• 1.I do not need any e-mail account within the Information System.
    Your IS mailbox is used as a destination for important messages related to your studies. Its use and keeping track of the mail delivered to it is therefore mandatory. You can download your IS e-mail to your computer or have it forwarded to another location (another e-mail account).

    Please ensure that you delete the messages you have read on a regular basis preventing the mailbox from getting full and thus incapable of receiving other mail. The information about the free space and the space occupied by your messages can be found in the mail application.

    Provided some new mail is delivered to your IS mailbox, a message notifying you of the fact appears on the main IS page.

    [1] Information about the space occupied

    The IS user's e-mail address format is učo@mail.muni.cz, where učo represents his/her personal identification number. The address in this format remains functional even after he/she starts using his/her new user name.

  • 2.How can I create and send a message?
    To create a new message, you might want to use the send e-mail reference located on the main IS page. Enter your recipients' addresses into the To, Cc (carbon copy) and Bcc (blind carbon copy) fields and the subject of the message into the subject one. Please remember to make the subject text meaningful enough for the recipient(s) to be able to easily locate your message among others when they need to. After typing in the text of your message, you can choose to save it in the Sent Mail folder. Clicking on the Send button will cause your message to be sent.

    [1] Enter a recipient
    [2] Enter your recipient's name and click on 'Find the recipient in my Contact List' (use this option provided you are writing to someone stored in your Contact List) or 'Find the recipient in the IS database' (provided you are writing to an IS user). If more people are found, select the right one.
    [3] Remember to fill in the 'Subject' field with some meaningful text.

  • 3.Mail Application - Options
    After you enter the Mail application, your screen will look similar to the one displayed in the picture below.

    The main page gives you a list of delivered messages. The letter U can be found next to those which have not been read yet (the letter stands for 'unread').
    If you want to read a message, click on its subject. As regards attachments, these are opened and displayed automatically provided it is convenient to do so. The others can either be opened by being clicked on or downloaded to your computer. The application also allows you to edit the old and create new mail folders. For this purpose, please use the following path:

    Personal Administration My Mail Folders and Limits

    If you select more than one message (by using the checkboxes placed next to these), the operation you perform will be carried out for all the messages selected. Thus you can read, delete, download, and move all these with a single click. The individual messages can be marked with a star (as those of high importance), a certain tag or color. Using the option titled Tags administration, you can create your own tags or rename the old ones. The order in which messages are displayed can be changed by clicking on the title of the column containing the information by which you want the messages to be sorted.

    [1] creates a new message
    [2] information about the space occupied by the messages
    [3] enables you to edit a folder
    [4] allows you to edit mail folders and provides information about limits
    [5] enables you to change mail settings
    [6] use this to access Help
    [7] displays the contents of the mail folder selected
    [8] displays only the starred messages
    [9] displays only the messages marked with a certain tag or color
    [10] selects an operation
    [11] orders messages by sender (ascending/descending order)
    [12] important message (starred)
    [13] adds/removes/edits tags
    [14] adds/removes/edits color
    [15] orders messages by subject/thread (ascending/descending order)

    Tip: Clicking on the sender's name in the message list displays a menu with the following options:

    • displaying the sender's Personal Page
    • a reply shortcut
    • displaying messages sent by the sender saved in this folder
    • displaying all the messages sent by the sender
    • adding the sender to the contact list

    [1] opens the Personal Page in a new window
    [2] opens a new message form with the person's address pre-filled
    [3] displays the person's messages in the active folder
    [4] displays the person's messages stored in all the folders.
    [5] opens a new window with the Contacts list

  • 4.What do the individual flags stand for?
    You can find various flags (letters) in front messages. Their meaning is as specified below:
    flag 'T'
    The user's (your) e-mail address has been entered into the 'To:' field, i.e. the message has been sent to the user (you) directly.
    flag 'F'
    The message has been composed by you, i.e. your e-mail address has been entered into the 'From:' field.
    flag 'N'
    You have not seen the message yet. The message is displayed in the list in bold.
    flag 'O'
    You have not read the message yet.
    flag 'C'
    You have received the mail as a carbon copy, i.e. your address has been entered into the 'Cc:' field.
    flag 'R'
    Marks the messages you have forwarded or replied to.
    flag 'D'
    The message has been marked for deletion. This flag does not get displayed in the IS Web mail application.

