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Email FAQ's


  1. How do I set up my Mail account to access my USF email?
  2. How do I access the USF email directory using Mail?
  3. How do I set up rules in Mail?
  4. How do I set up an automatic response in Mail?
  5. How do I check my non-USF email using Mail?

1. How do I set up my Mail account to access my USF email?

You can set up Mail to access your USF mail account as follows:

  1. Open Mail by clicking on its icon in the dock.

  2. From the Mail menu, choose Preferences.

  3. Click on the Accounts tab to display the pane.

  4. To create a new account, click the Add (+) button in the bottom-left corner of the window.

  5. In the dialog box, choose POP from the Account Type pop-up menu.

  6. Enter a name for your account (such as “USF" or "School") in the Account Description field.

  7. Enter your name (or whatever name you want displayed to the public) in the Full Name field. Enter your full USF email address in the Email Address field. This is the address that will be used when other people reply to your messages. Click Continue.

  8. You will then be asked to provide the address of the incoming mail server (mail.usf.edu) and your user name and password.

  9. Click on Continue. You will be asked to provide the address of the outgoing server (also mail.usf.edu if you're a student). Make sure Use Authentication is checked and enter your user name and password again. Click on Continue.

  10. A summary screen will be displayed. Click on Continue, then Done to create the new account in Mail.

2. How do I access the USF email directory using Mail?

You can set up Mail to access the USF email directory. However, note that you will only be able to access the directory while you are connected to the USF network. You will not be able to access this directory from home.

To set up LDAP access in Mail:

  1. Open Mail by clicking on its icon in the dock. When it opens, choose Address Book > Preferences.
  2. Select the LDAP tab in the toolbar at the top of the preferences window.
  3. Click on the Add button (+) on the lower left.
  4. Enter the following information:
    Name: USF
    Server: ldap.acomp.usf.edu
    Search Base: o=usf.edu
    Port: 389
    Scope: Subtree

    Click on the thumbnail to see a larger version.
  5. Click on Save, then exit out of the Preferences window.

You can test the connection to the LDAP server by typing a name in the search box in the upper right corner of the Address Book window and then selecting Directories > USF and confirming that some names come up.

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3. How do I set up rules in Mail?

In Mail, you can set up "rules" to filter incoming messages or reorganize messages you've already received. You can have Mail automatically file, forward, or highlight a message (or perform a variety of other actions) based on the message's sender, recipients, subject, content, and several other criteria.

To set up a new rule:

  1. Choose Mail > Preferences and click Rules.
  2. Click Add Rule and type a descriptive name for the rule.
  3. Set the conditions necessary for the rule to apply to a message.
  4. Choose actions to perform on messages that meet the conditions. To specify multiple criteria and actions, click the Add (+) button.

If you have multiple rules, they're applied in the order in which they appear in the rules list. Drag a rule in the list to change its order. Mail stops applying rules to a message when the message is transferred to another mailbox, or if the Stop Evaluating Rules action is specified. To see an example of a rule, select one of the provided rules and click Edit. To apply rules to email you've already received, select the messages and choose Message > Apply Rules.

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4. How do I set up automatic responses in Mail?

You can set up Mail to send an automatic reply to messages you receive. This feature may be helpful if you are going to be on vacation or away from the office for some time.

You can set up an automatic reply using the rules feature of Mail. To set up an automatic reply, set up a new rule (see previous question), then specify Reply to Message as the action to be performed on emails that meet the conditions set in your rule. When you select the Reply to Message option, you will see a Reply Message Text button. Click on that button and a window will open where you can type in the text you want to be included in your automatic reply. This can be a brief message letting your recipients know when you will be back, or an emergency contact number.

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5. How do I check my non-USF email using Mail?

Some of the popular free email services will let you access your email using Mail. GMail and AOL users have free access to their email, but Yahoo users have to sign up for a paid account. Hotmail does not currently offer access.

To set up GMail access in Mail, you must first configure GMail to allow POP access. Then, you must configure Mail to access the GMail servers. GMail, a service provided by Google, currently allows 2 GB of storage on their email servers.

To access AOL mail, you must properly configure Mail for IMAP access to the AOL mail servers as explained in this website. AOL currently provides 2 GB of storage.

To access Yahoo, you must sign up for a paid account. This webpage provides the information you need to set up Mail so that it can access the Yahoo mail servers using the POP protocol.

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