Self Service Tool (Email, Listserv, Mass Email, and Office 365 Groups)


The university has transitioned our email service to Office 365 (also know as Heelmail). A Self Service tool has been created to allow faculty/staff or students to sign up for email, add/modify aliases, manage their lists, and create Office 365 Group.

  • Once logged into the Self Service tool there are four tabs (Home, ListManager, MassMail, and Office365Groups) that will allow a user to manage different aspects of the UNC Email system).

  • Email Sign-up – This allows a faculty/staff or student to create a new email account.
  • Listserv Subscriptions – This shows the faculty/staff or student the Alias and its current subscribed Listserv(s).
  • Account Status – This shows the faculty/staff or student when the email account was created.
  • My Aliases – Allows a faculty/staff or student to view, add or remove aliases.
  • My AD Groups – Allows a faculty/staff to manage the memberships for resources (Shared Mailbox or Resource Calendar).
  • My Resources – Provides a faculty/staff or student a list of links to resources they are a member. The links will open in Outlook Web App (OWA).

Email Sign-up

To create a new email account please do the following:

  1. To create the email account please click on the Email Sign-up.
  2. Enter an email address (i.e your Gmail, Hotmail, Yahoo, and etc. This would be an address you can currently receive email).
  3. Click Submit.

My Aliases

To manage aliases for your account please do the following:

  1. Click on the My Aliases.
  2. Then click on one of the radio buttons by the option you wish to manage.

  • Show Aliases – This shows the faculty/staff or student the current list of aliases.
  • Add Alias – This allows the faculty/staff or student to create a new alias.
  • Remove Alias – This allows the faculty/staff or student to remove an alias from their account.
  • Set Primary – This allows the faculty/staff or student to set their Reply to email address which shows in the Global Address List (GAL).
  • Manage Forwarding – This allows the faculty/staff or student to set their forward from the Campus Exchange to a pre-defined list of domains.

To Show an Alias

  1. Click the Radio button by Show Aliases
  2. Click Next

A list of aliases will show for the faculty/staff or student.

To Add an Alias

  1. Click the Radio button by Add Alias
  2. Click Next
  3. Input the alias name and choose the domain from the drop down.
  4. Click the Add Alias

To Remove an Alias

  1. Click the Radio Button by Remove Alias.
  2. Click Next.
  3. Click on the drop-down menu.
  4. Choose the alias.
  5. Click Remove Alias.

To Set Primary

This will set the address for the faculty/staff or student that will show and be used in the Global Address List. For example, if a person on the Campus Exchange or HeelMail site opens the Address Book to send an email to another person, then the Global Address Book will use this address to send an email to the person. This email address will be the email address used as the reply-to when someone replies to the email.

  1. Click the Radio Button by Set Primary.
  2. Click Next.
  3. Click on the drop-down menu.
  4. Choose the alias.
  5. Click on the Set Primary Alias button.

  • Login – This shows a list of link for available logins.
  • Information – This shows a list of help documents available.
  • User Tools – This is a List of available tools (Browse Lists, Check Subscriptions, Reset Passwords, Search for Lists).
  • Admin Tools – This is a list of available administrative tools (Change List Owner, Create a List, Delete a List).

Login

  • List Members – Takes you to the List members login prompt on listserv. You will need to login with the email address and password set used to subscribe to a list(s). Based on the email and password provided you should see a list of lists that email is subscribed.
  • List Administrators – Takes you to the Administrator login pormpt on listserv. You will need to login with the email address and password set used to subscribe to a list(s). Based on the email and password provided you should see a list of lists that email is an administrator.

User Tools

  • Browse Lists – Opens a list of all listservs on campus.
  • Check Subscriptions – Shows which lists you are subscribed to based on your login.
  • Reset Passwords – Allows you to reset a password based on which email used to subscribe to a list.
  • Search for Lists – Allows you to search for a list.

Admin Tools

  • Change List Owner – Allows you to change the owner of a list.
  • Create a List – Allows you to create a list.
  • Delete a List – Allows you to delete a list.

