University of Idaho Main Page
 
e-Support   University of Idaho  
 
  E-SUPPORT ACCOUNT TOOLS FAQ SOFTWARE SERVICES OTHER
Information Technology Services e-Support
e-Support 

 

  QUESTIONS?
Contact the
ITS Help Desk

helpdesk@uidaho.edu
1-208-885-HELP (4357)
Teaching & Learning Center Room 128

Help Desk Summer Hours:
 Mon - Fri: 7:00am - 6:00pm
See additional Library and SUB Lab hours
  Microsoft Exchange Frequently Asked Questions   
Here is a list of Frequent Questions received at the Help Desk concerning the planned migration from the iPlanet system to Microsoft Exchange.

Quick Links

  • Outlook Web Access (OWA): Get your email anytime, anywhere!
  • Outlook 2007: Automatically configure Outlook to access UI Email servers
  • Thunderbird: Configure Thunderbird to access UI Email servers
  • Entourage: Configure Entourage to access UI Email servers.
  • Mail.app: Configure Mail.app to access UI Email servers.

Exchange General Settings and Policies.

Return To Top

Email Questions and Features.

  • Will my email address change?
    • No, your email address will not change. You will login with your full email address, username@uidaho.edu and your University password. Make sure you know your current University password as you will be prompted for it.
  • How long will the migration take?
    • Please allow plenty of time for the migration to complete.  Depending on the size and number of emails you have it could take up to a few hours.  If you are unable to access your email after a few hours please contact the Help Desk at 885-4357.
  • How can I disable "automatic" checking for new mail?
    • Select Tools/Options.
    • Click on the Mail Setup tab.
    • Click on the Send/Receive button.
    • Under Setting for group "All Accounts", uncheck Schedule
      • an automatic send/receive every 5 minutes.
  • What is the difference between Exchange and Outlook?

    • People often interchange "Outlook" and "Exchange". Outlook is really a combined email and calendar client - similar to the separate clients Eudora and Meeting Maker. Exchange is the mail and calendar server, where the messages and appointments are stored.

      Microsoft Outlook offers an integrated solution, with email, calendar, address book, directory, tasks, and notes - all rolled into one program. Microsoft also offers a web interface called Outlook Web Access (OWA). Using Outlook is like having both Eudora and Meeting Maker in one application, with a shared address book; or using the OWA, like having Webmail and Meeting Maker for the Web together in one web client.

  • In Outlook, should I use Word as my email editor or the standard Outlook editor?
      In Outlook 2003, if you use Word as your email editor, you can take advantage of some of the features of Microsoft Word such as:

    • AutoCorrect - as you write, automatically correct common typos.
    • Automatic spelling and grammar checking
    • Automatic bullets and numbering
    • Tables - when you use Word as your editor and HTML as the default message format, Outlook preserves table formatting, even for recipients who do not use Word.
    • Automatic conversion of email names and Internet addresses to hyperlinks.
    • Autoformat - automatically format your message as you type.

      • Your message editor defaults to MS Word when you install Outlook 2003. To verify, choose Tools/Options/Mail Format, and confirm that the check box 'Use Microsoft Office Word 2003 to edit email messages' is selected.

  • When I receive email in Outlook, the text is wrapped - how can I prevent this?
    • Choose Tools/Options/Email Options and select 'Remove extra line breaks in plain text messages'. Or, on a message by message basis, you can click on the gray bar at the top of the message that says 'Extra line breaks in this message were removed.' and select 'Restore line breaks'.
  • Can I permanently delete a message?
    • Press Shift + Delete to permanently delete a message. Otherwise, the message will be moved to your "Deleted Items" folder.
  • Can I automatically empty the Deleted Items folder?
    • Yes. Choose Tools/Options/Other and select 'Empty the Deleted Items folder upon exiting'.
      Note: This permanently deletes all items in the Deleted Items folder when you exit Outlook.
  • How do I get long URLs to appear as hyperlinks in Outlook and other email clients?
    • If you see a long web link in an email message, always look for a stray bit of text on the line below-that text may be part of the link.
    • Email programs wrap long lines of text to fit the screen and the text is auto-converted into a clickable link. Unfortunately the conversion only detects a single line of the web link-anything that has been wrapped to the second line is ignored.
    • You will need to copy the link into the address bar of your web browser, copy the extra text on the second line and paste it at the end of the link in the address bar and press Enter.
  • Is there a limit on the number of rules you can have in Exchange?
  • How can I prevent someone's messages from going to my Junk Email folder?
    • Some messages end up in the Junk Mail folder because of the content of the message. You should add the person to your "Safe Senders List". Choose Actions/Junk Email and select Add Sender to Safe Senders List.
  • How can I set Outlook to automatically download and open pictures when I open an HTML email message?

