WELCOME TO EMAIL WITH THE CCV NETWORK!

GENERAL INFO:

-WE’RE USING MICROSOFT EXCHANGE SERVER AND THE WEB ACCESS    

       METHOD (incase you were wondering)

-OUR EMAIL ADDRESSES ARE IN THE FORMAT

dsauer@ccvschools.com FOR DAVE SAUER WITH EXCEPTIONS MADE FOR THOSE WITH NAMES THAT DON’T WORK THAT WAY.

-YOU CAN SEND AND RECEIVE EMAIL FROM ANY COMPUTER THAT IS ON                                    

THE INTERNET WITHOUT ANY CONFIGURATION AS WELL AS COMPUTERS ON OUR NETWORK. (IE…HOME,    LIBRARY..ETC.)  (Provided it’s browser can support 128 bit encryption.  Internet Explorer Version 5.5 or higher will work)

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HOW TO ACCESS YOUR NEW EMAIL ACCOUNT:

1.  YOU GO TO http://www.ccvschools.com IN INTERNET EXPLORER AND CLICK “check email”.

2.  CLICK PROCEED AT THE CERTIFICATE WINDOW IF IT APPEARS.

3.  ENTER THE SAME USERNAME (FIRST NAME – SPACE – LAST NAME) AND PASSWORD THAT YOU USE TO LOG ON TO THE SCHOOL’S NETWORK TO GET YOUR EMAIL DESKTOP.  ONLY THE PASSWORD IS CASE SENSITIVE.

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SECURITY NOTE IF YOUR ON A COMPUTER USED BY THE PUBLIC (like in the library):

            IF YOU LOG ON TO YOUR EMAIL ACCOUNT, THEN SURF TO OTHER SITES AND THEN, LEAVE THE COMPUTER WITH INTERNET EXPLORER STILL OPEN OR JUST MINIMIZED, SOMEONE CAN ENTER YOUR EMAIL DESKTOP WITHOUT YOUR USERNAME OR PASSWORD BY HITTING THE BACK BUTTON!

 IF YOU CLOSE THE INTERNET EXPLORER PROGRAM SO THAT THE NEXT USER HAS TO OPEN IT ANEW IT WILL REQUIRE THE USERNAME / PASSORD COMBO AGAIN TO GET IN TO YOUR EMAIL DESKTOP.  PLEASE REMEMBER TO CLOSE INTERNET EXPLORER WHEN YOU LEAVE A PUBLIC COMPUTER TO PROTECT YOUR EMAIL ACCOUNT.

STREAMLINE ACCESSING YOUR EMAIL DESKTOP…

YOU MAY WANT TO SET UP A BOOKMARK OR “FAVORITE” FOR CONVENIENCE IN ACCESSING YOUR EMAIL DESKTOP ON THE MACHINE ON YOUR DESK.

 AFTER YOU HAVE CLICKED ‘CHECK EMAIL’ ON THE SCHOOL’S WEBPAGE, FILLED IN THE LITTLE LOG-ON WINDOW AND HAVE YOUR EMAIL DESKTOP LOADED, CLICK FAVORITES, ADD TO FAVORITES AND OK.

NEXT TIME YOU WANT TO ACCESS IT JUST CLICK FAVORITES AND THEN “MICROSOFT OUTLOOK WEB ACCESS”.  YOU WILL THEN GO STRAIGHT TO THE LOG ON WINDOW.

ANOTHER WAY TO MAKE CHECKING YOUR MAIL FASTER IS TO MAKE  www.ccvschools.com YOUR HOMEPAGE.  (THE WEBPAGE THAT FIRST APPEARS WHEN YOU OPEN INTERNET EXPLORER)  TO DO THIS, OPEN INTERNET EXPLORER, CLICK ‘TOOLS’, THEN ‘INTERNET OPTIONS’ AND IT SHOULD COME UP TO THE ‘GENERAL’ TAB BY DEFAULT.  ON THE ‘GENERAL’ TAB, AT THE TOP, IN THE ADDRESS BOX RIGHT UNDER ‘HOMEPAGE’ TYPE www.ccvschools.com AND PRESS THE ‘APPLY’ BUTTON AND THEN ‘OK’.  INTERNET EXPLORER WILL OPEN WITH THE SCHOOLS PAGE FROM WHERE YOU CAN CLICK ‘CHECK EMAIL’ IN THE MENU ON THE LEFT OR ‘EMAIL’ AT THE TOP TO ACCESS YOUR EMAIL DESKTOP.  IF YOU CLICK THE ‘HOME’ BUTTON ON THE TOP TOOLBAR OF INTERNET EXPLORER IT WILL GO TO THE SCHOOL’S WEBPAGE TOO.

