How to Library: Adding/Using the Email Archive Tool

This document will demonstrate how to add the Email Archive tool to a bSpace site, and how to use it to:

• Send email to all the members of the site
• View and search the archive created by the tool

Before you begin, make sure:

• you are logged in to bSpace with your CalNet ID or guest account (http://bspace.berkeley.edu)
• you have clicked the tab for the site you want to update
• you have editing privileges in the site

Steps - Adding and Setting Up the Email Archive Tool

1. To add the Email Archive tool to your site, first click Site Info in the toolbar on the left side of the screen.

2. On the Site Info screen, click the Edit Tools button at the top of the screen.

   

3. Mark the checkbox next to “Email Archive” and click Continue .

4. On the “Customize Tools” screen, enter an email address for your site into the “Site email address” field. This can be any email address that is not being used by another bSpace site – you will be alerted and asked to enter another email address if there is a conflict. The email address you enter should not contain any spaces.

   It is recommended that you choose an email address that is related to your site's name, describes the active semester, and is easy to remember. For example, the course site “Astronomy 101 ” might use the email address planetary_fun_F_07@bspace.berkeley.edu, and the project site “Research Methods Discussion” might use research-methods-disc-fa06@bspace.berkeley.edu.

   Click Continue after you have entered an email address.

   

5. On the final screen, click Finish to add the Email Archive tool to your site.

   You can now send email to all the members of your bSpace site using a single email address. Just send email to the address you chose ( planetary_fun_F_07@bspace.berkeley.edu in our example) using an email program such as Outlook, Mozilla Thunderbird, Yahoo or Hotmail.

    

Steps - Viewing the Email Archive

Email messages you send to the Email Archive tool's email address will be archived on your bSpace site.

1. To view this archive, click the Email Archive tool in the toolbar on the left side of the screen.

2. On the main Email Archive screen, you can see a list of all the email messages sent using the Email Archive tool's email address. ( Note: If no email messages have been sent using the address, there will be not be any messages listed in the archive.)

   You can use the main Email Archive screen to:

   • View specific email messages that you have sent previously
   • Search the email archive for specific text
   • By clicking Options, you can change the Email Archive email address and the permissions on to whether members of the bSpace community who are not members of your bSpace site can send messages using your Email Archive email address

   You can now use the Email Archive tool to send email and view an archive of all email sent using the tool.

_______________________________________________________________________________

Learn More

Go to the ETS Training and Support Center How To Library , where you can download and print job aids to help you use bSpace: http://ets.berkeley.edu/TrainingSupportCenter/HowToLibrary.htm

For help using bSpace, or to give ETS feedback about your experience using bSpace, please fill out the bSpace Support & Feedback form: http://ets.berkeley.edu/TrainingSupportCenter/forms/bSpace_support.php