LIU’ve Got Mail Frequently Asked Questions

LIU’ve Got Mail Frequently Asked Questions includes an FAQ Regarding The State Of Your Email Account and an OUTLOOK FAQ.

Category 1

• If you are an email user using the old/Groupwise system on a regular basis (check email daily/weekly or since January of 2004), your account will continue to be active until your date for conversion to Outlook. You or your program administrative staff will be contacted at least 2 weeks in advance with the details regarding your account conversion. These details include the actual date of conversion, training schedules, what to expect, etc. At this time, we anticipate that all accounts will be converted by November.

Category 2

• For those who have been employed by the LIU prior to the summer of 2003, have signed the Electronic Communications Security Agreement, and never received an email account or haven’t used your Groupwise account since January 2004 your account was converted to Outlook over the summer. You supervisor received a 1 page memo that provides the details for your account. These details include the process for accessing your account, your password, your email address, a schedule of dates/locations for Outlook training, and so forth.
  If you do not fit these two categories, either we do not have a record that you have signed an Electronic Communications Security Agreement or you started to work for the LIU since the summer of 2003.
  • If you started employment since the summer of 2003 and we have a record of your signed Electronics Communications Security Agreement, you will be provided an account in the November and December 2004 time-frame. If you don’t receive notification of your new account by the end of the year, please contact us.
  • If you have not signed an Electronics Communications Security Agreement, you can download one from the IU website at Internet_agreement.pdf or copies of the form are available in the Human Resources and Technology Services offices. Please sign the agreement and forward it to Eleanor Cooley in the Human Resources Department in New Oxford. Once your agreement is received, you will be scheduled to receive an email account in the November and December 2004 timeframe. If you don’t receive notification of your new account by the end of the year, please contact us.

AOL users- How can I log into my Outlook Web account?

• There are known issues with Outlook Web and AOL. The current solution is to connect to AOL like normal and then minimize it. Once AOL is minimized, open internet explorer. You can then log into your Outlook Web account using internet explorer. Make sure AOL is minimized and not closed.

If I forget my password who do I contact?

• Go to www.iu12.org and click on Help CentrE to place a Help Ticket.

How do I get an Electronic Communications Security Agreement to sign?

• You can download it by clicking on this link Electronic Communications Security Agreement. Read and sign the agreement. Return it to Eleanor Cooley in the HR Department.

Does Outlook support Designates?

• Yes, Outlook calls them Delegates. Select Tools | Options | Delegates to add Delegates and set permissions.

Can I redirect an e-mail message to someone else?

• There is no redirect option available in Outlook. However, you can Forward a message by choosing Options, select 'Have replies Sent to' and specify the e-mail address where you want the replies sent.

How do I get long URLs to appear as hyperlinks in Outlook and other e-mail clients?

• If you see a long web link in an e-mail message, always look for a stray bit of text on the line below—that text may be part of the link.
  
  E-mail 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.

How can I disable "automatic" checking for new mail?

1. Select Tools | Options
2. Click on the Mail Setup tab
3. Click on the Send/Receive button
4. Under Setting for group "All Accounts", uncheck Schedule an automatic send/receive every 5 minutes

Can I create canned messages in Outlook?

• http://www.its.uiowa.edu/cs/exchange/signature.html This uses Outlook 2003 version

With Auto Preview selected, am I actually viewing the messages?

• No, however, the Preview Pane does actually open your messages.

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 e-mail messages' is selected.

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.

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?

• It is recommended 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

I copied a hyperlink into my email message, but it doesn't change to a hyperlink?

• After you select Edit | Paste, you must press either the Space Bar or the Enter key.

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.

How do I recall a message I've already sent?

• Outlook 2003 allows you to cancel (recall) messages that you have sent to other Outlook users. This can be useful if you send a message and then you discover errors in the message and want to prevent the recipient from reading it. However, the Recall feature is somewhat limited due to the following reasons:
  • You can only recall messages from recipients who are currently logged onto the network and using Outlook.
  • You can only recall messages that have not been read or moved out of the recipient's Inbox.
  • When you attempt to recall a message, a recall notification appears in the recipient's Inbox and remains there while the recall process is taking place. If the recipient has the Outlook Inbox open, this notification may prompt them to immediately open the message you are attempting to recall.
  • The recall process can take several minutes, during which time the recipient can see the recall notice in their Inbox and can open and read the message you are attempting to recall.
  
  To recall a message, open your Sent Items folder, display the message and choose Actions | Recall This Message.

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 6 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 e-mail 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 for details.
  As with any e-mail client, it is important that users avoid opening attachments from people they don't trust or are not expecting something from. 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.

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 e-mail 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.

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

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.

My mail seems to be missing in my Exchange Inbox?

• Check to what you have set for your 'Current View' of your Inbox. Sometimes users change it to say 'Unread Messages in This Folder' and therefore, they see nothing, because all of there messages have been read.

Is there a way to make a shortcut for another user's Inbox, like you can for another user's Calendar?

• No

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.

Additional Information:

Microsoft’s FAQ for Outlook 2000
Microsoft Outlook Support Center