City of Terrell Staff Email Support

• Retrieve email online- webmail on new server

   

• Staff email control panel logon
  • Control panel features

 

• Email configuration settings

Frequently asked questions - Email

Q - What should my Outlook or Outlook Express setting be?

A- There are more than 30 versions of Outlook in use today, so these configurations may be called something slightly different - but this should get you there. Click on the "tools" tab, then the "email" tab. Click on the account name, if it is there, to change settings or "new" if you are setting up an account for the first time. The server information is "incoming mail server" (POP3):mail.cityofterrell.org. "Outgoing mail server" (SMTP): mail.cityofterrell.org. Enter your name, email address, user name and password. Click on the "more settings" tab, then the "advanced" tab. Make sure the "Leave a copy of the messages on the server" box is NOT checked. Leaving messages on the server - even for 5 or 10 days, can clog your email account, causing your emails to be rejected. Click on the "outgoing server" tab and check the "My outgoing server requires authentication" box. Click on the "OK" box, the "next" box and then "finish".

Step by step tutorial

Do not make changes to your email configuration if you do not know what you are doing. Make an appointment with the IT department or call the City of Terrell web designer, Clay Woods at 903-455-7232.

Q- Can I access my email from home?

A- Yes. You can access your account through webmail. Enter your email name and password. You will be able to see your emails from any computer that has internet access. You can view, reply to and delete your emails. You can view your emails, but as long as you do not delete them, they will still come into your office computer the next time you open Outlook. Remember to purge your webmail trash files after you delete emails.

Q - My computer remembers my email password and I don't remember what it is. How can I can I find out what my password is?

A - Email webmaster@cityofterrell.org from your email account requesting your password and it will be sent back to you. Once you receive it, record it in a safe place. If you are not able to send an email from your email account, please call either John Rounsavall at 972-551-6619 or Clay Woods at 903-455-7232. You would normally be able to contact Jody Intelhouse, but he is out with a broken wrist.

Q- Is there any way to reduce the amount of spam I receive?

A - Spam is the scourge of the internet. We block it one way and they find a way around it until we block it again. The new server has improved spam filtering. It helps you to block spam but not the emails that you need to see. You can set how aggressive your filtering of email is by choosing your settings in email control panel.

Q - How do the spammers get my email address to begin with?

A - 80% of the city email accounts are not visible anywhere on the website and those that are visible are masked to spammers. Therefore, the only way for spammers to get your email is from you. Do you surf at lunchtime? Do you register for promotions that collect your email and give out your work address? Do you buy things online for non-work related items? Your email address is for work related business ONLY. Do not go to any site that is not work related. Do not respond to offers of any kind. Do not open attachments if you are not 100% certain of the sender and that it is work related. Do not share jokes or youtube sites with others or accept them. All of these start the process of getting you on a spammers list. Once on it, they then share your email address with other spammers and we all have seen where that leads.

Now for those who have never done any of these things from your work email account. You may belong to a professional organization or may have ordered work related information from a site that inadvertently shared your account information. The best way to avoid spam email is never share your email address with anyone who does not need it for work related business. The good news is you can now set up an email alias account through the email control panel. This will allow you to use a email alias address that will forward to your primary account. So, for instance, if you are ordering a work related item from the web, give your email as an alias account that you have set up. This allows you to monitor correspondence from that account but close the account if they start to share the address with spammers.

I assure you that we will be constantly doing what we can do reduce the amount of spam you receive, but you must do your part to help.

Q -Can I change my password to something easier for me to remember?

A - Yes. Log into your personal email control panel. To login you will need your email account name and password. You will be taken to your User Dashboard. Click on "USER INFORMATION" in the left side menu. You will see your user account name, full name and email disk space quota. If you click on the edit button, you will be able to change your account information and password. Please make a note of your new password, so you can look it up if you forget what it is. (NOTE- if you change your password and forget it, support will not be able to tell you what you changed it to! You will need to reset it to the original password.) If you receive large files regularly and need more disk space, send an email with your request to webmaster@cityofterrell.org

Q - My email setting look right and it still does not work. What do I do?

A - Call the City of Terrell web designer, Clay Woods at 903-455-7232.

Frequently asked questions - Email control panel

Q - What features are available email control?

