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How to Use Imail

  • Imail is IUP’s web-based e-mail interface. Explore the links below to learn about reading, sending, and deleting e-mail messages from your imail account.

  • How do I login to I-Mail?

    1. Open a Web browser.
    2. Go to https://imail.iup.edu

    3. Enter your username and e-mail password. For the Layout, choose imail, then click Login.

    If you do not know your username and initial password, see Find your IUP Account Information (username and password).

    How to Log Out of Imail

    When you are finished using imail, you should always log out to keep your account safe.

    You can log out by clicking the Log Out button in the upper right corner of the imail window.

    You will be returned to the imail login window.

    How to Change your E-mail Password

    1. Log in to imail ( https://imail.iup.edu)
    2. Enter your username and e-mail password, then click Login.
    3. Click the Settings button.
    4. Click Password in the lower left corner of the Settings window.
    5. Enter your current e-mail password.
    6. Enter a new password, then enter it again to verify the password. You cannot enter the same password, and the new password must be at least 8 characters long.
    7. Click Save.
    8. If the new passwords matched, you will see a message indicating that your password has been modified. Click OK.

      If they did not match, or if the password was not long enough, you will be prompted to try again.
    9. Click Close to close the Settings window.

    How to Reset Your Own E-mail Password

    Employees and students have the ability to reset their own e-mail passwords. You are able to do this via one of two methods: iaccounts or imail. You will need to be sure you update this new password on any smart device or e-mail client you use to access your e-mail.


    1. Go to iaccounts
    2. Click on the Forgot your e-mail or ESS password/Reset your e-mail or ESS password.
    3. Log in using your network credentials (network username and password). Use the Forgot your IUP network password/Reset your IUP network Password link if you have forgotten your password or it is expired. You will have had to sign up for iaccounts using your cell phone to use this feature.
    4. Select the E-mail check box in the Click to change column.
      (You may also select Network if you need to reset your Network password.)
    5. Click Set Selected Passwords.
    6. Click Proceed.
    7. Enter the password you wish to use in the Enter your NEW Password box. Re-enter the password you wish to use in the Confirm your NEW Password box.
    8. Click Set Selected Passwords.
    9. If the password change was successful, you will see a message indicating that your password was successfully changed.


    1. Go to imail - you will need to use the imail layout. This may be set as your "My Default." If you do not see what is described below, log out, and back in with the imail layout.
    2. Enter your e-mail username and password.
    3. On the top right, click on Settings.
    4. On the bottom left corner of the Settings dialog box, click on Password.
    5. Enter your Current Password, then what you want you password to be. You will need to enter the new password twice to verify.
    6. Click Save. If the password change was successful, you will see a message indicating that your password was successfully changed.
    7. Close the Settings Dialog box.

    If there was a problem, review the error message carefully, and try again to reset the password. If you continue to have problems, please contact the IT Support Center.

    How to Read a Message in Imail

    1. Log in to imail.
    2. Your Inbox folder will be displayed after logging in, and this is where new messages will be delivered. New (unread) e-mail messages will have a closed envelope icon next to them, and they will be displayed in a bold font. By default, the message list displays twenty messages at a time. To view the next set of messages, click the arrow buttons on the crimson toolbar.

    3. To read a message in the preview pane, click on the message in the list.

      To read a message in a separate message window, double-click on the message in the message list.

      While previewing a message in the preview pane, you can click Next Unread to read the remaining new e-mail messages. You may also click Previous Message or Next Message.

      While viewing a message, you can use the Go to Top/Bottom of Message buttons to quickly jump to the beginning or end of the message.


      If you click the triangle to view headers, that settings remains on until you click it again to turn it off. It's recommended to keep this on so that you can see the recipients of a message.


    How to Delete Messages in Imail

    Because you do not have an unlimited amount of space for e-mail storage, it will be necessary to delete messages. Deleting messages in imail is a two-step process. You must flag messages for deletion, then you must purge the folder to actually delete the messages.

    Step 1: Flag the Messages You Wish to Delete

    There are two methods to flag messages to be deleted:

    Flag for Deletion Method 1:

    1. While you are reading a message that you wish to delete, you can click the Delete button on the toolbar to flag it for deletion.

    2. After clicking the Delete button, you will be returned to the message list. The messages will be grayed out and a line will appear through the fields in the message list, indicating that the message is flagged for deletion.