  • 5.What is the difference between Cc and Bcc copies?
    Your e-mail message is sent to all the recipients whose addresses you have entered into the 'Cc' and 'Bcc' fields. However, those you have entered into the 'Bcc' one will not be displayed to the other recipients after the message is delivered.

  • 6.Is there any way of saving the sent messages?
    Yes, there is. If you check 'Save copy of message in Sent Mail folder' before sending your message, it will be saved for later use.

    [1] an option allowing you to save sent mail

  • 7.How can I access my Sent Mail folder?
    To go to your Sent Mail folder, use the 'My Mail' reference situated on the main IS page and, after selecting 'Sent Mail' from the drop-down menu, click on the 'Change folder' button (after selecting 'Sent Mail' from the drop-down menu).

    [1] To display the list of sent items, click on Sent Mail.

  • 8.How long do the deleted messages stay in the Trash folder?

    The messages in the Trash folder are automatically deleted 14 days after they were moved into it. Those messages that are to be removed in less than 14 days are marked with clocks (situated next to reception dates). To find out in how many days the messages expires (is to be removed), move your cursor over the clock icon.

    [1] shows in how many days the message expires

  • 9.Is there any way to attach a file to my message?
    Yes, there is. To do so, please use the following path:

    Personal Administration My mail .. New mail

    Click on Attach a file and specify which file you want to attach to the message. Once you have confirmed your selection, the file will be uploaded automatically. The upload is over when a checked checkbox appears next to the name of the file. The application also allows you to attach to your messages the files recently uploaded into your Depository as well as other files stored in IS (only those with the right to read, though).

    You can always remove the attachment from the message by clearing its checkbox. The checkbox is always checked by default.

    All the files attached to e-mail messages get automatically saved in their sender's Depository (where they expire in 30 days) and can therefore be used repeatedly. Their 10-day expiration period restarts every time they get sent again. The files attached to messages from IS also get saved in their sender's Depository and they are treated by the System the same way as the other files stored in it.

    [1] Leave the checkbox checked provided you want the file to be attached to your mail.
    [2] Once the file has been uploaded, the System displays its size.
    [3] Use this to attach another file by uploading it from your computer.
    [4] This attaches a file recently attached to another message, which has been saved in Depository.
    [5] This attaches a file stored in IS.
    [6] The expiration date of the files stored in the recipient's Depository gets displayed here (provided their total size has exceeded 15 MB).

    NB: If the total size of all the files attached to a message exceeds 15 MB, the System inserts into the message a link to the sender's Depository the files are stored in - a location the recipient can download the files from within the next 10 days. The System also inserts in the message the information on when the files are to be removed from it.

  • 10.My mailbox rejects mail. It has not received the messages sent to it.
    The IS mailbox distinguishes between two types of e-mail messages - those coming from an IS administration server (e.g. the ones sent by a teacher via the Information System) and the others (including the other IS users' messages). Every IS e-mail account has a space limit as well as the one imposed on the message size. If one of these is exceeded, it is only the messages sent by IS administration servers that are not rejected.

  • 11.What is the maximum allowed size of e-mail message?
    To find out about various limits, please use the following path:

    Personal Administration My mail Folders and Limits

  • 12.What is the purpose of Contact List?
    One of the advantages of using the Contacts list is that you can define your own aliases for the e-mail addresses you often use. You can do so using the following path:

    Personal Administration My Mail Contacts

    [1] To open a window for composing a new message pre-filled with an e-mail address, click on the appropriate alias.
    [2] To mark an address for removal from the Contacts list, click on its checkbox.
    [3] To make the required changes in the list, click on the button.
    [4] Enter the recipient's alias (maximum 16 characters).
    [5] Enter an e-mail address to create a new record.
    [6] To enter a new record into Contacts, click on 'Save'.

