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Frequently Asked Questions for Faculty/Staff
Need Help?
Have questions? Call 777-1800 to place a support request
or submit your query via the web at
http://helpdesk.uts.sc.edu. When creating a help
ticket, please include as much information as possible
to expedite a resolution to your problem -- include any
login errors, specific problem description, browser or
e-mail client you are using, your operating system, and
cut and paste any error messages.
General E-mail
What is the
University E-mail System?
The University E-mail System is designed to offer all USC
students, faculty, and staff e-mail service and includes
an easy-to-use web interface.
When will I use the University E-mail
System?
With the exception of a few departments, the migration
of faculty and staff accounts will be planned over a 2
year period beginning in July, 2007. Your network
manager will be working with your department to
determine the best time to schedule the move.
What E-mail clients will be
supported?
The University E-mail System supports web based access via
Outlook Web Access; most users with Windows workstations
will choose to run the Outlook Client. The Outlook
client will be configured to run
RPC over HTTPS. Most Macintosh users will choose to run the Entourage client. Entourage can be configured securely as a webDAV client.
How will I
access the University E-mail System via the web?
The URL for web based access is:
https://webmail.sc.edu.
Please note that you must enable pop-ups from the
Outlook Web Access site.
Click here for instructions on how to enable pop-ups.
How will I
access the University E-mail System via the web?
The URL for web based access is:
https://webmail.sc.edu.
How do I
connect a secure IMAP client to the University E-mail
System?
Note that Outlook Express can not be configured as a
secure IMAP client for Exchange 2003; this is a
known issue with Microsoft.
What will my
e-mail address be in the University E-mail System?
Your e-mail address will not change. The default e-mail
address is yourusername@mailbox.sc.edu.
The default e-mail address can be used, but when your
mailbox is migrated to the system, your current e-mail
address will be retained.
What are my University E-mail account limits?
Individual messages must be less than 32 MB.
System backups are maintained for the sake of disaster recovery; University Technology Services will not be responsible for restoring e-mail messages.
What will be
the size of my USC Mailbox?
The default size for faculty/staff mail accounts is 300
MB.
Can I extend
the size of my USC Mailbox? Will there be a fee?
Your IT support staff can request a mailbox size
increase. We do not expect to charge faculty/staff for
additional mailbox space, but we do ask that you be a
good steward of the resources.
How do I
change my name in my e-mail account?
Login to VIP. . Select Personal.
Click on "Show Me Online Director Data and Alias". Go to
the update form and update your preferred name. This is
what will show as the first name in your University
E-mail account. It also will appear in the USC online
directory.
Migrating from GroupWise
When will my department migrate from GroupWise?
UTS will be working with your IT staff to schedule the migration. Click here for the migration schedule.
What can I expect to migrate?
The following is a list of each function or feature and an explanation of what to expect from the migration.
- Mail Messages – All messages will be migrated with the exception of the Trash the Junk Mail folders.
- Calendar Items & Notes – All calendar items will be migrated; however, recurring calendar items will be stored as multiple appointments. Note that Notes migrate as all day events on your calendar.
- Alarms – will not typically migrate; however, you will receive alarms for upcoming calendar appointments.
- Personal Address Book and Frequent Contacts – All contacts and personal address lists that you have saved in your personal address book will be migrated. Frequent Contacts, which are typically automatically stored whenever you send or receive an e-mail, will not be migrated. Please note that most personal address lists contain the internal GroupWise address for GroupWise users and will have to be recreated.
- Tasks – All tasks will migrate.
- Rules – Rules do not migrate; you must configure any mailbox rules that you wish to implement on your Outlook client. Please note that you no longer need to write a vacation rule to reply to e-mails received while you are out of the office. The Out of Office Assistant (found under the Tools menu) provides this function in Outlook.
- Proxies – Proxies do not migrate; you may grant access to your mailbox or calendar by configuring delegates (found under the Tools, Options menu).
- Archives – Will be migrated at a later time.
How long does the migration take?
The migration typically occurs overnight. Typically, the migration is scheduled to occur mid afternoon. Once the e-mail address is switched from GroupWise to Exchange, a copy of the online mailbox is initiated. The copy should be complete by the start of the next business day.
How do I launch Outlook?
To launch Outlook select the Outlook icon from the Start menu on your PC. You will be asked to select a profile. Select ‘Exchange Mail;’ do not select ‘Novell Default Settings.’ If you share the PC with other people, select the profile that is labeled as your username.
