3.1 What is my E-mail Address?

1.  Your E-mail Address is simply username@cityu.edu.hk.
   

3.2 Why did I receive a "Disk Quota Exceeded" warning from CSC?

1. Your staff E-mail account has a "Disk Quota". When the amount of information kept in your account has reached 85% of your Disk Quota, you will receive such warning message.
2. Normally, your disk space is mainly consumed by the mails you keep in your account. To free up disk space, simply delete unimportant mails from your E-mail account.
   

3.3 I have deleted all messages in my In box. Why I still receive the warning message?

1. Having messages removed from Local mailboxes like the In box DOES NOT mean that they have also been removed from your E-mail account (your Remote mailbox).
2. When you delete a message in Eudora and then empty the Trash, only the copy in your Local mailbox is removed. The corresponding copy stored in the remote mailbox remains. This is one of the reasons why your disk space usage remains high even after you have deleted a lot of message.
3. To delete messages from the remote mailbox, read 3.4 How to delete a message from the Mail Server "Manually"?, 3.5 How to delete messages from the Mail Server "automatically"? and 3.6 Are there any other Delete From Server options in Eudora?.
   

3.4 How to delete a message from the Mail Server "Manually"?

1.  Read a particular message.
2. Click on the Tool Bar and exit.
3. You will see on the column of the Summary Line of the message. The message is now "marked" for deletion and will actually be deleted from the server when you check for new mail the next time.

This method is the most flexible one since it allows you to have full control on which message on the server to delete.

3.5 How to delete messages from the Mail Server "automatically"?

1. Select Tool > Options from the Menu Bar.
2. Select the Incoming Mail category in the Options Dialog Box.
3. Uncheck the "Leave mail on server" checkbox.

This method is most suitable for heavy E-mail users. By choosing this method, all messages transferred to Eudora's In box will be removed from the server immediately.

3.6 Are there any other Delete From Server options in Eudora?

Delete from Server After a Pre-Set Number of Days

1. Select Tools > Options from the Menu Bar.
2. Select the Incoming Mail category in the Option Dialog Box.
3. Check the "Leave mail on server" checkbox.
4. Check the "Delete from server after" checkbox.
5. Enter the number of days you want to delete the message in the following field.
6. The number you set should be based on the amount of mail you receive everyday. You are recommended to set it to 7 days.

Delete from Server when Emptied from Trash

1. Select Tools > Options from the Menu Bar.
2. Select the Incoming Mail category in the Option Dialog Box.
3. Check the "Leave mail on server" checkbox.
4. Check the "Delete from server when emptied from Trash" checkbox.

Using this method, when you delete several messages in Eudora and then empty the Trash, the corresponding messages on the server will be deleted as well when you check for new mail the next time.

You can combine these two methods with the "Manual" delete method if you want.

  3.7 How to Delete Old Mails through the CityU staff web-based electronic mail?

Since Eudora can only access messages in the NEWMAIL folder of your E-mail account, your old mails stored in other folders cannot be cleaned up through Eudora.

You can clean up your old mail messages through the web-based electronic mail by the following procedure:

1. Log into your email account via the web page "CityU Staff WebMail System". You can go to that page by clicking the link <Connect to CityU Staff WebMail System> shown below.
2. From the screen of the web-based electronic mail, select the name of the mail box  by pressing on the   button which is near the button.
3. If the link Load previous 20 messages (near the top) exists, press on it to load them. If the link Load entire mailbox (near the top) exists, press on it to load all the messages.
4. After all the messages are loaded, click on the check box beside a message to be deleted.
5. Click on the button to delete the message. The message will be marked for deletion which is indicated by the symbol . To undelete the message, simply click on the same check box and then click on the button.
6. Click on the button to permanently remove the messages marked for deletion.
7. Click on the button (near the left hand side) to quit the system.

     <Connect to CityU Staff WebMail System>

3.8 How to Delete Old Mails through OpenVMS Mail?

Since Eudora can only access messages in the NEWMAIL folder of your E-mail account, your old mails stored in other folders cannot be cleaned up through Eudora.

You can clean up your old mail messages through OpenVMS Mail by the following procedure:

1. Log into your email account on the mail server directly. You can do it by clicking the link <Connect to Your Email Account> shown below.
2. Enter "mail" at the $ prompt to go the OpenVMS Mail.
3. Enter "dir /folder" at the mail prompt to display the folders you have.
4. Enter "dir target-folder" to switch to the target folder.
5. If you want to delete all messages in the folder, enter "delete /all".
6. If you want to delete a particular message, enter "delete n" where n is the id of the mail you want to delete.
7. If you want to delete a range of messages, enter "delete m-n" where m is the id of the first mail you want to delete and n is the last one.
8. Enter "purge" at the mail prompt.
9. Repeat the above procedure for each folder.

