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General Information

  • 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.

  • Aliases

    E-mail Aliases

    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 (abcd@iup.edu).  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.

    Student Aliases

    • Student e-mail aliases will be assigned using the format F.M.Last####, (where F = First Initial, M = Middle Initial, Last = complete last name, and ### = sequential number beginning with null, 2,3,4, etc.). For example, the first John R. Doe will have the alias set as J.R.Doe; the second John R. Doe will have the alias set as J.R.Doe2.
    • If a student has no middle initial, the alias will take the form FirstInitial.Lastname### (e.g., J.Doe). Numbers will be used as stated above.
    • Students will not be permitted to change their e-mail alias.

    Employee Aliases

    • Employee e-mail aliases will be assigned using the format First.Last#### where First = complete first name, Last = complete last name, and ### = sequential number beginning with null, 2,3,4, etc. if more than 1 person has had that assigned alias. For example, the first John Doe will have the alias set as John.Doe; the second John Doe will have the alias set as John.Doe2.
    • Employees can change their e-mail alias one time unless the provided documentation on legal name changes. If an employee has a legal name change, they will be permitted to change their e-mail alias.

    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:

    • Students: Please contact the Registrar’s Office to process the name change. When making the request, also ask them to update your e-mail alias.
    • Employees: Please contact the Office of Human Resources to process the name change. When it has been processed and your new name appears in the online directory, please contact the IT Support Center to update your e-mail alias.

    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:

    Step 1: Log In to MyIUP

    1. Open a web browser, and go to www.iup.edu/myiup.
    2. Click on Sign into MyIUP.
    3. Enter your username and network password in the appropriate text boxes, then click Login.

    Step 2: Access Your Personal Information

    1. After successfully logging in to MyIUP, click Personal Info.
    2. Under the Personal Information portlet, select IUP computer account information for employees if you are an employee.  If you are a student, click on IUP computer account information for students.
    3. You will see your computer account information, including username, initial password, network domain, and e-mail alias. Record this information.
    4. If you wish to change your e-mail alias, go to step 3. Otherwise, click the Exit button to log out of URSA.

    Step 3: Change Your E-Mail Alias (One Allowed Change for Employees Only)

    1. From the screen which displays your computer account information, you will see “If you wish to change your e-mail alias, please Click Here.” Select Click Here.
    2. Carefully review the usage and criteria information displayed on the next screen. It is important that you read and understand this information, because you will only be permitted to change your alias one time.
    3. Enter the e-mail alias you wish to use in the appropriate text box.
    4. Review the alias you’ve entered to be sure that you have not made any mistakes.
    5. Select Change E-mail Alias. You will see a response message stating The e-mail alias change request was submitted successfully.
    6. The e-mail alias request will be processed within one business day. Until it has been processed, please continue to use your original e-mail alias. You can check to see if your e-mail alias has been processed by searching for your record using the IUP People Search web page. The request has been processed when the new alias appears in the e-mail address field.

    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 username@iup.edu still work?

    Yes, e-mail addresses in the format username@iup.edu 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:

    • If you recently changed your e-mail alias, and it has not been processed, but you modified your “from” address to reflect the new alias, you will not be able to send e-mail. Change the “from” address back to username@iup.edu until you have verified that the alias request has been processed. Alias change requests are processed within one business day.
    • If you have verified that your e-mail alias change request has been processed, check the account settings in your e-mail client to make sure that you entered it correctly.
  • Attachments

    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.

    Restricted File Extensions:
    Ext Description   Ext Description
    .bat Batch file   .msi  Install control file
    .bas Basic program   .msp  Windows installer patch
    .chm Compiled html help   .mst  Visual Test Source File
    .cmd Windows command script   .pcd  Photo CD Image
    .com MS-DOS program   .pif  Shortcut to MS-DOS program
    .cpl Control Panel extension   .reg  Registration entries
    .docm  Word doc with macro   .scr   Screen saver
    .exe Program   .sct  Windows Script Component
    .inf Set up   .shs  Shell Object
    .iqy  Excel web query   .vb  VBScript file
    .hlp  Windows help file   .vbe  VBScript encoded file
    .ht  Microsoft HyperTerminal   .vbs  Visual Basic Script file
    .hta  HTML application   .wsc  Windows Script Component
    .jar  Java Archive   .wsf  Windows Script file
    .js   JScript Script file   .wsh  Windows Script Host Settings file
    .jse  Jscript Encoded Script file      
    .lnk  Shortcut      
    .zip Archive / Compression Files, defined here to include zip plus the following file types: ACE, ARC, ARJ, BH, BZIP2, GZ, GZIP, HOX, LHA, LZH, RAR, TAR, TAR.GZ, TAR.BZ2, SEA, SIT, Z, ZOO


    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.

    1. Click once on the desired file, then right click and select "Rename" from the pop-up menu.
    2. When the file name is highlighted retype the file name with an extension that is not restricted. For example, the file "test.exe" would be renamed to "testfile-exe.txt." (List of file extensions that are notacceptable.)
    3. When you see the "Rename" dialog box, you will need to select "Yes" to rename the file.
    4. Attach and send the file using your desired e-mail client (e.g., imail, Thunderbird, Outlook).
    5. The person who receives the message must rename the attached file back to its original name. Once they save the attachment to a desired location, follow steps 1 through 3 to rename the file.

