In Our September, 2017 Issue:

Never miss a message: Merge your student and personal email

by

If there’s one thing I’ve noticed in my two years at Metro State, it’s that most stu­dents rarely check their uni­ver­sity email accounts. But did you know it’s offi­cial uni­ver­sity pol­icy (#1050, no less)? Stu­dents must “use their university-​provided e-​mail address for university-​related business.”

Fur­ther­more, the pol­icy requires that employ­ees “use the offi­cial uni­ver­sity email sys­tem when send­ing emails of a sen­si­tive and con­fi­den­tial nature.” As a result, fac­ulty and staff may be unwill­ing to respond to stu­dent mes­sages that weren’t sent from a Metro State email address.

Steve Reed, Chief Infor­ma­tion Offi­cer and Vice Pres­i­dent of Tech­nol­ogy and Telecom­mu­ni­ca­tions, said the rea­son behind the pol­icy is so the uni­ver­sity has an unchang­ing point of con­tact to stu­dents. “Phone num­bers change … [but a student’s] email will not change.”

Things that have a real impact on stu­dents,” like emer­gency alerts and class can­cel­la­tions, may not be received, said Reed. “We can­not uphold our com­mit­ment to what we do” with­out a cer­tain means of con­tact­ing stu­dents, he said.

So let’s make man­ag­ing your stu­dent email more con­ve­nient. First, I’ll show you how you can receive Metro State emails along­side your pri­mary per­sonal email account. Then, a how-​to on send­ing a met​rostate​.edu email from any email account.

Receiv­ing emails sent to StarID@​metrostate.​edu

The quick and dirty approach: For­ward from Out​look​.com

The eas­i­est way to receive your stu­dent emails in any other email inbox is to for­ward them from Out​look​.com. When you receive an email at StarID@​metrostate.​edu, you will receive an iden­ti­cal copy in your pre­ferred email inbox.

Step 1: Log in to your student email account at outlook.com/my.metrostate.edu. Click the gear icon at the top right. Under “Your app settings” at the bottom, click “Mail.” Step 2: In the menu on the left, navigate to “Mail” > “Accounts” > “Forwarding.” Select “Forwarding” and a menu will open in the middle of the screen. Click “Start forwarding,” and enter the email account where you would like to receive your StarID@metrostate.edu messages.

Con­nect­ing with your phone

My per­sonal pref­er­ence is to for­ward emails to my Gmail account and receive noti­fi­ca­tions for new Gmail mes­sages. But it is pos­si­ble to receive new mail noti­fi­ca­tions directly from your email on your mobile phone. I rec­om­mend the guides from Infor­ma­tion Tech­nol­ogy Ser­vices, at met​rostate​.edu/​s​t​u​d​e​n​t​/​u​n​i​v​e​r​s​i​t​y​-​i​n​f​o​/​u​n​i​v​e​r​s​i​t​y​-​i​n​f​o​/​i​n​f​o​r​m​a​t​i​o​n​-​t​e​c​h​n​o​l​o​g​y​-​s​e​r​v​i​c​e​s​/​i​-​a​m​-​n​e​w​-​h​e​r​e​/​s​t​u​d​e​n​t​-​f​a​c​u​l​t​y​-​a​n​d​-​s​t​a​f​f​-​email.

For iOS and iPhones, check out this guide. For Android phone, refer to this guide.

Con­nect­ing with your desk­top email client

You can also con­nect your stu­dent email account to desk­top email clients like Gmail, Out​look​.com, Microsoft Office Out­look, and Mac Mail.

Why would I con­nect my email client instead of using Out​look​.com forwarding?

When you use for­ward­ing, you are merely cre­at­ing a copy of the orig­i­nal mes­sage on your sec­ond email account. Changes to the copy (such as delet­ing it, or mark­ing it read) do not affect the orig­i­nal. When you add your StarID@​metrostate.​edu email address to your email client, how­ever, you are allow­ing your email client to directly manip­u­late the orig­i­nal mes­sage (such as delet­ing it), instead of just the copy.

