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, including Access and Responsibility training. Q: What is the Access & Responsibility training? 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 about 10 minutes and can be completed online. You will need a computer with Internet access and speakers or a headset. The training is located at: http://www.howardcc.edu/Visitors/HR/Training/index.html. Upon completion of training and after filling out the training evaluation form, a notification is automatically generated and electronically submitted to the Office of Human Resources. Human Resources staff forwards the relevant employee information to the Information Technology department for creating email accounts. Q: How do I access my email account? A: You can use Outlook Web Access (OWA) to access your email mailbox using any computer with Internet access. From the main college web page, click Employees on the top navigation bar, then click Email. You will be prompted to login. Full time staff with an assigned office computer can login using Microsoft Outlook on campus. Q: How do I find out my HCC email address, Login ID (User Name) and Password? A: Your HCC Login ID will be the first initial of your first name followed by your last name, unless there is a duplicate name already existing. If you are an employee on campus, the IT Department will contact you with your login information. If you are an adjunct faculty member, your division office staff will inform you what your initial password is. Your email address will be yourloginid@howardcc.edu. An example: 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 Internet Explorer: Click Help / About, and an information screen will appear. If the setting "Cipher Strength:" is not 128-bit, then 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. Q: I have been unsuccessful logging into my email account. What do I do? A: If you are a new employee, your account may not have been created yet. If you have an established working account and now you can't login, it may be due to a mistyped password, your account is locked out, or any number of other reasons. In either case, please contact the Help Desk at 443-518-4444 or send an email to helpdesk@howardcc.edu and we will re-set your password and assist you with logging in. 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 for ten minutes before you can attempt to log in again. If you have forgotten your password, then contact the Help Desk at 443-518-4444 or helpdesk@howardcc.edu. 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 Options at the top right of the screen, click on the Change Password button that appears on the left (you may have to scroll down). Fill-in the required information as follows: Old Password = (Your current password that you used to log on) 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 bottom 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 increase the number of messages that display on a page by clicking Options at the top right of the screen then clicking on Messaging on the left. Note: If you create folders within "Personal Folders" in your mailbox and store mail there, Personal Folders are not accessible from any other computer via OWA because they are stored on the computer's hard drive, not the email server. A: If you are a full-time employee the default mailbox size is 500 megabytes. If you are a part-time employee, the default mailbox size is 250 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. After you delete items from 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 quickly identify the largest messages that you can delete to free space. Messages with attachments are often your largest messages, particularly messages with photos or videos attached. 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. 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. Q: How do I display the Global Address List within OWA? A: Create a new mail message and press the TO button to display address books. You may scroll to view additional address books. Q: How can I quickly skim my email and delete unwanted messages? A: Open the first message 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, highlight the messages that you want to delete, and click on the "X" icon. By highlighting messages while holding down the shift or control key, you can highlight multiple message and then click on the delete icon (X). 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 443-518-4444. Provide as much detail as possible, such as email address of the sender, and approximate date and time the message was sent. 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 443-518-4444. The email 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). This may take 1 or 2 business days to complete so we suggest you do an initial clean up to free some space: sort your messages by clicking on the size column and delete your largest messages. You can save large file attachments to your computer's hard drive or to a flash drive and then delete the message. Don't forget to empty Deleted Items folder after doing this. Q: How do I properly log off of OWA? A: On the top right bar, click Log Off and then close you Internet browser. You have now properly and securely terminated the connection to your mailbox. |
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