Aerial photograph of the Immaculate Conception Chapel

UDmail

A UD Google Apps account is provided to all UD students, faculty, and staff upon enrollment or employment.  This account provides access to your UDmail as well as other Google services.  Unlike a consumer Gmail account, this account is administered by UD, offered ad-free, and offers 25 GB of email storage space.

Your UDmail address is in the format of <UD_username>@udayton.edu.   (In addition, you may have one or more UD email aliases that point to this address.)  Replies to any messages reflect your UDmail address by default.

Access your UDmail

You can access UDmail on your Front Porch tab at http://porches.udayton.edu.  Login with your Novell/LDAP username and password, then look for the UDmail channel in the middle of the Front Porch tab.

If Porches is unavailable, click here to login with your LDAP username/password.

If you forget your Novell/LDAP password, reset it at http://porches.udayton.edu.

Getting Started

Check out our Getting Started guides for general information about using your UDmail.

  • UDmail Basics -- learn about conversations, sending and replying to messages, adding attachments, searching, and printing
  • Organize Your UDmail -- learn how to set up your email signature, use labels to organize your email (similar to folders), and use filters to automate what happens to certain types of incoming email
  • Using Google Apps Tasks -- keep track of your daily to-do list using the Google Apps Task gadget
  • Archiving in UDmail -- use your archive to keep your Inbox free of clutter without having to delete messages
In addition to the Getting Started guides, browse the following topics for additional information and tips about using your UDmail account.

Sending messages

Access the UD Address Book

When you compose an email message, the type-ahead feature in the "To", “Cc”, and “Bcc” fields shows you a limited number of possible recipients based on a) your personal contact list and b) possible matches in the UD Address Book.

An alternate way to find an email address is to click the word "To", “Cc”, or “ Bcc” in the Compose Mail window to open a separate search window. Now when you type the person's name in the search field, you will see all the possible matches pulled from your contacts as well as the UD Address Book. Click on the appropriate name(s), then click Done to add recipients to your email message.

Send your message to the correct UD recipient

To minimize the possibility of sending a message to the wrong recipient, we recommend the following:

  • Pay close attention when you add recipients to a message
  • Don’t rely solely on the type-ahead feature available in the To, Cc, and Bcc fields. Perform a full search of your Contacts and the UD Address Book by clicking the word "To", “Cc”, or “ Bcc” in your Compose Mail window to open a separate search window and select recipients from the full University of Dayton contacts list 
  • You may find two or more individuals with the same name in the UD Address Book. If that happens, log in to Porches and use the University Search box to verify the correct email address of a UD recipient. Results from this search display a Department or a Student Level in addition to an email address to help you identify the appropriate person. 
  • Remember that most faculty and staff usernames are in the format of <firstinitial_lastname_number>, while student usernames are typically in the format of <lastname_firstinitial_number>
  • Enable the “Undo Send” lab to allow up to 30 seconds to recall a message you’ve sent. Click the Gear icon (upper right corner), select Mail settings, click Labs, enable Undo Send, then click Save Changes. Once enabled, you can configure the Undo Send on your Mail Settings, General tab to give you 5-30 seconds to recall a message. 

UDit cannot provide any assistance if you inadvertently send a message to the wrong recipient -- we cannot recall a message once it has been sent.

UDmail “read receipts"

Read receipts are available in Google Apps for Education (not in the free consumer Gmail), but in general, are not a reliable way to determine if a message was read by the recipient(s). You can request a read receipt when sending a message by clicking “Request return receipt” under the To field in a message. However, the behavior of the receipts may differ depending on the recipient's email software, how they access the message, and whether they choose to send a read receipt if/when prompted. In addition, Gmail only delivers read receipts for messages sent to the user's address, not messages sent to group mailing lists or aliases. 

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Managing mail

Highlight messages from specific people

You can highlight specific messages by using an automated filter to Label and/or Star incoming messages.

  1. Create a label (e.g., Rudy Flyer), then edit it to change the color of the label. 
  2. Then create a filter to identify messages from a particular user (e.g., rflyer1@udayton.edu) that applies the label you created in Step #1 AND/OR stars the message(s). 
Recovering deleted email

You can delete an entire conversation (thread), one message from a conversation, or an individual message. Deleted emails are placed in your Trash, and will be removed automatically from your Trash after 30 days. You can retrieve a message as long as it is in your Trash; you can also permanently delete messages from Trash prior to the 30 days.

Spam

Google’s spam management processes deliver all messages sent to your account. While some messages that appear suspicious are flagged and labeled as Spam, Google ultimately lets users decide and manage these messages on their own.

UDmail messages are processed using Google's native spam rules and filters. Spam messages are automatically deleted after 30 days, which allows you the opportunity to glance through these messages occasionally to make sure nothing was labeled incorrectly as Spam.

