Note: These instructions apply to the old MyMail located at:

https://oldmymail.yorku.ca/

If required by your department or Faculty to conduct business on behalf of the University using email, York staff and faculty will be given access to a centrally supported @yorku.ca email account. If you are a faculty member you may also be provided with a separate account for course work or research. When you leave the University, the email account will be disabled.

Old MyMail Frequently Asked Questions

  1. Can I change the number of messages seen on the screen?
  2. How do I forward my email account to another account?
  3. Vacation setting
  4. Sending email and attachments
  5. Manage your folders
  6. Address books
  7. Filtering
  8. Creating distribution lists
  9. Printing
  10. How can I set / change my Sent mail folder in MyMail to Sent Items?

  1. Can I change the number of messages seen on the screen?Yes, you can. We recommend that you leave it at 20 per page but you can change it to less or more. Go to Options -> under Other Options -> Display Options -> and change the Messages per page. You can also change the sorting criteria and the number of spelling errors per screen.
  2. How do I forward my email account to another account?Go to Options -> Mail Management -> York Mail Management Options -> Edit Your Mail Forwarding Settings.  In the blank field enter the email address to which you want to forward your York account.  Click Save Options to save the changes.
    Note: To retain a copy of the forwarded mail on your York email, on a separate line, type a backslash and your email address. For example, yu12345@yorku.ca. This is recommended only if you are reading and deleting your mail in MyMail.

  1. Vacation settings 
    1. I am going on vacation, how do I set a vacation script?Go to Options -> Mail Management -> York Mail Management Options -> Edit Your Autoreply/Vacation Settings. Make sure you check the box, Enable Autoreply Message.
    2. Why can't I set a vacation script or a forward in MyMail?You may be over your allowed quota in your email account and you must remove messages in your account. To check your disk quota look at the top left hand side of the screen.

  1. Sending emails and attachments 
    1. How do I send more than one person an email?Put a comma between the email addresses.
    2. How do I attach a file to my message?In the "Message Compositioin" window, either click on the attachments button at the right hand side of the screen or scroll down to the Attachment field. Browse for the file you are looking for by clicking on the "Browse" button. Once you have found the file you are looking for click on the file to highlight and then click the "Open" button. Once you see the location of the file in the Attachment field click on the "Attach" button. The message has been attached and now you can send your document with or without text in the body of the message.
    3. Is there an icon that says the message has an attachment in it?Yes. You can tell there is an attachment in the email by a paper clip icon ina column nex to the 'Subject' column.
    4. Can I confirm that my emails are actually being sent?Currently the only way to do this is to check in the 'sent-mail' folder to see if the email is there. If it is there, it has been sent.

  1. Managing your folders

    1. How can I access different folders in my inbox?Log into MyMail as you normally do.  At the upper right corner of the INBOX screen, you’ll see an Open Folder icon with a drop-down list beside it. Click the down arrow to display a list of your folders. For example, you may select “sent-mail” to view your sent mail folder.Another way to view your folders is by clicking the Folders icon (upper left of the INBOX screen).  To view messages within any given folder, click on the desired folder in the Folder Navigator window.
    2. There are some folders in my mailbox that I hardly ever use.  Can I hide them but still keep their contents?Yes. If there are any folders that you rarely use, you can unsubscribe from them.Unsubscribing from a folder will not delete that folder or its contents.  Unsubscribed folders simply do not appear in your folder list.  This will help keep your folder list more manageable by showing you only those folders that you currently want to see. You can always re-subscribe to any folder, at which time it will reappear on your folders list.
    3. How do I activate my IMAP folder subscriptions?YourIMAP folder subscriptions enable you to subscribe to and unsubscribe from folders.  Therefore, before you can unsubscribe from or subscribe to a folder, you must first activate your IMAP folder subscriptions.  To do this, click the “Options” icon Options icon  located at the top of the INBOX screen.Under 'Your Information', click on "Server Information", Server information check box and place a check mark in the checkbox next to “Use IMAP folder subscriptions”.  Finally, click the Save Options button below.
    4. How do I unsubscribe from folders?Unsubscribing from a folder is possible only once you’ve activated your IMAP folder subscriptions, as described above. To unsubscribe from a folder:
      • Click the Folders icon at the top left of the screen. This will bring you to the Folder Navigator window.
      • In the Folder Navigator window, place a check mark in the checkbox beside any folder from which you want to unsubscribe.
      • Click on the down arrow beside "Choose Action".  In the drop-down menu, select "Unsubscribe from folder(s)".
      • The unsubscribe folder will no longer appear in your folder list.
    5. How do I subscribe to a folder?Subscribing to a folder is possible only once you’ve activated your IMAP folder subscriptions, as described above.  To subscribe to a folder:
      • Click the Folders icon at the top left of the screen.  This will bring you to the Folder Navigator window.
      • In the Folder Navigator window,Folder navigation windowselect "Show Unsubscribed" on the right side of the screen.
      • Your Unsubscribed folders will now appear in your folder list, highlighted in turquoise.
      • In the Folder Navigator window,  place a check mark in the checkbox beside the folder to which you want to subscribe.
      • Click on the down arrow beside “Choose Action”.  In the drop-down menu, select “Subscribe to  folder(s).
      • After subscribing to the desired folders, remember to select Hide Unsubscribed to remove the unsubscribed folders from your folder  list.

