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E-mail

Need a simple way to send permission-based mass emails?Soek jy `n eenvoudiger manier om toegangbeheerde massa e-posse te stuur?

Friday, September 14th, 2012

If you’re the person in your department responsible for sending out information to other staff or students, you’ve probably wished there was another way to make the process a bit easier and faster.

Well there is, and the system’s called Sympa (Systeme de Multi-Postage Automatique (i.e. Automatic Mailing System)). Sympa is perfect for administering and sending out mass e-mails, very easy to use and can also handle mail merging if needed.

If you’ve used Outlook to send emails to large group of people up till now, you would’ve noticed it limits you to 120 addresses. Sympa allows you to send to an unlimited amount of addresses. You can also create multiple lists and choose descriptive names for your lists. Just remember, the list’s name is also the email address you’ll be sending your mails from, so choose wisely.

To create a sympa distribution list, go to http://sympa.sun.ac.za and click on the “create list” tab. Rember to fill in all the fields on the form.

Alternatively, if this looks too daunting for you, you can put in a request at our service desk at help@sun.ac.za with the following information:

1. Who is the owner and responsible person for the list?

2. Who is allowed to send emails to the distribution list?

3. Should the list be visible or hidden on the Global Address List?

4. Should there be an expiry date on the list? (For example for conferences, etc. )

5. Who should be members of the list? (full list of user names in xls/xlsx format)

6. Who is requesting the distribution list?

7. Who is allowed to change the distribution list? (For example add names, etc.)

And before you say “Sympa!”, you’ll be able to send e-mails to your heart’s content. More information on Syma – http://en.wikipedia.org/wiki/Sympa

SOURCE: Pablo Korkie en Johan Loubser, IT

As jy die verantwoordelike persoon in jou departement vir die uitstuur van inligting aan ander personeellede of studente is, het jy waarskynlik al gewens daar is `n beter manier om die hele proses te vergemaklik.

Wel, daar is en die stelsel se naam is Sympa (Systeme de Multi-Postage Automatique (i.e. Automatic Mailing System)). Sympa is perfek vir die uitstuur en administrasie van massa e-posse, baie eenvoudig om te gebruik en kan selfs “mail merging” hanteer indien nodig.

Indien jy tot dusver Outlook gebruik het om e-posse te stuur aan groot groepe mense, het jy dalk al agtergekom dat daar `n beperking is op die aantal adresse waarheen jy kan stuur, naamlik 120. Sympa laat jou toe om aan `n onbeperkte hoeveelheid adresse te stuur. Jy kan ook verskeie lyste skep en die naam van die lys aanpas om meer beskrywend te wees. Onthou net, die naam van die lys is ook die e-pos adres waarvan jou e-pos gestuur gaan word, kies dus mooi!

Om `n sympa-lys te skep, kan jy dit self doen deur na http://sympa.sun.ac.za te gaan en te kliek op die “create list” oortjie. Onthou om al die velde op die vorm in te vul.

Alternatiewelik, as dit vir jou te oorweldigend lyk, kan jy ook `n versoek aan ons dienstoonbank stuur by help@sun.ac.za. met die volgende inligting:

1. Wie is die eienaar en verantwoordelike persoon vir die lys?

2. Wie mag stuur na die verspreidingslys?

3. Moet dit sigbaar of versteek wees in die Global Address List?

4. Vervaldatum van die lys?

5. Wie moet lede wees van die lys (volledige gebruikersname in xls/xlsx formaat)

6. Wie vra die verspreidingslys aan?

7. Wie mag die verspreidingslys aanpas? (byvoorbeeld nuwe lede byvoeg, ens.)

En voor jy kan sê “Sympa!”, sal jy na hartelus e-posse kan uitstuur. Meer inligting oor Sympa – http://en.wikipedia.org/wiki/Sympa

BRON: Pablo Korkie en Johan Loubser, IT

Tags: email, mailing lists, sympa
Posted in E-mail, General | 2 Comments »

Once upon a time …Eendag was daar …

Friday, September 14th, 2012

… there was a world without email. Actually this wasn’t too long ago. South Africa was a bit slower than the rest of the world and most of us were only exposed to the email and the internet around the mid 90’s. This was approximately 17 years ago already.

