Personalizing your Email Address

1. Login to the e-Campus system at www.uri.edu/ecampus using your e-Campus user ID and password.
2. Select: Home > HR Self Service > Employee > Home > URI Directory Profile
3. Click the Email and Internet link at the bottom of the screen.
4. In the Your Email Address: field, enter the e-mail address to which you want your campus e-mail delivered; for example, johnsmith@mail.uri.edu or johnsmith@ds.uri.edu. If you already entered an address here another time, it will appear in the box. You can edit it or skip to the next field.
5. In the Personalized E-Mail Address: field, enter the personalized (also called alias) or shorter e-mail name of your choice as follows: Enter only the name; the standard suffix, @uri.edu, is already entered in the field for you and will be appended automatically. Your new e-mail address will then be of the form: personalizedname@uri.edu
6. The personalized name string can be up to 30 characters long and can contain any alphabetic and numeric characters, including a combination.The only accepted special characters are: underscore, period, and plus sign.
7. All mail addressed to johns@uri.edu will be delivered to the address you specified in step 4.
8. The next field, Alternate E-Mail Address:, enter a second e-mail address if you wish. This address is for publishing purposes only. It will appear in your directory listing and offers your correspondents an alternative address when e-mailing you.
9. If you have a Website, you can enter its Web URL in the Website Address: field.
10. Click OK, then Save.

Your personalized e-mail ID will be valid in 24 hours!

#2 URI Directory Profile:

#3 Click the Email and Internet link at the bottom of the screen

Outlook Web Access (OWA)

Outlook Web Access allows you to access your email and calendaring functions much like WebMail - from any computer with any browser that supports scripts. All your information remains on the Exchange server; it is not downloaded to the computer you're using.

Note:Please Remember: The preferred browser for optimum functionality is Internet Explorer 6 or higher.

1. To get to OWA, go to http://exchange.uri.edu; you will be automatically and immediately redirected to https://exchange.uri.edu/.....

If you are using Internet Explorer with higher security setting than average, the following informational window may appear:

2. Click OK.

You will see the login screen:

3. Select public or shared computer if you are on a machine that is not used by you exclusively. You will be allowed 15 minutes of inactivity before the connection is reset. This is a security measure to protect you in case you forget to log off.

Select the private computer option if you are the only user on the machine. This option will allow 24 hours of inactivity before the connection is reset.

In the Domain\user name field, enter your login user name (which is the same as your e-Campus ID) in the form of uri\username and then your password; for example:

4. Although you must enter your user ID in the form uri\username at login, your email address will actually be in the form username@ds.uri.edu. This was designed to authenticate you in the URI domain (uri\username) while enabling you to have a standard email address (username@ds.uri.edu).

"DS" stands for directory services, which populates objects such as users, computers, mailboxes, and meeting rooms. Microsoft's implementation of directory services is called an active directory.

The Outlook Web Access screens look similar to your standard office implementation of Outlook, although it does depend on which Web browser you have normally been using.

Note: You can reset your password using OWA. Select Options in the upper right corner and then select Change Password in the left column.

Also Note:
To access all OWA features, you may have to temporarily unblock pop-ups in your browser settings if you have this security feature enabled.

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Displaying a Shared Folder from OWA

You can see any Exchange Users calendar free and busy times without a need to be delegated permissions.
You must use Internet Explorer as your browser.

1. Log into OWA : https://exchange.uri.edu
2. Click the seach adress book to the right of the screen : (looks like and open book)
   
   
   
   
3. Find the user in the contact list and click on them, the calendar listing availability is listed with contact info.
   
   

If an Exchange user shares a folder with you (for instance, you are given permissions to view another user's calendar), you can view the folder as follows:
Note: To perform this procedure, the account you use must be delegated at least reviewer access to the calendar folder of the mailbox.
You must use Internet Explorer as your browser.
This will give you access to see what all information regarding appointments for that user.

1. Open your mailbox in Outlook Web Access.
2. Change the URL at the top of the screen by clicking at the end of the URL.
3. Then add:

/otherusersemailaddress/?cmd=contents&f=otherusersfolder
Substitute the other users's email address and the name of the folder that you want to open. For example:

/john@ds.uri.eud/?cmd=contents&f=calendar
or
/john@ds.uri.edu/?cmd=contents&f=contacts.

Full example:
https://exchange.uri.edu/owa/exuser@ds.uri.edu/?cmd=contents&module=calendar

The other user's folder will open in the same window. You can minimize the window and open it as needed from your Taskbar.

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Configuring an Account on an Existing MS Office/Outlook Installation

1. If you are running an operating system other than Vista, Exit Outlook if it is open, and click on the Mail applet under the Control Panel.
2. If you are running Vista with 64 bits, click on the View 32-bit Control Panel Items icon to bring you to the Mail applet.

1 2

3. Click on E-mail Accounts.

3. Under the E-mail tab, select New.

4. Then select Microsoft Exchange, POP3, IMAP, or HTTP and click Next.

5. Proceed to step 4 of Configuring an Account on a New MS Office/Outlook Installation below.

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Configuring an Account on a New MS Office/Outlook Installation

1. After installation, launch Outlook 2007. You will see the following screen:

2. Click Next.
3. In the window that opens, choose Yes and click Next.

4. Enter your name, Exchange email address (username@ds.uri.edu) and your URI user ID password (twice).

5. Click Next. In the next window, enter your Exchange login user name in the form uri\username and your Exchange password.

