OWL-Space

The OWL-Space Guide

Email Archive Tool

The Email Archive tool keeps a copy of every email sent to the site email address, and forwards those emails to all members of the site. In this way, you can use the site email address as a mailing list, which is automatically updated as members are added to or removed from the site. It also keeps copies of emails sent from the site with the Mail tool (if the appropriate box is checked when sending with the Mail tool).

New for '07-'08

Emails from the new Mail Tool can also be added to the email archive when sent. To do this, check the box Add to Email Archive located at the bottom of the Mail Tool just above the Send Mail button when sending an email.

The main page of the Email Archive tool shows Options and Permissions tabs, a Search box and button, the site email address, and a list of all emails in the archive. You can sort the emails by clicking on the column headers, adjust how many emails are shown at a time with the selection box, and move forward or backward in the list using the arrow buttons.

You can search for an email by entering keywords in the Search box and pressing the button. The list of emails will be filtered to show only those which match the keywords. To return to the full list of emails, press the Clear Search button.

You can click on the site email address to send an email to the site with the default email program on your computer, or you can copy and paste the address into a program of your choosing.

The Options tab allows you to decide whether anyone can send email to the site, or only site members can send email to the site. You can also set an alias for site email address that is easier to remember than the long automatically generated address. There can be only one alias at a time. Both the alias and the long address will be listed on the main page; mail sent to either of them goes to the same place. Press Update Options to save any changes.

The Permissions tab allows you to set who of your site members is allowed to read email, who is allowed to send email to the site address, and who is allowed to delete emails from the archive. Press the Save button to save any changes.

In the list of emails on the main Email Archive page, click on the name of an email to view the details and body of an email. In this view, you can use the Next and Previous buttons to move through the list of email, or Return to List to see the whole list again. There is a link at the top to view/hide the email headers, and another to Delete this email message.