ITFAQ:Email/Thunderbird

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An email program will send mail to a SMTP (Simple Mail Transfer Protocol) server, and fetch mail from a IMAP (Internet Message Access Protocol) server.

DigiPen only officially supports Thunderbird for employees and students. Microsoft Outlook and Outlook Express are compatible but discouraged due to potential incompatibility issues. The support provided for Thunderbird is only for initial configuration. Long term support is not provided as each individual use/customize their email client differently.

Contents

Configuration Steps for Thunderbird

When you Start Thunderbird for the 1st time or navigate to the "Add Account" options. The "Mail Account Setup" dialogue box will pop up. Thunderbird will auto query DigiPen's imap and smtp Servers with the following credentials.

  1. Your display name
  2. Your email address - username@digipen.edu.
  3. Your email account password.

Accepting security certificate

The "Mail Account Setup" will detect what security protocol is used by DigiPen's IMAP and SMTP Servers. It will detect the SMTP Server with no security which is not true and can be corrected later. A warning will pop up when you create the account. Check the "I understand the risks" checkbox and create the account.

Email Identities

Synopsis
  1. Your primary email address is: test@digipen.edu
  2. You requested for a secondary email address.
  3. Based on reasons provided, IT Dept has granted you that request, and given you test2@digipen.edu.
Setup
  1. Click on "Tool"
  2. Click on "Account Settings"
  3. A window will pop-up "Account Settings".
  4. In the left navigation bar, Click on your email account (e.g test.digipen.edu)
    1. Look for "Manage Identities...". Click on it.
    2. A window will pop up. - "Identities for test.digipen.edu"
    3. Click on "Add".
    4. Fill up the following... (leave the rest as default)
Your Name: test2
Email Address: test2@digipen.edu
Reply-to Address: test2@digipen.edu
    1. You can go to the other tabs, to fine tune depending on your personal preference.
    2. Click OK, close.
Using your secondary email identities
  1. Compose/Write a new email.
  2. Under "From", click on the options available. Choose your secondary email identities. (e.g test2@digipen.edu)
  3. Done
Correcting SMTP Security Setting

You need to do this step in order to send out emails.

  1. Open Tools -> Account Settings -> Outgoing Server(SMTP)
  2. Select smtp.digipen.edu and click the "Edit" button.
  3. Optional: Add DigiPen SMTP Server on the "Description" field.
  4. Select "STARTTLS" in the drop down menu of "Connection Security".
  5. Click OK twice.

Thunderbird Folder Subscribing

Some of your folders in your Inbox may not be subscribed or you may prefer to be un-subscribed.

  • Open File menu -> Subscribe -OR- Right click on your account and choose "subscribe..."
  • Expand INBOX and other folders by clicking on the + icons.
  • Folders with check boxes are subscribed, remove the check to unsubscribe.
  • You can also <SHIFT> or <CTRL> Select multiple folders and select Subscribe or Unsubscribe.
You may need to repeat the steps when you create new folder.
Subscriptions are shared with all your email clients like Thunderbird, Outlook, Roundcube webmail, or Smartphones.

Deleting messages

To simplify the synchronization process between Thunderbird and the IMAP Server it is better to delete an email rather than moving it to a Trash folder.

  1. Open Tools -> Account Settings -> Server Settings
  2. On "When I delete a message", select "Remove it immediately".
  3. Check the "Clean up ("Expunge")Inbox on Exit.
  4. Click OK.

Keeping draft-mail and sent-mail on the Mail Server

By default, email client save your draft-mail and sent-mail on the local folders, this is not recommended if you switch between multiply email client and Webmail. You need to create a draft folder and a sent folder in your DigiPen Inbox if you do not have one. You also have to make sure these two folders are subscribed.

  1. Open Tools -> Account Settings -> Copies & Folders
  2. Check "Place a copy in"
  3. Select "Other"
  4. Browse to the folder under your email account's inbox.
  5. Repeat the steps for "Draft" folder.
  6. Click OK.
  7. Right-click on the sent-mail folder
  8. Check the "Apply default to all messages in the folder..." check box.
  9. Switch to "Retention Policy" tab and Uncheck the "Use my account settings" check box.
  10. Click OK.

Adding DigiPen LDAP Directory in Address Book

You can configure your email client to use the DigiPen LDAP server to lookup email addresses for all employees and students. With this feature enables you should be able to type only the first few letters of the email address or name and your mail client will resolve the address from the directory.