6. Click OK and then Finish.

You will get the following message:

Instant Search helps you to quickly find items in MS Office Outlook 2007. The Instant Search pane is always available in all of your Outlook views (Mail, Calendar, Contacts). Choose Yes if you wish to install this feature.

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Instant Search

Before you can enable Instant Search, the Windows Desktop Search components must be installed on your computer. If these components are not installed when you start Microsoft Office Outlook 2007, you will be prompted to download the software. After you download the software, you must restart Outlook to enable Instant Search.

Note: Windows Vista includes Windows Desktop Search. If you are using Office Outlook 2007 on a computer that runs Windows Vista, Instant Search is enabled automatically.

To enable Instant Search, click on Click here to enable Instant Search in the Instant Search pane.

Disable Instant Search

1. On the Tools menu, point to Instant Search, and then click Search Options.
2. In the Indexing section, clear the check boxes under Index messages in these data files. Clearing the check boxes disables search functionality but does not remove the Instant Search pane.

For more information, see the Change the Instant Search options section in Find a message or item by using Instant Search.

Note: Disabling Instant Search prevents you from using the Windows Desktop Search query syntax. You can, however, use Advanced Find as in earlier versions of Outlook. To use Advanced Find, go to the Tools menu, point to Instant Search, and then click Advanced Find, or just press CTRL+SHIFT+F.

If you don't enable Instant Search by not downloading Windows Desktop Search as prompted, you can still search but search performance and functionality will be limited. The message Click here to enable Instant Search will be displayed below the Instant Search pane if you choose to enable Instant Search later.

Turning Off the Prompt for Installing Windows Desktop Search

To avoid being prompted to install Windows Desktop Search each time you open Outlook, do the following:

1. On the Tools menu, click Options.
2. Click Other, and then click Advanced Options.
3. Under General settings, clear the Show prompts to enable Instant Search check box. This check box does not appear if your computer runs Windows Vista, or if your computer runs Microsoft Windows XP and has the Windows Desktop Search components installed.

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Password Expiration

For security reasons, many Microsoft operating software systems are shipped with a default setting that requires the password to be reset every 42 days. If you do not wish this feature enabled, follow the steps below to set your local security password expiration time to zero. This setting will eliminate the need to change your password until you wish to do so.

1. Under Folders in the left index, go to Administrative Tools and select Local Security Policy.

2. Under Account Policies, go to Password Policy and select Maximum password age.

3. In the Password will not expire field, enter 0 (zero).

There is no domain requirement for users to change thier passwords. For security reasons it is regamended that you periodiaclly change your password.

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Spam Filtering

Currently we do not have SPAM filtering for Exchange mailboxes, please consult with your support techician if you are interested in configuring your mail with SPAM filtering using your @uri.edu alias using the URI mail server.. You can also use Outlook to create your own filtering.

Change the Level of Protection in the Junk Email Filter

The Junk Email Filter in Microsoft Office Outlook 2007 is designed to keep junk email messages from cluttering your Inbox. By default, the Junk Email Filter is turned on, and the protection level is set to Low, the setting designed to catch the most obvious SPAM. Also by default, any message caught by the Junk Email Filter is moved to the Junk Email folder. You can change any of these Junk Email Filter options for the kind of protection that you want.

Note: To prevent valid email from being tossed into the Junk folder, choose the No Automatic Filtering option.

To choose filter options for the kind of protection you want, go to:

1. On the Tools menu, click Options to open the Options dialog box.
2. On the Preferences tab of the Options dialog box, under Email, click Junk Email to open the Junk Email Options dialog box:
3. Select the level of protection that you want:

No Automatic Filtering
Although this turns off the automatic Junk Email Filter, Outlook continues to evaluate messages by using the domain names and email addresses in your Blocked Senders List, and also continues to move messages from blocked senders to the Junk Email folder.
Note: If you want to fully disable the Junk Email Filter, you must also remove entries in the Junk Email Filter Lists.

Low
If you don't receive many junk email messages or want to filter out only the messages that are most obviously junk, select this option.
High
If you receive lots of junk email messages but do not want to restrict the messages that you see to those from senders on your safe lists, select this option. However, you should periodically review messages moved to the Junk Email folder, because some legitimate messages might also end up there.
Safe Lists Only
If you receive lots of email messages, you can select this option. Any email message that is sent neither from someone on your Safe Senders List nor to a mailing list on your Safe Recipients List, will be treated as junk.

Changing the level of protection affects only those mail accounts that deliver and save email messages to your computer. This includes all email accounts that use a Personal Folders file (.pst), including POP3 and IMAP, and Microsoft Exchange accounts that are configured to use Cached Exchange Mode, which use an Offline Folders file (.ost).

