Email Settings

Manage Distribution Lists

Additional Help

Login to PAT using your MEID

1. At the MEID field, enter your MEID. If you have forgotten it, use the MEID Lookup link below
2. At the Password field, enter your password.
3. Click the Login button.

 

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Change Your Directory Information

It is strongly recommended that you logout of any open connections to your MEMO mail account before making changes to your Directory Information.  After you enter or edit information in any of the fields, you must click the Submit button in order for the changes to take effect.

1. Click the My Profile tab from the navigation on the top of the screen.
2. Edit information such as phone number, fax number, address, etc. using the fields on the My Profile screen.
3. Click Submit at the My Profile window.

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Description of Editable Directory Information Fields

The following table contains descriptions of the Profile Directory Information fields which may be edited.

Change Password	Use this field to update both your Directory Information Password and Email Password. See Help-Change Your Password for more information.
Telephone	(Read Only) Notify your HR Dept. to update your office phone number.
Pager Number	Optional:  Enter your pager number; area code first
Fax Number	Optional:  Enter your office fax number; area code first
Directory Name	(read-only) This is the name as displayed in the Maricopa Directory (Address Book). Notify your HR Dept. of any name changes.
Familiar Name	The name you are known by if different from your First Name as it is listed in the HR system.  Examples:  Bob, Willie, Christy, Bill, etc.  See Help-Change Your Directory Name for more detailed instructions.
Room Number	(Read Only) Notify your HR Dept. to update your office room number.
Sub-Site	The Organization field will automatically fill with the college location where your email account resides.  Use this field to enter a Sub-Site such as Red Mountain, Skill Center, Tempe, etc.
Postal Address	Use this field to enter your multi-line mailing address.  Example:  Training Services District Support Services Center  2411 W. 14th St.  Tempe, AZ  85281-6942
Description	The Title field autofills with your Job Title as it is listed in the HR system.  Use the Description field to enhance or further describe your job title.  Example:  Division Chair
Maricopa Home Page	Enter the URL for your department's web page if you have one.

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Change Your Directory Name (as it displays in the Maricopa Directory)

Your Directory Name is your name as it appears in the Maricopa Directory (Address Book).  You may may not change your Directory Name on this page, you must contact your HR Dept. of any name changes.    In order to customize your Directory Name you may add an entry to your Familiar Name field.  The Familiar Name field will only accept a single word entry.

The following examples demonstrate some Directory Name possibilities:

Single Word Last Names:

First Name:  Regina  Last Name:Moore  Familiar Name:  Reggie

Directory Name: Regina Moore or Reggie Moore

A Familiar Name may be a nickname or a title (i.e. Dr. Mr. Ms., etc.)

First Name:Regina  Last Name:Moore  Familiar Name:  Dr.

Directory Name: Regina Moore or Dr. Moore

Hyphenated Last Names

First Name:  Regina  Last Name:Moore-Linden  Familiar Name:  Reggie

Directory Name: Reggie Moore-Linden or Regina Moore-Linden or  Reggie Moore or Regina Moore or  Reggie Linden or Regina Linden

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Change Your Password

There are actually two passwords associated with your MEMO account, your Email Password and your Directory Password.  It is strongly recommended that you set both of these passwords to the same thing. 

You may change your Email and Directory Password(s) from My Profile within PAT.  When this tool is used to change your password, you have the option to apply the password change to your Email or both accounts, thus allowing you to change both your Email Password and Directory Password to the same thing at the same time.  By synchronizing, your directory password will be set as your email password.

Note:  A valid password is at least eight characters in length and consists of at least one uppercase letter, at least one lowercase letter, and at least one number or a non-alphanumeric character such as $ % ^ & * - + = | \ { } [ ] : ; " ' < > , . ?.

• You can’t re-use your previous 5 passwords
• The password does not contain three or more consecutive characters from your display name (your name and student ID). For each token that is three or more characters long, that token is searched for in the password and if it is present, the password change is rejected.

  For example, the name Erin M. Hagens would be split into three tokens: Erin, M, and Hagens. Because the second token is only one character long it would be ignored. Therefore, this user could not have a password that included either "erin" or "hagens" as a substring anywhere in the password. All of these checks are case-insensitive.


 

Steps to Change Your Password

1. Click the My Profile tab from the navigation on the top of the screen.
2. Enter the desired password at the New Password field on the My Profile window.
3. Enter the desired password again in the Re-type Password field.
4. To synchronize your password, verify that the checkboxes next to Directory Information Password and Memo Email Password are checked in the Password change applies to field.If not, click the checkboxes.
5. Click Submit at the My Profile window.