    When composing a new message, enter the recipient's alias into the 'To:' field, click on Contacts or show Contacts situated next to Search and select the recipient.

    You can also compose a message directly from the Contacts list by using the following path:

    Personal Administration My Mail Contacts

    To open a window for composing a new message pre-filled with the recipient's address, click on his/her alias.

  • 13.How can I create aliases for my IS e-mail account?
    To create an alias, use the following path:

    System Change user name

    An alias is a string of characters that can be put in the place of the string starting your original e-mail address. The IS address containing an alias has the form of user_name@mail.muni.cz. Aliases may only consist of letters (of any case) and digits (must not start with these, though). Furthermore, they must be free of diacritics. The minimum length of an alias is three characters.
    If an alias is found to be violating some basic principles of decency, it might be made non-functional by IS administrators. Users are not allowed to use aliases intended to make others believe they are someone else either.

    Logically, it is only the alias no other IS user is using that can be selected. Please create the one that other people will be able to associate you with easily.

    To create a new alias (or change the old one), enter it (or the old one) into the text field and click on 'Save user name'.

  • 14.What if I cancel my alias?
    By giving up your alias, you make it free for other users, who can start using it. However, you should bear in mind the possible problems stemming from any alias change. That is, provided you have made your e-mail address public in the form of user_name@mail.muni.cz and now you decide to change your alias, people will start sending you messages either to a non-existent address or to someone else's (a similar situation has been described in the previous paragraph). It is therefore advisable to create an alias that you do not plan to use only for a short time.

  • 15.I would like to have my mail forwarded from my IS e-mail account to another. What shall I do?
    To activate your e-mail forwarding, use the following path:

    My Mail Contact List, Settings, Folders

    Please enter the address to which your e-mail should be forwarded into the text field titled 'Forward messages to' and click on 'Save'. The copies of forwarded messages do not get saved in IS.

  • 16.How can I download my e-mail into my computer?
    You can download your e-mail using IMAP nebo POP3 (an e-mail transfer protocol). Using the IMAP or POP3 protocol, the user can read his/her messages via mail clients such as Microsoft Outlook, Mozilla Thunderbird, etc. Some users find e-mail administration via these easier than by using a browser.

    Unlike POP3, IMAP enables users to access their messages from multiple computers. Besides, using IMAP, the users can access several folders within the same account, which allows them to browse Inbox, Sent Items, Drafts, Deleted Items as well as other folders they use within IS. Downloading only the headers of messages and offering an option of downloading only the selected attachments, IMAP proves more effective when it comes to low connection speeds.

    To be able to use IMAP or POP3, you need to create a special (secondary) password using the path below:

    Personal Administration System change my password

    Since this password is considered less safe than the one used for logging into the Information System, it must be different from the latter.

  • 17.What are the IMAP settings?
    To be able to activate IMAP, you have to use an e-mail client supporting it (e.g. Microsoft Outlook, Mozilla Thunderbird, etc.). The protocol is supported by some mobile phones and PDAs as well.

    The following settings have to be changed for IMAP to work right (the configuration may vary from client to client):

    incoming mail settings (server)
    Server:mail.muni.cz
    Port:143 or 993
    Secure connection:STARTTLS for port 143, SSL/TLS for port 993
    User name (account name):IS personal identification number (učo) or IS user name
    Password:secondary IS password
    outgoing e-mail settings
    Server:mail.muni.cz
    Port:465
    Secure connection:SSL/TLS
    User name:should be entered in the following form: učo@IS.MUNI.CZ or user_name@IS.MUNI.CZ, alternatively učo or user_name
    Password:secondary IS password

    You can also use your IP's SMTP server for outgoing mail.