Delete Messages Instead of Moving them to the Junk Email Folder

1. On the Tools menu, click Options to open the Options dialog box.
2. On the Preferences tab of the Options dialog box, under Email, click Junk Email to open the Junk Email Options dialog box.
3. Select the Permanently delete suspected junk email instead of moving it to the Junk Email folder check box. When you permanently delete suspected junk email messages, the messages are immediately deleted and are not moved into the Deleted Items folder.

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Forwarding/Unforwarding Your Email

To forward your email from the mail.uri.edu or etal.uri.edu servers to the Exchange server, follow the steps below. If you forward your etal.uri.edu account, you will still receive a yearly renewal notice.

1. Go to www.uri.edu/its > Communications > E-Mail (the Email site will open).
2. Go to Forwarding Your Email.

3. Click on Request to Forward Email. (The Request window will open).

4. On the screen that appears, login with your mail.uri.edu account. Enter your password and click Submit.

 

5. On the next screen, in the field Forward Email To:, enter your Exchange account in the form username@ds.uri.edu and click Update.

 

Un-Forwarding Your Email

If you wish to stop forwarding your email, go to the Request to Forward Email page and enter information as follows:

1. In the URI Email ID: field, enter the ID of your original email account and select the email server from which you had your mail forwarded.
2. In the Email Account Password: field, enter the password from that original account and click Submit. If you don't remember that password, contact the ITS Help Desk at 874-HELP.
3. On the screen that comes up next, click on the box at the Stop forwarding email from... option in the lower left corner and click Update. Your email will now be sent to your original email address.

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Importing Contacts

If you previously used Outlook with mail.uri.edu or etal.uri.edu and have Contacts, you can easily import them into Outlook Exchange.

Copying Your Contacts into the Exchange Environment

You may notice when you create a new email and click on the To... button, that the Select Names window appears and is populated by entries from the Global Address List, which contains only members known to Exchange. To get access to your personal contacts list, follow this procedure:

1. In Outlook, click on the Contacts tab in the left navigation panel.

2. Click on Contacts in Personal Folders

3.Click on one of the contacts in the middle panel and then type <Ctl>a.This will select all of the contacts in that folder.
4. Right-click and drag the selected contacts to the Contacts list as is indicated below. Release the mouse button and select Copy.

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Automatic Message Reply with Out of Office Assistant

You can set up Microsoft Office Outlook 2007 to send an automatic response to some or all of the people who send you email messages. More detailed information is available online.

Turn Out of Office Assistant On/Off

1. On the Tools menu, click Out of Office Assistant.

The Tools menu appears on the main Outlook window. The main window is the same window that appears when you start Outlook and includes the File, Edit, View, Go, Tools, Actions, and Help menus. There is no Tools menu in Windows where you create or view items such as email messages, contacts, or tasks.

If the Out of Office Assistant command does not appear, an alternative method to automatically reply to messages is available for all Outlook users. Go to Automatically reply to messages.

1. Click Send Out of Office Auto-replies.
2. If you want, select the Only send during this time range check box to schedule when your out of office replies are active. If you do not specify a start and end time, auto-replies will be sent until you click Do not send Out of Office auto-replies.
3. On the Inside My Organization tab, type the response that you want to send while you are out of the office. Organization is usually defined as your company or group and includes people who have an Exchange Server account on your email system. To send auto-replies to people out of your organization, continue with steps 5 and 6.
4. On the Outside My Organization tab, select the Auto-reply to people outside my organization check box, and then type the response that you want to send while you are out of the office. When the Auto-reply to people outside my organization check box is selected, the Outside My Organization tab displays (On) next to the tab name.
5. On the Outside My Organization tab, click My Contacts only or Anyone outside my organization to specify the people to whom auto-replies are to be sent. The contact must exist in your Exchange server Contacts folder. If the contact exists only in a folder that is a part of a Personal Folders file (.pst), the auto-reply message will not be sent.

Use Rules with Out of Office Assistant

If you are not going to check email messages while you are out of the office, use the Out of Office Assistant with rules to automatically manage incoming messages by specifying what action Outlook should take with them. For example, you can create rules to automatically move or copy messages to other folders, to delete messages, to send custom replies, and so on. If you create rules, it is important to understand how they are applied in Outlook.

Rules are applied in the order in which they appear from top to bottom in the list of rules. If you select more than one condition in the Edit Rule dialog box, the rule will be applied only to messages that meet all of the selected conditions. For example, if you specify Judy Lew as the sender (condition) and "Marketing Meeting" (condition) in the Subject box, the rule is applied only to messages that meet both conditions.

However, if you set multiple criteria for a single condition, the rule will be applied to any message that meets at least one criterion for that condition. For example, if you specify "Judy Lew;Frank Lee" in the From box, the rule is applied to messages from either Judy Lew or Frank Lee.

1. On the Tools menu, click Out of Office Assistant.

2. Click Rules.
3. Under When a message arrives that meets the following conditions, specify the conditions that the message must meet for the rule to be applied.
4. If you want to specify more conditions, click Advanced, select the options that you want, and then click OK.
5. If you want to specify that this rule must be applied last, select the Do not process subsequent rules check box.
6. Under Perform these actions, select the actions that you want. You can select more than one action.

Note: If you specify that a message must be deleted, rules that follow the delete rule in the list of rules in the Out of Office Assistance dialog box do not affect the message.

