Email, Society Accounts and ListServ

Please click on the appropriate tabs below to see the guides and frequently asked questions on email, society accounts and ListServ.

1. How do I know what my mailbox size limit is?

Standard mailbox storage limits are:

  • Taught Students: Warning at 200Mb, no send at 225Mb, No receive at 250Mb
  • Staff and PGR students: Warning at 350Mb, no send at 375Mb, No receive at 400Mb

When you are approaching the size limit on your mailbox, you will receive a warning mail. At this stage, you should tidy your mailbox to free up some space.

 

If the mailbox continues to grow, when you are closer to your quota you will receive another warning. At this stage you will be prevented from sending mail, but you will still be able to receive incoming messages. Tidying your mailbox will be necessary before you can send mails.

 

If your mailbox size continues to grow and exceeds its quota, you will receive a final warning message and your mailbox will also stop receiving mail. By this stage, your mailbox will not be usable until you delete or move some items.

 

Please view our IT guides for more information on managing your mailbox in Outlook 2010| or Outlook 2003|.

 

 

2. My email address is incorrect. How can I get it fixed?

LSE assigns email addresses based on your personal details in:

  1. SITS, the student record system - for students
  2. the Human Resources database - for staff

In order to generate a unique and convenient mail address we employ your first two initials. If this is not unique we employ one, two or three initials. If necessary we repeat this process adding numbers after your last name. The gaps you may see in the mail directory represent names that are being reserved as we are unable to re-issue addresses within two years of their deletion. The use of more than your first initial or exclusion of your third or more initials in your name does not constitute an incorrect mail address.

 

Please note that while it is possible to edit email address, we are sorry but we are unable to alter usernames.

 

If you believe that your email address is incorrect you should follow the steps listed below.

  1. Contact the Student Service Centre (students) or Human Resources (staff) and check that your personal details are correct. Email addresses cannot be changed until your record has been updated.
  2. When the SSC or HR confirm that your details have been changed, notify the IT Help Desk (taught students) or the  IT Service Desk (staff and postgraduate research students) of this and request that your email address be corrected. Please note, you cannot request a particular email address, only that errors in the address be corrected.

See My LSE email address is being changed. What happens now? for details of the steps you should take to ensure a smooth transition to your new email address.

In the meantime, you can use your username as a valid email address. For example, if your username is bloggsj, you can use bloggsj@lse.ac.uk. Note that this address may not be supported for use with online subscriptions.

 

After a change has been made, mail sent to the incorrect address will be directed to your revised address for 2 months. You may wish to employ an auto-reply (using Outlook rules) to inform any senders of the change during this period. See the following links to create rules to manage your email in Outlook 2010| or Outlook 2003|.

 

3. I am getting mail for someone else. Why is this happening and how can I stop it?

Why this is happening

 

As with many universities, it is sometimes necessary to re-issue email addresses. This helps to reduce the need to use numbers to create a unique email address, e.g. j.bloggs15849@lse.ac.uk. This does not mean that the user account and mailbox space have been used before. We create entirely new accounts, but assign an email address that may have been used before. We do not re-issue an email address for at least 2 years.

 

When users leave the school, we request that they unsubscribe from any online services (e.g. Facebook) or mailing lists (e.g. newsletters and marketing updates) but we cannot force them to do so or do so on their behalf. In some cases the service providers and circulars continue to send mail to addresses that no longer exist. If that email address is re-issued, it may receive these messages. We continue to try and resolve this matter with the providers of these services. We create accounts well in advance of students' arrival on campus, so there may be a number of such messages in the inbox. Some examples include:

 

Spam

 

The LSE employs a company to help control the amount of spam we receive. The methods for producing spam are constantly evolving, as are the means to prevent it. Around half the messages addressed to LSE every day are blocked as spam. There is no way to ensure that no spam gets through. If you receive just a few messages from the same sender, or with the same subject line, and clearly promoting a service or product you do not want, there is a good chance those messages are spam. Spam mailers will not usually employ the same Sender address many times as it may swiftly be classified as a spam mailer and blocked.

 

Message Undeliverable (Spoofing)

 

You may receive a message with a heading like 'Undeliverable' or an 'Out of Office' referring to a mail address that you have not tried to send to. This is usually the result of 'Spoofing'. This is the term used for spam that is sent out under a false email address. In some cases, the false email address may be an email address that really does exist (such as your LSE address). In that case, any replies to the message are delivered to the spoofed address. We cannot prevent this from happening. As with any other Sender address, spam mailers seldom use the same address for long.

