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Erik Kelly
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Vanessa Yieh
Technology Support Specialist


Zachary Zahringer
Technology Support Specialist
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Use ClassMail Manager
Quick Start Primer Guides: Students, Instructors & TAs

General Information

Overview

Class mail lists are set up automatically each quarter for every class at UCI. Class mail lists allow instructors to send email to one address, which automatically directs the email to all enrolled students. By default, only instructors and authorized assistants can send email to the class mail list.

ClassMail Manager allows instructors to manage class mail lists and customize how lists behave in several ways:

  • Change a list to Announcement or Discussion.
  • Add and edit managers to assist with list management.
  • Create a combined class mail list, comprised of several classes.
  • Create a custom email address for a class mail list.
  • Manage a class mail archive.
  • Add individuals to a class mail list, who are not enrolled in the class.
  • Suppress emails from class mail lists to instructors.

Prepare your students: ClassMail Primer

If you will be using ClassMail Lists in your class, you can help prepare your students with the ClassMail primer. The primer is a one-page document that is ideal for printing and distributing to your students in class, or linking to from your class website!

image of ClassMail primer

Download the ClassMail primer (pdf, 48 KB)

The ClassMail primer tells your students:

  • What ClassMail is
  • Why ClassMail is a helpful tool
  • How to access ClassMail
  • Where to find more help

Class mail lists

A class mail list is a group email list that contains the email addresses for all instructors and currently enrolled students for a class.

Each class that has an instructor officially listed in the Schedule of Classes will automatically have a class mail list created each quarter.

An email is sent to officially listed instructors to let them know when their class mail list has become available.

Am I on the class mail list?

Depending on your status in a class you may be automatically added to the mail list. Check the table below to find out if you are automatically included in a mail list or view all your mail lists » (login required).

My status Am I on the list?
Instructor image of accept icon
Yes, you can send and receive list messages automatically!
If you do not want to receive copies of messages to your lists, you can suppress class Mail List emails.
EEE Assistant image of accept icon
Yes, you will receive list messages automatically!
The instructor controls whether or not you can also send messages to the list.
Enrolled image of accept icon
Yes, you will receive list messages automatically!
Be sure to check your @uci.edu email account and monitor your quota regularly, or change your delivery point if you would prefer to review all your email at a different address.
Waitlist image of delete icon
No, you're not on the list.
If the instructor is willing to, the instructor can manually add additional list members. You will be added automatically once you're officially enrolled.
Auditor, other image of delete icon
No, you're not on the list.
If the instructor is willing to, the instructor can manually add additional list members.
Note: When using Gmail through UCI Google Apps to view your UCI email, be aware that Gmail might automatically filter and archive any emails you send to maillists that include yourself. The message will appear in your inbox if someone responds to it or if there is an error delivering the message. If you'd like to view your message, you can find it in Sent Mail or All Mail.
More information from Google Support

Get a class mail list

You do not need to request a class mail list. Class mail lists are automatically generated at the beginning of the quarter for any class that has a valid course code and an instructor listed in the Schedule of Classes.

An email is sent at the beginning of the quarter to alert instructors when the class mail lists have become active. If instructors are added after the general class mail list announcement was made, they will receive an announcement as well.

Class mail list help for students

For student help and information regarding class mail lists and their use, please refer you students to Student Class Mail List Help & How-to.

Class mail list duration

ClassMail Lists are available to instructors at the beginning of each term (quarter or law semester) and last for the duration of 2 terms.

For example:

  • An instructor can use a ClassMail List created for Fall 2013 until the end of the next quarter, Winter 2014.
  • Similarly, an instructor can use a ClassMail List created for Law Fall 2013 until the end of the next semester, Law Spring 2014.

There are several alternative ways instuctors and assistants may choose to reach former students after a list has closed.

Options include:

  • Find students' email addresses under the 'Members' tab in ClassMail Manager and email them directly
  • Set up a custom email list via OIT
  • Set up a custom email list/alias for a group of addresses in a desktop email client (like Mac Mail or Microsoft Outlook)
  • Target broader groups of students via the Student Electronic Broadcast System (SEBS)

Mail list archive

A mail list archive is a history of all email sent to a class mail list. Archives are automatically created when the class mail list is used. By default, archives are available to everyone enrolled in the class or associated with the class as an instructor or assistant.