Edit Rules with Out of Office Assistant

1. On the Tools menu, click Out of Office Assistant.

2. To edit the rules, do any of the following:

Change a specific rule: 
Click Rules, select the rule, and then click Edit Rule.
Make changes to the conditions and actions for the rule.

Change the order in which rules are applied to incoming messages: 
Under These rules will be applied to incoming messages while you are out of the office, click the rule that you want to move up or down in the list.
Click Move Up or Move Down.

Delete a rule: 
Under These rules will be applied to incoming messages while you are out of the office, click the rule that you want to delete.
Click Delete Rule.

Turn On/Off Rules Used with Out of Office Assistant

1. On the Tools menu, click Out of Office Assistant.

2. Click Rules.
3. In the Status column, select or clear the check box next to the rule that you want to turn on or off.

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Distribution Lists

A distribution list is an easy way to email a group to which you frequently send messages. The list contains the email address of everyone in the group so your message is received by each person listed on the distribution list. You can include distribution lists in messages, task requests, meeting requests, and even in other distribution lists.

Distribution lists are stored by default in your Contacts folder. If you use an Exchange account, your Global Address List can contain global distribution lists, which are available to everyone who uses that network. The personal distribution lists that you create in your Contacts folder are available only to you, but you can share them by sending them to others.

The maximum number of names that you can include in a distribution list depends on the size of the contact files (for each contact) themselves. In general, a distribution list can contain between 50-70 names and email addresses. A maximum number of email addresses, with minimum contact file size, is approximately 125, and this can include other distribution lists.

Create a Distribution List by Using Names in the Address Book

1. On the File menu, point to New, and then click Distribution List.
2. In the Name box, type the name of your distribution list; for example, "Faculty."
3. On the Distribution List tab, click Select Members.
4. In the Address Book drop-down list, click the address book that contains the email addresses you want to include in your distribution list.

5. In the Search box, type a name that you want to include. When the name you're searching for appears in the list below, click it, and then click Members.
6. Do this for each person whom you want to add to the distribution list, and then click OK.

If you want to add a longer description of the distribution list, go to the Distribution List tab, click Notes, and then type the text. The distribution list is saved in your Contacts folder under the name that you give it.

Create a Distribution List by Copying Names from an Email Message

1. In the message from which you want to copy the names, select the names in the To or Cc box.
2. Right-click your selection, and then click Copy on the shortcut menu.
3. Click the Microsoft Office button , and under Create New Outlook Item, click Distribution list.
4. On the Distribution List tab, in the Members group, click Select Members.
5. At the bottom of the Select Members dialog box, in the Members box, right-click and then click Paste on the shortcut menu.

Note: A member does not need to be in your Address Book to be added to the distribution list. The member's name and email address will be included when you copy and paste from the original email message.

6. Click OK.
7. In the Name box, type a name for the distribution list.
8. On the Distribution List tab, in the Actions group, click Save & Close.

Add a Distribution List Received from Someone Else to Your Contacts

Distribution lists are stored by default in your Contacts folder. When you receive a distribution list from someone else, you can save it to your Contacts.

1. Open the message that contains the distribution list.
2. In the header of the message, right-click the distribution list, and then click Add to Outlook Contacts on the shortcut menu.

Edit a Distribution List

You edit a distribution list by adding or deleting names
To View the names in an Address Book: 

1. In a new message, click To.
2. In the Address Book drop-down list, click the address book that contains the distribution list that you want information about.
3. In the Search box, type the name of the distribution list.
4. In the Name list, right-click the distribution list, and then click Properties on the shortcut menu.

To View the names in the header of a message or meeting request: 
In the To box, click the plus sign (+) next to the name of the distribution list.

Note: After the list is expanded, you cannot collapse the list again. Distribution lists in the Email field of a contact cannot be expanded.

To Add or Delete a Name in a Distribution List

In Contacts, open the distribution list.: Do one or more of the following:

1. Add an address from an Address Book or a Contacts folder: 
2. On the Distribution List tab, click Select Members.
3. In the Address Book drop-down list, click the address book that contains the email addresses you want in your distribution list.
4. In the Search box, type a name you want to include.
5. In he Name list, click the name, and then click Members. Do this for each person whom you want to add to the distribution list, and then click OK.
6. Add an Address that is not in an Address Book or a Contacts folder: 
7. On the Distribution List tab, click Add New.
8. Type the information for the email address, and then click OK.
9. Delete a name: 
10. Click the name, and then click Remove.

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Mail Management and  Storage Quotas

Because the Exchange server has a finite amount of available storage space, we impose mailbox quotas so that space is shared equitably. When you reach your quota, you will have to move and/or delete content to free up space and continue processing your email. You will be notified when your mailbox is approaching our limit of 1 Gigabyte. 

Please note that the term mailbox refers to the collective Mailbox, Calendar, Task List, Contacts, Notes, and Folder List functions shown in the navigation pane in Outlook. Once your mailbox is at 3/4 GB, you will receive a warning from the system. Once you reach 1 GB, the Send function is prohibited; once you reach 1.1 GB, both the Send and Receive functions are prohibited. As soon as you resolve your space issues, the functions will be reset.

