Eudora to Stanford Email
Quick Reference Guide
Access to Stanford Email:
With the new Stanford Email, you have lots of options: Web: go to http://webmail.stanford.edu Outlook: Get the Outlook Connector at: (http://www.stanford.edu/services/emailcalendar/desktop/outlook/. AppleMail: get the iSync connector at: (http://www.stanford.edu/services/emailcalendar/desktop/applemail/. PDA: synchronization available for iPhone, Palm/Treo, Blackberry, and Windows Mobile For more information, go to http://www.stanford.edu/services/emailcalendar/mobile/index.html.
Eudora Log in to Email Versions You launched the Eudora Application Eudora had one version available…client/server. Special Menu > Settings (Mac) Tools Menu>Options (Windows) Preview Pane, viewed by message Unlimited space with POP. 500MB with IMAP. View quota on StanfordYou. File Menu>Print Stanford Email On the web, go to: http://webmail.stanford.edu Choose from Advanced Version (default) or Standard Version. Preferences tab
Set up Email
Default View Quota Print
Preview Pane, view By Conversation 1 GB disk space – View quota bar on Stanford Email header. Print icon on toolbar
Log In. Unlike Eudora, with Stanford Email you do not have to download and install an application. Stanford Email is available on the web at http://webmail.stanford.edu. Versions. Toggle between the two web versions at the top of the page. Advanced Version – This is the full feature application and is the default version when logging in to Stanford Email. Standard Version – There are fewer features available when using this version (e.g., no drag and drop or right-click features), but it’s a better version for slower Internet connections.
Set Up Email. Once you log in to Stanford Email, you can set up your account to work the way you want it to using the Preferences tab.
Default View. Conversation view displays your messages grouped by subject. Each conversation consists of the original message and all replies. To expand or collapse all messages in the conversation, click the arrow to the left of the top message. The “By Message” view displays a list of all messages with the most recent message on top. Quota – With Eudora mail configured for POP, there was no maximum disk space allocated. With Eudora IMAP, 500 MB was the maximum amount of disk space granted to a user. On Stanford Email, everyone gets 1 GB of disk space. You can see your quota balance at the top of the page by hovering the cursor on the bar just under your name.
Mailboxes vs. Folders
Eudora offered Mailboxes in which to organize your email. Stanford Email offers you folders to do the same. Like Eudora mailboxes, the Stanford Email folders can be nested into other folders. Also, like Eudora, with Stanford Email you can drag and drop a folder into an existing folder, and drag email messages from the Content Pane into a mail folder. Unlike Eudora, with Stanford Email you can share the folders with other Stanford Email users. Share a Folder In Stanford Email, sharing email folders is a great way to keep others informed without inundating them with a barrage of forwarded email messages. Here’s how to set it up: 1. Right-click (or Ctrl+click on a Mac) an email folder. 2. Select Share Folder. The Share Properties dialog box appears. 3. Enter the email address of the person (or enter a Contact Group) with whom you want to share your email folder. 4. Select the Role. Choose from: None Viewer – allows access to see the folder. Manager – allows access to View, Edit, Add, Remove, Accept, Decline items. Admin – allows access to View, Edit, Add, Remove, Accept, Decline, Administer the folders. 5. Send the standard message that displays your name, name of the shared item, and permissions you have granted. 6. Click OK. The recipients receive an email message inviting them to Accept or Decline the invitation to the share. If a recipient accepts the shared folder, after they click Accept, the newly shared folder appears in their Overview pane as a mail folder with two people on it.
Access a Shared Folder In Stanford Email, shared folders are displayed in the left hand column on the Mail tab. Generally these are added by accepting a folder share invitation via email. However, if you don’t have an email invitation, you can still access a shared folder. 1. From the Mail tab, right-click (or Ctrl+click on a Mac) on Folders. 2. Click Link to Shared Folder. The Link to Shared Folder popup appears. 3. Enter the email address for the shared item to access. You must enter a Stanford Email user’s address. 4. In the Path field, enter Folder. (optional) Edit the Properties of your new link including the name and color of the folder. 5. Click the OK button. The newly shared folder appears in the Folders column.
Stationery vs. Signatures
Eudora email had two features, Stationery and Signatures. Eudora Stationery offered a way to create a “form letter” as an email message that could be customized for each recipient. Eudora also had a Signature feature to allow multiple signatures per user. Stanford Email combines these two features into one. Create a signature for your standard email address, and then create an alternate signature to act as an additional signature or stationery. You can create as many as 20 signatures. Create a Signature in Stanford Email 1. Click the Preferences tab. 2. Select Signatures. 3. Click Edit. 4. Enter a name for your default signature. 5. Enter your signature information. You can format your signature as plain text or as HTML. Note: Some email programs cannot read HTML so be careful using it. 6. Click Done. 7. Click Save. Create an Alternate Signature or Stationery 1. Click the Preferences tab. 2. Select Signatures. 3. Click the Add Signature button. 4. Click Edit. 5. Give your stationery a name. 6. Enter the data for your stationery email message. 7. Click Done. 8. Click Save.