Optionally, instructors can restrict access further to only instructors and assistants.

Using ClassMail Manager

Access ClassMail Manager

Accessing ClassMail Manager from MyEEE:

  1. Sign in to EEE and go to your MyEEE page.
  2. Click ClassMail Manager.
    MyInstructorClasses module ClassMail link
You should now be in the "List Settings" tab in ClassMail Manager.

Accessing ClassMail Manager from the ToolBox:

  1. Sign in to EEE.
  2. Click ToolBox.
    ToolBox link
  3. Click ClassMail Manager.
    image of classmail manager
You should now be in the "List Settings" tab in ClassMail Manager.

Send mail to class mail lists

Use your UCI email address to send email to the class mail list address. That email will then be sent to everyone in the class mail list automatically.

You can also specify an alternate email address.

Class mail list email addresses are based upon the class course code, quarter code and year.

For example, a class with a course code of 99123 in Fall 2006 would have the email addresses:
99123-f06@classes.uci.edu.

Optionally, you can customize class mail list addresses.

Learn about Announcement and Discussion lists

There are two types of class mail list: Announcement and Discussion. The list type determines who can send email.

Announcement List:

  • This is the default class mail list setting.
  • Students can only receive emails; emails sent to the class mail list by students will be rejected and won't be sent to anyone.

Discussion List:

  • Everyone in the class can both send and receive emails to the class mail list.

Changing class mail list type:

  1. Verify that you are within the "List Settings" tab.
    image of list setttings tab
  2. Click Manage List by the appropriate mail list.
    image of manage mail list button
  3. Click Mail list type.
    image of mail list type button
  4. Select either "Announcement Only" or "Discussion" and click Update.
    image of update button
Your class mail list should now be the type that you have selected.

Customize class mail list addresses

The default address for every class mail list looks like this:
[course code]-[quarter code][two-digit year]@classes.uci.edu
for example: 99005-w99@classes.uci.edu
for course code 99005 during Winter quarter of 1999.

With ClassMail Manager, you can customize the portion of the email address before the quarter.

EEE is not able to provide personalized class mail list addresses such as bio100@uci.edu or arts25@uci.edu.
For other University Mailing List options, see: OIT Mailing List Information
Quarter Codes:
f = Fall
w = Winter
s = Spring
y = Summer Session I
z = Summer Session II
m = Summer Session 10 Wks.

Customizing a class mail list address:

  1. Verify that you are within the "List Settings" tab.
    image of list settings tab
  2. Click Manage List by the appropriate mail list.
    image of manage list button
  3. Click Custom mail list address.
    image of custom mail list address
  4. Choose a short, simple email address for the class mail list. (Example: hist21disc-F06@classes.uci.edu).
  5. Click Update.
    image of update button
Your class mail list address should now be customized to your preferences.

Combine class mail lists

To be able to send email to multiple classes at once, instructors can create combined class mail lists.

Combining class mail lists:

  1. Verify that you are within the "List Settings" tab.
    image of list settings tab
  2. Click Create Combined Mail List.
    image of create combined mail list link
  3. Choose a descriptive name for the class mail list that makes sense to you.
  4. Choose a short, simple email address for the combined class mail list. (Example: hist21disc-F06@classes.uci.edu).
  5. Check the box next to each class that you wish to associate with this combined class mail list.
  6. Click Next>>.
  7. On the confirmation page, ensure that all the information listed is correct.
  8. Click
    • Yes, Create — To create the mail list.
      image of yes create button
    • << Back — To make changes.
      image of back button
You should now have a combined class mail list with the classes you chose. Email sent to the combined list address will go to students in all associated classes.
Note: You cannot separate a merged list, but you can still use the original class mail lists to email the individual classes separately.

Delete messages in the class mail archive

If you would like to delete an email from the archive, that can be done through ClassMail Manager.