How to check your Quota size

1. Right mouse click on you Exchange mailbox in Outlook
2. Click on properties for mailbox
3. In the general tab click of the folder size button
   
   
   
   
4. Your folder size is listed in total and individual elements
   
   

How Content is Managed

Outlook 2007 uses a default AutoArchive function set to run every 14 days, look for items 6 months or older, and move them to an Archive folder that it will create automatically, retaining the original folder hierachial structure. The settings for AutoArchive may be manipulated under the Outlook Tools drop-down menu to Options, to the Other tab, and then to AutoArchive. The AutoArchive process is the solution to moving items automatically from the Exchange server to a local Archive storage file.

Managing Content Manually

If you had Outlook configured for another email address (mail.uri.edu, for example) prior to configuring it for Exchange, it is likely that you have Personal Folders.  If you don’t, follow the steps below.

1. Start from the File menu in the main Outlook window, and point to New.
2. Click Outlook Data File.
3. Select Office Outlook Personal Folders File (.pst).

When you've gone through the process of creating the new Personal Folders storage file, you'll see the result in the Navigation Pane below Mailbox. You can then set up the subfolders in your filing system from the Navigation Pane:

1. To start, right-click Personal Folders and click New Folder.
2. In the Name box, type a name for your subfolder.
3. Make sure Personal Folders is selected as the location for the subfolder.
4. After you click OK, you'll see your new subfolder in the Navigation Pane under Personal Folders.

Once your filing system set up with subfolders, you can easily move one or more messages to a subfolder by selecting the message or messages that you want to move and then using the shortcut menu as follows:

1. Right-click the message.
2. On the shortcut menu, click Move to Folder to open the Move Items dialog box.
3. In the Move Items dialog box, select the destination (under Personal Folders) and click OK.

Other ways to move messages include:

1. Dragging them.
2. Using the Move to Folder button on the Ribbon. This button is available when you double-click the message to open it.
3. Using rules that you set up to move messages automatically.

Note that all of this and much more can be found in the Outlook Help menu.  It includes audio content as well. You can also look under Microsoft Office Outlook Help, and click on the first result, Manage your mailbox III:  Move or copy messages to Personal Folders.

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Calendar

The inbuilt Calendar allows users to schedule meetings with other staff members and check their availability. It also allows users to create sub-calendars, so they can be shared between users or even multiple users. Sharing calendars can only be done when all of the users wishing to share their calendars are on Exchange. To ensure that the email is addressed to a URI Exchange email address, be sure that the address references the server, ds.uri.edu, as in someone@ds.uri.edu.

In the case where a non-Exchange user ID were invited to a meeting that is part of an Exchange-based calendar, the Exchange-supported options to accept the invitation, mark it as tentative, decline it, and propose a new time, or simply display the calendar for that day are not supported.

You can see who is on the Exchange server when you create a new email message and click on the To: button next to the addressee line. The Global Address List pops up. This list is comprised of email addresses on the URI Exchange server. Select from one of these users to ensure proper calendaring support.

To see your calendar, select Calendar in the navigation pane. Once you are looking at your calendar, you can use either the buttons at the top of the window to navigate and to show or hide detail, or the option under the To-Do-Bar.

Click Day, Week, or Month to quickly switch views. The forward and back buttons allow you to easily move through your calendar. More buttons let you show or hide days or detail, depending on your view.

For more information on the many Calendar features and options, go to Outlook Help and enter Calendar.

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Delegating Tasks

When you use Outlook with Exchange, it is very easy for you to delegate to a designated person tasks such as scheduling your meetings, making appointments, processing incoming meeting requests, and handling your email. That person can also manage their own schedule and email along with yours.

Setting Up Delegate Access

1. Start Outlook.
2. On the Tools menu, click Options, and then click the Delegates tab.

3. Click Add.
4. Type or select the name of the user who will act as the delegate, click Add, and then click OK.
5. In the Delegate Permissions dialog box, choose the settings needed for each folder according to the tasks that the delegate needs to perform in the folder.
6. To prevent items marked Private from appearing, make sure to Clear the Delegate can see my private items check box.

Changing Permissions

To add or change tasks that you want your delegate to perform, follow the steps below. Remember, your delegate must have an Exchange mailbox account.

1. Start Outlook.
2. On the Tools menu, click Options and then click the Delegates tab.
3. In the list, click the name of the delegate, and then click Permissions.
4. Modify the permissions on each folder as needed, and then click OK twice.

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Managing Another Person's Calendar and Email

You must have an Exchange account yourself and be on the account owners's list as a person designated to perform these tasks.

Scheduling Meetings

1. Start Outlook using your own profile (the one that includes your own email).
2. On the File menu, point to Open and click Other User's Folder.
3. Type or select your manager's name, click Calendar in the Folder type list, and then click OK. In your manager's calendar, create the meeting request, appointment, or other item as you would in your own calendar. If you are creating a meeting request, the request will be sent to the recipients on your manager's behalf. You must schedule the meeting in the manager's calendar; if you schedule meetings from your own calendar, those meetings will not be automatically added to your manager's schedule.

