E-mail Glossary

Account / Account Name

See E-mail Account

Attachment

Files included with an e-mail message, for example, graphics, word processing documents, spreadsheets, etc. The maximum file size for attachments that can be sent via SF State e-mail is 10MB. Files larger than 10MB can be zipped (compressed) or divided into multiple smaller files for sending via e-mail.

Back-up

A reserve copy of data in an alternate location which can be accessed to restore data to a previous state, e.g., after a computer system failure, failed program installation, or accidental deletion.

Browser

See Web Browser

Credentials

Account authentication information, typically a login and password.

Definable Reply-To Address

Feature allowing e-mail replies to be directed to an alternate address (i.e., an address other than the one used to send the e-mail) when a recipient clicks "reply" to an e-mail message.

Distribution List

see E-mail List

Domain / Domain Name

A name that identifies a computer or group of computer on the internet; the shared part of an e-mail address after the account name, or the root of a Website address (URL), (e.g., "sfsu.edu").

Download Message

Saving a copy of an e-mail message from an e-mail server to another computer (e.g., a user's desktop or laptop computer).

E-mail Account

An E-mail Account is a unique assignment of privileges on an e-mail server from which the account owner can receive and send electronic communication. SF State students, faculty and staff are each provided with an individual SF State e-mail account, meaning, the account is located on the "sfsu.edu" e-mail servers. These individual e-mail accounts include storage space on the mail server, plus a personal web page. Faculty and administrators can also request additional e-mail accounts for classroom, research or departmental use.

Account name (or simply "account") generally refers to the login used to access an account. At SF State, account name generally refers to the first part of an SF State e-mail address. (e.g., "jdoe" if the full e-mail address is "jdoe@sfsu.edu), and often is used for access to departmental, academic, administrative and other systems and other online systems. See Account Services for information other account types.

E-mail Address

E-mail Program

Software application used to read, compose and send e-mail. Also known as an "e-mail client." Lotus Notes, Eudora, Outlook, Thunderbird, Entourage, and inside SF State are examples of e-mail programs.

E-mail Filter

E-mail rule that automatically moves incoming e-mail messages into separate folders according to specified criteria. These criteria may be based on who sent the e-mail, priority, subject, etc.

E-mail List

E-mail Server

See Server

Filter

See E-mail Filter

Forward

Redirect e-mail messages to another e-mail account. This can be done on a individual message by message basis, or for all e-mail sent to a given account. Some programs allow redirected messages to appear from the original sender, "by way of" the account which redirecting the message, so the "From" value does not change. (See What E-mail Program is Right For Me.)

IMAP (Internet Message Access Protocol)

An e-mail protocol (communication standard) that enables an e-mail program access to e-mail from a server. IMAP is a more recent and more advanced standard for e-mail retrieval than POP. It allows for messages to be kept in multiple folders, supports folder sharing, and online mail handling where e-mail messages need not be stored on the user's computer. By default, e-mail messages are not deleted from the server when IMAP is used. More information on IMAP

Inbox

A special mail folder or mailbox that holds incoming mail messages.

inside.sfsu.edu (inside SF State)

SF State's intranet portal (http://inside.sfsu.edu/portal) and Web-based e-mail program (http://inside.sfsu.edu).

LDAP (Lightweight Directory Access Protocol)

A protocol that e-mail and other programs use to look up directory (user account) information. E-mail account on the Domino E-mail Servers use LDAP account credentials for authentication.

List / Mailing List

See E-mail List

List Server

A computer server that manages e-mail lists for groups of users. Majordomo and Listserv are two popular mailing list managers.

E-mail folders

Places where a mail program stores e-mail messages. Hierarchical mail folders can be created to organize mail into folders on a local computer or on the mail server, depending on the e-mail program and protocol used.

Majordomo

The mailing list manager software run on SF State's list server.

Phishing

Fraudulent solicitations of personal information, such as social security numbers, credit-card numbers and passwords, by impersonating the domain and e-mail content of a company with which users have an existing trust relationship. The e-mail messages usually direct recipients to a Web site resembling that of the legitimate company which includes a login page or other form for the recipient to enter personal information. The gathered data is often used or sold by the scammer for identity fraud. More information on Phishing Scams

POP/POP3 (Post Office Protocol)

An e-mail protocol (communication standard) that enables e- messages to be retrieved from a mail server and downloaded to an e-mail program, such as Outlook or Thunderbird, on a user's computer. More information on POP

Protocols

E-mail protocols are sets of rules used to transmit e-mail between and servers and computers. SMTP, IMAP and POP are prevalent Internet standard (non-proprietary) e-mail protocols.

Server

A computer or computer program that provides services to other computer programs and users. SF State runs many servers, including multiple e-mail servers to store and forward e-mail to and from SF State e-mail accounts, and a list server to manage e-mail lists for groups of users.

SF State/SFSU E-mail Account

SF State/SFSU E-mail Address

See E-mail Address

Signature

A user-defined "footer" added to the end of outgoing e-mail messages, not to be confused with the term "electronic signature" used to refer to certification of a message sender's identity. Typically used to specify name, address, phone number, e-mail address, web site, etc.

SMTP (Simple Mail Transfer Protocol)

An e-mail protocol (communication standard) that enables e-mails to be sent through a computer servers. SMTP is used by e-mail programs (such as Outlook, Lotus Notes) to send outgoing e-mail. It is also used by e-mail servers to relay e-mail. It is complementary to the IMAP and POP incoming e-mail protocols.

Spam

Unsolicited junk mail sent in mass volume. SF State uses anti-spam software to prevent the majority of spam directed at SF State from reaching user accounts. Managing Spam

SSL (Secure Sockets Layer)

A protocol for authentication and encryption of data sent between computers (e.g., from an e-mail server or Web server to a user's computer).

Storage Limit

The amount of disk space allotted on a mail server to an individual e-mail account for storing e-mail. SF State allows 10MB for students and 2GB for faculty and staff.

Web-based

The quality of being accessible on the World Wide Web or other network through a Web browser.

Web Browser (Browser)

A software program used to display (and interact with) Web page content. Firefox, Internet Explorer and Safari are three common Web browsers.

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Last Modified: 17 April 2008
doit@sfsu.edu