  1. Address book

    1. How do I add people to my address book?

      There are two methods to add individuals to your address book.First Method: 
      • Click the Address Book icon near the right hand side of the INBOX screen.
      • Click the white Add command near the top left-hand corner of the screen.Browse, add, search button
      • Click the white Add Contact to add someone to your list.
      • Remember to click on the purple Save button once you are done, in order to save your contact's information.

    Second Method:

    • Click on the Options icon at the top of your INBOX screen (not the address book screen).
    • Under “Other Options” section, click Addressbooks.  An Addressbooks window is displayed.
    • At  the bottom of the Addressbooks window, you will see a line reading “Choose the addressbook to use when adding addresses."Address book drop downUnder this line, select "My Address book" from the drop-down menu.
    • Click the Save Options.
    • Now return to your main INBOX window by clicking on the INBOX icon at the top left of your screen.
    • Open any email message in your INBOX. Next to this message sender’s name and email, a green book icon has now appeared. If you click on this icon, the sender will be added to your address book.
    • From now on, whenever you receive an email message, you can add its sender to your address book simply by clicking the green book icon next to the sender’s name.Note that this method is quicker and more efficient than the first.If, for any reason, you want to disable the green book icon feature, return to Options->Addressbooks.  In the Addressbooks window, select “None” in the drop-down menu below  “Choose the address book to use when adding addresses”.  Click Save Options.  This will remove the green book icons from your incoming email  messages.
    1. How do I view all the contacts in my address book?To view all your contacts, click Browse at the top left corner of your Addressbook window. Then, click  Show to view the address book of your choice. The entire contents of your address book will now display in a new window.
    2. How do I delete contacts from my address book?
      • Click the Address Book icon at the top of your INBOX screen.
      • Click the Browse icon at the top left-hand corner of the Addressbook window.
      • Click Show to view the address book of your choice. In the address book that displays, find the contact person you want to delete from your address book.
      • Place a check mark in the box next to the contact’s name, and then click the blue Delete command located at the top left-hand corner of the address book.Address book contents
    3. How do I edit the contacts in my address book?To edit existing contacts' personal information:
      • Click the Address Book icon at the top of your INBOX screen.
      • Click the Browse icon at the top left-hand corner of the Addressbook window.
      • Click Show to view the address book of your choice.  In the address book that displays, click on the name of the contact person whose information you want to edit.
      • A window containing the contact’s information will appear.  Click on the blue Edit command located beneath the contact’s information fields.
      • You may now edit contact's information. Remember to click the Save Changes button once you're done.
    4. How do I find specific contacts in my address book?You may search for contacts in your address book with either the “Search” or “Advanced Search” commands, both of which are located at the top of your Addressbook window.  Remember to click on the “Clear Search” command on the far right side of the screen before beginning a new search.
    5. I noticed there is an “Expand Names” command in the Message Composition window, below the “Subject” field.  What does “Expand Names” do?“Expand Names” helps you quickly find any existing contact’s email address.
    • Type any part of a client’s first or last name in the “To:” field of your Message Composition  window.
    • Click on “Expand Names”.  This command will retrieve the client’s email address from your address book and enter it into the “To:” field.

