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Wise
with Groupwise
Q&A
with the People of DVC (Data and Voice)
Are students issued
a Groupwise email account?
Sandro Silvestri: All
registered students are assigned an email account. The email address is
the same as their login, yourname@hfcc.edu,
where yourname is the login account name issued to all students and
listed on the class list at the start of the semester. Students can get
to their email account by going to http://my.hfcc.edu
and clicking on My HFCC email.
Reminder: If the student
has changed his or her login password, then their Groupwise password will
still be at the default, the two-digit month and two-digit date of the
student’s birth, which is the same default for WebAdvisor. For
example, if the student was born on September 12th, then the
default password for his or her Groupwise email account would be 0912.
What happens to
emails that are not archived?
Sandro Silvestri: The
system is configured so that emails that are not touched for 45 days are
automatically moved to Trash, and purged on a nightly basis. If you have
an email that is critical, use the “File” menu on Groupwise to
“Archive” the email. However, too many email messages in your
archives will slow your email service considerably, so go through your
archives regularly and trash any emails that you no longer need.
It is also important
that you keep your INBOX as clean as possible to improve email performance.
Keeping hundreds of email messages in your INBOX will slow down the email
system since Groupwise must constantly monitor all those emails.
Finally, when you put
emails in your trash, you have 45 days before the emails will be permanently
purged. However, keeping emails in your trash also slows down the
system. After you trash your email, it is recommended that you
right-click on the Trash folder and click Empty Trash.
How often is the
Groupwise Address Book updated?
Sandro Silvestri: The
email system’s address book is as up-to date as possible. As soon as
we get notification of a personnel change, the address book is immediately
updated.
However, each user has
two address books that they should maintain. The first is your Personal
Address book and the second is your Frequent Contacts address book. Each
address book is indicated by a tab once you click the address book icon.
When you send an email, the address is stored in your Frequent Contacts.
Even if you send an email to an invalid address, the address is stored in
Frequent Contacts. To improve performance, it is recommended that you
delete any invalid or old addresses from Frequent Contacts.
The Personal Address
book is useful for storing “Groups” of addresses. To create a group,
double-click on any addresses you want in the group. You will see the
address appear in the “To:” column. Once you have all the addresses
that you want in the group in the “To:” column, click “Save Group.”
Indicate that you want to save the group to your Personal Address book.
When you want to send to the group, you need only click on the Address book
icon, click the Personal Address book tab, and click on the group twice.
You may also view or edit the addresses in the group by clicking
"Information" then clicking “Edit Group.”
Are emails and
attachments received from outside campus scanned for viruses?
Joe Zitnik: A person
receives a virus infected email and opens it, and possibly the attachment.
The clever little virus goes in to the person’s email address book and
begins sending out emails to names found in the address book, sometimes using
other names it finds in the address book as the sender. It attaches
itself to those emails, possibly causing damage to any recipients computer.
On our campus, we have a
computer software program that scans all incoming emails for viruses. An
email arrives on campus from off campus with an attachment. The
attachment is stripped off the email and scanned for viruses. If the
attachment contains a virus, the attachment is deleted and an email is sent to
the sender and recipient notifying them of the infected status of the email.
If the attachment does not contain a virus, it is put back on the email and
sent to the recipient. By the time you receive any email on campus
coming from off campus, it has been scanned for viruses. Many of you
will see this text at the bottom of an infected email.
________________________ATTENTION!___________________
A Virus Has Been
Detected in the file attachment(s). The
file attachment(s) have been removed by Guinevere, the Groupwise Antivirus
Scanner.
=====è
You may wish to notify the sender!
If you see the above
message, the virus has already been stripped by our email software
(Guinevere). As I stated earlier, it is important to remember that the
email did not necessarily come to you from the person listed as the sender.
It only means that the two of you were both in someone’s address book who
did receive the virus, so notifying the sender may actually help someone who
may not suspect having received a virus by telling them to scan for viruses
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