The first e-mail was sent by Ray Tomlinson in 1971. The message was sent to the computer right next to the one which he sent the message from. Previously, mail could be sent only to others who used the same computer.Tomlinson wasn’t involved with the development of e-mail himself, but was working on other applications for MIT’s ARPANET project (which later evolved into the Internet). It was the first system able to send mail between users on different hosts connected to the ARPAnet.

He took the time to work on e-mail “mostly because it seemed like a neat idea.”. Tomlinson says he can’t remember the content of that first message, but it most likely read “testing 123″ or “QWERTYUIOP” — the letters found on the top line of a QWERTY keyboard.

At first, his email messaging system wasn’t thought to be a big deal. When Tomlinson showed it to his colleague Jerry Burchfiel, he said “Don’t tell anyone! This isn’t what we’re supposed to be working on.” If you want to read what Tomlinson has to say about his involvement in the “invention” of email, click here.

The “at”, @ sign was used by Ray Tomlinson to distinguish emails from users on other computers from the ones composed by people on the same computer as himself .It was chosen because it wasn’t commonly used anymore, but still a standard symbol on the keyboard. An email address was something like bob@computer2 (the .com part was added much later).

Different languages have different (sometimes interesting and very descriptive) names for the @ sign –

English: “at sign”,”at the rate”, “at symbol”, “at mark”, “commercial at”, “cyclips”, “ampersat” and “asperand”;
French: “arobase” or sometimes “arrobe” or “arobe”;
Dutch: the apestaart -“(little) monkey-tail”;
German: the “at symbol” or “spider monkey”;
Chinese: the “little mouse”;
Spanish and Portuguese it is the symbol for arroba, an archaic unit of weight (~25 pounds or 11.3 kilograms).
Italian: chiocciolina — small snail.
Swedish: snabel-a — “A” with an elephant’s trunk.

Other languages nickname it “mouse’s tail,” “sleeping cat,” “little duck,” “dog,” and “little worm.” For an extensive list and history on the @ sign, click here.

The first e-mail from space was sent in 1991. The crew of STS-43 Atlantis used an Apple pc to transmit the following:

“Hello Earth! Greetings from the STS-43 Crew. This is the first AppleLink from space. Having a GREAT time, wish you were here… send cryo and RCS! Hasta la vista, baby… we’ll be back!”

Who says scientists don’t have a sense of humour?

SOURCES: http://blog.emailaddressmanager.com, http://mashable.com & www.wikipedia.org

… `n wêreld sonder e-pos. Eintlik was dit nie so lank gelede nie. Suid-Afrika was ietwat stadiger as die res van die wêreld en ons het eers teen die middel 90’s blootstelling gekry aan e-pos en die internet. Dis alreeds ongeveer 17 jaar gelede.

Die eerste e-pos is in 1971 gestuur deur Ray Tomlinson. Die boodskap is gestuur na die rekenaar direk langs die een waarvan Tomlinson die oorspronklike boodskap gestuur het. Voorheen kom e-posse slegs gestuur word na persone wat dieselfde rekenaar gebruik het. Tomlinson was nie oorspronklik betrokke by die e-pos projek nie, maar was besig om ander toepassings te ontwikkel vir MIT se ARPANET projek (wat onder andere later die Internet ingesluit het). Hy het begin werk aan e-pos omdat dit gelyk het na `n “neat” idee. Tomlinson kan self nie onthou waaroor die heel eerste e-pos gegaan het nie, maar hy vermoed dit was iets eenvoudig soos “testing 123″ of “QWERTYUIOP”.

Aanvanklik, soos met meeste nuwe uitvindsels, het niemand gedink dis `n vreeslike opspraakwekkende projek nie Jerry Burchfield, `n kollega van Tomlison het inderwaarheid gesê hulle moet vir niemand daarvan sê nie, want eintlik is hulle veronderstel om ander werk te doen! As jy wil lees wat Tomlinson self te sê het oor sy betrokkenheid by die e-pos verskynsel, kliek hier.

