Changing from
Phonetics
&
Linguistics to UCL IS central email addresses
For anyone having addresses:
@phon.ucl.ac.uk,
@phonetics.ucl.ac.uk, @ling.ucl.ac.uk, @linguistics.ucl.ac.uk
The UCL department of Phonetics and Linguistics email server will be
taken out of service for all except mailing lists from 1st February
2007. You must therefore use your email address supplied by UCL IS
central server instead. This address is of the form:
ucl_user_name@ucl.ac.uk, and usually with an alias of the form:
initial.surname@ucl.ac.uk.
If you currently have a Department of Phonetics and Linguistics
email address but are not currently registered by UCL
Human Resources as Staff, Student, Visitor or other recognized category
then you are not entitled to a UCL IS central
email address, so you will need to use one from an outside Internet
Service Provider. If this is the case, forwarding can be arranged to
your outside email address for a limitted period. For this to be set
up, please contact postmaster@ucl.ac.uk.
YOU MUST MAKE THE FOLLOWING
CHANGES. MAIL SENT TO ANY
ADDRESSES CONTAINING
@phon.ucl.ac.uk,
@phonetics.ucl.ac.uk, @ling.ucl.ac.uk, @linguistics.ucl.ac.uk
WILL BE LOST IF THESE CHANGES HAVE NOT BEEN MADE BY 10AM MONDAY 5TH
FEBRUARY 2007.
To make this
change from P&L to UCL IS central email address:-
1) Confirm your login ID (user name), password and email address for
your UCL IS central account has not
expired, and
get it renewed if it has expired.
2) Remove the forward from your @ucl.ac.uk address to your
@phon.ucl.ac.uk
or @ling.ucl.ac.uk address if one exists.
3) If you want to receive your email at another address, then set a
forward to it from your @ucl.ac.uk address.
4) Set a forward from your @phon.ucl.ac.uk or @ling.ucl.ac.uk address
to your @ucl.ac.uk address.
5) Transfer any mail on the Phonetics & Linguistics server onto
your PC or to wherever you want it.
6) Change the settings on your PC email system (eg Eudora) to connect
to the UCL IS central server for sending and receiving email, and to
change
your 'From:' address.
7) Test the email forwarding you set up in 3) and 4) above.
8) Set the spam filter on the UCL IS mail server to delete/filter
incoming
mail with a spam score of your choice.
9) Familiarize yourself with the UCL IS mail system and its differences
from the Phon/Ling mail system
Instructions for making
these changes
1) Confirm your Login ID (user name),
password and email address for your UCL IS central account has not
expired, and get it renewed if it has.
View the check
list for changing email addresses and ensure that the UCL user name
and email alias is correct for your name.
Connect to www.ucl.ac.uk/fsecure,
enter your UCL
IS user name and password and ensure it lets you into the
site. If it won't accept your password then it has probably expired as
it
needs to be changed at least every 120 days. You can attempt to set a
new one at www.ucl.ac.uk/is/passwords/changepw.htm.
If
it is too old you will need to get a new one by either going personally
to the UCL IS helpdesk with your ID card or contact
postmaster@phon.ucl.ac.uk who will ask UCL IS to reset it.
2) Remove the forward from your
@ucl.ac.uk address to your @phon or @ling address.
This may have been set in two places:-
a) In a file named .forward in your login directory, accessible
via server
socrates.ucl.ac.uk or via WTS R: drive.
This file is accessible from anywhere. You can
change or remove this file. To see if you need to, check if you
have one in dot
forward
list (this list accessible only from PCs
within UCL
Dept P&L)
b) In a database on the UCL IS mail server
Check if you have one in database_forward
list (this list accessible only from PCs within
UCL Dept
P&L).
To remove this, connect to https://www.ucl.ac.uk/directory/self-service/
accessible from anywhere.
Remove any address containing @phon or @ling in the
box next to "Email address for forwarding:"
The forwarding caused by this entry will not be
removed immediately. It can take up to a few days
after you remove the entry. It is advisable not to
add entries here if you want forwarding to an outside address.
It is bester to use the .forward file described
below
as entries here take effect immediately giving you greater control.
Any entry in b) above will override any entry in a) above.
Check whether you have a
.forward file as in a) above. (NOTE the file name is "forward" preceded
by a dot) .