    • Choose Tools/Options/Security/Change Automatic Download Settings and de-select 'Don't Download pictures or other content automatically in HTML email'. NOTE: this applies to all messages that you receive. If you would like to only download pictures from certain senders, you can add the sender to your Safe Senders list.

      1. Right click on the message.
      2. Select "Junk Email".
      3. Select "Add Sender to Safe Senders List". The pictures will show in emails from that sender.

  • How do I queue messages so that they can all be sent at the same time?
    • To queue messages, select Tools/Options and click on the Mail Setup tab. Under the Send/Receive section, uncheck "Send immediately when connected". Messages will be held in the "Outbox" folder until you click Send/Receive (F9). The Send/Receive action has the affect of doing an immediate Receive after Sending messages that were held in the Outbox. If you want to "Send only" then you can select Send All from the Send/Receive pull-down menu.
  • What happens to the message when I queue a message for future delivery?

    • To queue a message for delivery in the future, create the message and then:

      1. Click the Options button and check the Do not deliver before: box.
      2. Set the date and time that you want the message delivered and click the Close button.
      3. Click the Send button, even though the message will be sent in the future.
      4. The message is moved to your Outbox.

      Note: If you open your Outbox, you will see the message summary in italics. Notice that the Sent date is the date/time you clicked the Send button to queue the message - not the date/time it's actually going to be sent.

      Note: If, for any reason, you open a message that is queued for future delivery - to change it or admire it or whatever - you will need to click the Send button again; otherwise it will no longer appear in italics in your Outbox - nor will it ever be sent.

      5. The message will move to your Sent folder when the future date/time arrives.
      Note: The message will still retain the original date, but when the recipient opens the message, the future date/time is displayed.

  • How do I re-send a message?
    • Open the message in your "Sent Items" folder and then choose Actions/Resend This Message.
  • Can I add stationery to create backgrounds for my messages?
    • We recommend that you do not use the stationery feature. If you send to people outside of Exchange, the recipients may not be able to correctly view your messages. Using stationery also increases the size of your messages and can impact your quota.
  • Can I have replies sent to someone else?
    • Yes, choose Options, select 'Have replies sent to' and specify the email address you wish the replies to go to.
  • When I create a new message and fill in the To: field, where does it look to verify the address?
    • By default, addresses are verified against the Global Address List (Exchange Only) and then your Contacts list.
  • How do I remove an address from the AutoComplete list?

    • To remove an address from the AutoComplete list, use the arrow keys to select it and press the Delete key.

      If you wish to remove all of the addresses from the AutoComplete list:

      1. Exit Outlook.
      2. Search for the file Outlook.NK2 and rename it to Outlookbkp.nk2. (NOTE: When you search for the file, you will need to search in hidden files and system folders and display file extensions). The file will automatically be recreated the next time you launch Outlook

  • When I create a new message, how can I display the "From" or "Bcc" fields?
    • Choose New and from the Options drop down, you can choose either to display the From field and/or the Bcc field.
  • I subscribe to several departmental lists. Sometimes a message is sent to multiple lists that I am subscribed to, but I only receive one copy of the message.
    • The Exchange server detects and eliminates duplicate copies of messages.
  • How do I set Outlook as my default email client?
    • Launch IE (Internet Explorer) and choose Tools/Internet Options/Programs and set Email = Microsoft Office Outlook and click OK.
  • I filter my e-mail using iPlanet sieve rules, what is the equivalent?
    • Your iPlanet sieve rules will no longer work after the migration. You can manage the new 'E-mail Rules' through Outlook or OWA. The new rule functionality is greatly enhanced over the existing functionality but unfortunately there is no migration process from iPlanet to Exchange.
    • Click here for setting up Rules in Outlook 2007.
  • What are Public Folders and how do I use them?
  • Will the UI still maintain a backup of email?
    • A backup is maintained for disaster recovery purposes only.  However, Exchange offers you an easy way to recover your own messages in case of deletion.  Click here for more.
  • Can I 'send mail on behalf of' someone without them granting me full rights?