USING ‘FIND NAMES’

YOU CAN EASILY ADDRESS A NEW EMAIL MESSAGE YOU WISH TO SEND USING ‘FIND NAMES’ AS LONG AS THE RECIPIENT IS ON OUR SCHOOL NETWORK. (‘FIND NAMES’ WON’T WORK FOR EMAIL ADDRESSES OUTSIDE OUR SCHOOL NETWORK) ‘FIND NAMES’ IS HANDY IF YOU DON’T KNOW HOW TO SPELL THEIR LAST NAME OR IF YOU AREN’T SURE THEIR EMAIL ADDRESS FOLLOWS OUR CONVENTION OF FIRST INITIAL – LAST NAME.

AFTER CLICKING ‘NEW’ TO OPEN A BLANK EMAIL MESSAGE, CLICK THE WORD ‘TO’ IN FRONT OF THE BOX WHERE YOU’D NORMALLY TYPE IN THE ADDRESS.  IN THE ‘DISPLAY NAME’ BOX TYPE THE FIRST FEW LETTERS OF THEIR FIRST NAME.  A LIST OF ALL NETWORK USERS WHO HAVE FIRST NAMES STARTING WITH THOSE LETTERS WILL APPEAR IN THE WINDOW BELOW.  SIMPLY CLICK ON THE ONE YOU WANT TO HIGHLIGHT IT, CLICK THE ‘TO’ BUTTON AT THE BOTTOM OF THIS WINDOW TO SEND IT TO THEM.(THE ‘CC’ BUTTON IF YOU WANT TO SEND A COPY TO THEM AS A SECONDARY RECIPIENT, THE ‘BCC’ BUTTON IF YOU WANT TO SEND A BLIND COPY TO THEM)  THEN CLICK ‘CLOSE’ TO CLOSE THIS ‘FIND NAMES’ WINDOW AND YOU CAN TYPE THE SUBJECT AND THE MESSAGE.

YOU’LL NOTE THE EMAIL IS ADDRESSED TO WHOEVER YOU CHOSE BUT THAT THEIR NAME APPEARS ABOVE THE WINDOW AND NOT IN IT.  THIS IS OK.  THE ONLY TRICK IS IF YOU MADE A MISTAKE AND DON’T REALLY WANT TO SEND IT TO THAT PERSON.  YOU HAVE TO CLICK ON THEIR NAME AND CLICK THE ‘REMOVE’ BUTTON.

Using Folders To Custom Organize Your Emails Into Groups

Folders are containers for emails to sort them and organize them. You get some folders by default like 'Inbox', 'Sent Items', 'Deleted Items', etc. To create new folders to customize the sorting of your emails...

1. Click the 'Folders' button on the left pane to see all your folders as oppose to 'Shortcuts' which only shows a few folders and 'Options'.
2. To make a new folder, right click on your name at the top of the list of folders. (if your name appears but no folders appear under your name click the '+' sign to show the folders below your name) Click 'New Folder' from the menu. Give it a name. Click 'OK' to make the new folder. It should appear in the list below your name with the other folders.
3. To move emails into this new folder click on the folder where the email resides and highlight the email you want to move by clicking on it only once. In the toolbar at the top click on the 'Move' icon (a piece of paper with an arrow pointing to a folder...mouse over message says 'Move') Then click the folder name you wish to move the email to and click 'OK'. To move more than one email at once: Highlight all the emails you wish to move and then click the 'Move' icon. To highlight emails in a block, click the first at the top and then click the last at the bottom WHILE HOLDING DOWN THE SHIFT KEY. To highlight emails randomly, click one of them to highlight it and then click the others, one by one, WHILE HOLDING DOWN THE CONTROL KEY. Note: These two ways of making multiple selections work only on one page of emails at a time.

Maintaining Your Email Account

You must delete email once in a while or else your account fills to the maximum amount of storage space and you will be warned at 46 MB's to delete emails until it reaches 51 MB's when your account is closed. When your account is closed you will not be able to send or receive email until you delete emails. You have 30 days to do so before your account is totally deleted and all emails you had are lost.

