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Information Technology Services at The University of Iowa

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Email tool

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What is Possible with ICON’s Email Tool?

  • Send email to anyone with an email account, regardless whether or not they have an ICON course.
  • Select one or more recipient names from an address list.
  • Send email to course sections (if your course has multiple sections grouped together, or "mapped") or to groups created with the Classlist tool's Manage Groups function.
  • Receive ICON mail in your regular email account (ICON email is outgoing only). Go to ISIS to re-route messages from the default University alias (e.g., jdoe@uiowa.edu).
  • Keep a record of sent messages by setting ICON to mail a copy of sent messages to your regular email account.
  • Send mail to up to 30-50 recipients at a time (depending on the address length). For more recipients, use the Classlist tool instead of the Email tool.
  • Add an email signature to all your messages.
17 July 2008
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Re-routing Incoming Messages

ICON email is outgoing only, so you and your students will receive messages in your regular email accounts. To receive email some place other than your Iowa account (which has the form john-doe@uiowa.edu), you must re-route your mail from within ISIS. For information on how to re-route your mail from within ISIS, visit: http://cs.its.uiowa.edu/exchange/changroute.shtml

30 October 2009
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Sending Email Messages to Individuals, Groups, or Sections

To keep a record of all messages you send (by sending a copy to yourself):

  1. Click Email in the upper-left NavBar.
  2. Click Settings (top).
  3. Under Email Options, click the box next to Send a copy of each outgoing message to yourfirstname-yourlastname@uiowa.edu.

 

To have replies to your email sent to your email routing address:

  1. Click Email in the upper-left NavBar.
  2. Click Settings (top).
  3. In the "Reply to" Email Address box, delete your email address and replace it with your email routing address (e.g., jdoe@iowa.uiowa.edu). You can find your routing address using the online directory at http://www.uiowa.edu/homepage/directories/index.html.
  4. Click Save.

Note: Do not uncheck the box marked "Show external email addresses in the Address Book." ICON uses external mail only; hiding external email addresses will make you unable to send messages.

 

To send an email to students in your ICON course or to anyone with an email account, regardless whether or not he or she is enrolled in ICON:

  1. From within your ICON course, click Email in the NavBar.
  2. Click Compose if necessary.
  3. Type the recipients' names in the To: field (be sure to separate them with a semi-colon (;), not a comma (,)). OR click Address Book. If you click Address Book, select the recipients (clicking the box beside To Cc Bcc selects all), or use the Filter by: dropdown menu to select a particular course, group, or section.
  4. Click bcc (blind carbon copy prevents recipients from seeing who else received the message, in compliance with FERPA regulations). In a few seconds, the selected name(s) will appear in the Bcc field.
  5. Click Add Recipients (bottom right). The Address Book window will close, and you will see your Compose screen, with the recipient names in the Bcc box. (You can leave the To: textbox blank.)
  6. Enter a subject.
  7. Type your message. 
  8. To attach a file, click Browse, locate the file on your computer, and click Open.  If you wish to attach another file, click Add. Your attachment(s) will be uploaded when you send the email.
  9. Click Send.

 

To send a message to more than 30 recipients:

Because none of the address fields (To:, cc:, or bcc:) will hold more than 4100 characters, we recommend emailing to no more than 50 students at a time (sometimes as few as 30, depending on the length of the addresses). Unfortunately, you can’t set the Email tool to show 50 users per page. A workaround is to use the Classlist tool instead of the Email tool. Just click the Classlist link on your course homepage, change the paging to 50 users per page, and then click Email everyone on this page. Repeat for each page of recipients.

 

To ensure that recipients can identify the sender:

To modify your email signature:

  1. Click Email in the upper-left NavBar.
  2. Click Settings.
  3. In the Email Signature textbox, type your HawkID and contact information.
  4. Click Save.

 

You may wish to remind your students to modify their email signatures to include their Hawk IDs. ICON does not add this information to email messages automatically. Instructions are included in the ICON online documentaion for students.

30 October 2009

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