Join Asha Kinney from IT and Alana Kumbier from the Library for some practical tips on how to keep up with your work and lower your stress level at the same time. They will share a strategy based on the book “Getting Things Done” for staying organized and avoiding wasted time and energy. They’ll also demo some great online tools for staying organized like Trello and Google Calendar. Free lunch!
Wednesday, February 25
In the old version of Zimbra a double-click would bring up the “QuickAdd Appointment” dialog, but the new web version brings it up any time you single-click on an empty calendar space. To stop it from doing this you have to turn off the QuickAdd feature:
- Open up Zimbra in your web browser and click on the “Preferences” tab.
- Select “Calendar” from the pane on the left.
- In the “Creating Appointments” section, uncheck “Use the QuickAdd dialog when creating new appointments.”
- Save your changes by clicking the “Save” button at the top left.
Once you’ve made this change you will be presented with the larger appointment window when you double-click or drag out an appointment.
If you access your email from multiple devices or programs, you might find that you have several different folders containing sent mail. Here’s how to combine them.
Email programs keep a copy of the messages that you send and store them in a sent mail folder. Unfortunately there’s no industry standard for the name of this folder, so sent mail often gets split between multiple folders. If you’ve been at Hampshire for several years you may have a folder called “sent-mail” as well as “Sent” or “Sent Messages.” It’s handy to set up your email on every device you use to save sent mail to the same folder.
One note: most people on campus store their email up on the server using a protocol called “IMAP.” If instead you “POP” your email in Thunderbird you won’t be able to combine your sent folder. To check whether you’re POP or IMAP, in Thunderbird select “Tools→Account Settings,” select “Server Settings” and check the “Server Type.” If you only use Webmail to access your mail then you don’t have to worry about this.
Finding your Sent Mail Folders
The first step is to find out where your various email programs are storing sent mail. What’s tricky is that many mail programs, including Thunderbird and Webmail, show the name “Sent” for wherever they are storing sent mail, even if the actual folder has a completely different name. To see what the folder’s real name is you have to go behind the scenes.
- In Webmail, select “Settings,” and then “Special Folders.”
- In Thunderbird, select “Tools→Account Settings,” and then select “Copies and Folders.” Your sent mail folder is listed in the top section on the right.
- On an iPhone or iPad, go to “Settings,” and then “Mail, Contacts, Calendars.” Select your Hampshire account, and then select it again. Scroll down and select “Advanced,” and look in the “Mailbox Behaviors” section. To combine mail folders you will have to choose a folder in the “On the Server” section.
- If you use another app for email, K-9 on Android, for instance, you can usually find this information using a web search for the name of the program and “sent mail folder.”
Some mail programs do not allow you to specify the sent mail folder.
Choosing your Sent Mail Folder
It doesn’t really matter which folder you decide to use for sent mail, unless one of the programs you use doesn’t let you specify; in that case, use whatever folder it uses.
Once you decide which mail folder you’re going to use, go back to each mail program and select that folder as your sent message folder.
Moving Messages into Your Unified Sent Mail Folder
Now that all your future sent messages are going to one sent folder, you may want to consider moving old sent messages into that one folder as well. This is only worth it if you refer to your sent messages frequently. To move them, use either Webmail or Thunderbird. Select all the messages you want to move, and then drag them or right-click on them to move them to the unified sent mail folder.
It can be a little tricky to access voicemail features–changing your message, for instance–from off campus. Here’s how to do it.
- Dial to access the voicemail system. You can also dial 413.559.6900, but once it connects you must first press the pound/hash key (#) before continuing to step 2.
- Enter your extension number.
- Wait until you hear your message start to play and then press the * key.
- Enter your voicemail 4-digit passcode.
- You should now be in the standard messaging prompts, able to change your voicemail messages. Note that you cannot turn off an extended absence greeting from an outside line.
Want to know whether streaming video in a class is fair use? Curious if you’re sufficiently protecting Hampshire data? Having trouble sleeping at night? If you answered “yes” to any of these, check out the IT policies page.
You’ll find policies covering:
- After hours support
- Announcements and lists
- Computer resources for faculty and staff
- Computer support
- Data security
- Electronic door access records & retention
- Employee computing acceptable use
- Information security
- Security breach
- Streaming video
- Student computing acceptable use
- Third-party site
- URL shortening
- Web copyright
Check it out–your insomnia can be a thing of the past.
Here’s a quick run-down of our recommended steps before heading off on your well-deserved winter break.
- Turn on an automated email response. Go to password.hampshire.edu , select “Email Settings,” turn on your Vacation Message, and enter the details. If you use the “Vacation after” and “Vacation until” settings you can do this in advance and don’t have to remember to turn it off after break. Remember to include your standard signature in the message body–it won’t automatically be entered.
- If you’re close to your email quota, make some room in your inbox. While you’re at the password page look at the quota usage on the first page. If you’re 90% or higher, take a few minutes to get it lower.
- The password page also shows you how long you have until your password expires. If it’s going to expire over break, my condolences. There’s really no easy answer in that case, you should change it before it expires and you’ll just have to hope that you can remember it when you return. If by chance you forget it you can use the forgotten password link on the password login page.
- If you receive phone calls from off campus or are taking extra time off, put an extended absence greeting on your phone. Dial into voicemail, use “8” to “change user options,” then follow the prompts. One thing to be aware of is that when you have an extended absence greeting your callers are unable to leave messages; if that’s critical, the other option is to change your primary greeting. Either way, put a sticky note on your phone to remind yourself to switch it back when you return from break.
- Shut down your computer. To save power, do a complete shutdown of your computer before leaving campus.
- Consider unplugging your computer. If there is a power outage during break, your computer is at risk of being damaged by a power surge when power returns. We recommend unplugging your computer to avoid this.
Have a wonderful break!
If you’re like me, you like to wait until the last possible moment to change your HampNet password. I always dread the week or two when my fingers don’t just fly automatically over the keys as I log into Hampshire services.
If you’ve procrastinated a little too long and your password expired, don’t worry, you can still change it on your own: just go to password.hampshire.edu and use your expired password to log in. This is the only place an expired HampNet password will still work.
If you still have trouble changing your password you can contact the Help Desk at firstname.lastname@example.org or 413.559.5418