Email Questions

From COEHELP

Jump to: navigation, search

Contents

Configuring your email client to use your COE / ECE email account

The following instructions are for all COE accounts. If you are a member of the ECE department (faculty or student), please click here for additional ECE-specific information.

General mail client configuration information

Your COE Unix account can be used to send and receive email. We offer several ways to read your email; these include IMAP (with or without SSL), POP3 (with or without SSL), a WebMail facility, and command-line Unix clients that can be used in a telnet or SSH login session. We also relay outgoing mail (SMTP) for authenticated COE users.

WebMail users don't need to configure anything. Just point your browser to the WebMail page; the configuration is taken care of by the administrators.


To configure your mail software or mobile device to work with your COE account, you will need the following information:

  • IMAP server: mail.coe.neu.edu
    • SSL required
    • IMAP folder root should be blank (was "mail" on our old server)
  • POP3 server: mail.coe.neu.edu
    • SSL required
    • Note: IMAP rather than POP is recommended for most users.
  • SMTP server: smtp.coe.neu.edu
    • TLS or SSL and authentication required
    • SMTP ports: 587 or 25

Note 1: SSL stands for Secure Socket Layer. This is not the same as SPA (Secure Password Authentication). Do not check the box that says "Log on using SPA" when setting up Microsoft Outlook!
Note 2: TLS (Transport Layer Security) and SSL are two names for what is really the same thing: encryption that protects your password.

Outgoing mail (SMTP)

We relay outgoing mail (SMTP) for all COE users with secure authentication.

To send mail from off-campus, you must log in with your COE username and password to our smtp.coe.neu.edu. Your mail client must support both authentication and TLS or SSL (secure socket layer).

Choose Password or Plain as the authentication method (not Kerberos or MD5). You can send mail using either port 587 or port 25 (but port 25 is blocked by some firewalls). See above for some mail client tips.

You MUST use the COE SMTP server to send mail from your COE email account

Please note that the COE / ECE mail system will reject any messages with a From: address ending in @ece.neu.edu or @coe.neu.edu, unless they actually originate from the COE SMTP server smtp.coe.neu.edu. This is a security measure to protect our users against spoofed malware messages.

Mail configuration notes for some specific programs and devices

Thunderbird/Netscape/Mozilla

Note for Outgoing mail: Netscape 7.2 and Mozilla Thunderbird use "StartTLS" or "TLS" to denote SSL on port 587. We recommend using port 587 (StartTLS). Do NOT check the box that says "Use Secure Authentication". The outgoing mail server is "smtp.coe.neu.edu".

  • To configure your Thunderbird client for the new COE mail server settings please do the following:
  • Open up Thunderbird. Click on the "Tools" tab and sellect "Account Settings".
  • Click on the "Server Settings" line.
  • In the "server Name line make sure it reads "mail.coe.neu.edu"
  • Make Sure "SSL" is sellected in the Security Settings section. Make sure the port is 993 for mail (imap) or 995 for POP
  • Now Click the "Advanced" button. Make sure the IMAP server directory is BLANK "no writing on it. If it has /mail or anything else, please delete, it should be blank. Then click ok.
    example: Restart the Thunderbird client and you should be all set.

Microsoft Outlook

To have Outlook (on Windows clients) read mail from the COE mail server, you need to create a connection to the COE email server, mail.coe.neu.edu

