FAQ - Email Issues
Frequently asked questions about email. If you have a question that is not listed below, let us know by filling out an online form.
Outlook Web Access
• What is Outlook Web Access?
• What other resources are available to learn OWA?
• Is there a forwarding feature for OWA?
• Why am I receiving email notices that I am approaching the maximum quota for my email account?
• I locked myself out of my OWA account. What do I do?
• How do I block SPAM emails?
• How do I report unindentified missed SPAM?
• How do I get the Symantec Brightmail plugin for Outlook for identifying spam?
• What is the maximum file size for an attachment that I can send out with an email?
• My attachment is larger than 10mb. Is there another way I can send my attachment?
• Can you send non-html messages from OWA?
• When I am logged into OWA, it times out. What is the maximum idle time while being logged in to OWA?
• What is the Outbox folder for?
• It states that my password is going to expire. Do I really need to change it?
• How do I change my OWA password?
• Can I synchronize my OWA Calendar or Contacts with my desktop email client calendar?
• Can I import a comma-separated value (CSV) file that lists a course's events
into my desktop email client calendar?
• What is my official student email address?
• Do I have aliases for my student HMS email address?
• I permanently deleted an email. Is there any way of getting it back?
For more specific information about OWA, go to the OWA Quick Reference page.
General Email Questions
• How Can I Read my E-mail from Home?
• Where are my emails from my old Webmail account?
• Is there a forwarding feature on OWA?
• I'm a DMS student. Can I forward my emails from my FAS account to my HMS account?
• What are the Student List-Servs?
• I am a graduating student. How do I save my emails before my HMS account is
deactivated?
• My name has changed. How do I reflect this change in my official HMS student
email address and aliases?
• Will I have access to my HMS email account and other IT services if 1) I am going abroad, 2) will be
taking off a year to do research, or 3) will be starting Masters program at another Harvard school?
• I live over in the Trilogy Apartments. Does HMS provide free internet access
at this apartment complex?
Student ListServs
• What are the Student List-Servs?
• How do I join a Student List-Servs?
• How do I create a Student List-Serv?
• Is there an Online Manual for the Student List-Servs?
• I'm the manager of a student list-serv. What is my password for the
student list-serv site?
• How do I change managers for a student list-serv?
• Whom do I contact so that I can create a new student group?
BrightMail
• What is BrightMail?
• Does BrightMail automatically delete spam messages from being sent to my Exchange email account?
• Why does BrightMail deem email messages from my friends as SPAM?
Outlook Web Access (OWA)
Outlook Web Access is the online email client that predoctoral students can use to access their email account. Check out the OWA Quick Reference.
What other resources are available to learn OWA?
Check out the OWA Quick Reference.
Is there a forwarding feature for OWA?
Yes. Log into your MyCourses account with your username and case-sensitive password. Click on
the link, Preferences. Click on the link, Messaging, in the main frame. Scroll down and
you will see a text box to enter a non-HMS email address. Click Save Email Options to enable this feature and you
will receive emails from hereon to the destined email address.
Why am I receiving email notices that I am approaching the maximum quota for my email account?
Students will receive an email notice when their email accounts reach 40mb. This notice is to alert them that they are approaching the 50mb limit and that deletion of unwanted emails should take place. You can check the total size of each subfolder and folders to see if you are over the 50 mb quota by, Checking Mailbox Folders and Mailbox Size of Your OWA Account. If a student email account goes over the 50mb limit, your account will be locked down. If your account is locked down, please request for your email account to be open by filling out an online form.
I locked myself out of my OWA account. What do I do?
If you incorrectly entered your password 3 times, then you will be
locked out for 90 minutes. After 90 minutes you only get one more chance at entering your
password correctly; otherwise, you must wait another 90 minutes. Make sure caps are not locked
on your computer's keyboard, and that you enter your case-sensitive password in correctly.
Note: Staff can unlock your account
only during weekday hours (M - F, 8:00am - 5:00pm). Email support@student.hms.harvard.edu
for assistance during these hours.
If you are viewing your email messages via Outlook Web Access (OWA) online,
as of April 1st, 2005 there is a feature available at this time that allows for automatic
deletion of identified SPAM. The MS
Exchange Server managed by the HMS IT Department currently has a software application called
BrightMail that simply identifies or tags emails that are deemed as
SPAM in your email account. NOTE: Any unidentified SPAM may enter into your HMS email account.
See How to Configure Outlook to Delete SPAM on Your Windows-based Computer
and How to Configure Entourage to Delete SPAM on Your Macintosh.
How do I report unidentified missed SPAM?