This .forward file can be accessed either via WTS or by connecting to
socrates.ucl.ac.uk using ssh (eg 'putty' under Windows ). Use WTS
unless you are familiar with Unix. If you don't have a WTS
configuration installed on your PC then connect via www.ucl.ac.uk/is/wts/java/
and click on the "Staff WTS"
button if you are Staff or "Remote Cluster" button if you are a
student. Log in using your UCL IS user name and password. Click on "My
Computer" "Filestore (R:)
then on the file named .forward if it exists. Choose Application
"Notepad" to open the .forward file if it exists. The email
address entered in this file is the final destination of email
sent
to address: initial.surname@ucl.ac.uk or
ucl_username@ucl.ac.uk Rename this .forward file
by removing the dot in front of the file name or deleting the file.
Send an email to your_address@ucl.ac.uk. Make sure it is not forwarded
to your_address@phon.ucl.ac.uk or your_address@ling.ucl.ac.uk. Check
also that it does arrive at your_address@ucl.ac.uk by
connecting to www.webmail.ucl.ac.uk.
In other words, satisfy yourself that with the absence of your .forward
file, messages sent to your_address@ucl.ac.uk arrive at
this address and are not
forwarded anywhere else. You will then have control over forwarding by
altering the address in your .forward file without it being overridden
by the UCL IS database.
If forwarding is still active without a .forward file and you
have removed a forwarding entry in https://www.ucl.ac.uk/directory/self-service/,
then you will need to wait until UCL IS have acted on this
forwarding removal.
DO NOT SET A FORWARD FROM YOUR @phon.ucl.ac.uk or
@ling.ucl.ac.uk address TO YOUR @ucl.ac.uk ADDRESS AS IN 4) BELOW UNTIL
YOU ARE SURE YOUR FORWARDING @ucl.ac.uk to
phon/ling@ucl.ac.uk HAS BEEN DE-ACTIVATED BY TESTING AS ABOVE.
OTHERWISE A MAIL LOOP WILL BE CREATED CAUSING ALL MAIL SENT TO YOU TO
BE LOST.
3) If you want to receive your email
at another address, then set a forward to it from your @ucl.ac.uk
address
If you don't want to receive mail at your @ucl.ac.uk address, you
must enter the address where you do want to receive mail, in the
.forward file described in 2) above. Create a .forward file using
Notepad and save it. UCL IS do not recommend forwarding to an address
outside UCL but do not prevent you from doing this. If you have already
set a forwarding on the UCL Phonetics and Linguistics server to an
address outside UCL, this will
not work after 1 February 2007 when this server is withdrawn.
4) Set a forward from your
@phon.ucl.ac.uk or @ling.ucl.ac.uk address
to your @ucl.ac.uk address.
Connect to
www.phon.ucl.ac.uk/webmail and
select 'User preferences'.
In the 'Forward mail to:' window , enter your_address@ucl.ac.uk.
Do NOT select 'Keep local copy'.
Click on 'Save' at the bottom of the page. No more mail for you
will arrive on this Phonetics & Linguistics server.
Test the forwarding you have set by sending a message to
your_address@ucl.ac.uk and a different message to
your_address@phon.ucl.ac.uk or
your_address@ling.ucl.ac.uk. Click on 'Refresh' and ensure that neither
of these messages have arrived at your @phon/ling address. Connect to www.webmail.ucl.ac.uk
and
make
sure both messages arrive here (at your @ucl.ac.uk address). If you
have set a forward from this address, ensure that neither of these
messages have arrived here, but at the address forwarded to.
Once you have set the forwarding from @phon.ucl.ac.uk or
@ling.ucl.ac.uk to @ucl.ac.uk, it will remain permanently.
5) Transfer any mail on the Phonetics
& Linguistics server onto
your PC or to wherever you want it.
If you use POP mail with this server (mail.phon.ucl.ac.uk, an alias for
bell.phon.ucl.ac.uk), then ensure that
you collect all
of it from your inbox onto your PC as you will not be able to access
this after this
server is withdrawn.
If you use www.phon.ucl.ac.uk/webmail
or IMAP mail with this
server then you may have mail folders on this Phonetics &
Linguistics server as well as mail in your inbox. If you do and
want to retain them, follow the instructions below. Otherwise go to
section 6) below.
