UNHCE Information Technology & Distance Education Blog: Email Archives
February 1, 2012
January 13, 2012
- Make sure that you have a folder in the Exchange account's message store selected.
NOTE: If you have other account types setup in the active Outlook profile, each account may have its own message store. If you do not have a folder contained within the Exchange account's message store, the "Automatic Replies (Out of Office)" option will not be visible in step 3 later in this section. - Click the File tab, and then click the Info tab in the menu.
- Click Automatic Replies (Out of Office).
Note If you do not see this option, you are not connected to an Exchange Server. For non exchange account user, visit the following Microsoft Website: - In the Automatic Replies dialog box, select the Send Automatic Replies check box.
- If you want to specify a set time and date range, select the Only send during this time range check box. Then set the Start time, and then set the End time.
- In the Inside my organization tab, type the message that you want to send within your organization, and in the Outside my organization tab, type the message that you want to send outside your organization.
- Click OK.
- If you selected the "Only send during this time range" option in step 4, the Automatic Replies (Out of Office) feature will continue to run until the date and time set for the End Time in step 5 is reached.
Otherwise, the Automatic Replies (Out of Office) will continue to run until you repeat step 1 and select the "Do not send automatic replies" option.
Question: How do I make the address book start in My Contacts, instead of the Global Address List?
Answer: The Global Address List is the listing of everyone on the UNH Exchange server. If you would prefer to default to your own contacts, follow the instructions at: http://office.microsoft.com/en-us/outlook-help/change-the-default-address-book-watch-and-learn-HA010252526.aspx . The instructions are for Outlook 2007, but apply equally to 2010. Make sure you open the address book from your main menu, not from within a new message (otherwise, you won't have the toolbar to select Options.)
Question: Is there an easier way to "send again" instead of going to the sent box, double clicking on the message, then going to File, Recall or Resend?
Answer: Yes. Go to the Sent mail folder and open the message you want to resend (double-click to open in a window.) In the Move section of the ribbon, click on Actions > Resend This Message. (If this is something you need to do a lot, you can right-click on the Resend This Message command and choose Add to Quick Access Toolbar)
January 12, 2012
http://blogs.hbr.org/schrage/2012/01/tip-for-getting-more-organized.html
How much time do you spend each day getting better organized? Cut it in half.
When it comes to investing time, thought and effort into productively organizing oneself, less is more. In fact, not only is less more, research suggests it may be faster, better and cheaper.
IBM researchers observed that email users who "searched" rather than set up files and folders for their correspondence typically found what they were looking for faster and with fewer errors. Time and overhead associated with creating and managing email folders were, effectively, a waste.
I swear I didn't see this before my earlier blog post.
How many mailboxes did you have in Eudora? Are you trying to recreate them all in Outlook?
Here's my opinion: ditch the mailboxes!
I'm a long time Google Mail user, and found that it was much more efficient to search for an email I was seeking, rather than trying to organize them as they came in and then try finding them in a particular spot. Outlook 2010 has a great built in search-functionality, so I'm doing the same in Outlook.
Here's what I do: I created a folder/mailbox called Archived. If I have any email I need to save for posterity, I move it to the Archived folder. If I need to find a particular email, I just type in the search box.
- I created a Quick Step, so that I can just click a button to archive a message.
- Messages may belong in more than one folder
- If I misfile a message, it's even tougher to find later, if I only look in one spot.
- I don't have to spend the few seconds on each message, deciding where it goes.
One of the handy features of being on the Exchange system at UNH is that you can share and view other people's calendars. To see someone's calendar: while in the calendar area of Outlook, click on Open Calendar > From Address Book, and find the person whose calendar you want to view. What you'll notice is that, by default, you can't actually see the person's appointments, but only whether they are busy or not. While this may be sufficient, it's nice to know whether a person is in the office or not, etc.
You can share more detailed calendar information with specific people, or change your default settings, so that anyone on the Exchange system can see more information about your schedule.
To share your calendar with specific people:
While in the calendar area of Outlook, highlight the calendar you want to share and click on Share Calendar. This will create a special sharing invitation email. Choose who you want to share with from the address book, by clicking on the To... button. You can check the box to request the recipient(s) share their calendar back with you. Finally, you can adjust the level of detail the recipient(s) will be able to see. Choose Limited details (will be ale to see the appointment subject and location) or Full details ( will be able to see limited details, plus notes, etc.)
To make details of your calendar visible to all Exchange users:
While in the calendar area of Outlook, right-click on the calendar and choose Properties. Click on the permissions tab (You will see everyone the calendar is shared with, if you shared it as described above.) Choose the Default entry, and adjust the permissions level to the desired level of visibility. Click OK.
You can still create appointments that are not visible to others, by marking the appointment as Private when you create it.
January 6, 2012
Question: Isn't there a simple "empty the trash" command somewhere? I'm having to individually delete each email message twice once I'm done with it (once to put in "trash" and again to finally delete from the trash box. That will get old fast.
Answer: To get rid of your deleted items, just right-click on the delete folder and choose Empty Folder. (See image below)
Question: Attachments in outlook mail don't seem to go into my attach file. I've had several I wanted to delete as they came in, but can't find where they are.