    FileSender Service

    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:

    1. Log in to FileSender with your IUP username and network password.
    2. Enter e-mail addresses for the recipients. Do not use mailing lists.
    3. Enter a subject and message. Both are optional but recommended.
    4. Change the expiration date (optional).
    5. Upload your file.
    6. Accept the terms and conditions.
    7. Click send.

    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.

    TO SHARE A FILE USING FILESENDER:

    1. Open a web browser and go to https://filesender.internet2.edu/

      FileSender-login
    2. Click Log On.
    3. When prompted for organization’s name, enter Indiana University of Pennsylvania. As you type, a drop-down list will narrow down the choices for you and you’ll be able to select Indiana University of Pennsylvania from the drop-down list.
    4. Click Continue.
    5. You will be prompted with the IUP Web Single Sign-On Login. Enter your IUP username and your network password. Click Login.
    6. In the To field, enter the e-mail address of the recipient. If there is more than one recipient, separate the e-mail addresses with commas. Do not use mailing lists.
    7. In the Subject field, enter an appropriate subject.
    8. In the Message field, enter a brief description to explain what you are sending.
    9. The Expiry date controls the availability of the file. The default is 14 days, but you can make the file available for one to 14 days. If you click in this field, you can choose the expiration date from a pop-up calendar.
    10. Click Browse to select the file to be uploaded from your available drives. It is highly recommended that you encrypt and password protect the file using a program such as 7-Zip before sending.
    11. Select I accept the terms and conditions of this service.
    12. Click Send.
    13. This will send an e-mail message to those specified in the To field. The message will contain a link to the file, which the recipients will be able to download prior to the expiration date, as illustrated below.

      filesender-email

    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.

    RE-SENDING A FILE OR SENDING TO ADDITIONAL RECIPIENTS:

    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:

    1. Open a web browser and go to https://filesender.internet2.edu/
    2. Click Log On.
    3. When prompted for organization’s name, enter Indiana University of Pennsylvania. As you type, a drop-down list will narrow the choices for you and you’ll be able to select Indiana University of Pennsylvania from the drop-down list.
    4. Click Continue.
    5. Click My Files.
    6. Locate the file. There are two icons at the beginning of each row. The first icon (an envelope with a green arrow) allows you to Re-send Email to one of the original recipients. If you click this icon, you will be prompted with Are you sure you want to re-send this email? If you choose Yes, the person listed in the To field will receive another message containing the link to the file.

      The second icon (an envelope with a green circle containing a white plus sign) allows you to Add new recipient, sending a link to the file to another recipient. If you click this icon, you will be prompted to add a new recipient in the To field, and the Subject and Message fields will be pre-filled based on what was entered on the original message. After completing the fields, click Send.

    TO DELETE A FILE

    If you need to delete a file from FileSender before the expiration date:

    1. Log in to FileSender (steps 1 through 4 above.)
    2. Click My Files.
    3. Locate the file you wish to delete. The icon in the last column (a blue square with a red circle and a white minus sign) will allow you to delete the file so that any links to the file will no longer work. If you click this icon, you will be prompted with Are you sure you want to delete this File? If you choose Yes, the file will be deleted and the recipient will receive an e-mail notification indicating that the file is no longer available.

      Please note that the file name may be listed multiple times (once for each e-mail address). If you want to delete all occurrences of the file, you will need to repeat these steps for each occurrence.

    GUEST VOUCHERS

    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:

    1. Open a web browser and go to https://filesender.internet2.edu/
    2. Click Log On.
    3. When prompted for organization’s name, enter Indiana University of Pennsylvania. As you type, a drop-down list will narrow the choices for you, and you’ll be able to select Indiana University of Pennsylvania from the drop-down list.
    4. Click Continue.
    5. Click Guest Voucher.
    6. In the Send Vouchers to text box, enter the e-mail address of the person who needs to upload a file for you. If there is more than one recipient, separate the e-mail addresses with commas. Do not use mailing lists.
    7. If desired, change the Expiry date. By default, it’s two weeks from the current date.
    8. Click Send Voucher.

    USING THE 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:

    1. In the To field, enter the e-mail address of the recipient. If there is more than one recipient, separate the e-mail addresses with commas. Do not use mailing lists.
    2. In the Subject field, enter an appropriate subject.
    3. In the Message field, enter a brief description to explain what you are sending.
    4. The Expiry date controls the availability of the file. The default is 14 days, but you can make the file available for one to 14 days. If you click in this field, you can choose the expiration date from a pop-up calendar.
    5. Click Browse to select the file to be uploaded from your available drives.
    6. Select I accept the terms and conditions of this service.
    7. Click Send.
    8. This will send an e-mail message to those specified in the To field. The message will contain a link to the file(s), which the recipients will be able to download prior to the expiration date.

    LIMITATIONS

    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).

  • Configuration

    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.

    Outgoing Mail Server smtp.iup.edu
    Outgoing Mail Server Port 465 or 587
    Outgoing Security Type TLS or SSL
    Incoming Mail Server imap.iup.edu
    Incoming Mail Server Port 993 or143
    Incoming Security Type TLS or SSL

    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.

  • Issues

    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:

    1. If the Non-Delivery Report message states that the recipient has an “unknown user account,” the sender can search for the individual using the IUP Online Directory.
    2. If the Non-Delivery Report message states “account is full (quota exceeded),” it is recommended that the sender contact the office or department of the intended recipient. Contact information for each specific office or department can be found by searching our A to Z index.