Mines Email Services for Faculty and Staff

Email services are available to all CSM students, faculty, and staff while they are actively enrolled or employed at Mines.  Services continue during summer breaks and periods that may include study abroad, internships, sabbaticals, or extended leave.  Special arrangements may need to be made during semester, or longer, absences from campus since enrollment or employment records may indicate an inactive status.

CCIT recommends that you access your email via the web.

Faculty and Staff: Log in to Mines Exchange Mail
username: adit\USERNAME  
password: ADIT password

* Notice:  ADIT\  must be used as part of your username when accessing Outlook Web App

CCIT web access email works with most web browsers, but added features are available when using Microsoft Internet Explorer.  Please submit a Mines Help Center request if you have problems accessing the site.

Faculty/Staff Setting and Options for Popular Email Clients

Email client programs like Qualcomm's Eudora, Netscape Communicator, Mozilla Thunderbird and Microsoft Outlook allow you to retrieve your email via your local computer. When someone sends you an email message, the message is received, processed and stored in your mail file on the CCIT mail server until you log in and retrieve it.

Note: Mines Exchange supports most modern versions of email clients such as Thunderbird, Outlook, and Mac Mail. Some older e-mail clients are not supported. The native Mines Exchange email protocol (known as Native Exchange format) is strongly recommended for email clients such as Outlook and Mac Mail that support it. Please contact us if you have questions about your specific e-mail client.

You can access your email:

  • By using Mines Exchange Mail from any computer, anywhere and with any web browser.
     
  • Remotely, using an email client program which supports the IMAP or POP protocol.  With a POP client your email is moved from the CCIT mail server to a local computer.  With an IMAP client your email is stored and managed on the server.  Most popular POP email client programs also function as IMAP clients.  Although there are advantages to using each, we recommend that you use IMAP for flexibility of access. Exchange Mail is an IMAP email client.  You should not use POP unless you fully understand how it works and the ramifications of where your mail will be stored and how it can be accessed.  POP is disabled by default for new accounts.  You will need to request POP access through the Mines Help Center if this is your preferred method of accessing mail and wish POP to be enabled for your account.

To use Mines CCIT email servers with email client programs, other than Exchange Mail, you will need to set the parameters in your email client so they:

  • Identify your correct email address
     
  • Communicate with the correct Mines email server
     
  • Validate your access with a username and password
     
  • Retrieve email
     
  • Send email

Therefore, the following parameters need to be set in your email client:

Email account information -- username@mines.edu (replace username with your username.) This information is typically configured in the preferences, options, or tools section of your email client and may be called identity, email address, account information, or something similar.

Outgoing mail server -- smtp.mines.edu if you are on campus, dial-in through the Mines modem pools, or are using the Mines VPN.  If you are connecting to Mines through a commercial ISP such as Comcast, Qwest, AOL, or any other Internet Service Provider (ISP), see this note about non-CSM connections.

Incoming mail server -- CCIT recommends IMAP if you want to access your mail from multiple computers, or POP if you want to store your email locally on a single computer.  See the Basic Email Settings menu to the right.

Mines email username & password -- The mail server requires that you provide username and password credentials each time you try to retrieve or send email. You can usually store this information in your email client settings so that you don't have to enter it every time you initiate a transaction. This information is typically in the same area as the server setup information in your email client.

Managing your email space on the server:

  • Large email files on the server are unwieldy. They take longer to loaded and process, and use valuable disk space on the CCIT server.
     
  • IMAP clients manage your mail on the server. There are options that you can set in your email client to tell IMAP how to handle deleted messages and whether your mailboxes should be expunged or purged of deleted mail when you exit. Most POP mail client programs have a setting which allows you to leave messages on the server after retrieval, usually. a check box labeled "Delete messages from server after retrieval" or "delete mail from server after X days." For information on retaining email on the host server, see the information at the end of this guide.
     