Die “at”, @ teken is aanvanklik gebruik deur Ray Tomlinson om e-posse van persone op ander rekenaars te onderskei van die wat hy op sy plaaslike rekenaar saamgestel het. Dis bloot gekies omdat dit `n standaard simbool op die sleutelbord was wat nie meer so gereeld gebruik is nie. Die eerste e-posadresse het dus net bestaan uit iets soos bob@computer2. Die .com deel is eers baie later bygevoeg.

Verskillende take het verskillende (en soms interessante en beskrywende) name vir die @ teken –

Engels: “at sign”,”at the rate”, “at symbol”, “at mark”, “commercial at”, “cyclips”, “ampersat” en “asperand”

Frans: “arobase” of soms “arrobe” of “arobe”

Nederlands: apestaart

Duits: “at symbol” of “spider monkey”

Sjinees:“little mouse”

Spaans en Portugees: dis die simbool vir arroba, `n veroudernde gewigseenheid (~25 pond of 11.3 kilogram)

Italiaans: chiocciolina — klein slakkie

Sweeds: snabel-a — “A” met `n olifant se slurp

Ander tale se byname sluit in “mouse’s tail,” “sleeping cat,” “little duck,” “dog,” and “little worm.” Vir `n meer volledige lys van name en geskiedenis van die @ teken, kliek hier.

Die eerste e-pos wat uit die buiteruim gestuur is, is gestuur in 1991. Die bemanning van die STS-43 Atlantis het vanaf `n Apple-rekenaar die volgende boodskap gestuur:

“Hello Earth! Greetings from the STS-43 Crew. This is the first AppleLink from space. Having a GREAT time, wish you were here… send cryo and RCS! Hasta la vista, baby… we’ll be back!”. Wie’t gesê wetenskaplikes het nie `n sin vir humor nie?

SOURCES: http://blog.emailaddressmanager.com, http://mashable.com & www.wikipedia.org

Tags: email
Posted in E-mail, General | Comments Off on Once upon a time …Eendag was daar …

Password synchronisation giving you a headache?Wagwoordsinkronisasie `n kopseer?

Friday, August 31st, 2012

Every 90 days you receive an email from helpinfo@sun.ac.za asking you nicely to change your password. We all know that, although it’s a bit of a nuisance, it’s also necessary for security reasons. But is there a way to simplify the process?

In 2007 Microsoft Research conducted a study and found that the average user has 6.5 internet passwords, each person has approximately 25 accounts with passwords and has to enter 8 passwords per day. And this was in 2007 – imagine what the statistics will look like 5 years later.

If you use more than one device, password changes can become a nightmare. But there are a few steps you can follow to make sure it goes a bit smoother.

Switch off all your devices except for one, for example your laptop.

Sign on at http://www.sun.ac.za/useradm, select the Change Password option and select a new password according to the guidelines supplied on the website. Log out of the network with the Logout option given on http://www.sun.ac.za/useradm. Log onto the network with your new password. Make sure you can access all your network applications – email, internet and networkspace. Switch on all the other devices and type in your new password.

Remember, you can change your password any time at http://www.sun.ac.za/useradm with the Change Password option. Try to stick to the guidelines to ensure you have a secure password – it will safe you a lot of effort and frustration in the long run. If you’ve forgotten your password, you can also reset is by browsing to staff portal.

More information and hints on password changes can be found at https://stbsp01.stb.sun.ac.za/innov/it/it-help/Wiki%20Pages/Change%20password.aspx

Elke 90 dae kry jy `n e-pos van helpinfo@sun.ac.za wat jou vriendelik versoek om jou wagwoord te verander. Ons almal weet dat, alhoewel dit irriterend is, ook nodig is vir sekuriteitsredes.

`n 2007 studie deur Microsoft se navorsingspan het gevind dat die gemiddelde gebruiker 6.5 wagwoorde op die internet het, dat elke persoon ongeveer 25 rekeninge het wat wagwoorde benodig en gemiddeld 8 wagwoorde per dag moet intik! En dit was in 2007, 5 jaar gelede – dink net hoe lyk daardie syfers teen die tyd.

As jy meer as een toestel gebruik, raak wagwoordverandering `n nagmerrie. Maar daar is `n paar stappe wat jy kan volg om die verandering gladder te laat verloop.

Skakel al die toestelle af, behalwe een, bv. die skootrekenaar.

