Exchange Email & Outlook Help

I am getting messages that say I am over my storage limit, what do I do?

Facts

  • A user can not have his mailbox size increased, there are no exceptions.
  • A user will begin to get messages warning them when their mailbox reaches 30000 KB(30 MB). If they exceed 35000 KB(35 MB) they will not be allowed to send email.
  • The mailbox size includes the Inbox, subfolders to the inbox, sent items, and deleted items. These are all emails stored on our server.
  • Personal folders allow users to store emails on their local hard drive. These folders are not accessible from off campus.

Checking Mailbox Size on Windows

  1. In Outlook, right click "Outlook Today - Mailbox..."
    1. You usually have to be viewing the folder list.
  2. Left click on properties for outlook today.
  3. On the general tab, there is a button towards the bottom which says folder size, left click this.
  4. This displays the Total size of the entire mailbox and the size of the subfolders.

Checking Mailbox Size on Mac OSX

  • Call Rus Inman at extension 3687 and give him your mailbox name. He will let you know how much space you are using.

Moving Mail to a Personal Folder on Windows or Mac OSX

  • Simply highlight the email by clicking it once or selecting multiple emails by holding down the shift or ctrl key and drag the highlighted items to the personal folder of choice.
  • OR - After highlighting the messages click on the edit menu, select the "move to folder" command, select the folder you wish to move the highlighted messages to, and click ok.

Creating a Personal Folder on Windows

  1. In outlook click on the File menu.
  2. Now select Data File Management from the list.
  3. Click the add button, and select Personal Folders File and click OK.
  4. Name the new file (the default is fine) and select where u would like it to be saved (the default here is also fine) and click ok.
  5. All the defaults are fine on the next window unless the user would like to password protect his personal folder. Just click ok.
  6. On the next window select Close and the personal folders should now appear below the Outlook Today - Mailbox.

Creating a Personal Folder on Mac OSX

  1. In outlook select Tools from the menu bar.
  2. Now on the bottom of the menu select Services.
  3. Select add and choose the personal folder option and click Add.
  4. Name the new file (the default is fine) and select where u would like it to be saved (the default here is also fine) and click NEW.
  5. All the defaults are fine on the next window unless the user would like to password protect his personal folder. Just click ok.
  6. On the next window select Close and the personal folders should now appear below the Mailbox.

Can I recall or take back an email that I sent out?

Facts

  • Messages that are sent to other outlook exchange users can possibly be recalled, it depends on whether the person has read the message yet.
  • There is NOTHING OIT can do to recall or take back emails that were sent to listservs, Toto/Athena, or off campus accounts.
  • If two people are using Microsoft outlook as an exchange client for the campus system an attempt can be made by the client to recall the message if they are using a PC.
  • Users of the MAC version of outlook do not have the ability to try to recall messages.

Recalling a message in Outlook on Windows

  1. First access your sent items folder by left clicking it once.
  2. Open the message you would like to attempt to recall by double left clicking it.
  3. On the menu bar of the message, select the Actions menu.
  4. Now select recall this message from the menu.
  5. Choose the options you would like and click OK.

Recalling a message in Outlook on Mac OSX

  • This command is not available on a Mac computer. You would need to login to your account on a PC and setup outlook as an exchange client and follow the directions above.

How do I give someone permission to view my inbox or calendar?

Facts

  • Desktop support will NOT setup permissions without the express consent of the user.
  • Sharing does occur between both Mac and Windows computers using outlook as an exchange client.

Setting up Permissions on Windows

  1. In outlook select the Tools menu.
  2. Select the email options command towards the bottom of the menu.
  3. On the top of the Options window is a set of tabs, select the Delegates tab.
  4. Now select Add to select someone from the global address book that you would like to have permission to your information and click OK
  5. This next window is a list of folders that one can have access too. Select what level of authority this person can have for each folder and click OK.
  6. Click OK again to confirm the changes.

Setting up Permissions on Mac OSX

  1. In outlook select Edit from the menu bar.
  2. Click on Preferences at the bottom of the Edit menu.
  3. On the left of the next window select the Sharing option.
  4. Click the add button to select a user from the global address list that is also on the exchange system and click OK.
  5. Now be sure to select the user in the box at the top. You can now change select which folders you would like the user to be able to access and the permissions they have. When you are done, click OK to confirm.

How do I give someone permission to view my inbox or calendar?

Facts

  • Permissions must be setup on the person's account that they are trying access.
  • Desktop support will NOT setup permissions without the express consent of the user.
  • Sharing does occur between both Mac and Windows computers using Outlook as an Exchange client.

Setting up Permissions on Windows

  1. In outlook select the File Menu.
  2. Left click on Open once, and then select Other User's Folder from the sub-menu.
  3. Left click the Name button and select the persons name from the global address book and click OK.
  4. Now select which folder you are trying to access and click OK.
  5. The person folder should appear in a separate window.
  6. Once a person's folder has been access once, it should appear on the bottom of the Open sub-menu as a short cut.
  7. If you have to access another folder, follow the steps again to gain access to that other folder.

Setting up Permissions on Mac OSX

  1. When in outlook access the file menu from the menu bar.
  2. Select open and then choose Other User's Folder from the sub-menu.
  3. Click the Name button and select the persons name from the global address book and click OK.
  4. Now select which folder you are trying to access and click OK.
  5. The person folder should appear in a separate window.
  6. Once a person's folder has been access once, it should appear on the bottom of the Open sub-menu as a short cut.
  7. If you have to access another folder, follow the steps again to gain access to that other folder.

How do I change my password?

Facts

  • We DO NOT give out passwords over the phone!
  • We can not view or find out passwords, passwords can only be changed if forgotten.
  • Passwords are CaSe-SenSitIVE, user names are NOT.
  • If it is a new account that still has the default password.
  • If they know the default password and want it changed follow the steps below.
  • If they need their default password they can come to the Help Desk in L150 with a picture ID to get that password or change it to what they want.

Changing Your Password if You Know it Already on Windows

  1. Be sure you are logged into the computer through the domain CSUS2100. Press CTRL-ALT-Delete on the keyboard; under logon information it should say for example "John Smith is logged on as CSUS2100/jsmith"
  2. If this is the case then you just need to press the change password button, enter your old password and the new password twice and press OK. This will change both the password to your computer and your email password. You can not do one or the other, only both.
  3. Sometimes you may hit enter or ok after only entering your old password, this essentially changes your default password to nothing. So you just need to go back to the change password screen and put nothing in the old password and put your new password in twice and press OK.

Changing Your Password if You Know it Already on Mac OSX

  1. To change your password, you need to come to the Help Desk in L150 with a picture ID or call Rus Inman at extension 3687

I forgot my password!

Facts

  • We DO NOT give out passwords over the phone!
  • We can not view or find out passwords, passwords can only be changed if forgotten.
  • Passwords are CaSe-SenSitIVE, user names are NOT.
  • If it is a new account that still has the default password.
  • If they know the default password and want it changed follow the steps below.
  • If they need their default password they can come to the Help Desk in L150 with a picture ID to get that password or change it to what they want.

Forgotten or Incorrect Passwords on Windows or Mac OSX

  1. You will need to get a hold of the email administrator Russ Inman at extension 3687 to get your password changed. His office is in L179.