    Flag for Deletion Method 2:

    1. While viewing the message list, you can select a message you wish to delete by clicking in the checkbox to the left of the message, as shown below. You can select multiple messages; however, if you view another message, the messages will be deselected. Be careful to only click in the checkbox column while you are doing this.

    2. After selecting messages, click the Delete button on the toolbar. The messages will be grayed out and a line will appear through the fields in the message list, indicating that the message is flagged for deletion.

    Step 2: Purge the Folder

    When you have finished flagging messages and you are ready to actually delete them, click the Purge button on the toolbar (highlighted in the image above). This will remove any messages that were flagged for deletion in this folder.



    If you flag a message for deletion that you need to save, and you haven't clicked the Purge button, you can select the message, then click the Undelete button on the toolbar. The message will no longer appear grayed out or have a line through it.

    How to Send (Compose) a Message in Imail

    1. Login to imail at https://imail.iup.edu
    2. Click the New Message link. A Composing Message window will open.
    3. Use your mouse or the tab key to navigate to the fields in the compose window:
      • To, Cc, and Bcc are all recipient fields. Bcc allows you to send a blind copy to those recipients. The Bcc e-mail addresses will be hidden from those in the To and Cc fields and also from the others receiving the blind copy. Click Cc: or Bcc: if you wish to add recipients to those fields.
      • Enter the subject.
      • In the text only box, type your message. If you need to use special formatting for your message, click the Advanced Formatting tab.
    4. If you would like to send attachments with the message, click the Attach a file link, then click the Browse button to navigate to the drive and folder where the attachment is stored. Select the file, then click Open. (See important note below about attachments.)
    5. When the message is complete, send it by clicking the Send button on the toolbar in the Composing Message window.

    Other options:

    • If you decide not to send the message, but you'd like to save a copy of it to finish later, click on the Save in Drafts button on the toolbar. This will save it in the Drafts folder, where you can open it later to complete the message and send it.
    • Before clicking Send, you can use the imail spellchecker by clicking the Check Spelling button on the toolbar.
    • Use the Address Book button to find e-mail addresses within your personal address book, called Contacts; your imail Address Book; or the IUP Directory (LDAP). When you locate the desired address, double-click on it to add it to the To field.
    • By default, a copy of messages you send will be saved in the Sent Items folder.

    Some important notes about composing messages:

    • For security purposes, imail has a thirty-minute timeout limit. If you experience a timeout while composing a message, you will be prompted that you have been disconnected, and you'll be given an opportunity to resume the session. Simply enter your username and password, then select the “Resume” button that appears in the browser window after the timeout. You will be connected to to their previous session with the message intact. You can then complete and send the message.

    How to Send (Compose) an E-Mail Message to a Group in Imail

    1. To send a message to a group from your Contacts folder, first click New Message.
    2. In the Composing Message window, your Contacts should appear on the left side. You can either double-click on the group name, or you can select the group name then click @ To >>.
    3. The group members' names and e-mail addresses should appear in the To field of the message header.
    4. Compose the e-mail message and click Send.

    In the illustration below, you can see the @ To >> button, and the addresses that populated the To: field when the Coordinators group was selected.


    How to View the Sender of a Message in Imail

    You can view the actual sender of an e-mail message by checking the header information. Understanding how to do this may protect you from identity theft and other hazards.

    1. To view the headers of a message, click the triangle next to the subject.
    2. Point at (but don't click on) the From address. A yellow box may appear briefly with the e-mail address. You can also look in the lower left corner for the address. If you don't recognize the sender, proceed with caution. Hackers and spammers may try to make it appear as though a message is sent from a legitimate source.

      This example is a legitimate message sent from an IUP employee.


      This example below is a message from an unknown sender that was flagged correctly as spam.


    How to Change the “From” Address in Imail

    By default, your e-mail alias will be used as the from address with imail. Your e-mail alias can be found on the online directory. Also, you can look up your computing account information and alias through iaccounts.  For more information, see Find your IUP Account Information (username and password).

    If you wish to change this to use your e-mail address instead of your e-mail alias, follow these steps:

    1. Login to imail.
    2. Click Settings.
    3. Click the LookOut tab.
    4. Under LookOut Settings - Identities (From: addresses), enter your information as follows (including quotes and less than/greater than symbols):

      “Firstname Lastname” For example, if your name is John Doe and your e-mail address is abcd@iup.edu, you would enter: “John Doe”
    5. Click add.
    6. Select the new identity from the list and click select identity.
    7. Click Save.
    8. Click Close.