  1. Open the Outlook client and Select the "File" tab on the upper left hand corner.
  2. Click on the "Info" tab (should be selected by default); underneath "Account Information" click the "Add Account" button.
    • To edit an existing COE account, instead click "Account Settings" and highlight the account you wish to modify in the pop-up window, then click "Change". Then skip to step 5.
  3. In the "Auto Account Setup" window, change the radio button to "Manual setup or additional server types" and click Next.
  4. Change the radio button to "POP or IMAP", and click Next.
  5. Under "User Information" (first section), adjust the following fields:
    • Your Name = how you want your name to display on outgoing email
    • Email Address = your COE email address (yyyy@coe.neu.edu)
  6. Under "Server Information" (second section), adjust the following fields:
    • Account Type = IMAP
    • Incoming Mail Server = mail.coe.neu.edu
    • Outgoing Mail Server = smtp.coe.neu.edu
  7. Under "Login Information" (third section), adjust the following fields:
    • User Name = COE account name (aka the first part of your COE email address, before the @ symbol)
    • Password = your COE account password
    • If this is your personal workstation, you may want to check the "Remember Password" box; do NOT do this on a shared / public workstation!
  8. Make sure the checkbox for "Require Logon using SPA" is UNCHECKED
  9. Click on the "More Settings" button on the right to open a pop-up window with multiple tabs:
    • General tab -- change the Outlook display name for your account if desired
    • Outgoing Server tab -- Mark the checkbox for "My outgoing server (SMTP) requires authentication", and ensure the radio button is set to "Use the same settings as my incoming mail server"
    • Advanced tab -- use the following:
      1. Incoming Server (IMAP) 993 and encrypted connection type = SSL
      2. Outgoing Server (SMTP) 587 and encrypted connection type = TLS
      3. Root Folder Path should be blank. If it's "/mail" then delete it.
      4. Other default settings should be fine; click OK to return to the basic settings window.
  10. If the checkbox to "Automatically test account settings when Next is clicked" is not marked (it is by default), you should either mark it, or test settings manually using the labeled button.
  11. Click Next to start the account settings test; upon successful completion, close the test window, then click Finish on the main window.

Your COE email account is now provisioned for use in Outlook!

Mail.app on Mac OS X

  • Setting up your COE account in Mail.app:
    • For Incoming mail, choose the IMAP protocol and use SSL. The server is "mail.coe.neu.edu".
    • For Outgoing Mail (SMTP), the server is "smtp.coe.neu.edu". Click "Use Default Ports" and check the box that says "Use Secure Sockets Layer (SSL)." Choose Password authentication and enter your COE username and password.
  • Reconfiguring an existing COE account after the Mail Migration:
    • Go to Preferences, Accounts, and select your COE email account. You will see three tabs.
    • Under the first tab, Account Information, enter "mail.coe.neu.edu" as the Incoming Mail Server.
    • Under the third tab, Advanced, be sure the IMAP Path Prefix is blank. Check the box that says, "Use SSL".

Apple iPhone and iPad

  • Click "Settings" on either the iPad or the iPhone
  • Select "Mail, Contacts, Calendars"
  • In the accounts section select "Add Account..."
  • Scroll down and select "Other"
  • In the Mail section select "Add Mail Account"
  • Enter your "Name", " coe email account, coe password and a description that will identify this email.
   example: John Smith, jsmith@coe.neu.edu, Your_COE_password, COE Mail
  • Click Next
  • In the "Incoming Mail Server" section, for host name enter "mail.coe.neu.edu"
  • Enter your username ie. jsmith
  • Enter your coe password
  • For "Outgoing Mail Server" enter smtp.coe.neu.edu along with your username and password then enter Next.
  • Further configuration. Go back to Settings .... Mail, Contacts, Calendars .... Select the Coe Mail and click on Account...
  • Go to the bottom of the page and select "Advanced".
  • IMPORTANT PARTS
  • Make sure SSL is ON
  • The IMAP Path Prefix is left blank .... /
  • IMAP Server Port is set to 993
  • Outgoing Mail (SMTP): port 587, SSL set to "On", use "Password" for authentication.
  • That should be it. If you have any questions, please email us at help@coe.neu.edu.

Android Smart Phones

  • First open up email client
  • Click on the options button located on the bottom left corner
  • Click on "Account Settings" you may need to hit more to see the account settings
  • Click on "Incoming Mail" here you change the incoming server to mail.coe.neu.edu
  • Then you need to change the "SSL" to "SSL (Accept All Certificates).
  • Now you need to remove the "/mail" listing
   example: There may be different versions of Android, if these instructions do not work please email us at help@coe.neu.edu


Unix-based mail clients

The COE system does not NFS-export the mail spool to Unix workstations. You will need an IMAP or POP3 client to read your email from the server.