    <Connect to Your Email Account>

3.9 How to avoid receiving old messages in Eudora 4?

Each email user has a remote mailbox (Newmail folder for VMS) at the mail servers for holding new messages . When you are using POP3 email software like Eudora 4, new messages are fetched from this remote mailbox to your PC. A remote mailbox congested with old messages costs you more time to check for new mail and causes network connection problems that may mess up the mailbox pointers, resulting in the re-sending of old messages to users. Therefore, you should NOT use this remote mailbox to store email back-ups. To avoid losing important mail on your PC due to hard disk failure, you should back up your mail onto floppy disks regularly. In Eudora 4, you may follow the instructions below to keep your remote mailbox free of old messages:

1. Select Options from the Tools menu bar.

2. Select Incoming Mail from the Category: list.

3. If you always use the same PC to read email, uncheck Leave mail on server so that messages transferred to your PC will be deleted from the remote mailbox automatically.

4. If you want to keep messages in the remote mailbox for a while, check Leave mail on server. Check Delete from server and enter the duration after which deletion will be executed in the box provided. The recommended duration is 7 days or less. Any OLD messages at the remote mailbox will be deleted after the specified duration.

5. Check Delete from server when emptied from Trash if you want to delete the corresponding email on the remote mailbox every time a message is deleted from your PC.

6. Select Checking Mail from the Category: list.

7. Specify how often Eudora 4 check new mail for you in the Check for mail box. The recommended duration is 15 minutes or more. Too short a duration may cause unnecessary workload for the mail server and interruptions for yourself.

8. Press the OK button to apply changes.

Similarly, a clear In mailbox on your PC protects your local mailbox from corruption. After reading a message, you should transfer it to another mailbox. Since some space is occupied by messages being deleted or transferred, it is essential that you should free up this space regularly by selecting Compact Mailboxes from the Special menu in Eudora 4.

3.10 What is my POP account?

1. Your POP account should be set to username@mail.cityu.edu.hk for staff.
   

3.11 What is the name of our SMTP server?

1.  Our SMTP server is smtp.cityu.edu.hk for staff.
   

3.12 How to set up forwarding address in your e-mail account ?

1. Log into your email account on the mail server directly. You can do it by clicking the link <Connect to Your Email Account> shown below.
2. At the system prompt (usually is a "$" sign), enter pmdf forward to verify that currently no email forwarding has been setup before.
3. Enter pmdf forward "forwarding-address" to forward/re-direct your incoming email to your specified forwarding address. For example, if John's email account is ccjohn, and he wants to forward his email to his Unix mailbox, ccjohn@uxmail.cityu.edu.hk, he should enter

   pmdf forward "ccjohn@uxmail.cityu.edu.hk"

4. You can specify more than one forwarding addresses by separating them with comma (,). For example, if John also wants to forward his mail to his HotMail account, say john@hotmail.com, he can enter

   pmdf forward "ccjohn@uxmail.cityu.edu.hk,john@hotmail.com"

5. You can have a local copy of your email left in your CityU account as well while having them forwarded to other places by specifying the forwarding address as "~email-account,other-forwarding-addresses". With John's example, he can enter

   pmdf forward "~ccjohn,ccjohn@uxmail.cityu.edu.hk,john@hotmail.com"

   CAUTION: You MUSH put a tilde (~) in front of your username, otherwise an       endless looping will occur when the mail system attempts to deliver email to you.

    6    Enter logout when finish.

    <Connect to Your Email Account>

    (Please use the Delete key to correct your typo mistake after logging in.)

3.13 How to cancel  forwarding address in your e-mail account ?

1. Log into your email account on the mail server directly. You can do it by clicking the link <Connect to Your Email Account> shown below.
2. At the system prompt (usually is a "$" sign), enter pmdf forward to verify that currently email forwarding has been setup before.
3. To cancel your forwarding address setting, simply enter pmdf forward/delete.
4. Enter logout when finish.

    <Connect to Your Email Account>

    (Please use the Delete key to correct your typo mistake after logging in.)

3.14 Why I cannot send my e-mail when I connect to the internet through other ISP?

For security reason, it is not allowed to send mail (relay) from our SMTP server (smtp.cityu.edu.hk) to any email address when you are connected to the internet through other ISP.  In such case, you must use the SMTP server provided by the concerned ISP, otherwise, you will come across an error and your outgoing mail would not be sent.

Please use the following procedure to change the SMTP server name to that provided by your ISP inside Eudora 4:

1. Select Options from the Tools menu bar.
2. Select Sending Mail under the Category: list.
3. From the right hand side of the window, key in the SMTP server name provided by your ISP inside the field SMTP server:.