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    To access the Email Forwarding Tool, click here.

    Overview

    The Email Forwarding Tool lets you batch-forward your email to one or more recipients.

    This tool is especially useful for LBL employees who are planning on leaving the lab and want to transfer ownership of their email to someone else before it gets deleted.

    About

    The Email Forwarding Tool is a web application created with Google Apps Script and developed and maintained by the IT Collaboration Services group at Lawrence Berkeley Lab.

    If you have any questions or comments about the Email Forwarding Tool, please send an email to the IT Help Desk at help@lbl.gov.

    Basic Instructions

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    To submit a request to forward mail:

    1. Recipients: In the "recipients" field, enter one or more email addresses. (Please separate multiple addresses with commas). Recipients are the accounts you will be forwarding your mail to.
      1. Example entry (single recipient): person1@lbl.gov
      2. Example entry (multiple recipients): person1@lbl.gov, person2@lbl.gov, person3@lbl.gov

    2. Start Label: In the "start label" field, enter the name of the Gmail Label that you have created in your Lab account (you should have your intended outgoing email already labeled with the Start Label). For nested labels, please forward slashes to separate the different levels (see example below).
      1. Example entry (top-level label): Source
      2. Example entry (nested label): Forwarding/Source

    3. End Label: In the "end label" field, enter the name of the Gmail Label that you have created in your Lab account. This label will be assigned to your forwarded emails, replacing the Start Label after the forwarding process is complete. Now you have a way to find a copy of all the email you forwarded in your Gmail account by filtering with the End Label.
      1. Example entry (top-level label): Completed
      2. Example entry (nested label): Forwarding/Completed

    4. Subject Prefix: In the optional "prefix" field, you may want to enter an identifier to append to the front of the subject line of forwarded messages. This can make it easier for the recipient to categorize mail they received. If you don't want to append a prefix to the subject line of forwarded messages, just leave this field blank.
      1. Example: April 2015

    5. Forwarding Option: In the "Forwarding Option" step, select one of the two radio buttons that appear. If you want to forward your email one time immediately, select "Forward Now." Otherwise, you can enable (or disable) the "Forward Daily" settings. For more information, see "Forwarding Options" below.

    6. Validate Input: After you complete steps one through five, click the "Validate Input" button. The validation step may take a minute to complete. If you have some incorrect fields, an error message will appear next to each respective field.
      1. If the Validate button is red, that means that you have some errors to correct. Once you correct your form errors, click "Validate" again.
      2. If the Validate button is green, your form input is correct and you are allowed to proceed to the final step.
      3. If the Validate button is yellow, that means that your data is currently being validated.

    7. Submit: When you are ready to submit your request, click the "Submit" button. (Note: The "Submit" button will not appear until the validation is successful).

    8. Confirmation: Check your inbox for the following confirmation messages:
      1. An email letting you know that your request has been submitted (with details about your request).
      2. An email letting you know when a scheduled batch-forward has completed.
      3. If you have a lot of mail to forward, you will get progress messages every five minutes or so.
      4. If you get too close to your daily sending quota, you will get a special message (see the FAQs tab).

    Note: Validation of the recipient email address is done by sending a test message to that address. (If we do not get a bounce back in 30 seconds, we assume it is a valid address)

    Forwarding Options

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    Users have two options when forwarding email.

    1. Forward Now 
      By selecting the this option, the Email Forwarding Tool will forward all messages in your start label to the recipients you listed until the start label is empty. This process will begin as soon as the user clicks the "Submit" button.

    2. Forward Daily 
      By selecting this option, the Email Forwarding Tool will forward all messages in your start label to the recipients you listed until the start label is empty. This process will begin at approximately 1am and repeat each day. To stop forwarding daily, refresh the Email Forwarding Tool web form and select the "Stop Forwarding Daily" option.

     

     

     

    To access the Email Forwarding Tool, click here.

    Berkeley Lab Sign In

    In order to use the Email Forwarding Tool, you must be signed into their Berkeley Lab Gmail accounts.

    Authorizing the Tool

    Before using the Email Forwarding Tool, you must give it permission to access your Gmail account.

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    1. If you are a new user of the Email Forwarding Tool, you will be asked to grant the app permission to access your Gmail account data. This is necessary for sending your email messages and managing your Gmail labels. To grant access, click the "Continue" button.
    2. A new window will appear listing the kinds of actions the Email Forwarding Tool will be allowed to do on your behalf if you allow it access. If you accept these terms, click the "Accept" button.
    3. After clicking "Accept," you will be redirected to the Email Forwarding Tool page. In your inbox, you will receive an email that allows you to revoke access (see below).

    Revoking Access

    If you no longer need to user the Email Forwarding Tool, you have two ways of revoking the tool's access to your account.

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    1. Clear Settings - this feature of the Email Forwarding Tool allows you to delete your account data from this application without revoking access to your account. (If you no longer need to use the Email Forwarding Tool, you should "Clear Settings" and then uninstall the application in that order). 
      1. Note: You may also use the Clear Settings button to stop a forwarding session in progress.

    2. Uninstall App - this is Google's "official" way to stop a Google Apps Script web application from accessing your account. Shortly after granting the Email Forwarding Tool permission to send mail on your behalf, you should have received an automatically-generated email from apps-scripts-notifications@google.com with the subject line "More information about EmailForwardingTool with uninstall instructions." Click the red button in the email body with the label "Uninstall EmailForwardingTool."
      1. Note: If you want to uninstall the Email Forwarding Tool, it's recommended that you Clear Settings first.

    To access the Email Forwarding Tool, click here.

    Frequently Asked Questions

      Q: How do I create a Gmail label?

    A: To create a Gmail label, log into your Gmail account and do the following:

     

    1. Click on the "More" link in the left sidebar.


    2. After expanding the "More" drop-down, click the "Create new label" link.


    3. In the pop-up window, enter the name of your label. Then click the "Create" button.


    4. To modify your label, go to the sidebar of your Gmail inbox and click on your label. To make your label easier to see, you can assign a label color. You can also add and remove sub-labels.
      Q: How do I cancel a mail forwarding process that is currently running?

     A: To stop a forwarding process that is currently taking place, go to the Email Forwarding Tool page and click on the "Clear Settings" button inside the red box.

      Q: I unsubscribed from the Email Forwarding Tool, but I still get daily forwarding confirmations. How do I stop these notifications?

    A:  Because of Google's limited functionality, unsubscribing from an application based in Google Apps Script doesn't always remove you as a user. Behind the scenes, special long-term storage settings known as "user properties" retain your personal data even when you're not using the app. To remove your personal user properties from this application, please go to the Email Forwarding Tool page and click on the "Clear Settings" button inside the red box. For more information on the unsubscribe process, visit the Requirements tab. 

      Q: How does the Email Forwarding Tool validate my recipients?

    A: When you click the "Validate" button, the Email Forwarding Tool tests whether the email addresses you entered into the "recipients" field are valid. First, the data you entered is tested to see whether it has the right format. (This is accomplished through regular expressions). If your recipient(s) pass the format test, the Email Forwarding Tool will send a test email to each recipient you listed. Then the Email Forwarding Tool will wait for approximately thirty seconds for a bounced email to arrive in your inbox. (For best results, please check your inbox for this email yourself). If the Email Forwarding Tool detects a bounced email, you will see the following error message next to the "recipients" field: Error: Your email address(es) are nonexistent. Otherwise, you will see the following success message: Success: Your recipients were verified!

      Q: I have additional questions or comments. Who do I contact?

    A: For any questions of comments about the Email Forwarding Tool, please contact the IT Help Desk at help@lbl.gov