KGI | Information Technology

Information Technology

Contact Us

Location: Building 535
Phone: (909) 607-0387
Fax: (909) 607-8086
Email: helpdesk[at symbol]kgi.edu

Email

What is my e-mail address?

Web based email is located at https://mail.kgi.edu.

Faculty/staff: Your default email address is firstname_lastname@kgi.edu. You may also use the alias user id@kgi.edu.
Students: firstname_lastname@students.kgi.edu or id@students.kgi.edu

How do I set up Outlook (Faculty/Staff only)?

If you are new to KGI, contact the IT department at x70387 for setup on your desktop.

What is a Postini account (Faculty/Staff only)?

The Postini site is located at http://login.postini.com/. All faculty and staff receive Postini accounts. The Postini service provides each account with a web-based Message Center showing spam and viruses filtered and quarantined. You will receive an email with instructions when your Postini account has been created.

How do I reset the password to my Postini account if I forget it (Faculty/Staff only)?

Go to the Postini site http://login.postini.com/
In the Log in Address enter your user ID John_Smith@kgi.edu. Enter a fake password and click Log in.
A security alert pop up should appear. Click yes to continue. When the web page refreshes you should see a link that says Forgot your password? Click on it.
A new temporary password will be sent to your email account when you click the Submit button.

What attachments are blocked (Faculty/Staff only)?

Due to virus vulnerabilities, we block all executable attachments including: .zip, .exe, .com, .bat, .pif, .scr, js, .vbs, .cpl, .reg. Files with double extensions and very long file names are also blocked. You must send a message to helpdesk[at symbol]kgi.edu to retrieve the attachment. You can spare yourself this trouble by renaming attachments to exclude the extension. You'll need to notify the recipient that the attachment must be renamed.

Is there an email attachment size limit (Faculty/Staff only)?

The maximum attachment size is 50MB.

How do I send a group message to specific KGI groups?

KGI has various distribution lists which are maintained by the IT department.

Faculty/Staff: To access the distribution lists in Outlook click the Address Book. The distribution lists are located at the very beginning of the Global Address List. The distribution lists all begin with the @ symbol. To see the members of a distribution list right click on the distribution name and select properties. The members names are located alphabetically on the right side of the window.
Students: Log in to your students.kgi.edu account. Send email to KGI student groups such as kgi-ppm-ppc@students.kgi.edu, kgi-phd@students.kgi.edu, kgi-class-2011@students.kgi.edu, kgi-class-2012@students.kgi.edu, and kgi-all-mbs-ppm-phd-students@students.kgi.edu.

What are Outlook Public folders (Faculty/Staff only)?

The Outlook public folder contains the master calendar and announcements:
Announcements - general announcements from the other Claremont Colleges
Master Calendar - general KGI calendar of events

Some departments use additional Outlook public folders. Contact departmental personnel for more information.

Is there an email storage limit?

Students: Your students.kgi.edu account can hold up to 7GB.
Faculty/Staff: Your mailbox is limited to 1GB and you'll receive warnings when the size exceeds 750MB. Mailbox size management is an issue because all server storage space on the mail server is shared between all the users at KGI. That space is limited, and when storage space runs out on the mail server, the result is often an email system crash. Here are some hints for mailbox management that apply to everyone:

Attachments: These are the biggest email space hogs. A single PowerPoint file can take up as much space as 20,000 or more text-only emails!
Sent and Deleted Items Folders: Check your Deleted Items and Sent folders. These folders also take up server space. Empty your Deleted Items folder, and delete or archive your Sent Items folder on a regular basis.
Archive: Email can be archived and saved to an Archive.pst file on your personal network drive. They can be retrieved easily. If you don't see Archive Folders listed in Outlook contact the Help Desk.

What happens if my mailbox is full (Faculty/Staff only)?

If you go over your quota you will receive a warning message. Contact the Help Desk and we will make sure archiving is working properly for you.

