Email

All staff of member libraries are given email accounts on our mail server. A new account must be requested by someone with an existing UHLS email account.

Email Request Form (staff only)

Use this form to request a new email account for a staff member. The requested username can be anything you choose (as long as it's not already taken), but we recommend using the person's first letter of their first name followed by their entire last name. For example, Ralph Emerson would get the email username: remerson.

Mailing Lists

Lists are sets of email addresses identified by one common name for ease of use. When a message is sent to the list address, usually the name of the list, it is delivered to the inboxes of every address on the list.


Vacation Messages

If you are going to be out of the office for a period of time, such as a vacation or a conference, your email account can be set to automatically respond to incoming messages for you. The response can be any appropriate message you care to have delivered. To create a vacation message, point your preferred web browser at http://mail.uhls.lib.ny.us. Enter your username (the portion of your email address prior to @uhls.lib.ny.us) and password. Once you are logged in, click on "Preferences" at the bottom of the left hand column. Scroll down in the right pane until you see Vacation Message. Click in the enable box to enter a check mark, and then enter your message in the text box. Once you are satisfied with the text, click on "Save" at the top left corner of the right hand pane. Your message will be sent once to each user who sends an email message to your email address. The server will keep a list of addresses to which it has sent the vacation message to avoid duplication. This list is purged when you remove the check mark from the enable box.

Recommended/Supported email clients

The Upper Hudson mail server will support any mail client you choose to use. We recommend Outlook with Spambayes installed (a free, third-party add-on for Outlook which uses a Bayesian filter to automatically move Spam to a designated "junk" folder for your review. Beginning with Outlook 2003, Microsoft has integrated a Bayesian filter, eliminating the need to install Spambayes.

Another recommended email client is Thunderbird. This is a free email client with an integrated spam filter. You can find information and download the installation file here.

Rules

Although rules can be used to address spam, a better use is to pre-sort your messages into designated folders based on the sender, or subject matter.
To create a rule for a given message in Outlook, simply right-click on the message in your in-box, select "Create rule" and complete the dialog box as desired. Click the "advanced" button for more options.