Email Basics

This page gives a basic introduction to the Brandeis email system

Overview

Email is a message sent from one person to another using computers connected to the Internet. Messages can be replied to or forwarded with speed and ease, and email has the potential to reach a wide audience. These features can also be misused. There are a few basic guidelines for the responsible use of email that can help you avoid common mistakes while you enjoy the full benefits of this technology.

The privacy of an email message cannot be guaranteed. An email message may be forwarded, printed, or permanently stored by any recipient. Email can be misdirected, even when you are careful. Do not put something in an email message that you would not want read by everybody. If you receive a message intended for someone else, let the sender know.

Email does not show the subtleties of voice or body language. Avoid attempts at irony or sarcasm. The most effective email is short, clear, and relevant. If you receive a message that makes you upset, do not respond immediately. Avoid "flaming," that is, sending an angry or rude message.

Quick Configuration

If you know how to set up an email client without step-by-step instructions, the following information should allow you to configure any client capable of communicating with the UNet servers.

Incoming (IMAP) Server:	imap.brandeis.edu
Incoming Server Type:	IMAP
Incoming Server Username:	Your UNet Username
Incoming Server SSL Support:	Enabled, on alternate port 993
Outgoing (SMTP) Server:	mail.brandeis.edu
Outgoing (SMTP) AUTH*:	Enabled, over TLS/SSL on port 587 or 465
Email Address:	Your UNet Username@brandeis.edu

* On-campus users with embedded clients lacking SSL support may use smtp.unet.brandeis.edu for the outgoing (SMTP) server.

About IMAP

The IMAP protocol is different from POP, which you may have used in the past. With IMAP, your mail is stored on the server. When you use your email client, you connect to the server and read and delete messages as if they were stored locally on your computer. The advantage of this system is that you have access to all of your mail from any location. Also, because you only download the messages that you want to read, IMAP is faster for modem users.

You can still use POP for your UNet email, but it is strongly discouraged. For more information on IMAP, read the configuration documentation for your email client.

Maximum Amount and Size Messages

Disk quotas are not enforced. Disk space is cheap. However, you are strongly advised to keep individual mailboxes under 500 messages occupying less than 50MB disk space because many mail clients (such as Outlook Express, IMP, Eudora, and Netscape) can not handle large mailboxes gracefully.

You will receive a warning by email about individual mailboxes over this advisory limit. They should be reorganized into multiple moderately sized folders.

We do not accept individual email messages in excess of 40MB. Most ISPs have a 5MB limit. Very large files should be transferred with a file transfer protocol such as FTP or personal file sharing, not email.

Please avoid attaching files where copy-pasting the text will do. This is particularly important consideration for documents on Microsoft platforms, which are common vectors for viruses and other security problems. Plain text cannot deliver viruses. It is also far more efficient and easy to read no matter what program your correspondent uses to read email.

This page was last modified on: Oct 23, 2007