 

This is not proof that your email security has been compromised. It is very rare for the spam mailer to have gained access to the Sender address they are using. We advocate good security measures being taken with PCs and passwords at all times. Running a virus scan or changing your password are always sensible precautions to take if you suspect your security has been compromised. See Your LSE password| for information on how to reset your network and email password and Protect your Own Computer| for information on virus scanning.

 

Circulars

 

Most newsletters, etc will not be personalised, but arrive from the same Sender. They may arrive at regular intervals or quite frequently. Most will feature a link at the bottom to unsubscribe.

 

Online Services

 

An online service provider will usually send out personalised messages, eg. Dear Joe Bloggs. In the first instance, we advise that you try replying to any such message explaining that you are not the person for whom the message was intended.

Not all personalised messages are the result of online services. It can be the result of spam mailers who have obtained information contained on public access websites (e.g. the student directory, Facebook, etc)

 

What to do about it

 

If you think you are receiving someone else's mail you should follow the steps listed below:

  1. Spam: In the first instance we suggest you simply delete unwanted messages from external senders without opening them. If you continue to receive unwanted messages from the same Senders they may be circulars from an online services provider.
  2. Spoofing: 'Undeliverable' messages are not spam and cannot be blocked as such. If you are concerned that your email security may have been compromised, we recommend that you change your password and run a virus check. (See Your LSE Password for information on how to reset your network and email password and Protect your Own Computer for information on virus scanning).
  3. Circulars: In the first instance we advise you to use the unsubscribe link (usually at the bottom of the message) to request removal from their mailing list.
  4. Online Services: Try replying to any such messages explaining that you are not the person for whom the message was intended. Please don't attempt to gain unauthorised access to the account in question. Do contact the company concerned to get the messages stopped.

Continuing Unwanted Messages

 

If the mail you are receiving is offensive, or making it difficult to manage your mailbox, you may wish to consider requesting that we change your email address. This is a disruptive process which we would only advise where other means have failed. See 4. My LSE email address is being changed, what happens now? below.

 

4. My LSE email address is being changed. What happens now?

If we are changing your email address you should follow the steps listed below.

  1. You must unsubscribe the incorrect address from any online services or social networks as you may no longer be able to log in to them or change your details, once your email address is corrected.
  2. In the meantime, you can use your username as a valid email address. For example, if your username is bloggsj, you can use bloggsj@lse.ac.uk. Note that this address may not be supported for use with online subscriptions.
  3. You must confirm to your IT Service Desk that you have read these guidelines.
  4. Notify the IT Service desk that you have unsubscribed as described above and request that we proceed with the change to your email address. Please note, you cannot request a specific email address - one will be generated for you based on your registered name.
  5. You will be notified once your email address has been updated.
  6. Notify the Student Services Centre of your new email address immediately. They can update your electronic contact details.
  7. Notify your department of your new email address immediately. Your old email address may have been manually entered into mailing lists, etc which will need to be updated.
  8. Notify any other contacts.

Please note, that while it is possible to edit email addresses, we are sorry but we are unable to alter usernames.

 

After a change has been made, mail sent to the incorrect address will be directed to your revised address for 2 months. You may wish to employ an auto-reply (using Outlook rules) to inform any senders of the change during this period. See the following links to create rules to manage your email in Outlook 2010| or Outlook 2003|.

 

5. What happens to my email account when it expires?

If there is a specific request to delete an account and there is no record of ongoing study, then the network and email account will be removed from the system and any associated H: space and Personal Web pages will be deleted. The request may come from a manager, senior member of the LSE's administration or the account owner in person or via their personal LSE email address.

 

At the start of each year we begin the annual deletion process. We do not delete accounts until 2 months after they have expired, unless as described in the first paragraph. During this period it is common for students to apply to re-sit exams, or contracts to be issued. Accounts for which a study record is identified will be automatically unexpired during this period.

 

Until the point an account is deleted it will still be visible in the Outlook Global Address list. It will continue to accept mail, issue Out of Office messages and process rules, unless it becomes full. If senders try to contact a mailbox that is full they will receive a reply to that affect.

 

We will not re-issue your network name or email address for 2 years after the deletion of your account. After this time we may do so in order to keep such names as short and convenient as possible. A re-issued network name will not have access to the same resources as the previous instance of that name, nor will it use the same H: space folder. A re-issued mail address will not have access to your mailbox, it will just have the same address.

 

If your account is due to expire you must:

  • Unsubscribe your LSE address from any online services, newsletters or social networks. If you do not, your subscriptions, profile and personal details may be accessible to an individual issued your mail address.
  • Archive any content from email that you wish to retain before emptying the mailbox.
  • Transfer any content from your H: space that you wish to retain before emptying it.
  • Transfer any content from your Personal Web Pages that you wish to retain then delete the contents.

