Date: Fri, 29 Mar 2024 01:36:09 -0600 (MDT)
Message-ID: <1176199827.286.1711697769538@cue-confluence-1.concordia.ab.ca>
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Concordia provides Google hosted email facilities for all facult=
y and staff, allowing them to access their email from campus, as well as fr=
om any location at which Internet access is available.
To access your email, open your preferred browser. In the address bar of=
your web browser, enter onlineservices.con=
cordia.ab.ca/faculty and then navigate to My Account=
strong>, and then choose Email. If you have forgotten (or =
have no password yet), follow the procedures for Resetting Your Password, othe=
rwise, click on Take me to the Google Mail login page=
a>.
Alternatively, you can go directly to gmail.com from your preferr=
ed browser.
In the sign-in box, enter your Concordia email address (firstname.lastna=
me@concordia.ab.ca) and your network password, and then click the Sign-in button.
Getting Access
All Concordia University of Edmonton faculty and staff have a mailbox on=
Google. To login to your email, go to http://mail.google.com/ and lo=
gin to your Concordia University of Edmonton Google account.
Interface
Most people quite enjoy the standard web interface for Google Mail, part=
icularly with the various customizations and themes that can be applied to =
it. We find, in general, that it works very well, particularly in the Googl=
e Chrome web browser. We do not, however, restrict what browser you may use=
, or even require the use of the web interface. If you would like to use an=
other platform like Microsoft Outlook, Mozilla Thunderbird, etc. to connect=
to your Google mailbox you are welcome to do so. Due to the configuration =
it requires, please contact us if you would like to use Microsoft Outlook.<=
/p>
Key Features
Virtually all of the features you are familiar with in other email syste=
ms are also available on Google Mail. There are, however, a few features wh=
ich may be a bit different than what you are used to. The most notable ones=
are Labelsand Conversation View. See the introductory videos below.
Mail Management
Here are a few recommendations on email management:
- Understand that email is an important communication tool. As you use it=
to perform your job, it can grow large very quickly and become difficult t=
o control.
- It should be your goal to have nothing of vital importance stored in yo=
ur mailbox. When a person leaves, it is desirable that their mailbox can be=
retained for a short time then discarded with no ill effects on their co-w=
orkers. A former employee=E2=80=99s mailbox being continuously accessed and=
referenced is a misuse of the tool. Here are a few tips to help control wh=
at your mailbox contains:
- Establish diligent habits for regularly organizing your mail (including=
deleting where appropriate).
- Reference material should be saved elsewhere (outside of email) and inf=
ormation that is needed by the entire group/department should be made avail=
able through other means.
- When available, make use of resources mailboxes for conducting communic=
ations with external groups.
Sharing & Col=
laboration
Mail sharing and collaboration can be achieved through a variety of meth=
ods and each of them is appropriate for different scenarios. IT Services pr=
ovides recommendations when the different methods should be employed in ord=
er to maintain a robust and manageable mail system. The following is our ge=
neral recommendations on mail sharing and collaboration.
Before we can describe the different methods of sharing, some definition=
s of terms is required:
- Email Address: An email address (such as b=
ill.smith@concordia.ab.ca) that Concordia University of Edmonton receiv=
es mail for. These can be directly associated with a mailbox or with a mail=
ing list. Email addresses must be unique across all of Concordia University=
of Edmonton.
- Mailbox: A final destination where mail will be delive=
red to. A mailbox includes inbox, sent mail, and other labels. A mailbox ca=
n be associated with multiple email addresses. Each staff and faculty membe=
r has an individual Concordia University of Edmonton mailbox, and may also =
have access to one or more shared mailboxes.
- Shared Mailbox: A mailbox which is either accessed by =
more than one individual, or for other reasons, is separate and distinct fr=
om an individual=E2=80=99s own mailbox.
