Posts Tagged ‘stanford email’

Techie Tip of the Week: Schedule Stanford Mail To Be Sent Later

Friday, February 15th, 2013

Hey, Stanford users! Did you know that you can schedule your Stanford Email (Zimbra) to be sent at a later date? Suppose you want to send an email out next week on Wednesday. But you know that you’re going to be out of the office. Here’s how you would send that email:

  1. Open your Stanford Email (
  2. Compose your email as normal (Mail > New).
  3. To the right of the Sendbutton is a black arrow pointing downwards. Click that arrow (but be sure to click ONLY the arrow, and not the rest of the Send button).Then, click Send Later.


  4. Enter the date and time the message will be sent, and then click OK.
  5. The message will be sent on the date and time you selected!


NOTE: If you change your mind, and want to either edit the message or send it at a different time:

  1. In Stanford Email, select Drafts. Locate and double-click the email. 
  2. Make any changes you wish to make, and then repeat steps 3-5.

Techie Tip of the Week: Check out the upgraded webmail and webcal!

Friday, February 3rd, 2012

On February 3, 2012, the Stanford email and calendar servers are upgrading to provide added functionality and improved performance.

This major upgrade includes a number of changes and new features, including:

  • Send email later: You can delay sending a message by setting a delivery date and time for the message. Click on the triangle next to the Send button to access this option.
  • Undo option: An Undo option appears in the banner immediately after deleting or moving messages, contacts, or tasks. This lets you undo the previous action.
  • Preview the Calendar in an email invitation: Calendar invitations now include a snippet from your calendar. You can see how a new meeting request fits into your schedule for the day without switching to the Calendar application.
  • Streamlined New Appointment screen: The tabs for Schedule, Location, and Resources have been replaced by a single interface that will load the availability information of attendees as they are added. Hovering over the availability will show you the details of any meetings, provided you have permission to see it.
  • Restore previously deleted items: You can self-restore messages, contacts, appointments and tasks that have been deleted from your Trash folder. Just right click on the Trash and choose “Recover Deleted Items.”
  • People Search field: You can quickly search StanfordWho by entering a name or address in the People Search field. The search auto-completes as you type.

For information about these changes and many others, see the “What’s New and Different” web page:
or video:

If you have any questions or if you experience any problems, please submit a HelpSU request:

Techie Tip of the Week: Send Email on Behalf of Another

Friday, July 1st, 2011

Are you ever in the situation where you need to send an email for someone else? For example, does your boss ever ask you to send an email on your boss’s behalf? You probably don’t want YOUR email address to be listed as the from — it’s really from the other person; you’re just sending it. If you send it directly, and someone responds, the response will come directly to you, not the person who really is sending it.

Fortunately, email programs make it relatively easy to send email on behalf of another. In today’s techie tip, we’ll show you how.

Outlook 2007/2010:
1) Compose a new message.
2) In the Message window, click Options.
3) In Show Fields, click From.
4) In From, enter the email address of the person for whom you are sending the email (e.g., your boss’s email address).
5) Compose and send your email as you otherwise normally would do.

Apple Mail:
1) Compose a new message.
2) Click the drop-down menu next to the Subject: field.
3) Click the Reply-To Address Field.
4) In the Reply To field, enter the email address of the person for whom you are sending the email (e.g., your boss’s email address).
5) Compose and send your email as you otherwise normally would do.

Stanford Webmail:
1) Log into Stanford Email (
2) Click the Preferences tab.
3) In the Mail preferences, click Accounts.
4) In the Accounts section, click Add Persona.
5) In the Persona Settings section, enter a name in the Persona Name field (e.g., your boss’s name).
6) In the From field, enter the name and email address of the person for whom you are sending the email (e.g., your boss’s email address).
7) Click Save.
8) Compose a new message.
9) In the From field, click the drop-down menu, and select the desired Persona (e.g., your boss).
10) Compose and send your email as you otherwise normally would do.

Techie Tip of the Week: Automate Your Email With Rules/Filters

Friday, June 24th, 2011

In most modern email programs, you can automate the handling of your email by setting up rules (sometimes rules are called “filters”) that are applied you open your mail. For example, you can set up a rule to automatically shunt all email from your supervisor into a special folder/mailbox. Or suppose you want all email from your favorite email distribution list to be color-coded automatically. Rules/filters can do that automatically for you!

To set up a rule in Apple Mail:

  1. In Apple Mail, on the Mail menu, click Preferences.
  2. Click Rules.
  3. Click Add Rule
  4. In the Description field, enter a name for the rule.
  5. Define the conditions for the rule (e.g., if the email matches my supervisor’s email).
  6. Define the actions for the rule (e.g., move message to a mailbox I’ve set up to hold my supervisor’s email).
  7. Click OK.

To set up a rule in Outlook:

  1. In Outlook 2003 and 2007, on the Tools menu, click Rules and Alerts. In Outlook 2010, click the File tab, and then click Manage Rules and Alerts.
  2. Click New Rule.
  3. In the section Start from a blank rule, select Check messages when they arrive. Then, click Next.
  4. In Step 1, check the desired condition (e.g., Move messages from someone to a folder).
  5. In Step 2, click the blue, underlined links and provide the appropriate information (e.g., if the blue link is “people or public group”, I might enter my supervisor’s email address; if the blue link is “specified folder”, I might select the folder I’ve set up to hold my supervisor’s email).
  6. Click Next.
  7. Select any desired exceptions and then click Next again.
  8. Check the Run this rule now on messages already in “Inbox” and Turn on this rule boxes.
  9. Click Finish, and then click OK.

To set up a filter in Stanford Email (Webmail):

  1. Click the Preferences tab.
  2. Click the Mail Filters tab, and then click New Filter.
  3. In the Filter Name field, enter a name for the filter.
  4. In the first pull-down menu, select the desired header for the filter (e.g., From).
  5. In the second pull-down menu, select the desired condition (e.g., contains).
  6. In the text field, enter the desired condition (e.g., my supervisor’s email address).
  7. In the Perform the following actions area, in the pull-down menu, select the desired action (e.g., File into folder, and then select the folder I’ve set up to hold my supervisor’s email).
  8. Click OK.
  9. Click the Mail button to return to your Inbox.

Techie Tip of the Week: Add RSS feed to Stanford Email

Friday, January 21st, 2011

Have you ever wanted to keep up with an RSS feed? (What’s RSS? A video from the Common Craft Show, “RSS in Plain English“, explains it well.)

Now you can, directly from your Stanford Email!

  1. In your web browser, go to Stanford Email
  2. Click the Mail tab.
  3. Click the New Folder button.
  4. Enter a name for the folder and click the Subscribe to RSS/ATOM feed checkbox.
  5. In the URL field, enter the address of the feed you’d like to read. (For example, the Stanford News Service has a feed at

Updates will now automatically feed to your folder and be marked as unread.