Taking the Manager Out of the Meeting Request Loop

Managers usually don't need or want to see the meeting request responses that come from attendees prior to finalizing the date and time for a meeting. To take your manager out of the meeting request loop, take the following steps.

1. Start Outlook using the manager's profile (typically on his or her own computer) or ask the manager to do so.
2. On the Tools menu, click Options and then click the Delegates tab.
3.Select Send meeting requests and responses only to my delegates, not to me, and then click OK. Now, meeting request messages (responses, requests for different times, etc.) will go only to you (and any other delegates for your manager) but not to your manager.

Handling Meeting Requests

Handling meeting requests as a delegate isn't very different from handling meeting requests that might come directly to you. When you schedule a meeting in your manager's calendar, the appointment is added as soon as you send the meeting request. What happens next depends on how the attendees respond:

Accepted.
The response in your Inbox indicates that it is received on behalf of the manager and that the attendee has accepted the meeting. You can delete the meeting response.

Declined.
The response is similar, except that it indicates that the attendee has declined the meeting. You must decide whether to change the meeting time or make other adjustments to the scheduled meeting on your manager's calendar based on any feedback included in the attendee's response.

Tentative.
In this case, you must monitor the Inbox for additional status from the tentative attendees and follow up as needed prior to the meeting to finalize attendance.

Propose New Time.
This response indicates that the attendee has tentatively accepted and proposed a new time. However, Outlook takes no action on its own to reschedule the meeting. If you want to accept the new time or even propose your own new time, open the manager's calendar, open the meeting, change the time, and then click Send Update to send new meeting notice to all attendees.

The key point to remember is that you must schedule and manage the meetings in the manager's calendar, not in your own.

Sending and Receiving Email

You can use either of two commands to send email as a delegate: Send-on-Behalf or Send As. Use Send-on-Behalf when you want the message to show that it comes from you on behalf of your manager; use Send As when you want the message to look as though it was sent by your manager.

Sending Email Using Send-on-Behalf

1. Open a new message in your own mailbox.
2. If the From field does not already appear above the To field in the message form on the Standard toolbar, click the Options arrow and then click From.
3. In the message form, click From, type or select your manager's name, and then click OK.
4. Fill in the To, Subject, and other fields as needed, and click Send.

No additional configuration is necessary to use this method.

Sending Email Using Send As

When you are granted Send As permissions on a mailbox, messages that you send from the mailbox appear to come from the mailbox owner. Configuring Send As permissions on a mailbox must be done by the Exchange Server administrator; it can not be configured in Outlook. Contact Ed Crane, gecrane@uri.edu / 874-7493, or Alan Wild, awild@uri.edu / 874-5553.

Managing Tasks and Other Items

If your manager has given you the necessary permissions on other folders in his or her mailbox, you can manage items in those folders. For example, you might create or assign tasks from your manager's Tasks folder. Or perhaps you need to manage the Contacts folder, changing addresses or adding new contacts. To do this:

1. Have your manager grant you the necessary permissions on the folder or folders.
2. On your computer, start Outlook and on the File menu, point to Open and then click Other User's Folder.
3. Type or select your manager's name, click the folder type in the Folder type list, and then click OK.
4. Work on the items in the folder as you would in your own folders. The actions you can perform in a given folder are limited by the permissions set on it by your manager.
5. For example, you might be able to create new tasks but not modify existing tasks. Or you might be able to create new contacts and change existing ones but not delete contacts.
6. Check with your manager if you run across a situation in which you need greater access to items in a specific folder.

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Creating Custom Holiday and Event Calendar Files

Although Calendar comes with predefined holidays, you can create your own custom holiday and event set and distribute it to people in your group. This is something that would be developed on a yearly basis by an authorized person; individuals could then import it into their personal calendar. Examples are the URI football games schedule, semester schedules, days off, etc.

Tip: Instead of creating custom holiday files, consider creating and sharing custom calendars. More information about sharing calendar information in available online.
Warning: Modify the Outlook.hol file at your own risk. Microsoft provides this procedure "as is" without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability and/or fitness for a particular purpose.
Note: If you add the same custom set of holidays again, you will get a duplicate set of the holidays in your calendar. Therefore, you should create a custom holiday set rather than customizing an existing set.

1. Exit Outlook if it is running.
2. In Microsoft Windows Explorer, locate the following file:

drive:\Program Files\Microsoft Office\Office 12\LCID\outlook.hol
LCID is your locale identification (LCID) number. For more information about LCID numbers, go to Microsoft.com.

3. Make a backup copy of the file.
4. Using a text editor, such as Microsoft Notepad, open the Outlook.hol file.
5. Press CTRL+END to position the insertion point at the end of the file.
6. Type a new header and custom events by using the format described below.

[Country or Description] ###

Holiday or event description, yyyy/mm/dd

Holiday or event description, yyyy/mm/dd

In the above format, ### is the total number of items listed for a particular country/region or description. There is a space between the closing bracket and the number, as well as a carriage return at the end of the line. On each holiday line, there are a comma and a space between the holiday description and the date, as well as a carriage return at the end of the line. For example:

[Expense Reports] 4
Q1 Expense Reports Due, 2007/04/15
Q2 Expense Reports Due, 2007/11/15
Q3 Expense Reports Due, 2007/12/15
Q4 Expense Reports Due, 2007/01/15

7. Save and Close Outlook.hol.
The next time you run Outlook, the new Expense Reports dates are available for adding to your calendar.