    • Yes, by default, anyone listed as a delegate can "send mail on behalf of". To prevent someone from accessing the mailbox folders, set the following permissions:

      Delegate Permissions window

      Note: the person should still be listed as a delegate on the main page, even with these restrictions.

  • When I work as a Delegate for my boss, where do messages I send on the boss' behalf go?
    • When you are working as a delegate, messages that you send go into YOUR "Sent Items". The same is true when you are working as a delegate and delete a message, it goes into YOUR "Deleted Items", not your bosses.
  • How do I direct outgoing messages from a shared/dept. account to that account's Sent Items folder instead of to my own Sent Items folder?

    • You can create a Rule to move a copy of outgoing messages from your personal Sent Items folder to the shared account's Sent Items folder. If multiple people manage a departmental account, each person should create the following rule, so that everyone will have access to outgoing messages sent from the shared account, no matter who actually sent the message.

      1. Select Tools/Rules and Alerts.
      2. Click on the New Rule button.
      3. Click the Start from a blank rule radio button.
      4. Select Check messages after sending and click Next.
      5. Check the box with specific words in the subject under Step 1.
      6. Click the specific words link under Step 2.
      7. Enter a short text string in the Search Text box (e.g., HR, CLAS) and click OK.

      Note: You will need to add this text somewhere in the "Subject:" line each time you send a message from the shared account, so you will want to choose something short-your department abbreviation, for example.


      8. Click the Next button.
      9. Check the box move a copy to the specified folder under Step 1.
      10. Click the specified link under Step 2.
      11. Select the Sent Items folder under your shared/dept. Mailbox and click OK.
      12. Click the Next button twice.
      13. Specify a name for the rule you just created (e.g., Copy2Sent) and click Finish.

      Note: You will still have copies of the shared/dept. outgoing messages in your personal Sent Items folder-you can delete them.

  • How do I turn off the Reading Pane in a mailbox?.
    • Choose View/Reading Pane/Off.
      Note: this is not a global setting, so you will need to select this for each folder.
  • Do I need to be concerned about security if I use the Outlook Reading Pane?
      Security concerns over the Outlook Preview Pane go back to the days of its introduction over 7 years ago. Since then there have been a variety of security layers integrated into Outlook to allow both the Preview Pane and opening the message to be as secure (and often more so) than other email clients. Whether using Auto Preview, the Reading Pane or opening the message full screen, a variety of steps are taken to ensure a high level of security. See How Outlook helps protect your computer from viruses .

      As with any email client, it is important that users avoid opening attachments from people they don't trust or are not expecting something from. Fortunately, Outlook 2003 filters the majority of attachments that are deemed harmful and limits the ability of html/scripting within messages to do anything pro-active, execute, or even link directly to an outside website. (Note: All HTML-based messages are treated as if they are in a restricted zone.) It is also important to run anti-virus software on the client and server, and to patch your software/OS regardless of your email client (or OS).

      You can use whichever preview method is most productive for you (Auto Preview or Reading Pane) - security should not be a concern. With the new options for positioning the Preview Pane (and its use of Microsoft's ClearType technology for easier reading) in Outlook 2003, most people are using the Reading Pane. Most email-born viruses now rely on the user to manually open them - something that can be mitigated with good user education/awareness and up-to-date anti-virus software.

  • Is there a way to globally turn off the Preview Pane in Outlook?
    • Yes. You will need to make the following changes:

      1. Create a shortcut to Outlook.exe (In C:\Program Files\Microsoft Office\OFFICE11 or wherever Outlook is installed). Note: you can't use the default shortcuts that Office creates when you install it (e.g., in the Start Menu) - these are special shortcuts that cannot be modified.
      2. Open the Properties of the shortcut that you created.
      3. In the "Target" field add the option /nopreview to the end of the path. So the target field should display similar to:
      "C:\Program Files\Microsoft Office\OFFICE11\OUTLOOK.EXE" /nopreview

      This will remove the Preview Pane from every folder in Outlook. You can still turn the Preview Pane on for certain folders while using Outlook, but as soon as you restart Outlook, all Preview Panes will be turned off again.

