Swancon Email

Access to emails

Our email system is Microsoft Office 365,

It is very desirable that people use a Swancon mailbox for Swancon correspondence with 3 rd parties, this mainly affects core committee or people associated with a <task>@swancon.com.au email address.

Please don't delete emails (other than spam or bulk) -- move them into the sub-folder called archive or use the archive button. This means future committees can look back and copy work or have historical references to information.

Emails can be accessed via:

• iPhone or Android: Office365 Mobile Setup
• Outlook: Outlook Email Setup
• Webmail: https://outlook.office.com
• Certain users (convenor) can access other mailboxes using their login. If the logged in user has access the webmail links below should work.
  • ArtShow
  • Awards
  • Events
  • Guests
  • Marketing (receives emails to a number of various addresses)
  • Programmer
  • Secretary (also gets info and volunteers email addresses)
  • Tech
  • Traders
  • Treasurer
  • Venue

Newsletters/Bulk Emails

Are sent using MailChimp, please see the accounts page for access.

Passwords and memberships

The Convenor can login here [1] to do the following only (unless very experienced with Office365):

• Reset users passwords
• Create Contacts
• Add/Remove users to/from groups "SwanconXX 20YY Committee Mailing List"

Send From (deprecated)

For anyone wishing to send emails from a committee address, eg position-20xx@swancon.com.au the instructions for gmail are at as follows and should take 5-10 minutes.

If you follow these instructions you will be able to email from a Google Email App Android/IOS(Gmail or Inbox) or from the [www.gmail.com] website. The new email appears as an option in the "from:" dropdown near the to and subject fields in these apps/webpages.

When doing so please CC the address you are sending from (eg to: John from: position-20 cc: position-20) so other people that have receive that email from John know it has been replied to.

1. Check if "2-Step Verification" is on/enabled at https://myaccount.google.com/security?pli=1#signin

• If "2-Step Verification" is "Off":

• Go to "Sign-in & security" or https://myaccount.google.com/u/1/security
• At the bottom of the page make sure "Allow less secure apps" is turn on.

• If "2-Step Verification" is "On":

• Go to "App Passwords" or https://security.google.com/settings/security/apppasswords
• Select app "Other (Customised name)"
• Enter the "from" email address (position-20xx@swancon.com.au)
• Click Generate
• Copy password for later use.

2. Add "send mail as":

• Go to "settings -> settings -> accounts and import" or https://mail.google.com/mail/u/0/#settings/accounts
• Click "Add another email address you own"
• Enter the "from" email in "Email address:" (position-20xx@swancon.com.au) and click next step
• Set "SMTP Server:" to smtp.gmail.com
• Set "Username:" to your email address (you@gmail.com)
• Set "Password:" to the one determined by the next 2 points
  • If "2-Step Verification" was off: use your gmail (you@gmail.com) password.
  • If "2-Step Verification" was on: use the "Copy password for later use" now.
• Click Add Account

3. Go to inbox and open email subject "Gmail Confirmation - Send Mail as position-20xx@swancon.com.au"

• Click the approve link in the email.

4. When you send emails you should now be able to choose send from "position-20xx@swancon.com.au"

5. If you like you can create signatures for the new addresses under

• Settings -> General -> Signatures or https://mail.google.com/mail/u/0/#settings/general

Guide by Brian Johnson