If you do not think your account should be expiring see 6. My email account is about to expire but I don't think it should, what can I do? below.

6. My email account is about to expire but I don't think it should. What can I do?

All users

 

An account's expiry is based upon contract of employment or a study record associated with its owner, where these are available. Where these are not available, they are based upon information received from the department in which a person works or the office responsible for their induction.

 

Graduating students are entitled to a term's grace to set their account in order which is generally interpreted as the end of that year. Exceptions relate to re-sitting exams, etc.

 

Around the middle of the month on which an account is due to expire, it will be sent an alert to this effect. If an employment or study record is created before the end of the month, the expiry will be automatically extended. A second alert is issued to expiring accounts in the last week of the month.

 

The LSE is legally prohibited from extending IT facilities to non-members. We are also unable to provide a forwarding service, but you may set up rules to forward your mail, which will function until we delete the mailbox.

 

We make every effort to retain accounts for current members of the school. Information Management and Technology are unable to extend account expiries upon request from the owner of an account. Due to the volume of expiries each month it is not possible for us to validate all the requests for extensions. There will be cases when expiring accounts are still required.

 

Students

 

Continuing students should contact the Student Services Centre to obtain confirmation of their status. The IT Help Desk (for undergraduates and taught graduates) and the IT Service Desk (for research postgraduates) are only able to extend expiries for students with evidence of a current study record.

Other students should contact the office that handled their induction.

 

Society mailboxes need to have their ownership transferred to the current president of the society. This will be processed by the IT Help Desk, but will need to be requested by the SU (Student Union) Treasurer, SU Secretary and SU Chair, who should contact the Student Union Sports and Societies Administrator| in the first instance.

 

Staff

 

Staff should contact their Departmental Administrator or Head of Department who can instruct the IT Service desk to extend the expiry of their account.

7. How do I set up an alumni email account?

Please see Alumni Relations' Houghton Street Online| for information about online services available to alumni.

8. I am returning to LSE. Can I have my old email address back?

We will attempt to reissue email addresses to staff or students before their return to the LSE.

 

However, this is not always possible. In the case of students, it may cause disruption to class lists and for staff, it may cause disruption to distribution lists. The email address may have also been issued to another user of the same name.

 

Unfortunately, we are not able to reissue a student or member of staff's previous LSE email address once a new one has been created.

 

If you have any questions about this, please contact the IT Service Desk| (staff and research students) or the IT Help Desk| (taught students).

 

 

9. How long after I graduate can I use my LSE email address?

Your LSE e-mail address and H space are still accessible to you until the end of December of the year you graduate. For example, graduates of Summer 2014 will be able to use their username and password until December 31 2014.

 

After the end of December, graduates can use the Alumni Relations' Houghton Street Online| service.

 

10. How do I set up or update a society account?

Once an SU society or club has been registered, the Chairperson may apply to create a new IT account or update an existing account. IMT can only deal with the named owner of the account when handling support requests, so it is essential that this information is kept up-to-date.

 

New societies

 

For new accounts, IMT will only create a mailbox when requested to do so by the Sports and Societies Administrator or other approved SU staff member.

 

Existing societies

 

If updating an existing society account, the data stored in the mailbox and on the H:space will remain intact. The ownership of the account will be need to be changed from the previous Chairperson to the current one.

Existing society email accounts expire at the end of October each year, so as soon as a new Chairperson is selected, they should apply to update the account.

 

Procedure for all societies

 

Please email the SU's Sports and Societies Administrator|, in the first instance, who will be able to verify the details of the current Chairperson and pass on the details to IMT.

 

Your email account will then be activated/updated within three working days. The IT Help Desk will email the Chairperson when this is ready and he or she should visit the Help Desk to receive the login details.

 

It is the Chairperson's responsibility to maintain the security of the email account and to ensure that it is not used in any way that would contravene the School's IT Conditions of Use| . A copy of these conditions must be signed before account details can be issued.

 

Only the Chairperson will have the authority to reset the password, and if any subsequent changes are needed to the account, IMT will only deal with the Chairperson in regard to these.

11. I want to send a mass email. What do I do?

If you have a society account and want to send a mass email please get in touch with the Communications Officer at the Students' Union at su.comms@lse.ac.uk|

 

If you are a student and want to send a mass email to other students, please get in touch with the Communications Office at the Students' Union: su.comms@lse.ac.uk The message can be included in the weekly bulletin that is emailed out to students.

12. How do I get started with the LSE ListServ mailing list service?

What is a Mailing List?