In Gmail​.com, go to the Gmail home­page. Click the gear icon at top-​right, then click “Set­tings” from drop-​down menu. Next, click the “Account and Import” tab. In the “Check email from other accounts” sec­tion, click “Add an email account”. Enter your StarID@​metrostate.​edu email address in the new win­dow, click “Next »”, click “Next »” again, and enter your pass­word. You may click the check­box for “Leave a copy of retrieved mes­sage on the server” to ensure your mes­sages aren’t deleted when they are first retrieved. Finally, click “Add Account.”

In Out​look​.com, Microsoft Office Out­look, and Mac Mail, you can typ­i­cally set up both email send­ing and receiv­ing simul­ta­ne­ously. Refer to the next sec­tion on using those clients.

Send­ing emails as StarID@​metrostate.​edu

Email is com­pli­cated. It’s a mish­mash of dif­fer­ent pro­to­cols for send­ing, receiv­ing, and ver­i­fy­ing identities.

As a result, there are no guar­an­tees. One day Metro State’s email servers may decide that the emails you’ve been send­ing no longer look legit­i­mate, and will dis­card them before they ever reach their des­ti­na­tion. So if you want to be absolutely sure a mes­sage you send from your StarID@​metrostate.​edu email address reaches its intended recip­i­ent, send it directly from the online stu­dent email portal.

On the other hand, if you’re will­ing to take that risk, here’s how you can send emails from your StarID@​metrostate.​edu address using Gmail, Out​look​.com, Microsoft Office Out­look and Mac Mail.

Gmail​.com

It is not pos­si­ble to add your StarID@​metrostate.​edu address using the Gmail mobile app. But once you’ve added your account through Gmail​.com, you will be able to send mes­sages from StarID@​metrostate.​edu using the mobile app.

Step 1: From any page in Gmail, click the gear icon at the top-right, and then click “Settings” from the drop-down menu. Step 2: Click the “Accounts and Import” tab and then click “Add another email address” in the “Send mail as” section. Step 3: Enter your StarID@metrostate.edu and click “Next Step >>” Step 4: Enter your StarID password. (The other information should be automatically filled in by Google. But if not, the SMTP server is smtp.office365.com) Step 5: Gmail will ask you to confirm the new address by sending an email to your Metro State email account. Step 6: Open your Metro State email, find the message from Gmail (possibly in the “Junk Email” folder), and click the link. Step 7: Click “Confirm,” and you’re set to send messages from StarID@metrostate.edu in Gmail.

Out​look​.com

Your stu­dent email already uses Out​look​.com, but it can be tedious to log in to. Con­nect­ing your pri­mary Out​look​.com account with your school Out​look​.com account will save you a lot of time log­ging in.

Step 1: Click the gear icon at the top-right, and choose “Options” from the drop-down menu. Step 2: In the left pane, navigate to “Mail” > “Accounts” > “Connected Accounts.”  Under “Add a connected account,” click “Other email accounts.” Step 3: Enter your email address and password. If you have set up forwarding from your StarID@metrostate.edu account to this @outlook.com account, you may wish to select “Manually configure account settings” under “Advance Settings.” Click “OK.” Step 3.5: To manually configure account settings, select “SMTP send only connection settings”. Otherwise, simply click “OK.” Step 4: If requested, you may need to reenter your password, plus URLs for the IMAP and SMTP servers. Enter “outlook.office365.com” for IMAP, and “smtp.office365.com” for SMTP. Finally, click “OK.”

Now you can send Metro State email from Out​look​.com (and receive it if you didn’t select “SMTP send only con­nec­tion set­tings” in Step 3.5).

Microsoft Office Outlook

Step 1: Click “File” from the top menu bar and then click the “Add Account” button near the top of the right pane. Step 2: Enter your email address. Step 3: Enter your password once requested. Step 4: Click “OK”

Now you can receive and send Metro State email from Microsoft Office Outlook.

Mac Mail

Step 1: Go to the “Mail” menu, and then choose “Add Account.” Step 2: Click “Other Mail Account…” and then “Continue.” Step 3: Enter your StarID@metrostate.edu email address and password, then click “Sign In.” Step 4: You will likely need to specify the URLs of the mail server. Enter “outlook.office365.com” for the incoming mail server, and “smtp.office365.com” for the outgoing mail server. Step 5: Finally, click “Done.”

You will now be able to both receive and send Metro State email from Mac Mail.