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IEEE Alias Frequestly Asked Questions

The section provides answers to the frequently asked questions on IEEE e-mail alias service.

 

Answers to frequently asked questions

Q1. Can I have an e-mail alias in each of the IEEE.org, computer.org and comsoc.org domains?

A. Yes. If you qualify, each requires membership in that portion of IEEE.

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Q2. Are e-mail lists which are maintained outside of IEEE.s list service or Virtual Communities subject to these guidelines?

A. In some areas, yes. for example, actions inconsistent with IEEE ethics would be subject to review for any such lists. The prohibition against IEEE electioneering applies to all lists maintained on IEEE systems (even if not the formal systems) if the list is not designated for that purpose.

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Q3. Do the IEEE spam and virus filtering processes retain copies of e-mail going through the alias system?

A. No. These tools do need to scan the content of e-mail to classify it and/or detect known virus code, however once this is compete the e-mail is not retained.

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Q4. If I have concerns or questions about IEEE E-Mail Policies or Guidelines who can I ask?

A. ITSC (Information Technology Strategy Committee) is chartered with maintaining these documents, including the FAQ. Please contact ITSC via itsc@ieee.org.

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Q5. I forgot my IEEE username and/or IEEE password so I can update my IEEE alias, how do I retrieve it?

A. The IEEE Alias service now requires the use of an IEEE Account to register, update, or delete an IEEE Alias. You may obtain an IEEE Account at http://www.ieee.org/web/accounts/. If you have a Account, but forgot your PIN and/or password, there is a link on http://www.ieee.org/web/accounts/ below the registration area to recover your Username/Password.

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Q6. How can I have my IEEE alias forward to two e-mail addresses?

A. Currently the IEEE alias service only supports one forwarding address for an alias. This is described in the IEEE e-mail Policy, located at http://eleccomm.ieee.org/email-policy.shtml , in section 3.1.8.

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Q7. Can I have two IEEE aliases?

A. The IEEE alias service only supports one IEEE alias per member. This is described in the IEEE e-mail Policy, located at http://eleccomm.ieee.org/email-policy.shtml , in section 3.1.7.

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Q8. I just updated my IEEE alias information, but why is e-mail sent to my IEEE alias still going to the old forwarding address?

A. There are a couple of reasons that might explain why.

  1. If you just registered for an IEEE alias or just updated your IEEE alias information, it will not take affect until the IEEE alias service updates the alias information. Currently, the alias information is updated twice a day at 6:00am and 6:00pm (EST).

  2. Verify your IEEE alias and forwarding address information at https://eleccomm.ieee.org/aliases/update.html . Ensure that you have the proper forwarding address for your alias.

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Q9. How do I change my IEEE alias from auser@ieee.org to a.user@ieee.org?

A. To change your IEEE alias, you have to remove your existing alias, then re-register for a new alias. To remove you existing IEEE alias, please proceed to https://eleccomm.ieee.org/aliases/delete-alias.html . Then re-register for the new alias at https://eleccomm.ieee.org/aliases/register.html . IEEE aliases are on a first come first serve basis, so the alias that you may wish to change to may not be available. When you change your alias, the old one will remain active and the new one inactive, until the IEEE alias system updates it's information. The alias information is currently updated twice a day, 6:00 am and 6:00 pm (EST).

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Q10. I have an IEEE alias, but how can I send e-mail using my IEEE alias?

A. To utilize your IEEE alias to send mail as if it were coming from your IEEE alias, change your mail clients "from:" field e-mail address and/or the "reply to:" field to your IEEE alias. (Refer to the help in your mail client to find these fields if you do not know where they are.) Some ISP's may not allow messages to leave their mail system if the address is not within their domain. The reason is that they may have anti-spam prevention in place. In that case you can try to put your e-mail address back in the "From:" field and leave your IEEE alias in the "Reply to:" field. This will enable people that you send mail to be able to reply to your messages and the replies will go to the IEEE alias, where it will get scanned for e-mail attachment viruses before being forwarded to your IEEE alias forwarding address.

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Q11. How do I get access to my IEEE e-mail?

A. The IEEE E-mail alias service only forwards e-mail to an existing e-mail address that is provided by the member during the registration of the alias.

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Q12. Is there an e-mail web interface like hotmail so I can view my IEEE e-mail?

A. The IEEE e-mail alias service is an alias service only. E-mail sent to your IEEE e-mail address (alias) is forwarded to the e-mail address that was entered when registering for the service.

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Q13. I sent a test message to my IEEE alias and I never received it.

A. There are a few reasons that might explain why.

  1. If your forwarding e-mail address is hosted by Gmail or Google related e-mail service. Your IEEE member alias is working OK and forwarding e-mails to your Gmail account, the only problem is Gmail is not showing the messages in your mailbox. Gmail has implemented a spam filter that addresses open relay issues. An open relay (sometimes called a third-party relay) is an e-mail server that allows third-party relay of e-mail messages. By processing mail that is neither for nor from a local user, an open relay makes it possible for an unscrupulous sender to route large volumes of spam.

