Tag Archive: Email

Alumni Email? Get your account now!

Hurray! You’ve graduated from Pepperdine University! The last thing on your mind is your Pepperdine Email account, but there are some things you need to know…

  • Student email accounts are deleted 90 days after the student’s last enrolled semester (90 days from Graduation day).
  • Once an account is deleted/deactivated the data/emails in that account it is not recoverable.

emailBut there’s good news. You’re an alumnus now!  Alumni may obtain a free, lifetime email account through Pepperdine’s Alumni Association. You can find more information on how to register for an Alumni Email account at the Pepperdine Alumni website.

After your student email address expires, no mail will be received at your student address. To make a smooth transition, the Alumni Association recommends:

  1. Set up your new alumni e-mail address
  2. Forward your mail in Wavenet to a new email address. Note: use Internet Explorer for this step.
  3. Set up an out-of-office message in your Pepperdine Email (accessed through Wavenet) account informing all your contacts of your graduation and of your new email address. Log into Wavenet click on Options, and then update your Out of Office Assistant.

Graduating 3Ls — WaveNet/Email Access Suspends 8/13/2015

Please note that upon graduation, your access to WaveNet and all other services related to your WaveNet credentials will be suspended 90 days later. This suspension also applies to your Pepperdine University email account.

This year’s graduation date for the School of Law is May, 15, 2015.

The access suspension date for the School of Law May 2015 graduates will be August 13, 2015.

All graduates will get reminder notices about their pending WaveNet account suspension from an automated system 90 days, 60 days, and the final notice 30 days from their suspension date.

Please make sure that you have an alternate email address setup with an auto reply with that information on your Pepperdine student email account to ensure that those who are attempting to reach you (prospective employers, lottery prize award officials, etc.) can do so.

If you would like to setup forwarding for your current student email address to another address, you can do so here: https://alumni.pepperdine.edu/email-forwarding

If you are interested in getting a Pepperdine Alumni email account (to which you can forward your current student email address) you can begin that process here: http://www.pepperdine.edu/alumni/benefits-services/email/ 

The above link (http://www.pepperdine.edu/alumni/benefits-services/email/) will also provide helpful instructions on how to move your current student email and contact information to a different email account.

Switching to Gmail at Pepperdine

12.31.gmail2001Email, and the way we send and recieve it, has evolved in the years since it was first introduced.  More and more today, we get overloaded with e-mail, with overflowing inboxes and not enough storage to hold it all.  And recently, Pepperdine has introduced a new tool to help combat your e-mail overflow – Google Apps at Pepperdine.

Why should I change?

You can keep your @pepperdine.edu email address, but use Google’s advanced email interface – without ads. It comes with a powerful spam filter and 30GB of free space to be shared among all available Google services. Google’s powerful search engines means an end to email folders, no more Outlook or .PST files, and your e-mail syncs seamlessly to whatever mobile device you choose.  You’ll never run out of space in your Inbox again, and with threaded conversations, replies to an e-mail get filed along with the first one, giving you a message-board like experience to help tame your inbox.

Ok, I’m in!  How to I switch?  What does it involve?

First off, know that your old e-mail is safe from deletion.  It will continue to live at webmail.pepperdine.edu, and you can switch back if you decide you don’t like Google Apps.  The switch is fairly straightforward – first you set up the account, then you redirect any new e-mail to it, then you set it up to send e-mail.  I’ll cover setup on a mobile device in a later post.

Another quick concept – you have two e-mail accounts at Pepperdine.  One is your wavenet username @ pepperdine.edu, such as jdoe2@pepperdine.edu, and the second is your long-form email, such as john.doe@pepperdine.edu.  I’ll walk you through how to change both to Gmail.

  1. Sign Up for the account.  Visit google.pepperdine.edu and click the giant blue “Sign Up” button.Signup for Google Apps
  2. Redirect your e-Mail.  Visit networkid.pepperdine.edu and click “Redirectredirect1Then choose “Click Here to Continue” at the bottom.redirect2Then choose “Use Google Apps” and confirm any questions.redirect3
  3. Sign in to your new account!  Visit mail.google.com and sign in with your wavenet username @ pepperdine.edu, i.e. jdoe2@pepperdine.edu.
     You can also click the E-Mail button in Wavenet.signIn
  4. Welcome to your new inbox!  Within ten minutes or so, all new email sent to your e-mail addresses will be delivered to your new Google inbox.welcome
  5. Now we need to setup Gmail to send e-mails from your long-form Pepperdine address – In this example, it only is set up for jdoe2@pepperdine.edu, but now we need to set up john.doe@pepperdine.edu.  Click the gear in the top right, then click Settings.settingsNext, click Accounts, and then “Add another eMail address you own”accountsNow we need to add the long-form e-mail address, so fill in the information with your name as you would like it displayed (“John Doe” in this case), and your long-form Pepperdine e-mail address (John.Doe@pepperdine.edu).  Click “Next”, then “Send Verification”.addEmailYou’ll need to verify that you own that e-mail address, so check your new inbox for an e-mail seeking verification.  It may be in your Spam – check on the left hand column under “More” for “Spam”.  If it is there, click “Not Spam”, then find it in your inbox and click the verification link.
  6. You’re all done!  If you want, you can set your long-form Pepperdine e-mail as the Default e-mail, to use it instead of the short jdoe2@pepperdine – that can be done under the Accounts menu.  Enjoy all the features Google Apps has to offer!