Teken aan by http://www.sun.ac.za/useradm, selekteer die Change Password opsie, en kies`n nuwe wagwoord volgens die riglyne wat verskaf word.

Teken af van die netwerk met die Logout opsie wat op useradm gegee word.

Teken daarna aan op die netwerk met die nuwe wagwoord.

Maak seker dat alle netwerktoegang (epos, internet, netwerkspasie) suksesvol beskikbaar is.

Skakel die ander toestelle een na die ander aan, verskaf die nuwe wagwoord.

Onthou, jy kan self jou wagwoord enige tyd verander op http://www.sun.ac.za/useradm by die Change Password-opsie. Probeer om te hou by die riglyne wat gegee word om jou wagwoord so veilig moontlik te hou – dit sal jou baie moeite en frustrasie spaar op die lange duur. As jy jou wagwoord heeltemal vergeet het, kan jy dit self verander deur te gaan na die personeelportaal.

Nog wenke vir die verandering van jou wagwoord kan by https://stbsp01.stb.sun.ac.za/innov/it/it-help/Wiki%20Pages/Change%20password.aspx gekry word.

Tags: forgot password, password, selfhelp
Posted in E-mail, Internet, Security | Comments Off on Password synchronisation giving you a headache?Wagwoordsinkronisasie `n kopseer?

Why the (Ex)change?Hoekom verander na `n nuwe Exchange?

Friday, July 27th, 2012

We recently upgraded all Stellenbosch University users from Microsoft Exchange Server 2007 to Exchange Server 2010. Many of you wanted to know why there was a need to change from the previous version to something different and new. Believe it or not, the new version has quite a few advantages – at the back end and for you as a regular Outlook user.

The most obvious difference between the old and new versions can be seen in Webmail. The new Webmail (otherwise knows as the Outlook WebApp) has a new look and feel and some handy new functionality.

Webmail 2010 provides the same conversation view and experience as your Outlook 2010.

Messages are displayed in threads so that all the messages on a particular topic are grouped. No more searching for a previous message to check what the response is referring to. When a new message in a thread comes in, the whole thread gets moved chronologically to the date/time of the new message. Conversation view has its benefits and drawbacks, but if you don’t like it, you can turn it off. Just right-click Arrange By, scroll down to Conversations, and deselect Show Messages In Conversations.

With 2010, you can forward an email message as an attachment. This can come in handy if you need to forward a message to someone but don’t necessarily want the person to open it immediately. You can create an original message where you can tell the person about the attachment.

Previously Internet Explorer was the preferred browser for Webmail. With Firefox you got a “light” version of Webmail instead. 2010 supports the complete, premium experience on Mac OS X with Safari as well as with Firefox.

Another feature is the ability to open up a shared calendar and view it side by side with your own calendar. This is invaluable if you need to make plans that include coordinating your schedule with someone else’s. You can share your calendar with other users of your Exchange 2010 server.

Other advantages in Outlook 2010 are mail tips. This feature will warn you if you use “reply all” to a very large group or if you send sensitive material. Mail tips will also let you know if you are sending an email to someone who has his or her “Out of office” or email auto-reply on.

Moderated transport allows allows distribution lists and mailboxes to be moderated by a non-admin user such as a manager who has to approve messages before they are delivered.

One of the biggest advantage of all these is the lower storage cost. The Exchange Server 2010 database engine is up to 70% more efficient than Exchange Server 2007 in terms of disk read/write performance. This makes it possible to deploy much larger databases, with much larger mailbox quotas, on much larger disks.

This in turn means more space for you. All staff members now have a mailbox limit of 1GB, effectively doubling the space available to you from your Exchange 2007 mailbox.

Want to know more?

Informasie Tegnologie het onlangs alle Stellenbosch Universiteit gebruikers opgradeer van Microsoft Exchange Server 2007 na Exchange Server 2010. Baie van julle wou weet hoekom dit nodig was om te verander van die bestaande weergawe na iets anders en nuut. Glo dit of nie, die nuutste Exchange het `n hele paar voordele – tegnies en ook vir jou as gereelde Outlook-gebruiker.