Are GroupWise addresses available in the Outlook address book?
The address book in Exchange has an entry for all GroupWise users that point to their GroupWise mailbox. You can identify a GroupWise user in the Exchange address book as his/her name appears in lower case with the first letter capitalized. There is also an icon that resembles a globe by their names. You may use this address to send GroupWise users e-mail messages or meeting invitations.
The address book in GroupWise will have an entry that points to your Exchange mailbox. GroupWise users will be able to send you e-mail as well without having to know that you are now using Outlook and Exchange.
How can I best prepare for the e-mail migration?
Please attend Outlook Training; you may view available session times and register for a class at http://www.sc.edu/universityemail/outlooktraining/ .
- If you have not reset your password through VIP within the last six months, please do so. You will not be able to access your Exchange mailbox unless you have reset your password.
- If your GroupWise mailbox exceeds 300 MB in size, please archive some messages. Your Exchange mailbox is limited to 300 MB.
- If you have stored contact information for persons who are not already in the GroupWise address book in your Frequent Contacts address book, please drag and drop those contacts that you would like to retain into your Personal Address Book.
- If you wish to retain all your Frequent Contacts that are not internal GroupWise addresses, an easy way to identify the non-GroupWise addresses is to open your Frequent Contacts Address Book, then right-click on the column header ‘Post Office,’ and select ‘Sort on Post Office First.’ This action will cause the GroupWise addresses to sort to the bottom of the list. You should be able to select all the non-GroupWise entries at the top of the list and drag and drop the entire set into your Personal Address Book.
What actions do I need to take after the migration?
- Communicating with Listserv’s - Please note that your default reply-to address will be username@mailbox.sc.edu. If you have registered on listserv’s with your username@gwm.sc.edu address, you will have to re-register to those listserv’s before you will be allowed to post messages.
- Reset Your Alias - If you have configured an alias that points to your GroupWise address, please update it via VIP to point to username@mailbox.sc.edu.
- Tune Your Spam Management Preferences. - E-mail that is classified as likely spam is quarantined by the SonicWall spam filter. You may view quarantined messages that were addressed to you and customize your spam management configuration at: https://myspam.sc.edu . Please login with your network username and password.
User Accounts and Logging In
What is my USC
Network Username and Password?
To determine your USC Network Username and set a
password, if you do not know these values, or if you
have forgotten your password or your password has
expired (passwords expire at least every six months for
your security), follow these steps:
- Login to VIP (https://vip.sc.edu)
(Forget your PIN ? Students should contact the
Registrar's Office; faculty/staff should contact
their departmental Human Resources representative)
- Select the "Technology" Link
- Select "Show Me Network Username"
- Your USC Network Username will be displayed and
you will be prompted to choose a password. You will
be asked to type it twice for verification. Your
password must be a “strong” password. Rules on legal
passwords will be displayed.
- Click on the "SET PASSWORD" button to set your
password to what you have specified.
PLEASE NOTE that setting your password through VIP
will change your password for all participating
systems, including access to many departmental
networks and labs on campus, as well as the
Blackboard system.
If you are locked out of the University E-mail System
because of multiple attempts to login with an incorrect
password (this is a security feature), just log back
into VIP and reset your password.
ATTENTION GRADUATING STUDENTS:
Please be aware that access to your University E-mail account
will be revoked 1 year after your last semester at USC
if you are an undergraduate; access will be revoked 2
years after your last semester at USC if you are a
graduate student.
What is a strong password?
Your network
password must be at least 8 characters in length. Your
network password may not include any part of your name
or username. Your USC network password must contain at
least 3 of any of the following:
Numerical symbols
Special Characters
Upper Case Letters
Lower Case Letters
Please avoid passwords that contain:
- Words found in a dictionary (English or other)
- Names of family, pets, friends, co-workers,
fantasy characters, etc.
- Computer terms and names, commands, sites,
companies, hardware, software.
- Organization or department names or building
locations.
- Birthdays and other personal information such as
addresses and phone numbers.
- Word or number patterns like aaabbb, abc123,
qwerty, zyxwvuts, 123321, etc.
- Any of the above spelled backwards.
- Any of the above preceded or followed by a digit
(e.g., secret1, 1secret).
