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End of Year Site Updating - Email Groups

At the end of each school year, the site and email groups need to be updated to reflect the den's new names (tigers become wolves, etc.)  Each den has a non-changing "number" (Den 004, for example, is the Bear den in the 2009-2010 school year. For the 2010-2011 school year, Den 004 will be Webelos 1.)

This update for the Email groups is pretty simple:
 
You need to login to our domain server's administrative interface, for which a protected account has been setup. Contact the webmaster for login and URL info. Once logged in:

1) Click on the "Home"  link on the left-side navigation.
2) On the resulting screen, click the domain "Pack521.com" on the list at the bottom of the page.
3) Click on the "Mail" icon in the resulting screen, in the "Services" section
4) The resulting screen will show all defined mailboxes. Practically all "mailboxes" are "Forwards",  and "Groups".  The grey sub-listings, if shown, are "Aliases" for a group or email address.

Start with the Webelos 2 -- It needs to be removed.
1) Click on the checkboxes next to the den email group (ex: 003@pack521.com) and the one next to its leaders' group (ex: 003_leaders@pack521.com)
2) Click on the "Remove Selected" link (with a red X) above the aliases list.
3) Confirm the removal on the next screen

For each den, listed as "004@pack521.com", "005@pack521.com", etc. and starting with the loset NUMBERED den do this:
1) Click on the den email group (ex: 004@pack521.com)
2) At the bottom of the page is a list of "aliases". For each den, there should be at least two: "den004@pack521.com" and "bears@pack521.com".  The first one is used for clarity and redundancy of the numeric way of identifying dens.  The second one is the one that needs to be changed to reflect the new status.
3) Click on the checkbox to the alias(es) that no longer reflect that den's status/name (ex: bears@pack521.com)
4) Click on the "Remove Selected" link (with a red X) above the aliases list.
5) Confirm the removal on the next screen
6) Now let's add the new alias(es): Click on the "Add New Mail Alias" icon under the "tools" section of the page.
7) Enter the new alias in the box.  
8) Repeat steps 6 and 7 as necessary. (For example, covering misspellings, like "weblos" and "webeles", or additional handles like "all_bears" or "allbears".

Add the new Tigers group:
1) Click the "Up Level" button on the upper right of the screen until you return to the listing of all the emails for the pack.
2) Click the "Add New Mail Account" button under the tools section of the page.
3) Enter the new den number in the "Mail Account" entry box.  (If the last current den number was 007 (the now new wolves) then the next den number would be 008)
4) Don't enter a password -- not needed for groups.
5) Remove the checkbox next to the "Mailbox" entry. (Also not needed.)
6) Click the OK button.
7) On the next screen, click the "Add New Mail Alias" icon
8) Enter in "tigers" as an alias, and press OK.
9) Repeat steps 7 and 8 adding "den" to the den number to make an alias (like "den008".)

If you already have some new tigers' emails, or later to add new ones:
10) Click the "Mail Group" icon
11) Click the "Add Member" icon
12) Type in the new member's email address on the box at the top of the page.
13) Scroll down past the list and press the OK button
14) Repeat steps 11, 12, and 13 for all the email addresses you want to add.
15) If there's a "Switch On" button, click it.  If the icon says "Switch Off" DON'T click it.

Update the "all@pack521.com" Group:
1) Click the "Up Level" button on the upper right of the screen until you return to the listing of all the emails for the pack.
2) Click on "all_dens@pack521.com" 
3) Click on the "Mail Group" icon
4) Click the "Add New Member" icon
5) Scroll down to the list of existing emails, and click the checkbox next to the newly created tigers den number email group (ex: 008@pack521.com)  
6) Press the OK button.
( This will add that group to the "all@pack521.com" email group. When a new member is added to the 008@pack521.com they will thus also be automatically included in the all@pack521.com emails.)

Update the "leaders@pack521.com" Group:
1) Click the "Up Level" button on the upper right of the screen until you return to the listing of all the emails for the pack.
2) Click on "leaders@pack521.com" 
3) Click on the "Mail Group" icon
4) Click the "Add New Member" icon
5) Scroll down to the list of existing emails, and click the checkbox next to the newly created tigers den leaders email group (ex: 008_leaders@pack521.com)  
6) Press the OK button.
( This will add that leaders group to the "leaders@pack521.com" email group. When a new member is added to the 008_leaders@pack521.com they will thus also be automatically included in the leaders@pack521.com emails.)

Update the "webelos@pack521.com" Group:
1) Click the "Up Level" button on the upper right of the screen until you return to the listing of all the emails for the pack.
2) Click on "webelos@pack521.com" 
3) Click on the "Mail Group" icon
4) Click the "Add New Member" icon
5) Scroll down to the list of existing emails, and click the checkbox next to the new webelos 1 den number email group (ex: 005@pack521.com)  
6) Press the OK button.
( This will add that group to the "webelos@pack521.com" email group, which is a way to communicate with the two webelos dens at the same time. The previous webelos 2 were automatically removed when their den group was removed. This left only the old webelos 1 den on this group, and we're now adding the old Bears den who are now Webelos 1.)

Update Any Other Groups or Forwards/Redirects:
Using the same process as the previous three tasks, update any email group with the appropriate members. Examples of such email groups are:
- admin@pack521.com
- advancement@pack521.com
- calendar@pack521.com
- cubmaster@pack521.com  (This is a "Forward", not a "Group" -- It is identified as such in the page where all the emails for the pack are listed, by having an icon of an envelope with a small blue arrow in front of it, instead of the icon with the two small busts/people that identifies the email as a "group" email.  In this case, when you click on it, instead of clicking the "Mail Group" icon, you click the "Redirect" icon to change who the email is forwarded to.) 


That's all. There's a few more things the Mail sub-system can do (Auto Responders, Spam filtering, etc.) but you can read more about them and how to play with that stuff in the contextual "Help" link on the side-bar menu on any page. It will give you contextual instructions and explanation on what you can do for that particular page and its contents.

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