 

 

Note: If you wish to continue working in PAT after changing your password, you must logout and login again with the new password.

1. Click the Email Settings tab.
2. In the Autoreply text: field box, enter the text for your autoreply.
3. By default, the option “Vacation reply (only send a single copy to a recipient)” will be activated. When activated, the sender will receive one Autoreply from your account the first time he sends you a message.

 

 

Optional – Activate “Return contents with autoreply message” if you would like to have the Sender’s original message quoted in the Autoreply message that is sent.

Optional – If you would like the Sender to receive an Autoreply more than once, you may specify how often the same recipient will receive your Autoreply message by entering the number of days at “Message sent to same recipient every _____ day(s).”
 

4. Click Save Autoreply settings to activate your Autoreply.A screen confirming your autoreply text and options have been updated will display.
5. Click the Return to Email Settings button.

 

 

1. Click the Email Settings tab.
2. Click Clear Autoreply settings button to deactivate Autoreply.  A screen confirming your autoreply has been deleted will display.
3. Click the Return to Email Settings button.

 

 

1. Click the Email Settings tab.
2. Click the Suspend email button.  A message will display stating “Your email forwarding has been updated."
3. Click the Return to Email Settings button.

 

 



This will “turn off” your receipt of email until you cancel the Suspend email feature.

1. Click the Email Settings tab.
2. Delete the current “nomail@nomail.maricopa.edu” text located in the Forward all email field.
3. Once the text is cleared and the field is empty, click the Forward all email button.  A message will display stating “Your email forwarding has been updated.”
4. Click the Return to Email Settings button.

 

 

1. Click the Email Settings tab.
2. Click the cursor in the Forward all email field and type in the email address to which you wish to forward your email.
3. Click the Forward all email button.  A message will display stating “Your email forwarding has been updated.”
4. Click the Return to Email Settings button.

 

 

1. Click the Email Settings tab.
2. Delete the email address located in the Forward all email field.
3. Once the text is cleared and the field is empty, click the Forward all email button.  A message will display stating “Your email forwarding has been updated.”
4. Click the Return to Email Settings button.

 

1. Click the Email Settings tab.
2. The top portion of the Email Settings page shows the Allotted disk space and the amount of Disk space used for your MEMO account.

 

1. Click the Email Settings tab.
2. Click the cursor in the Send a copy of all email field and type in the email address to which you wish to direct copies of all your email.
3. Click the Send a copy of all email button.  A message will display stating “Your email ‘Copies to:’ has been updated.”
4. Click the Return to Email Settings button.

 

 

1. Click the Email Settings tab.
2. Delete the email address located in the Send a copy of all email field.
3. Once the text is cleared and the field is empty, click the Send a copy of all email button.  A message will display stating “Your email ‘Copies to:’ has been updated.”
4. Click the Return to Email Settings button.

You may edit any System Distribution List you own.  In addition you may edit a Distribution List where the list owner has assigned a password and granted you editing privileges by giving you the password.  All edits are updated immediately.

Steps to Add Members to a Distribution List

1. Click the Distribution Lists tab from the navigation panel on the top of the screen. The Distribution Lists page will display all the distribution lists you own.
2. Click the Edit link next to the DL Display Name of the list you wish to edit.
3. If you know the email address of the person you are adding, use the field box labeled Type Email Address to Add to List.  Enter the email address for the person you wish to add.

 

 
 
 

Note: This field is typically used to enter non-Memo email addresses.To add Memo email addresses it is best to search the Maricopa Directory. (See instructions under Search for an Email Address.)

4. Click the Add button. This adds the email address to the scrollable list labeled Email Addresses of List Members.
5. Continue to add email addresses as needed by entering the email address in the Type Email Address to Add to List field box and clicking the Add button.
6. Click the Update List button to save the changes to the list.
7. A modification summary screen will display.  Click on Return to DL Main to return to your distribution list window.

 

 

Search for an Email Address:

To add someone to a distribution list, you must add their email address to the list.  If you don't know the email address, you may search the Maricopa Directory using the Search Directory button.

Steps to Search for an Email Address

1. Click the Distribution Lists link from the navigation panel at the top of the screen. The Distribution Lists page will display all the distribution lists you own.
2. Click the Edit link next to the DL Display Name of the list you wish to edit.
3. Click on the Search Directory button to open the Add New Entry Search window.