Passwords should never be written down or stored
on-line. Try to create passwords that can be easily
remembered. One way to do this is to create a
password based on a song title, affirmation, or
other phrase. For example, the phrase might be: "I
love the Gamecocks because we are the best!" and the
password could be: "I<3tGCbWrtb!" or
"1LTgcbC0ZwRTB~" or some other variation.
NOTE: Do not use either of these examples as
passwords!
How often do I have to change my
password?
You will be required to change
your password at least every 180 days.
Spam Management
Is
spam management enabled?
Yes. The
University E-mail System is running the SonicWall anti-spam
appliance to screen incoming e-mails. Any message
detected as likely spam is quarantined. You will receive
a daily summary in your inbox that you have spam. The
message will provide you a link to the quarantine. You
should periodically check your quarantined messages to
ensure that nothing was tagged as spam that you would
prefer to receive. You can configure your preferences
for tagging spam and for receiving notifications.
Is all spam
quarantined?
No, messages that are recognized as “known” spam are, by
default, deleted by the spam management system. You can
change this setting via the Spam Management option on
the Settings menu in the SonicWall spam management
system.
How do I
configure my spam management preferences?
Click here for a brief set of instructions for
configuring spam management preferences.
The complete User Guide for the SonicWall spam management system can be found at the following URL: http://sonicwall.com/us/support/230_6166.html
How do I
access my spam messages?
When SonicWall has quarantined one or more spam
message(s), you will receive a message in your inbox
with the following subject “Summary of junked e-mails
blocked” with instructions on how to view just that
message or the contents of your junk box within
SonicWall.
Please note that you may have a “Junk E-mail” folder
within your mailbox by default; it should be empty as
all of your messages that are classified as likely spam
are quarantined by the SonicWall spam management system.
Trouble-Shooting Hints
I am having difficulty configuring Outlook on my computer.
Please make sure that your name is published in the Exchange Global Address Book; your name must be visible in the address book before the Outlook configuration can complete. If you are not sure if you are in the global address list, please contact the UTS Help Desk at (803) 777-1800.
Can I send
e-mail to username@webmail.sc.edu?
No, username@webmail.sc.edu is not a valid e-mail
address; your default e-mail address is username@mailbox.sc.edu.
(Substituting your username).
I’m
encountering script errors when using Outlook Web
Access?
Make sure that your internet browser allows pop-ups from
Outlook Web Access; otherwise, some functions may return
a script error or may default to the login screen.
I am trying to
schedule a meeting with someone; when I check his
availability, the system reports that no data is found.
The system can only provide availability information for
users who have posted at least one appointment to their
calendars.
I am unable to
create a public folder.
Public folders are not supported on the University
E-mail system; please note that attempting to create a
public folder in Outlook Web Access may not report a
meaningful error message, depending on the internet
browser you are using.
My secure IMAP
connection is being refused.
Verify that the IMAP port is set to 993 and that SSL is
enabled for this connection. The correct IMAP server
name is imap.mail.sc.edu.
I am
encountering the following error message “0x800CCC0E -
The connection has failed. Account: ‘<AccountName>’,
Server: ‘asmtp.mail.sc.edu’, Protocol: SMTP, Port: 25,
Secure(SSL): No, Socket error: 10060, Error Number:
0x800CCC0E”
The correct port for SMTP is 2525. SSL also needs to be
enabled for this connection.
I am
encountering the following error message “0x800CCC0F -
Your server has unexpectedly terminated the connection.
Possible causes for this include server problems,
network problems, or a long period of inactivity.
Account: ‘<AccountName>’, Server: ‘asmtp.mail.sc.edu’,
Protocol: SMTP, Port: 2525, Secure(SSL): Yes, Error
Number: 0x800CCC0F”
Your client may not support the secure configuration or
you may have a firewall between your connection and the
server. Outlook Express is not a supported client for
this configuration. Please review the list of tested
email clients.
If you are using Outlook 2003, be sure that you have
Office SP2 correctly installed. If you are unsure if you
already have SP2 applied check ‘Help’ | ‘About’ to
confirm your version.
I am
encountering the following error message “0x800CCC0E -
‘…Unable to connect to the server…”
Please verify that the client has the correct server
name for both SMTP (asmtp.mail.sc.edu) and IMAP (imap.mail.sc.edu).
Additional troubleshooting tips can be found in
Microsoft KB article 813514
I can not
configure Outlook Express as an IMAP client?
Outlook Express can not be configured as a secure IMAP
client for Exchange 2003; this is a known issue with
Microsoft.
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