Your department’s contact information will be easier to maintain if you avoid using specific names and email addresses. If you need a departmental email alias, just ask.
Keeping web content current is a perpetual project, so it’s worth investing a little time up front to minimize potential changes. As much as possible keep names and individual contact information confined to the department’s staff contact or profile page. When contact information is being given on other pages use a general reference and email address; instead of “Contact Mary Smith at firstname.lastname@example.org” you might say “Contact us at email@example.com.”
If you would like to set up an email alias for someone in your department, submit an IT ticket specifying what you would like the alias to be and to whom the email should be routed. For more information contact firstname.lastname@example.org.
If you tend to go over quota with your Hampshire email, or if your email feels too disorganized, now might be a good time to make some quick adjustments.
In Thunderbird, the “Local Folders” section contains folders that are stored on your computer, rather than on the server. This is a good place to archive messages that you aren’t quite ready to throw out. If you don’t regularly clean out your Inbox, a quick once a year archive might be just the ticket. If an academic year schedule makes the most sense for you, now’s the time.
- To create a new folder, in Thunderbird select “File–>New–>Folder”; if you prefer, you can right-click on “Local Folders” instead.”
- From the dropdown list, choose to make it a sub-folder of “Local Folders.”
- Give the folder a name, such as “Inbox 2014 – 2015″. We don’t recommend using a “/” character in the name, even if you’re allowed to.
- Now you can drag messages into the folder. Click on the first message in your inbox that you want to move.
- Now shift-click (that is, hold down the shift key while you click) on the last message that you want to move. This will select all of the messages in between.
- Drag the block of messages into the new folder. Or, you can right-click on the block of messages and choose “Move To>” and then select the folder you created above.
That’s all there is to it. Plan to do this once a year–if you put it on your schedule now, you won’t forget to do it next year.
If you’d like other tips on organizing email, check out some of these Tech Tips:
It’s often easiest to type text into a word processor that you’re familiar with, and then copy and paste it into a web form. This week we have seen some problems when pasting into TheHub, both in Safari and Firefox. Fortunately there is an easy work-around: use keyboard shortcuts.
On a Mac, keyboard shortcuts use the “Command” key (also called the “Apple key”). That means you hold down “Command” while typing the appropriate key. Some handy keys to memorize:
- Copy is Command-C.
- Paste is Command-V.
- Undo is Command-Z.
- Cut is Command-X.
- Select all is Command-A.
On a PC, keyboard shortcuts use the “Control” key. That means you hold down “Control” while typing the appropriate key. Some handy keys to memorize:
- Copy is Control-C.
- Paste is Control-V.
- Undo is Control-Z.
- Cut is Control-X.
- Select all is Control-A.
Hard disks fail. If you don’t back up your data on a regular basis, we can help you get a system set up.
If you’ve experienced a data loss due to hard drive failure, chances are that you’ve got a backup system in place. If you haven’t experienced a data loss, don’t worry, you’ll be a member of the club some day–unless you’re backing up your data on a regular basis.
These days a backup system is pretty painless–you can either back up to an external drive on an automatic basis, or sign up for an online backup system such as Carbonite.
If you need to put a backup plan in place, we have backup drives available for purchase. A 500 Gigabyte backup drive (sufficient for most users) is $70, a 1 Terabyte backup drive is $80 and a 2 Terabyte backup drive is $150. To buy one of these drives contact Amanda Saklad. Give her a departmental charge number and you can pick up your drive. If you’d like assistance setting up the drive and starting the backup, make an appointment with an IT technician through the IT help desk.
We’ve been seeing a lot of damaged Mac laptop power adapters recently. These adapters require a little bit of special care because they’re vulnerable to damage.
Apple Power Adapters are Poorly Designed
Apple is known for its design, but to us the MacBook, MacBook Pro, and MacBook Air power adapter design has always been flawed. The plastic covering frays or shows strain at the juncture at either end of the cord on many adapters. If you use the little power block “feet” to wrap your cord (as intended), it’s easy to damage the cord by wrapping tightly time after time–the power cord becomes kinked and can fray inside or out.
Treating your Power Adapter Well
In our opinion, you really shouldn’t have to think so much about how you treat your power adapter, but if you want to avoid the inconvenience and possible expense of replacing your adapter pay attention to how you treat it. To take the best care of your adapter:
- Don’t do anything that forces the adapter to bend right at a juncture.
- Don’t always wrap it in the same exact way.
- Don’t wrap it tightly.
- Don’t crimp it by running it through too tight a space.
- Don’t force it to bend sharply.
When should you replace your power adapter?
- If your power cord develops any sort of crack or tear in the plastic that covers the wires, replace it right away.
- If your power adapter doesn’t charge your laptop, first check that there is no debris in the computer port blocking a good connection (we often see tiny metallic fragments that are attracted to the magnetized port). If it still doesn’t charge, have it checked out by a technician.
- If your power cord is kinked but still works, try changing the way you store it.
If you do need to replace the power cord, Apple will replace it if the problem is caused by normal usage (they don’t cover cat damage, for instance) and it is still under warranty. In order to have it replaced under warranty, both the computer and the power cord must be tested. If you have a Hampshire-owned computer that you think might need a power adapter replacement, contact the IT help desk at email@example.com or 413.559.5418 to make an appointment to bring in your computer and adapter; the test takes only a few minutes. If you have a personally-owned computer you should seek out an Apple Authorized Repair Center.
If you’re approaching your email quota there are some quick tips to get you under quota. You can skip right to the strategies if you want, or read a little about the quota first.