 

 



4. Select the Search Attribute/s you wish to use for your search: Display Name (name as it appears in Maricopa Directory), Last Name (HR Last Name), First Name (HR First Name), Site (College identifier), Sub-site, Employee Class (MAT, PSA, Faculty, etc.), Telephone, and Email.
5. Click the down arrow at the Search Criteria box and select from: Begins With, Ends With, Contains, Is Exactly.
6. Click in the empty field box and enter the search criteria (not case sensitive).
7. Click the Search button.All Maricopa Directory entries that match the search criteria you specified will be listed in the Search Results box underneath the Search button.
8. Select the persons you wish to add to your list and click the Add selected name(s) to member list button.
• To select multiple consecutive persons: Click the first person, then Shift+Click the last person.
• To select multiple non-consecutive persons: Click the first person, then Ctrl+Click (Windows) or Command+Click (Mac) each additional person.

 
9. Close the Add New Entry Search window.
10. At the Modify Distribution List Data page, click the Update List button to save the changes to the list.
11. A modification summary screen will display.  Click on Return to DL Main to return to your distribution list window.

 

 


 
 

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Use this option to add multiple addresses to a list at once using a text file that contains email addresses of the desired members.

Steps to Use the Member Bulk Load Utility

1. Click the Distribution Lists link from the navigation panel at the top of the screen. The Distribution Lists page will display all the distribution lists you own.
2. Click the Edit link next to the DL Display Name of the list you wish to edit.
3. Click the Browse button next to the Bulk Email Address Loading field.
4. Select a text file (.txt format) on your computer containing a list of valid email addresses. Each address in this file should be on a line by itself.Click the “what is this?” link for additional help with this feature.
5. Click the Update List button to save the changes to the list.
6. A modification summary screen will display. Click on Return to DL Main to return to your distribution list window.

Steps to Delete Members from a Distribution List

1. Click the Distribution Lists link from the navigation panel at the top of the screen. The Distribution Lists page will display all the distribution lists you own.
2. Click the Edit link next to the DL Display Name of the list you wish to edit.
3. Select the member(s) to be deleted in the scrollable list labeled Email Addresses of List members. You can select multiple addresses.
4. Click the Delete button.
5. Click the Update List button to save the changes to the list.
6. A modification summary screen will display.  Click on Return to DL Main to return to your distribution list window.

 

 

Share Management of a Distribution List:

Use this option to give someone the ability to modify a distribution list you own. You may share the management responsibilities of a distribution list you own with any authorized user by establishing password access.  Follow the steps below to establish a password for any distribution list you own.

Steps to Share Management of a Distribution List

1. Click the Distribution Lists link from the navigation panel at the top of the screen. The Distribution Lists page will display all the distribution lists you own.
2. Click the Edit link next to the DL Display Name of the list you wish to edit.
3. At the Modify Distribution List Data screen, set a password for the list by entering the desired password in the Password field.
4. Enter the password again for confirmation in the Retype Password field.
5. If the Description field is blank, enter a short description for the distribution list.
6. Click the Update List button to save the changes to the list.
7. A modification summary screen will display. Click on Return to DL Main to return to your distribution list window.
8. Give the password, Display Name and Email Address for the list to any authorized user you wish to have edit this list.

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Transfer Ownership of a Distribution List:

If you no longer wish to manage a system distribution list, you can transfer ownership to someone else.  You will no longer be able to access and edit the list.

Steps to Transfer Ownership of a Distribution List

1. Click the Distribution Lists link from the navigation panel at the top of the screen. The Distribution Lists page will display all the distribution lists you own.
2. Click the Edit link next to the DL Display Name of the list you wish to edit.
3. At the Modify Distribution List Data screen, enter the email address for the new list owner in the List Owner field.
4. Click the Update List button to save the changes to the list.
A modification summary screen will display.  Click on Return to DL Main to return to your distribution list window.

Edit a Distribution List You Do Not Own:

Use this option if someone has asked you to modify a list they own.  The owner will need to provide the name of the list, the email address, and the password.

Steps to Edit a Distribution List You Do Not Own

1. Click the Distribution Lists link from the navigation panel at the top of the screen.
2. Go to the Edit Any Distribution List section.
3. At the DL Display Name field, enter the name of the list as it displays in the Maricopa Directory.  (Example: dl-trainers)
4. At the DL Email Address field, enter the full email address of the list. (Example: dl-trainers@domail.maricopa.edu)
5. At the DL Password field, enter the password the owner of the list has assigned.
6. Click the Edit Any DL button. The Modify Distribution List Data screen will display.
7. To make changes to the list, follow the steps in the sections: Add Members to a Distribution List or Delete Members from a Distribution List.