To
transfer folders and inbox to the UCL IS server so you can access
them using IMAP or webmail (via imap2-server.ucl.ac.uk or www.webmail.ucl.ac.uk)
you can use the file transfer application
WinSCP3 under Windows either by using a copy installed on your PC or
the one available under WTS. Any secure ftp application (sftp) such as
on an Apple MAC can also be used to transfer these mail folders.
Folders to copy are contained in files with the same names as the mail
folders under
directory MAIL in your login directory on the P&L server
bell.phon.ucl.ac.uk. These need to be
copied into the directory imap-mail in your login directory
on
UCL IS server socrates.ucl.ac.uk. Your mail inbox is the file
/var/mail/your_P&L_user name on bell.phon.ucl.ac.uk. This can also
be copied into the directory imap-mail on socrates.ucl.ac.uk
where it will appear as a mail folder your_P&L_user name.
Make sure you have enough
space before you copy
Check the amount of space used by the mail folders on the
P&L server that you want to copy to the UCL server. This can be
done by connecting to www.phon.ucl.ac.uk/webmail.
When a folder or
inbox is selected in the top left window, its size
in bytes, KB or MB will be displayed at the top right of the screen.
Check the amount of space you have available at www.ucl.ac.uk/is/quota
The following will be displayed for your UCL IS user name:-
*NEW* Request a quota
increase online (Staff Only)
Students should get a letter from their tutors and take it to the IS Helpdesk to request a
quota increase.
*NEW* Read the IS
quota policy
The current R: drive quota usage for
uclyabc is:
| Incoming email: |
|
50000 bytes |
| Current disc use: |
|
10000 kbytes |
| Current disc quota: |
|
40000 kbytes |
This example shows that user uclyabc has 40MB available (the default)
and has used 10MB of this. Included in this are any files placed on the
R: drive which includes mail folders which are placed in directory
imap-mail. The 50KB of incoming email will be added to this
once it is read by IMAP or webmail. You can request
up to 500MB without authority by filling in the form displayed when you
click on Request
a quota increase online.
Transfer the your mail
folders and inbox from the P&L to the UCL IS server
a) Using WinSCP3 installed on
a Windows PC to copy mail folders and inbox.
If you don't have WinSCP3 then download it and install it from winscp.sourceforge.net/eng/download.php
Click on the WinSCP3 icon on the desktop and enter Hostname:
bell.phon.ucl.ac.uk and your P&L user name and password then click
on login.When logged into bell, click on Options, Preferences, Drag
& Drop and select 'Use temporary folder', then
OK. Click
on MAIL in the right panel. Your mail folders will be listed as file
names.
Click on WinSCP3 on the desktop to open another session and enter
Hostname: socrates.ucl.ac.uk and your UCL IS
user name and password. When logged in, click on imap-mail in the right
hand panel to list its contents. This is where you need to copy your
mail folders and inbox from the P&L server, bell. To do this:-
Click on the WinSCP3 session logged into server bell. Right
click under MAIL on a mail folder name in the right panel
Drag this to imap-mail in the right panel of the WinSCP3 session logged
into server socrates and select 'copy'. Repeat for other folder names
you want to copy across.
Navigate to your inbox mail file on the WinSCP3 session logged
into server bell via the small window at top left of the right hand
panel. Select /<root> then in the right panel: var, then
mail.
This will display a list of all users' mail in boxes. Right click on
your_P&L_login name and drag to imap-mail in the right panel of the
WinSCP3 session logged into server socrates and select 'copy. Your
inbox
will appear as a folder named your_P&L_login name on the UCL
IS mail system.
b) Using WinSCP3 installed on
WTS to copy mail folders and inbox.
Connect to WTS as in 2) above.
Click on 'Applications and Resources', 'Utilities', 'SSH Secure
Shell', 'WinSCP3' 'New'.
Enter:-
Host name: bell.phon
Your phon&Ling user name and password.
Click on 'Login'
When logged in, the right panel displays your files on the
Phon&Ling
server, and the left, your files on the UCL IS server.
Select drive R in the small window above the left panel.
In the left panel, select 'imap-mail'
In the right panel, select 'MAIL'
Drag the folders you want from 'MAIL' to 'imap-mail' and select
'copy'.