Change List Owner:

5a-SST-LM-AdminTools-ChangeOwner

Create a List:

Create new listserv:

  1. Admin Email Address – Choose an email from the drop down list.
  2. List Name – Enter a name for the list you wish to create.
  3. Admin Password – Set a password for this list.
  4. Description – Enter a some text that will describe what this list is for.
  5. Type of List – Choose a list type from the drop down.
  6. Check Box – Check to certify that the use of this listserv is in line with the University mission statement.
  7. Click Submit.

Reinstate old listserv (import subscribers):

  1. Admin Email Address – Choose an email from the drop down list.
  2. List Name – Choose a list from the drop down.
  3. Admin Password – Set a password for this list.
  4. Description – Enter a some text that will describe what this list is for.
  5. Type of List – Choose a list type from the drop down.
  6. Check Box – Check to certify that the use of this listserv is in line with the University mission statement.
  7. Click Submit.

Delete a List:

  1. Choose a list from the drop down
  2. Click delete list.

Create Request – Allows the user to create a Mass Mail to be sent for approval.

View Request – if you have the appropriate permission, this allows you to view requests that “Needs Approval”. This may not be visible for all users.

Create Request

  1. Choose a Send date and Expiration Date, Defaults to current date and three days from the current date.
  2. Choose a radio button by the desired target population.
  3. Enter an address in the UNC Domain (i.e. @unc.edu or @email.unc.edu) to use as the send address. You may use no_reply@unc.edu if you don’t want to receive replies.
  4. Optional enter a reply to address.
  5. Enter the Subject.
  6. Enter the Sponsoring University Department or Organization.
  7. Choose a Priority from the drop down (Informational or Formal Notice).
  8. Enter any optional comments.
  9. Click Next.

Please do not use actual HTML code as this will not work and will not send out the email.

We have incorporated a WYSIWYG editor. This allows for better formatting of the Mass Mail. This includes the following features:

  • Formats -> Headers – These are predefined header sizes.
  • Font Sizes – Sets the size of the font.
  • B (bold) – Sets any highlighted text or text to bold.
  • I (italics) – Sets any highlighted text or text to be italicized.
  • U (Underline) – Sets any highlighted text or text to be underlined.
  • A (color text) – Sets any highlighted text or text to be any chosen preset web safe color.
  • Alignment (Left, Center, Right, and Justfied) – moves the text to defined alignment.
  • Bullet list – Creates an un-ordered list with bullet points.
  • Number list – Creates a ordered list with numbers.
  • Indentation (Left and Right) – Sets any highlighted text or text to be indented by 5 spaces.
  • Link – Creates a hyper link
  • Images (max width 600px) – Allows to add a link to the image.

  • Url – Sets the actual http:// link that you want to point to.
  • Text to display – Sets what ever you want to have as the text for the Url.
  • Title – Can be any descriptive text.
  • Target – Sets the behavior of the link and how it opens. example: New Window will open the link in a new window or tab based on browser default behavior.

  • Source – Url to image to be displayed.
  • Image description – Allows user to describe the image. This is good to have for Accessibility.
  • Dimensions – Sets the size of the image (max width 600px).
  • Downloadable Resources – The UNC Branding & Visual Identity group has already made some header images and text that are approved for Mass Mail use.
  1. Enter the body of the message you wish to send.
  2. Click Next.

  1. If chosen select the employee recipient criteria, following any on screen instructions.
  2. Click Next.

  1. If chosen select the student recipient criteria, following any on screen instructions.
  2. Click Next.

– Allows the user to send a copy of the message to themselves before sending to the group of people.

  • *ITS recommends doing this to verify that you are satisfied with how the message is formatted and looks. Once this email goes out there is no way to retract the email.
  1. If all looks correct on the overview, Click Finish!.
  2. If not this is the time to make changes before submitting your Mass Mail request.

View Request

  • Allows a user to view any requests that they have permission to see. (For example: An approver would be able to see the needs approval in the drop down list).
Please visit OneDrive for Groups – How to Create a New Group for more information about this tab.