Pine

You may want to log in to a Linux workstation using telnet or ssh, and run a command-line Unix mail client. If you don't already have a favorite, we recommend Pine.

To start Pine, just type pine at the command prompt. Give your username and password to log in to the IMAP server when prompted.

For help using Pine, see the excellent Pine tutorial on the University of Washington web site. (Pine is written and maintained by the Computing & Communications group at the University of Washington.)

You can read the online manual page for Pine here.

You can use Pine on your own Linux or Unix computer to read your mail on the COE system. Edit your .pinerc file with the following settings:

smtp-server=smtp.coe.neu.edu:587/user=username
inbox-path={mail.coe.neu.edu/novalidate-cert}inbox

substituting your username for "username", of course.

Emacs (as a mail client)

To use emacs rmail with the COE POP3 server, add the following lines to your ~/.emacs file:

(custom-set-variables 
   ;; custom-set-variables was added by Custom -- 
   ;; Your init file should contain only one such instance. 
'(rmail-primary-inbox-list (quote ("po:username"))) 
'(rmail-pop-password-required t) 
'(user-mail-address "username@coe.neu.edu"))

Substitute your username on the fourth and sixth lines, of course.

Mutt, Netscape Mail, and other Unix mail clients

Other Unix-based mail clients available on the COE system include Netscape / Mozilla (graphical) and mutt (text-based).

Netscape on Unix is configured just like Mozilla variants (Thunderbird, Netscape, etc.) on Windows. Please look above for configuration help for Thunderbird.

About COE WebMail

The College of Engineering offers a web-based interface to email for your COE account. For lack of a more original name, we call it COE WebMail. You can use COE WebMail from any internet-connected computer with a modern web browser. The browser must support JavaScript, Secure Socket Layer (SSL), and frames for webmail to work. Point your browser to https://www.coe.neu.edu/webmail and you will be redirected to the WebMail site.

COE WebMail can be used to read your mail and to send messages from your COE account. It can handle attachments if the computer you are using has suitable applications to open the attached files.

Our WebMail is IMAP-based, so it create and use folders to sort and save your mail. The same folders can be viewed and managed with almost any IMAP mail client. Your folders are in a location of your choice in your COE home directory; the default location is in the subdirectory mail/. This is also the default location for mail folders in Pine.

WebMail offers an address book for your convenience. Your address book is stored in a database on the server. You will see a small icon of a book next to email addresses in your messages; just click the icon to add the address to your address book.

COE WebMail uses SSL to protect the transmission of your password. Be sure to log out of WebMail and quit your browser when you are done reading your mail.

Forwarding and Autoresponders (Vacation)

Forwarding your mail

You can forward mail from your COE account to another mail account if you wish. Forwarding is user-configurable and can be changed at any time; changes take effect immediately.

Set up forwarding by going to COE Webmail. Log in and click on My Account, then Forwarding.

Unix users may log in to the system with telnet or ssh to change your forwarding. When you are logged in, type the command setup and choose the forwarding option. This will run a script that will show you your current forwarding setup and walk you through any changes you wish to make.

You can also forward mail from other accounts to your COE account. To set up or change forwarding for student Husky accounts, go to: myneu.neu.edu. To change forwarding for Faculty and Staff Exchange accounts, send email to help@neu.edu or call the IS Help Desk at x4357.

Setting up an autoresponder

To set up a vacation autoresponder, users can use the Unix command-line "vacation" program. Log in to a COE Linux workstation. Run the command setup and choose the vacation autoresponder option. This will set up an autoresponder and allow you to edit your response message.

We suggest you send yourself a test message to verify that everything is working. When you return, you can run setup again to turn off the autoresponder. Your mail will all be there waiting for you.

Miscellaneous Email Questions

Size restrictions on messages and attachments

The maximum size of a message (text plus all attachments combined) that will be accepted by the COE mail servers is 50 Mb.

WebMail has a separate upload limit of 5 Mb. This is the maximum size of files you can attach to messages in the compose window.

Spam and Anti-Virus protection

Your COE email account is protected against viruses and spam by Symantec Brightmail Gateway.


Personal tools