Deleting messages in the class mail archive:

  1. Verify that you are within the "Archive Management" tab.
    image of archive management tab
  2. Click Manage Archive by the appropriate mail list.
    image of manage archive button
  3. Click Delete by the appropriate message.
    image of delete button
  4. On the confirmation screen, review the message. Deleted messages cannot be restored.
  5. Click Yes, Delete Message if you are sure you want to delete the message.
    image of yes delete button
The message should now be deleted and should not appear in the class mail archive.

Restrict access to the class mail archive

By default, class mail archives are available to all students enrolled in the class, as well as associated instructors and assistants. Optionally, instructors and authorized assistants may use Class Mail Manager to restrict the archive down to instructors and assistants (removing students' access to the archive).

Restricting access to a class mail archive:

  1. Verify that you are within the "Archive Management" tab.
    image of archive management tab
  2. Click Manage Archive by the appropriate mail list.
    image of manage archive button
  3. Click Update Archive Restrictions.
    image of update archive restrictions button
  4. Click Next>> after selecting the appropriate restriction you wish to place on the archive.
  5. Click Save Changes.
    image of save changes button
Your class mail list archive should now be restricted based upon your settings.

Suppress class mail list emails to my account

As an instructor, you may wish to send, but not receive class mail messages. You can suppress class mail messages to your address through ClassMail Manager.

Suppressing class mail list emails:

  1. Verify that you are within the "My Preferences" tab.
    image of my preferences tab
  2. Click Mail List Suppression.
    image of mail list suppression button
  3. Click Next>> when finished selecting the desired settings.
  4. Click Save Changes if you are certain you wish to suppress messages from the selected list.
    image of save changes button
Emails from the selected class mail lists will no longer be sent to your address. This setting can be changed back at any time.

Add/edit/remove assistants

If you would like your TAs to help you manage your class mail lists, use Assistants to give them ClassMail Manager access for all applicable classes.

Complete instructions can be found on the Assistants Help & How-To.

Add people to class mail lists who are not enrolled

By default, class mail lists only include officially enrolled students. If you would like other people to be included, you must add their email addresses through ClassMail Manager.

If an enrolled student prefers to receive email at a non-UCI address, please direct the student to update his or her delivery point, rather than adding an alternate address to your class list.
The student will be able to check all UCI email through the desired address once the delivery point is changed. It is important that students either use their uci.edu addresses or change their delivery points so that they will receive information from school and department lists as well as well as class mail lists.

Students, staff, and faculty can change their delivery points via http://www.uci.edu/cgi-bin/phupdate — Instructions:http://www.oit.uci.edu/email/

Adding people to class mail lists who are not enrolled:

  1. Verify that you are within the "Members" tab.
    image of members tab
  2. Click Manage Members by the appropriate list.
    image of manage members link
  3. Click Add Additional Email Addresses.
    image of add additional email address
  4. Add the name and email address of each person you wish to add, and check whether or not you would like them to be able to send and/or receive emails.

Send email to class mail lists from another email account

In order to send email to your class mail lists from another email address in addition to your @uci.edu account, you must add an additional sending address.

Adding additional sending addresses to your class mail lists:

  1. Verify that you are within the "My Preferences" tab.
    image of my preferences tab
  2. Click Additional Sending Addresses.
    image of additional sending addresses
  3. Enter your other email address in the "Add another:" box.
  4. Click Add.
    image of add button
  5. Repeat steps 4 and 5 to add as many email addresses as you would like.
  6. Click Done when finished.
    image of done button
You should now be able to send email to your class mail lists from the additional email accounts.

Track student activity

ClassMail Manager administrators may view participation information, including send/receive/management permissions, the number of messages sent and individual messages sent with an approximate word count.

Viewing Activity:
  1. Verify that you are in the "Members" tab.
    image of members tab
  2. Click User Tracking by the appropriate mail list.
    image of user tracking button
    • View how the email address was added, send/receive/management permissions, number of emails sent, and in which class each sender is enrolled.
  3. Click View Message.
    image of view message button

Troubleshooting

Error in Subject line: "Message to [email address] was rejected."

The error message "Message to [email address] was rejected" can be caused by a number of things. The specific error message can be found in the body of the email that reports the error.