Information Overload and Email

Technology has been useful in enhancing our ability to communicate. The printing press, telegraph, telephone, and facsimile have all helped improve the speed of communication. Email, document scanners, and cellular phones have bumped up the speed and accuracy of our communications significantly. Blogs, wikis, websites, and social media are useful in getting information out to the masses, and have continued the evolution of communication in our society. Though all of these are significant improvements, a problem has developed as a result. We may be suffering from information overload.

Information overload affects us in different ways, and some may hardly notice the effects. For those that receive large volumes of email, information overload can reduce productivity, and effectively slow communication. In a recent study in the journal Computers in Human Behavior, the authors explored the background of information overload, and sought to introduce methods for coping (Soucek & Moser, 2010).

The large volume of email can be attributed in part to the ease of use. A “snail-mailed” letter takes more time to produce, send, and arrive at its destination. Email arrives almost instantly. The cost to the sender in terms of time and effort is significantly lower than the cost of sending a physical missive. Though the cost to the sender is low, if the recipient does not have an adequate method for sorting incoming email, the recipient may experience a much higher cost (Soucek & Moser, 2010). It is here that one of the problems of information overload emerges. Workflow may be interrupted, tasks may be overlooked, and information may be lost (Soucek & Moser). Other problems may stem from the quality of the message.

It is easy to send large, comprehensive messages by email. The email is not always structured cohesively, as a formal business letter might be structured (Soucek & Moser, 2010). The informal tone may lead to miscommunication, and the tone may be misinterpreted. The expected response, or the time frame for this expected response may be unclear. These issues can result in increased processing time, further reducing productivity.

Two solutions may be useful in addressing these problems – improving processing capabilities as recipients of emailed communications, and reducing the volume of messages (Soucek & Moser, 2010). Information may be organized into folders, and filters can be set to help channel information into a location where it will be more readily seen. Gmail allows for extensive filtering and tagging, which can be useful in processing and prioritizing incoming information. Your favorite email application or service may have similar features. The topics of reducing email volume and improving processing capabilities may be useful as part of a technology or communication training program. Learning how to manage incoming information may also help shape the way messages are sent.

In the preceding blog post, Julie Tausend covered some basic methods to improve email communication. This is a useful start, and if you have not read the post, you may find it useful. Another useful post on the issue may be found at the busines blog, The Atlantic. The academic article discussed throughout this post can be found here.

Email communication is changing, particularly in the workforce. There is an increased need to change the way we do things in order to increase productivity and reduce information overload. Fortunately, there are many ways to deal with the problem. The sources provided above should be a good start. If you would like assistance in reducing information overload, be sure to contact a member of the Information Services team. We will be happy to help.

Reference

Soucek, R., & Moser, K. (2010). Coping with information overload in email communication: Evaluation of a training intervention. Computers in Human Behavor, 26(6), 1458-1466. doi: 10.1016/j.chb.2010.04.024

How To Do Work E-Mail Right

If you’re heading out to a new job or summer internship or a veteran workplace employee, it’s always good to think about how you construct your E-Mails. Take careful consideration of your e-mail so that your message is received and interpreted how you intended.

From Subject Line To Signature: How To Do Work E-Mail Right written by Jacquelyn Smith for Forbes Online on July 8, 2013 details the best practices of constructing and delivering work e-mail. View the full article online at Forbes.

Many of the tips below are common sense, but it’s good to practice consistent e-mail etiquette to avoid embarrassing mistakes:

  • Always write a powerful subject line that will get noticed.
  • Always include a personalized salutation.
  • Always get right to the point.
  • Always keep the message short and succinct.
  • Always make a note of any attachments in the e-mail.
  • Always ensure that spelling and punctuation is accurate.
  • Always use a readable font.
  • Have a specific call to action with response time, if desired.
  • Always include a signature line.
  • Always be conscious of your tone.
  • Always double check that you’re sending the e-mail to your intended recipient(s).
  • Always review the message before you send it.
  • NEVER WRITE IN ALL CAPS.
  • Never write something you wouldn’t want others to see.
  • Never be offensive.
  • Avoid short-hand, texting language (abbreviations), emoticons. and smiley faces.
  • Never use the ‘high priority’ option unless it’s truly high priority.
  • Never send e-mail messages when you are emotional.
  • Avoid using e-mail to discuss issues among several people.
  • Never write multiple e-mails at one time.
  • Avoid using BCC to rat out your co-workers.
  • Don’t resend the same e-mail over and over again.
  • Don’t “reply all” unless everyone needs to get your response.
  • Avoid using e-mail to provide “constructive criticism” or to discuss more serious matters.
  • Avoid sending an e-mail message in the middle of the night.

 

Sending Large Email Attachments, Securely

Two different problems are both solved by one great service largely unknown to Pepperdine users: Secure Attachments.

This service powered by Accellion is available to anyone with a Pepperdine email address and allows sending even very large files via encrypted email attachments. Normally the attachment size for files in email systems is restricted and most users don’t have much email quota to spare. Accellion gets around this by using a web-based email client and receipt system. Since nothing but a link is sent in the actual email, all these files are encrypted for the best possible protection.

After logging into https://attachments.pepperdine.edu/ Accellion provides a web-based email client that allows user to attach large files (up to 20GB) for sending to others. To be able to login and use Accellion, users must have a Pepperdine email address, but Pepperdine users can email attachments to anyone!

Additional features such as notification on delivery are available.