GEM uses the same password as MyJSU. To change your MyJSU/GEM password, simply login to MyJSU and select "My Account" and then change your password.
To get to GEM from any computer or Internet-enabled device, just go to http://gem.jsu.edu and login using your MyJSU username and password.
The GEM web interface works with most web browsers on Windows, Mac, and Linux. The default "Advanced" version works best with newer web browsers and faster Internet connections. The "Standard" version is recommended for slow (dial-up) Internet connections or older web browsers. To always use the Standard version, go to Preferences - General and in the Login Options section, select Standard (HTML).
Some safety tips for using GEM:
A new feature to GEM, called Conversation view (
View - By Conversation
), displays messages grouped by subject. Each conversation consists of the original message and all replies to it, even if they are stored in different folders. The Folder column shows the folder where the message is stored. Click the arrow next to the conversation to display the messages within the conversation. Click on a message to display its contents. You can click the arrow again to collapse the conversation. Conversations containing unread messages are shown in bold. If the last message in the conversation is 30 days old or older, messages sent with the same subject begin a new conversation.
The alternative to Conversation view, called Message View (
View - By Message
), displays messages sorted by date. Message view displays a list of messages with the most recent message at the top and unread messages shown in bold. To sort the messages differently, click on the desired column heading.
|To view a message, click once on it to open it in the reading pane at the bottom of the window. If you double-click a message, it will open to fill the entire window, and you will have to click the Close button to close it and go to the next one. If you prefer messages to open in a separate window, go to Preferences - Mail and check Double-click opens message in new window . To turn off the reading pane, go to View - Reading Pane (the View button is on the right side of the Mail toolbar). If the reading pane is off, you'll have to double-click messages to open them, and click Close to close them.|
You can view messages in plain text, which contains no formatting, or HTML, which can have formatting, colors, and images but may not always be interpreted as intended. HTML viewing is the default. To always view messages in plain text, go to Preferences - Mail and in the Display Mail section, check As Text .
GEM checks for new messages when you log in and every 5 minutes by default. To check for new messages manually, click the Get Mail button on the Mail toolbar.
If a message has an attachment, it will be indicated by a paper clip icon in the message list. Attachments are listed in the header section of the message. If the message header is collapsed, you will need to click the arrow to expand it in order to access the attachments.
To save an attachment, click the "download" link next to it. If a message has multiple attachments, there will also be a "Download all attachments" link. This will save all of the message's attachments as a Zip file. In Windows, right-click on the file and choose Extract All to use the Windows folder extraction wizard. On a Mac, just double-click on the Zip file to open it.
If you need to print a message, select it, then click the Print button on the Mail toolbar. The message will appear in a separate window for printing. Do not use your browser's File - Print command.
To delete a message, click on it and click the Delete button. To delete more than one message at a time, select them by clicking the checkboxes next to them, then click the Delete button. Delete messages are moved to the Trash folder and remain there for 10 days, after which time they are permanently deleted. At any time before that, you can recover them from the Trash by moving them to another folder. To empty the Trash manually and delete all of the messages, right-click on the Trash folder and choose Empty Trash .
To compose a message, click the New button on the Mail toolbar it and choose New Email , or click the down arrow next to it and choose New Email . You can also use the "c" shortcut. For more shortcuts, go to Preferences - Shortcuts .
You can compose messages in either plain text (the default), which can always be read by other e-mail programs, or HTML, which can have formatting, colors, and images, but may not always display properly. Plain text is recommended because it can always be read by any type of computer or e-mail program.
GEM automatically saves drafts of messages you are composing every few minutes. If you want to save a draft at any time while composing, click the Save Draft button.
The easiest way to address a message is with the auto-complete feature, which suggests names as you type in the To, Cc, and Bcc fields. Once you start typing, a list of addresses from your address books matching the text you typed will be displayed. To select one, click on it or use your arrow keys to highlight it and press Enter. You can also find addresses by searching your Address Book if necessary. For more information, see the Address Books section below.
To add an attachment, click the Add Attachment button in the Compose window. Click the first Browse button, locate the file, select it, and click Open. Repeat to attach additional files. Once you have selected all of the desired attachments, click the Attach button.
To check the spelling of your message, click the Spell Check button in the Compose window. Misspelled and unrecognized words are highlighted in the message. Click on a highlighted word to see a list of suggested corrections. To accept your changes and close the spell checker, click Resume editing.
GEM allows you to have more than one signature. For example, you may want to have a business signature and a personal signature, or a full signature and a brief signature. You can include your signature on all messages automatically or you can manually add the signature to messages if you don't always want to use it. If you have a signature defined, a Signature button appears in the Compose window.
To create a signature, go to Preferences - Signatures and click the Edit button. Give the signature a name, type or paste the text in the box, and click the Done button. To add more signatures, click the Add Signature button. Click the Save button on the Preferences toolbar. To include a signature on all messages, go to Preferences - Accounts and choose it from the Signature drop-down menu. Click Save on the Preferences toolbar.
Saving sent messages
By default, copies of all messages you send are saved in the Sent folder. To turn this off, go to Preferences - Composing - Do not save sent messages . The Sent folder should be cleaned up regularly so that you only save messages you really need.
Default system folders
These folders are always displayed at the top of your folder list, followed by any folders you create. You cannot move, rename, or delete them.
If you used the old version of GEM or have had your mail migrated to the new system by someone from Academic Computing, you will have access to all of those folders. You can create additional folders to organize and store your e-mail as needed. To create a new folder:
To move a message into a folder, drag it to the desired folder or click the Move selected item(s) button, select a folder, and click OK. To rename a folder, right-click on it in the folder pane and choose Rename Folder . To delete a folder, right-click on it in the folder pane and choose Delete . To move a folder inside of another folder, just drag it onto the other folder.
You can share any of your folders with internal JSU users. You select the folder(s) and specify the type of access permissions to give the "grantee." When you share a mail folder, a copy of the folder is put in the grantee's folder list. There are four types of privileges you can grant:
For example, if a manager wants his assistant to read and respond to his e-mail while he's out of town, the manager can delegate access to his Inbox folder to his assistant (the grantee), who can then read and respond to messages on his behalf, and delete messages.
To share a folder:
To change or remove a person's sharing permissions:
You have the option of redirecting all incoming mail to a different email account (such as Gmail, Yahoo, etc).
If you choose to forward your mail to a different account, make sure that you DO NOT keep a local copy of the messages. Keeping a local copy may eventually fill up your quota and once it is full, you will no longer be able to accept incoming mail.
To Forward ALL incoming mail to another account:
Other e-mail features
Mail filtering allows you to define a set of rules to apply to incoming e-mail. You can filter your incoming messages to automatically sort them into folders, tag them, forward them, or delete them. When an incoming message matches the conditions of a filter, the actions associated with that filter are applied. For example, you could define a filter to identify mail from your professor and move it to a folder called "HY 201," or to move messages from a specific address to the Trash.
To create or edit a new filtering rule:
The flag icon in the message list is a yes/no indicator that simply indicates whether the mail message has been flagged. This can be used to indicate an action-needed item or to otherwise distinguish the message or conversation from other items of lesser importance. To turn the flag on or off, click once over the flag icon in the flag column.
This feature is also known as an out-of-office reply or vacation message. You can set an auto-reply that is automatically sent to people who send you messages. The message is sent to each recipient only once every 7 days, regardless of how many messages the person sends you during that period. However, realize that the message is sent to every address you get a message from, including mailing lists and spam, so it could end up being posted to a listserv or result in increased spam being sent to your address.
To set an auto-reply, go to Preferences - Mail and scroll down to " Send auto-reply message ." Check the box and enter your message. Set the date on which you want to stop sending the auto-reply. Click the Save button on the Preferences toolbar. The away message feature is enabled immediately.
Also, if you receive form submissions from your department's web site, the auto-reply will be sent to each person who fills out the form, so it's a good idea to address this in your auto-reply (e.g., "I will be out of the office until June 10th. If you submitted an online Referral Form, please be assured that I received your submission and will contact you when I return."). Alternately, you could change your form configuration to have the forms go to someone else while you're gone.
The Address Book tab is where you can store your contacts' information. By default a "Contacts" and an "Emailed Contacts" address book are created for you. You can create additional address books and share them with others if you wish. By default the "Emailed Contacts" address book is turned off, but if you want it to automatically add all new e-mail addresses you send mail to (those that aren't already in one of your other address books), go to Preferences - Address Books and check Add new contacts to "Emailed Contacts" .
To add a new contact:
To add a contact from an e-mail message:
To edit a contact:
Contact Groups (distribution lists)
In GEM, distribution lists - lists containing multiple addresses - are called Contact Groups. When creating a Contact Group, you can select addresses from your address books or you can type in addresses. To create a contact group:
Sharing address books
GEM allows you to share your address book(s) with internal JSU users, external guests, or the public. Although GEM allows this, you should never share an address book with the public or external guests (any non-JSU users) unless you have permission from everyone in that address book to share their information. By sharing people's personal contact information with external users, you may be violating the privacy of those people. When sharing address books, you specify the type of access permissions to give the grantee(s). There are four types of privileges you can grant:
To share an address book:
To change or revoke a person's sharing permissions:
Accepting access to shared address book
If you receive an e-mail notification that you have been granted access to share an address book, you can accept or reject the share. If you accept it, the shared address book displays in your Address Books list.
The Calendar tab is where you can schedule and keep track of one-time and recurring appointments, meetings, and events. When you invite other attendees to an appointment, an e-mail message is sent to them from which they can accept or reject the appointment (if they use GEM).
By default, you have one main calendar called "Calendar." You can create additional calendars as needed and share them with others. To access your calendars, click the Calendar tab.
Creating a new calendar
Important: If you need a calendar that will be a shared department or group resource, the IT department will create it for you and give you administrator rights to it. To request a shared resource, contact the IT department. If an individual creates a shared calendar, and that individual then leaves JSU, the shared calendar will be deleted along with that person's account. Having the IT department create it avoids this potential problem.
To create a new calendar for yourself:
All of your personal and shared calendars are listed in the Calendar list on the left. Each calendar has a check box to the left of its name. Check the box to view the calendar or uncheck to hide the calendar. A list of shared campus calendars will be made available at some point.
There are several different ways to view calendars. You can experiment to find the one that works best for you. If you change the view from the toolbar, it only changes for that session. To permanently change the view in which the calendar opens, go to Preferences - Calendar and change the " Default View: ".
You can print individual calendars in any of the views. If you view more than one calendar and then print that view, all schedules are combined on one calendar, but the printed calendar does not specify the calendar name.
To schedule an appointment, click the New button on the Calendar toolbar, or click the down arrow next to it and choose New Appointment . To quickly create an appointment, you can double-click on a start time or drag through the meeting time on your calendar to open the Quick Add Appointment box .
Click More Details to open the full appointment screen.
When creating an appointment, only the subject and date/time are required. All other fields are optional.
To make a recurring appointment (one that repeats every day, week, month, or year), first schedule the first instance of the appointment, then use the "Repeat" field to set how often it repeats. Choose Every Day, Every Week, Every Month, Every Year, or Custom (for irregular things like every other Tuesday or the first Friday of every month), then click the "Customize" link and choose the necessary times. If the recurrence should stop after a certain period of time (e.g., at the end of the semester), set the end date.
Inviting attendees/Seeing people's schedules
There are several different ways to invite attendees to a meeting:
If you do not need to see attendees' availability, type their name in the Attendees field, which will do an address book lookup just like in the e-mail To field.
To check the attendees' availability in a grid view so you can find a time when they are all available, go to the Schedule tab, where you can also type a name to do an address book lookup and select the attendees.
To search your address books for attendees, you can also go to the Find Attendees tab, but most people will probably not find this as useful as the Schedule tab.
Locations: If your department has a room defined in GEM (privately-scheduled departmental meeting rooms that are not listed can be added to Zimbra by the IT department), use the Find Locations tab to find the room. The room will be listed as an attendee.
Responding to a meeting invitation
When you are invited to a meeting, you will receive an e-mail invitation and the meeting will be added to your main Calendar and displayed in a different color. To respond to the invitation, open the message and click Accept , Tentative , or Decline . A reply is automatically sent. If you want to add comments to your reply, click the down arrow next to the button and choose Edit Reply . You can also respond by right-clicking on the appointment in your Calendar and clicking Accept , Tentative , or Decline , or Edit Reply then Accept or Decline .
Once you respond to an invitation, the e-mail message is moved to the Trash. If you accepted, the appointment will take on the normal color on your calendar; if you declined, the appointment will display in a faded view as a reminder of the meeting you declined. You can change your response at any time, or delete the declined appointment from your calendar if you wish.
To move an invitation/appointment to another calendar,
on it and change the Calendar field.
Deleting an appointment
Right-click on the appointment and choose Delete . If the appointment is part of a recurring series, you can choose whether to delete only the instance of the series or the whole series. Only the originator of an appointment can change or cancel the appointment. If the appointment had attendees, an e-mail is sent and the appointment is changed or deleted from their calendars.
Changing an appointment
You can share any of your calendars with internal JSU users, external guests, or the public. Although GEM allows this, you should be mindful of what information is on a calendar before sharing it with any non-JSU users, whether the general public or "external guests." It may be possible to inadvertently share information that should be kept private (e.g., the fact that someone is on vacation). When sharing calendars, you specify the type of access permissions to give the grantee(s). There are four types of privileges you can grant:
To change or revoke a person's sharing permissions:
Accepting access to shared calendar
If you receive an e-mail notification that you have been granted access to share a calendar, you can accept or reject the share. If you accept the share, the shared calendar displays in your Calendar list.
You can change your personal settings on the Preferences tab. If you are not sure what any of the items do, feel free to contact the Help Desk.
Using the Search box at the top next to the GEM logo, you can search for messages, contacts, tasks, and appointments by specific words, date, time, domain, folder, size, tag, status, and attachment type. The drop-down menu to the right of the search box allows you to choose which type of items to search: Email, Contacts (personal), Company Contacts (the SNC address book), Appointments, Tasks, or All Item Types.
To do a more complex search, click on Advanced in the search bar at the top. This opens a new pane at the top with separate mini-panes for the different types of searches. This interface takes some getting used to, but it's very powerful. To add more search criteria, click the buttons at the top to open more mini-panes and search fields. To perform Boolean "And" searches, open multiple instances of the desired mini-pane. As you enter more search criteria, the results are displayed at the bottom and update constantly. To close the whole search pane, click Close in the upper right corner. The search results will still be displayed. To return to your inbox or another folder, click on it in the folder pane on the left.
You can also save search queries and re-execute them later. To do so, click on Save in the search bar at the top. Once you save a search, you will see a "Searches" category in the column on the left (near the bottom, above Tags), but only when you're on the Mail tab.
Tags are a classification system for e-mail and contacts and can be an aid to finding those items. Some people may prefer using tags to organize their messages because while a message can only be in one folder at a time, you can apply multiple tags to the same messages and contacts. You can search for a tag and all messages with that tag are displayed, no matter which folder they are in.
On the toolbar, click the down arrow next to the Tag button and choose New Tag , or
Right-click on an item and choose Tag Message - New Tag , or
Right-click on the Tags section in the left pane and choose New Tag .
Give the tag a name, choose the color, and click OK.
To tag an item,
on it and choose
(Tag Task, Tag Contact, etc.), then choose the desired tag from the list that appears. Only tags that are not already applied to the item will be listed. You can also
drag the tag
from the pane on the left and
it onto the desired item.
To tag or untag multiple items at once, select all of the items to be tagged using the check boxes next to them or Ctrl+click (Option+click on Mac) or Shift+click , then apply or remove the tags as described above.
To remove a tag, right-click on the item and choose Tag Message - Remove Tag . To find tagged items, just click on a tag in Tags section in the pane on the left. All items with that tag are displayed. To return to your inbox or another folder, click on it in the folder pane on the left.
The Tasks feature lets you create to-do lists and manage tasks through to completion. Just like with calendars and address books, task lists can be shared with internal users, external guests, and the public. When you share task lists with internal users, you can select the type of access they can have, while external guests and the public may only have read-only access.
The Briefcase feature lets you upload files (documents, spreadsheets, presentations, PDFs, etc.) into your GEM account, allowing you to access these files whenever you log in to your account from any computer. Note that you cannot save files directly into the briefcase; you must save them somewhere else and then upload them. Files in the briefcase are copies of the original file. Changing a file in your briefcase does not change the original file. You can also save e-mail attachments to briefcase folders and create different briefcase folders to organize the files.
Important: When downloading or opening briefcase files, you will be prompted to log in again. Just like with calendars and address books, briefcases can be shared with internal users, external guests, and the public. When you share briefcases with internal users, you can select the type of access they can have, while external guests and the public may only have read-only access.
You can subscribe to RSS feeds directly from your mailbox by creating a folder for each RSS feed. RSS is a format used by web sites to distribute updates, headlines, and other information to those who subscribe to the site's "feed." Feeds generally contain headlines, summaries, and links to full-text articles on the web.
1. Click the New Folder button at the top of the Folders pane on the left.
2. In the "Name" box, type a name for the RSS feed folder.
3. Check the "Subscribe to RSS/ATOM feed" box.
4. In the URL box, enter the URL of the feed. You can copy and paste it from the feed's web page.
5. In the folder list, choose where to add the feed. Click "Folders" at the top to put the feed at the top level, or choose a folder to make the feed a subfolder of that folder. Click OK.