This article can be used as a template for providing documentation for alumni so they can understand and use the Email Forwarding system. We recommend following through all the steps and taking screen images showing the graphics and language which have been deployed during the configuration of your institution's own Alumni Forwarding implementation.
Welcome to the Alumni Email Forwarding system for Testing University. This guide will lead you through the steps for accessing and managing the Email Forwarding account that we have created for you.
Getting Started
1. When your address is added to the forwarding system by our staff, an automated Verification Message email will be sent to the account that mail will initially be forwarded to. Open the message and click the link in the message body to start the activation process.
2. You will arrive at a Verification Page like this. Once it opens, click the 'Confirm and Activate Email Forwarding' button.
3. Once clicked, the page will refresh to notify you that activation is complete. At this point, emails sent to your alumnus address will be forwarded to your private email address.
4. Visit the portal site for alumni forwarding at: https://portal.alumni.testuniversity.org/ Once there, enter the alumnus email address that we will be forwarding for you and click 'Submit'.
5. The page should update and you will see the statement, 'Email Verification Request Submitted'
6. Open your email client for the address we are forwarding your email to and you will find an email from us that will give you access to the portal site where you can manage your forwarding configuration. The link in this email is only usable for 15 minutes from the time it was sent. Click the 'Sign in now' button to enter the site.
7. When the portal site opens again, you will be able to see the initial Forward Address we configured on your behalf and it will display a status of 'Active' for it.
Logging Into the Portal Site
Because there is no username and password associated with your Alumni Forwarding account, you will need to visit the portal page to request access whenever you need to update your forwarding settings. You can do this by visiting the portal site again using steps 4 through 7 as seen in the 'Getting Started' procedure.
Logging Out of the Portal Site
If you want to immediately log out, click the 'Sign Out' action link found in the top-right corner of the page:
Adding Additional Forward Addresses
Alumni Forwarding support sending a copy of each messages to multiple email addresses. To add an additional address to the list, follow these steps once you are logged into the site.
1. Enter the new address into the field 'To forward your mail to another address, enter it here:' then click the 'Add' button
2. The site will refresh with a page titled 'Address Verification Required' explaining the next step. An email also gets sent to the newly added email address in order to verify it. You can click the button 'Return to Address list' to go back to the main configuration page again.
3. You will now see the new address listed as 'Pending' in a separate list. It will remain in that state until you verify it or delete it.
4. Open the mail client for the email account you just added to your forwarding list and find the Email Forwarding verification message. Click the link within it to verify the email address. This link must be used within 3 days of receipt of the email.
5. Clicking the link will take you to a Verification Page like this. Once it opens, click the 'Confirm and Activate Email Forwarding' button.
6. Once clicked, the page will refresh to notify you that activation is complete. At this point, emails sent to your alumnus address will be forwarded to your newly added email address.
7. If you re-open or refresh the portal site after this you will see the newly added address being displayed in the current Forward Address list with a status of Active
Removing a Forward Address
1. Click the 'Delete' button to the right of the address.
2. The page will require you to confirm this action. Click the button 'Yes, Delete' when the 'Are you sure?' page is displayed.
Pause Delivery to a Forwarding Address
The Pause function in Alumni Forwarding is a way to temporarily exclude an email address from your current Forwared Address list without completely removing it from the system. It is IMPORTANT to understand that the 'Pause' concept does not cause copies of messages to be stored for future delivery to the addresses being paused.
1. Click the 'Pause' button to the right of the address.
2. The screen will refresh showing that the address has been paused. The paused address will now be displayed in a separate list underneath the active Forward Address list. To resume forwarding emails to the paused address, click the 'Resume' button to the right of the address.
Spam / Virus Protection
The Alumni Email Forwarding service includes scanning messages for Spam and Virus content. Messages will be rejected back to the sender if they are determined to be Spam or contain a virus. For messages which are suspected of being spam but can't be confirmed the subject will be modified to start with the word '*SPAM*' before the message is forwarded.
Support
If you have having difficulty receiving a message through the Alumni Email Forwarding system because it is getting rejected or you need further information than is available in this guide then you should contact our Alumni Email support staff for help.