Die duidelikste verskille tussen die twee weergawes kan gesien word in Webmail. Die nuwe Webmail (ook bekend as die Outlook WebApp) het `n nuwe ontwerp en ook `n paar handige nuwe funksies.

Webmail 2010 gebruik dieselfde “gesprek”-uitleg as jou Outlook 2010.

Boodskappe word gewys in stringe sodat alle boodskappe oor `n spesifieke onderwerp logies saam gegroepeer word. Jy hoef nie meer te soek vir `n boodskap om te verstaan wat die konteks van iemand se antwoord is nie. As `n nuwe boodskap ontvang word, skuif die hele string chronologies na die tyd en datum van die nuutste boodskap.

Hierdie uitleg het voordele en nadele. As dit nie vir jou werk nie, kan jy dit maklik afskakel. Kliek net op Arrange By, rol af na Conversations, en deselekteer Show Messages In Conversations.

Met 2010 kan jy ook `n e-pos aanstuur as aanhegsel. Dit kan handig te pas kom as jy `n boodskap vir iemand wil aanstuur, maar eers wil hê die persoon moet jou kommentaar lees voor hy die boodskap oopmaak.

Voorheen was die voorkeur webblaaier vir Webmail Internet Explorer. As jy Firefox gebruik het, het jy die afgewaterde weergawe van Webmail gekry. Nou kry jy die volledige Webmail as jy Safari (Mac OS X) of Firefox gebruik.

2010 beskik oor die vermoë om `n gedeelde kalender oop te maak en langs jou eie te sien – handig as jy ook iemand anders se kalender moet koördineer.

E-pos wenke is ook geaktiveer in Oulook 2010. Hierdie funksie sal jou waarsku as jy “reply all” gebruik vir `n groot groep mense of as jy sensitiewe materiaal wil aanstuur. Dit sal jou ook in kennis stel as iemand vir wie jy e-pos stuur sy/haar “Out of office” of “auto-reply” aangesit het.

Gereguleerde verkeer laat toe dat verspreidingslyste en posbusse gemodereer word deur `n nie-admin gebruiker soos `n bestuurder wat boodskappe eers moet goedkeur voordat dit afgelewer word.

Waarskynlik die grootste voordeel is die lae stoorkoste. Exchange Server 2010 se databasis-enjin is tot 70% meer effektief as Exchange Server 2007 in terme van sy skyf lees- en skryfvermoeë. Dit maak die uitrol van groter databasisse, met baie groter posbuskwotas op baie groter skywe, moontlik.

Dit beteken meer spasie vir jou. Alle personeellede het nou `n posbus-beperking van 1GB – dubbeld soveel as met Exchange 2007, die vorige weergawe.

Wil jy meer weet?

Posted in Communication, E-mail | 2 Comments »

Spam warning“Spam” waarskuwing

Monday, July 16th, 2012

All users should beware of the latest spam email in circulation. This new attempt at sourcing your information seems like an email from an IT department
informing you that you mail box is over it’s limit and prompting you to go to a website.

Please ignore and delete any emails of this nature. (see below for an example)

From: Brown, Jackie [mailto:Jackie.Brown@cbexchange.com]
Sent: 13 July 2012 12:15 PM
Subject: Technical Team

You have reached the storage limit on your mailbox.

You will not be able to send or receive new mail until you upgrade your email account.

Please Click/visit http://www…………. to fill your emaill upgrade form.

System AdministratorAlle gebruikers neem asseblief kennis van die nuutse “spam” in sirkulasie. Hierdie nuwe poging om jou informasie te oes lyk soos `n e-pos van `n IT-afdeling en beweer dat jou posbus oor sy limiet is en dat jy na `n webwerf moet gaan om dit reg te stel.

Ignoreer asseblief hierdie tipe e-posse en vee dit dadelik uit. (sien onder vir `n voorbeeld)

From: Brown, Jackie [mailto:Jackie.Brown@cbexchange.com]

Sent: 13 July 2012 12:15 PM

Subject: Technical Team

You have reached the storage limit on your mailbox.

You will not be able to send or receive new mail until you upgrade your email account.

Please Click/visit …… to fill your emaill upgrade form.

System Administrator

Posted in E-mail, Security | Comments Off on Spam warning“Spam” waarskuwing

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