_badge.png?direct | Fig.4: Signed emails, badge}}
 You can click on the badge in order to see more details, as shown in Fig. 2, where you will see the issuing authority and a second verification that support@hfg-karlsruhe.de is the sender.
+{{ :en:email:signed_popup.png?direct | Fig.5: Signed emails, popup}}
 All the technical details of the certificate are available by clicking on the “View Signature Certificate” button, as shown in Fig. 3.
+{{ :en:email:signed_cert.png?direct | Fig.6: Signed emails, certificate}}