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Account & Google Message Center Guide
January 2019
Prepared by:Angela Mars
IT Education and Training
Table Of Contents
2
Email Account Information Page 4
Safe Email Practices Page 5
Recommended Email Etiquette Page 6
Strong Passwords Page 7
Password Tactics Page 8
Table Of Contents
3
Outlook Web Access Page 9
Google Apps Message Center – Logging In Page 11
Google Apps Message Center – Spam Folder Page 15
Google Apps Message Center – Delivered Messages Folder Page 16
Google Apps Message Center – Adding Contacts Page 17
Email Account Information
Acquiring Email AccountsTo acquire an email account, the director or dean of your division must send an email request with the following information to the IT Help Desk, at [email protected].
– Employee’s name
– Employee’s start date
– Position title
– Department
– Building and room number
– Phone number
– Supervisor’s name
4
Safe Email Practices
Safe Email Habits– Do not open messages or attachments from senders you do not know. If you
are unsure about a message, contact the IT Help Desk at extension 3103.
– If the sender or the subject line looks suspicious, contact the sender before opening the message or attachment.
– Turn off your preview/reading pane. This can be done from your Menu Bar, under View. Some viruses can be activated by simply opening an infected message.
– Check IT Service Alert emails for information on current security risks.
5
Recommended Email Etiquette
Electronic Correspondence for the Workplace– Be professional and courteous.
– Keep messages short and to the point.
– Use a relevant subject/title for all messages.
– Do not use distracting, oversized, or unprofessional backgrounds, signatures, colored fonts, or quotes.
– Do not type using all capital letters. This is considered SHOUTING and is impolite.
– Respond to messages as promptly as possible.
– Get permission from the sender before forwarding email messages.
6
Strong Passwords
How to Create Strong Passwords– Good passwords are long.
A good password needs to be at least eight characters long. The longer a password is, the harder it is to crack!
– Good passwords are complex.• Use upper and lower case characters.• Use numbers.• Use special characters such as @, #, _, $, or *.
(Preferably, not just one at the end of your password.)
– Change your password regularly.At a minimum, passwords should be changed every forty-five days.
– Choose a password you can remember.Choose a phrase that you can remember. Then, substitute characters in the phrase. For example, “I love working at CTC” could be turned into “i<3W@C_T_C!”
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Password Tactics
Password Tactics to Avoid– Do not write your password down.
Notepads and sticky-notes can be easily taken, thrown away, or lost.
– Do not share your password with anyone.If you think someone may know your password, change it immediately.
– Do not use personal information to create a password.Passwords should not include information that can be easily guessed if someone knows you.
– Do not use words that can be found in a dictionary.Some password “cracking” programs contain dictionary files that can recognize permutations, such as ‘password1.’
– Do not choose the same password for everything.If a hacker guesses your password, they could have access to your online bank accounts, email accounts, etc.
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Outlook Web Access
Accessing Your CTC Email Account1. Open an internet browser.
2. Go to http://ctcfacstaff.ctcd.edu/.
3. Click on Logins link.
4. Click on the Outlook Web Access link.
5. Sign in using your CTC login and password (e.g., [email protected]).
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Accessing Your CTC Email Account, (cont.)
6. Click on the Sign In link.
Outlook Web Access
10
Google Apps Message Center
Logging In1. To access your Google Apps Message Center, click http://email-
quarantine.google.com/messagecenter. A welcome message will appear if this is your first visit. Click the ‘I accept...’ button when you are ready to continue.
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Google Apps Message Center
Logging In, (cont.)2. Sign in using the short version of your CTC email address (i.e., your first initial
and last name: [email protected]) and password. If you cannot remember your password or were never issued one, call or email the IT Help Desk at extension 3103. (Continue to page 14 if you do not need IT Help Desk assistance.)
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Google Apps Message Center
Logging In, (cont.)3. After the IT Help Desk has reset your password, you will receive an email from
Google that contains a temporary password. After signing in with this password, you will be asked to make a new password for yourself. Type in your new password twice and click the ‘Change password’ button.
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Google Apps Message Center
Logging In, (cont.)4. You will be given the option to enter your phone number as an additional
security measure. This process is optional and can be skipped altogether. Select to either enter your number or click the ‘Skip’ button.
14
Google Apps Message Center
Spam FolderThis is the folder you will automatically enter after signing into the Message Center. If you are missing mail that was sent to you, it may be stored in this folder. Click the checkbox next to the message you want to mark as safe and click the ‘Not spam (deliver)’ button.
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Google Apps Message Center
Delivered Messages FolderSelecting ‘Delivered’ from the top-left (under ‘Message Center’) will take you to the Delivered messages folder. This is where potential spam messages are held. To mark messages as spam, select the message via checkbox and click the ‘Report spam’ button.
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Google Apps Message Center
Adding Contacts1. Click the ‘Settings’ cog in the top-right corner of the Message Center and select
‘Settings’ from the drop-down list.
2. Click the ‘Add approved contacts’ link.
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Google Apps Message Center
Adding Contacts, (cont.)3. Click the ‘Add’ button.
4. Enter your contact’s information into the ‘Add a new contact’ window that appears. From there, you can add another contact or click ‘Add’ when you are finished.
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Q&A?Educational Requests:Contact Angela Mars
Technical Questions:Contact the IT Help Desk