  • If you POP your email from the CCIT server to a single computer that you always use, you can set your POP client to delete your messages after retrieving them. This will keep your server mailbox clean and prevent it from exceeding quota.
     
  • You should use IMAP if you access your email from more than one computer. Otherwise, you will need to develop a strategy for managing your email so you understand where it is and to make it available to you from multiple locations, if appropriate, when you need it.

    For example, if you POP your email from the CCIT server to your home computer and also to various computers on campus (like one in your office and/or one in your lab) and your primary location for retrieving your email is your home computer, then you could configure your POP client at home to delete messages from the server and configure the POP clients on the campus computers to leave messages on the server. This way you would be able to see only new messages from wherever you are but will have access to all messages on your home machine.

    A second example: You mainly access your email using pine via a login session to imagine from various campus computers, but you also want to POP your email to your home computer. One strategy for doing this is to configure your POP client at home to leave messages on the server and delete messages manually in pine only after you've POPed them to your home computer.
     
  • If you have a Mines email account AND a non-Mines ISP (Internet Service Provider) email account you may want an email program with a "profile" feature that will allow you to retrieve email from multiple accounts without having to change settings each time you want email from one account or the other.
     
  • Some types of email attachments/files that tend to be large and can quickly exhaust your quota on the server are:

Images -- gif, jpg, bmp, xpm, etc.

Audio -- mp3, wav, etc.

Video -- mpg, avi

Executable Programs -- exe, bat

Spreadsheet and Database files -- xls, mdb

Compressed files -- zip, tar, gz, Z

Word Processor files -- doc, wp, etc.

  • Whatever your strategy for managing email, the goal is to remove your mail from the CCIT server. One advantage of good email management is that accessing mail through the CCIT server, no matter what application you use, will be faster and more efficient because your server inbox is small and not cluttered with unneeded messages. (Note: Poor management of your inbox on the server and your disk usage can cause erratic email client behavior.)

Configuring your email program to automatically check for new mail:

If you set your email client to automatically check for new mail on the CCIT server, we recommended a frequency of no more than once per 15 minutes. If you access your email via a dial-in connection, we recommend you manually retrieve email when you connect. Multiple POP/IMAP sessions and automatic intervals of less than 10 minutes are not permitted because this combination of settings can cause problems. If you receive a lot of messages, large email messages or messages with large attachments it puts an added burden on the server.

For example, if your client is configured to retrieve your email too frequently, your client program may try to start a new retrieval session while a previous session has not completed which can result in lost messages, duplicate messages, locked or corrupted mailboxes, and other strange email behavior. Setting a longer automatic interval does not preclude you from manually checking for new mail, it only effect the time period used by the Automatically Check Email option offered by most email programs.

Time out setting:

Many email programs have a "time out" setting that define how long the program will wait before disconnecting a session on a slow or non-responsive network connection. The default is usually set to a very small value -- 30 seconds or so -- and is probably not adequate for Mines email. A minimal time out setting of 2 minutes should be adequate.

NOTE:  Make certain to set a time out setting that is lower, or less, than the setting you have chosen for the interval defined to automatically check the server for new mail.

Important Note for sending email via Non-CSM Connections:

The CCIT mail server blocks the "relay" of mail from one non-mines.edu computer to other non-mines.edu hosts. If you connect to the campus network through an ISP (Internet Service Provider), this will affect you, unless you always use the VPN. If you connect through a system attached either to the Mines network or through the CSM modems, this will not affect you unless the IP address you're using is not registered. This configuration prevents spammers from using Mines resources to route spam to other sites. If you are connecting through an ISP and want to send and receive email through your Mines account, you will need to configure the outgoing email server in your email client to be that listed in the e-mail client setting instructions for faculty & staff or if you are a student, the MyMail settings page. We do not support sending messages from your Mines e-mail address using a third party ISP.

If you have questions about this change or your configuration, please contact CCIT via the Mines Help Center.

 

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Last Updated: 10/22/2016 18:15:17