 

An electronic mailing list is very similar to a postal mailing list. Your e-mail address is added to the e-mail addresses of a group of other people who share a common interest. People send messages to the list address and they are automatically forwarded on to each of the individual members. You read the e-mail just as you would any other you receive.

 

There is one big difference between postal and e-mail mailing lists: you ask to have your name added to the list - you don't just get junk mail from an organisation you haven't heard of. To emphasise this you are known as a member of a list. There is no limit to the number of lists of which you can be a member, however, some lists generate a lot of e-mail and you can quickly become swamped if you're not careful.

 

Types of Mailing List

 

There are a number of ways in which mailing lists can be used but the two basic uses are:

  • discussion - where the list is used by its members to exchange messages that form ongoing discussions. Discussion mailing lists have names ending in "-L".
  • announcement - where the list is used mainly by the list owners as a way to send information out to the list members. Announcement mailing lists have names ending in "-announce-L"

Some discussion lists allow anyone to join and post messages. Others let anyone join with all messages being looked at by a 'moderator' before being forwarded on to the list. Still others are 'closed' - your application to join is vetted (this is often used on confidential projects or to ensure that lists remain at the right academic level) and only approved members can post and receive mail from the list.

 

Getting started

 

To join an LSE mailing list, you would normally be sent a message from the list owner inviting you to join and containing appropriate instructions. List owners will publicise their lists accordingly and this will depend on the function, confidentiality and scope of the particular list.

 

If you are interested in creating a list for your project or interest group, staff and research students should contact your cluster team. Advice will be given on the suitability of the subject area and on the basic principles of list ownership.

 

Unfortunately, at this time, taught course students are unable to participate as list owners.

 

Mailing Lists at LSE

 

Information Management and Technology uses ListServ software to manage its lists and as some of the commands may vary between list software packages users of other list management services may find that some adaptation is required. The list is managed in one of two ways; through sending emails containing specific commands or through the ListServ web interface on http://listserv.lse.ac.uk/|. Please note you need to use Internet Explorer in order for ListServ to work.

 

IMT reserves the right to refuse to host a list if the subject area of the list does not meet our guidelines.

 

More information

 

The first point of contact for mailing lists is the IT Service Desk| - they will be able to advise on best use of the ListServ service.

 

More information for list owners|

13. What happens to my mailbox if my status as a student changes (e.g. I become a member of staff)? Do I lose my Office 365 email?

No, you won't. All mailboxes that are currently on Office 365 will be kept on there until you leave LSE. We will not be moving any Office 365 mailboxes to any other email system.

LSE Email and Microsoft Outlook

Accessing archived mail using Windows|

Archiving email in Outlook 2010|

Changing passwords for LSE email|

Configure Outlook 2013|

Outlook freezes when I try to open it on campus. What do I do?|

Emptying your deleted items folder in MS Outlook|

Get started with Outlook 2000|

How to configure Outlook XP/2002 as an Exchange client|

How to set up Outlook 2003/2007/2010 for Exchange email connection|

How to set up Outlook 2010 on a personally owned computer (staff and PGRS)|

Modifying your DNS configuration settings|

Using Public Folders|

Using Spam Manager|

Web access to LSE email (staff and PGRS)|

For more guidance on using Microsoft Outlook, see Software Guides
|

 

Other Email clients

Server names for IMAP/POP clients|

How to set up a Thunderbird for IMAP email connection|

How to set up Windows Mail for Vista|

 

Connecting to Email from a Mac

Microsoft Entourage 2008|

Set up Mac Mail on a personally owned computer (staff and PGRS)|

Set up Outlook 2011 on a personally owned Mac (staff and PGRS)|

 

Connecting to Email from mobile devices

Configuring email for Blackberry mobiles|

Configuring LSE email in iPhone|

IMAP and POP3 access to email from a mobile phone|

Wi-Fi and Email settings for Android devices|

 

Office 365

Web Access to Email with Office 365|

Configure Office 365 on iPhone|

Configure Office 365 on iPad via IMAP|

Configure Thunderbird for Office 365|

Configure Office 365 on Apple Mail (Macbook/iPad)|

Configure Office 365 on Apple Mail via IMAP|

Configure Office 365 on Android|

Configure Blackberry Office 365|

Forward Your Email in Office 365 (Microsoft guidance)|
The link suggests two options. Please note, only Option 1 is suitable for use at the School.

Out of Office Assistant in Office 365|

 

ListServ

Manage your LSE ListServ mailing list|

Using an LSE ListServ mailing list|

Share:Facebook|Twitter|LinkedIn|