Error Message in Body of Email:

Message Rejected, Not Authorized

You will receive this message if the address you are emailing from does not match up with the class mail list which you are emailing. By default, your @uci.edu email address can be used to send class mail list emails. If you wish to be able to send class mail list email from a different email account in addition to your @uci.edu account, you can specify an alternative email address.

Message Rejected, Announcement Only

You will receive this message if you are not a manager and are attempting to send mail on an Announcement Only email list.

If you believe this is an error, tell the instructor to use ClassMail Manager to add you as a manager, or Assistants to give you full access to ClassMail Manager yourself.

Message Rejected, Virus or Executable Attachment

You will receive this message if the virus software detected a virus in the email you sent, or you attached an executable (.exe) file, and it was not delivered.

It is recommended that you run anti-virus software on the computer from which you are sending the email. Executable files can never be sent through a class mail list.

Message Rejected, Email Address Mismatch

You will receive this message if you send a class mail list email using a different, but similar, UCI email account. For example, if you were to send a class mail list email from a department server (ptanteater@ps.uci.edu) instead of UCI's server (ptanteater@uci.edu).

If you wish to be able to send class mail list email from a different email account in addition to your @uci.edu account, you can specify an alternative email address through ClassMail Manager.

Message Rejected, Inactive Quarter

You will receive this message if you try to use a class mail list from a previous or future quarter. Only the class mail lists for the current quarter are active.

Lists activate one week before the beginning of the quarter and remain active for two weeks after the end of a quarter.

Error in Subject line: "No such list exists."

You will receive this message if you try to access a class mail list that doesn't exist. Most likely, you typed the class mail list email address incorrectly. Double check the address, and try again.

If you believe the list does exist, and this error is incorrect, please Contact Us for assistance.

Error in Subject line: "Email too large."

You will receive this message if the email you were trying to send was too large. The largest an email can be is 10 megabytes.

If you need to transfer a file over 10 megabytes, please Contact Us for assistance.

Delay in the delivery of class email

Delays during weeks after the first two weeks of a quarter:

If you experience delays of more than a couple of hours during the period after the first two weeks of the current quarter, please contact us with your course code and email information.

Delays after two weeks into a quarter:

There can be a number of reasons why there is a delay in the delivery of class mail list email. For example:

  • If you use an additional email address to send your class mail list email, such as Yahoo! or Hotmail, it is possible that their email service is slow or bogged down.
  • If you send class mail list email while off the UCI campus, it is possible that your Internet service provider is slow. If you are on campus, it is possible that the UCI network is slow.

What are "permanent fatal errors" associated with student email addresses?

Example error message:

Subject: Error Condition Re: Returned mail: Can't create output
X-Listprocessor-Version: 6.0c -- ListProcessor by Kimberly Lane
X-Comment: WRTG SEM: FUNDAMENTLS
 
The original message was received at Wed, 3 May 2000 12:36:26 -0700 (PDT)
from localhost [127.0.0.1]
 
----- The following addresses had permanent fatal errors -----
<bwalden@ea.oac.uci.edu>
 
----- Transcript of session follows -----
procmail: Quota exceeded while writing "/var/mail/bwalden"
550 <bwalden@ea.oac.uci.edu>... Can't create output
Reporting-MTA: dns; mercury.oac.uci.edu
Received-From-MTA: DNS; localhost
Arrival-Date: Wed, 3 May 2000 12:36:26 -0700 (PDT)

This error will be generated if:

  • A student's email inbox exceeds quota.
    Only the students listed in the error message did not receive the class email; all other students should still have received a copy.

Solution:

  • This is an issue that the student must resolve in order to receive your messages. Students must free space in their inboxes in order to receive email. You may refer students to OIT (oit@uci.edu), or (949)824-2222) for further assistance.

Why am I missing classes?

There are several reasons why classes may be missing. Some of the most common causes are listed below.

Common causes for missing classes:

  • You may be viewing a different quarter on EEE — Switch Quarters
  • Students: You may not be officially enrolled in the class — Student Access
  • Assistants: Your instructor may not have added you in Assistants — Learn More
  • Instructors: Your Department Scheduler may have not added you to the Registrar's Electronic Schedule of Classes (eSOC)

Use the Missing Classes look-up tool to check your status and receive trouble-shooting help.