Answer: Attachments are stored with the associated email, both on the server, and in your local cached copy (which you can't see into, except through Outlook). If you right-click on an attachment in Outlook, you'll have several options, including Remove attachment, which effectively deletes it. (See image below)
December 19, 2011
Many folks have had questions about creating a distribution list in Outlook (Outlook calls it a Contact Group). In brief, the steps are:
- Get a list of email addresses, separated by a semi-colon ( ; )
- Create a new contact group and name it
- Click on Add members > From Address Book
- At the bottom of the form (next to the button labelled "Members - >"), paste the addresses into the text box.
November 4, 2011
In Coos County, someone asked Brendan Prusik how to send email to a group of people using Outlook (Brendan's been using Outlook for a while). He recommended a technique I didn't know about, which involves putting your contacts in categories and then sending an email to that category (I had just been using contact groups). Here's the link he shared: How Do I Send An Email To A Group Of Emails In The Same Category?
I'm sure folks will have lots of questions about using Outlook as we roll it out, and I'll continue to post tips here, as well as having some more in depth webinars in the future.
October 24, 2011
If you have been unable to attend one of the recent Introduction to Outlook for Extension Staff webinars (or you just want to hear me talk again), the session I did on Monday, 10/24/2011 is available as a recording at: https://www1.gotomeeting.com/register/271039120. (It is in Windows Media format.)
August 5, 2011
All email accounts will be migrated at once, and staff will begin by using the web-based version (Outlook Web Access) until ITDE staff can install and configure the Microsoft Outlook client on each computer. This transition plan is necessary to ensure the proper migration of email addresses and distribution lists.
Reasoning:
Extension has maintained it's own email server for over fifteen years, and chose to use Eudora as an email client due to earlier security concerns with Outlook. In addition, until recently County administrative staff were not eligible for UNH email accounts. However, security in Outlook has improved and UNH IT policies have changed and it makes sense to avail ourselves of the University's system. This will enable easier interaction with UNH faculty and staff, since Extension staff will now appear in the University's Global Address Book and the scheduling of meetings will be streamlined. Extension will realize cost savings, since UNH does not charge us for use of the Exchange server, and our own email infrastructure will not need to be replaced or maintained.
Migration process:
- We have begun the process of ensuring that all UNHCE staff have UNH Active Directory accounts. (UNHID) Users will be notified of their username and will be required to create a strong password for the account. (Some staff already have UNH AD accounts; for example, Blackboard users)
- All UNHCE staff will be set up in the UNH global address book and given accounts on the Exchange server.
- Existing staff distribution lists will be set up in the global address book.
- ITDE staff will conduct a number of webinars to familiarize staff with the Outlook Web Access interface.
- Once all of the above is complete, we will modify all @unh.edu aliases to deliver mail to the Exchange server, and users will begin accessing their mail through Outlook Web Access. (Mail delivered directly to ceunh.unh.edu will be redirected to the Exchange server, though at some point in the future, this might not be the case. Therefore, if you actively promote your ceunh address, you should notify contacts to use the unh.edu address instead.)
- ITDE staff will conduct site visits to install and configure Microsoft Outlook 2010 and perform other computer maintenance as necessary over the next few months (we will also be replacing the Symantec antivirus product with the University-licensed McAfee product as well as updating other software.) If staff are going to order software (e.g., Adobe software) please do it prior to the IT staff visit, so we can install it then.
Note: During the transition, staff will need to use Eudora as a way of accessing their old email, though it won't receive any new email. When ITDE staff install Outlook, we can import mail and contacts from Eudora into Outlook.
Changes:
- Email client - Eudora will no longer be used or supported as an email client; Outlook 2010 will be installed on all UNHCE computers. Users will be required to enter their UNH AD account username and password each time they start Outlook. (Note that the password is maintained at the UNH level and we have no control over the password strength policy or resetting of passwords)
- Web mail - Users will no longer use the ceunh webmail; staff will use the Outlook Web Access site (OWA). (OWA and Outlook use the same data, so actions you take in one will be reflected in the other, such as deleting or moving mail, replying, etc.)
- Calendars - Staff will use Outlook or OWA to maintain their individual calendars. Other staff will be able to see your availability and request/schedule meetings.
- Distribution lists - Existing staff distribution lists will be migrated to the Exchange server (e.g., One copy all staff), though they will be renamed in the process. Individuals can maintain their own distribution lists via Outlook.
- Support - Support requests should still be made to UNHCE ITDE through the web request support form or via the hot seat. However, because we will no longer have direct access to the email server, we may need to escalate problems to the UNH help desk if they involve the Exchange server.
- Storage of email - Currently, mail is stored for a period of time on our server, and mail that you have downloaded through Eudora is stored locally on the computer that downloads it. With Exchange, all email (sent and received) and attachments are stored on the Exchange server. Recent mail is also cached locally (to improve performance on slow network connections). The Exchange server has a user quota of one gigabyte of storage per user. Once that threshold is reached you will not be able to send or receive anymore email.
- Office Communicator - The Exchange system also allows us to use Office Communicator, which includes instant messaging, remote meetings, and screensharing. (this will not entirely replace GoToMeeting, but it means that all staff will have access to similar tools for internal use.)
Things to be aware of:
- UNH has a strict policy on the use of Active Directory accounts. The accounts are disabled on the day an employee leaves the organization, and no further access to the account or associated email is permitted.
- In light of the above policy, We strongly suggest that you use your unh.edu email account only for Extension business, and use an alternate email account (GMail, Yahoo, etc.) for any personal correspondence.
- If you actively promote your ceunh address, you should notify contacts to use the unh.edu address instead.