Introduction to University email

• Huddersfield University Messaging System: Introduction for Staff
• How to use HUMS
• The HUMS interface
• Your email address
• Sending email
• Reading a message
• Replying to a message
• Deleting a message
• Logging out of HUMS

Important note for students

The University is introducing Unimail, a new, improved e-mail service for students, see here for details.

Huddersfield University Messaging System: Introduction for Staff

Electronic mail (email) is a quick way of sending messages or files from one computer to another. The Huddersfield University Messaging System (HUMS) is available from the majority of  accessible PCs on campus. All staff are automatically registered on the system.

Your E-Mail Username and Password are the same as the ones you use to log into the computer systems. Electronic mail can be sent within the University or anywhere in the world. Information Sheets on how to use HUMS are available from I.T. Help on Floor 4 of the University Library and Computing Centre.

Storage space for E-Mail is limited, therefore after reading your E-Mail, you should delete it. If you wish to keep E-Mail, print it out or save it to floppy disk otherwise you may run out of storage space and you will be unable to receive or send any E-Mail.

Chain E-Mail messages or messages which may be offensive should be deleted immediately and not circulated. Unfortunately being connected to the Internet means that we are unable to prevent such unwelcome E-Mail from entering the University. However should you receive any from internal sources, please forward a copy to MISUSE and appropriate action will be taken.

How to use HUMS

This guide describes accessing HUMS using Outlook Web Access on PCs in the Library and Computing Centre. To connect to the system you must first login to a computer, then locate the HUMS icon on the desktop and double click on it, or select it from the Start menu.

The Connect to box will appear. Your domain and logon name should be entered in the 'User name' box, you must enter your password in the 'Password' box.

The HUMS interface

When HUMS has launched, it will have a toolbar at the top, a folder list on the left and the main part of the window will display the contents of the currently selected folder.

Toolbar	This contains the icons for some of the most common functions. If this is not visible, click on the View menu and select Toolbar
Folder List	This contains a list of all the folders in your mailbox. The folder name in Bold followed by a number in brackets indicates the number of unread messages in the folder
Shortcuts	This is a list of common shortcuts to folders and tools such as Inbox, Calendar, Contacts, Options and Log off.
Folder Contents	This contains a list of all the items in the selected folder. Unread messages appear in Bold, with a closed envelope symbol . When a message has been read, the symbol changes to

Your email address

For E-mail to reach you at Huddersfield from outside the University, it should be addressed to your external email address. For students, this is initials.lastname@hud.ac.uk for example j.smith@hud.ac.uk. There is a friendly name firstname.lastname@hud.ac.uk, for example, john.smith@hud.ac.uk.

Sending email

Click on the New Mail Message icon on the toolbar or select File, New, Mail Message.The message window will be shown.

To send email to someone outside the University:

The full address of the person to whom you are sending the message must be entered in the To box

To send email within the University:

Sending to a student: type the student username if you know it, or type the surname, in the To… box. Sending to staff: type the surname, or first name in the To… box. Then click on the Check Names icon (this may be on more options ). If there is more than one matching name, a selection list appears. More details on any item can be found by selecting the name and then clicking Properties. Students are shown as surname followed by student id, staff are shown as firstname lastname, for example F. Smith U1234567 or Fred Smith. Click OK to use the name you want. Correct addresses will be shown as underlined.

Cc: This is optional and used for sending a copy of the message to another person. Subject: Enter a title for your message here. This should be concise and relevant. People who receive large amounts of email may not read messages with an empty subject field.

Press the TAB key to move to the body of the message where you can type in your message.

When you have finished typing, click to send the message.

Reading a message

Select the message using the mouse and double click on it or press ENTER. Press ESC to close the message.

Replying to a message

Click on the REPLY button when the message is open or highlighted. The To… box and Subject: details will be filled in for you, to save you looking up the correct address. Type in your message and click .

Deleting a message

Select the message and press DELETE on the keyboard, or click . Deleted messages are placed in the Deleted Items folder where they remain until you clear it out with the Empty Deleted Items Folder.

Logging out of HUMS

Select Log Off from the shortcuts bar.