Employee E-mail FAQ
Q: How do I get an HCC email address assigned to me?
All HCC employees are assigned an email account when they complete their employment paperwork, and Access and Responsibility training.
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Q: What is the Access & Responsibility policy for email?
A: Access & Responsibility training is required for all HCC employees. The issues of Access and Responsibility are a part of the college’s Policies and Procedures of Ethics and Conduct and must be adhered to by all employees. The training takes only 10 minutes and can be found at http://www.howardcc.edu/Visitors/HR/Training/index.html. An on-line form will be automatically generated and electronically submitted to the Office of Human Resources. All Howard Community College employees who use the college's computing, information technology, email, and other communication resources must act responsibly as stated in College Policy 63.09.11 "Proper Use of Information Technology". Each employee is responsible for the integrity of the resources under their control.
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Q: How do I access my email account?
A: You should be able to use Outlook Web Access (OWA) to access your email mailbox using any computer with Internet access. Go to the following link for step by step directions -- http://www.howardcc.edu/uns/email/owahelp .htm
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Q: How do I find out my User Name (Account) and Password?
A: Your User Name will be set to the first initial of your first name followed by your last name. If you are an employee on campus, the IT Department will set up your account and password and contact you with this information. If you are an Adjunct faculty member your password will be initially set to your six digit birth date in mmddyy format. For example:
Name: Joshua Blue
Your email address will be: jblue@howardcc.edu
Username: jblue
Password: six digit birth date (example June 7, 1975 would be 060775)
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Q: When I log in, I get a web browser error saying, "The page must be viewed with a high-security web browser." What does this error mean?
A: OWA requires your browser to use 128-bit encryption.
If you are using Netscape: Click Help \ About and an information screen will appear. As of this date, all available versions of Netscape support 128-bit encryption. If your copy of Netscape does not, you will have to download a newer version from www.netscape.com
If you are using Internet Explorer: Click Help \ About and an information screen will appear. If the setting "Cipher Strength:" is not 128-bit than click on "(Update Information)." A new browser window will open, taking you to the Internet Explorer High Encryption Pack download page. Follow the directions to install 128-bit encryption for the version of Internet Explorer that you currently have installed.
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Q: I have been unsuccessful logging into my email account. What do I do?
A: If your account is new, it may not have been created yet. If you have an established working account and now you have encountered an error, it may be caused by a system error, your mailbox is full, a mistyped password, your account is locked out, or any number of other reasons. Please call the Help Desk at 410-772-4444 or send an email to helpdesk@howardcc.edu
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Q: I have forgotten my password. What should I do?
A: Your email password is case sensitive, which means that if you are using capital letters you need to type it in exactly as you originally set it. If you mistype your password multiple times, your account will be locked out. If you have forgotten your password then it must be reset by the Help Desk, call 410-772-4444.
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Q: How do I change my password?
A: Your password can be changed within Outlook Web Access (OWA). Once you have successfully logged into your mailbox the connection is now secure. Click on the Options icon on the left side of the screen. Scroll down under Password and click on the Change Password button.
Fill-in the required information as follows:
Domain = HCCMAIN
Account = (Your User Name)
Old Password = (Your current password that you used to log on)
New Password = (Must be 5 characters, they are case sensitive, and it must be one that you have not previously used.)
Confirm New Password = (Retype your new password)
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Q: When I open my mailbox within Outlook Web Access (OWA), why do I not see all of my messages?
A: OWA will display 25 messages per page. In the upper right portion of your mailbox screen, use the page arrow or count to go to the next page to see the rest of your messages. You can also change your view by selecting more options from the down arrow next to the View box.
Note: If you create folders using the full version of Microsoft Outlook and place them within the "Personal Folder" in your mail box, then they are on your local machine, and they are not visible using OWA.
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Q: How large is my mailbox?
A: If you are a full-time employee the default mailbox size is 325 megabytes. If you are a part-time employee the default mailbox size is 175 megabytes. You will receive a warning message when you have reached 90% capacity. Once you exceed your mailbox limit, you will no longer be able to send or receive new mail, until you clean out your mailbox. When cleaning out your mailbox, remember to also empty your Deleted Items folder. Note: If you scroll to the far right side of your messages, you can view and sort messages by their size, to help you maintain your mailbox.
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Q: How do I create a distribution list within Outlook Web Access?
A: Click on the little down arrow, next to the "New" button. You will be presented with a drop down menu with multiple choices. Select Distribution List.
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Q: What do the unmarked icons within OWA mean?
A: If you hold your cursor over an icon for a few seconds, an icon label will appear defining the icon.
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Q: How do I display the Global Address List within OWA?
A: OWA will not display the server address book information unless a request is made. Use the Address Book icon (Find Names) to search for any name, department, distribution list, or public folder. You can search with any parameter given. Once you find the mailbox that you are looking for, highlight the name, and Add recipient using the "To" or "CC" button.
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Q: How can I quickly skim my email and delete unwanted messages?
A: Open the messages at the top of the Page. Once you have read this message instead of closing or deleting it, use the down arrow to view the next message. Continue using the up or down arrows to skim the list of messages. You can then close the message you are reading and highlight the messages that you want to delete and click on the X. By highlighting messages while holding down the shift or control key, you can highlight multiple message and then click on the delete icon (X).
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Q: Does the college use an email content scanner to block SPAM?
A: Yes, the college uses a content scanner to try and minimize the effects of SPAM from Internet email. It attempts to block messages that contain pornography, profanity, SPAM advertisements, and other junk email content. If you do not receive a legitimate message that was sent to you and believe that it may have been blocked by a content scanner, please contact the Help Desk by calling 410-772-4444.
Click here for more information on specific virus and spam email blocking.
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Q: I have not checked my email for a long time, and I have accumulated many messages. How can I efficiently clean my mailbox without having to individually check and delete all messages?
A: If you have accumulated so much mail that it is cumbersome to clean out, and\or you have received System Administrator messages that your mailbox is full, contact the Help Desk at 410-772-4444. The System Administrator can run a clean mailbox utility on your mailbox with guided parameters that you agree upon. (Example: Delete all unread mail older than 30, 60, 90 or more days)
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Q: How do I properly log off of OWA?
A: On the left side of the screen the last large icon at the bottom of the screen is the Log Off icon . You may need to scroll down to see it. Click on the Log Off icon and then close you Internet Browser. You have now properly and securely terminated the connection to your mailbox.
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Log into your mailbox using Outlook Web Access, Microsoft's web based version of Microsoft Outlook.