About Hampshire’s Email Quota
Your email quota is 2.5 GB (gigabytes) of storage. Included in this is everything in your Inbox, any mail folders you have, email trash and mail you’ve sent. If you receive attachments with email those also count towards your quota.
Where to Check How Much of the Quota You’ve Used
If you’re in Webmail, the percentage of quota you’ve used will show up at the bottom of the panel on the left when you’re looking at a list of messages (it disappears when you read a specific message). If you’re in Thunderbird it will show up on the bottom right if you get up to 80% usage. You can also go to https://password.hampshire.edu to see your quota displayed graphically.
In addition to you keeping your eye on your quota, our system monitors quotas as well. As you approach the quota limit you will start receiving warning messages from Hampshire IT.
What Happens when You’re Over Quota
If you do reach quota you will no longer receive new emails until you bring it down under 100%. Note that messages that would put you over quota will never be delivered to your mailbox, so if you’re close to quota and are sent a large message and a small message, the large message could be refused but the small message might be able to be delivered.
While you’re over quota, messages that are sent to you will not be able to get into your inbox, but they’ll keep trying at increasing intervals. Once you bring your quota enough under the limit you will receive the messages that have been waiting to be delivered; note that this might take some time because it depends on the delivery attempt interval.
One side-effect of being at quota level is that you may not be able to store copies of messages that you send. Normally when you send a message a copy is stored in the Sent folder. If you send a message while you’re at quota, you get an error that the message couldn’t be saved in the Sent folder; the message has been sent but you won’ t have a copy of it.
Quick Strategies for Getting Under Quota
Try them all or pick & choose what works for you.
- Empty your email trash. Right-click (or Control-click on a Mac) on your email trash can and select “Empty” or “Empty Trash.”
- In Webmail, view more messages at once. Deleting messages is easier if you can see a large list at once. Go to the Settings panel and in Preferences/Mailbox View change the “Rows per page” to the maximum of 200. Make sure to click “Save” to keep the changes.
- Delete a bunch of messages at once. To delete a group of messages at once, click the first message to delete and then Shift-click (hold down the shift key while clicking) the last message to delete. Then use the “Delete” key on your keyboard to send them in your trash. Now empty your trash to really delete them.
- Delete messages from your sent mail folder. Email messages that you send are automatically saved in a folder called “Sent.” Select that folder and delete any sent messages you can live without.
- Get the biggest bang for your buck. Quota issues are often related to the size of attachments in a few messages. To find the biggest files, sort your messages in order of size and tackle the biggest ones. In Webmail, simply click on the “Size” column header twice (the first time it sorts from smallest to largest, and the second click reverses that). Save any important attachments to your computer and then delete the message. In Thunderbird:
1. If you don’t have a “Size” column header at the top, click on the little icon all the way to the right of the column headings.
2. Check “Size.”
3. You can now click on the “Size” column header twice to sort them with the largest messages on top.
Thunderbird has the option to detach attachments from messages, so that you can keep the email message in your inbox without the attachment. Select the message with the attachment you want to detach, and use the “Message→Attachments→Detach All” menu to save the attachment(s) to disk and keep just the message in your inbox. When you’re done, don’t forget to click on the “Date” header (twice) to get your messages sorted by date received again.
- Use Thunderbird’s Local Folders. If you’re using Thunderbird, you can create “Local Folders”, which store email on your computer instead of the server. The advantage is that anything in a local folder doesn’t use your quota space; the disadvantage is that they exist only on your computer and if you don’t have a backup system in place you could potentially lose the messages. To move messages to local folders:
1. Right-click (or Control-click on a Mac) the “Local Folders” heading on the left-side panel in Thunderbird, and choose “New Folder…”.
2. Enter a name for your new folder, such as “2008 Inbox”.
3. Go back up to your email messages and select the group of messages to transfer to this local folder (remember to use click/shift-click to select a big group of messages).
4. Right-click (or Control-click on a Mac) somewhere on the selected group of messages, and chose “Move To…” and navigate to the Local Folder you just created.
- Empty the trash and then compact when you’re done. Empty the trash if you’ve deleted more messages. To make sure you’ve recovered the maximum space possible, it’s also a good idea to compact the Inbox–this happens automatically a lot of the time but it doesn’t hurt to do it explicitly. Right-click (or Control-click on a Mac) on the Inbox and choose “Compact.”
Thunderbird Mac users are familiar with the annoyance of Thunderbird putting attachments on the desktop when they are opened. Here’s how to put them someplace else.
By default, Thunderbird on the Mac puts a copy of each attachment you open from email on your desktop. This can be annoying if you like to keep your desktop orderly, but luckily it’s easy to change. Windows users don’t have to worry, Thunderbird puts the files in a temporary location by default.
You can change Thunderbird Mac to save attachments to your downloads folder, or you can set it to save it to a temporary folder that will be emptied out the next time you restart your computer.
1. In Thunderbird, select Thunderbird →Preferences.
2. Click on the “Attachments” paper clip icon.
3. On the “Incoming” tab, make sure the “Save files to” field is selected.
4. Click on the “Choose” button.
- To save files to your “Downloads” folder:
- Select “Downloads” from the sidebar or navigate to it and select it.
- Select “Open.”
- To save files to your temp folder:
- Press the Command-Shift and G keys all at the same time (the “Command” key is also known as the Apple or Windows key depending on the keyboard you’re using).
- Type “/tmp” (no quotes) into the box that comes up.
- Press “Go.”
- Select “Open.”
5. Close up the Preferences window and you’re all set.