Email

OPLIN offers free email service for Ohio public library staff employees. Accounts for staff are set up or changed at the request of an authorized member of the library administration. Usually, OPLIN email account addresses consist of the individual's user ID (assigned by OPLIN) followed by the @oplin.org domain name. For example, if your OPLIN user ID is "doeja", then your email address would be: doeja@oplin.org.

When communicating with patrons, vendors, or others in the community, it is often better to have an email address that identifies the library, like doeja@libraryname.org or doeja@library.lib.oh.us. For that reason, many libraries previously decided to maintain their own mail servers rather than using the oplin.org mail server. However, OPLIN has begun to allow libraries to use their library's own domain name in their OPLIN email addresses rather than the oplin.org domain name. As before, this service is free to all Ohio public libraries.

For additional information or support, please contact the OPLIN Support Center.

How do I get an OPLIN email account?

Any Ohio public library staff member is eligible for an OPLIN email account. However, a library director's approval is required before an account can be opened. Please contact the OPLIN Support Center to get a new account.


What is the URL for OPLIN webmail?

Please go to http://mail.oplin.org to access your webmail.


What email client does OPLIN recommend for libraries?

Any email client will work, but we recommend free or open source software – Mozilla Thunderbird (http://www.mozilla.org/en-US/thunderbird/) or Windows Live Mail (For Windows 7 or Vista: http://explore.live.com/windows-live-mail; for Windows XP: http://explore.live.com/windows-live-mail-xp).


How do I set up a POP3 email client?

For detailed instructions, see Using Your OPLIN Email Account (link also provided below).

 

Things to Know About OPLIN Email

  • Currently, each OPLIN email account has 1 GB of storage space. If you use OPLIN WebMail, you will be warned when you approach this limit. If you use an email client program (like Outlook or Thunderbird), it is a good idea to set the client to periodically delete retrieved messages from the OPLIN mail server. Accounts that exceed the storage limit will automatically lock and can only be unlocked by calling OPLIN support (1-888-966-7546) — or by emailing support@oplin.org from another email account.
  • Email accounts not accessed in 3 months will be closed. Accounts not accessed in 6 months will be deleted. Closed accounts can be re-opened by calling OPLIN support (1-888-966-7546), or by emailing support@oplin.org from another email account.
  • Email attachments are limited to 24 MB total per email, and 10 MB per file.
  • OPLIN email is filtered to block spam. We currently use a Barracuda spam filtering device.
  • OPLIN cannot make changes at the request of individual staff members; all changes must be requested by either the library director or the primary technical contact.
  • If a library wants to use a domain name other than oplin.org, the email address will use your library's lib.oh.us domain name or any other domain name the library owns. OPLIN will not create a new domain for email, unless you make arrangements to purchase a new domain.
  • If your library uses its own domain name rather than the oplin.org domain, you will receive emails sent to either your library's domain or to oplin.org; both addresses will work.
  • If your library uses its own domain name rather than the oplin.org domain and you want to send mail with a "from" address using your library's domain, you must specify this email address or sending address manually in your email client or webmail settings, otherwise all email will appear to come from the oplin.org domain.

For additional information or support, please contact the OPLIN Support Center.

 

Using Your OPLIN Email Account

What is my email address?

Most OPLIN email account addresses consist of the individual's user ID followed by @oplin.org. For example, if your user ID is "jdoe" then your email address is: jdoe@oplin.org. If your library has made arrangements with OPLIN to use the library's domain name for email (e.g. mylibrary.org), then your address would be jdoe@mylibrary.org.

How do I access my email?

There are two ways in which you can access your OPLIN email account:

  1. POP email client
  2. Web-based ("Zimbra") interface

Keep reading for directions on how to use both.

POP email

We encourage the use of POP3 email clients (all free), such as:

(Note: Email clients are vulnerable to viruses – please install security patches and consider purchasing anti-virus software).