  • Where do Public Folders reside?
    • Public folders reside on the Exchange server.
  • Where do Archive Folders reside?
    • Archive Folders reside on your hard drive..
  • How do I turn on 'Full Headers' in Outlook?
    • When you are viewing a messages select View/Options and
      look in the Internet Headers box. If you need to send the
      full headers to someone, copy and paste them into your
      message.
      Note: A message that goes out through the Internet will have
      Internet Headers. A message routed only through Exchange
      will not.
  • How do I set Outlook to prompt for a password?
    • 1. Select Tools/Email Accounts.
      2. Select the "View or change existing email accounts" radio button.
      3. Click the Change button.
      4. Click the More Settings button.
      5. Click the Security tab.
      6. Under "User identification", check the box in front of "Always prompt for user name and password".
      7. Click OK.
  • How can I find out where my data files (.pst) in Outlook are stored (e.g., hard drive, network drive)?
    • Choose Tools/Options/Mail Setup/Data Files.
  • I subscribe to several departmental lists. Sometimes a message is sent to multiple lists that I am subscribed to, but I only receive one copy of the message.
    • You cannot receive a message with the same message-id in Exchange. This means if you previously received duplicate messages in iPlanet (you were a member of a distribution list and someone cced you as well) you will only get one message on the new system. This occurs regardless of the message contents or time when the original message was sent.
  • How do I set a Vacation Message in Outlook?
    • Microsoft Exchange calls Vacation messages Out of Office Responses.  To setup an Out of Office Response in Outlook you will need to login to Outlook and go to Tools->Out of Office Assistant.
    • You will need to check the bullet for I am Currently Out of the Office and then fill in the text box with the reply you would like to send.
    • Outlook offers you the chance to set rules as well, but a basic setup is recommended.

Return To Top

Outlook Web Access (OWA)

Return To Top

Calendaring and Tasks.