To copy your inbox on the P&L server to a
folder named 'your_P&L_login_name':-
In the small window above the right panel, select : /<root>, then
in the
panel, var, mail,
Drag your_P&L_login_name. to the right panel and select copy.
c) Using IMAP
You may prefer to try this method. Details will depend on the PC
mail system you are using (eg Eudora, Mozilla, Outlook
etc). Some allow use of multiple accounts possibly
allowing copying between servers without using a PC as an intermediate
stage.
The general process is:-
Copy all required
folders and inbox to your PC with IMAP server
on PC set to mail.phon.ucl.ac.uk and logged in with P&L user name.
Change the IMAP server setting on PC to imap2-server.ucl.ac.uk,
login with UCL IS user name and copy
these
folders
and inbox to imap2-server.ucl.ac.uk.
Some IMAP PC mail systems (eg Mozilla Thunderbird) require folders to
be subscribed to before they can be read. If the Imap system has a
subscribe folder option, then set it to subscribe the folders you want
to be able to read, Subscribe flags you set previously before copying
may have become unset in the copying process.
6) Change the settings on your PC email system (eg Eudora) to connect
to the UCL IS central server for sending
and receiving email and to change your From: address.
PC settings are:-
For receiving mail
POP server:
pop2-server.ucl.ac.uk
(most people use POP server)
or
IMAP server:
imap2-server.ucl.ac.uk
(allows you to keep mail folders on the server and copy to your PC.
Useful for accessing folders from different PCs. Can be more complicated
to use and understand than POP)
For sending mail
SMTP server: smtp2-server.ucl.ac.uk
These will work whether you are inside or outside UCL.
Use the secure ssl connection option for sending and receiving.
This should make these settings:-
Receiving port: 993 for IMAP, 995 for POP
Sending port: 465 for SMTP server.
Do not use the secure authentication option. Authentication should be
by username and password.
In Eudora these port settings settings are under 'Secure Sockets' and
set with 'If Available, STARTTLS' (see below).
NOTE: The UCL IS web page www.ucl.ac.uk/is/email/server_settings.php
gives different server names from those above for connecting when
inside UCL. However those given above do also work when inside UCL so
there does not appear to be any reason to use alternatives.
Your From: address is usually initial.surname@ucl.ac.uk. If you don't
know what it is, check
here then test this by sending a message to it. Make sure you
receive the message.
Specific instructions for Eudora are given here. For other PC email
systems see REFERENCES below and port settings above. See also note
below for sending using Microsoft Outlook.
To set these in Eudora:-
Ensure that the Eudora version is at least version 6. The version
number is displayed under Help, About Eudora.
Ensure that Eudora is in sponsored mode which is set under Help,
Payment & Registration.
Go to Tools, Options
Under Getting Started enter the following:-
Real Name: Your Name
Email Address: initial.surname@ucl.ac.uk (check this if you
are not sure)
Mail Server (Incoming):
pop2-server.ucl.ac.uk
(for POP mail used by most people)
imap2-server.ucl.ac.uk (For IMAP, also need to set Eudora
to IMAP under Incoming Mail)
User Name: your UCL IS login name (ucly... for most people)
SMTP Server (Outgoing): smtp2-server.ucl.ac.uk
Allow Authentication box should be ticked
Click on OK
Under Checking Mail ensure the following is set:-
Mail Server and User Name as set in Getting Started above.
Secure Sockets When Receiving: If Available, STARTTLS
Click on OK
Under Incoming Mail ensure the following is set:-
Server configuration: POP for most people. IMAP if you want to use imap.
Authentication Style: Passwords
Click on OK
Under Sending MAIL ensure the following is set:-
Email Address: As under Getting Started
Domain to add to unqualified addresses: Ensure this is blank
SMTP Server: As under Getting Started
SMTP Relay Personality: None
Allow Authentication, Immediate send, Send on check should all be
ticked.
Secure Sockets When Sending: If Available, STARTTLS. Via some
ISPs this may need to be set to Required, Alternate Port.
Click on OK
Possible problem sending using Microsoft Outlook
You need to set "Outgoing Server (SMTP)" to port 465 in
conjunction with secure ssl connection setting. This does not work with
version XP 2002 SP2 which will cause a timeout when you try to
send. To fix, look under Help, About. If
Outlook 2002 is displayed without SP3 (service pack 3), download SP3
for version 2002 and install. Delete email account and re-install.