Distribute Custom Holiday and Event Files

You can distribute a customized holiday and event file in the following ways:

Send an email message with the Outlook.hol file attached.
Place the file in a commonly accessible location or shared drive on your network where other people can copy the file.

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Outlook's Weak Spots

It's happened to everyone: suddenly the computer won't let you do an action that is usually critical to completing your task. Most often, the problem is merely a procedural misstep. But sometimes, you can't do what you have to do because, well, you just can't.

Outlook can do a lot; there are people who live their lives by Outlook, running almost every facet of their lives through its communication and scheduling capabilities. Nevertheless, the reality is that there are some things that Outlook can't do. In some instances, it's by design. Occasionally, it's something unanticipated by the Outlook designers and planners.

Organizing Meetings

Outlook's central purpose is structure and organization. It therefore expects certain things from meeting participants, and has still higher expectations of meeting organizers.

The organizer role is not transferable.
Once someone has organized a meeting, they are the organizer until the meeting is over. Someone else cannot take the meeting organizer role if the original organizer can't attend. The only workaround is to delete the original meeting and reissue invitations. This is a big and complex issue, in both design and programming required to make it work.

The meeting stays on the organizer's calendar.
The meeting can't be deleted from the organizer's calendar, even if the organizer can't attend, because the organizer is the only one who can change the meeting. This barrier was designed specifically for and implemented into Outlook 2007.

Meetings you decline don't exist.
If you decline a meeting, it disappears from your calendar. If you want to track all of your group's meetings, you'll have to look for another way to include those that you decline.

A meeting invitation is a separate email.
Currently, you can't reply to an email message with a meeting request. This is a frustration for many users.

Views and Folders

Outlook offers many opportunities for customization, but there are a few areas where it currently enforces restraint.

Folders lists are sorted alphabetically.
In the navigation pane at the far left of Outlook, you can freely rearrange your "Favorite Folders" in Mail, and the shortcut buttons at the bottom that take you between Outlook functions. But the list that you see in "Mail Folders" and "Folder List" — including Inbox, Drafts, Sent Items and Deleted Items, together with organizational folders that you create is sorted alphabetically, and that's how it stays. If you want to go to the trouble, you can rename your folders, but be careful about Outlook functionality (e.g., avoid renaming "Inbox") and any rules that you may have set up.

Each folder has its own view.
You can change the view of each of your folders - your Inbox can look different from your Sent Items or personal folders. But you have to do it individually for each folder. You can't apply changes to multiple folders at the same time.

The navigation pane font is what it is.
The style, size and color of the type in your folders list can't be changed.

Distribution Lists and Email

The world revolves around email nowadays, and that's an area where Outlook shines. Even so, there are some features users still dream of.

Distribution lists come from Contacts.
It would be useful to be able to stick an email sender directly onto a distribution list - for example, someone responding to an offer for an email newsletter. But Outlook prefers that you build distribution lists from your Contacts, so you first must add the sender to an address book in Contacts. If you'd rather not mix contacts, you can establish an address book especially for the purpose by creating a new folder within your Contacts folder.

Contacts are individuals.
You have to add email senders to Contacts before they can go in a distribution list. Although it would be easier and faster to be able to search for such senders and add them en masse into Contacts, Outlook insists that you add email senders to Contacts individually.

Each message is sent only once.
Some users may want to set up a recurring message to send reminders and such. Outlook doesn't do that, but there are third-party add-ins that enable that function. For examples, look here and here.

Email archives are not searchable.
Outlook archives old messages, but those messages are not searchable. This ordinarily is not an issue for home Outlook users, but is more so in some corporate settings. In this case, a third-party corporate archiving solution may be required.

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Online Help

Use your Outlook Help menu option for help on the topics above and more. You may also find the following sites useful:

Office Online: Help for Outlook 2007
Office Online: Outlook 2007
Outlook: Help and How-to

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Third Party Email Clients & Smart Phones

You can use a third party client such as Thunderbird, for example, to access email on the Exchange server. You can not access the calendar functions with a third party client.

Use exchange.uri.edu server with any mail client other than Outlook ou must select SSL connection ports.
For IMAP4 server, enter 993 for the port number and select the standard SSL if it is not already selected.
For POP3, enter port 995 and select the standard SSL if it is not already selected.

To use calendar features, use Outlook Web Access.

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ActiveSync for Smart Devices (PDAs)

ActiveSync, a technology that connects smart devices, uses the Windows Mobile software to sync devices such as PDAs and Smart Phones to an Exchange server.

Please ask your service provider what your device needs to synchronize with Exchange. Be sure to discuss issues on disconnecting your device from Exchange!

The example below shows a PDA configuration to ActiveSync.

1. Power on the PDA device and go to Start.	2. Go to Programs > ActiveSync.
3. Then go to Menu > Configure Server. Enter exchange.uri.edu in the server address field.	4. Click Next. Enter your user name, password, and uri as the domain.
5. Click Next and select the data you wish to synchronize. Click Finish.	6. You will get the message below. Click OK.
7. Next, select Sync to Sync Device with Exchange Server and then Messaging.	8. You will see a window such the the one below. You are now ready to process your email and use the calendaring features.

