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Help Desk

Problems sending e-mail

Outgoing Mail Is Slow

This is probably due to you sending a large attachment with your email. First, verify that the file size of your attachment is not excessively large. Many Internet Service Providers (ISPs) will block attachments over a particular file size. In general, e-mail attachments should not exceed 1.0MB in size. Larger file attachments will take longer to send, so you might want to compress the file using a zip program such as WinZip.

Some things you may wish to consider:

  • You can send the attachment in a compressed format, which will reduce the file size, thus taking less time to send.
  • If what you are sending is found on a Web page, you can send a link to the page instead of sending the entire file.
  • If you are sending a graphic image, you might want to send it in a format that is smaller in file size.
    1. Some examples of file formats that are usually large: .PCX, .BMP, .PSP, .RAW
    2. Some examples of smaller file size formats: .GIF, .JPEG, .JPG, .PNG

Forwarding Your E-Mail To Another E-Mail Account

You can log onto NTMail and specify a forwarding e-mail address. NTMail enables you to manage your e-mail messages from the Web page. By specifying a forwarding address, any mail sent to your e-mail address will be forwarded to another address specified by you.

To log onto NTMail:

  • From the Web page, click Your Account.
  • Click Change E-mail Password, Forwarding, etc.
  • Type your e-mail address and password, and then click EnterNTMail.

Figure 1: GRU.Net Your Account Web page. (for Windows XP)

Figure 2: NTMail log on page. (for Windows XP)

To forward your e-mail messages:

  • Click the Account button.
  • In the Account Information dialog box, click the Forward tab.
  • Type the e-mail address you want to send your e-mail messages to, and then click Add.
  • To ensure that messages do not stay on the mail server (and fill your allotted storage space), clear the Retail copy of received mail check box.
  • Click Update.

Figure 3: NTMail account page. (for Windows XP)

Figure 4: In the NTMail Account Information dialog box you can forward your e-mail.

Note: After setting your GRU.Net e-mail address to forward to another e-mail account, you must log back into NTMail and remove the forward address if you wish to stop forwarding your e-mail messages.

Sending Duplicate And Unreadable E-Mail Messages
Your computer may be infected with a virus. To combat the infection, update your anti-virus software's virus definitions, scan and clean all of the viruses on your PC, and then run ScanDisk.

If you don't already have an anti-virus program, now is the time to get one.  You can download free or temporary trial anti-virus software from any of the major manufacturers (e.g.,,, or you can search the Internet using the phrase “anti-virus software”.

Sometimes virus software will change your mail server settings when installing. This is because it actually sends the e-mail to the virus software company, where it is scanned for viruses before being sent to you. If you are unable to send e-mail after installing virus software, verify that your mail server settings have not been changed.

Sending Messages To Multiple Recipients
This requires filling in the To and CC (carbon copy) lines of the e-mail message.  The arrangement of these fields will vary between e-mail clients. Outlook Express and Netscape users may wish to create an e-mail group to facilitate future mass e-mails.

Sending E-Mail When Not Connected To GRU.Net
In order to send e-mail when you’re not connected to the Internet using GRU.Net, you must enable Authenticated SMTP settings in your email client. This if often labeled as something similar to My Mail server requires me to log in or Enable Authenticated SMTP. You will need to enter the username and password you use for email when prompted. Note: This is not the same as SPA or Secure Password Authentication. For convenience, you can leave this setting in place even when logging on via the local GRU.Net dial-up number.

To configure this option in Outlook Express:

  1. Click the Tools menu, and click Accounts.
  2. Click the Mail tab, click, and then click Properties.
  3. Click the Servers tab.
  4. Select the My server requires authentication check box.
  5. Click Settings, and ensure the Use same settings as my incoming mail server option is selected.
  6. Click OK. Continue clicking OK until all dialog boxes are closed.

Figure 5: Internet Accounts dialog box in Outlook Express 6

Figure 6: GRU.Net account properties on the Servers tab

Figure 7: Outgoing mail server dialog box, where you can specify logon information.

Error: The Host Could Not Be Found

If you’re receiving an error stating that the host could not be found when you’re trying to send e-mail, verify that you are connected to the Internet and can view Web pages. If you can actively browse Web pages, open your e-mail client and verify that the server name is specified correctly in the configuration section (e.g., verify that the dots are placed correctly in SMTP.GRU.NET).

If you are connected to the Internet but can't see Web pages, you may have a routing problem. Restart your computer and try again. If the problem is not resolved, call the Help Desk at 334-3100.

Error: Connection Refused

Check your connection settings and e-mail client configuration and try again. Contact the Help Desk if the problem is not resolved.

Error: The Server Rejected One Of The Recipients

This message indicates that the destination server did not recognize one or more of the addresses to which you sent the e-mail message.  Verify that the recipient e-mail address is typed correctly.

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