If BrightMail has not identified SPAM in your email account,
you can report it to the folks at Brightmail (now Symantec), if you are using Microsoft Outlook
as your desktop email client.
NOTE: You must submit the original email as an attachment to Brightmail within
three days of when you first initially received the SPAM message.
1. Create an email with gsubmit@submit-1.brightmail.comas the recipient of your email.
2. Create an attachment that will hold the original email with all SMTP headers: a) Click
Tools>Options>Email Options>When forwarding a message>Attach Original Message in
Microsoft Outlook.
NOTE: You can also use the Symantec Brightmail plugin for MS Outlook to report unidentitified spam to Brightmail.
See the next question below. This plugin is for certain versions of Outlook. See below to get the download.
How do I get the Symantec Brightmail plugin for Outlook for identifying spam?
You can also download Symantec Brightmail plugin for Outlook 2003 to identify spam.
With a click of the button the email message that you identify as spam will be sent to Symantec.
Download the plugin and install it on the toolbar of Outlook by going to
Symantec's site.
For all other desktop email clients, you must attach the original missed SPAM with the original SMTP
headers. Please see the Help menu of your email client.
What is the maximum file size for an attachment that I can send out with an email?
The maximum file size for an attachment is 10mb.
My attachment is larger than 10mb. Is there another way I can send my attachment?
Yes. The HMS IT Department has a web-based application, Secure Remote File Transfer, that allows you to send large files over the Internet for a recipient to access. Go to the HMS IT website and click on the link, Applications. Then, click on the link, Secure Remote File Transfer and log in to the site by carefully following the directions.
Can you send non-html messages from OWA?
No, since OWA is a web based email client, all messages sent are going to be HTML based. There is not a way to send out emails using Plain Text via OWA. You will need to use a desktop email client, that has this feature, on your home computer to download copies of your emails. See sPOP or sIMAP configuration settings for examples of desktop email clients now.
When I am logged into OWA, it times out. What is the maximum idle time while being logged in to OWA?
The maximum idle time is 40 minutes. If you are being timed-out sooner than the maximum time, let us know by filling out an online form.
I am a DMS student. Can I forward my emails from my FAS account to my HMS email account?
Students who have email accounts through the Faculty of Arts and Sciences (FAS) can forward their FAS emails to their HMS student email account. Click on the following link, http://www.fas.harvard.edu/computing/myaccount/, to modify your FAS email account.
What is the Outbox folder for?
The outbox folder simply queues all emails that are about to be sent out. Once an email is sent out, a copy of it is placed in the Sent Items folder.
What are the Student List-Servs?
See What are the Student List-Servs? under FAQS.
It states that my password is going to expire. Do I really need to change it?
Yes, you need to change your eCommons case-sensitive password if you are prompted to change it. You must change your case-sensitive password to one that is completely different from your previous one, does not have your name or eCommons username in it, and must follow the syntax rules.
How do I change my OWA password?
See Changing Your OWA Password via MyCourses under OWA Quick Reference.
Can I synchronize my OWA Calendar or Contacts with my desktop email client calendar?
Unfortuanately, no.
Can I import a comma-separated value (CSV) file that lists a course's events into my desktop email client calendar?
Yes, you can. Please see the following documentation on How to Import a Course_Events.csv file into my Outlook Calendar.
What is my official student email address?
Predoctoral students entering medical school as of Fall, 2004 will use the following official
student email address: firstname_lastname@hms.harvard.edu for HMS, DMS and HST predoctoral
students and firstname_lastname@hsdm.harvard.edu for HSDM predoctoral students.
Those students who have entered medical/dental school before Fall, 2004 will use the following
official student email address: firstname_lastname@student.hms.harvard.edu.
As of 2006, HST students can now use firstname_lastname@hst.harvard.edu as their official
email address. Those student who arrived before 2006 can use this format as an alias.
Do I have aliases for my student HMS email address?
Yes. Log into your MyCourses account at http://mycourses.med.harvard.edu. Click on Preferences in the upper left corner of the screen. Click on the link, Email, and scroll down to Email Options where it will list all of your aliases.
I permanently deleted an email. Is there any way of getting it back?
Log into your online OWA account. Click the Options button on the left side column. Scroll down and look for Recover Deleted Items. Click on the View button. A window dialog box will appear. Search for your deleted email message and move it to Deleted Items box. NOTE: Emails in the Recover Deleted Items space will be available for only 15 days. After 15 days all emails will be permanently deleted from the server.
General Email Questions
How Can I Read my E-mail from Home?
NOTE: You must have an Internet Service Provider (ISP).
1. Launch a web browser, such as Internet Explorer or Netscape.
2. Type in https://email.med.harvard.edu as the URL to access the
Outlook Web Access
login page.
