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system looks for these duplicate instances and forwards ONLY the first instance. If multiple instances were detected and any subsequent instances removed, this constitutes having modified the original email - and once again the "flag" gets set. Prior to being processed to the ship, after all of the earlier "scanning" is complete, the system checks the status of the "flag". If the flag has been set, two things happen.....

a. the system appends a notice to the email being sent to the ship, informing the recipient that the email has been modified from the way it was sent from the originator. The note indicates what caused the modification.

b. An automated email gets generated back to the sender, notifying them the email has been modified, and it provides a very brief explanation of why the message was generated. But more important, it attaches a copy of exactly what is being forwarded to the ship. That way, you as the originator, can take a look at what the recipient will receive, and decide if you need to take action to forward any critical information that might otherwise have been necessary to the recipient.

It's important to realize that (a) these "modified" messages are 100% automated, (b) that they're provided as a courtesy, (c) it does NOT create an additional workload on the part of those processing the email ashore, and (d) that in no case does any of this affect the privacy of any email being forwarded to the sub.

So you ask what you need to do to correct all this, to ensure you don't get these notices? Hopefully you'll realize from reading the above, that in 99.9% of the cases, there's no action required. This functionality is a component of the sailor mail system, being performed as a courtesy.. and there's nothing required on your part. However, if you wish to ensure you don't get these in the future, there are a couple of simple things you can do to prevent it. If you're an AOL user, please read the special section on AOL further below.

a. If you're using a mail system that allows you to configure it to send email in different formats, all you need to do is select "plain text". This will ensure these duplicate instances don't get generated - and nothing will get stripped, letting your email go through exactly as you drafted it. If you're using Microsoft Outlook for example, the process is to click <options> from the <tools> drop down menu. Once there, click <mail format>, and select "plain text" in the drop down box.

  • b.

    Another thing you can do is not send any attachments - remember they're stripped away anyway.

  • c.

    Another thing you can do is ensure that all lines sent to the ship do not start with a ">". The simplest thing is to avoid

forwarding email from others.

Now - if you've understood all that, please bear with me for just a wee bit more. It's actually a "good" thing that you receive those "your email was modified" messages - and you might actually PREFER to continue receiving them. Here's why. When you send email, that email eventually winds up on a server located in Norfolk, Virginia, waiting to get placed on the satellite link for the last leg of its trip to the submarine. It's not until the email is entered in that final link that the automated process described above takes place. While it would be possible to configure your system to avoid getting these automated messages, you can also use them as an indication that your email is being processed for that last leg of the journey. If you elect to not receive them, you'll never know your email is making it any further than your local mail server. Some folks are bothered when they receive those automated messages, but once they understand that receipt of them indicates their email is getting transferred to the sub, they're not only willing to receive them, but would actually prefer they keep receiving them.

October 9 – October 15, 2006



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