IUP has instituted a communication policy regarding e-mail. The policy defines IUP e-mail as an official means of communication for the university. The policy reads, in part:
Indiana University of Pennsylvania provides e-mail services to all students and employees as an official method of communication. Students and employees (except those employees who do not normally have access to e-mail) have a responsibility to read their IUP e-mail accounts and, if responding to or sending e-mail about IUP business, use their IUP e-mail accounts to do so.
The entire policy can be viewed at Use of IUP E-mail as an Official Means of Communications.
An alias is defined as an alternate e-mail name (e.g., an alternative to your username).
Your e-mail account is defined by your IUP computing username. Your username (abcd) is also your e-mail address (firstname.lastname@example.org). IUP has defined an e-mail alias for all users. This alias can be used as an alternate e-mail name for your IUP e-mail as your e-mail alias can be used instead of your username when others send you e-mail.
E-mail aliases are displayed in the “e-mail address” section of the IUP Directory.
When configuring an e-mail client (e.g., Outlook or Thunderbird) be careful to use the correct e-mail alias if you are changing the “From Address” from your username to your e-mail alias. Improper configuration can create issues when others reply to one of your messages.
How to Find or Change Your E-mail Alias
Your e-mail alias can be obtained using MyIUP or by searching for your name using the IUP People Search web page. On the IUP People Search web page, your e-mail alias will be displayed as your e-mail address.
An employee can change his e-mail alias by logging into MyIUP and following the steps below. Students cannot change their alias unless they have had a legal name change. Please keep in mind that employees may only change their e-mail alias one time. After the permitted change, only legal name changes can alter an employee’s e-mail alias.
If you have had a legal name change and your e-mail alias needs to be changed:
For any e-mail alias change, you will need to manually update your “from:” address in I-Mail and any e-mail client software that you use.
To find your e-mail alias:
Can I use my alias instead of the username to log in to my e-mail account?
No, you should always use your username to access your e-mail account.
Does the e-mail alias change my username?
No, your username does not change, and you will still need to use your username to authenticate to the e-mail server.
Will e-mail addresses in the format email@example.com still work?
Yes, e-mail addresses in the format firstname.lastname@example.org will continue to function as part of the IUP.EDU e-mail service.
I changed the “from” address in the account settings in Thunderbird (or Outlook). Now, I am unable to send e-mail messages. What happened?
This could be related to one of the following:
E-mail Attachment Filtering
To help protect the IUP network and its users, IUP does not permit delivery of e-mail messages that contain high-risk attachments. E-mail messages that contain attachments of any of the file types noted below will not be delivered to IUP e-mail accounts.
When such an attachment is encountered, the IUP e-mail system will return the message to the sender with a note reporting that the message cannot be delivered because it contains a restricted attachment.
When files with these extensions need to be exchanged, the sender and receiver can use one of the following options:
Renaming E-mail Attachments
Renaming a file to include an extension that is not restricted is the easiest way to work within the requirements of attachment filtering. The steps below outline how to accomplish renaming files for an e-mail exchange.
FileSender is a service that allows you to share large files with other people via a web site, rather than sending the file via e-mail, which is sometimes prohibited because of the file size. This service is available to all registered students, faculty,
and staff members.
A Guest Voucher feature allows IUP account holders to provide a one-time use voucher to non-IUP account holders (such as a software vendor) so that the non-IUP account holder can upload a file.
FileSender can be used with just a few easy steps:
The recipients will receive an e-mail message with a link to the file you just uploaded. By clicking on the link, they are able to open or download the file.
Please note that the recipients can forward the message to others. If someone has the download link, they can download the file. For this reason, this method should not be used to transfer any confidential information to other sources. Please also note
that if you used a program such at 7-Zip to encrypt the file before sending, recipients will need to extract the file before they will be able to view it.
If you have already uploaded a file and you need to re-send the message to one of the recipients or add a new recipient:
If you need to delete a file from FileSender before the expiration date:
The Guest Voucher feature of FileSender allows you to send an e-mail voucher to someone who doesn’t have an IUP e-mail account so that they can upload a file for you to retrieve. The voucher can be used only one time. To send a Guest Voucher:
The recipient of a Guest voucher will receive an e-mail message containing a link to the FileSender Guest site. This voucher can be used only one time. After clicking on the link to the voucher, a file can be uploaded by following these steps:
If your file is 2GB or larger, you will not be able to update your file unless your web browser supports HTML5 FileAPI. Please refer to the When can I use… website to determine compatibility
with your web browser. This is only an issue if your file is 2GB or larger (approximately 2,048,000 KB).
E-mail Server Configuration Info
The following is the information you will need to configure IUP’s incoming and outgoing mail server of graphical e-mail based clients like Thunderbird, or when setting up the account on a mobile phone or other mobile device.
E-mail Backups and Restores
Data on the IUP e-mail server is backed up nightly. Users can request the restoration of an e-mail folder by contacting the IT Support Center.
Backup tapes are re-used approximately every four weeks, so restores can only be completed for the most recent four-week time period.
E-mail Delivery Status Notification
You can request a notification when your message is delivered to the recipients by checking the box marked "Notify When Delivered" when composing a new message.
DSN messages sent back to your inbox tell you that your messages have been successfully delivered to the recipient folders. They do not tell you if the recipient has actually seen or read your message.
Note: The Delivery Status Notification (DSN) is guaranteed to work only when you send a message to other users on the same I-Mail Server. If a message is sent to a remote recipient, the remote server that serves that recipient account may or may not support the DSN feature. The I-Mail server can detect that a remote server does not support DSN. In this case, I-Mail will send you a DSN message itself, telling you that your message has been relayed to a remote host.
E-mail Non-Delivery Report Information
Senders of e-mail messages to IUP e-mail accounts that do not exist, are not active, or that have exceeded their space quota will receive a Non-Delivery Report message from MAILER-DAEMON@iup.edu with a subject that begins with “Undeliverable mail:”.
The following steps should be taken: