Mail system user guide → 日本語

New mail server will start it's operation on 19th of March (Thursday)

• The new mail server will run separately from already existing Google server. For now both will run simultaneously.
• On 17th of March the use of Google's server as main server will end. Google's servers can still be used, but support for them will be reduced. Details can be found here.

New mail server's settings

IMAP SERVER

Host name	imap4.rcnp.osaka-u.ac.jp
Protocol / port	imaps / 993 (default)
SSL type	SSL/TLS
Password type	Normal password
Comments	Use of POP server is discouraged

Outgoing SMTP SERVER

Host name	smtp.rcnp.osaka-u.ac.jp
Protocol / port	submission / 587 (default)	smtps / 465 (default)
SSL type	STARTTLS	SSL/TLS
Password type	Normal password	Normal password
Comments	Recommended	In case that submission is not working

The following documents might be helpful. If it does not work well, please download by right-click.

• Client setting manual for Windows7 & Vista and Thunderbird : pdf, docx (Japanese)
• Client setting manual for Windows7 and Outlook : pdf, docx (Japanese)
• Client setting manual for Windows8.1 and Thunderbird : pdf, docx (Japanese)
• Client setting manual for Windows8.1 and Outlook : pdf, docx (Japanese)
• Client setting manual for MacOS10.10 and Mail : pdf, docx (Japanese)

To move mail data from the Google server to the new server, follow the steps below.

• Using email client (MUA)
• If you set up both Google mail and the new imap server on a same email client (MUA), transferring mails between servers is possible.
• The transfer speed will be slow. and at best you can transfer a single folder at a time. If you have a lot of files and folders this method will take more time and effort.
• If you try to transfer a lot at once you might also get an error, in this case the transfer needs to be done in parts.
• In the case of small transfer this is appropriate way.
• Using account archiving
• Use archiving feature of GoogleApps to export the mail data or, use outlooks export feature to export the mail data.
• With an additional extension/add-on you can use the downloaded MBOX file to import your old mails to Thunberbird. (not to outlook)
• In the case of Outlook you can use the pst file for export and import.
• Refer to manuals below.
• Thunderbird
• Outlook
• Mac

The use/support of Google mail will officially stop, but you can still keep using it, and not transfer the data, and use the service when you need to access the old data.

The new server has mail forwarding support.

• We asked you to refrain from using anything but Google's transfer feature. We changed the system so that it won't forward SPAM mail anymore, so please use it. （26-AUG-2015）
• Mail forwarding can be configured using one of the links below.
• Mail forwarding
• You can do the following.
• Enable/Disable the whole feature.
• Set 3 additional forwards. Disable/Enable them individually.
• Transfer to Google or not.
• It takes about 10 minutes to take effect.
• For the mail system to work the imap server is necessary, so it can't be turned off.
• The mail that is judged to be spam by MatrixScan spam filter at ODINS won't be forwarded. The mail will still arrive to imap server. If the mail is not being forwarded you can check the SPAM folder on imap server. In addition, Google's mail forwarding is exceptional since it also forwards spam mail.
• The option to forward to Google's USENAME@g.rcnp.osaka-u.ac.jp address is also shown. Because of policy at RCNP this address can't be used to receive mail.

The new imap server has SPAM filtering feature.

• On the new imap server, folder called "SPAM" is present.
• Spam mail will be put there automatically.
• If you think mail has been categorized incorrectly as spam you can check spam folder by yourself.
• Even thought it's spam mail, it won't be deleted automatically. By default it's stored in the SPAM folder for an eternity. It might be better to check the spam folder every now and then and clean its content.
• Use of email client's (MUA's) spam filter simultaneously is also possible. Please set it to move the filtered mail to the SPAM folder.
• This feature uses product called MatrixScan which has been installed on ODINS. This products is weaker in filtering spam when compared to Google. The amount of spam mail might increase from now on. We are sorry for the inconvenience this might cause.
• Currently (9th of March) there is a problem with MarixScan. Because of this the spam filtering is not working right now. This will be fixed in following few weeks.

Identical copy of the new imap server exists

• Users can simply set one server with the information provided above.
• If one of the smtp servers which you use fails, you will get error when sending a message. Mail clients usually can change the sending server, and if you change the sending server, sending mail will work. Email clients can't confirm if SMTP server is working or not, so they switch to other server for a while and then try the previous one again. After a while this will happen again.
• This is not ideal, but it's better than not being able to send mail at all.
• In the case of failure, system administrator (SE) will disable the malfunctioning server, and the working server will be used.
• In the case of imap servers above mentioned behavior is not possible. In the case of failure the default server will be changed by the administrators (SE).
• It's not visible to the users, but the mails are kept in two places, even if a hard disk breaks on the mail server the other copy will still remain. The two copies are made in real time, so even in unexpected power failure occurs, data loss rarely happens.
• The two servers are separated physically, so even if one of them loses power the other one will be still able to provide services.
• For experienced users, way to choose which server to use by yourself will be announced later.

The new imap servers limitations are as follows.

• The maximum size of one mail is 34 MB.
• The storage space for one user is 30GB.
• If there is a problem with these limits, please consult with us.

The new mail server doesn't have web-mail support.

• If you want to use web-interface for accessing mail, you can use any typical web-mail provided by ISP or etc.
• Most ISP provide web-mail services and free services also exist. These mail service can usually also be used for accessing additional mailboxes with IMAP. If you use this functionality you can set up your RCNP mail so you can access it via web-mail.

On 17th of April the Google server will become secondary server.

Main reason for this is that we want to be able guarantee that the services works at RCNP. We also want to be able do our best to restore services when problems occur. After becoming secondary server, we won't be able to provide the "do our best", but that doesn't mean we won't react if problems occur.

On other hand the contract with Google will continue, and by using mail address from RCNP's domain the control will continue to stay with RCNP. Even if it becomes secondary, it will still stay under the management of RCNP.

It should be noted that until the switch is over the system will receive same support as the new main system, if there will be immediate problems after the switchover, we will respond accordingly.

The maintenance for the switch will be done on 17th. Google mail won't work from 09:00 - 12:00.
After 17th the Google mail will become as written below.

• Will become RCNP's secondary mail server.
• We won't guarantee that they will work, we won't shut them down, and the servers will keep running same as before.
• After the switch user account on computing system (saho/miho) won't be linked to Google anymore. Even if you get a account to computing system (saho/miho) it won't mean you can use Google mail. After the 17th the passwords will remain as they were, but after that passwords will be managed separately. The passwords won't be synchronized anymore so be careful.
• After the switch, new users who want to use Google mail should consult/ask questions by mail (consult@rcnp...) (format is free) Provided that you already have account for saho/miho.
• After the switch the change of Google mail password will be done in the same way as changing normal Gmail password.
• After the switch, if you wish to stop completely using Google mail contact us at consult@rcnp.... In this case the mails at Google will be completely removed, if necessary please take backup beforehand.
• After the switch on April 17th, the settings will change a bit.
• If you use Google imap, the imap server and outgoing smtp server settings will change.

  Google imap server

  	until 17-APR-2015	after 17-APR-2015
  imap server	mail.rcnp.osaka-u.ac.jp	imap.gmail.com with Google account
  smtp server	mail.rcnp.osaka-u.ac.jp	smtp.rcnp.osaka-u.ac.jp with RCNP account

• If you use google's web-mail, the way to login will change.

  Google web-mail

  	until 17-APR-2015	after 17-APR-2015
  URL	https://mail.rcnp.osaka-u.ac.jp/	https://www.gmail.com/
  Username	USERNAME	USERNAME@rcnp.osaka-u.ac.jp
  Password	not changed

• For more information relating to GoogleApps refer to here.
• For more information relating to transfer refer to here.
• This might also be helpful.
• After the switch on 17th of April the operation of server called mail.rcnp.osaka-u.ac.jp will be stopped. Be aware that, if you are using settings with this server, you won't be able to use it anymore after this.