7) Test the email forwarding you set
up in 3) and 4) above.
Send an email message to your_ucl_is_address@ucl.ac.uk and a different
message to your_phon&ling_address@phon.ucl.ac.uk.
Ensure you receive both these messages when you collect mail from
pop2-server.ucl.ac.uk or imap2-server.ucl.ac.uk.
As a double check you can do the same test by connecting to www.webmail.ucl.ac.uk,
sending these two messages and making sure you
receive them.
8) Set the spam filter on the UCL IS
mail server to delete/filter incoming
mail with a spam score of your choice.
Connect to
www.ucl.ac.uk/is/delete-spam and log in with your UCL IS
user name and password.
Select the spam filtering/deleting you want to apply to your
incoming mail.As a guide in choosing the level to set, the
mail arriving at @phon.ucl.ac.uk and @ling.ucl.ac.uk addresses is
automatically deleted if its spam score is 10 or more.
If you had previously asked for more severe deleting, then this
was set at 5 or more. {SPAM} appears in the mail header if the spam
score is 5 or more.
9) Familiarize yourself with the UCL
IS mail system and its differences from the Phon/Ling mail system
Instructions for settings and use of the UCL IS mail system are on www.ucl.ac.uk/is/email.
Some commonly encountered differences between the UCL IS system you are
changing over to and the Phon/Ling system which you have previously
used are:-
1) When sending via the UCL IS smtp server, (smtp2-server.ucl.ac.uk or
via www.webmail.ucl.ac.uk)
you can't use the first name used for most Phon/Ling staff
members as their email address as you can when mailing via the
Phon/Ling mail server (mail.phon.ucl.ac.uk or
www.phon.ucl.ac.uk/webmail).
eg If a staff member's name was John Smith you can't
use john as their address.
You can use any of these addresses to send to this person:-
j.smith
(In most cases. Sometimes first_name.surname if there is a clash
of initial.surname)
uclyjss
j.smith@ucl.ac.uk
uclyjss@ucl.ac.uk
john@phon.ucl.ac.uk
john@phonetics.ucl.ac.uk
john@ling.ucl.ac.uk
john@linguistics.ucl.ac.uk
j.smith@phon.ucl.ac.uk
j.smith@phonetics.ucl.ac.uk
j.smith@ling.ucl.ac.uk
j.smith@linguistics.ucl.ac.uk
When not sending via the UCL IS smtp server, (not via
smtp2-server.ucl.ac.uk or via www.webmail.ucl.ac.uk) you can
use any of the above addresses containing @.
However it is preferable to use only the
initial.surname.ucl.ac.uk form of the address in all cases
as these are standard throughout UCL, uniquely identify the person and
will result in faster delivery than @phon/@ling addresses. These
addresses for Phon/Ling staff members will eventually appear in the UCL
Telephone and email directory www.ucl.ac.uk/directory/. For now you can find them
at email
addresses and login names.
If you want to use the first names of people as their addresses
you will need to make a mail list in the PC email program
eg Eudora which maps the first name of the person to
initial.surname@ucl.ac.uk.
2) If you use www.webmail.ucl.ac.uk or the IMAP instead of the POP
option in you PC email program (eg in Eudora)
then you will not be able to get the messages you have read in this way
onto your PC using the POP option.
This is because incoming mail is placed in a system directory which is
the only directory POP can read from. When you read mail
using IMAP or www.webmail.ucl.ac.uk, it is transferred to a
file named mbox under directory imap-mail
in your UCL IS home directory (R: drive under WTS) along with
other IMAP/webmail folders. POP can't access this.
You can get these messages onto your PC's disk by setting up an
additional mail account on your PC using the IMAP
instead of the POP option. See section 6) for IMAP account
settings and and brief description. See www.ucl.ac.uk/is/email/protocol.htm
for more detailed information. It may be more convenient to use the
IMAP instead
of POP.
REFERENCES
www.ucl.ac.uk/is/
www.ucl.ac.uk/is/email
www.ucl.ac.uk/is/wts/
www.ucl.ac.uk/is/quota