E-mail, Netfiles & Web Sites

An Organizational E-mail Address

An organizational e-mail address is the public e-mail address used by an organization. This is where general inquiries about the organization and its activities may be sent. It is often published on the organization’s Web page and serves as a first point of contact for those outside of the organization. Specific members of the organization must be authorized in order to read organizational e-mail. This is done by subscribing to the organizational e-mail box in SpiderMail.

Once notified that the shared account has been created, each person granted access through Spidermail must perform the following in order to use the shared mailbox:

Log in to Spidermail as usual

Subscribe to the folder

1. On the top menu, click the “Folders” link.
2. The mailbox name should appear in the “subscribe” box in the 4th shaded area. Highlight the name and click the subscribe button.  It will move to the unsubscribe side.
3. Click the “refresh folder list” at the top and it will now appear on the list in the left bar.

Create an Advanced Identity

1. On the top menu, click the “Options” link.
2. Click the “Personal Information” link in the top left hand shaded area.
3. Click the “Edit Advanced Identities” link (Multiple Identities.)
4. Under the “Add a New Identity” fill in as requested
   1. Full Name: the name you want the mailbox to be known as.
   2. E-Mail Address: the address you were given (e.g., orgname@richmond.edu)
   3. Reply To: can be left blank
   4. Signature: can be filled in with a signature if you wish.
5. Click the “Save/Update” button

Your shared folder should now be ready for use.  You can now receive a message in that folder and send a message as that folder by using the dropdown box in the “compose” To: field.

A Listserv Address

A listserv address is a mailing list. E-mail messages sent to the list address are distributed to all members of the list. A listserv is a good way to communicate news and upcoming activities to members of the organization. Posting messages to the list is usually restricted to members of the list only. Messages that are posted by non members will be held for approval. The organization should specify one or more individuals that will have responsibility for managing the list, which primarily consists of keeping the list of member e-mail addresses up to date.

The organization president is the administrator of the listserv and should receive an e-mail from the mailman with the admin username and password as well as the location of the administration page for the site.

List Manager's Quick Reference Card contains some basic setup information.

NetFiles Shared File Space

NetFiles is the University’s centralized server storage space that is backed up daily. All students receive a personal home directory under \\NetFiles\Users. Student organizations are also granted a space under \\NetFiles\Org. This space is to be used to store documents and other materials related to the work of the organization. The organization must specify the list of individuals who have access to this space.

Managing an Active Directory Group

Web Space

Organizations are provided Web space on a University Web server to publish content. The organization should designate one or more Web managers who will be granted permission to access the server and make updates.