  • With calendaring and tasks now in Outlook, Outlook Web Access, and Entourage, click here for general questions regarding calendaring and tasks on the new system.
  • How will this upgrade affect OnTime calendaring on campus?
    • Warning: During the migration special considerations should be made for calendar use.
    • If you are currently using the OnTime calendar service you will need to wait until all users within your department, or division, have been migrated before using the new Outlook calendar exclusively.  This will decrease the confusion about which calendar system has the correct up-to-date information.
    • Keep in mind the non-department access you provide to both user and resource calendars.  For instance, do you maintain the schedule for a department conference room?
    • Once you have migrated and verified you no longer need your OnTime calendar please contact the Help Desk to have the calendar deleted.  This will ensure no one improperly uses your old calendar information.  You may request your OnTime calendar be deleted at any time.
    • Appointments and tasks will NOT be automatically migrated from OnTime to Outlook.  You will want to review your OnTime calendar content and transfer appointments you want to maintain in the new system.  Access to OnTime will be provided for historical reference after the migration is complete.
  • Can I set delegate permissions for someone to view my meeting details?
    • To set delegate permissions, select Tools/Options and click on the Delegates tab to include combinations of read, create, and modify.
  • How do I share a calendar so others can see my schedule?
  • What is the difference between sharing and delegating rights to a calendar?
    • Delegate rights allow individuals to make meetings, send email and assign tasks on behalf of you.  Sharing rights allow you to share to varying degrees your meeting details, your contacts, and tasks.  You can set access in sharing to allow other to schedule meetings on your calendar or to modify meetings as well.
  • I have delegate rights to someone's calendar but when I try to print the calendar I get an error message "The messaging interface has returned an unknown error. If the problem persists, restart Outlook." Why?
    • This error will occur if you have been given delegate rights to someone's Calendar but not given rights to their Tasks and are trying to print their calendar using the Daily Style which includes printing task items. The delegate can resolve this problem by modifying the Print style to exclude task items. This can be done by selecting File/Print and clicking on the Define Styles button. Highlight Daily Style and click on the Edit button. Then uncheck the Include TaskPad option and click OK. You will now be able to print the calendar.
    • Alternatively, the calendar owner can modify delegate rights to include permissions for Tasks.
  • I am not receiving email notifications when someone schedules me in a meeting - Why?
    • Anyone of the following will prevent email notifications from being sent:
    • 1. You have added a Delegate and selected 'Send meeting requests and responses only to my delegates, not to me'. (e.g., Tools/Options/Delegate).
    • 2. You have your calendar set to auto-accept meeting requests.
    • 3. You set Author permissions on your calendar. This allows a person to open your calendar by choosing 'Open a Shared Calendar' and schedule a meeting directly on your calendar. Therefore, no email notification is sent.
  • How many months back is calendar data kept?
    • Your calendar data does not expire. Since calendar data counts against your Exchange quota, you can choose to remove or archive old calendar data.
  • Can I open multiple calendars at one time?
    • Yes. Calendars can display side by side - 10 is the maximum that Microsoft recommends for optimal viewing. You need to have delegate permissions in order to view details of other calendars.
  • Is there a limit to the number of day events I can have on one day?
    • Yes, in Outlook there is a limit of 15 per day.
  • How do I create an activity to block the entire day?
    • When you create a New Appointment, you can click the All Day Event box, enter a "Subject" (text of your "note"), and then save it. It appears in the grey area at the TOP of the Calendar window. By default, an All Day Event does not show your calendar as busy. However, you can change the Show Time As option to Busy and then your entire day will display as busy.
  • Can I change my default to "Don't send a response" for handling invitations to all day events?
    • The person being sent a calendar invitation cannot change the response default in Outlook 2003 but the meeting originator can change an option that will eliminate the response request. This can be useful when you send a meeting request or post your vacation time to a large number of attendees and tracking attendance is not necessary. Follow these steps:
    • 1. On the File menu, point to New, and then click Meeting Request.
    • 2. On the Actions menu, click Request Responses.
    • 3. This turns off the Request Responses option. To turn back on requesting responses, on the Actions menu, click Request Responses
  • Can I set my calendar to display in other than 30 minute increments?
    • Right-click on the Time Bar in the Outlook client and select the increment you want. You can manually enter any time in OWA Premium, but there is not a way in OWA Basic.
  • What do you recommend users set as defaults for publishing free/busy and how often to update from the server?
    • We recommend that you set publishing free busy for the maximum of 36 months and updating server free busy every 15 minutes. Note: if you run a detect and repair, the defaults are reset to 2 months and 15 minutes, so you should remember to change these.
  • How can I prevent the publishing/searching of my free/busy information?
    • To set your calendar so it won't publish your free/busy information, click on Calendar and choose Tools/Options/Calendar Options/Free/Busy Options... and set 'Publish = 0 month(s) of Calendar free/busy information on the server'. Click OK. Note: This is not the recommended option if others need to schedule meetings with you.
    • To set a resource calendar (e.g., conference room), the resource owner must first sign onto the resource and then follow the steps above.
    • Note: People given rights to your calendar can still see it, but they cannot do a Free/Busy search against it. If there are already appointments on your calendar before these settings are changed, those appointments will still be searchable (e.g. entries added after the change will not be).
    • Note: These steps do not prevent someone from tentatively inviting you to a meeting.
  • How do I open someone's calendar to view free/busy times?
    • Unless you have delegate rights, Outlook does not have an option where you can open and view an individual's calendar (even though you only see the "busy" time blocks).
    • To see someone's free/busy times in Outlook you have two options:
      * Start a New Appointment and then add the individual as an attendee.
      * Create a Group View, add the person(s) and then click the View Group Schedules button any time you want to view the group calendar(s).
    • To create a group view, select Actions/View Group Schedules and click on the New button. Enter a "Group name" (e.g. IT Staff), enter the name(s) of the group member(s), and click OK.
    • To view the group schedules, click the View Group Schedules button, select the Group you want to view, and click the Open button. Note: A group can contain one or more persons.
  • When a person leaves the UI and their Exchange account is deleted, what happens to the meetings they scheduled?
    • When an Exchange account is deleted (e.g., person left UofI), it does NOT delete the meetings from the attendees calendars.
  • Do I have to 'accept' a meeting for it to appear on my calendar?
    • If your Outlook Mail client is configured to display the Reading Pane, and you preview the meeting notification OR if the Reading Pane is turned off, but you open the meeting notification, then the meeting will appear on your calendar as Tentative, even though you have not accepted the meeting.
    • In the Outlook 2003 client, you can also set the auto-accept option under Resource Scheduling for your individual account. To set this option, select Tools/Options/Preferences/Calendar Options/Resource Scheduling. Check Automatically accept meetings and process cancellations. Note: Meetings are only auto-accepted while Outlook is running.
  • When you invite someone to a meeting, does it appear as tentative on that person's calendar?
    • If their Outlook Mail client is configured to display the Reading Pane, and they preview the meeting notification OR if the Reading Pane is turned off, but they open the meeting notification, then the meeting will appear on their calendar as Tentative, even though they have not accepted the meeting.
  • Can I set my calendar to auto-accept meetings?
    • Yes, choose Tools/Options/Calendar Options/Resource Scheduling
    • Select 'Automatically accept meeting requests and process cancellations'
    • You may also want to select ' Automatically decline conflicting meeting requests'
    • Click OK three times.
    • Note: Incoming meeting notifications will appear temporarily in your Mail Inbox and then Outlook will take over, auto-accept the meeting for you, send an acceptance notification back to the meeting organizer, and move the meeting notification from your Mail Inbox to your Sent Items folder. Meetings are only auto-accepted while Outlook is running.
    • The meeting will appear on your calendar as it was scheduled by the meeting organizer (Busy, Tentative, Free, or Out of Office).
  • If I have the Out of Office Assistant turned on and someone schedules me in a meeting, do they get the Out of Office notification?
    • Yes, the Out of Office auto response will be sent.
  • My resource is set to Automatically accept meeting requests... what permissions should I set?
    • Resource owners who have set their resources to:
    • Automatically accept meeting requests and process cancellations
    • Automatically decline conflicting meeting requests
    • In conjunction with the above settings, the resource permissions must be set with Full Author permissions. (Note: Author permissions will allow users to see meeting details). If you do not want details to be visible to all Exchange users, you will need to set up your Resource permissions so that a Delegate can manage the resource-in other words, you will need to de-select the Automatically accept and decline settings listed above.
  • My resource is set to Automatically accept meeting requests... yet I find some meeting requests in the resource Inbox - Why?
    • When scheduling a meeting, if you invite a Resource as a person, not as a 'resource', the meeting request will go to the Resource Inbox. Note: when scheduling a resource, you must make sure that you schedule a resource as a 'resource'.