    How to Use Rules to Block Spam in Imail

    If you are repeatedly receiving spam messages that have some common characteristic, you can block these by establishing filtering rules in imail.

    1. Login to imail at https://imail.iup.edu. You must use the imail layout to access the Rules settings.
    2. Click Rules.
    3. Click Edit advanced rules.

    4. Enter the rule name, then click create.

    5. Click edit next to the rule you just created.

    6. Enter the appropriate criteria for the filter. For example, if you wish to block e-mail messages that contain "kangaroo" in the Subject field, you would enter the following:

      • For Data, select Subject to indicate that you are comparing the parameter to the Subject field.
      • For Operation, select Is to indicate that the data must match the parameter.
      • For Parameter, enter *kangaroo*
        The asterisks are wildcard characters and they are required.
      • For Action, it is recommended that you use Mark with the parameter of Junk. This will simply flag the message as spam (it will appear in your Inbox list in a red font), and you can verify that the rule is functioning properly. When you have verified that the rule works, change the Action to Discard with no parameter.
    7. Click Apply Changes.
    8. If you need to add additional criteria, repeat steps 6 and 7.
    9. Click Save.

    If you wish to block messages using the From address, but can't determine the From address by viewing the message, you'll need to view the headers of the message and look for the e-mail address in the line that begins with “From:”.

    In imail:

    1. View the message.
    2. Click Full Headers. If you don't see Full Headers, click the triangle to the left of Subject.

    How to Use the Vacation Rule in Imail

    The Vacation Rule allows you to compose a message that will be automatically sent to whomever sends e-mail to your account when you are away from the office for an extended period of time.

    The vacation message will be sent to an e-mail address only once. It stores the addresses of those who have already received the notification in the Replied Addresses list.

    1. Login to imail, then click Rules.
    2. Click Set your vacation message.
    3. Click Clear “Replied Addresses” List. This list is checked before sending the automatic reply, so it's important to clear it before you enable your vacation message.
    4. Enter the text of your automatic reply in the Message text box.
    5. If you know the exact date when you will return to the office, you can select Enabled until and then enter your return date. The automated reply will be sent until that date.

      If you are unsure of your return date, or if you wish to disable the reply manually when you return to the office, select Enabled.

    6. Click Save to save your changes.


    If you are using the Enabled option without a date, when you return to work, you will follow steps 1 and 2 above, then select Disabled, then Save.

    When to Use the Imail Login Checkboxes for Fixed Network Address Check and Cookie Check

    Imail provides the ability upon login to disable Network Address check and to disable Cookie check. These checkboxes are optional and only apply to the current attempted session.

    Imail's default security will not permit sessions that do not have a fixed network (IP) address. This is enabled by default to improve session security by eliminating the possibility of session hijacking.  If for some reason your ISP does not use fixed IP addresses, you may need to enable this option to connect to IMail. To make this change permanent, it is recommended that you change the Required Fixed Network Address option on the Settings page in imail before you logon again from one of these providers. The setting is on the General tab.

    The Disable Cookie check allows you to gain access to imail without your browser going through the cookie check. Some browsers will not allow you to access a site that requires a cookie check. There is also a “Use Cookies” option on the Settings page (General tab) in imail that can be changed permanently.

    If you do not change the settings within imail, you will need to check these boxes the next time you logon from a system that does not require a fixed network or one that does not require the use of cookies.

    1. Go to the login page and check the box(es) the right that pertain(s) to your problem(s).
    2. Log in to imail using your IUP username and current e-mail password.


    How to Add a Signature to All Messages in Imail

    1. Login to imail.
    2. Click Settings.
    3. Click the Compose tab.
    4. Scroll to the Signature area.
    5. Click Edit.
    6. Click in the text box and enter the signature you'd like to append to all outgoing messages.
    7. Click Save.
    8. Click Close.

    Your signature will be included in the Composing Message window when sending, replying to, or forwarding a message.

    Forwarding a message as an attachment

    If you need to forward a specific imail message as an attachment, the steps below can be taken to perform this action.

    • imail: Forwarded messages are automatically forwarded as an attachment.
    • Thunderbird
      1. Select the message from the message list.
      2. From the Message menu, choose Forward As, then choose Attachment.
      3. Complete the message and send it.
    • Outlook
      1. Open a new message window.
      2. Go to the paper clip Attach icon and click the arrow to its right.
      3. Select Item from the drop-down menu.
      4. In the window that opens, scroll through the folders until you find the message you want to attach.
      5. Highlight the message and click OK.
      6. Complete the message and send it.