To connect, you will need to configure your POP3 email client with this information:

  • Incoming mail settings
    • Incoming mail type: POP3
    • POP3 server: mail.oplin.org
    • Port: 110
    • Connection security: STARTTLS or Clear Text Authentication (if client does not support STARTTLS)
    • Authentication method: Normal password
  • Outgoing mail settings
    • If your computer is in the OPLIN network (e.g., located in your main library):
      • Outgoing mail server: mail.oplin.org
      • Port: 25 (or 587)
      • Connection security: STARTTLS or Clear Text Authentication (if client does not support STARTTLS)
      • Authentication method: Normal password
    • SMTP authentication is now required for outgoing mail:
      • Instructions to enable authentication differ depending on email client
      • For Outlook, check box next to "My outgoing server (SMTP) requires authentication"
      • Also select "use same settings as my incoming mail server"
      • For Thunderbird, enter username (or full email address) in Outgoing Server (SMTP) Settings
      • Next time mail is sent, Thunderbird will prompt for password
    • If your computer is outside the OPLIN network (e.g., a smartphone):

Most POP email clients are set to download messages to your workstation and delete them from the server. If messages are left on the server, your mailbox could reach its size limit (1 GB).

What about IMAP?

Some email clients, such as Thunderbird version 3, will suggest that you connect to the OPLIN server using the IMAP protocol. While this will work, we strongly prefer the POP3 protocol. The OPLIN Support Center (http://support.oplin.org) can help you convert your client from IMAP to POP3.

Using the Zimbra web-based mail interface

You can use the Zimbra web-based interface to get to your OPLIN email from any computer, anywhere. If you normally use a POP3 client, but keep messages on the OPLIN mail server, you can also use Zimbra to occasionally clean up your stored messages.

You may use the Zimbra interface as your primary email access. Be aware, however, that each account is limited to 1 GB of storage. A warning message will alert you when you approach that limit, and you will have to regularly purge your incoming (inbox), sent, and stored mail so that your account does not become locked.

Frequently Asked Zimbra Questions:

Q. What username do I login with (user ID or full email address)?
A. You can login with either.
Q. OPLIN hosts my email and uses my library domain, but my mail sent from the web interface shows @oplin.org.
A. In the web interface, navigate to Preferences -> Mail -> Accounts -> Primary Account Settings. Select the "From" address you want displayed from the drop-down menu.
Q. How do I import my address book?
A.
  1. In the Zimbra interface, click on the "Preferences" tab
  2. In the left hand column, click "Import/Export"
  3. Under "Import," click the "Choose File" button and select your CSV file
  4. If it's not automatically done, select "Auto-Detect" as the Type and "Contacts" as the Destination
  5. Click "Import" off to the right
When finished, a window will pop up letting you know that the import succeeded.

If you have a lot of contacts, it may take a few seconds for them all to appear in your new address book, but from that point on there should be no delay.
Q. How much space do I have on the OPLIN mail server?
A. We give each user 1 GB of mail storage.
Q. How do I change my email password?
A. From the web interface, navigate to Preferences -> General -> Login Options -> Change Password.
Q. How do I forward my mail to another email address?
A. From the web interface, navigate to Preferences -> Mail -> Receiving Messages. Under "Forward a copy to," enter your other address and then check the "Don't keep a local copy of messages" checkbox.
Q. How do I set up an out-of-office notification?
A. From the web interface, navigate to Preferences -> Mail -> Receiving Messages. Check the "Send auto-reply message" checkbox, then specify the message you want sent, and then the beginning and ending dates.

Need more help?

Zimbra provides a number of helpful online resources:

For specific questions, you may want to check out the Zimbra 7.0 Web Client User Guide.

For further assistance, contact the OPLIN Support Center at http://support.oplin.org. They will be able to assist you in using your OPLIN email account and with any other questions regarding your OPLIN service.

OPLIN Mail Practices

This is a brief explanation of our mail practices for those users with OPLIN email accounts:

  • Any account that has been inactive, or not logged into, within a three month time period will be closed.
  • Any account that remains inactive for six months will be permanently deleted from the mail server.
  • Forwarded accounts are excluded from closure/deletion since they are perceived as being active.
  • Accounts that have only been closed can be reopened if notified within the timeframe before deletion.
  • Employees should log in to their accounts on a more frequent basis to keep this from occurring.
  • Forwards can be requested for OPLIN accounts to other accounts that are checked more often.