3. Click on the image of the log-in window, and enter your MyCourses/eCommons username and case-sensitive
password.
If you have forgotten your username and case-sensitive password, go to
MyCourses,
click on Login Problems, then go down to Reset Password and click
the link if you forgot your MyCourses/eCommons password, and follow the syntax rules for
resetting your case-sensitive password.
Where are my emails from my old Webmail account?
NOTE: Your student
Webmail account has been migrated to the MS Exchange Server. Your emails are archived under
the folder, Webmail, in OWA.
Log into OWA
at http://email.med.harvard.edu:
1. On a Windows-based PC using Internet Explorer v6.02 click on the plus
(+) sign next to the Webmail folder to view any archived
inbox emails and folders.
2. On a Macintosh-based PC using Internet Explorer v5.2 click on the
Folders icon in the left-column and click the link, Webmail
to view your archived inbox emails and folders.
I'm a DMS student. Can I forward my emails from my FAS account to my HMS account?
Students who have email accounts through the Faculty of Arts and Sciences (FAS) can forward their FAS emails to their HMS student email account. Click on the following link, http://www.fas.harvard.edu/computing/myaccount/, to modify your FAS email account.
I am a graduating student. How do I save my emails before my HMS account is deactivated?
1. You need an email client such as Eudora, MS Outlook 2003*, Entourage v10 on your
local computer.
2. Configure your email client settings to use sIMAP which allows you to see a reflection of your
emails and subfolders on the Exchange server.
See Configuring Desktop Email Clients using sIMAP.
3. Once you set up your HMS sIMAP account via your email client on your computer, then just drag
and drop your emails that you want to save onto your computer. Most email clients will show a
local Inbox folder that allows for saving emails onto your hard drive.
*NOTE: For MS Outlook 2003: After configuring your sIMAP account, click on your
HMS sIMAP account that you have named. It may be named email.med.harvard.edu for
example. You can see your Exchange Inbox messages in the main interface of Outlook
as below.
1. Click the word, Inbox near the top of the main interface so that
you can see your subfolders of your HMS Exchange account. A plus (+) sign may appear at Inbox. Just click it
to reveal your subfolders. Highlight a subfolder to see messages within it.
NOTE: Your local Inbox on your hard drive can be seen by clicking
on the left column below the Outlook Today icon and above your HMS sIMAP
(email.med.harvard.edu icon) account. This is where you will store your emails on your local
hard drive.
My name has changed. How do I reflect this change in my official HMS student email address and aliases?
Make sure that you inform and fill out the necessary forms to the HMS
Registrar's office, DMS Registrar's Office, MIT Registrar's office, or HSDM Registrar's office.
The HMS Registrar's office is located in Gordon Hall, Room 213. Call the HMS Registrar's office at
(617) 432-1515 to find out if your changes have taken place.
For the DMS Registrar's Office call (617) 432-0162.
For the HSDM Registrar's Office call (617) 432-1443.
For the MIT Registrar's office call 617-253-4784, if you are cross-registered at HMS and want to
change it in the MIT system.
If you are a non-MD HST student and want to change your eCommons account or your guest account
in MyCourses, call Jennifer Weiss at (617) 253 - 5920.
If you are an HST medical student, call the HMS registrar's office.
Will I have access to my HMS email account and other IT services if 1) I am going abroad, 2) will be taking off a year to do research, 3) will be starting a Masters or PhD program at another Harvard school?
Yes, as long as you are a registered student in the appropriate Registrar's
office for your program. Make sure that you inform and fill out the necessary forms to the HMS
Registrar's office, DMS Registrar's Office, or HSDM Registrar's office. The HMS Registrar's office
is located in Gordon Hall, Room 213. Call the HMS Registrar's office at (617) 432-1515 to find out
if your changes have taken place.
For the DMS Registrar's Office call (617) 432-0162.
For the HSDM Registrar's Office call (617) 432-1443.
For HST medical students, call the HMS Registrar's office.
I live in the Trilogy apartments. Does HMS provide free internet access at this apartment complex?
No, HMS does not provide this service. However, Harvard RESnet does which is
part of the main Harvard University campus in Cambridge. There are two active jacks
in each apartment. Trilogy residents must register their computers through the Harvard RESnet by
simply plugging in their computers into the jacks and filling out the FAS online registration
that pops up in their web browser. For more information, see
Harvard @Trilogy.
If you are using a desktop email client, you must use the following SMTP setting:
smtp.fas.harvard.edu
If you are having problems with your jack being active, contact the Harvard
University Help Desk at 617-496-2001 during normal business hours
(8am - 6pm).
