GUIDE TO OFFICIAL EMAIL 2017-18

District 70 now provides official email accounts for the District Management Team, District Officers, and Staff Officers (called District Officers below).

All District Officers are encouraged to use their official district email addresses when sending email.

Instructions on how to access your official email account are provided below.

1.jpg

BACKGROUND

The Postmaster is responsible for managing the district email system which includes 100 email accounts and 260 email forwards, and we thank Cheryl Keane DTM, the current Postmaster, for her ongoing work over the past few years.

District 70 changed their email provider on 1 January 2018 and this brings new capabilities (including new email accounts and the ability to save emails and attachments) as described below.


ACCESSING YOUR OFFICIAL EMAIL ACCOUNT

Before you start. Your official email account has already been created and the Postmaster will provide you with your official district email address and initial account password.

Step 1: Log on now to WebMail with the official email address and password you have been given.

                 WebMail sign in looks like this

               WebMail sign in looks like this

Step 2: Once you have signed in you should see something like:

  Webmail Mail Page

Webmail Mail Page

Step 3: Set your email signature by going to Settings > Identities > Edit, item as shown below:

  Setting your Webmail signature

Setting your Webmail signature

The Toastmasters International Brand Manual recommended signature is (in Arial font):

Peter Crosby DTM
District Director, District 70
Toastmasters International
Where Leaders Are Made
Phone: (02) 1234 321 345
dd@d70toastmasters.org.au
www.d70toastmasters.org.au
www.toastmasters.org

Step 4: Set up email folders:

As Webmail is ongoing and creating a corporate history, it is recommended you set up folders, especially for the current District Year.

  Add Folder

Add Folder

Step 5: Send an email by clicking Compose as shown below:

  Compose an Email

Compose an Email

Step 6: End of year procedure. At the end of your term, District Officers are required to:

  • keep emails which would be of interest to their successor(s) under the principle "I wish I had seen that when I started the role", and
  • delete emails which include personal, private and/or sensitive information relating to an individual, or group of individuals.

SYSTEM SUMMARY (For those who are interested)

As of 1 January 2018 the (new) District Email System has five basic constructs:

1. District Email Accounts. There are 95 email accounts with passwords that enable District Officers to send email from an official district email address, e.g.: dd@d70toastmasters.org.au which belongs to the District Director (DD).

The Postmaster can reset this account password for you.

To send email from your official email address the District Officer needs to login (see above Accessing Your Official Email Account), generate a new email, then send it.

Emails and attachments can be kept in the district email accounts to provide a corporate history for new District Officers from one year to another.

2. Group Email Accounts. There are 5 group email accounts where emails sent to the group are automatically forwarded to all members of the group (where group membership is maintained by the Postmaster).

These group email accounts are rarely accessed by anyone, except by Senior District Officers.

3. Email Forwards. There are 270 email forwards maintained by the Postmaster where an email sent to an an official district email address, e.g.: dd@d70toastmasters.org.au, is automatically forwarded to another address(es).

Each year at Changeover, the Postmaster sets up the new email forwards, so each new District Officer has their email automatically forwarded from their official district email address to their private email, based on details provided to District 70.

The Postmaster can add new email forwards for you, or remove old ones that are no longer needed.

4. Corporate History. The new District 70 Email System allows emails and attachments to be kept in email accounts and folders which enable a corporate history to be built over time.

This is of value to incumbent District Officers who can review what has happened previously in their roles.

At the end of your term, District Officers are required to:

  • keep emails which would be of interest to their successor(s) under the principle "I wish I had seen that when I started the role", and
  • delete emails which include personal, private and/or sensitive information relating to an individual, or group of individuals.

5. Spam Filtering. Our Email Provider uses Apache SpamAssassin™️.


GETTING HELP

If you have any unresolved technical issues with the new email system please contact the Webmaster.