      • -OR-
    • If someone schedules a resource using OWA, the meeting request will "sit" in the Resource Inbox until the Resource Owner accepts it. OWA does not support direct booking of resources.
  • My resource is set to Automatically decline conflicting meeting requests, yet my resource got double booked - Why?
    • A resource could get double booked if the resource owner has given users rights to create appointments directly on the resource mailbox's calendar (e.g., Open a Shared Calendar). This is because no meeting invitation is generated and therefore can't be processed.
  • When I cancel a meeting involving a resource, the meeting displays as Canceled on the resource calendar - can it be deleted?
    • The resource calendar time does show as free when doing a free/busy search after canceling a meeting. However, since it does clutter the calendar display, especially when printing, ITS recommends that the resource owner periodically go in and delete any "canceled" meetings on their resource.

Return To Top

Contacts, Distribution Lists and the Global Address List.

  • What is the Global Address List or GAL?
    • The Global Address List or GAL is a University wide directory of Exchange users available through Outlook or OWA.
  • Where are my Contacts stored?
    • Your Contacts folder is stored on the Exchange server. You can access your Contacts via the Outlook 2003 client or the OWA (Outlook Web Access).
  • How do I get my contacts from the old Vandalmail system?
    • To download your contacts you will need to log into Account Management at the E-Support Site, www.support.uidaho.edu.
    • Once logged in select the link on the left for Export Addressbook.
    • You will see a link to download your contacts to a .csv file located just to the right of your username.
    • Choose where you want to save it, we recommend the desktop, so you can import it into your mail client.
  • How do I import my contacts into Outlook 2007?
    • In Outlook 2007 you will go to File then Import and Export.
    • Select Import from another program or file and hit Next.
    • Select Comma Separated Values (Windows) and then hit Next.
    • Hit Browse to locate the file where your contacts are saved, if you just exported them from Vandalmail, check your Desktop.
    • Once you have found the file hit Next to continue.
    • Select your Contacts folder from the folder list and hit Next to continue.
    • Click Finish to begin importing your contacts.
  • I know someone has migrated to Exchange, but I do not see their contact in the GAL, how can I update it?
    • The GAL is updated on the server every morning at 5a.m. Pacific time.
    • If you do not see someone that migrated the day before you can click on the down arrow next to Send and Receive and select Download Address Book.
    • Now click ok. It will take a few minutes to update, but then you should see the most up to date contact list.
  • How can I add an email address in a message to my Contacts folder?
    • Right-click on the icon in the "From:" field and select Add to Outlook contacts from the menu. Make any additions or changes to the contact data and then select Save and Close.
  • If you add a date to the "Birthday" field in a Contact, that date will automatically appear on your Calendar.
    • Open the Contact that you want to add a birthday for, click the Details tab, and then click the arrow in the "Birthday" field to display a calendar. Locate the person's birthday and click to select it. Click the Save and Close button. A note (e.g., Joe's Birthday) will appear in the Event field on the specified date.
  • How do I create a nickname for addressing new messages?