For example, assume that you are writing an email to a contact named John Nash, but you’ve forgotten his email address.  You don’t need to go into your address book to find it.  Rather, you can save time by simply typing “Nash” into the “To:” field of your Message Composition window.  Next, click on “Expand Names”.  John Nash’s full email address will then appear in the “To:” field.

If two or more of your contacts share the same first or last name, the “Expand Names” command will create a drop-down menu in the “To:” field and allow you to select the desired addressee from a list of matching contacts.

  1. Filtering

    1. What is a filter?A filter allows you to automatically sort incoming messages into different folders and to delete unwanted mail according to rules stipulated by that filter.  For example, you can create and enable a filter that finds all incoming messages with the subject heading "Ozzy Rules!" and places these messages in an "Ozzy" folder that you create.
    2. How do I create a filter?Creating a filter involves two main steps: creating the filter rule, which determines how the filter operates, and then determiningwhen the filter will operate.
    3. Creating the filter rule
      • Click the Options icon at the top of your inbox  screen.
      • Under  the “Mail Management” portion of the Options screen, click Filters.
      • In the Filters window that appears, click on Edit your filter rules. This command will bring you to a window containing two sections: “Filter Rules” and  "Rule Definition".
      • "Rule Definition" enables you to determine what type of messages will be sorted by your filter.  You can sort messages by their subject heading (“Subject:”), their sender’s email address (“From:”), their recipient’s email address (“To:”), and their body of text ("Body").
      • For example, if you want to automatically delete all incoming messages with the word “Free!” in their subject heading, go to the “Rule Definition” portion of your Filter window.  Place a checkmark in the checkbox next to Subject:.  Then, type “Free!” (without quotation marks) in the textbox below.  Next, in the Action field below, select the command “delete message”.  Finally, click Create to create the filter.Rule definition window
      • You have now created a filter that deletes all incoming messages containing the word “Free!” in their subject (or title) heading.  Note that the new filter will appear under the “Filter Rules” section of your screen.
      • You may also create a filter rule that will move target messages into a folder of your choosing.  To create such a filter, go to the “Rule Definition” section portion of your Filter window.  In the Action field, select the “move message to” option and choose a destination folder from the drop-down menu next to it.
  1. Determining when the filter will operateYoumust now decide when the new filter you have created will operate.  Note that the filter will not work unless you do this.
    • Click on the Options icon near the top of your INBOX screen.
    • Under the “Mail Management” portion of the Options screen, click Filters.
    • The Filters window that appears contains three options. To select one or more of these options, place a check mark in the checkbox near any option you desire. You may select all, none, or some of these options at the same  time.
      1. "Apply filters when logging on”: this option automatically activates all existing filters whenever you log into MyMail. For example, if you create the “Free!” filter described above and then select this option, the filter will find and delete any messages containing “Free!” in their title every time you log into your inbox.  Note that by the time you log in and view your incoming messages, all “Free!” messages will have already been  deleted.
      2. "Apply filter rules when mailbox is refreshed”:  This option automatically activates all existing filters whenever you refresh your INBOX by clicking on the INBOX icon at the top of your inbox screen or by refreshing your browser.
      3. "Display message when filters have been applied”: if you select this option, a small grey message will let you know whenever a filter is applied.  This message will appear in your INBOX screen, above your incoming  messages.Filters check boxes
  2. How do I delete a filter?
    • Click the Options icon near the top of your INBOX  screen.
    • Under the “Mail Management” portion of the Options screen, click Filters.
    • In the Filters window that appears, click Edit your filter rules.  This command will bring you to a window containing two sections: “Filter Rules” and "Rule Definition".
    • The “Filter Rules” portion of your window lists all existing filter rules.  To delete a specific filter rule, click on the circle next to that filter rule to select it.
    • Click the Delete button.
    • Note that deleting a filter rule will delete the filter itself.
  3. Can I activate my filters any time I want?Yes.  If you want to activate a filter at a specific time.
    • Click the Options icon near the top of your INBOX screen.
    • Under the “Mail Management” portion of the Options screen, click Filters.
    • In the Filters window that appears, click on Edit your filter rules.  This command will bring you to a window containing two sections: “Filter Rules” and “Rule Definition ".
    • Click the Apply All Rules button at the top of the Filter Rules section.
    • This command will activate all existing filters at the moment that you click the Apply All Rules button.