How To Delete Unwanted Emails

1. Simply highlight the emails you wish to delete and press the delete icon on the top toolbar which looks like an X and has a mouse-over message saying 'Delete'. This only moves the email into your 'Deleted Items' folder where it awaits to be really deleted. EMAILS IN YOUR DELETED ITEMS FOLDER ARE NOT REALLY DELETED YET AND STILL COUNT AGAINST YOUR STORAGE LIMIT. (This two step deletion process helps prevent you from deleting emails you really wanted to save)
2. To finish deleting emails you must click your 'Deleted Items' folder and highlight all emails in the folder you wish to delete and then click the 'Delete' icon. You will have to answer 'yes' to the window that asks if you are sure you want to delete these emails and then they are truly deleted. To highlight emails in a block, click the first at the top and then click the last at the bottom WHILE HOLDING DOWN THE SHIFT KEY. To highlight emails randomly, click one of them to highlight it and then click the others, one by one, WHILE HOLDING DOWN THE CONTROL KEY. Note: These two ways of making multiple selections work only on one page of emails at a time.
3. Please note that not all emails are the same size. Longer emails use more memory. When emails have attachments the file size of the attachment is added to the file size of the email. Large attachments like photos can make one email count a lot against your storage limit. You may have to delete these emails with large attachments to get back under the limit as it is possible that one high resolution photo attachment could put you over the limit of 51 MB's.

Restoring Deleted Emails

You can restore an email that you totally deleted in the steps above for up to 11 days after you deleted it by clicking 'Shortcuts' in the left pane and then 'Options' from the list of shortcuts. At the bottom of the Options page click the view items button and move any deleted items back into your 'Deleted Folder'. Then move them out of your deleted folder to any folder you want.

MAKING AN ADDRESS BOOK FOR FREQUENTLY USED EMAIL ADDRESSES OR GROUPS OF EMAIL ADDRESSES (A DISTRIBUTION LIST)

Using 'Contacts' For Frequently Used Email Addresses

1. In the left pane click 'Contacts'.
2. Click the 'New' button.
3. Fill in a name for 'Display Name'. Make this be what you are most likely to remember to type in the 'To:' space when sending an email to this person. For example: I'd put 'Doug' if I were going to set a contact up for Doug Smith who's email address was dsmith@somedomain.com. Then all I'd have to type in the 'To:' space would be 'doug'. It is not case sensitive so I wouldn't even need to capitalize the 'D' in doug.
4. Fill in the correct email address in the 'email address' blank. ie...dsmith@somedomain.com
5. You may fill in other contact data but the 'Display Name' and 'Email Address' blanks are sufficient if all you want to do is have a quick way to address an email to someone you email often. Click 'Save and Close' to save this newly created contact.
6. To email someone once a contact has been created for them just click 'New' to bring up a new email. (you can't be in 'contacts' anymore or it will try to make a new contact instead of a new, blank email. Click to 'inbox' so that 'New' brings up a new email) Then in the blank after 'To:' type whatever you put as the contacts display name. Put in the subject and type your email and then click 'Send' to send it. If you put in a unrecognized name in the 'To:' blank it will let you know when you try to send it.

Sending An Email To A Distribution List

(This feature can be used to send an email to a list of recipients all at once.  You can create the list yourself and it can contain email addresses outside of our network.)

Create the list.

1.  Open Internet Explorer and go to the school’s website and log into your email account.

2.  In the left pane click ‘Folders’.

3.  In the left pane click ‘Contacts’. 

4.  In the right pane’s top left-hand corner click the down pointing arrow next to the ‘New’ button to pull down the menu.

5.  Click ‘Distribution List’.  A new window will open up to set up your distribution list.

6.  In the box at the very top labeled ‘List Name’ type a name for your list.

7.  In the box labeled ‘Add To Distribution List’ type the email address of  the first person you wish to have on this list.  Click the ‘Add’ button and that address should appear in the large box below.  Repeat this process for each email address you want on the list. 

8.  When you are finished click ‘Save and Close’ at the top left corner.  (You can add more people to the list or delete them in the future by clicking ‘Folders’ and then ‘Contacts’.  The distribution list will appear by name in the right pane and if you double click on it you can make the changes you want.  Remember to click ‘Save and Close’ again to save the changes.)

To send an email to the list.

Click ‘Folders’ and then ‘Contacts’ in the left pane.  The distribution list will appear by name in the right pane.  Double-click on it and then click the icon at the top that is a picture of a little letter.  (the mouse-over message says “send email to list”)  A pre-addressed email window will come up.  Simply fill in the subject and body of the message and click ‘Send’.  All recipients in the distribution list will receive the email.