Administrators can set up and configure how the Email tool works in Brightspace.
Prerequisites for setting up email for your organization
Before you begin setting up your D2L email system you must:
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Determine the organization’s domain
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Your organization must determine what domain to use for sending and receiving D2L email.
If you are one of many organizations using the same instance of Brightspace your domain value must be unique across the organizations that use the same installation. If you attempt to save a domain value that is not unique you will receive an error message.
Consult your D2L Client Sales Executive if you require guidance.
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Allocate storage space for email
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If your organization is providing the capability to receive email, the organization must determine how much email storage space to allocate each user. When establishing space allocation, you must consider how much space is available on the file server, as well as limits on message and attachment size.
The amount of storage space that a user is allocated limits the size of all the messages, sent and received, including attachments that the user can store and drafts the user saves. If a user fills 95% of his storage space, he will no longer be able to compose a message. A message will inform the user that room must be made on the account before messages can be sent. If storing a sent message would exceed a user’s allocated space the message will not be sent instead an error will explain why the message cannot be sent. Messages that cause users to exceed their allocated storage space will not be delivered. The sender is notified that the message cannot be delivered because the mailbox belonging to the intended recipient is full.
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Set up the address for the D2L Postmaster
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Once your organization has determined its domain, you can save the address and name that Postmaster messages are delivered from. For example, messages that inform users that email could not be sent originate from the D2L Postmaster address.
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Email configuration options
Most organizations use one of three common email configuration options:
- Send-only email - Send-only email allows users to send but not receive email. Users are provided with an address book containing contacts from the courses they are enrolled in. They might or might not be able to add additional contacts. Users are not given a Brightspace specific email address. Additional disk storage space is not required for send-only email. Copies of sent messages are not stored in Brightspace.
- Course email - Course email provides users with an email account that they can use to send and receive emails from other users in Brightspace. Users cannot send emails to or receive emails from external email accounts. The system automatically populates their address books with contacts from the courses they are enrolled in. Users might be allowed to add contacts of their own to the address book.
- Full email - Full email provides users with an email account that they can use to send and receive emails to both internal and external contacts. The system automatically populates their address books with contacts from the courses they are enrolled in. Users might be allowed to add contacts of their own to the address book.
It is possible to customize configurations by setting configuration variables and permission settings individually. You can customize some email permissions by role. Depending on which configuration your organization sets up, you may not have access to all email features described in this section.
Internal email addresses are addresses created by Brightspace and tie to a user account in the learning management system. External email addresses are managed outside Brightspace (e.g., email@gmail.com). You can associate an external email address with your Brightspace email using the email settings.
Note: If you add or update your reply-To or Forwarding email address, you will receive an email prompting you to verify your email address. To verify your email address, click the link in the email verification message you received.
If your organization chooses Send-Only email, everyone within the organization will have Send-Only email. If your organization opts for Full Email, tailored permissions can be given on a role-by-role basis, including reducing roles to Send-Only capabilities.