Student ListServs
What are the Student List-Servs?
The HMS Student List-Servs, or Mailing Lists, were created to allow HMS,
HSDM, HST and DMS predoctoral students to communicate to other HMS/HSDM/DMS/HST predoctoral students regarding
student activities and student announcements. These list-servs are granted upon request and monitored by the HMS
Student Council and are not official academic mailing lists.
To subscribe or unsubscribe from student list-servs:
1. Launch a web browser such as Internet Explorer or Netscape. Go to the
Student List-Servs website
(https://listserv.med.harvard.edu/).
2. Scroll down the page to find which student list-serv that you want to subscribe to and click on
its link.
3. Click on the link Join or leave the list (or change settings) to subscribe.
4. Enter your official HMS email address, your full name and click on the button,
Join <studentlist>.
5. You should be notified by the student list-serv manager of the student group. If you are having
problems with your request, please contact the Information Technology Officer of Student Council at
Mailing_Lists@hms.harvard.edu
For Student to Student Communication subscribe to one of the student list-servs below:
Concerning Public Message Boards: Messages such as classified ads (books
for sale, housing etc.) are now posted to Trading Post in your MyCourses account
under Applications.
NOTE: HMS Administration to Class communication will be sent to students via the official lists to
which students may not unsubscribe. An example of one such list is
allstudents@hms.harvard.edu. If you are not on this official email list, please see the
Student Affairs website at
http://www.hms.harvard.edu/studentaffairs/index.html.
Let them know that you are not receiving any of the official emails from HMS Administration.
How do I join a Student List-Serv?
Go to
Student List-Serv website
(https://listserv.med.harvard.edu) and scroll down the alphabetized list to find your group.
(e.g., hms-hsdm[year] for student to student communication in a particular class.)
Click on the
link that will take you to another page where you must Join or leave the list.
Follow the directions after clicking on this link.
After you have joined a student list-serv,
simply compose an email with the given email address hms-hsdm[before year 2008]@student.hms.harvard.edu or
hms-hsdm[2008 and after]@hms.harvard.edu.
NOTE: You must give your official HMS email address to join a student list-serv to
activate your registration with this group.
How do I create a Student List-Serv?
Email Student Council and request that you would like to create a student list-serv for a given student group. Upon receiving confirmation from Student Council, go to the HMS IT website and fill out an online form requesting the creation of the student list-serv.
Is there an Online Manual for the Student List-Servs?
Yes, read the online manuals and guidelines for student list-servs at Student List-Serv Guide.
I'm the manager of a student list-serv. What is my password for the student list-serv site?
Go to the following site: Registering Your List-Serv Password, at https://listserv.med.harvard.edu/scripts/wa.exe?GETPW1=ADMIN and make sure that you enter your official primary student HMS email address. Then choose a password and write it down so that you do not forget it. Inform others who will be assisting you with the management of the student list-serv so that they can log in as well.
How do I change managers for a student list-serv?
The current manager or list owner can add the new manager of the
student list-serv.
The former manager needs to log into the list-serv site:
https://listserv.med.harvard.edu/scripts/wa.exe?REPORT&z=3
After this new person has been added, the new manager is responsible for removing the former
manager.
The new manager must follow the steps below:
1. Go to
https://listserv.med.harvard.edu/scripts/wa.exe?GETPW1=ADMIN.
2. Follow the steps above "What is my password for the student list-serv site?".
3. If you are the manager of more than one list-serv, click on the pull-down menu and select the
appropriate student group.
Whom do I contact so that I can create a new student group?
If you would like to create a new student group and a list-serv for this group, go to the Student Council website and follow the directions: http://web.med.harvard.edu/groups/studentcouncil/.
BrightMail
BrightMail is a high-performance software that protects emails from viruses and identifies messages deemed as spam. BrightMail scans email messages for viruses and quarantines them from your account and scans their Subject and Body fields for words identifiable as spam with <SPAM> tags. Email messages sent by students to their HMS peers will not be scanned for spam.
Does BrightMail automatically delete spam messages from being sent to my Exchange email account?
Although BrightMail has a feature that simply identifies which emails have been deemed as spam by tagging them with <SPAM>, Brightmail as an application does not delete SPAM. However, any SPAM-identified emails will be automatically deleted as designated in email accounts.
Why does BrightMail deem email messages from my friends as SPAM?
As an application BrightMail scans both the subject and the message with the body of the email to determine if it is indeed spam. If the person who sent you an email does not have an HMS Exchange email account, then the email sent to you was deemed properly as spam. However, if one of your HMS peers sent you an email and it was deemed spam, then contact Student Computing Support Desk by filling out an online form.