Use your Signature as Stationery in Stanford Email To use the Signature as Stationery, follow these instructions: 1. Click the Mail tab. 2. Click New to compose a new message. 3. Complete the email header fields with the recipient’s email address, cc and bcc recipients, Subject, Account, and Priority level. 4. On the Mail toolbar, click Signature. 5. Select the signature that is your stationery. 6. Edit the text on the compose screen as appropriate. 7. Click Send.
Labels and Tags
In Eudora, you could flag messages with different colors called Labels, and apply names to them. You could search for all messages of that label and color, or sort your mailboxes by label to see all messages of one label grouped together. You could also create a filter to “label” your messages when they arrive. The only way to group messages of the same label was by performing a search for that label to retrieve all messages in the search result. In Stanford Email, Tags are used to label and color email messages. You can use as many tags as you need. There are eight colors to choose from, but you can reuse the colors and still assign different labels to tags of the same color. To Create a Tag 1. From the Tags section in the Overview Pane, right-click (Ctrl+click on a Mac). 2. Select New Tag. 3. Enter a name for the tag. 4. Choose a color for the tag. 5. Click OK. To Use a Tag With your mail message summary visible in the Content pane, drag the tag anywhere on the email summary line. The tag embeds itself in the tag column of the message summary. To sort by tagged items, click the Tag once in the Tag section of the Overview pane. All tagged items will appear and be grouped together even if they have been filed into different mail folders. Note: You can also use the same tags for Calendar appointments, Address Book contacts and groups, and Tasks.
Open Multiple Messages in Separate Windows
In Eudora, you could open several different messages, and act on them separately. In Stanford Email, you can also open several messages by clicking the pop-up icon in the toolbar. The only difference is that in Stanford Email, you can view the message and print it, but you cannot reply or forward the message from the pop-up view. However, when you compose a new message, you can pop it up using the same icon, check other emails, and continue to compose and perform any of the actions in the new message as if the message were imbedded in the compose window on the content pane.
Forwarding Multiple Email Messages at Once
To forward multiple messages using Eudora, you highlight the messages from within a mailbox, then click the Forward button on the toolbar and all messages open, individually, in the forward email message mode. You must then address each email separately. In Stanford Email, select multiple messages; click the forward button, and all messages are included in one email message as attachments. Address the forwarding message and the recipient receives all emails at once.
Using Address Books and Groups in Email
Eudora Address Book Nickname Recipient List Special Menu > Make Address Book Entry Stanford Email Contact Group Contact Emailed Contact Right-Click (or Ctrl+click) Message > Add To Contacts
In Eudora, to send a message to a list of recipients you could either use an existing distribution list or create one yourself in the Address Book. In Stanford Email, you can use the existing distribution list or create your own private Contact Group. You can move a contact group to another list after it is created. Create a Contact Group 1. On the toolbar, click the down-arrow next to and select New Contact Group. The New Contact Group form is displayed. 2. In the Group Name field, type a name for the new group. 3. To add members to this group, either select from the list of names that appear in the Add Members to This Group table, or type a name and select from searching in the Global Address Lookup (GAL) or in your personal and shared contacts. Click Search. 4. Names that match your entry are listed in the box below. Select the names to enter and click Add. The names are added to the Group Members list. You can also add email addresses directly in the Group Members list box. Typed addresses can be separated by a comma, semicolon, or RETURN to start the address on a new line. 5. Click Save on the toolbar. The new group contact is added to your address book. 6. The icon shows that the contact name is a contact group.
Note: You can use the Contact Group when addressing an email, sharing a folder, or creating a meeting in Stanford Calendar. You can also share your contact group following the same method as Share a Folder, described previously.
Keyboard Shortcuts Keyboard shortcuts are found in Preferences>Shortcuts. A few commonly used Stanford Email shortcuts include: From the Mail Tab Go to (“visit”) inbox and Get Mail Go to Sent folder Mark messages as spam and move to the Junk folder Reply to sender Reply to all recipients Forward message Show/Hide the message reading pane Show or hide a conversation’s messages Expand all conversations Collapse all conversations Check (“examine”) spelling
Printing in Eudora is standard to most email programs. Highlight a message and click the print button. To print from Stanford Email, choose one of the following: In View By Message: select the message to print, then click the print button toolbar. A print preview version is displayed. Click OK to print the message. on the
In View By Conversation: select the top-most message and click the print button on the toolbar. The print preview version is displayed. Click OK on the print dialog box. The entire conversation is printed, separated by horizontal lines. Each message within the conversation is date and time stamped.
For More Information
Visit the Stanford Email and Calendar web site at: http://www.stanford.edu/services/emailcalendar/.