A - Log into your personal email control panel to explore what you can do. If a security alert pops up during the login process asking if you want to proceed, click "yes". Your user name is your email logon ( jsmith@cityofterrell.org - user name is jsmith) Enter your email account password and click the logon button. (The web address of user login is http://mail.cityofterrell.org/user but returning to this page will probably be easier to remember.)

1. Better control of your personal spam settings

2. Better help files accessed from your email control panel or here. Look for the help files associated with "Manage your Email"

 

3. A vacation message mail utility that automatically sends a standard reply message to incoming email messages. This feature is most often used to notify the sender that you are currently unavailable.

 

4. Simple access to your own "allowed sender list" and "blocked sender list"

 

5. Email forwarding

 

6. Auto responders

 

7. View and Monitor email usage data.

 

8. Set up an email alias

Q -Can I adjust my spam filter setting?

A - Yes. Log into your personal email control panel. To login you will need your email account name and password. Once logged in you will see your User Dashboard. Click on "configure spam options" in the right hand column. Follow the instructions on the page. You will be able to set the spam tolerance level and what is done with the spam. When you have adjusted your setting hit the save button at the bottom.

Click on the top tab labeled "allowed senders list". If you find that you want the spam filter set to remove the most spam but an email that you want to see is being stopped, add that email address here and it will be allowed through. Add any email address that you have a reason to believe is being blocked for any reason and it should go through.

Click on the top tab labeled "blocked senders list". If you find that you are getting spam or unwanted email from a particular address, add that email address here and it will not be allowed through.

Q- Can I post an "On Vacation" message from my email account?

A - Yes. A vacation message is an email utility that automatically sends a standard reply message to incoming email messages. This feature is most often used to notify the sender that you are unable to respond to email for a period of time while out of town or on vacation.

Log into your personal email control panel. To login you will need your email account name and password. You will be then taken to your User Dashboard. Click on "Vacation" in the right hand column. Click on "edit configuration" Check the "enable Vacation Message" box and enter the message you would like sent to people who email you.

EXAMPLE MESSAGE: Precedence: junk
Subject: I will be out of the office from July 1-7. I will contact you when I return about
"$SUBJECT"

The "$SUBJECT" will repeat in the email returned to the subject listed in the email. It will send only one "out of the office message" per person emailing you. So if someone sends you 5 emails while you are gone, they will only receive one email back from you. You will receive all sent messages as usual. Remember to turn off your vacation message when you return.

Q- Can I forward my email?

A - Yes. You can redirect, or forward, your incoming email messages from one mailbox to another. When you create a forward order, your email messages are redirected to another location without the sender knowing the new address. This is ideal if you want someone else to receive your emails while you are gone.

Forwarded messages are accessible only through the account to which they are forwarded. No copies are kept in the original email account.

Log into your personal email control panel. To login you will need your email account name and password. You will be then taken to your User Dashboard. Click on "Forward" in the right hand column. Click Enter the email address that your mail should be forwarded to in the box and hit the "update" button. Remember to turn of the forwarding when you return

Q - Can I set up an Auto Responder?

A - Yes. A responder is a method of automatically replying to incoming email.

For example, you might want all emails sent to handgunclass@cityofterrell.org to receive an automatic reply about the next class date and how to register. To do so, you can create an alias called handgunclass then create a responder for that alias. Whenever email is sent to handgunclass@cityofterrell.org, the prepared reply is sent automatically.

Responders can be set up for aliases only. They cannot be mapped to individual email addresses without aliases.

Log into your personal email control panel. To login you will need your email account name and password. You will be then taken to your User Dashboard. Click on "Help" in the left hand column. Click on "view contents" in the upper left corner to see a list of help topics. click on "Manage your email", and then "Working with Responders" for detailed instructions

Q - How Auto Responders differ from Vacation Messages

Both responders and vacation messages automatically reply to incoming email. However, they have these key differences:

• Responders can be set up only for aliases; vacation messages are set up for email addresses.
• Vacation messages are sent only once. If users send multiple messages to an email address that has a vacation message enabled, they receive only one automatic reply. Messages sent to aliases using responders receive replies each time the message is sent.

Q- Can I set up an email alias?

A - Yes. An email alias is a method of mapping a nickname to your email address. Whenever someone sends email to one of your aliases, the message is sent to your actual email address.

For example, if you are ordering a work related item from a website, give them your email as an alias account that you have set up. This allows you to monitor correspondence from that account, but close the account if they start to share the address with spammers.

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