My email bounced back, what went wrong?

There are three possible reasons: The host's email database does not contain the username or ID you specified in the address. In other words, you probably either typed in the user's name wrong or the person has changed his/her email address. The mail server had some kind of malfunction. Try resending your message after sometime, if it still bounces then server outage is not the reason. Your letter got caught in the recipient's Spam filters.

My e-mail recipients outside KGI are complaining that they received a *.dat file, what should I do (Faculty/Staff only)?

The problem is caused because of the message format you have selected in Outlook. You'll need to change the format to 'Plain Text' or 'HTML'. The 'Rich Text' format is not universally recognized.

How do I access web e-mail (Faculty/Staff only)?

The web email is available at https//mail.kgi.edu. The "s" in https means the connection is secured through encryption and is verified by a lock icon. There are a couple of optional choices when logging in. If you use Internet Explorer the first choice is Premium or Basic. The default choice is Premium but you can choose Basic if you are using a slow internet connection such as dial-up modem. If you use Firefox or Safari the Premium/Basic choice will not be displayed. The second choice is Public or Private computer. If you are using your own computer you can select Private. If you are using a computer in a computer lab, library or friend's home then we suggest selecting Public to protect your privacy. Enter your KGI username and password and click Logon. It is not necessary to include the KGI domain name, i.e. kgi\jsmith, jsmith@kgi or jsmith@kgi.edu. OWA will automatically log you off after a set period of inactivity. This protects your privacy in case you forget to logoff from your email session.

How do I view and use the Master Calendar (Faculty/Staff only)?

The Master Calendar includes appointments and events of general interest to the faculty and staff. You may request that items be added to the Master Calendar by contacting one of the Administrative Assistants. Note that the calendar is NOT used for scheduling conference rooms. For instructions on how to schedule a conference room see below.

How do I schedule a conference room?

Students: Contact an administrative assistant to schedule this for you. Students can schedule on of the two student meeting rooms upstairs in 517 by using the Schedule tool in the Sakai KGI Announcements site.
Faculty/Staff: In Outlook go to your Calendar.

Click on the 'New' button on the left side of the top toolbar.
Add a subject and set the 'Start time' and 'End time'. You may enter a location, but note that entering a description in this field does NOT actually reserve a room.
Click on the 'Invite Attendees' button on the top right side of the window. Click on the 'Resources' button to open the 'Find Names' dialog box.
Enter a 5 as the 'Display Name' and click on the 'Find' button to display all the classrooms and conference rooms in both buildings. Select the room you want to reserve and click on the 'Resources' button and then the 'Close' button.
Select the 'Availability' tab to make sure the room is not already scheduled. Times shaded in blue indicate the room was previously scheduled.
If the room is not available, you can either change the time of your meeting or select the 'Appointment' tab to choose a different room.
Select the 'Appointment' tab and add any 'Required' or 'Optional' participants.

To reschedule an appointment, double-click on the appointment in your calendar and adjust the parameters as necessary. You can optionally resend the meeting request to notify the participants of the changes.

What do the following messages mean and what should I do (Faculty/Staff only)?

A) Warning: This message has had one or more attachments removed.
This is an indication that the attachments you received from the sender may possibly be infected with a virus. If you believe the attachments are not infected, please send an email to helpdesk@kgi.edu to recover your attachment. (Note: You receive these kinds of warning messages mostly with .exe, .bat, .scr, .com attachments)

B) Warning: (Aishwarya.exe).
The following is a sample email from KGI Antivirus E-mail Virus Protection Services the attachment and virus names are unique to this message and are provided only as an example.

The original e-mail attachment "Aishwarya.exe" was believed to be infected by a virus and has been replaced by this warning message. If you wish to receive a copy of the *infected* attachment, please e-mail helpdesk@kgi.edu and copy this entire message in your request. Alternatively, you can call x70387 and relay the contents of this message when you call.