The reason for these practices is for proper maintenance and organization of mail accounts on the server.  We assume that any staff email accounts that have not been accessed for such a lengthy time period are no longer in use and have been abandoned due to employee turnover.

If you notice that email messages sent to your co-workers are suddenly bouncing back or being returned as undeliverable, first check that you typed the correct email address, but another reason may be that the account was recently closed or deleted due to prolonged inactivity (i.e., they haven't accessed their accounts for a while).

Please let us know so that we can either reopen the account or create a new one if necessary. Remind your staff to check their accounts at least once every three months to keep them active!

Mail Settings Outside OPLIN Network

If you have tried to set up an email client on your home computer, smartphone, or other device to access email using the OPLIN mail server, and your attempts have failed...the simple answer is you are still able to receive mail, but you just cannot send mail.

You can receive mail via the OPLIN incoming mail server, but we do not allow access to our outgoing mail server if you are outside the OPLIN network. Basically, this means that you are not coming from an OPLIN-provided IP address (66.213.X.X), and therefore, cannot send email through our mail server.

The primary reason for this precaution is to block or control spam from outside our network.

Alternative methods for accessing your OPLIN email on mobile and home devices:

  1. Access OPLIN webmail (http://mail.oplin.org) from a web browser on your smartphone or laptop to send and receive email. You can always use OPLIN webmail to check your email from any location.
  2. Use our incoming mail server with POP3 settings to receive email but use your mobile carrier (Verizon, AT&T, Sprint) or another email provider (Google, Yahoo) for your outgoing mail SMTP settings. The POP3 section of the setup should be the same as a local client in your library, but the SMTP section should specify your provider's SMTP.

* One additional setting to check on your email client – see if it has an option to leave mail on the mail server; otherwise, your phone (or other device) will download and delete all mail from the server, and then your other client at the library (or elsewhere) will not be able to retrieve it any longer. This is another reason that we just suggest using OPLIN webmail.

 

OPLIN Mail Servers

OPLIN currently has two active mail servers for libraries to use when setting up their own email clients or networks. This allows us to segregate user-generated email from bulk mail, so that the bulk mail does not slow down our main server.

1) http://mail.oplin.org
Libraries should use this mail server when setting up regular email clients (e.g, Mozilla Thunderbird, Windows Live Mail) for staff. For those who do not use email clients, this is also the URL to access the OPLIN webmail interface.
2) http://lists.oplin.org
Libraries should use this mail server to set up library notifications from ILS (catalog) servers, distribution lists, and any other mass mailings because it is registered as a bulk mail sender with sites such as Google and AOL. Therefore, it is less likely to get blocked as a spammer. Also, we have enabled the SMTP authentication requirement on mail.oplin.org BUT NOT on lists.oplin.org.
This is also the server that hosts both OPLIN and public listservs.

Please note that only the mail.oplin.org mail server requires SMTP authentication.

 

OPLIN listservs

OPLIN hosts a number of listservs, which can be accessed at lists.oplin.org. The most popular listservs are listed at the bottom of this page – click on the list name for more information.

We are also pleased to offer a tool for searching the archives of the OPLINTECH mail list at OPLINTech Search. This search interface is easier to use than browsing the mail list archives, and you don't have to be a member of the OPLINTECH list to use it.

OPLIN also provides libraries with two publications dedicated to Ohio government news, which are distributed through listservs: The Hannah Report, and the Gongwer Ohio Report.


How can I subscribe (or unsubscribe) to one of the OPLIN e-lists?

OPLIN public email lists can be found at http://lists.oplin.org. From here you can subscribe or unsubscribe to a particular list, and access list archives and rosters of subscribers.

To subscribe or unsubscribe, simply click on the list which interests you. On the next page, follow the instructions to subscribe to your selected list. You will need to enter a password to create and manage your list subscriptions.


Can OPLIN host an e-list for my library?

Yes. See the current policy at http://www.oplin.org/content/policy-regard-library-e-list-hosting-service.


