I forgot my username or password

Hayling Island u3a

Every current member of Hayling Island u3a has a username and password that gives access the the members' area of this site.

We sent an email to everyone when we launched the site providing usernames and passwords. All new members are notified of their credentials when they join.

This article explains what to do if you have lost or forgotten your username, your password or both.

The process depends on your current situation:

  • If you know your username, use the procedure described below to reset your password
  • If you do not share your email address with another member of Hayling Island U3A, use the procedure described below to reset your password.

If neither applies to you, you will need to find out your username. Either Andy Henderson or Peter Haskell can tell you your username.

Your password is stored by the web site in such a way that no-one can retrieve it. Not even site administrators. Instead, the web site gives you the ability to reset your password using the procedure below. This procedure requires you to have an active email address registered with the web site. If you have provided a dummy email address or or one that doesn't work, you will have to provide Andy Henderson or Peter Haskell with a new password so they can reset it for you.

To reset your password via the web site, click a link to the members' area. You'll find one in the menu bar and another in the area at the bottom of any page in the site. When you click the "Members' area" link you will see the login page...

Retrieve Password 1

Click the message 'Click here if you forgot your password'. You will see this page...

Retrieve Password 2

If you know your username enter it in the box provided. Otherwise you can use your email address - but only if you do not share it with another u3a member.

Click 'Get New Password'. The web site will then send you an email that tells you your username and gives you a link to click. When you click the link you will see this page...

Enter new password

Enter your new password in both boxes provided. If the two versions match, the site will store your new password. You can now go to the members' area of the site using the username provided in the email sent by the web site and the password you just provided. To make sure you have them available when you need them, make a note of them now. Alternatively, set yourself up with a password manager that can keep track of all your ids and passwords and - in many cases - can enter them for you. I can recommend LastPass which is available as a free service.

How to Deal with Problems with Attachments

Computer

Many people encounter problems when trying to open attachments to emails that they have been sent. This article discusses the problems, how to deal with them and how to avoid creating problems when you send them.

Most frequent seem to be associated with word processed files (word files for short). The problem is that there are various word processors and each tend to produce a document in its own native format by default. If you are only using these on your own computer, you are not aware of the problem because you use the same word processor to read them and write them. It is when you send the document to someone else who uses a different word processor that the problem may arise. You may think that "Microsoft Word" is used by everybody and/or all versions of "Microsoft Word" use the same format, but this is not the case.

"Microsoft Word" is quite expensive these days although in the past, versions were distributed free with a new computer. Consequently people are now starting to use free word processors*, which though they are as good as the Microsoft version, have different native file formats. The users of Apple computers have a different word processor, and are becoming more numerous.

The solution to this problem is to use an international format referred to as "PDF" ( Portable Document Format ) which is commonly used for Manuals etc., and for which readers are readily available**. Your computer may have a reader installed already to allow you to read your computer manual. The difference between the PDF document and the "word" document, is that your word processor cannot usually read it. So you cannot edit it yourself.

Most modern word processors can produce PDF files. In the "file" menu, or equivalent, click on "save as" Instead of "save". Then in the box below the line where you can put in the file name, click on the "down" arrow to select PDF format. Alternatively, sometimes there is an "output as PDF" (or similar) option in the file menu which will do the job.

I will discuss dealing with incompatible formats in the next installment.

* For a good free word processor, try this.

**For a free PDF reader, Adobe reader is the standard.

Why don't I get u3a emails?

Hayling Island u3a

The emails get sent - honest. But several people claim they don't get them, or that they get them intermittently.

There's nothing special or different about Hayling Island u3a emails. In fact, when people manage to track them down, they usually find emails from other people have gone astray too.

This note will hopefully help you find out where they are going and how to make sure they arrive OK.

It describes:

  • Some basic principles
  • The main reasons for emails going astray
  • What you can do about it
  • What we can do about it
  • Some specific step-by-step instructions

Continue reading Why don't I get u3a emails? →

How to: Use our site to send emails

Hayling Island u3a

You should always send multiple emails through the web site rather than keep a personal list. The web site ensures you:

  • Use the latest address we have for each member
  • Observe members' preferences for receiving circulation emails
  • Do not email members who have retired from HIU3A; in particular those who have died.

Click/tap any link below to find out more...

How to select who gets your email(s)

There are several ways to begin sending your email. Apart from the first, all these methods require you to have logged in to the members' area.

Apart from the 'Member lookup service' none of these methods disclose your recipients' email address(es). Members decide who can see their email address in the member lookup service through their profile.

Use an email link in the public area of our site

For example anyone can email:

a group's leader (provided they have an email address) via a group page

any of our committee members via the organisation page.

Via member lookup

In the 'Member services' menu you can look up any current HIU3A member. Members decide whether you can see their email address via their profile. You can, however, always email them through the 'Email them' button on the lookup page.

Email group members

Group members, leaders and editors can email:

  • Individual group members via the list of group members shown on the group page
  • All group members via the 'Email group members' link shown in the heading of the group's page, or menu options 'Member services' / 'Email members of a selected group or groups'
  • Selected group members via the 'Email selected group members' link shown in the heading of the group's page.

People can also use the 'all group members' methods to email all members from multiple groups they belong to.

Email group leaders

Under the 'Member services' menu, you see 'Email services'. Under that you see an 'Email all group leaders' option. Authorised members can select that option to start sending an email to group leaders.

Email all HIU3A members

Under the 'Member services' menu, you see 'Email services'. Under that you see an 'Email all u3a members' option. Authorised members can select that option to start sending an email to all our members.

Other methods

HIU3A members such as:

  • Treasurer
  • Membership secretary
  • Groups co-ordinator
  • Visits organiser

all have additional methods to select members they want to email. Since those methods are specific to those roles we haven't listed them here.

Having started your email, you will see one of two different pages depending on whether you selected one member or multiple members:

Send an email to one person

You will see a simple page that asks you to provide a subject and the message you want to send.

You can split your message on to multiple lines. There is, however, no facility to mark up your message with, for example, bold text or bullet points.

If you are not logged in to the site, you are asked to provide your email address. Otherwise:

  • The web sites suggests your HIU3A email address - please accept that unless you have a good reason to override it, that will help your recipient reply to you
  • You can optionally ask for a copy of the message you send.
Send an email to multiple members

However you start your email, you see this form (click to see a larger version):

There are two ways to provide the subject and content of your message:

Enter a subject and message directly

Ignore the 'Message post id' box and enter a subject for your email and the message you want to send.

You can split your message on to multiple lines. There is, however, no facility to mark up your message with, for example, bold text or bullet points. However, you can use special tags exclosed in [ and ] to add links and images.

To provide a simple link to a web page, use:
[link link-address]

For example:
[link https://haylingu3a.org] generates: haylingu3a.org

To link a piece of text to a web page, use:
[link link-address text-to-link]

For example:
[link https://haylingu3a.org Click me] generates: Click me

To insert an image into your email, use:
[image image-address]

Note, however, most email programs suppress images in emails by default. Better to use one of the above methods to link to your image instead.

Send the content of a news item or article

You start by creating an article or news item. The item will have a title that becomes the subject for your email. The text of the article becomes the text of your email. The text can be formatted. For example it can include:

  • Headings (we suggest you use 'Heading 2's
  • Bullets
  • Bold, italic and coloured text
  • Superscripts and subscripts

Features that rely on web site code will not, however, work in your email. For example, the following will not work:

  • Folding sections (like this one)
  • Use of "fancybox" to show larger versions of images

Having published your item you will need its numeric id to email it. Click/tap the 'Update or delete' button on your item's page and the id is shown at the bottom right of the page like this:

When you send your email ignore the subject and message boxes and enter the id in the 'Message post id' box.

We provide a mechanism that allows you to see how your email will appear before you send it out (see below).

The web site suggests you send your emails using your name and HIU3A email address. Please accept that unless you have a good reason to override it, that will help your recipient reply to you. It's OK, for example, to override the email address if you have a role address like chair@haylingu3a.org.

Optionally, add an attachment to your email. Click here to find out more about email attachments.

Before you send your email, you have the option to send a test version to yourself. That allows you to check how it appears and make sure any links work correctly. We suggest you always do that to avoid embarassment of sending an email that then needs a follow-up correction. You won't have to re-enter anything, the site will remember your email when you want to send it to members.

Send a test email

Click/tap 'Send to test address' and enter the email address you want to send it to.

Click/tap 'Proceed' to start sending your test email. You see a confirmation message like this:

Confirmation page

Note that the message shows you the title of your selected post if you chose that method to provide the content of your email. That allows you to check you entered the correct id.

Click/tap 'Confirm your request' to send the test email and see this message:

Email sent

You can then confirm your email is as intended. Make sure any links in the email work correctly. If there are any problems, click Restart and:

  • Either update the plain text subject and text of your message
  • Or update the item that you are using as the basis for your message

Then send a new test message.

Send your email to members

When you have sent your test message and are happy it is ready to be sent, Click/tap Restart and repeat the send process but this time select 'Send to members' instead of 'Send to test address'.

When you click 'Send to members' you will see an additional option to 'Request copy'. If you tick this option the web site will send you a copy of the email together with a list of everyone that received it.

Depending on how many members you are circulating, the process might take some time and your browser page might go blank. That's OK. Wait for the confirmation message.

How to: Work with meetings and events

Hayling Island u3a

We can add events to group pages. Meetings are just one kind of event. Other kinds include: visits, walks, cycle rides, Christmas lunches, and so on.

The web site allows you to create two types of event:

One-off events

One-off events describe an event happening on a single day. The give you complete flexibility over how they appear on the web site since each one can have entirely different details. They have to be created individually, however.

One-off events are a useful way to:

  • Describe meetings for groups that a diverse range of topics or that meet at different venues (for example, the walking group)
  • Supplement recurring events for groups that have occasional meetings that don't fit the normal pattern
Recurring events

One event in the system can occur on multiple days. For example a meeting on the second Tuesday of every month for a year. You can alter the generated dates to allow for special circumstances such as:

  • Extra meetings outside the normal schedule
  • Meetings that coincide with a bank holiday

Recurring events have the same:

  • Title
  • Description
  • Start time
  • Finish time (if specified)
  • Venue (if specified)

The only difference is the date of each one.

Recurring events are a useful way to establish a programme of regular meetings for a group that doesn't change its activities significantly from meeting to meeting.

Events linked to a group can be a mix of the two types.
Continue reading How to: Work with meetings and events →

How to: Update group members and editors

Hayling Island u3a

Each group is linked to a list of members and editors.

Member lists allow everyone in the group to:

  • Send emails to the rest of the group via the web site - email addresses will always be the latest provided by each member
  • See the group in their group lists and in their calendars, making it easier to find out what's going on
  • See contact details for people that have restricted their availability to fellow group members

Group leaders are notified automatically if any of their members are no longer members of HIU3A and those members are automatically removed from emails sent to the group via the web site.

It is therefore important to keep the member list up-to-date.

Continue reading How to: Update group members and editors →

How to: Work with news and articles

Hayling Island u3a

We can add articles and news items to group pages and to u3a pages. Articles and news items are very similar. The main difference is that:

  • News items are useful for a relatively short period of time. For example an announcement of a change of venue for a meeting.
  • Articles have a longer life. For example: the route taken by a walk or a cycle ride; or the results of a group project.

Add a news item or article Continue reading How to: Work with news and articles →

What you need on a ride

Cycling

You need sufficient confidence and experience to ride on the road. We do our best to avoid busy roads, but that's not always possible. If you lack sufficient confidence or experience, get in touch - we might be able to help.

It's not our intention that you should have to invest heavily in equipment, clothing, tools, or spares before joining a ride. You don't need special cycle clothing as long as you are protected from the elements. You do, however, need a serviceable bike. Let us know if you'd like us to check out your bike before a ride.

Spares and tools can come in handy but you will be able to borrow tools from other riders if you need them. We can also help you repair a puncture. It is, however, prudent to bring a suitable spare inner tube with you since there's no guarantee that we can accommodate punctures in every type of tyre.

You should consider bringing the following in case you need them:

  • A map or maps covering the general area of the ride. Even a page taken out of a motoring map can be useful in the very unlikely event you get detached from a ride (it hasn't happened to any of our riders yet).
  • We usually stop for coffee/tea and cake or a light meal during each ride. You should therefore bring some money with you. In any case you should bring some cash and/or cards in case of emergencies.
  • A mobile phone could be very useful, if you have one.
  • Please carry details of an emergency contact with you - in your wallet or purse, for example. We also ask you to store your emergency contacts on this web site.
  • Water is particularly important during hot summer months - you need to be able to take a drink from time to time to avoid dehydration.
  • Some food with plenty of calories can help you replenish energy if you join us on one of our occasional, longer rides.