    • Use the Contact "Full Name" field to create the nickname that you want to use to address new messages. For example, if you want to address messages to Edward Critchfield using "Ed", then do the following:

      1. Click to select Contacts and then click the New button to create a new contact.
      2. Enter a nickname (e.g., Ed) in the "Full Name" field.
      3. Click OK when you are prompted to enter more information in the "Check Full Name" window.
      4. Enter the Email address for the contact and press the tab key.
      5. The "Display as:" field will appear as: nickname (email address).
      6. The contact will appear as follows:


      7. Save the contact.

      When sending mail, check names using the Contacts address list first. To set Contacts first:

      1. Select Tools/Address Book.
      2. Select Tools/Options.
      3. Add Contacts as the first address list to check names for addressing.

      The first time you compose a new message using the nickname, select it from your address book rather than typing it in. If you type it directly the first time, you may see a pop-up window "LDAP Directory Server found more entries for this search than your specified size limit". Subsequently, you will be able to type the nickname directly.

  • Directly from an email, how can I add multiple email addresses to a Distribution List?
    • While in the email message, copy the names displaying in the To or Cc fields. Then choose File/New/Distribution List. In the ' Name' box, type a name for the distribution list. Click the 'Select Members'. In the 'Add to distribution list' 'Members' box, paste in the names. Click the OK button.
  • How do I share a distribution list?

    • You can either give someone else rights to your entire Contacts folder, put the distribution list in a Public folder or send the distribution list to someone:

      1. Open a new message.
      2. Click the message body.
      3. Do one of the following:

      If MS Word is your email editor, then drag the distribution list from "Contacts" into the message.

      If MS Outlook is your email editor, on the Insert menu, click Item. In the Look in list, click the folder that contains the distribution list that you want to send. Distribution lists are saved in the Contacts folder by default. In the Items list, click the distribution list that you want to send, and then click OK.
      4. Send the message.

      Note: If you want to send a distribution list to someone, and the distribution list contains members from the Global Address List, be sure that the recipient of the distribution list also uses the same Global Address List.

  • How can I get my departmental mailing lists to appear in the Global Address Book (GAL) in Exchange?
    • ITS will create address lists on request. Departmental system administrators will then populate and maintain the lists.
  • How do I send to a departmental mailing list which appears in the GAL (Global Address List)?

    • Follow these steps:

      1) Start a new message
      2) click on the address book to the left of the TO:... field
      3) find your departmental address list in the GAL (Global Address List) and select it
      4) click on the TO: button
      5) click OK.

      You can click on the + to expand the list if you need to remove individual names for a particular message. Note: you must be a member of an organization in order to send to departmental lists within that organization. (E.g. ORG=Finance & Operations, DEPT=Human Resources).

  • Does the GAL contain all UI faculty, staff and students?
    • Faculty and staff will be added to the GAL as they become Exchange users.   All faculty and staff will be moved over for the Fall 2007-2008 school year.
      •   At this time students will not be added to the GAL.
  • How do I sort my "Contacts" in the GAL so they show up last name, first?
    • Choose Tools/Email Accounts and select 'View or change existing directories or address book' and click Next. Select Change. In the 'Show names by field, select File As (Smith, John). Select Close. Select Finish.

Return To Top

  
   
CONTACT US | ACCOUNT TOOLS