    If your IEEE alias is set to forward e-mail to a Gmail account and you send e-mail from your Gmail.com account to your IEEE alias. Gmail sees such e-mail as an open relay and is not delivering the e-mail to your mailbox. Technically the message looks like it originates from Gmail, and passed to the internet but returned back to the sender as the final recipient. You should not experience any problem with e-mail delivery if the e-mail arrives through other domain (i.e. Yahoo, AOL, and Hotmail).

    Members are advice not to send test e-mails from their Gmail account to their IEEE alias if their members alias are set to forwards e-mails to a Gmail.com account, because Gmail.com always suspect such e-mail as possible open relay and never deliver such message.

    Noted Recommendation : To Get Gmail to trust e-mail from your IEEE or Computer Society aliases, add your aliases (@computer.org or @ieee.org)into your Gmail Settings.

    Learn more about sending email using Gmail

  2. Verify your IEEE alias and forwarding address information at https://eleccomm.ieee.org/aliases/update.html . Ensure that you have the proper forwarding address for your alias.

  3. The message may be queued on the SMTP (mail server) that you used to send the message out. You may need to call your Internet Service Provider (ISP) to find out if they are currently experiencing e-mail problems

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Q14. I have sent a test message to my IEEE alias and it took a long time for it to be forwarded.

A. There may be several issues causing the delay. Most of the time it is network (Internet) connectivity between sites.

  1. If network connectivity or Internet connectivity is down, communication cannot be established. If you sent a message to your IEEE alias and it has not arrived yet, it may be queued on the SMTP server that you used to send the message.

  2. If someone sent you a message from a different site and the IEEE alias service received it, it will instantly forward the message unless the network (Internet) connectivity between the IEEE alias service and your forwarding site is down. In this situation, the IEEE alias service will keep trying to deliver the message every seven minutes, for up to three days.

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Q15.Is there a message size limit for e-mail sent to my IEEE alias?

A. Currently, the IEEE does not have a message size limit established for the IEEE alias service. However, since e-mail sent to an IEEE alias is forwarded to a forwarding e-mail address, there may be a  message size limit on the forwarding mail server.

Example:
A e-mail with a 2MB attachment is sent to the IEEE alias of user@ieee.org. user@ieee.org forwards to user@isp.net . If  isp.net has a message size limit of 1MB. When the IEEE alias system forwards the 2MB message to isp.net, it exceeds the 1MB restriction that they have established, so isp.net rejects the message.  The IEEE alias service will send the reject message back to the sender.

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Spam

Q1. Why am I receiving spam at my IEEE alias?

A. The spam message was sent directly to your IEEE alias.

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Q2. How did the sender of the spam message get my IEEE alias information?

A. Spammers harvest e-mail address for PC e-mail address books, Web pages, an online directories, or they simply guess you e-mail address using automated programs to generate combinations of letters and numbers. As a result even brand new accounts that have never been used are vulnerable to spam.

If you use your IEEE alias on any commercial site, you run the risk of that commercial site selling your information to other parties that may use that information to send spam. To reduce the risk, make sure that any site that asks your for information has a privacy policy that protects you and your information to ensure that it does not sell or give anyone your information without your permission.

View the IEEE Privacy poliy

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Q3. I am receiving spam sent to my IEEE alias, can the IEEE block it? Can the IEEE form a list of addresses or sites and block them?

A. In November 2003 the IEEE introduced a new UCE/Spam filtering service to staff and members using the "ieee.org" domain. The UCE/Spam filtering service for the IEEE Member E-Mail Alias Service provides a mechanism to manage the amount of Unsolicited Commercial E-Mail (a.k.a. spam) sent to your IEEE E-Mail Alias for so long as you retain your IEEE membership. This service is free of charge. Members interested in using this service must sign in for the service at: https://uce.ieee.org.

The UCE/Spam filtering service also includes black and white lists so that member can decide which e-mail addresses to block or to allow.

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Policy

Q1. With regard to IEEE mailing lists, what is IEEE business?

A. IEEE sponsored or co-sponsored activities are IEEE business, including all meetings, conferences, workshops, etc. Each electronic mailing list has some identified community of interest, which should be within IEEE's sphere of activities. In this context, communications relevant to that activity would be appropriate for the list.

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Q2. Are SAMIEEE extracts done by Organizational Units OUs or staff on behalf of OUs for meeting notices or newsletters or even conference announcements/call for papers considered lists created for a "specific purpose"?

A. IEEE operates to provide information, typically technical information, to individuals. While we should give individuals means to indicate the types of technical information they receive (TIP codes for example, but joining a society or attending a conference is another form of this), we can assume that they have opted-in for information relevant to these uses (but still provide a way to opt-out.)

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Q3. When is it appropriate to include a member e-mail addresses in a mailing list without the member's consent?

A. If the mailing list is used for sending information to members regarding a program, a subscription, etc. which the member belongs to, or has taken part in previously, it is IEEE business and governed by sections 5.2 and 5.12 of the e-mail policy. However, if this is not the case then an opt-in mechanism is required.

Any particular e-mail message may be perfectly acceptable to one member and not another. It all depends on technical memberships, TIP codes, conference attendance or any other criteria that may be specific to the individual member relationship with IEEE

For example: If a member belongs to Society A and has never attended any conferences or ordered any publications from Society B, it is unacceptable for Society B to send communications to this member regarding Society B. In this case any communication sent to the member must be done on an opt-in basis.

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