  • 18.What are the POP3 settings?
    To be able to activate POP3, you have to use an e-mail client supporting it (e.g. Microsoft Outlook, Mozilla Thunderbird, etc.). The protocol is supported by some mobile phones and PDAs as well.

    The following settings have to be changed for POP3 to work right (the configuration may vary from client to client):

    incoming mail settings (server)
    Server:mail.muni.cz
    Port:110 or 995
    Secure connection:none for port 110, SSL/TLS for port 995
    User name (account name):personal identification number (učo) or IS user name
    Password:secondary IS password
    outgoing mail settings
    Server:mail.muni.cz
    Port:465
    Secure connection:SSL/TLS
    User name:should be entered in the following form: učo@IS.MUNI.CZ or user_name@IS.MUNI.CZ, alternatively učo or user_name
    Password:secondary IS password

    You can also use your IP's SMTP server for outgoing mail.

    Secure connection: Some e-mail clients support POP3 secure connection. You are recommended to activate this kind of connection and use TLS (Transport Layer Security) or SSL (Secure Socket Layer). You can do so in the advanced settings of your client.

    Some clients also offer the option of leaving copies of messages on the server. We do not recommend that you use this option since you might soon exceed the mail account storage limit. Provided you want to save copies of your messages into a file, you can do so using the IS mail application. Another disadvantage of the POP3 protocol is that it only allows users to download messages from the Inbox folder.

  • 19.Is it possible to be notified of newly received messages by SMS?
    Yes, it is. Please use the path

    My Mail Contact List, Settings, Folders

    to enter the e-mail address of the SMS gateway to which a notification message should be sent when your new mail arrives. The right address format may depend on your phone company and thus you should familiarize yourself with it. You can also provide the address of the e-mail account to which you would like the notification messages to be delivered.
    The notification message contains the text of newly arrived email, which may be abbreviated. Provided you have enabled your mail forwarding, no e-mail is delivered to the IS mailbox and therefore no notification messages are sent.

    Since the proper functioning of SMS notification depends on the quality of a third-party service (that of a telephone company), it cannot be fully guaranteed.

    NB:
    Eurotel Praha does not currently support this service reliably.
    RadioMobil may be charging their customers for the use of the service.

  • 20.What is spam and how can I get rid of it?
    Spam represents unsolicited mail. The System uses a spam filter to detect it and if the filter succeeds in doing so, it moves the spam into a special folder from which it is deleted automatically some time later. This folder can also be cleaned manually with the aid of options situated above and below the spam list.

    Since the spam filter may also identify as spam the message you would in fact like to read, the latest messages moved into the spam folder are listed on the main page of mail application for you to view them easily. Besides spam, the System removes messages containing virus-infected attachments as well.

    The spam filter does not check your mail provided you have it forwarded to another e-mail account.

  • 21.I would like to send an error report on a message being wrongly identified as spam. What am I supposed to do?
    The folder titled 'Spam Messages and Viruses' also provides the 'report as incorrectly recognized spam'. By selecting the option, you will move the messages selected (checked, unchecked, or all) back into the 'Received Mail' folder and these will be processed by the System so that the filter should not err again.

    [1] Mark the message you do not consider spam.
    [2] Select the option 'report as incorrectly recognized spam'.
    [3] Confirm the operation by clicking on the button.

    If a message you consider spam appears in any other folder, you can perform an operation akin to the previous one, i.e. use the button titled 'report as unrecognized spam' situated in the 'Received Mail' folder. The messages selected will be moved into the 'Spam Messages and Viruses' folder and processed by the System.

    [1] Mark the message you consider spam.
    [2] Select the option 'report as unrecognized spam'.
    [3] Confirm the operation by clicking on the button.