Here are some options that Google makes available for the sharing and co=
llaboration of mail:
- Email Aliasing: This is the adding of an secondary ema=
il address (alias) to an existing mailbox. This isn=E2=80=99t exactly a sha=
ring and collaboration option, but it does provide a level of continuity an=
d abstraction, because that alias is portable and can be moved to a differe=
nt individual as required and nobody else needs to be informed or update th=
eir contact lists, promotional material, etc. This feature is recommended f=
or use in scenarios where a generic address is specific to a single person=
=E2=80=99s primary job role. For example, a bill.smith@concordia.ab.ca mailbox could be configured to additi=
onally send and receive through vp.widgets@concordia.ab.ca<=
/a>. It maintains a level of simplicity by having all messages (regard=
less of whether they were sent to bill.smith or vp.widgets) appear together=
in a single Inbox. When Bill Smith moves on from that role, the vp.widgets=
address (but not the mail) can be moved to the new individual in that role=
.
- Delegated Mailbox: A delegated mailbox is a type of sh=
ared mailbox, where one person is given full access to another person=E2=80=
=99s individual mailbox. They can open the delegated mailbox (entirely sepa=
rate from their own) and send and receive mail through it. The most common =
use of this option is for an assistant to be given access to their manager=
=E2=80=99s mailbox. If John Doe is the assistant to Bill Smith, as VP of Wi=
dgets, the bill.smith mailbox can be delegated to john.doe, so the assistan=
t (John) could have full access to his manager=E2=80=99s (Bill=E2=80=99s) m=
ail. This also means that Bill Smith no longer has exclusive access to his =
individual mailbox for more sensitive communications. It is recommended tha=
t this option be used only in scenarios where the manager is in a position =
which has a direct assistant who requires full access to manage the manager=
=E2=80=99s mail.
- Resource Mailbox: A resource mailbox is a type of shar=
ed mailbox, where one or more people are given full access to a standalone =
(non-individual) mailbox created specifically to be shared. Any of the indi=
viduals given access can open the resource mailbox (entirely separate from =
their own) and send, receive, or organize mail in it. This type of mailbox =
is suitable for a primary job role shared by a group of people where they i=
nteract with others outside their group (customers, vendors, etc). A second=
scenario where can be employed is when an individual is responsible for an=
area that is not actually their primary, individual job role, yet requires=
the ability to send and receive email uniquely in that role. The fact that=
this mail is kept in a standalone mailbox, as opposed to the previous shar=
ing options, also provides a couple of advantages. First, it can keep the m=
ail related to the interactions organized and available to the entire group=
. When a new individual joins the group, they obtain access to the historic=
al record of all past interactions conducted through that mailbox. For exam=
ple, helpdesk@concordia.ab.ca is used by IT Services=
to interact with students, staff, and faculty. Multiple individuals within=
IT Services use this mailbox. As another example, an individual may be mad=
e responsible for a particular yearly event that is very public-facing. Dif=
ferent people take over this role each year, but require historical record =
of communications. By nature, resource mailboxes are more effort to maintai=
n than any of the other options, so they should be used sparingly and only =
when actually required.
- Mailing List: A mailing list is a tool for sending ema=
il to multiple individual mailboxes. This is ideal for internal group commu=
nications as well as communications with others where there is no need to c=
ollaborate or maintain a historical record. Mail is delivered to the indivi=
dual mailboxes of all members of the mailing list.
To summarize the different mail sharing and collaboration scenarios and =
IT Services=E2=80=99 recommendations:
- If one individual requires a generic email address, corresponding to th=
eir primary job role: Use a Mail Alias.
- If one individual requires another individual to send, receive, and man=
age mail for them: Use a Delegated Mailbox.
- If one individual is responsible for an area that is not their primary =
job role, yet requires to send and receive email uniquely in that role: Use a Resource Mailbox.
- If a group of individuals requires a method to collaboratively interact=
with others (customers, etc): Use a Resource Mailbox.
- If a group of individuals requires a method to communicate between them=
selves: Use a Mailing List.
- If a group of individuals requires a method of simple and basic interac=
tion with others (customers, etc): Use a Mailing List.
You can always contact IT Services for further information about accessi=
ng your mailbox, sharing and collaboration options or any other mail-relate=
d issues.
Additionally, here is a helpful resource from Google: <=
a class=3D"external-link" href=3D"http://learn.googleapps.com/gmail" rel=3D=
"nofollow">Using Google Mail
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