I am trying to send an attachment to the members of OPLINLIST or OPLINTECH, but they never receive it. What's wrong?

To help prevent the spread of viruses and worms, messages to the list are limited to 2 MB (2,000 KB) in size. Some attachments are larger than that, so the messages will be blocked. However, you can still send attachments directly to individual email addresses.

 

Guidelines for OPLIN Email Lists

This is the policy currently in effect governing OPLIN e-lists:

OPLIN E-List Guidelines

In carrying out is mission, OPLIN provides a number of e-lists. All OPLIN e-lists are subject to the following guidelines:

  • Each e-list has its own topic focus and scope. Postings should be limited to topics within the scope of the list.
  • There can be no solicitation on OPLIN e-lists. The exception to this guideline is the posting of training, workshops, seminars, and so on designed for the staff or trustees of public libraries for which a fee is charged. Such postings are encouraged.
  • Campaign material for elections of any kind (local, state, federal, professional, or other organizational) shall not be posted to any of the e-lists.
  • Material about local practice that may be of general interest to the library community is frequently a beneficial topic. However, the OPLINList is not an appropriate forum for discussing the details of a dispute that is internal to any library system. Information about internal disputes is not permitted.
  • Items posted to a e-list are not normally removed from the archive. However, when a poster contacts OPLIN and indicates that a posting was made in error, it will be removed. Items posted in violation of these guidelines will also be removed.
  • Specific e-lists are subject to some limitations in the scope of discussion and/or in subscription. They are as follows:

    OPLINList
    Subscription: Open to anyone interested in Ohio public libraries.
    Who may post: All subscribers. Postings from non-subscribers are moderated and reviewed for appropriateness.
    Scope: Any topic of broad general interest to the staff or trustees of Ohio public libraries. The OPLINList is a professional tool and should be used for topics of professional interest.

    OPLINUpdates
    Subscription: Library directors and one other contact; others upon request.
    Who may post: Only OPLIN staff. There is no comment or discussion.
    Scope: Limited to announcements from OPLIN staff.

    OPLINTech
    Subscription: Open to any technology managers, specialists, and consultants in public libraries.
    Who may post: All subscribers.
    Scope: Limited to discussion of network, library applications, and other library-related technology issues.

    Single Purpose Lists
    Subscription: Limited to members of working groups or committees. Examples are the Teen Editorial Advisory and Statewide Delivery groups.
    Who may post: Limited to the working topic.

Approved by the OPLIN Board of Trustees, November 9, 2001

 

OPLINUPDATES

WHAT?

OPLINUPDATES is an email list used by the OPLIN office to announce news about new OPLIN services and important changes to existing OPLIN services.

WHO?

At least every library director and one other staff person should be subscribed to this list, but we encourage everyone to subscribe. There is absolutely no better way to keep up with OPLIN news. Since it's an announcement-only list, and only the OPLIN office can post to the list, it won't put anything but important messages in your e-mail inbox.

HOW?

To join OPLINUPDATES:

  • Go to the web page http://lists.oplin.org/mailman/listinfo/oplinupdates.
  • Follow the instructions under the heading "Subscribing to OPLINUPDATES." You will enter your e-mail address and password to manage your subscription.
  • You will be sent an e-mail confirming your subscription request. Simply reply to the e-mail and your subscription will be activated.

To leave OPLINUPDATES:

  • Go to the web page http://lists.oplin.org/mailman/listinfo/oplinupdates.
  • At the bottom of the page, enter your e-mail address and click the Edit Options button.
  • You will need your list password to unsubscribe. If you have forgotten it, click the Email My Password To Me button.
  • Enter your password under the heading "Unsubscribing from OPLINUPDATES."

List Settings

All subscription settings can be managed from the list's information pages.

  • Go to the web page http://lists.oplin.org/mailman/listinfo/oplinupdates.
  • At the bottom of the information page, enter your e-mail address and click the Edit Options button
  • You can change any subscription options; enter your password, and click the Submit My Changes button

 

OPLINLIST

OPLINLIST - the email list for all non-technical OPLIN discussions

WHAT? The OPLINLIST is an online discussion of any and all non-technical topics related to OPLIN or Ohio libraries and the Internet. While the list will be unmoderated, OPLIN staff will be reading the postings and will respond to the list or the poster as appropriate.