  • 22.What if the spam messages fill up my mailbox? Are the other messages delivered afterwards going to be sent back to their senders?
    No, they are not. When the space limit of a mail account has been exceeded due to too many spam messages received and a new message arrives, the System attempts to delete some of the oldest ones (stored in the Spam Messages and Viruses folder) before it decides to send the newly received message back.
  • 23.I want to find my schoolmates' e-mail addresses and send them a message.
    The System does not make the lists of students enrolled in a certain field public. Provided you know your schoolmate's name, you can look his/her e-mail address up using the following path:

    Personal Administration People

    If you wish to discuss something with your schoolmates, please use a discussion group. Here is the path:

    Personal Administration Bulletin Boards (Discussion Groups) code_of_course

    You can also post your message on the Noticeboard.
    Group e-mail may only be sent by staff members. Provided you consider your message of great importance, you should contact your Office for Studies who can send your message as group e-mail.

  • 24.I am an employee and I would like to send a group e-mail. How shall I proceed?
    Provided you work for the school and want to send an e-mail to a group of people, please use the application the path to which is as follows:

    Personal Administration My Mail .. Group e-mail

    [1] Enter the application used to send a group e-mail.

    You can edit the list of recipients you want to send the e-mail to. However, if your message is of an important character, we recommend you to post it on Noticeboard the path to which is as follows:

    Personal Administration Noticeboard

  • 25.Is there any way of sending the group e-mail with an attachment?
    IS does not fully support sending group e-mails with attachments since their reception can cause serious problems to the users with low connection speeds, those whose mail accounts have limited storage capacity or those who pay for the amount of transferred data. As an alternative, we recommend that users upload the files they would normally attach to their e-mail into one the IS sections supporting this (e.g. Study Materials, My Web, Depository, etc.) and included in the e-mail links to the files. These links enable the recipients to download the files from the locations mentioned above.

    If you decide to send a group e-mail with an attachment anyway, please select the list of its recipients using the following path:

    Personal Administration My Mail .. Group e-mail

    The list of selected recipients can be found at the bottom of the page. Provided you wish to edit it, use the links at the top of the page allowing you to add and remove people from the list as well as create a new one. Click on 'only the people's identification numbers (učos)' situated next to 'Export the list of selected people into a file'. Then go to the IS e-mail application and open the form for composing a new message using the following path:

    Personal Administration My Mail New mail

    Open the file with the exported personal identification numbers. C copy them (using, for instance, Ctrl+C) and paste them (Ctrl+V) into the 'To:' field (provided you want to send the message as that with disclosed recipients) or the 'Bcc:' one (provided you wish to prevent the recipients from seeing one another's addresses). Last, compose the message and send it. The list can also be imported into the application managing personnel groups the path to which is as follows:

    Personal Administration Personnel Groups

    The need to copy the recipients' personal identification numbers from the exported file has its own purpose. That is, this procedure is intended to discourage users from sending group e-mails with attachments as this way of sending files is undesirable (see above).

  • 26.Is there any way of finding out whether an IS recipient has read my message or not?
    Yes, there is. Use the following path:

    Personal Administration People

    After looking up the recipient, you are taken to his/her personal page containing information about whether he/she has his/her mail forwarded to another e-mail account or not. If the latter is the case, the date on which he/she last read his/her mail is provided.

  • 27.What am I supposed to do when the message I have sent keeps coming back?
    The most common cause of messages not being delivered is mail forwarding with the recipient's destination mailbox (the one the messages are forwarded to) not working or its address being wrong. Provided you receive an error message saying the e-mail you have sent cannot be delivered, please report the fact to one of the administrators. Select the right administrator by your faculty and forward the error message to him/her requesting that the recipient's mail forwarding be disabled. This administrator can subsequently send your message to the recipient's mail.muni.cz mailbox.

  • 28.Will I be able to use my IS mailbox after completing my studies?
    Yes, you will, but only as long as you have no unfulfilled obligations to the University.


Provided you have failed to find the information you were searching for, you can contact us at istech(zavináč/atsign)fi(tečka/dot)muni(tečka/dot)cz.