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Blackberry Instructions

Take the following steps to use your Blackberry with Exchange.

1. Create an Exchange mailbox.
To do this, log in to Exchange via Outlook, Entourage, or Outlook Web Access (OWA) at least once. This will create your mailbox on the Exchange server.
2. Request a Blackberry user account on URI's Blackberry server.
To do this, send email to UCS_Admins@ds.uri.edu and request a Blackberry user account.
3. Upgrade your Blackberry service to Enterprise support; this is an additional fee.
Contact your service provider and request the service level that provides Exchange support.
4. Blackberry Activation Password
Systems Support will supply you with your Blackberry activation password. You will use this password in the final step (see "Blackberry Activation" below). Your
Blackberry activation password will be given to you or to your technical support staff.
5. Perform Enterprise Activation for Blackberry
Important: Make sure you perform these instructions in an area with good signal strength. We recommend extending the antenna for your Blackberry if it has one. To get the best signal strength, position yourself outside or near a window.

To perform Enterprise Activation on your Blackberry, do the following:

1. On the Blackberry, click Options >	2. Advanced Options >	3. Enterprise Activation

4. In the Email: field, type username@ds.uri.edu.
5. Type the Blackberry activation password in the Password: field. This is a one-time activation password provided by Systems Support, not your regular, URI domain password. Use the "alt" key to shift and type numbers if needed.
6. Do one of the following:

Click the wheel and choose Activate. (Blackberry Bold and earlier)
Press the Menu button and choose Activate. (Blackberry Storm)

7. When activation begins, you will see a long list of items, such as Email, Calendar, Contacts, etc. As the activation progresses, each item will be completed. Items may not be completed in any particular order. Activation can take between 5 and 30 minutes, depending on how much data needs to be synchronized between the Exchange server and your Blackberry. Activation progress is displayed at the top of the screen.
8. When activation is complete, click OK.

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Apple Mail to Exchange with Entourage 2008

Snow Lepoard OS X is a the new Macintosh operating system with built-in comparability with Exchange Server. For more information please see:
http://www.apple.com/macosx/compatibility/

Configuring Entourage for Exchange

Before you set up Entourage for Exchange, update Mac OS X using Software Update in the Apple menu. This will ensure you have the latest Daylight Savings Time updates. Also, update Microsoft Office using the Microsoft AutoUpdate application.

1. Open Entourage 2008. If this is the first time Entourage was opened, the Entourage Setup Assistant will automatically launch. Click the right arrow, and skip to step 4.
2. Go to the Entourage menu and select Account Settings....
3. Click New.
4. In the E-mail address: box, type your email address. Your email address is username@ds.uri.edu.
5. Place a check mark next to My account is on an Exchange server and click the right arrow.
6. The next screen displays a message about the success or failure of automatic configuration. Either message is acceptable, even if it indicates failure. Click the right arrow to continue.
7. Make sure your full name appears in the box labeled Your name:.
8. In the Exchange Server: box, type:
   https://exchange.uri.edu
   
9. Type uri.ds.uri.edu in the box labeled, LDAP server:.
10. Click the right arrow.
11. Click Verify My Settings.
12. You will be asked for your account information.
    -Type uri.ds.uri.edu in the Domain: box.
    -Type your ULID in the Account ID: box.
    -Type your password in the Password: box
    
13. Click OK.
14. After a few moments, you will see the message, "Your account settings have been successfully verified."
15. Click the right arrow.
16. Type your name in the Account name: box.
17. Click Finish.
18. Enter your password if prompted to do so.

Important: You must make sure your Exchange account is set as the default.

1. If the Accounts window is not still open, go to the Entourage menu and select Account Settings..
   
2. Make sure your Exchange account is in bold; this indicates it is the default.
3. If your Exchange account is not bold, select your Exchange account and click Make Default.
4. Your Exchange account appears in bold once it is set as the default.

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IPhone Configuration with Exchange

A link to Iphones exchange documentation:
http://www.theiphoneblog.com/2008/07/13/walkthrough-exchange-activesync-on-your-iphone-20/

1. To setup the iPhone for Exchange, start by setting up an email account by tapping Settings,
2 Tap Mail, Contacts, Calendars,
3. Then Add Account
4. Choose Microsoft Exchange.

5. Follow settings below	6. Select desired settings	7. Set desired Mail days to sync

Outline of Settings

1. Email: "username@ds.uri.edu"
2. Domain: (mandatory) "uri.ds.uri.edu"

if the Doman tab is missing and only username is present the format should be:
"uri.ds.uri.edu\username"

3. Username: "ecampus username"
4. Password: "uri domain password" Given to you when you received an exchange account or a URI domain username.
5. Description:"whatever you wish"

WARNING - Before you set up your Exchange account, please know that any contacts and calendar events currently on your iPhone will be erased. They will be replaced with what is in your Exchange account. So please make sure that you transfer all of your data to Exchange before going through the setup process on your iPhone.

 

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