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Accessing school email
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If you are in school it is required to connect to the network to access the internet, intranet and files stored on the school server (both shared and personal ones).
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Email can be accessed through the "Email" menu on the Intranet Home Page. Most people will then need to select "Worldclient".
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Sharing your email folders
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You can share one (or more) of your email folders and calendars. For example this could be particularly useful if you are handing over responsibility for a tutor group, or sport, to another colleague.
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In WorldClient go to Options > Folders:
You can share a selected folder by clicking the "share folder" button next to it.
A dialog box will appear. Tick the third tick box and enter the email address of the person you wish to share the folder with in the third text box. It is recommended that the permission level you assign that user is "Reader" which means the other user cannot change your files, but can only view and copy them.
To share with more than one other user click "Add User".
Once you have finished click "Save".
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Sharing folders and calendars in Outlook
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In Outlook show the Folder List on screen, using the menu View > Folder List.
In the Folder List right click "Outlook Today - MailBox yourname" and select properties.
Go to permissions and add the name of who you want to share it with from the Global Address Book, and click "OK".
Now do the same for your folder (or calendar), but give the new user "reviewer" or "editor" permissions. A reviewer can only see what's there, whilst an editor can create new items or change/delete items.
Since you have only given permission to this person, and only to this folder, they cannot see your other folders.
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When the folder has been shared the other person can access it:
In Outlook go to Tools > Services > Microsoft Exchange Server > Properties > Advanced and under "Additional Mailboxes" click "Add" and type in the full name (e.g. John Smith rather than jsmith) of the person whose mailbox you want to open. Click "OK" until you get back to Outlook. The new shared mailbox will now appear in your folder list.
To create an Outlook shortcut (on the left of the screen):
Right click the folder in the folder list, and click "Add to Outlook bar".
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Sending internal emails
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Saving time when sending mail to others at school
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To send an internal email (to either boys or staff) you only need to enter their username in the "to:" field.
e.g. to send a message to
jsmith@bedfordschool.org.uk you need only enter jsmith
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Forwarding your emails to another email address
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If you prefer to use another (personal) email address, then you can arrange for WorldClient to forward all your emails to that address.
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In WorldClient go to Options > Personalise:
Then scroll down to the "Forwarding" options. You need to select "yes" under the heading "Enable Forwarding". If you will no longer check your WorldClient emails after this feature is enabled you will need to select "No" under "Retain Copy" to prevent your account from going over its quota. The email address where the emails are to be forwarded to should be entered in the third box. When you have finished you need to click "Finished".
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Organising your emails
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Keeping below your quota and help with arranging emails
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It is important to remain below your email quota, as once it is exceeded any new messages are rejected. It is important to remember that unwanted messages are stored in other places beside the inbox. Every time you send an email a copy is kept in your "sent" folder, and each time an email is deleted a copy is kept in the "trash" folder.
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To better organise your emails you can create new folders. Go to Options > Folders to create a new folder.
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If you wish to move emails from one folder to another then you need to click the tick box next to the email(s) you wish to move, then click the move button:
In the dialog box that appears you can select the folder to move to, then click either "copy" or "move".
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