    1. Creating distribution lists

      1. How do I create a distribution list?

MyMail lets you create distribution lists.  A distribution list contains as many contacts as you place in it.  When you send an email to a distribution list, you are in effect sending an email to each contact in that list.

For example, if four of your friends decide to form a study group with you, you may want to create a list entitled “Study Group List”.  Once the list is created, you will be able to send emails to the collective “Study Group List”.  This will save you the trouble of typing in every individual member's email address separately.

To create a distribution list entitled “Study Group List”:

        • Click the Address Book icon at the very top of your Inbox window.
        • Click the Browse icon at the top left corner of the Address Book window that appears.
        • Select the Address Book that you want to view and click the Show button.
        • An Address Book window displays containing contacts that you have previously added to it.  Below is an example of an address book containing four contacts: Jenny, Michelle, Sarah, and Ashlee.

My Addressbook contents

      • The next step is to create the distribution list.  First, you must decide who to add to the list.
  • Place a checkmark in the checkboxes near the contacts  you want to include in your list.  Here, I have selected Jenny, Michelle, Sarah, and Ashlee.
Contacts checkboxes
  • On the far right side of the screen, you will see anAdd to button with a drop-down menu to the right of it.  Click the down arrow of the dropdown menu and select "New List".
  • Click the Add to button.
Add to button
  • A message box asks you to name your new list. Enter a name for the list and click OK.
List name message box
  • Note that your newly created list now appears as a separate entry in your Address Book window, with a picture of two faces next to it, symbolizing a distribution list.
  • You may click on the name of the list to view its contacts.  For example, if you click on "Group, Study", the contents of that list will appear under the heading "Addresses in List: Study Group".  In this window, you may remove or add contacts.
  • For example, you could remove “Jenny” from the list by placing a checkmark in the checkbox near her name and clicking on "Remove from this list". Clicking on Back to My Addressbook on the right corner of the screen will return you to your Address Book.
List addresses box
    1. How do I send email to my distribution list?Here's how to senda collective email to a distribution list without typing each member's email address.
      • Click the Compose icon at the top of your main Inbox window. This will open a Message Composition window.
      • Click the Address Book icon in the centre of the Message Composition window.
      • A "Contact List" window appears.
      • Click the Search button.  This command will find all addresses located in "My Addressbook".
      • Choose the desired distribution list from your list of contacts.  In this case, I have selected "Study Group".  Once your list of choice is selected, click the To>> button and then click the Okay button at the bottom left-hand corner of the screen.
      • The "Contact List" window will close and return you to your Message Composition window.  Note that the "To:" field now contains all members of the list you have chosen. In this example, you may now compose the message and send it to the entire Study Group list at once.
    2. How do I prevent members of my distribution list from knowing other members’ identities and email addresses?If you want to send a collective email to your distribution list while hiding the identities of your list members from other list members, simply follow the instructions outlined below.
      • Click the Compose icon at the top of your main Inbox window.  This will open a Message Composition window.
      • Click the Address Book icon in the centre of the Message Composition window.
      • A "Contact List" window is displayed.
      • Click the Search button. This command will find all addresses located in "My Addressbook".
      • Choose the desired distribution list from your list of contacts.  In this case, I have selected "Study Group".  Once your list of choice is selected, click the Bcc>> button and then click the Okay button at the bottom left-hand corner of the screen.
      • "BBC" means "Blind Carbon Copy", which ensures that each recipient listed in this field will be hidden from the view of the others.
      • The "Contact List" window will close and return you to your Message Composition window.  Note that the Bcc: field now contains all members of the list you have chosen.  In this example, you may now compose the message and send it to the entire Study Group list at once.
      • Each of your list members will still receive the email, but they will not be able to see the identities of other recipients in the "To:" field.  Instead, the “To:” field will read "Undisclosed Recipients" and confidentiality will be maintained.

  1. Printing

How do I print in MyMail? 
Click on the word 'Print" while displaying the message. The browser's print button will not work.

Additional Notes:
In the compose window you cannot permanently turn off the "Save a copy in sent-mail" option (remove check mark in box). You can delete only one page of messages at a time.

  1. How can I set / change my Sent mail folder in MyMail to Sent Items?

    Click on "Options" and then "Personal Information". Click on the identity of your choice (if you have multiple identities) and click on "Edit Your Identities". Put a check mark on the "Save Sent Mail Checkbox" and select "Sent Items" in the "Save mail folder:" dropdown.