CHAPTER 5 Personal Preferences

All users of the Delegated Management Console (delegated administrators, distribution list owners, and e-mail users) can set and change their personal preferences or properties. These tasks are:

Changing your password

Setting your forwarding rules

Setting your vacation rules

Setting and viewing your distribution list subscriptions

Changing Your Password

When you receive an account on the Delegated Management Console, you are provided with a password. You may change this password once you are logged into the Delegated Management Console.

Only a delegated administrator can change another person's password. To do this, the delegated administrator must go to the "Edit User" page.

To change your own password

Click Change My Password on the navigation bar (under "Personal Preferences").

The "Change My Password" page displays.

FIGURE 5-1 Password page

Enter your current password in the Current Password field.

As you type your current password, the screen will "mask" it with dots or asterisks.

example: secret

Enter your new password in the New Password field.

Your new password must be more than four characters in length and can be composed of any characters.

example: mysecret

Retype your new password in the Retype New Password field.

This is a confirmation for your new password.

example: mysecret

Click Apply.

The page repaints with the confirmation that your password has been changed at the top of the page.

Forwarding Rules

In addition to having e-mail delivered to your inbox, you may choose to have the same e-mail delivered to other mailboxes. For example, you may own more than one e-mail account and want to make sure that all e-mail delivered to one account goes to all your mailboxes. Or you may want your e-mail delivered to another account when you are on an extended leave.

In the following task, Lori Chen sets her forwarding rules so that mail sent to her user account is forwarded to Sarah Jones' (srjones) mailbox.

To set your forwarding rules

Click My Forwarding Rules on the navigation bar.

The "Set Forward Rules" page displays.

FIGURE 5-2 Forwarding rules page

Select Forwarding On or Forwarding Off to turn on or turn off e-mail forwarding for your account.

If you select Forwarding On, then messages sent to your account will be delivered automatically to the account specified in the Forward to: field. If you select Forwarding Off, then e-mail will not be forwarded.

Select or deselect the Deliver a copy to inbox when forwarding e-mail button.

If this button is selected, then forwarded messages will continue to be delivered to your inbox. If this button is not selected, then messages will not be delivered to your inbox (they will only be sent to the forwarding address).

Enter the forwarding address or addresses into the Forward to: field.

E-mail messages that are forwarded will go to the address or addresses entered into this field.

example: srjones

Click Apply.

The page repaints with confirmation that your forwarding rules have been set at the top of the page.

Vacation Rules

When you go on vacation or take an extended leave, you may wish to have an automated message sent to anybody sending you an e-mail message during that time. This is a good way to let people know that you are gone for a certain time and will respond to their e-mail when you return.

To set your vacation rules

Click My Vacation Rules on the navigation bar.

The "Set Vacation Auto-Responder" page displays.

FIGURE 5-3 Vacation program page

Select On or Off next to the Vacation program label to activate or deactivate the vacation program.

Clicking Apply confirms that you have activated or deactivated the vacation program.

Select a Vacation Start Date.

Choose the month and day from the menus provided. Enter the year, if it is different from the current year.

Select a Vacation Start Time.

Choose the time from the pull-down menu provided.

Select a Vacation End Date.

Choose the month and day from the menus provided. Enter the year, if it is different from the current year.

Select a Vacation End Time.

Choose the time from the menu provided.

Enter the Interval for reply to repeat senders.

Sets the frequency of the vacation response to the same e-mail sender. The frequency is measured in units of days. For example, if you receive one message a day from Bob and the field is set to 5 days, then Bob will receive your vacation message only every 5 days no matter how many messages he sends to you.

Enter your response to external senders.

This is the message that will be sent to people who send you e-mail from the outside (external to your domain).

Enter your subject in the Subject line field.

This is the value used in the subject line of the automatically generated response to senders. For example, you can enter "On Vacation" as your subject. The default subject is "RE: subject" where subject is the subject of the message sent to you.

The Subject line field is limited to 128 characters (about 1-1/2 lines of text).

Enter your message in the Message body field.

This is the text of the response sent. The default text of the message is:

"I am out of the office.
Your message regarding subject will be read when I return."

The Message body field is limited to 1024 characters (about 14 lines of text).

Enter your response to internal senders.

This is the message that will be sent to people who send you e-mail internally (inside your domain). The same subject line will be used for internal responses as well as external responses. You only need to enter your message in the Message body field.

The Message body field is limited to 1024 characters (about 14 lines of text).

10.

Click Apply

You will receive confirmation that your vacation rules have been set.

Distribution List Subscriptions

You can subscribe or unsubscribe to a distribution list, or view the members of distribution lists to which you belong.

To perform your distribution list functions

Click My Distribution List Subscriptions on the navigation bar.

The following page displays:

FIGURE 5-4 Distribution list subscription page

At the top of the page, the distribution lists to which you are currently subscribed to are listed in a table. You can use table list to view the members or unsubscribe to any of those distribution lists. If you are not currently subscribed to any distribution lists, an empty table displays and the message "You Currently Subscribe to No Distribution Lists" appears at the top of the page.

To view the members of a distribution list

Click View Members within the same row of the distribution list you wish to view.

The members of that distribution list display at the bottom of the page within the "Members list" text area.

To unsubscribe to a distribution list

Click Unsubscribe within the same row of the distribution list you wish to unsubscribe.

The distribution list table re-displays. The distribution list from which you unsubscribed is no longer listed in the table.

To subscribe to a distribution list

Search for the distribution list.

See "Searching for a Distribution List" on page 33 for instructions on searching for a distribution list.

Select the distribution list from the search results table.

Click Subscribe in the same row of the distribution list which you selected.

Your current distribution list subscription table re-displays. The distribution list to which you subscribed is displayed in the table.

Note - If the distribution list you wish to subscribe to requires approval, you must request to be added by the distribution list owner or the delegated administrator.