OPLINLIST is a discussion group that takes place online through the use of Internet email. For example, if you wanted to ask all other Ohio public libraries a question, you would create a typical Internet email message with your question typed in as the body of the message. The "To:" address would be oplinlist@lists.oplin.org). Once you send your message, a copy goes to every subscriber on the list. So, if the list has 2,000 subscribers, the one email message you created will be seen and read by 2,000 individuals. If any of these subscribers want to respond, they can post their response to the list where it will be seen and read by all 2,000 subscribers...including you!

WHO?

Anyone who works in or does business with Ohio libraries is welcome to subscribe.

HOW?

  • Go to the web page http://lists.oplin.org/mailman/listinfo/oplinlist.
  • Follow the instructions under the heading "Subscribing to OPLINLIST." You will enter your email address and password to manage your subscription.
  • You will be sent an email confirming your subscription request. Simply reply to the email and your subscription will be activated.

To leave OPLINLIST:

  • Go to the web page http://lists.oplin.org/mailman/listinfo/oplinlist.
  • At the bottom of the page, enter your email address and click the Edit Options button.
  • You will need your list password to unsubscribe. If you have forgotten it, click the "Email My Password To Me" button
  • Enter your password under the heading "Unsubscribing from OPLINLIST."

To post a message to OPLINLIST:

WHEN?

The best way of answering the question "When should I use OPLINLIST?" is by thinking about those times when this wouldn't be the best solution:

  1. A question that needs to be answered by the OPLIN Executive Director or OPLIN Managing Editor is best handled by contacting them directly.
  2. If you have questions about using a specific OPLIN service (your Internet connection, the reference databases, OPLIN webMAIL, etc.), call the OPLIN Help Desk at 1-888-96-OPLIN (1-888-966-7546).
  3. If you have a technical question, consider joining the OPLINTECH listserv.

If one of the above options doesn't provide a better alternative, then post your question to OPLINLIST.

List Settings

All subscription settings can be managed from the list's information pages.

  • Go to the web page http://lists.oplin.org/mailman/listinfo/oplinlist.
  • At the bottom of the information page, enter your email address and click the Edit Options button.
  • You can change any subscription options; enter your password, and click the Submit My Changes button.

OPLINTECH

You can now search the OPLINTECH archives!

OPLINTECH - the email list for all technical OPLIN discussions

WHAT?

The OPLINTECH e-list is an online discussion of any and all technical topics related to OPLIN or Ohio libraries and the Internet. Only subscribed members of the list can submit postings.

WHO?

Anyone with Internet email and an interest in technical discussions related to OPLIN is encouraged to subscribe.

HOW?

To join OPLINTECH:

  • Go to the web page http://lists.oplin.org/mailman/listinfo/oplintech.
  • Follow the instructions under the heading "Subscribing to OPLINTECH." You will enter your email address and password to manage your subscription.
  • You will be sent an email confirming your subscription request. Simply reply to the email and your subscription will be activated.

To leave OPLINTECH:

  • Go to the web page http://lists.oplin.org/mailman/listinfo/oplintech.
  • At the bottom of the page, enter your email address and click the Edit Options button.
  • You will need your list password to unsubscribe. If you have forgotten it, click the Email My Password To Me button.
  • Enter your password under the heading "Unsubscribing from OPLINTECH."

To post a message to OPLINTECH: * Send an email message to: oplintech@lists.oplin.org

WHEN?

Whenever an OPLIN technical issue needs discussion, clarification, advice, input, etc., use the OPLINTECH list to reach your peers in the Ohio public library community.

List Settings

All subscription settings can be managed from the list's information pages.

  • Go to the web page http://lists.oplin.org/mailman/listinfo/oplintech.
  • At the bottom of the information page, enter your email address and click the Edit Options button.
  • You can change any subscription options; enter your password, and click the Submit My Changes button.