If messages are being labeled incorrectly as Spam, you can set up a mail filter and select “Never send it to Spam”.

If spam messages are appearing in your Inbox, report them to Google by clicking the Report Spam button at the top of the message.

Visit our Spam Precautions page to familiarize yourself with other good "spam handling" practices.

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Notable features

Gmail Labs

Google offers a number of “experimental” features that are being tested to determine whether they are suitable for full integration into their Gmail service. While Labs offer some great additional features, keep in mind:

  • they may break or disappear at any time 
  • they may eventually graduate and become regular features. 
Use Advanced Search

Advanced search operators are query words or symbols that perform special actions in Gmail search. These operators allow you to find what you're looking for quickly and accurately. They can also be used to set up filters so you can organize your inbox automatically.

Use keyboard shortcuts

If you prefer to work from your keyboard rather than having to switch between keyboard and mouse controls, you can enable keyboard shortcuts.

Set an Out of Office message

You can set up a automatic vacation response in your UDmail settings that will automatically reply to anyone who emails you while you are out of the office. While the vacation responder is enabled, Gmail will send a response to anyone who contacts you. If that person contacts you again after four days and your vacation responder is still enabled, Gmail will send another vacation response to remind the person that you're away from your email.

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Configuration

Set UDmail as default mail program for web “mail to” links

You can designate Gmail as your default mailto handler. This means that when you click on any hyperlinked email address, a Gmail compose window will open so you can send a message to that address from Gmail.

Access UDmail via a desktop client

Google Apps supports the POP and IMAP standards. Users can use any 3rd party email client that supports these standards.

NOTE: UDit does not provide support for 3rd party email clients.

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Storage and sending quotas

Email sending limits

In an effort to fight spam and prevent abuse, Google sets limits on the amount of mail a user can send per day (2,000) as well as the number of recipients per message (2,000 total; 500 external). After reaching one of these limits, a user cannot send new messages but can still receive incoming email.

If you need to send a large amount of mail, contact the UDit Help Desk to request a Google Group. This counts as one email address for internal recipients; however, if you send a message to a group, each external member is counted as one recipient.

Storage quota usage

To see how much of the 25 GB of UD Google Apps space you are currently using, look in the lower left corner of any UDmail page. You’ll see a status message indicating “ % full - Using MB of your 25000 MB”. If you approach your storage limit, the quota indicator will turn red. If you go over your limit, incoming messages to your account will be returned to the sender until you delete messages to regain space.

Requests for additional storage space

Google currently allows 25 GB of email storage space to all Google Apps for Education customers. If you exceed your limit, you will need to move messages to Trash and permanently delete them from there. UDit cannot add additional storage space to your account.

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Shared mailboxes

Access a personal Gmail account using your UDmail account (or vice versa)

You can use Google’s multiple sign-in feature to access different Google products with up to 10 accounts using tabs in the same browser.

If you enable multiple sign-in, the first account you use to sign in during that browser session will be your default account for the rest of that session. If you visit other Google products that don't support multiple accounts after you've signed in, you will automatically sign in to your default account for that product. If you sign out of any Google product while signed in to any account, you will be signed out of all your Google Accounts at once.

NOTE: If you enable the multiple sign-in feature, use caution regarding which account you are using to respond to any particular email (e.g., being careful not to send a business email from your personal account). We recommend that you login to your UDmail account before switching to another account.

Delegate access to your UDmail account

You can delegate access to your UDmail account to up to 25 people so they can read, send, and delete messages on your behalf. The delegate will also be able to access your Contacts.

Access a delegated mailbox

You can read, send, and delete messages on behalf of someone else if that individual delegates their Gmail account to you.

Request a shared mailbox for your group/department

UDit can create a shared mailbox for your group or department to use to send and reply to messages using the group's email address rather than your own address. The mailbox can be delegated to up to 25 users who will be able to access messages and reply on behalf of the department’s email address.

Each shared mailbox has an identified Primary Contact who can authorize changes to the mailbox (e.g., settings, membership, etc.) as needed.

Contact the UDit Help Desk at (937) 229-3888 or helpdesk@udayton.edu if you need a NEW shared mailbox created.

Contact the designated Primary Contact if you need access to an EXISTING shared mailbox. (The UDit Help Desk has a list of Primary Contacts.)

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Additional resources

Training Resources

For general information on how to use Gmail, visit the Google Apps Learning Center.  In addition, Google provides Online Gmail Help.

Suggest a feature

Google is open to feedback from its users about suggested enhancements to their services. Much of their development strategy is driven by user demand -- in essence, the more people who request a feature, the more likely Google is to develop the feature.

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