Currently, this only works when you are on campus.

  1. Open Tools, Options, Select Composition & Addressing on the left.
  2. Select the Addressing tab and click 'Edit Directories' and then click Add.
  3. Enter the following Information in the General tab.
    • Name: DigiPen Address Book
    • Hostname: ldap.digipen.edu
    • Base DN: ou=people,dc=digipen,dc=edu
    • Port Number: 636
    • Bind DN: uid=<your username>,ou=staff,ou=people,dc=digipen,dc=edu
    • Check "Use Secure Connection (SSL)"
  4. Enter the following information in the Advanced tab.
    • Don't return more than *20* results
    • Scope: Subtree
    • Search filter: (mail=*digipen.edu)
    • Login Method: Simple
  5. Click OK twice and then make sure the check box next to DigiPen Address Book is selected.

Troubleshooting Thunderbird - How to fix problems with LDAP auto completion

  1. Open Thunderbird. Click Tools -> Options (Mac users: Thunderbird -> Preferences).
  2. Click the Advanced Tab. On the General page click Config Editor.
  3. In the Filter field type: ldap_2
  4. Find 'ldap_2.autoComplete.directoryServer' in the configuration list. Double-click the preference to modify it.
  5. The server name will be: ldap_2.servers.DigiPenAddressBook
  6. Click OK and restart thunderbird.
  7. Open new email and test looking up a common name.

Conserving Space

Thunderbird have the option to delete/detach attachment from a message which will free up lots of space. There two methods to delete/detach an attachment.

  • Select an attachment in the Attachments pane, right-click, and choose "Detach", "Delete", "Detach All", or "Delete All".
  • Select a message in the message-list pane, go to "File -> Attachments", and choose one of the detach/delete options.

Users can monitor their quota usage by the following method.

  1. Right Click on inbox
  2. Click on Properties
  3. Navigate to Quota tab

Purge Delete

Thunderbird does not purge the email after it was deleted. In Webmail, you will see the Strikethrough email. It purge the emails by "compacting" the folder.

  • To purge deleted messages in a single folder, right-click on a selected folder, and choose "Compact".
  • To purge deleted messages on all folders, go to "File" menu, and select "Compact Folders".

Displaying Emails as Message Thread

Thunderbird has an option to display message as thread which will make tracking old emails easier depending on individual preference. Just click on the header of "Thread" column to sort messages in thread.

Error Messages

System I/O error

Thunderbird may pop up error messages that contains "The mail server responded:System I/O error." when it try to save messages on the sent folder after the email is sent or when compacting folders.

This is likely caused by lost connection between the IMAP Server and Thunderbird. Please wait for about 5 minutes for Thunderbird to reconnect with the IMAP Server before hitting the Retry button. You can ignored if it is not critical.

Mail Not Save to Sent or draft Folder

Thunderbird may pop up error messages that contains "There was an error copying messages to the Sent Folder. Retry?" after it sent an email. This means that the email is sent but there is an error copying it to the sent folder.

This is likely due to the sent or draft folder not connecting to the server. All you have to do is create a new folder under inbox called Sent/draft and reconnect it.

  1. Right click on inbox and create new folder called Sent/Draft. If it gives you an error message, create a new folder under another folder and then drag it to inbox. This will create it.
  2. Open Tools -> Account Settings -> Copies & Folders
  3. Check "Place a copy in"
  4. Select "Other"
  5. Browse to the folder under your email account's inbox.
  6. Click OK.
  7. Close Thunderbird.
  8. Try again.

Out of office response

Thunderbird

Vacation Response

"Vacation responses" (also known as "out of office responses" or "away messages") are automatic messages that are generated by the mail server in response to incoming messages. They are used to inform people who are sending you emails that you are not available.

How to setup your Out of office reply:

  1. Open new email
    • Compose your out of office email
    • Click File- Save As- Template
    • (This will save your out of office email as a email template. You can edit this template by clicking on the Templates folder under Drafts on the left side of Thunderbird.)
  2. Click Tools- Message Filters
    • Click the New button on the right
    • Under Match all of the following
    • Click the subject drop down box and change to To
    • In the box to the right of contains type in your email address
    • Under Perform these actions:
    • Click on the the Move Message to drop down box and select Reply with Template
    • Click the drop down box to the right and select your Out of office template
    • Click OK
  3. You should now see your To contains:*@digipen.edu filter
    • To Enable the filter click the box under Enabled
    • To disable uncheck the box under Enabled
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